State Travel Management Program – Car Rental Information

When renting a vehicle from all domestic Enterprise or Hertz locations under the State of Texas contract, the daily rate includes both LDW and Liability coverage.

LDW LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract.

Liability: Damage Waiver includes Full DW ($0 Deductible); Liability includes Combine Single Limit of $1,000,000.

Proof of insurance is located in the glove compartment or on the windshield of all contract rental cars. In the event you need to provide proof of insurance, inform the individual asking that you are renting under a corporate rate which includes the insurance and show the above "proof of insurance" document.

If a contract vendor does not have the reserved vehicle type available when a traveler arrives at the rental location with a confirmed reservation, the vendor is required to: provide the traveler a free upgrade to the next higher vehicle class, if available; or acquire a comparable vehicle for the traveler from another contract vendor, if possible, or from a non-contract company. In either instance, the rental car vendor must pay any cost difference.

If the counter person you are dealing with will not do this, ask to speak with the location manager. If you still do not get this assistance, call the vendor's customer service contact or call our office (if it is during normal business hours). If for some reason you can't do this at the time of the rental, contact our office as soon as possible after your trip. We will get you a refund or reach a resolution that is satisfactory to the traveler. And, we will request the vendor develop procedures to correct the deficiency from occurring in the future.

If you rent a vehicle from a non-contract rental car vendor, insurance may or may not be included in the base rental rate. Inquire at the time of rental if the contract insurance coverage is included. If it is not, you must purchase the LWD and Liability insurance. If you need to use a non-contract rental car vendor under an allowable exception, LDW and Liability insurance charges will be reimbursed by the Comptroller. Liability insurance supplement, Personal Accident insurance, Safe Trip insurance, or Personal Effects insurance are not reimbursable. (Please refer to Textravel, a Web resource published by the Comptroller of Public Accounts.)

Other facility fees as mandated or allowed by various taxing jurisdictions vary by location and are not included in the rate (for example: battery and tire surcharges).

If you rent a vehicle from a contract rental car vendor using a rate other than the State of Texas Contract Rate (e.g., a promotional rate), the insurance may not be included. You MUST request the State of Texas Contract Rate and provide the proper rate identifier code in order to receive the insurance coverage and the services provided in the state's contract.

Only lower rates that are offered to the general public constitute a valid exception to using the contract vendors. These lower rates that meet the needs of the state agency must provide the same services as the contract rates. Sometimes non-contract rental car vendors will offer the same or lower rates JUST to State of Texas business travelers in an attempt to draw business away from the contract vendors. Use of these "matched" rates is not allowable under the travel rules.

Each state entity has different arrangements for paying for rental cars. They may be paid in one of several ways:

• with an individual state-issued corporate travel charge card;
• with your personal non-state charge card;
• by direct-bill with a one-trip travel voucher issued by your state entity or without a voucher, if direct billing has been set-up by your state entity;
• or, by special advance arrangement, with cash or debit card (i.e., you cannot just walk up to the counter and rent a car on a cash basis; you will be required to "guarantee" payment with a charge card).

Before renting a vehicle, check with your entity's travel coordinator to find out the method of payment that has been established for your entity. If you get to the rental counter without this information, you may not be able to obtain a vehicle.

Effective January 1, 1994, the purchase or reimbursement for rental car expenses may not exceed the contract rental car rate unless a valid exception exists.

In accordance with the rental car contracts, the following types of cars in the car classes are standard for the State of Texas contract. The contract vendors must include these types of cars or similar models in the car classes. The traveler may pay a higher rate for a particular car if the vendor has classified the car type in a higher car class.

