State Travel Management Program – Car Rental Information

Exterior walk-around:

• Check for dents, scratches, or mismatched paint. Document any pre-existing damage and ensure it's noted on your rental agreement.
• Inspect tires (tread depth, bulges, cuts).
• Check all lights: headlights brake lights, turn signals, hazards, and license plate lights.

Interior setup:

• Adjust seat height and position.
• Adjust mirrors for full visibility, including blind spots.
• Test brakes gently to confirm responsive pedal feel.
• Confirm fuel level and odometer reading.

Documentation and Policies:

• Verify fuel policy and return time to avoid penalties.
• Have a hard copy of the rental agreement and emergency numbers handy.

• Follow local laws and speed limits.
• Don't drink and drive.
• Avoid aggressive driving.
• Limit infotainment use while driving.
• Signal early and avoid sudden lane changes.
• If you get lost, pull over in a well-lit, populated area to re-route.

• Aim to arrive 20-30 minutes early in case of traffic or refueling.
• Confirm return location and hours: some sites have a separate return entrance.
• Photograph the car at return (all sides, wheels, glass, roof, interior, fuel/charge level and odometer).
• Log out of any connected apps (Apple car play, Android Auto) if stored.
• Collect all belongings from glove box, trunk, door pockets and under seats.

• Contact 911 (or local emergency services) and the police to file a report.
• Exchange insurance and contact information with any other involved parties.
• Notify the rental car agency immediately to report the incident and follow their instructions regarding the vehicle.

When renting a vehicle from all domestic Hertz and Enterprise/National locations under the State of Texas contract, the daily rate includes both LDW and Liability coverage.

LDW LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract.

Liability: Damage Waiver includes Full DW ($0 Deductible); Liability includes Combine Single Limit of $1,000,000.

Proof of insurance is located in the glove compartment or on the windshield of all contract rental cars. In the event you need to provide proof of insurance, inform the individual asking that you are renting under a corporate rate which includes the insurance and show the above "proof of insurance" document.

If a contract vendor does not have the reserved vehicle type available when a traveler arrives at the rental location with a confirmed reservation, the vendor is required to: provide the traveler a free upgrade to the next higher vehicle class, if available; or acquire a comparable vehicle for the traveler from another contract vendor, if possible, or from a non-contract company. In either instance, the rental car vendor must pay any cost difference.

If the counter person you are dealing with will not do this, ask to speak with the location manager. If you still do not get this assistance, call the vendor's customer service contact or call our office (if it is during normal business hours). If for some reason you can't do this at the time of the rental, contact our office as soon as possible after your trip.

If you rent a vehicle from a non-contract rental car vendor, insurance may or may not be included in the base rental rate. Inquire at the time of rental if the contract insurance coverage is included. If it is not, you must purchase the LWD and Liability insurance. If you need to use a non-contract rental car vendor under an allowable exception, LDW and Liability insurance charges will be reimbursed by the Comptroller. Liability insurance supplement, Personal Accident insurance, Safe Trip insurance, or Personal Effects insurance are not reimbursable. (Please refer to Textravel, a Web resource published by the Comptroller of Public Accounts.)

Other facility fees as mandated or allowed by various taxing jurisdictions vary by location and are not included in the rate (for example: battery and tire surcharges).

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), the insurance may not be included. You MUST request the State of Texas Contract Rate and provide the proper rate identifier code in order to receive the insurance coverage and the services provided in the state's contract.

Only lower rates that are offered to the general public constitute a valid exception to using the contract vendors. These lower rates that meet the needs of the state agency must provide the same services as the contract rates. Sometimes non-contract rental car vendors will offer the same or lower rates JUST to State of Texas business travelers in an attempt to draw business away from the contract vendors. Use of these "matched" rates is not allowable under the travel rules.

Each state entity has different arrangements for paying for rental cars. They may be paid in one of several ways:

• with an individual state-issued corporate travel charge card;
• with your personal non-state charge card;
• by direct-bill with a one-trip travel voucher issued by your state entity or without a voucher, if direct billing has been set-up by your state entity;
• or, by special advance arrangement, with cash or debit card (i.e., you cannot just walk up to the counter and rent a car on a cash basis; you will be required to "guarantee" payment with a charge card).

