Travel Agency Contracts
Car Rental Contracts
Travel Agency Contracts
Contract Term
February 1, 2013 through January 31, 2018
UT System and Preferred Suppliers may mutually agree to extend the term of the agreement for up to three additional one-year periods.
Contract Information and Required Use
UT System secured contracts with the vendors noted above to provide UT System travelers with reservations services for air, rail, car rental, hotel and other travel services. Use of one or both agencies, as determined by each UT institution, is required for employee business travel reservations unless a valid exception applies.
Contact Information (links to a secure site outling contact information for vendors noted below)
- Anthony Travel
- Corporate Travel Planners
Information Required to Complete Reservation and Ticket Issued
- Type of reservation requested (refundable, nonrefundable or if a fare comparison is requested) - Make sure all ticket purchase rules, restrictions, and penalties are explained
- Is traveler a UT System employee, guest, or a consultant
- Traveler name as it appears on photo ID
- Gender
- Date of birth including year
- Office and cell phone number for the traveler
- Office phone number and name of the travel arranger
- Email address for both traveler and travel arranger
- Applicable traveler frequent flyer or hotel/car program number
- For UT System Administration travelers, the account number that travel will be charged to along with UT System mail code
- For UT institutions – the applicable travel approval number or process
- Once an email itinerary confirmation is received be sure to check for accuracy and/or required action. Immediately contact the agency to discuss any discrepancies or approve ticket purchase as applicable.
Southwest Airlines SWABIZ For UT System Administration (links to secure site for SWABIZ information)
Concur Online Travel
Concur is an online travel booking tool, designed to make the business travel reservation process easier and more convenient. Travel content (air, car, and hotel) is delivered in a user friendly format based on institution travel policy and individual traveler preferences. Use of the Concur tool is based on institution policy.
Car Rental Contracts
Awarded Vendors
- Avis/Budget Group
- Enterprise National Holding
- The Hertz Corporation
Avis/Budget Group Account Services Representative
Holly Ferguson
Phone: 1.800.525.7521 - press 9 and extension 31695
Email: holly.ferguson@avisbudget.com
Enterprise/National Holdings
John Hampton
Phone: 1.866.398.5080 or 512.912.5337
Email: john.a.hampton@erac.com
Regan Morton
Phone: 1.866.398.5080 or 512.912.5356
Email: regan.r.morton@erac.com
Hertz Corporation
Mark Floyd
Phone: 281.808.9733
Email: mafloyd@hertz.com
Contract Term
January 31, 2013 through January 31, 2018
UT System and Preferred Suppliers may mutually agree to extend the term of the agreement for up to three additional one-year periods.
Daily, Weekly, and Monthly Car Rental Rate and Car Rental Reservations
- Reservations may be made through a UT System contract travel agency or by contacting the car rental company by phone or designated online reservation link
- When making a reservation, provide the applicable UT corporate identifier number and/or frequent renter number to ensure that the discounted UT rate including insurance is confirmed
- Reservations that require a local pick-up or vehicle delivery must be confirmed at least 24-hours in advance and reconfirmed with the local car rental facility
UT System Administration staff may select a vendor link below to a secure site for detailed information specific to each vendor.
General Contract Information
Accident Reporting
Renter should notify the local police of the accident and obtain a police report whenever possible. In addition, obtain name, driver’s license number, insurance, and contact information for the other party. UT employees involved in accidents with injury should contact UT System’s Office of Risk Management at 512.499.4655.
- Avis/Budget: Eligible traveler must contact the toll free accident reporting phone number. This number is provided on the rental documentation and displayed on the key tag. When dialed, the individual will be connected to the Roadside Assistance Center. The Center will determine the customer’s needs and respond accordingly. A written report must be filed with the local Avis/Budget location.
- Enterprise National: Instructions for reporting accidents or damage are included in the rental agreement folder with each vehicle. For National Emerald Club members that proceed directly to the vehicle, instructions will be located on the driver’s side visor. In an accident situation the rental location should be notified immediately. If the rental location is not available, contact should be made with the Emergency Roadside Service.