Compact: Nissan Versa or similar; Ford Focus;

Economy: Chevy Sonic; Chevy Spark; Kia Rio;

Full-size: Ford Fusion or similar model;

Intermediate: Chevy Cruze; Mazda 3 or similar model; Toyota Corolla or similar model;

Minivan: Dodge Caravan or similar model;

Passenger Van: Chevy Express; Ford SuperClub Wagon; Chevy E3500 or similar model;

Small SUV: Ford Escape or similar; Toyota Rav 4 or similar model;

Medium SUV: Ford Edge; Chevy Equinox; Jeep Grand Cherokee or similar model;

Large SUV: Chevy Suburban; Chevy Tahoe or similar model;

Standard: Buick Verano; Mazda 3 or similar model.

Explanation of Taxes and Fees:

• Airport Access Fees: A fee that is charged to any customer that picks up a car at the airport location within their first 24 hours, submitted directly to the airport authority and is payable by customer. This fee is paid for on all rentals.
• CFC-Customer Facilitation Charge: A fee imposed by the airport for parking vehicles on-site at the airport, submitted directly to the airport authority and is payable by customer. This is paid for on all rentals.
• Texas Motor Vehicle Rental Receipts Tax: A tax that is similar to a sales tax. This tax is not due on the rental of a vehicle by a state employee traveling on official business when the charge is paid on a Direct Bill basis. Also, the personal payment for a motor vehicle rental by a state employee traveling on official business is not subject to tax, provided the rental is made under a master contract with the state. This applies to a rental paid via an Individual Bill Account (IBA), a Corporate Liability Individual Bill Account (CLIBA) and a Central Bill Account (CBA), as well as any other form of payment. A Motor Vehicle Rental Exemption Certificate (Form 14-305) must be completed by the employee renting the vehicle and provided to the rental company, unless the rental company links specific invoices or rental contracts to that organization's signed exemption certificate in its files. For out-of-state motor vehicle rentals, a state employee would need to contact the other state in question to determine whether its law allows an exemption for motor vehicle rental receipts tax when a motor vehicle is rented by a public agency from Texas. Most states require payment of their state tax.
• Local Sports and Community Venue Tax: A rental receipts tax that is imposed by a local district to provide funding for a certain event or project. When the state motor vehicle rental receipts tax is not due on a transaction, then the Local Sports and Community Venue Tax will not be due. As noted earlier, however, a state employee must issue a completed Motor Vehicle Rental Exemption Certificate (Form 14-305) when renting the vehicle.
• Texas Property Tax & License Reimbursement Fee: A surcharge that is passed on to the customer as reimbursement for license and title fees. This is paid for on all rentals and will vary by city.

Hertz: In case of an accident, promptly and properly report any accident, theft or vandalism involving the Car to Hertz and to the police in the jurisdiction in which such incident takes place. You should obtain details of witnesses and other vehicles involved and their drivers, owners and relevant insurances wherever possible. If You or any Authorized Operator receive any papers relating to such an incident, those papers must be promptly given to Hertz. You and any Authorized Operators must cooperate fully with Hertz's investigation of such incident and defense of any resulting claim. FAILURE TO COOPERATE FULLY MAY VOID ALL LIABILITY PROTECTION, PAI/ PEC, LIS, LDW AND PDW. You and any Authorized Operators authorize Hertz to obtain any records or information relating to any incident, irrevocably and unconditionally consent and submit to the jurisdiction of the courts of the jurisdiction in which the incident occurs and waive any right to object to such jurisdiction.

If in a car accident or your car was stolen, call 888-337-5475 and Hertz will assist.

Enterprise: In case of an accident, renter should notify the police and the rental location immediately. The renter should obtain the name of the investigating police department, the name, address, license and tag number and insurance carrier and policy number of the other vehicle's operator. Enterprise may provide a substitute vehicle if one is needed.

Hertz: Hertz offers International rental rates. Under this agreement Hertz will offer a percentage discount off of the published rates for Canada. Mexico-Rentals need to be approved by location. Please do not drive Hertz vehicles into Mexico without prior approval.

Enterprise: Rentals driven into Canada have no additional charge and all coverages are valid while traveling in Canada. Rentals available in 240 Canadian locations with varying coverages. Contact location for details of coverages. Rentals driven into Mexico require the purchase of Mexico insurance which can be charged to a direct bill account or a credit card. Locations in Mexico are not participating in the contract.

