Finding the most cost-effective transportation is crucial for official travel. Georgia State travel regulations require faculty and staff to compare the costs of rental cars, UGA fleet vehicles, and personal vehicles. A valuable resource for this analysis is the Car Rental Cost Comparison Tool available at http://ssl.doas.state.ga.us/vehcostcomp/. This tool helps travelers make informed decisions, ensuring efficient use of state funds.
This car rental cost comparison tool considers various factors, including mileage, fuel costs, and rental rates, providing a comprehensive overview of potential expenses. However, cost isn’t the only factor. Travelers should also consider practicality and overall travel advantages when choosing a transportation method.
Rental Car Regulations for State Employees in Georgia
The University of Georgia Automotive Center offers a rental fleet for official state business within Georgia. Rental cars are subject to specific statewide contracts with designated vendors. Deviating from these contracts requires a waiver (form SPD-NI005) available on the DOAS website and attached to expense reports.
Vehicle Size and Fuel
Approved rental car sizes are Compact, Intermediate, and Full Size. Justifications are required for other sizes. Vans are permissible for groups exceeding four travelers. Importantly, travelers must decline optional fuel offerings. Rental cars should be returned with the initial fuel level to avoid overcharges. Careful attention to the fuel gauge at pickup is essential.
Insurance Coverage
For in-state travel and within the Continental US, the state’s liability policy covers rented vehicles. Therefore, decline liability coverage offered by rental agencies. Loss Damage and Collision Damage are also covered under the Statewide Car Rental Vendor Contract. For travel outside the Continental US (excluding Canada), accepting collision insurance is recommended.
Vehicles rented outside the contract’s specified class lack first-party insurance. Consequently, employees must secure necessary coverage when renting these vehicles. This applies to both Hertz and Enterprise.
Booking Rental Cars for State Business
Information on rates and reservations for in-state travel can be found through the following providers: Hertz Nationwide (including GA airports), Hertz In-State (non-airport), and Enterprise In-State (airport rentals not permitted). Utilize these resources and the car rental cost comparison tool to ensure cost-effective and compliant travel arrangements.
Remember to consult the provided links for detailed information on each provider and their specific requirements. Choosing the right transportation method contributes to responsible state resource management.
