Important Contract Provisions
Contract Number
The State of Texas contract rate identifier for Advantage is 720-TX. Employees within the System complex may obtain information and the account number needed to arrange for the direct billing of car rentals by accessing the secure direct bill website. Employees at remote locations may request information via e-mail or phone.
Phone Numbers
If you want to make a reservation directly with Advantage call 1-866-404-8253. If you have a customer service issue call Vicki Goldman at 1-866-404-8253.
No Vehicle Upon Arrival
If you arrive at the rental counter with a confirmed reservation and they don't have one for you, under the state contract Advantage is required to:
- give you a free upgrade to the next higher vehicle class, if that is available; or,
- acquire a comparable vehicle for you, from one of the other contract vendors, if possible, or from a non-contract company. In any case they must pay any difference in the cost.
These procedures do not apply if the vendor is sold out when you call to make the reservation.
Eligibility
The Advantage contract applies only to State of Texas employees and other individuals conducting business at the direction and expense of System Administration.
Insurance
The majority of rentals include the insurance listed below:
- Loss/Damage Waiver - This covers any damage to the vehicle.
- Liability - Covers persons and property inside and/or outside the 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 that proof of insurance is needed, inform the individual asking that the rental is under a contract rate which includes the insurance and show the proof of insurance document.
Charges Not Covered
Charges for liability insurance supplements, personal accident insurance, safe trip insurance and personal effects insurance are not reimbursable by System Administration.
Contract Violations
Driving while under the influence of alcohol or a controlled substance; using the vehicle for any illegal purpose; using the vehicle in any race, test; or contest; towing or propelling any other vehicle, or using the vehicle to carry passengers for hire nullifies the contract.
Secondary Drivers
No additional charges. Must possess a valid drivers license and must be driving the rental vehicle during the course and scope of work on official state business. Authorized secondary drivers include: spouses (at least 21 years of age) of State employees assisting in driving during the course and scope of work on official business in which the employee is in the vehicle; and drivers assisting State of Texas employees with physical disabilities when the employee may require driving assistance when on official business.
One-way Rentals
There are no drop-off charges on one-way rentals between any two Advantage US locations. Advance arrangements are required and are subject to availability.
Overtime Rentals
A 59 minute grace period exists for all rentals. Advantage will assess a charge of 1/3 the daily rate for each additional hour after expiration of the grace period. Per-hour rates for overtime charges are based on the class of vehicle rented and are listed on the rental agreement given to the renter as "OT Hours".
Extended Rentals
Weekly rates are based on 5.5 24-hour periods. Monthly rates are 4 times the weekly rate based on twenty-eight, 24-hour periods.
Mexico/Canada Rentals
Locations in Mexico/Canada do not participate in the State contract. Rentals driven into Mexico require the purchase of Mexico Entry Insurance. State renters must purchase the additional mandatory insurance.
Emergency Road Service
For 24-hour emergency road service, call 1-877-869-9189 or you may contact the renting location directly. The "Highway Helper's" service is a free call for complimentary roadside assistance.
Accidents
In case of an accident, the renter should immediately notify the police and remain at the scene of the accident. After the police have arrived and filed an accident report, the renter should contact the renting location to determine further action.
Off-Road Provisions
Contract insurance will apply when traveling on roads which are regularly maintained and used. A 4x4 should be rented if off-road travel requires high clearance. Undercarriage damage to an inappropriate vehicle type will not be covered.
Airport Access Fees
All airport access/concession fees are passed through to the renter.
Surcharges
Many cities and/or airports around the country impose surcharges on car rentals in their areas. These are considered mandatory charges and will be reimbursed.
Mileage Restrictions
Unlimited mileage for the State of Texas travelers applies only when driving in the state of rental or bordering states only. Travelers needing to drive out of this geographic area will be limited to 200 free miles per day, 1200 free miles per week and $0.20 for each mile over these amounts.Mileage on all luxury cars, minivans, full-size/premium sport utility vehicles and 15-passenger van rentals will be limited to 200 free miles per day, 1200 free miles per week and $0.20 for each mile over these amounts.
Drop-off Fees
No drop-off fees on one-way rental between any two Advantage Texas locations; however, applicable mileage charges will be assessed. Also, drop-off fees will be applicable if the vehicle is rented in Texas and returned to a location outside of Texas.
Rates
Please check the Texas Comptroller of Public Accounts web site for a list of rates. Take time to review the Advantage contract exceptions listed at the bottom of the page.
Promotional Rates
If you rent a vehicle from a contract rental car vendor using a rate other than the State of Texas Contract Rate (e.g., a promotional rate), you will not be covered by any insurances. You must request the State of Texas Contract rate in order to receive the insurance coverage.
Taxes
If you pay for a car rental with any type of individual charge card, you must pay the taxes, including special event/stadium taxes. However, the taxes will be reimbursed to you. If a rental is direct-billed to a state agency, there should be no taxes charged --except the "Prop., Title, Regis." charge (the name may vary). This tax was implemented under House Bill 2151, 74th Texas Legislature, and allows car rental companies operating in Texas to charge a nominal fee to recoup the cost of registering and licensing their fleets.
Disabled Traveler Services
Designated drivers for physically impaired renters must sign the contract as an additional driver. Additional fees will be waived for the additional driver.
Hand controls: Reservations must be made 48 hours in advance at 1-800-777-5518 or by a travel agency through their Global Distribution System (GDS) with an OSI message. Reservations can be made at all airport facilities.
No lift-equipped vans are provided.
No Telecommunications Device for the Deaf (TDD) number is currently in place.
Vehicles for mobility-impaired travelers will be brought as close to the renter as possible.
