Rental Contract Agreement

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Rental Contract Agreement Powered By Docstoc
					Driving Toward A Partnership
            Car Rental Reporting &
               Billing Overview
Agenda
  •   Contract Overview
  •   Car Rental Calculator
  •   Reporting
  •   Invoicing
  •   Business Practices
  •   Contact Information
  •   Next Steps
Contract Overview
DOAS has implemented a new statewide car rental
contract
• The contract includes two components:
       • Capitol Hill Motor Pool (CHMP)

              •Located at the 204 Jesse Hill, Jr. Drive parking garage
         • Instate Car Rental (ISCR)
• Additional contract details are listed as Automotive Capitol Hill
  Motor Pool & Instate Car Rental on the Statewide contract
  website:

• http://ssl.doas.state.ga/PRSapp/statewide/SWC-070765%20(PS%208.8)_061807_095853.pdf
Contract Overview
A variety of vehicles is now available on the
statewide contract

                Compact           Midsize




                 Full Size        Minivan




                 Sports Utility   12/ 15
                 Vehicle          Cargo and
                                  Passenger
                                  Van
Contract Overview

Additional Benefits to the Contract
    •   Free pick up service for instate rental
    •   Fuel card with Capitol Hill rentals
    •   Road side assistance 2 hrs after notification
    •   Collision Coverage included
    •   No additional driver fees
    •   No underage fees
    •   Customizable agency portal available
 Contract Overview
A portal can be customized for your agency

                                               Benefits
                                    • Facilitates agency
                                      business practices
                                    • Facilitates sub-unit billing
                                    • Agency travel guidelines
                                      included



        The main portal for Georgia is located at:
        http://www.enterprise.com/stateofgeorgia
Contract Overview

And billing is easy and customizable

    • Direct monthly billing offered to agencies/ universities
      and sub-units
    • Credit Card payment
    • Money orders and cashier checks are also accepted
Agenda
  •   Contract Overview
  •   Car Rental Calculator
  •   Reporting
  •   Invoicing
  •   Business Practices
  •   Contact Information
  •   Next Steps
Car Rental Calculator
By using the car rental comparison tool, a potential
renter may calculate most economical rental option
The comparison tool can be accessed at http://ssl.doas.state.ga.us/vehcostcomp/
                                                                   Calculated Results
                                            Car Rental Cost Comparison Results

                                            Number of miles you plan to drive: 137
                                            Number of days for which you plan to rent the vehicle: 1
                                            Reimbursement for driving your personal car is 137 miles X $0.485 per mile
                                            equals: $66.44

                                            Pickup Location                               Compact           Mid Size

                                            Capitol Hill Motor Pool                       $44.49             $52.96

                                            Other Enterprise Location         $47.67             $55.99
                                            ______________________________________________________________


                                            Capitol Hill Motor Pool– Compact        $44.49      Best
                                            Value

                                            Other Enterprise Locations---Compact       $47.67
                                            Second Best Value

                                            Saving                                     $ 3.17

                                            Dollar figures in the above include daily rental plus
                                            estimated taxes and fuel cost ($2.90 per gallon)



One day trip using a mid size saves $11with an additional $7 savings
                        using a compact car
Agenda:
Agenda
   •   Contract Overview
   •   Car Rental Calculator
   •   Reporting
   •   Invoicing
   •   Business Practices
   •   Contact Information
   •   Next Steps
 Reporting: Enterprise Car Rental Activity Report
Agencies will receive a monthly car rental activity report containing the
following information:

 •    Agency                              •     Fuel
 •    Enterprise Account Number           •     Approval Code
 •    City                                •     Bill To Amount
 •    Address                             •     Cost to Reimburse
 •    Enterprise Location Number          •     Cost Savings
 •    Rental Agreement (RA)               •     Renters Name
      Number                              •     Last Name
 •    Open Date                           •     Car Class
 •    Close Date                          •     Make
 •    Days                                •     Model
 •    Miles Driven                        •     Taxes
 •    Total Daily Charge                  •     Fees
 •    Miles
 •    Drop
           Reporting: Enterprise Car Rental Activity Report
                                               Enterprise Agency Car Rental Activity Report
                                                                              May-07


               Enterprise                                Enterprise                                                                  Total
               Account                                   location                                                         Miles      Daily
Agency         Number       City     Address             Number        RA #       Open Date     Close Date     Days       Driven     Charge       Miles        Drop

GA DOAS        N54059       Atl      204 Jesse Hill      2682          226131       4/30/2007       5/3/2007          2      368           64             0           0
GA DOAS        N54059       Atl      204 Jesse Hill      2682          226138       4/30/2007       5/2/2007          2      292           82             0           0
GA DOAS        N54059       Atl      204 Jesse Hill      2682          226514       5/14/2007      5/18/2007          2      197           64             0           0
GA DOAS        N54059       Atl      204 Jesse Hill      2682          226702       5/23/2007      5/25/2007          2      298           64             0           0
GA DOAS        N54059       Atl      204 Jesse Hill      2682          226715       5/23/2007      5/25/2007          2      359           64             0           0
GA DOAS        N54059       Atl      204 Jesse Hill      2682          226811       5/28/2007      5/31/2007          2      457           64             0           0