- Hertz: Eligible traveler must contact the Emergency Roadside Assistance Service – the number is provided on the rental agreement and most key tags. An accident report must be filed with Hertz.
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Additional Charges
Rentals may be assessed additional fees (battery/tire surcharge, etc.) as allowed by various taxing jurisdictions or rental locations and are not included in the rate.
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Box Truck Rentals (UT System employees may select the vendor links above to access box truck rental rate information)
The Avis/Budget Group and Enterprise/National Holding each offer discounted box truck rental rates for UT business needs.
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Car Share Programs
At the discretion of the UT Party, Preferred Suppliers offer car-share programs whereby vehicles may be rented by the hour or day from a UT institution campus or designated location. Programs are customized to meet institution specific needs.
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Contract Violations
Avis/Budget Group
- Use of the vehicle by anyone other than the authorized driver/drivers
- Use of the vehicle to carry passengers/property for hire
- To push or tow anything
- Vehicle operated in a test, race, contest or off-road (unless expressly authorized)
- While the driver is under the influence of alcohol or a controlled substance in violation of applicable law
- Vehicle operated when renter conduct could properly be charged as a felony or misdemeanor, including the transportation of a controlled substance or contraband
- Vehicle used recklessly (as determined by law enforcement authorities) or while overloaded
- When the vehicle is rented in the United States, taking the vehicle outside of the US
- When the vehicle is rented in Canada, taking the vehicle outside of Canada
- Failure to provide Avis/Budget with a written report of damage, loss or accident
- Leave the vehicle and fail to remove keys or close/lock doors, windows and/or trunk and, as a result, the vehicle is vandalized or stolen
- Intentional or willful disregard causes damage to the vehicle
- Return of vehicle after-hours and the vehicle is damaged, stolen or vandalized
- Obtain the vehicle through fraud or misrepresentation
Enterprise/National
- Operation of a vehicle by an authorized driver
- Operation of a vehicle under the influence of intoxicants or any prohibited drugs in violation of applicable law
- Damage or loss intentionally caused by the driver
- Use of the vehicle for any illegal purpose
- Operation of the vehicle for law enforcement purposes that are likely to expose the vehicle, the driver or passengers (or other persons/property) to a risk of damage or injury above that of a routine rental
- Operation of the vehicle in a test, race or speed contest
- Operation of the vehicle by anyone other than the authorized driver/drivers
- Operation of the vehicle across international boundaries
- Operation of the vehicle by any person committing a felony or otherwise engaged in a criminal act
- Operation of the vehicle to push or tow anything
- Operation of the vehicle if renters license has been revoked, suspended, is invalid or does not belong to the renter
- Operation of the vehicle to transport persons or property for hire
- Operation of the vehicle in a wanton or reckless manner or if vehicle is deliberately damaged
- Operation of the vehicle to transport explosives, chemicals, corrosive, pollutants or hazardous materials of any kind
- Vehicles interior components are stolen or damaged when vehicle is unlocked or keys are not secured
- Renter fails or refuses to provide Enterprise/National, police or other authorities with a full report of any accident or vandalism involving the vehicle or otherwise fails to cooperate
Hertz
- Operation of the vehicle while under the influence of intoxicants or any prohibited drug in violation of applicable law
- Damage or loss intentionally caused by the authorized driver
- Use of the vehicle for any illegal purpose
- Operation of the vehicle for law enforcement purposes that are likely to expose the vehicle, the driver or passengers (or other persons/property) to a risk of damage or injury above that of a routine rental
- Operation of the vehicle in a test, race or contest
- Operation of the vehicle by an unauthorized driver
- Operation of the vehicle across international boundaries
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Customer Pick-up and/or Car Delivery
Based on location and availability, Preferred Suppliers offer customer pick-up and car delivery options. Services must be requested at least 24 hours in advance and confirmed with the local rental office.
