Travel Home at The University of West Georgia
University of West Georgia
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Important Information Concerning In-State Commercial Car Rentals
- Mandatory for use by State employees traveling on official state business.
- Primarily, the non CHMP – off airport rates will apply.
- When renting using the state contract, the Loss Damage Waiver is included in our rental fee if traveling on official state business.
- The rental car can be picked up from any location in Georgia. For example, you may reside in Atlanta and want to pick up a car from a location near your home without traveling to Carrollton.
- Enterprise provides roadside assistance for all vehicles rented through the statewide contract.
- Your vehicle selection should match your business need. (i.e. compact or mid-size car for three or fewer passengers.)
- Enterprise rental reservations may be made on-line or by calling 1-800-RENT-A-CAR.
- If renting by phone or in person please give the reservationist our account number (G21362) to ensure that you receive the proper rate and insurance coverage.
- Enterprise rentals cannot be direct billed to the University, nor can they be charged to the pcard per State of Georgia regulations. Please make the reservation on your personal credit card and turn in as a travel expense reimbursement.
- Only employees of the University over the age of 21 will be authorized to drive the vehicle.
- After the reservation is made, call Enterprise within 24 hours to arrange delivery.
- Enterprise is willing to deliver the rental directly to the office and pick up when the trip is over.
- If the traveler is leaving before the location opens, the car will be delivered the evening before and start the charges the following morning. Likewise, if the traveler needs to leave on a Sunday, the car will be delivered on Saturday and charges will not begin until Sunday.
- Upon return from trip, call Enterprise to let them know the car is ready for pickup.
- If drop-off is made after hours, park car in front of Aycock and leave keys with Public Safety/Dispatch for pickup (Employee is responsible for calling Enterprise to let them know car is ready for pickup).
- Keep Enterprise receipt and any gas receipts and turn in for reimbursement on your travel expense statement.
- The use or rental of 15-passenger vans must be pre-approved by the VP of Business & Finance and the Office of Risk Management/EHS. Requests should be submitted in writing at least one week prior to the trip, and include justification for the use of these vehicles. Approvals will be granted on a case-by-case basis.
- When renting a vehicle outside of the local area, please reference our account #G21362 and let the reservationist know that we are tax-exempt and that insurance coverage is already included in our rate. ***Important Insurance Information***
- Do not choose additional insurance options if on state business (rates have been negotiated nationally to include insurance coverage under State of Georgia guidelines.)
- If renting the vehicle for personal use, the state insurance coverage does not apply and additional insurance should be purchased accordingly. State liability insurance follows the individual – not the vehicle – while in the course and scope of his/her employment. If outside the course and scope, no insurance exists.
Important Contact Information:
- Carrollton Enterprise Office
- 770-832-1330