When renting a car using state funds, you are required to use the rental companies under state contract with The State Travel Management Program (STMP) at the Comptroller’s office. The universities policy, as referenced on the Expense Reimbursement Team (ERT) webpage, requires travelers to use the contracted rental companies regardless of funding source. Currently, these companies are:
- Enterprise Car Rental
State of Texas Rate identifier TX744 PIN # UTH
Avis Car Rental
State of Texas Rate identifier F999744
Effective December 1, 2011 through May 31, 2012, Enterprise is including their National brand locations and cars and Avis is including their Budget brand locations and cars at the same established rates.
National Car Rental
State of Texas Rate identifier TX744 PIN # UTH
Select More Options to input Contract ID TX744.
Register for a complimentary Emerald Club membership good for all Enterprise or National rentals at https://www.nationalcar.com/offer/TX744. Contact Diane Collard to match membership status with other rental agency.
All of the Contract details including rental rates can be found at http://www.window.state.tx.us/procurement/prog/stmp/stmp-rental-car-contract/.
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 as they are licensee locations. Therefore, the traveler must confirm whether the Loss Damage Waiver (LDW) and Liability insurance coverage is honored at the specific location by viewing the Avis Contract Exceptions at http://www.window.state.tx.us/procurement/prog/stmp/stmp-rental-car-contract/AvisContractExceptions030508.pdf. Otherwise, the traveler should only purchase the LDW and Liability coverage eligible for reimbursement as described on the ERT webpage to mitigate financial risk to themselves or the university.
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.
Reservations for a rental car can be made 1) online ensuring all steps are followed, especially #5 for Avis , 2) by calling the company direct, or 3) through the contracted travel agency, Corporate Travel Planners. Be sure to include the State of Texas (SOT) Rate identifier in your reservation. When picking up the rental, again provide the State Rate identifier and The University of Texas Health Science Center at Houston as the state entity making sure the contract has the SOT Rate identifier and correct rental rate written on the contract.
***When picking up the rental, make sure that you walk around the entire vehicle documenting any damage, no matter how small, on the rental contract to avoid the possibility of a damage claim when returning the vehicle.
Travelers can register for either Enterprise Plus or My Avis so that when a reservation is made, your profile is already set up in the system. Be sure to include the SOT Rate identifier in your profile to ensure all reservations are secured under the State contract, unless the location is listed in the Contract exception. If you are already registered in either program, be sure your profile information includes the SOT Rate identifier.
State rules allow you to use any other car rental company if you can meet one of the following exceptions:
- Lower total cost to the state. Use of a non-contract travel vendor is less than the contract fare or rate which is offered to the general public, and/or when all trip expenses are evaluated, including ground transportation, insurance fees, parking fees, taxes, and travel time, the use results in a lower total overall cost to the state. If the contract travel vendor offers the same lower fare or rate, the contract travel vendor must be used, unless a valid exception exists.
- Efficient use of services. Use of a non-contract travel vendor is necessary because the contract travel vendor is sold out, is not able to provide services at the time or location necessary to accomplish the purpose of the trip, has a real or anticipated labor disruption, or is providing negotiated rates for group travel.
- Health and Safety issues. Use of a non-contract travel vendor may be allowed when a state traveler finds that the accommodations provided by the vendor may reasonably present a risk to the state traveler or person under the state's custody in the following circumstances:
- Accommodations may lack a reasonable amount of security or safety, and/or may present a health risk based on the state traveler's individual needs;
- Accommodations fail to provide an adequate amount of services required for a person with disabilities; or
- Accommodations have limited availability of medical emergency facilities or equipment that may be required by a state traveler or person under the state's custody.
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.
If you qualify for an exception above, you must document the exception details and submit to the Manager, Food and Travel Services for advance approval. 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.
Taxes and Fees:
Print and provide the following Motor Vehicle Rental Exemption Certificate to the Enterprise or Avis representative at the time of rental (not after the fact). There are several taxes that you must pay that will be reimbursed. "Prop., Title, Regis." Taxes may be charged. (The name may vary.) This tax was implemented under House Bill 2151, 74th Texas Legislature, and allows all rental car companies operating in Texas to charge a nominal fee to recoup the cost of registering and licensing their fleets. It is to be paid by individuals and state agencies. (Many other states have also implemented this type of charge, with different names.) Special events/stadium taxes fall under the same rulings as above.
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. Which is submitted directly to the airport authority and is payable by customer. This is paid for on all rentals.
- CFC-Customer Facilitation Charge: A fee imposed by the Airport for parking vehicles on-site at the airport. Which is submitted directly to the airport authority and is payable by customer. This is paid for on all rentals.
- Motor Vehicle Tax: A tax that is similar to a sales tax, but because rental car vendors provide a service and do not sell goods. This is not paid on Direct Bill rentals.
- Sport Authority/Stadium Tax: A tax that is set forth by some type of district, i.e., city county or school provide funding for a certain event or project. This is not paid on Direct Bill rentals.
- 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 all rentals and will vary by city.
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.
Personal rentals as an optional service are not included in this contract.