Some reminders for renting a vehicle when traveling for District business:
1) Indicate the rental needs such as size of vehicle and length of time on the initial travel request form. This is how the supervisor approves the use and expense of a rental vehicle before the travel occurs.
2) Many hotels will charge to park a vehicle. Remember to include those charges in your cost estimates on the travel request form.
3) There are two state contracts for rental vehicles through Hertz and Enterprise. By renting through a state contract, there are liability protections for the driver. The District Travel Buyer will, upon request, make the car rental reservations under a state contract.
4) Rental vehicles reserved outside a state contract may add additional cost and/or personal liability to the driver. Therefore, it is strongly recommended rental vehicles be reserved on a state contract through the District Travel Buyer.
5) No rental vehicle expenses (reservations, parking, and fuel) can be prepaid by the Travel Buyer. These expenses must be paid by the person actually renting/driving the vehicle either using their P-Card or a personal credit card (for subsequent reimbursement).
6) Remember to keep your receipts when paying for pre-approved vehicle rentals.