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Disabled Traveler Services
Based on availability, rental vehicles will provide reasonable accommodation in compliance with the Americans With Disabilities Act (ADA). Rentals require 24-hour advance notice. Contact the destination rental office for assistance.
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Eligible Traveler
UT System and UTIMCO employees as well as students (meeting minimum age requirements), guests and consultants traveling on official University business when travel is paid or reimbursed by UT System or UTIMCO.
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Emergency Road Service
Avis
Avis provides a 24-hour emergency roadside service available anywhere in the United States by calling 1-800-354-2847. A fee for service is assessed for the services outlined below:
Service |
Fee |
Lock out |
$55 |
Lock out with tow |
$175 |
Lost key |
$375 |
Fuel Delivery |
$68.50 |
Engine won’t start/dead battery |
$53 |
Enterprise/National Holdings
Enterprise/National provides its roadside assistance program at no additional charge. Enterprise emergency assistance is available 24-hours a day by calling: 800-307-6666
National emergency assistance is available 24-hours a day by calling: 1-800-367-6767
Covered services
Service |
Fee |
Lockout Services |
Covered / No Fee |
Jump Start |
Covered / No Fee |
Tire Change |
Covered / No Fee |
Fuel Delivery |
Covered / No Fee |
Winching |
Covered / No Fee |
Glass Replacement |
Covered / No Fee |
Tire Repair |
Covered / No Fee |
Towing |
Covered / No Fee |
Lost Keys |
Covered / No Fee* |
*Lost key charge in CA, NY, KS and NV is $8.00 |
|
Hertz
Emergency assistance is available 24-hours a day by calling 1.800.654.5060. Listed below are charges for any roadside assistance services that might be needed during a rental:
Service |
Fee |
Lockout |
$75+ |
Lost Key |
$200+ |
Abandoned vehicle retrieval |
Full towing fee from origin to drop-off point |
Impounded vehicle retrieval |
Impound fee plus towing fee |
Fuel Delivery |
$68+ |
Retrieval of vehicle from un-maintained road |
Full towing fee from origin to drop-off point |
Dead Battery |
$69+ |
Flat Tire |
$69+ |
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Extended Rentals
UT System contract vendors provide extended rental and lease options. Contact Travel Services or the applicable car rental company account representative for additional information.
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Fixed Based Operator (FBO) Rentals (UT System employees may select the vendor links above to access fixed based operator rental rate information)
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Frequent Renter Programs
- Avis– Avis Preferred program allows renters to bypass the rental counter and go directly to the car with keys and rental agreement and keys waiting. Car choice is also an available option. In addition, after completing a specific number of qualifying rentals, travelers will qualify for the Avis First loyalty program providing a complimentary one car class upgrade (based on availability) and begin earning credits toward free rental days.
- Budget – Budget Fastbreak program allows renters to bypass the counter and go directly to the car with rental agreement and keys waiting. Car choice is also an available option.
- National - Emerald Club loyalty program allows renters to bypass the rental counter and select a car of choice while paying the midsize rate. The program also allow renters to earn credits for free rental days. If a renter enters the Emerald Club number when confirming an Enterprise rental, the rental will be counted as credit toward free rental days.
- Hertz - Hertz #1 Gold Club allows renters to bypass the rental counter and proceed to a pre-assigned vehicle. Car choice is also an available option. Earn credits toward free rental days and upgrade certificates
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Insurance Coverage
When renting a vehicle from all domestic Enterprise/National locations, the daily rate includes both loss/damage waiver and liability coverage. Not all Avis, Budget or Hertz locations include insurance. Please refer to the list of non-participating locations noted below as well as the list of contract violations that invalidate insurance coverage.
LDW (loss/damage waiver) covers all damage to the rental vehicle as long as it is rented using a UT corporate identifier number and is utilized for official university business.
Liability coverage pertains to persons and property outside the rental vehicle. The amount of coverage 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.
