General Rental Car Contract Information
- When picking up a rental car, ask for one with nothing on it to identify it as a rental car (i.e., company stickers, special license plates, etc.). These identifiers can make you a target for criminals who assume travelers have extra money with them and don't know their way around the city.
- If you get lost, don't broadcast it. When asking for directions, be discreet. Making it public knowledge that you are lost can make you a target for unscrupulous observers.
- Always park in well-lit areas. Before exiting your car, check for suspicious persons in the area and always lock the doors. Also, backing into a parking space makes for a quicker, easier exit.
- Always have your keys ready, in your hand, when you approach your vehicle. Look underneath the car while walking toward it. Before entering, check both front and rear seats for intruders.
- When traveling on unfamiliar highways: 1) Write down and leave an itinerary with the office or your family, complete with travel dates, lodgings, and phone numbers where you expect to be. If possible, call in to report your safe arrival at each location. 2) Carry maps with routes clearly marked. 3) Travel on main roads and during daylight hours as much as possible.
- Do not display or leave valuables in your vehicles.
- Women traveling alone might want to place a man's hat on the dashboard of the car.
General Contract Information
Additional Requirements by Vendor
Accident Reporting Procedures
Canada and Mexico Rentals
Disabled Traveler Services
Emergency Road Services
Internet Booking Services
Minimum Age Requirements
Late or Overtime Rentals
Premium or Surcharge Locations
Rate Identifier Code
General Contract Information
When renting a vehicle from all domestic Enterprise locations as well as most Avis locations under the State of Texas contract, the daily rate includes both LDW and Liability coverage. Not all Avis locations honor the SOT contract in whole; some do not include these coverages in the daily rate. Please see Avis Contract Exceptions (PDF).
LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract; and
Liability, which covers persons and property outside the rental vehicle. The amount of this extended liability insurance is $100,000 bodily injury per person, $300,000 bodily injury per occurrence; and $50,000 property damage per occurrence, for a total of $350,000 per accident.
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.
NON-CONTRACT RENTAL CAR VENDORS:
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 TYPES OF CHARGES:
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.
PAYING FOR RENTAL CAR SERVICES:
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.
STANDARD CAR TYPES:
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: Chevy Cavalier; Dodge Neon; Ford Escort; Hyundai Elantra; or similar model;
Intermediate:Dodge Stratus; Hyundia Sonata; Mazda 626; Oldsmobile Alero; Pontiac Grand Am; or similar model;
Full-size: (2- or 4-door): Buick Century or Regal; Chevy Monte Carlo; Dodge Intrepid; Ford Taurus; Pontiac Grand Prix; or similar model;
Minivan: Chevy Astro or Venture; Dodge Caravan or Grand Caravan; Ford Windstar; Plymouth Grand Voyager; Pontiac Montana or similar model;
SUV 4-Wheel Drive Midsize: Chevy Blazer; Ford Explorer; Jeep Cherokee; or similar model; and
SUV 4-Wheel Drive Large: Jeep Commander, GMC Yukon, Nissan Armada, Chevy Tahoe, Ford Flex; or similar model.
TAXES AND FEES: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. In all cases, however, a Motor Vehicle Rental Exemption Certificate (Form14-305) must be completed by the employee renting the vehicle and provided to the rental company. 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.
Additional Requirements by Vendor
Accident Reporting Procedures:
Avis: In case of an accident, renter should notify the police to report the accident, and obtain a police report if possible. Obtain pertinent information such as who, when, where, why, how, names, license numbers, insurance numbers, phone numbers, etc. If the vehicle needs to be towed, call the Avis Emergency Road Service at 800-354-2847. This phone number is also printed on the front of the rental agreement jacket. In addition, instructions on what to do in case of an accident are found on the rental agreement jacket. All reports/documentation is to be presented to the rental agent as soon after the accident as possible or upon return of the rented vehicle.
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.
Canada and Mexico Rentals:
Avis:Locations in Canada and Mexico do not fully participate in the contract. At most Avis locations, State of Texas contract rentals may be driven across the boarders between the U.S. and Canada. At most Avis locations, vehicles may not be driven into Mexico. Certain locations will allow mid-size through full-size vehicles and mini-vans to be driven into Mexico. Rentals driven into Mexico require the purchase of Mexico insurance, which is approximately $30.00 per day plus an additional surcharge depending on the traveler's destination in Mexico. A credit card is required at the rental counter to purchase the additional insurance, which cannot be placed on a direct bill account. Travelers MUST call to find out travel restrictions, which may vary from location to location.
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.