Before renting a vehicle, check with your entity's travel coordinator to find out the method of payment that has been established for your entity. If you get to the rental counter without this information, you may not be able to obtain a vehicle.

Effective January 1, 1994, the purchase or reimbursement for rental car expenses may not exceed the contract rental car rate unless a valid exception exists.

In accordance with the rental car contracts, the following types of cars in the car classes are standard for the State of Texas contract. The contract vendors must include these types of cars or similar models in the car classes. The traveler may pay a higher rate for a particular car if the vendor has classified the car type in a higher car class.

Compact: Nissan Versa or similar; Ford Focus;

Economy: Chevy Sonic; Chevy Spark; Kia Rio;

Full-size: Ford Fusion or similar model;

Intermediate: Chevy Cruze; Mazda 3 or similar model; Toyota Corolla or similar model;

Minivan: Dodge Caravan or similar model;

Passenger Van: Chevy Express; Ford SuperClub Wagon; Chevy E3500 or similar model;

Small SUV: Ford Escape or similar; Toyota Rav 4 or similar model;

Medium SUV: Ford Edge; Chevy Equinox; Jeep Grand Cherokee or similar model;

Large SUV: Chevy Suburban; Chevy Tahoe or similar model;

Standard: Buick Verano; Mazda 3 or similar model.

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. A Motor Vehicle Rental Exemption Certificate (Form 14-305) must be completed by the employee renting the vehicle and provided to the rental company, unless the rental company links specific invoices or rental contracts to that organization's signed exemption certificate in its files. 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 & 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.

Enterprise/National: In case of an accident, the renter should notify the police and the rental location immediately. The renter should obtain the name of the investigating police department, the time, place and nature of the accident or damage, the names and addresses of parties involved, persons injured, witnesses, owners of property damaged, the place at which Contractor may examine the Passenger Vehicle and such other information as may be known by Authorized User, and promptly advise Contractor of all correspondence, papers, notices and documents delivered to Authorized User in connection with any claim or demand involving or relating to any Passenger Vehicle or its operation.

Hertz: In case of an accident, the renter should notify the police and the rental location immediately. The renter should obtain the name of the investigating police department, along with the name, address, license and tag number, and insurance carrier and policy number of the other vehicle's operator. Hertz may provide a substitute vehicle if one is needed.

Enterprise/National: Rentals are permitted within Canada unless the carrying capacity of the vehicle exceeds 10. Rentals are not permitted within Mexico and are considered improper use.

Hertz: Rentals may not be driven into Mexico or Canada without written authorization from Hertz. Rentals driven into Mexico require the purchase of Mexico insurance which can be charged to a direct bill account or credit cards. Locations in Mexico are not participating in the contract.

Enterprise/National: Violations include: driving recklessly; driving while under the influence of alcohol or any illegal drug or chemical; engaging in a speed contest; engaging in a criminal or felony act; towing or pushing another vehicle unless the vehicle is equipped for the capability and permission from EAN Services, LLC is in writing; using the vehicle for a variety of for hire purposes; by an unlicensed driver; by any person other than the authorized user; rental commenced under false pretenses; outside of the United States except where such use is specifically authorized by the contract.

Hertz: Violations include: driving recklessly; driving while under the influence alcohol or any illegal drug or chemical; engaging in a speed contest; engaging in a criminal act in which the rental vehicle's usage is substantially related to the nature of the criminal activity; towing or pushing anything; operating off paved, gravel or maintained roads without permission; unauthorized use of the rental vehicle outside the U.S. or Canada; or an unauthorized driver operating the rental vehicle.

Enterprise/National: “We’ll Pick You Up” service is available with 24 hours notice at any home or business address dependent on seasonal and business demands.

Hertz: Participating suburban locations will provide pick-up service or transportation for the traveler to and from the traveler's work location and/or home, if within a four-mile radius, with advance notice provided to the closest rental location.

Enterprise/National: Enterprise/National can supply hand controls, spinner knobs, pedal extenders, and left-foot accelerators, where available, at no extra charge. Please contact the Enterprise/National customer service team for further instructions.