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International Rentals
Contact the car vendor of choice and provide the corporate identifier number to inquire about applicable rates and discounts. Renters must accept and pay for all insurance required by the county of rental. The required insurance (not optional insurance) is a reimbursable expense.
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Mexico Rentals
Each contracted vendor will allow the eligible traveler to drive rental vehicles into Mexico and will accept UT System’s Mexico Tourist Policy to cover the vehicle. UT System’s Mexico Tourist Policy provides $1,000,000 combined single limit coverage. The eligible traveler will be required to provide the dates of travel in Mexico and ensure that the following documents are in their possession while in Mexico:
- Mexico tourist Auto ID card
- copy of the Mexico Tourist Policy
- Copy of the Mexico Insurance Agreement between UT System and the car rental company
Contact UT System’s Office of Risk Management at 1-512-499-4655 for additional information.
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Minimum Age
- Avis/Budget: The minimum age to rent a vehicle with Avis is 18 years of age; the minimum age to rent a vehicle with Budget is 21 years of age.
- Enterprise/National: The minimum age to rent a vehicle with Enterprise/National is 18 years of age; however, a renter must be 21 years of age to rent a passenger van with National.
- Hertz: The minimum age to rent a vehicle with Hertz is 18 years of age.
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Non-Participating Locations
APO = airport
HLE = Hertz Local Addition Neighborhood Location
Avis Non-Participating Locations |
State |
Location |
AK |
Anchorage, Fairbanks APO, Juneau APS, Kenai APO, Kodiak APO, Sitka APO, Petersburg, Skagway, Whittier |
AZ |
Page |
CA |
McKinelyville APO |
GA |
Brunswick APO, Jekyll Island, St. Simons |
IN |
Evansville APO |
IA |
Sioux City APO |
KY |
Paducah |
ME |
Presque Isle, APO |
MI |
Alpena, Kincross, Pellston APO, |
MS |
Greenville |
MT |
Sidney, Glendive APO |
NE |
McCook |
NJ |
Freehold, Eatontown, Hightstown, Sayreville, Toms River, Matawan, Pt. Pleasant, Port Monmouth, Red Bank, Englishtown, Spring Lake/Wall, Manahawkin, Middletown |
NC |
Jacksonville APO, New Bern APO, Wilmington APO, Goldsboro, Florence APO (SC), Pitt-Greenville APO, Kinston, Morehead City, Rocky Mount |
ND |
Williston APO, Jamestown |
NV |
Elko |
PA |
Monroeville, New Kensington |
SD |
Pierre APO |
UT |
Cedar City APO, St. George APO, Ogden |
WA |
Yakima APO |
WV |
Beckley, Lewisburg |
WI |
Cherryland APO, Sturgeon Bay, Marshfield, Kings APO – Land O’Lakes, Eagle River |
Budget Non-Participating Locations |
State |
Location |
AK |
Ketchikan |
CA |
Alhambra, El Monte, Montebello, Norwalk, Oxnard, Santa Barbara, Victorville |
GA |
Brunswick |
IA |
Cedar Rapids, Des Moines |
IN |
Greensburg |
KY |
Muldraugh, Radcliff, |
LA |
Monroe, Shreveport |
MI |
Charlevois, Gwinn |
MN |
Duluth |
MT |
Glasgow, Havre, West Yellowstone |
NC |
Greenville, New Bern, Richlands, Wilmington |
NH |
Nashua |
SC |
Florence |
SD |
Rapid City, Sioux City |
WA |
Port Angeles |
*Note locations either do not participate or will include insurance for the addition per-day charge noted.
