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					                                                                                        BUSINESS SERVICES PROCEDURES

                                                                                                  TRAVEL AND CAR RENTALS




                          TRAVEL AND CAR RENTALS – A DISCUSSION
College employees who are approved to rent a vehicle during official travel should use the
Florida State Contract #518-020-05-1 with Avis whenever possible. The College’s contracted
travel agency, effective July 2, 2007, is AAA Travel (727) 826-2236, (800) 676-7299 or 24/7
after hours number is (800) 735-2793.
In addition to the cost savings, the reason to use this contract is because “primary insurance
coverage is provided in the following amounts: $100,000/$300,000 bodily injury and $50,000
property damage insurance. Vendor [Avis] assumes all fire, accident, and collision losses.
Collision damage is assumed by the vendor and payment of the daily CDW, Collision
Damage Waiver, or LDW, Loss Damage Waiver, fee is not authorized. All drivers must have
a valid driver’s license.”1
The car rental contract currently includes 100% coverage for all collision damage to vehicles.
All accidents must be reported to the vendor promptly.2
If you rent a vehicle from other than Avis Rent-A-Car, do purchase collision damage
insurance. Under terms of this contract, a vehicle provided by Budget Rent-A-Car can be
used only when the contract vendor (Avis) cannot provide a vehicle.
College employees traveling on College-related business in a rental vehicle should keep in
mind that the same principles involving Worker’s Compensation apply (see Travel and
Worker’s Compensation Guidelines on SPC Business Services website). Use of the rental
vehicle for personal purposes would probably not be covered by Worker’s Compensation
coverage where injury or death occurs in the event of an accident in, or connected with the
use of, the vehicle for personal purposes.
When the car is rented for use in Florida, the rental rates for all classes of vehicles include a
full tank of gasoline; the vehicle should be returned with a full tank of gasoline or refueling
service charges will be applied.3 Employees should turn in the fuel receipt for reimbursement
via their Travel Reimbursement Voucher (TRV) form.
Finally, out-of-state rentals will have tax charges. Only in-state rentals that are billed directly
to the College by use of an Avis Credit Card are tax exempt. Sales taxes and the $2.00 per
day surcharge will apply to all rentals not billed directly to the College.
                                        THE COLLEGE SHOULD BE REIMBURSED FOR ANY
                                        PERSONAL USE MILEAGE WHEN USING A RENTAL CAR
                                        ON A BUSINESS RELATED TRIP


Any questions you may have concerning this discussion should be directed to Paul Spinelli,
Director of Purchasing EPISVC @ spinelli.paul@spcollege.edu. Legal questions should be
referred to the Office of General Council.
1 Source: Page 3, Paragraph 5, Avis Car Rental State Contract, expires June 30, 2009.
2 Source: Page 4, Paragraph 6, Avis Car Rental State Contract, ibid
3 Source: Page 3, Paragraph 3, Avis Car Rental State Contract ibid

Mark Passmore, Travel Specialist, EPISVC                                                  Revised 02/03/09, Page 1 of 1
341-3225 or mailto:Passmore.Mark@spcollege.edu

				
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