Rental Car Policy – UT Austin

The University of Texas at Austin has contracts with five preferred rental car vendors. To ensure safety, compliance, and cost savings, travelers must follow the policies below when booking and using rental vehicles.

1. Booking and Vendor Use

• Always book through one of UT Austin’s five contract rental car vendors using the booking resources that TMS provides to ensure compliance.
• If a contract vendor is not available, contact Travel Management Services (TMS) for guidance before renting from a non-contract vendor.
• If you must rent from a non-contract vendor:
  • Purchase the offered collision and liability insurance.
  • Obtain an exception from TMS before submitting for reimbursement.

2. Insurance Coverage

• Enterprise & National: Insurance included at all U.S. locations (verify international coverage).
• Avis, Budget, and Hertz:
  • Most U.S. rentals include insurance, but some domestic locations do not. Check your rental agreement carefully and purchase coverage if not included.
  • If you rent at a non-contract or promotional rate, insurance is not included.
• Mixing business and personal travel:
  • You must close out the business rental and open a separate personal rental.
  • Personal rentals do not include insurance; arrange your own coverage.

3. Fuel, Add-Ons, and Vehicle Restrictions

• Fuel: Do not select the pre-paid fuel option. Return vehicles with a full tank.
• Add-ons: GPS, satellite radio, and similar extras will not be reimbursed.
• Restricted vehicles:
  • 12- and 15-passenger vans require prior approval under UT System Policy UTS157.
  • Approved drivers must complete required van safety training.
  • Do not rent a car using car-sharing apps/services (e.g., Turo, Getaround). These do not meet UT risk and safety standards.

4. Use of Personal Vehicles

• Rental cars should be used for business travel whenever possible.
• If you use a personal car, your personal auto insurance will be the primary coverage in case of an accident.
• Use the Enterprise Trip Optimizer calculator to compare the costs of rental versus mileage reimbursement.
  • FAQ for Trip Optimizer calculator

5. Membership and Rewards

• Travelers are encouraged to enroll in vendor loyalty programs.
• Membership benefits: faster rental process, touchless options, electronic receipts.
• Travelers may keep any rewards earned.

You may pay for rental cars on your own using an individual credit card. You also have the option to direct bill the rental car so there is no out of pocket expense for the rental other than refilling the tank before returning the vehicle. 

Individual Credit Card

• Seek reimbursement after rental is completed
• Must provide completed and signed Motor Vehicle Tax Exemption Certificate for in-state rentals at pick up or upon returning vehicle
  • Any tax charges applied that qualify as state exempt will not be reimbursed

TMS Direct Billing Options  (Enterprise, National & Avis only)

 Option 1: Authorized Direct Bill Rental Car Program

• One-time form submission to authorize the travel profile for direct billing
• Concur bookings automatically apply the direct bill for Avis, Enterprise & National
• Full-Service Anthony Travel upon request to apply the direct bill to the TMS program
• Compliance to rates, discounts, terms and conditions 

Benefits:

• Ease of booking with travel profile integration for loyalty account number and billing account information pulled into the booking process
• Current and past trips reside in the “Trip Library”
• Quick resource to modify or cancel and one-stop shop if booking airline reservations
• In-state rentals do not need the tax exemption form
• Reporting detail available for CSU business office
• TMS review of final invoice, payment to vendor and IDT to department

Option 2: Enterprise/National Booking Links

• Booking provides instant confirmation
• No tax exemption form to provide rental location
• No set-up form to submit
• Final invoice review by TMS
  • Vendor payment
  • IDT to Department

Option 3: Per Trip Form Submission Form

• For reservations already made that need the direct bill number appended
• Submit each time and be notified once the set up is complete
• If department isn’t listed, you can enter it manually
• Not as efficient as option 1 or 2 for the frequent traveler

Current UT Austin faculty, staff, students, guests and consultants traveling on official university business when travel is paid or reimbursed by UT Austin.  Personal rentals must use the personal rate discounts. UT students are not eligible for the personal discounts unless they use the Hertz student discount. 

*Must be 21 years of age to rent a passenger van

Rentals booked properly with contracted vendors include collision damage waiver and liability damage waiver (CDW/LDW) insurance.

Enterprise and National provide rates & coverages for all domestic locations and many international locations. 

Avis, Budget and Hertz have some non-participating locations in the U.S. where insurance is not included. When renting from non-participating locations, purchase the offered CDW/LDW coverage and that expense will be reimbursable. National and Enterprise insurance coverage is applicable at all domestic locations in the U.S.  

For information about insurance coverages and international location participation, please visit the specific vendor’s car rental page.

• FAQ Rental Car Overview
• FAQ Rental Car Direct Bill
• FAQ Enterprise & National Booking Link
• FAQ Enterprise & National Trip Optimizer Tool