           Approval     'Bill-To       Cost to    Cost          Renters
Fuel       Code         Amount'        Reim       Savings       Name            Last Name       Car Class         Make             Model        Taxes         Fees
       0                    109.96      178.48         68.52    LYNN            ALLMOND         FCAR              TOYO             CAMR
       0                     63.98      141.62         77.64    ROBERT          BRADFORD        FCAR              DODG             CHAR
       0                    111.96      95.545        -16.415   LYNN            ALLMOND         SFAR              NISN             PATH
       0                    111.96      144.53         32.57    THOMAS          ALBRITTON       FCAR              CHEV             IMPA
       0                    111.96      174.12        62.155    PAM             WITTER          SCAR              DODG             AVEN
       0                Cust pay        221.65                  DALE            CRAIL           SFAR              NISN             PATH



                            Cost Saving               224.47
Agenda
  •   Contract Overview
  •   Car Rental Calculator
  •   Reporting
  •   Billing
      – Monthly Statement
      – Invoice
  • Business Practices
  • Contact Information
  • Next Steps
Fuel Purchase Reporting
       Agency Representative:
       An employee in your agency has recently rented a car from the Capitol Hill
       Motor Pool and were provided with an Enterprise fuel card. Your are being
       notified because fuel purchase (s) were mad outside of our control parameters

       Employee Name                 Purchase Details   Reason for Alert

       This purchase does not indicate a purchase has been made for other than
       legitimate business reasons, but should be reviewed to determine the validity
       of the transaction in light of the travel requirement to minimize your program
       cost
       Purchase alert will be generated if:
       * Fuel transaction exceeds $60*
       * Fill up exceeds 22 gallons
       * Fuel type other than regular unleaded
   `   * Two transactions in 24 hour period*
       * Purchase between 12AM and 5AM
       * Also has a decline limit.
Billing: Monthly Statement
Billing: Invoicing
Agenda
   •   Contract Overview
   •   Car Rental Calculator
   •   Reporting
   •   Invoicing
   •   Business Practices
   •   Contact Information
   •   Next Steps
Business Practices

                  Car Rental Business Practices                                               Rationale
      Rental car types should reflect business need                          Compact car usage when possible saves the
                                                                               state $6 to $10 per daily rental when compared
                                                                               to midsize and full-size vehicles.

      Agencies/universities should monitor their car rental spending by      Agencies/universities will have the most relevant
       reviewing monthly invoices and reports                                  information to investigate the use and abuse of
                                                                               car rental/fuel card purchases by its employees
      Agencies/universities should investigate all fuel card purchase
       alerts                                                                 Agencies/universities can easily verify business
                                                                               need in light of fuel purchase alerts

      Direct billing charges should be validated against documentation       To avoid double payments for car rental
       for expenditures.                                                       expenses and prevent fraudulent activity
      a. Rentals at CHMP will include fuel charges.
         Renter’s online receipt will show fuel.
      b. Employees should follow their agency reimbursement policy for
         fuel for non CHMP rentals. Receipts will not include fuel.
Business Practices :Continued
Business Practices: Continued


                  Car Rental Business Practices                                                         Rationale
   The State prefers 12 Passenger van rentals unless there is a good            To reduce the risk of accidents
    business reason to rent 15 passenger vans.                                         Renters should follow manufacturing instructions on safe
                                                                                         handling when renting 15 passenger vans

                                                                                 As a courtesy to the contracted vendor and to assist vehicle
   State employees should return the rented vehicles with the equivalent         processing flow
    level of gas at the time of rental.

                                                                                 Fuel cards under CHMP are provided by Enterprise whereas
   Enterprise commercial fuel cards can ONLY be used to fuel vehicles
                                                                                  State fuel cards are managed by the state under a separate
    under the Enterprise contract at CHMP
                                                                                  contract.
    a. Commercial fuel cards will not be used to fuel State cars
    b. State fuel cards will not be used to fuel commercial rental vehicles
Agenda
   •   Contract Overview
   •   Car Rental Calculator
   •   Reporting
   •   Invoicing
   •   Business Practices
   •   Contact Information
   •   Next Steps
Contact Information

Sign up today for payment options
    • Go to http://ofm.doas.georgia.gov and select forms

    • Download and fill out the Billing Request form

    • Fax to Heather Pastrick at 800-961-8371 OR

    • Email PDF file to Heather.pastrick@erac.com

    • You will be contacted by Enterprise within two
      business days with your billing number
Agenda
   •   Contract Overview
   •   Car Rental Calculator
   •   Reporting
   •   Invoicing
   •   Business Practices
   •   Contact Information
   •   Next Steps
Next Steps

    • Provide your feedback on the new CHMP and ISCR
      contract to http://www.howsmyservice.ga.gov/
 Driving Toward A Partnership
Driving Toward A Partnership



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Description: Rental Contract Agreement document sample