Important Contract Provisions
Rental Car/Mileage Reimbursement Calculator
To help determine the benefits of renting a car, Enterprise provides a REIMBURSEMENT CALCULATOR and COMPARISON SPREADSHEET for UT System Employees. Each is intended to provide a base cost estimate. For instance, the calculator includes refueling costs but does not calculate tax or surcharges which vary by location/rental. The COMPARISON SPREADSHEET provides basic information (excluding tax and refueling costs) for frequently traveled destinations - it is intended to be a snapshot allowing individuals to more closely consider travel options. NOTE: State contract car rentals include applicable insurance. When personal vehicles are used for UT System travel, the individual's insurance is considered primary. UT System Policy 157 strongly discourages the use of a personal vehicle while conducting official University business.
The State of Texas contract rate identifier for Enterprise is TX720.
If you have a customer service issue, question regarding an invoice or want to make a reservation directly call 1-866-398-5080 Monday – Friday 7:30am – 6:00pm and ask to speak with the State of Texas account representative. If you want to make a reservation after hours with Enterprise call 1-888-291-0359 and provide them with the UT System rate identifier for Enterprise.
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 Enterprise 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.
The Enterprise contract applies to State of Texas employees and other individuals conducting business at the direction and expense of System Administration.
The majority of rentals include the insurance listed below:
- Loss/Damage Waiver - This covers any damage to the vehicle.
- Liability - Covers persons and property 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.
Please note that in specific locations, coverage may vary.
Charges Not Covered
Charges for liability insurance supplements, personal accident insurance, safe trip insurance and personal effects insurance are not reimbursable by System Administration.
Driving recklessly or while legally intoxicated or under the influence of any illegal drug or chemical; engaged in a speed contest; engaged in a criminal act in which the rental vehicles usage is substantially related to the nature of the criminal activity; towing or pushing anything; unauthorized use of the rental vehicle outside the US or Canada; or if rental vehicle is driven by an unauthorized driver.
There are no fees for secondary/additional drivers. Authorized secondary drivers must be traveling with a State of Texas employee on official state business. Secondary drivers must be at least 18 years old and possess a valid driver's license.
There are no drop-off charges on one-way rentals between any two Texas locations. Advance arrangements are required.
A 59 minute grace period exists for all rentals. Enterprise will assess a charge of 1/4 the daily rate for each additional hour after expiration of the grace period up to the next 24-hour charge. Per-hour rates for overtime charges are based on the class of vehicle rented.
For weekly rentals, the rate will be computed at five and one-half times the daily rate. For monthly rentals, the rate will be four times the weekly rate.
Rentals driven into Mexico require the purchase of Mexico Auto insurance. Locations in Mexico do not participate in the state contract. Travel into Canada incurs no additional charges and all coverage applies.
Emergency Road Service
24 hour emergency road services are available through the toll-free number at 1-800 736-8222. If services are needed during normal business hours, contact the related branch directly.
In case of an accident, renter should notify the police and the rental location immediately. The renter should obtain the name of the investigating police officer/department, along with the name, address, license number and insurance carrier/policy number of the other vehicle's operator. Enterprise may provide a substitute vehicle is one is needed.
Contract insurance will only apply when vehicles are driven on roads maintained by a State or County. Enterprise will provide off-road insurance for vehicles being rented expressly for this purpose. Cost is $10 per day. This will cover ONLY the first $1,000 worth of damage to the vehicle.
Airport Access Fees
All airport access/concession fees are passed through to the renter.
Please check the Texas Comptroller of Public Accounts web site for a list of rates.
Surcharges and/or excluded coverage may apply. Applicable information may be viewed at the Texas Comptroller of Public Accounts web site.
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.
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
- With advance notice to the rental location, vehicles can be delivered to the disabled renter at home or office, or traveler will be picked up and brought to the rental location.
- Designated drivers for physically impaired renters need to have a valid driver's license and be over the age of 18. Additional fees will be waived for the additional driver.
- Hand controls: Reservations must be made 48 hours in advance.
- Does not offer lift-equipped vans.
- Offers relay calls where the renter contacts an interpreter through a Teletype phone and the interpreter will contact Enterprise by phone to book a rental car reservation.