Rental Car Policy Federal PowerPoint Presentation, PPT - DocSlides

Rental Car PolicyFederal Travel Regulation (www.gsa.gov/ftr)

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Approval Authority

Agencies must determine that the use of a rental car is advantageous to the Government and must specifically authorize such use (§301-10.450(a), www.gsa.gov/ftr).

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Defense Travel Management Office (DTMO) U.S. Government Car Rental Agreement

Advantages (§301-10.450(b), www.gsa.gov/ftr):

Agreements are pre-negotiated

Agreements include automatic unlimited mileage and collision damage insurance

Rates cannot be exceeded by the vendor

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Collision Damage Waiver (CDW) or Theft Insurance

Agencies may not reimburse for CDW or theft insurance for travel within the continental United States (CONUS) because (§301-10.451(a), www.gsa.gov/ftr):

The Government is a self-insurer

Rental cars available under the DTMO Agreement include full coverage insurance for damages resulting from an accident while performing official travel

Deductibles paid by the traveler may either be reimbursed directly to the traveler or to the rental agency if the damage occurred while performing official business

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Collision Damage Waiver (CDW) or Theft Insurance (Continued)

Exception (§301-10.451(b), www.gsa.gov/ftr):

- Reimbursement is allowed for travel outside CONUS when such insurance is necessary because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident.

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Personal Accident Insurance

- This is a personal expense and therefore not reimbursable

(§301-10.452, www.gsa.gov/ftr).

Unauthorized Use of a Rental Car

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Travelers are responsible for any additional cost resulting from the unauthorized use of a commercial rental car for other than official travel-related purposes (§301-10.453, www.gsa.gov/ftr).

Rental Car RequirementsGSA Bulletin FTR 14-05(www.gsa.gov/ftr/bulletins)

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Purpose

Stress the Federal Travel Regulation (FTR) requirements for employees’ rental of passenger vehicles while on official travel.

Background

OGP has developed best practices that will help agencies reduce their spending in regards to rental vehicles for temporary duty travel (

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) to ensure the most cost-effective use of taxpayer dollars.

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What should agencies do as a result of this bulletin?

Review agency internal travel polices and ensure consistency with FTR rental car requirements (FTR §301-50.450)

Ensure usage of agency’s Electronic Travel Systems (ETS), where available or agency’s Travel Management Center (TMC) when ETS is not available (FTR §301-50.3).

Ensure travelers are familiar with the Defense Travel Management Office (DTMO), U.S. Government Rental Car Agreement (FTR §301-10.450 (b)).

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Questions

Effective date of this bulletin: January 16, 2014

Federal Travel Regulation

www.gsa.gov/ftr/bulletins

GTAC@gsa.gov