Hertz: Hand controls and spinner knobs can be made available with at least 24 hours' notice prior to reservation. Drivers for people with visual or physical disabilities who hold a valid driver's license and are at least 25 years of age may drive a Hertz car rented by the person for whom they are driving. Such drivers are considered to be authorized operators under the terms of the Hertz Rental Agreement. When reserving a car, disabled travelers must advise Hertz of any visual or physical disabilities and state intent to rent a car and provide a licensed driver. The licensed driver must also be present at the Hertz counter at the time of rental.

ROADSIDE ASSISTANCE:

Enterprise/National: 24-Hour Roadside Assistance is available. Customers in need of emergency roadside services may call a dedicated roadside assistance line. Phone numbers are listed below and provided within the rental agreement received at the counter or exit booth. Roadside service is also available via the Enterprise Rent-A-Car and National Car Rental App. Services provided are available to all travelers but are not automatically covered and you may incur a fee. Please note, Roadside Assistance Protection (RAP) is available as a pre-paid discounted line item upon pick up of the rental vehicle.

Enterprise/National 24-Hour Roadside Assistance: 1-800-307-6666
National 24-Hour Roadside Assistance: 1-800-367-6767

Hertz: Basic Emergency Roadside Service (ERS) is included at no additional cost on all Hertz rentals. Basic service covers vehicle repairs and/or vehicle exchanges that are necessary as the result of mechanical failures. The 24-hour ERS telephone number is 1-800-654-5060 and information is displayed on each Hertz vehicle. This ERS department is staffed 24/7, including holidays.

Premium Roadside Service (comprehensive coverage or PERS) is available at a daily rate. If PERS is purchased, costs up to a maximum of $500 per rental will be covered by Hertz for the following items: keys locked in car; lost key service; dead battery due to weather or lights left on; out-of-gas service; and spare tire mounting service. Hertz will offer up to $1,000 travel interruption cost reimbursements due to travel delays resulting from non-drivable accidents only. Tow truck assistance fee, if applicable, is waived for mechanical defects.

Enterprise/National: Weekly rates are 6 times the daily rate. Monthly rates are 24 times the daily rate.

Hertz: Weekly rates are approximately 5.5 times the daily rate. Monthly rates are 22 times the daily rate.

Enterprise/National: Rentals may be reserved at https://www.enterprise.com/en/home.html. The traveler must enter the appropriate rate identifier code.

National: Fast & Convenient Car Rental at 1,500+ Locations | National Car Rental
Enterprise Truck: Moving Trucks, Van Rentals & Commercial Trucks | Enterprise Truck Rental

Hertz: Rentals may be reserved at www.hertz.com/rentacar/reservation/. The traveler must enter the appropriate rate identifier code.

Enterprise/National: Renters between the ages of 18 and 20 years of age are restricted to renting the following vehicle classes: economy, compact, midsize/intermediate, standard, and full-size vehicles. Renters must be 21 years of age or older to rent box trucks.

Hertz: Renters must be 18 years of age or older. No restrictions or additional fees for drivers between 18-24 years of age on official state business. For 15-passenger vans, renters must be 25 years of age or older.

Contractor must agree to operating off paved, graded, or maintained roads or driveways in writing beforehand. SUVs, cargo vans and pick-up trucks shall be allowed, with Contractor's prior written agreement, to operate off paved, graded, or maintained roads and driveways open for use by high-clearance vehicles (Maintenance Level 2).

Please see Contractors' information page for detailed overview.

Enterprise/National: If a vehicle is returned one to 29 minutes after it is due, no charge is incurred. If a vehicle is returned 30 to 89 minutes after it is due, a one-hour charge is incurred. If a vehicle is returned 90 to 149 minutes after it is due, a two-hour charge is incurred.

Hertz: There is a 29-minute grace period for rental returns. Extra hour charges will be incurred at the 30-minute mark if the vehicle is returned more than 29 minutes past the original rental time.

Rate program may be used for personal rentals, however, any applicable LDW or liability will not be included.

Please utilize your State of Texas or Texas SmartBuy Membership rate identifier code. If you have questions, please contact your state travel coordinator.

The traveler shall return a vehicle with the same fuel level as the vehicle had at the time of pick up unless an alternative fuel arrangement was made at the time of vehicle pick up. Failure to do so will incur additional charges for refueling.

Additional or secondary driver fees are waived for drivers traveling with a state employee on official state business. Additional drivers must meet the minimum age requirement and present a valid driver's license at the rental location.