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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

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)