Policy

• If a rental car with one of the five vendors is not available, reach out to TMS for assistance before renting a vehicle with another vendor.
• If you must rent with a non-contract vendor, you are required to purchase the offered collision and liability insurance. You must also obtain an exception from TMS prior to submitting for reimbursement.
• Do not select the pre-paid fuel option. Vehicles should be returned with a full tank of gas.
• Add-ons such as GPS and satellite radio will not be reimbursed.
• Rentals cars should be used for business travel whenever possible. If using your personal car, your personal auto insurance will be the primary coverage in the event of an accident.
• 12 and 15 passenger vans may not be rented without approval due to the System-Wide Policy Number UTS157. To be authorized to drive 12 and 15-passenger vans, learn more about required training.
• Do not rent a vehicle using a car sharing app/service as they do not meet the UT risk and safety standards.
• If you rent a vehicle from a contract vendor using a rate other than the UT Austin contract rate, insurance is not included. Promotional rates are not a savings to the university.
• There are some domestic locations with Avis, Budget and Hertz that do not include insurance.  Check your rental agreement to verify and add the coverage if it is not included.
  • Enterprise & National has insurance coverages for all U.S. locations  (International coverages should be verified)
• When combining business and personal travel with Avis, Budget and Hertz the insurance coverage is included at no extra cost for the personal days.
• For Enterprise and National combination rentals combining business and personal travel, you will need to stop by any location to close the business rental and open a personal rental. The personal rental will not have insurance included so you must seek best option for coverage on your own.
• You are encouraged to enroll in the car vendor membership programs and may keep any earned rewards from the program. The membership program will expedite the rental, provide a touchless rental experience and give you access to the electronic receipt.

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