Rental Vehicles

Rental Vehicles
Type of Policy
Administrative
jbarber32 Thu, 06/07/2012 - 16:24
Policy No
6.8
Last Revised
Review Date
Policy Owner
Accounts Payable
Contact Name
Abbie Coker
Contact Title
Director of Accounts Payable & Travel
Contact Email
abbie.coker@business.gatech.edu
Reason for Policy

The purpose of this policy is to outline requirements for Georgia Tech employees traveling on official business with rental vehicles in compliance to University System of Georgia, State Accounting Office and the Institute travel policies.

Policy Statement

Authorized travel should be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness, and overall cost factors of a trip should be considered.

Statewide Vehicle Rental Contracts
A rental vehicle may be used when it is necessary and convenient in the performance of an employee's official duties. Rental vehicles will not be authorized routinely for the execution of official duties involving high volume travel for which transportation by a personally owned or institutionally owned vehicle would be more appropriate. Employees must pay for rental cars at time of rental and seek reimbursement. Authorization to rent a vehicle must be granted prior to travel. Rental of luxury vehicles is not permitted. When employees share a rental vehicle, that information should be indicated in the Institute’s Financial System with the name of the travelers with whom the vehicle was shared.

Georgia Tech has State of Georgia-DOAS mandatory rental car contracts for employees traveling on official business. Please refer to the Travel web page located on the Procurement & Business Services website for further details: http://www.procurement.gatech.edu/travel/arrangements#rentalcar

Rental Car Insurance

Travelers must quote the state contract number in order to receive the collision and liability insurance coverage. To ensure that the proper vendor, contract and insurance is obtained, all car rentals should be reserved via Georgia Tech’s travel management company.

Personal accident and effects insurance on rental vehicles are not reimbursable (PAI, PEP, PEI). Collision and liability insurance costs are reimbursable (CDW, LCW), if not using one of the mandatory state contracts). Supplemental liability insurance is not reimbursable (SLI, LIS). The contract ID must be quoted at the time of reservation in order to receive the CDW and LDW at no additional cost.

Other Considerations

  • When traveling internationally, all rental car insurance offered should be purchased. These expenses are fully reimbursable via the Institute’s Financial System.
  • If a rental car from a Georgia Tech or Statewide contractual agency is not available for domestic rental, then CDW and LCW insurance must be purchased.

Reimbursements

In addition to rental fees, an employee may be reimbursed for costs associated with official use of the vehicle. These costs include:

  • Gasoline - Original receipts must be submitted.
  • Additional Drivers - This is reimbursable only if the additional driver is also on authorized travel for the Institute.
  • Navigation Systems - If required for remote locations and a business justification is provided.
  • Tolls - Actual toll expenses. A receipt should be provided when possible; if not, a written explanation should be entered into the description field in the Institute’s Financial System.
  • Parking - Actual parking fees. A receipt should be provided when possible; if not, a written explanation should be entered into the description field in the Institute’s Financial System.
  •  Child seats and other personal expenses are not reimbursable.
Scope

All Georgia Tech employees (faculty, staff, and students) traveling on behalf of Georgia Tech and seeking reimbursement.

Policy Terms

Car Insurance Acronyms

Collision & Damage Waiver (CDW)
Liability & Collision Waiver (LCW)
Supplemental liability insurance (SLI)
Liability Insurance Supplement (LIS)
Personal Accident Insurance (PAI)
Personal Effects Protection (PEP)
Personal Effects Insurance (PEI)

Responsibilities
5.1 Traveler

The Traveler is responsible for ensuring the travel is to perform business duties on behalf of Georgia Tech, the appropriate spend authorization is accurately completed, supporting documentation is submitted, and appropriate approval is obtained prior to the first day of travel. The Traveler is also responsible for ensuring the appropriate travel class is reserved and for ensuring any personal or external professional activities have been excluded from the request for reimbursement. The Traveler is responsible for declaring any external professional activities or vacation associated with a business trip, and reporting all external activities in the Conflict of Interest System.

5.2 Expense Preparer

An expense preparer may book travel reservations on behalf of the Traveler and is responsible for ensuring appropriate spend authorization and all required supporting documentation is obtained prior to the first day of travel.The expense preparer is also responsible for ensuring appropriate travel class is reserved and for verifying the Traveler excludes any personal or external professional activities from the reimbursement.  The expense preparer should also verify the Traveler has declared any external professional activities or vacation associated with such travel, and has reported all external activities in the Conflict of Interest System.

5.3 Approvers

Managers and supervisors, or their delegates, are responsible for:

  • Verifying the business purpose of the trip;
  • Verifying the trip is allowable;
  • Verifying the reasonableness of the cost of the trip;
  • Verifying the travel class is compliant with Georgia Tech and USG policies;
  • Verifying all required supporting documentation is submitted;
  • Verifying any personal or external professional activities are excluded;
  • Verifying any external professional activities declared by traveler are reported in the Conflict of Interest System.
Enforcement

To report suspected ethical violations, please visit Georgia Tech's Ethics Hotline a secure and confidential reporting system at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508