For employees of the State of Georgia undertaking official travel, understanding and adhering to travel regulations is essential. A key aspect of these regulations involves choosing the most cost-effective transportation method. Whether it’s utilizing a rental car, a UGA fleet vehicle, or even your personal vehicle, the State of Georgia mandates a careful evaluation of expenses. To aid in this process, a valuable resource is available: the Compact Size Car Comparison Tool.
This tool, accessible at http://ssl.doas.state.ga.us/vehcostcomp/, empowers travelers to analyze and compare costs associated with different vehicle options. By utilizing this compact size car comparison tool, faculty and staff can make informed decisions that align with both practical travel needs and fiscal responsibility.
While cost analysis using the compact size car comparison tool is a significant factor, it’s not the only one. Georgia travel regulations emphasize a holistic approach. Employees must consider all factors to determine the most practical and advantageous mode of transport for their specific travel requirements.
For those opting for rental cars, especially when traveling within Georgia, the University of Georgia Automotive Center offers a rental fleet specifically for UGA employees. Furthermore, the State of Georgia has established mandatory statewide contracts with designated car rental suppliers. Choosing vendors outside of these contracts necessitates an approved waiver, form SPD-NI005, obtainable from the DOAS website. This waiver, acting as essential documentation, should be attached as a receipt to the traveler’s expense report.
Regarding vehicle size, regulations specify approved rental car sizes as Compact, Intermediate, or Full Size. Any vehicle size beyond these classifications requires a clear business-related justification. Vans are permissible when accommodating more than four travelers, ensuring appropriate vehicle capacity for group travel.
Fuel management is another critical area. Travelers are mandated to decline optional fuel service offerings from rental car vendors. Vehicles rented under the Statewide Car Rental Vendor Contract should be returned with the same fuel level as when picked up. Close attention to fuel levels upon vehicle collection is crucial to prevent unwarranted fuel charges upon return.
Insurance coverage is also streamlined for state business travel. For travel within the Continental U.S. in rented vehicles, the State’s liability policy provides coverage. Therefore, travelers should decline liability coverage offered by rental companies in these instances. Similarly, Loss Damage and Collision Damage are covered for rentals under the Statewide Car Rental Vendor Contract within the Continental U.S. However, for destinations outside the Continental U.S. (excluding Canada), the State Risk Management Department advises accepting collision insurance when renting vehicles.
It’s important to note a crucial caveat: vehicles rented for state business that fall outside the “class of vehicles covered in the contract” lack first-party insurance coverage. In such cases, it is the employee’s responsibility to ensure appropriate coverage is purchased when renting vehicles not listed within the contract, applicable to both Hertz and Enterprise rentals.
For detailed rate information and booking procedures, please consult the following provider-specific links:
- Hertz Nationwide (including GA airports)
- Hertz In-State (non-airport) rates
- Enterprise In-State rates (not allowed for airport rentals)
By adhering to these guidelines and utilizing the compact size car comparison tool, State of Georgia employees can ensure compliant, cost-effective, and efficient travel practices.
