U S General Services Administration Rental Car Policy

U. S. General Services Administration Rental Car Policy Federal Travel Regulation (www. gsa. gov/ftr) 1

Rental Cars U. S. General Services Administration • Approval Authority Agencies must determine that the use of a rental car is advantageous to the Government and must specifically authorize such use (§ 301 -10. 450(a), www. gsa. gov/ftr). 2

Rental Cars U. S. General Services Administration • Defense Travel Management Office (DTMO) U. S. Government Car Rental Agreement • Advantages (§ 301 -10. 450(b), www. gsa. gov/ftr): - Agreements are pre-negotiated - Agreements include automatic unlimited mileage and collision damage insurance - Rates cannot be exceeded by the vendor 3

Rental Cars U. S. General Services Administration • Collision Damage Waiver (CDW) or Theft Insurance • Agencies may not reimburse for CDW or theft insurance for travel within the continental United States (CONUS) because (§ 301 -10. 451(a), www. gsa. gov/ftr): - The Government is a self-insurer - Rental cars available under the DTMO Agreement include full coverage insurance for damages resulting from an accident while performing official travel - Deductibles paid by the traveler may either be reimbursed directly to the traveler or to the rental agency if the damage occurred while performing official business 4

Rental Cars U. S. General Services Administration • Collision Damage Waiver (CDW) or Theft Insurance (Continued) • Exception (§ 301 -10. 451(b), www. gsa. gov/ftr): - Reimbursement is allowed for travel outside CONUS when such insurance is necessary because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident. 5

Rental Cars U. S. General Services Administration • Personal Accident Insurance - This is a personal expense and therefore not reimbursable (§ 301 -10. 452, www. gsa. gov/ftr). • Unauthorized Use of a Rental Car - Travelers are responsible for any additional cost resulting from the unauthorized use of a commercial rental car for other than official travel-related purposes (§ 301 -10. 453, www. gsa. gov/ftr). 6

U. S. General Services Administration Rental Car Requirements GSA Bulletin FTR 14 -05 (www. gsa. gov/ftr/bulletins) 7

Rental Cars U. S. General Services Administration • Purpose Stress the Federal Travel Regulation (FTR) requirements for employees’ rental of passenger vehicles while on official travel. • Background OGP has developed best practices that will help agencies reduce their spending in regards to rental vehicles for temporary duty travel (tdy) to ensure the most cost-effective use of taxpayer dollars. 8

Rental Cars U. S. General Services Administration • What should agencies do as a result of this bulletin? • Review agency internal travel polices and ensure consistency with FTR rental car requirements (FTR § 30150. 450) • Ensure usage of agency’s Electronic Travel Systems (ETS), where available or agency’s Travel Management Center (TMC) when ETS is not available (FTR § 301 -50. 3). • Ensure travelers are familiar with the Defense Travel Management Office (DTMO), U. S. Government Rental Car Agreement (FTR § 301 -10. 450 (b)). 9

Rental Cars U. S. General Services Administration Questions • • Effective date of this bulletin: January 16, 2014 Federal Travel Regulation www. gsa. gov/ftr/bulletins GTAC@gsa. gov 10