When renting a vehicle from all domestic Enterprise, Hertz or Avis locations under the State of Texas contract, the daily rate includes both LDW and Liability coverage. Not all Avis locations honor the SOT contract in whole; some do not include these coverages in the daily rate. Please see Avis Contract Exceptions (PDF).
LDW LDW (Loss/Damage Waiver or comprehensive), which covers all damage to the rental vehicle if it was rented under the state contract.
Liability, which covers persons and property outside the rental vehicle. The amount of this extended liability insurance is $250,000 bodily injury per person, $500,000 bodily injury per occurrence; and $100,000 property damage per occurrence.
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. We will get you a refund or reach a resolution that is satisfactory to the traveler. And, we will request the vendor develop procedures to correct the deficiency from occurring in the future.
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:
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:
Hertz: In case of an accident, promptly and properly report any accident, theft or vandalism involving the Car to Hertz and to the police in the jurisdiction in which such incident takes place. You should obtain details of witnesses and other vehicles involved and their drivers, owners and relevant insurances wherever possible. If You or any Authorized Operator receive any papers relating to such an incident, those papers must be promptly given to Hertz. You and any Authorized Operators must cooperate fully with Hertz's investigation of such incident and defense of any resulting claim. FAILURE TO COOPERATE FULLY MAY VOID ALL LIABILITY PROTECTION, PAI/ PEC, LIS, LDW AND PDW. You and any Authorized Operators authorize Hertz to obtain any records or information relating to any incident, irrevocably and unconditionally consent and submit to the jurisdiction of the courts of the jurisdiction in which the incident occurs and waive any right to object to such jurisdiction.
If in a car accident or your car was stolen, call 888-337-5475 and Hertz will assist.
Avis: In case of an accident, renter should notify the police to report the accident, and obtain a police report if possible. Obtain pertinent information such as who, when, where, why, how, names, license numbers, insurance numbers, phone numbers, etc. If the vehicle needs to be towed, call the Avis Emergency Road Service at 800-354-2847. This phone number is also printed on the front of the rental agreement jacket. In addition, instructions on what to do in case of an accident are found on the rental agreement jacket. All reports/documentation is to be presented to the rental agent as soon after the accident as possible or upon return of the rented vehicle.
Enterprise: 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 department, the name, address, license and tag number and insurance carrier and policy number of the other vehicle's operator. Enterprise may provide a substitute vehicle if one is needed.
Hertz: Hertz offers International rental rates. Under this agreement Hertz will offer a percentage discount off of the published rates 10% discount for Canada. Mexico-Rentals are permitted to drive in and out of Mexico and are subject to the states acceptance of all financial responsibilities for damage to or loss of the rental vehicle and automobile liability to third parties.
Avis: Locations in Canada and Mexico do not fully participate in the contract. At most Avis locations, State of Texas contract rentals may be driven across the borders between the U.S. and Canada. At most Avis locations, vehicles may not be driven into Mexico. Certain locations will allow mid-size through full-size vehicles and mini-vans to be driven into Mexico. Rentals driven into Mexico require the purchase of Mexico insurance, which is approximately $30.00 per day plus an additional surcharge depending on the traveler's destination in Mexico. A credit card is required at the rental counter to purchase the additional insurance, which cannot be placed on a direct bill account. Travelers MUST call to find out travel restrictions, which may vary from location to location.
Enterprise: Rentals driven into Canada have no additional charge and all coverages are valid while traveling in Canada. Rentals available in 240 Canadian locations with varying coverages. Contact location for details of coverages. Rentals driven into Mexico require the purchase of Mexico insurance which can be charged to a direct bill account or a credit card. Locations in Mexico are not participating in the contract.
Hertz: Please refer to State of Texas Contract.
Avis: Driving recklessly or while under the influence of alcohol or a controlled substance; failure to promptly report an accident to police and Avis or to complete an accident report; driving on unpaved roads; obtaining the car through fraud or misrepresentation; using the car for an illegal purpose; using the car for driver's training; leaving the car and failing to remove the keys or failure to close and lock all doors resulting in the car being stolen or vandalized; or providing fraudulent information on the rental agreement.
Enterprise: Driving recklessly or while legally intoxicated or under the influence of 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; unauthorized use of rental vehicle outside the US or Canada; or rental vehicle is driven by an unauthorized driver.
Avis: Participating suburban locations with manager's approval will provide delivery of vehicle or transportation for the traveler to and from the traveler's work location and/or home with advance notice to the rental location.
Enterprise: Participating suburban locations will provide pick up service or transportation for the traveler to and from the traveler's work location and/or home with advance notice to the closest rental location.
Hertz: Provisions for serving travelers with disabilities which are in compliance with the Americans with Disabilities Act (ADA). This includes, but is not limited to:
Policies that prevent a traveler with a disability from incurring surcharges to cover the costs of the company's compliance with the ADA
Contractor shall provide a toll-free roadside assistance number 24-hours a day, 365 days a year. Contractor roadside assistance shall assist customer with problems including but not limited to accidents, lost keys, flat tires or a vehicle breakdown. Contractor will provide this roadside assistance at no additional charge to Customer if the issue is due to no fault of Customer renting the vehicle.
Depending on the need, some services may be assessed fees (including but not limited to lock out, fuel, jump start, etc.). Roadside Assistance is not to be mistaken with Enterprise Roadside Assistance Protection (RAP), Avis Roadside Safety Net or Hertz Premium Roadside Services. All of which is a per day fee charged for services up front whether utilized or not. They are not part of the contract and are not a reimbursable expense.
Avis: 24-hour emergency roadside services are available, anywhere in the United States, through the toll-free phone number at 1-800-354-2847.