Hertz Non-Participating Locations / Surcharge List |
State |
City |
Non-Participating or Surcharge |
AL |
Dothan and Dothan HLE |
$3-$5 per day |
AL |
Huntsville Airport or Huntsville Signature |
$10 per day |
AL |
Muscle Shoals |
Corporate Rate Not Honored |
AK |
Homer and Seward |
Corporate Rate Not Honored |
AZ |
Nogales |
Corporate Rate Not Honored |
AR |
Bentonville HLE, Fayetteville HLE, Ft. Smith, Ft. Smith HLE, Harrison HLE, Highfill, Little Rock HLE, Mountain Home HLE, Sherwood HLE, Springdale HLE, Texarkana HLE |
$12 per day |
AR |
Hot Springs, Jonesboro |
$15 per day |
AR |
Little Rock |
$10 per day |
CA |
Mammoth Lakes, Redding HLE |
Corporate Rate Not Honored |
CA |
Redding, San Luis Obispo |
$10 per day |
GA |
Athens |
$12 per day |
GA |
Brunswick |
$5 per day |
GA |
Jekyll Island, Saint Simons Island, Sea Island |
Corporate Rate Not Honored |
ID |
Ketchum, Sandpoint, Sun Valley |
Corporate Rate Not Honored |
ID |
Boise, Idaho Falls, Lewiston, Pocatello |
$12 per day |
ID |
Hailey |
$18 per day |
IL |
Quincy |
$10 per day |
IL |
Urbana |
$13 per day |
KS |
Dodge City, Garden City, Liberal |
Corporate Rate Not Honored |
KS |
Topeka |
$5 per day |
KY |
Ashland |
Corporate Rate Not Included |
KY |
Paducah |
$12 per day |
LA |
Monroe |
$5 per day |
MI |
Alpena |
$18 per day |
MN |
Duluth, Thief River Falls |
$12 per day |
MN |
Winona |
Corporate Rate Not Honored |
MS |
Aberdeen, Amory, Columbus, Corinth, Iuka, Tupelo |
$8 per day |
MS |
Meridian |
$5 per day |
MO |
Booneville, Jefferson City, Mexico, St. Roberts |
$8 per day |
MO |
Columbia, Lake Ozark, Osage Beach |
$10 per day |
MO |
Branson, Springfield |
$5 per day |
MO |
Joplin |
$6 per day |
MT |
Billings, Bozeman |
$18 per day |
MT |
Butte, Missoula |
$5 per day |
MT |
Great Falls |
$12 per day |
MT |
Kalispell |
$6 per day |
MT |
Helena |
$15 per day |
MT |
Whitefish |
$6 per day |
MT |
West Glacier |
Corporate Rate Not Honored |
NJ |
Clifton, Passaic |
$6 per day |
NM |
Farmington, Roswell |
$18 per day |
NY |
Glen Falls, Ithaca, Plattsburg, Saratoga Springs |
$10 per day |
NY |
Jamestown |
$12 per day |
NY |
Saratoga APO |
$18 per day |
NY |
Lake Placid, Saranac Lake |
Corporate Rate Not Honored |
ND |
Bismarck |
$18 per day |
ND |
Dickinson, Fargo, Grand Forks, Minot, Williston |
$12 per day |
OH |
Columbus |
$10 per day |
OR |
Astoria |
Corporate Rate Not Honored |
OR |
Bend, Klamath Falls, Medford, Pendleton, Redmond, Salem, Sun River |
$18 per day |
PN |
Altoona, Martinsburg, State College, Williamsport |
$10 per day |
PN |
Bradford, Dubois, Erie, Johnstown, Latrobe |
$12 per day |
PN |
Lancaster |
$8 per day |
PN |
Philipsburg |
$3 per day |
SD |
Aberdeen, Sioux Falls |
$12 per day |
SD |
Rapid City |
$6 per day |
TN |
Bristol, Greenville, Morristown |
$10 per day |
TN |
Jackson |
$12 per day |
TN |
Kingsport |
$13 per day |
TX |
Laredo |
$12 per day |
TX |
San Angelo |
$5 per day |
UT |
Layton, Ogden |
$12 per day |
UT |
Brigham City, Layton HLE, Ogden HLE |
Corporate Rate Not Honored |
VT |
Rutland |
$10 per day |
WA |
Moses Lake, Walla Walla, Wenatchee |
$18 per day |
WA |
Pasco |
$13 per day |
WA |
Pullman, Spokane |
$12 per day |
WA |
Yakima |
$15 per day |
WV |
Elkins |
Corporate Rate Not Honored |
WI |
Appleton |
$13 per day |
WI |
Eau Claire/Chippewa Walls, Mosinee |
$10 per day |
WI |
Green Bay |
$15 per day |
WI |
Superior |
$18 per day |
WY |
Casper, Cody |
$12 per day |
WY |
Gillette, Green River, Jackson, Rock Springs |
$18 per day |
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Off-Road Provisions
- Avis/Budget: Coverage under LDW (see Insurance Coverage) will not be voided if eligible traveler is acting in the scope of his/her employment, on unpaved roads where such roads are regularly maintained for vehicle use, provided that 1) LDW will be modified so that Avis/Budget is only responsible for the first $4000 of damage per incident and limited to $16,000 per year (Systemwide); and 2) the eligible travelers failure to drive with reasonable care or other violation of the contract terms will void the applicable LDW.