Hertz: Please refer to State of Texas Contract.

Enterprise: Driving recklessly or while legally intoxicated or under the influence of any illegal drug or chemical; engaging in a speed contest; engaging in a criminal act in which the rental vehicle's usage is substantially related to the nature of the criminal activity; towing or pushing anything; unauthorized use of rental vehicle outside the US or Canada; or rental vehicle is driven by an unauthorized driver.

Customer Pick-Up:

Enterprise: Participating suburban locations will provide pick up service or transportation for the traveler to and from the traveler's work location and/or home with advance notice to the closest rental location.

Hertz: Provisions for serving travelers with disabilities which are in compliance with the Americans with Disabilities Act (ADA). This includes, but is not limited to:

• Wheelchair-accessible rental locations.
• Wheelchair-accessible shuttles equipped with lift for transport to and from rental vehicles.
• Rental vehicle delivered to travelers with disabilities.
• Hand controls installed on rental vehicles.
• Rental agreements and other documents available in alternate formats (e.g. Braille and large print), when appropriate.
• Rental policies that allow for a traveler with a disability to travel with a personal attendant at no additional cost.
• Policies and procedures that provide auxiliary aids and services necessary to provide effective communication to travelers with disabilities, when appropriate.
• Policies that prevent a traveler with a disability from incurring surcharges to cover the costs of the company's compliance with the ADA.
• Policies that permit the use of a service animal by a traveler with a disability at no additional cost to the traveler, including policies that prevent unnecessary separation of the traveler and the animal, including in a vehicle.

Policies that prevent a traveler with a disability from incurring surcharges to cover the costs of the company's compliance with the ADA

Enterprise:

• With advance notice to the rental location, vehicles can be delivered to the disabled renter at home or office, or traveler will be picked up and brought to the rental location.
• Designated drivers for physically impaired renters need to have a valid driver's license and be over the age of 18. Additional fees will be waived for the additional driver.
• Hand controls: Reservations must be made 48 hours in advance either directly with the rental location or through the 1-800-250-4501 reservation line.
• Does not offer lift-equipped vans.
• Offers relay calls where the renter contacts an interpreter through a Teletype phone and the interpreter will contact Enterprise by phone to book a rental car reservation.

ROADSIDE ASSISTANCE:

Contractor shall provide a toll-free roadside assistance number 24-hours a day, 365 days a year. Contractor roadside assistance shall assist customer with problems including but not limited to accidents, lost keys, flat tires or a vehicle breakdown. Contractor will provide this roadside assistance at no additional charge to Customer if the issue is due to no fault of Customer renting the vehicle.

Depending on the need, some services may be assessed fees (including but not limited to lock out, fuel, jump start, etc.). Roadside Assistance is not to be mistaken with Enterprise Roadside Assistance Protection (RAP) or Hertz Premium Roadside Services. All of which is a per day fee charged for services up front whether utilized or not. They are not part of the contract and are not a reimbursable expense.

Enterprise: 24-hour emergency roadside services, occurring outside business hours, are available through the toll-free phone number at 1-800-736-8222. If services are needed during normal business hours, contact the rental location directly.

Roadside Assistance Protection (RAP) which is offered at the time of rental to each renter. The cost can vary from $3.99-$5.99/day depending on the size of the vehicle.

Roadside Assistance Protections (RAP) allows Enterprise customers to waive financial responsibility for chargeable roadside incidents such as:

• Lost keys
• Lockouts
• Flat tire
• Fuel outage

RAP can be added to online bookings at the branch or can be added to a rental ticket at any time. Please note: If added mid-rental, the renter must return to a designated renting location to have the vehicle inspected before adding RAP.

