The rental car can be reserved through Travel Inc. without using a credit card. Georgia Tech has a state contract with National and Hertz.

• Insurance
  • Personal accident insurance on rental vehicles is not reimbursable.
  • Collision and liability insurance costs are reimbursable.
  • The National and Hertz Car Rental contracts provide for domestic collision and liability insurance in contracted rates at no additional cost, when the contract ID is included in the Rental Agreement.
• Foreign Travel
  • Collision and liability coverage should be purchased when renting a vehicle outside of the United States.
• Class of Vehicle
  • Rental of luxury vehicles, sports utility vehicles, and vans are not generally permitted.
  • If a van or sport utility vehicle is required, please provide rationale for the rental.
  • If a free upgrade is provided, notation of this should be made on the Travel Expense Statement.
• Shared Vehicles
  • When employees share a rental vehicle, the fact should be indicated on the Travel Expense Statement along with the names of travelers with whom the ride was shared.
• Reimbursement
  • 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 presented with the Travel Expense Statement. Receipts should indicate the number of gallons purchased. Employees should fill up cars prior to return to rental agency, as costs for fuel are usually higher at the agency.
    • Tolls - Actual toll expenses may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the Travel Expense Statement for these items.
    • Parking - Actual parking fees may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the Travel Expense Statement for these items.