- Enterprise/National: Authorizes eligible travelers to operate rental vehicles off of paved roads but only on a road surface intended for the use of private passenger motor vehicles. Driving off paved roads must be for UT business purposes only and eligible traveler must comply with the terms and conditions of the UT System agreement and rental agreement. Eligible traveler must disclose the need of off road use prior to acceptance of the vehicle and will be charged an additional $17 per day for off road usage that will include full damage waiver. Only SUVs, trucks and cargo vans are allowed for off road rentals.
- Hertz: Off road use is permitted provided such use is on regularly maintained roads. Use is limited to trucks and 4x4 SUVs. Vehicles driven off paved roads must be returned in such condition that normal cleaning procedures will return the vehicle to rentable condition. If vehicle requires extra cleaning an additional charge will be assessed.
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One-way Rentals
- Avis/Budget: No charge for one-way rentals between the Texas cities of Austin, Dallas, Houston and San Antonio – including all locations within the immediate surrounding metropolitan areas (e.g. Coppell, Irving, Arlington, etc.) All other one-way rentals will be assessed a fee of.29 cents per mile.
- Enterprise/National: No one-way fees within the State of Texas. For one-way rentals outside the State of Texas Enterprise charges the rental rate plus an additional 20 cents per mile from major airport to major airport. National offers one-way rentals at $69 flat rate on compact through full-size vehicles. All other vehicles are charged the rental rate plus 20 cents per mile.
- Hertz: No charge for one-way rentals within the State of Texas. One-way rentals outside the State of Texas will be assessed the rental rate plus 38 cents per mile.
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Oversold Provisions
In instances when no vehicles are available at time of pick-up and the traveler has a confirmed reservation, the car vendor will make every effort to provide an equivalent or better type vehicle at the same rate as originally reserved. Car vendor may also make a reservation at another location or with another company and arrange for applicable transportation to the vehicle.
Specific to Hertz: When confirming a compact through full-size car at least 24-hours in advance, in an oversell situation, an eligible traveler will be given a car before other renters.
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Overtime/Late Rentals
- Avis/Budget: Daily rates are calculated on a 24 hour clock. The rate calculation for vehicles returning partially into an additional day is as follows: 59 minute grace period (no charge), 60-119 minutes into the next day = ½ daily charge + $0.01, 120 minutes or more into the next day = full day charge.
- Enterprise/National: Rentals are based on the 24-hour clock. The rate calculation for vehicles returning partially into an additional day is as follows: 59 minute grace period (no charge), a hourly charge of 1/3 the daily rate will be assessed for any hour returned after the 59 minute grace period. Hourly charges will continue until the vehicle is returned or it is less expensive to charge an additional full-day rental fee.
