State of Georgia Travel Regulations for Rental Cars
State of Georgia travel regulations require that faculty and staff must determine
the most cost effective form of transportation given the travel arrangements. Travelers
must evaluate the cost of using a rental car against the cost of using a UGA fleet
vehicle or personal vehicle for travel. A cost comparison tool is available to assist
travelers in this analysis at http://ssl.doas.state.ga.us/vehcostcomp/.
Please note that this cost analysis is only one factor that faculty and staff are
to consider in determining which, in your judgment, is the most practical and advantageous
form of travel.
For employees traveling on official State business within Georgia, the University of Georgia Automotive Center operates a rental fleet for use by UGA employees.
Rental Cars
The State has mandatory statewide contracts with specified car rental suppliers.
Renting outside the statewide vendor contracts requires an approved waiver initiated
by the Traveler on form SPD-NI005. Travelers can find the form on the DOAS website.
Approved waivers should be attached as a “receipt” on the travelers expense report.
Approved car rental sizes are Compact, Intermediate or Full Size. Other vehicle sizes
require a business-related justification. Vans may be rented when there are more than
four (4) travelers.
Travelers must decline optional fuel offerings offered by the car rental vendor. Rental
cars under the Statewide Car Rental Vendor Contract should be returned with the same
amount of gas that it had when it was picked up. Travelers should pay close attention
to the fuel amount when they pick up the vehicle to ensure there are no overcharges
for gas upon return of the rental car.
Travelers traveling on state business inside the Continental U.S. in any rented motor
vehicle are covered by the State’s liability policy; therefore, liability coverage
should be declined when renting a motor vehicle. Loss Damage and Collision Damage
are also covered for vehicles rented under the Statewide Car Rental Vendor Contract.
When traveling to destinations outside the Continental U.S. (OCONUS), with the exception
of Canada, the State Risk Management Department recommends that travelers accept collision
insurance when renting cars.
To review rates, please select the appropriate provider from the options below:
Hertz Nationwide (including GA airports)
Hertz In-State (non-airport) rates
Enterprise In-State rates (not allowed for airport rentals)