Roadside Charges without protection:

• $56 – Flat Tire
• $56 – Jump Start
• $66 – Lock out

Hertz: Hertz Basic Emergency Roadside Service is included with every rental to help with occasional mechanical defects that can occur. Cost for services required to remedy customer induced problems or problems resulting from an accident/collision may be passed onto the customer and are outlined in rental contract. The 24 hour ERS telephone number is 1-800-654-5060 and information is displayed on each Hertz vehicle. This ERS department is staffed 24 hours a day and 7 days a week including holidays.

Premium Roadside Service (Comprehensive coverage or PERS) is available for purchase on the following items:

• Keys locked in Car
• Lost Key Service
• Dead Battery due to weather or lights left on
• Out of gas service
• Spare tire mounting service
• Mechanical defects
• Tow Truck Assistance Fee is waived

Hertz: Will be at the contracted rates.

Enterprise: Weekly rates are approximately 5.5 times the daily rate. Monthly rates are 4 times the weekly rate based on a 30-day month.

Hertz: Customers can book a reservation online through our website www.hertz.com. All bookings require the rate identifier code.

Enterprise: Rentals may be reserved at www.enterprise.com and then click on the corporate accounts section. The traveler must enter the appropriate rate identifier number as listed below on this Web page.

Hertz: Rentals are available to all eligible Customers or Eligible Renters, eighteen (18) years of age and older, without additional charges. For personal rentals, the required age is 20.

Enterprise: Renters must be 18 years of age or older. No restrictions or additional fees for drivers between the age of 18-24 on official state business.

Hertz: Hertz does not all cars to be taken off road.

Enterprise: Provides the contract insurances at a $10 per day surcharge on vehicles that are driven on any surface other than a state or county maintained road. This surcharge will cover the first $1,000 worth of damage only.

Hertz: One-way Rentals: Drop fee of $125.00 for over 500 miles at participating locations.

Enterprise : Home City One-Way Rentals: In State Home-City Locations have an Additional $75.00 drop fee for One-Way Rentals. Out of State Home-City Locations have an Additional $125.00 drop fee for One-Way Rentals.

Hertz: 29-minute grace period. There will be a charge of 1/3 the daily rate (up to daily rate) for each additional hour after grace period.

Enterprise: 59-minute grace period. There will be a charge of 1/3 the daily rate (up to daily rate) for each additional hour after grace period.

Hertz: Rate program may be used for personal rentals, however, any applicable LDW or liability will not be included.
Enterprise/National: Rate program may be used for personal rentals, however, any applicable LDW or liability will not be included.

Hertz: Please contact Nadika Perera at [email protected] or by calling 239-301-7635.

• Cities (M) = 2
• Counties (C) = 3
• ISD's (S) = 4
• Colleges (J) = 5

Example 1: The membership code for the city of San Antonio = M0152. Using the above guideline, The Hertz rate identifier for the City of San Antonio is F920152
Example 2: The membership code for Austin Community College = J2270. The Hertz rate identifier for Austin Community College is F952270
Enterprise: Please utilize your State of Texas or Texas Smartbuy Membership rate identifier code. If you have questions, please contact your State Travel Coordinator.

Hertz:

• Vehicles shall be full of fuel at the time of pickup.
• Vehicles with less than a full tank of fuel may be rejected by Customers.
• If vehicle is rented with less than a full tank of fuel, Customer will be required to return the vehicle at approximately the same level of fuel at no additional cost.
• No pre-paid fuel option is to be charged or required of any Customer.
• Any amount less when vehicle is returned is subject to a per gallon fee determined by the drop-off location.

Enterprise: Traveler shall return a vehicle with the same fuel level as the vehicle had at time of pick up unless an alternative fuel arrangement was made at the time of vehicle pick up. Failure to do so will incur additional charges for refueling.

Hertz: No additional charge for secondary drivers who are employees of the same agency, when they are traveling with an eligible renter on Official State Business Travel.

Enterprise: Additional or secondary driver fees are waived for secondary drivers that are traveling with a State employee on official state business. Additional drivers must be at least 18 years of age and present a valid driver's license at the rental location. Secondary drivers could include life partners listed on the same insurance policy.