- Hertz: Rentals are based on the 24-hour clock. Extra hour charges will apply beginning when the rental exceeds a 24 hour period by 119 minutes from the original time of rental. When the number of minutes late is 120 or more, the renter will be charged for one extra hour (approximately half of a rental day). Each additional 60 minute period thereafter will be charged thereafter until the rental equals one day.
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Payment Options
Payment for rentals may be by personal credit card or state/institutional credit or debit card. Direct billing may be applicable based on institution travel policy.
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Personal Rentals
When renting a vehicle solely for personal travel rental rates are applicable, however, insurance (LDW/Liability) is not included in the rate. Renters are required to either pay for applicable insurance or secure coverage through an alternate means (credit card vendor, etc.).
Specific to Avis, Budget and Hertz: when a rental includes both business and personal travel (any number of consecutive days of rental that is whole or in part paid by the University) then insurance coverage is included at no extra cost for the personal days.
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Preferred Supplier
Awarded contract vendors (Avis/Budget, Enterprise/National, and Hertz) are designated as preferred suppliers.
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Premium or Surcharge Locations
Avis/Budget City Surcharges – additional fees to be added to the base rental rate
City or Location |
Additional Fee |
New York City Locations – including JFK and La Guardia airports |
$24 per day |
New York Metro Area including New Jersey and Connecticut metro regions |
$12 per day |
Hartford, CT; Pittsburgh, PA; Chicago, IL; Boston, MA; Baltimore and Washington, DC; Detroit, MI; Philadelphia, PA; Los Angeles area excluding LAX airport |
$5 per day |
San Francisco, San Jose and Oakland, CA |
$2 per day |
Enterprise/National City Surcharges – additional fees to be added to the base rental rate
City or Location |
Additional Fee |
Charlotte, NC; Cincinnati, OH, Cleveland, OH; Milwaukee, WI; Minneapolis, MN; New Orleans, LA; Phoenix, AZ; Sacramento, CA; San Diego, CA; Seattle, WA; St. Louis, MO; State of New York (unless otherwise listed); State of Illinois (unless otherwise listed); Los Angeles area (excluding LAX) |
$5 per day |
Aspen, CO; Atlanta, GA; Baltimore, MD: Boston, MA; Colorado Springs, CA; Commonwealth of Puerto Rico; Denver, CO; Detroit, MI; Hartford, CN; Los Angeles airport (LAX); Philadelphia, PA; Pittsburgh, PA; Providence, RI; Washington DCA area including Dulles and Reagan airports; State of Alaska; San Francisco, CA |
$10 per day |
Chicago, IL including O’Hare and Midway airports |
$15 per day |
New York City including Manhattan, JFK and La Guardia and Newark airports |
$25 per day |
Hertz City Surcharges – additional fees to be added to the base rental rate
City or Location |
Fee or Additional Fee |
Newark Metropolitan and Tri-State area |
$72-$77 flat per day rental rate based on car class |
Manhattan, La Guardia, JFK Airport, White Plains and Stamford |
$77-$82 flat per day rental rate based on car class |
New York Area other than listed above |
$5 per day |
Boston, MA area; Detroit, MI area, Philadelphia, PA area, Chicago, IL area |
$12 per day |
Oakland, CA airport |
$10 per day |
Alaska locations; Atlanta, GA area, Colorado Springs, CO area, Hartford, CN area, Pittsburgh, PA area, Providence, RI area; Baltimore/Washington, DC area |
$8 per day |
Charlotte, NC and surrounding area; Cincinnati OH and surrounding area; Cleveland, OH and surrounding area: Kansas City, MO and surrounding area; Los Angeles, CA and surrounding area except LAX airport; Minneapolis/St. Paul, MN and surrounding area; Moline, IL and surrounding area, New Orleans, LA and surrounding area |
$5 per day |
San Francisco CA area (except Oakland; Denver, CO; Los Angeles, CA airport; Phoenix, AZ area |
$3 per day |
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Promotional Rates
If you rent a vehicle from a contract rental vendor using a rate other than the UT System contract rate, insurance is not included. Renters must request the UT System contract rate and provide the applicable corporate ID number to receive the insurance coverage and services provided in the UT System contract.
