Business Practices

Car Rental Business Practices

Rationale

Rental car types should reflect business need

Compact car usage when possible saves the state $6 to $10 per daily rental when compared to midsize and full-size vehicles.

Agencies/universities should monitor their car rental spending by reviewing monthly invoices and reports

Agencies/universities will have the most relevant information to investigate the use and abuse of car rental/fuel card purchases by its employees

Agencies/universities should investigate all fuel card purchase alerts

Agencies/universities can easily verify business need in light of fuel purchase alerts

Direct billing charges should be validated against docu-mentation for expenditures.

1. Rentals at CHMP will include fuel charges.  Renter’s online receipt will show fuel.
2. Employees should follow their agency reimbursement policy for fuel for non CHMP           rentals.  Receipts will not include fuel.

To avoid double payments for car rental expenses and prevent fraudulent activity

The State prefers 12 Passenger van rentals unless there is a good business reason to rent 15 passenger vans.

To reduce the risk of accidents renters should follow manufacturing instructions on safe handling when renting 15 passenger vans

State employees should return the rented vehicles with the equivalent level of gas at the time of rental.

As a courtesy to the contracted vendor and to assist vehicle processing flow

Enterprise commercial fuel cards can ONLY be used to fuel vehicles under the Enterprise contract at CHMP

1. Commercial fuel cards will not be used to fuel State cars  
2. State fuel cards will not be used to fuel commercial rental vehicles

Fuel cards under CHMP are provided by Enterprise whereas State fuel cards are managed by the state under a separate contract.