Avis: Driving recklessly or while under the influence of alcohol or a controlled substance; failure to promptly report an accident to police and Avis or to complete an accident report; driving on unpaved roads; obtaining the car through fraud or misrepresentation; using the car for an illegal purpose; using the car for driver's training; leaving the car and failing to remove the keys or failure to close and lock all doors resulting in the car being stolen or vandalized; or providing fraudulent information on the rental agreement.
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.
Avis: Participating suburban locations with manager's approval will provide delivery of vehicle or transportation for the traveler to and from the traveler's work location and/or home with advance notice to the rental location.
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.
Disabled Traveler Services:
- Designated drivers for a physically impaired renter does not have to be a State employee, but must have a valid driver's license. Additional fees will be waived for the additional driver.
- Hand controls: Reservations must be made at least 24 hours in advance at 1-800-879-4273. Check with the rental location. Available at all U.S. locations.
- Rear seat of vans can be removed to accommodate stowaways, which requires a minimum of 24 hours advance reservation.
- Shuttle busses are equipped with an electronically-operated ramp, two ADA compliant wheelchair positions, wider doors, spacious aisles and low luggage racks.
- Telecommunications Device for the Deaf (TDD) services is offered by calling 1-800-331-2323 available from 6:00 a.m. to 11:30 p.m. CST.
- 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.
Emergency Road Services:
Avis: 24-hour emergency roadside services are available, anywhere in the United States, through the toll-free phone number at 1-800-354-2847.
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.
Avis: Weekly rates are 6 times the daily rate. Monthly rates are 4 times the weekly rate.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.
Internet Booking Services:
Avis: Rentals may be reserved at www.avis.com and the State of Texas rate identifier number, as listed below on this Web page, must be used for business rentals.
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.
Minimum Age Requirements:
Avis: Renters must be 18 years of age or older. No restrictions.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.
Avis: Contract insurances do not apply when traveling off paved roads. Also, the operation of vehicles is prohibited on unpaved roads.
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.
Avis: The contract does not include one-way rentals.
Enterprise: No drop-off fees between any two Texas locations. Drop-off fees vary by out-of-state locations. Check with each out-of-state location when planning one-way rentals. No additional mileage charges on one-way rentals that occur between any two locations.
Avis: The first 59 minutes of excess time - no charge. 1 hour to 1 hour 59 minutes = 1/4 of the daily base rate; 2 hours to 2 hours 59 minutes = 1/2 of the daily base rate;
3+ hours = one additional day
Enterprise: 59-minute grace period. Charge of 1/4 the daily rate (up to daily rate) for each additional hour after grace period. Effective December 1, 2011, there will be a charge of 1/3 the daily rate (up to daily rate) for each additional hour after grace period.
Personal rentals as an optional service are not included in this contract.
Premium and Surcharge Locations:
See the current Contract Rates web page for surcharge listings
Rate Identifier Code:
Avis: State agencies will use Avis rate identifier F999 + the state agency 3-digit number.
The process for CO-OP members is as follows: CO-OP members will use Avis rate identifier F9 + the 5 digit alphanumeric code assigned by the CO-OP program. The alpha character that each CO-OP code begins with has been assigned a numeric value. CO-OP members should use the following guideline to determine their assigned numeric value.
- Cities (M) = 2
- Counties (C) = 3
- ISD's (S) = 4
- Colleges (J) = 5
Example 1: The CO-OP code for the city of San Antonio = M0152. Using the above guideline, The Avis rate identifier for the City of San Antonio is F920152
Example 2: The CO-OP code for Austin Community College = J2270. The Avis rate identifier for Austin Community College is F952270
Enterprise: The State of Texas rate identifier is the letters TX + the state agency 3-digit number or TPASS CO-OP 5-digit member number.
Avis: Vehicles are provided to travelers with a full tank of gas. If the vehicle is not returned with a full tank of gas, a gasoline charge will be incurred at a cap of $2.75 per gallon of fuel.
Enterprise: Vehicles are provided to travelers with a full tank of gas. Any amount less when vehicle is returned is subject to a per gallon fee not to exceed 50% above local market price.
Note to Traveler: If you are given a vehicle that does not have a full tank of gas, be sure the gas level is noted on the rental agreement. Return the vehicle with the same level of fuel in it.
Avis: Additional or secondary driver fees are waived for a State of Texas employee, a non-employee traveling on official State business, a spouse or a companion traveling with a disabled State employee traveling on official State business. Secondary drivers who are not employed by the State of Texas must be 18 years of age or older, on official state business, have a valid driver's license, and fill out an additional driver form.
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.