Roadside Safety Net is available at a daily rate of $7.99 (subject to change without notice). Roadside SafetyNet emergency services include:
Enterprise: 24-hour emergency roadside services, occurring outside business hours, are available through the toll-free phone number at 1-800-736-8222. If services are needed during normal business hours, contact the rental location directly.
Roadside Assistance Protection (RAP) which is offered at the time of rental to each renter. The cost can vary from $3.99-$5.99/day depending on the size of the vehicle.
Roadside Assistance Protections (RAP) allows Enterprise customers to waive financial responsibility for chargeable roadside incidents such as:
RAP can be added to online bookings at the branch or can be added to a rental ticket at any time. Please note: If added mid-rental, the renter must return to a designated renting location to have the vehicle inspected before adding RAP.
Roadside Charges without protection:
Hertz: Hertz Basic Emergency Roadside Service is included with every rental to help with occasional mechanical defects that can occur. Cost for services required to remedy customer induced problems or problems resulting from an accident/collision may be passed onto the customer and are outlined in rental contract. 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 hours a day and 7 days a week including holidays.
Premium Roadside Service (Comprehensive coverage or PERS) is available at a daily rate of $6.99 (subject to change without notice). If PERS is purchased, costs up to a maximum $500 per rental will be covered by Hertz for the following items.
Hertz: Will be at the contracted rates.
Avis: Weekly rates are 6 times the daily rate. Monthly rates are 4 times the weekly rate.
Enterprise: Weekly rates are approximately 5.5 times the daily rate. Monthly rates are 4 times the weekly rate based on a 30-day month.
Hertz: Customers can book a reservation online through our website www.hertz.com. All bookings require the rate identifier code.
Avis: Rentals may be reserved at www.avis.com and the State of Texas rate identifier number, as listed below on this Web page, must be used for business rentals.
Enterprise: Rentals may be reserved at www.enterprise.com and then click on the corporate accounts section. The traveler must enter the appropriate rate identifier number as listed below on this Web page.
Hertz: Rentals are available to all eligible Customers or Eligible Renters, eighteen (18) years of age and older, without additional charges. For personal rentals, the required age is 20.
Avis: Renters must be 18 years of age or older. No restrictions.
Enterprise: Renters must be 18 years of age or older. No restrictions or additional fees for drivers between the age of 18-24 on official state business.
Hertz: Hertz does not all cars to be taken off road.
Avis: Contract insurances do not apply when traveling off paved roads. Also, the operation of vehicles is prohibited on unpaved roads.
Enterprise: Provides the contract insurances at a $10 per day surcharge on vehicles that are driven on any surface other than a state or county maintained road. This surcharge will cover the first $1,000 worth of damage only.
Hertz: One-way Rentals: There shall be no additional drop-off fees between any two Texas rental locations or additional mileage charges.
Avis: One-way Rentals: There shall be no additional drop-off fees between any two Texas rental locations or additional mileage charges.
Enterprise : No drop-off fees between any two Texas locations. Drop-off fees vary by out-of-state locations. Check with each out-of-state location when planning one-way rentals. No additional mileage charges on one-way rentals that occur between any two locations.
Hertz: Will be at the contracted rates.
Avis: After 30 min. an hourly rate will be charged ¾ daily rate. If more than 1+ hours equals the daily base rate.
Enterprise: 59-minute grace period. There will be a charge of 1/3 the daily rate (up to daily rate) for each additional hour after grace period.
Hertz: Rate program may be used for personal rentals, however, any applicable LDW or liability will not be included.
Enterprise/National: Rate program may be used for personal rentals, however, any applicable LDW or liability will not be included.
Avis/Budget: Rate program may be used for personal rentals, however, any applicable LDW or liability will not be included.
Personal rentals as an optional service are not included in this contract.
Avis: State agencies will use Avis rate identifier F999 + the state agency 3-digit number.
The process for Texas Smartbuy Members is as follows: Members will use Avis rate identifier F9 + the 5 digit alphanumeric code assigned by the membership program. The alpha character that each membership code begins with has been assigned a numeric value. Members should use the following guideline to determine their assigned numeric value.
Example 1: The membership code for the city of San Antonio = M0152. Using the above guideline, The Avis rate identifier for the City of San Antonio is F920152
Example 2: The membership code for Austin Community College = J2270. The Avis rate identifier for Austin Community College is F952270
Enterprise: Please utilize your State of Texas or Texas Smartbuy Membership rate identifier code. If you have questions, please contact your State Travel Coordinator.
Avis: Vehicles are provided to travelers with a full tank of gas. Any amount less when vehicle is returned is subject to a per gallon fee determined by the drop-off location.
Enterprise: Vehicles are provided to travelers with a full tank of gas. Any amount less when vehicle is returned is subject to a per gallon fee determined by the drop-off location.
Note to Traveler: If you are given a vehicle that does not have a full tank of gas, be sure the gas level is noted on the rental agreement. Return the vehicle with the same level of fuel in it.
Hertz: No additional charge for secondary drivers who are either employees, or non-employees of Customers, when they are traveling with an eligible renter on Official State Business Travel.
Avis: Additional or secondary driver fees are waived for a State of Texas employee, a non-employee traveling on official State business, a spouse or a companion traveling with a disabled State employee traveling on official State business. Secondary drivers who are not employed by the State of Texas must be 18 years of age or older, on official state business, have a valid driver's license, and fill out an additional driver form.
Enterprise: Additional or secondary driver fees are waived for secondary drivers that are traveling with a State employee on official state business. Additional drivers must be at least 18 years of age and present a valid driver's license at the rental location. Secondary drivers could include life partners listed on the same insurance policy.