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Rate Identifier Code
Each UT institution has been assigned a unique corporate identifier to qualify for UT System contract rates. UT System employees should use the vendor links above for information or call Travel Services at 512.322.3728. Identifiers are limited to use for UT employee business travel and should not be shared outside of the UT community. Doing so is a violation of contract terms and may result in contract termination and/or employee disciplinary action.
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Refueling
Whenever possible, renters should refuel before returning the rental vehicle.
- Avis/Budget: A per gallon refueling service fee will apply and will be the national average consumer reformulated gasoline price (NACP) plus $0.50.
- Enterprise/National: Enterprise and National airport locations: the refueling rate is based upon the current self-service per gallon price plus a fee of $2.00; for Enterprise home-city locations the refueling charge will be based on the current self-service per gallon price plus a fee of up to 50 percent. Corporate locations will cap the maximum refueling charge at $2 per gallon above the current full-service, per gallon pricing.
- Hertz: A per gallon refueling charge will be applied that is equal to the national average consumer reformulated gasoline price (NACP) plus $1.00.
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Reimbursement Limits
Reimbursement for rental car expenses may not exceed the UT System contract rental rates.
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Rental Rates (daily, weekly, etc.)
See Daily, Weekly and Monthly Rental Rates above
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Secondary Drivers
Eligible traveler or an individual accompanying the eligible traveler whether or not associated with University business (e.g. spouse, etc.).
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Taxes and Fees
If a car rental is paid for with any type of individual card, taxes will be assessed, must be paid and is a reimbursable expense. If a rental is direct-billed, there should be no taxes charged EXCEPT the Property, Title, Registration tax (the name may vary from one rental location to another). This tax was implemented under House Bill 2151, 74th Legislature, and allows rental car companies to charge a fee to recoup the cost of registering and licensing their fleets.
Explanation of Taxes and Fees
- Airport Access Fees: A fee that is charged to any customer that picks up a car at the airport location within their first 24 hours, submitted directly to the airport authority and is payable by customer. This fee is paid for on all rentals.
- CFC-Customer Facilitation Charge: A fee imposed by the airport for parking vehicles on-site at the airport, submitted directly to the airport authority and is payable by customer. This is paid for on all rentals.
- Texas Motor Vehicle Rental Receipts Tax: A tax that is similar to a sales tax. This tax is not due on the rental of a vehicle by a state employee traveling on official business when the charge is paid on a Direct Bill basis. Also, the personal payment for a motor vehicle rental by a state employee traveling on official business is not subject to tax, provided the rental is made under a master contract with the state. This applies to a rental paid via an Individual Bill Account (IBA), a Corporate Liability Individual Bill Account (CLIBA) and a Central Bill Account (CBA), as well as any other form of payment. In all cases, however, a Motor Vehicle Rental Exemption Certificate (Form14-305) must be completed by the employee renting the vehicle and provided to the rental company. For out-of-state motor vehicle rentals, a state employee would need to contact the other state in question to determine whether its law allows an exemption for motor vehicle rental receipts tax when a motor vehicle is rented by a public agency from Texas. Most states require payment of their state tax.
- Local Sports and Community Venue Tax: A rental receipts tax that is imposed by a local district to provide funding for a certain event or project. When the state motor vehicle rental receipts tax is not due on a transaction, then the Local Sports and Community Venue Tax will not be due. As noted earlier, however, a state employee must issue a completed Motor Vehicle Rental Exemption Certificate (Form 14-305) when renting the vehicle.
- Texas Property Tax and License Reimbursement Fee: A surcharge that is passed on to the customer as reimbursement for license and title fees. This is paid for on all rentals and will vary by city.
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UT Party
Collectively, The University of Texas System, The University of Texas Investment Management Company and each individual institution.
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