Contracted Rental Rates
SFA has partnered with the University of Texas System to contract for vehicle rental rates through Enterprise Rent-A-Car. Additionally, University employees traveling on official state business may use the State of Texas contracted rates for Avis and Budget. Employees are encouraged to use these contracted rates when possible.
Reimbursable and Non-Reimbursable Expenses
The detailed receipt from the motor vehicle rental company, attached to the travel expense report, is required for reimbursement of motor vehicle rental expenses.
If approved on the travel authorization, the following expenses of renting a motor vehicle are reimbursable:
- Daily rate
- Other mandatory charges
- Fuel purchased, with an itemized receipt showing the number of gallons and the rate per gallon; however, fuel purchased from a rental car company or prepaid fuel without an itemized receipt showing the number of gallons and the rate per gallon is not reimbursable.
- Additional driver charge if incurred for an official state business reason (based on the current contract with Enterprise, there is no charge for an additional driver)
- Applicable taxes*
The following expenses of renting a motor vehicle are non-reimbursable:
- Texas motor vehicle rental tax for in-state rentals*
- Collision damage waiver and loss damage waiver expenses (unless they are already included in the contracted rate)
- Liability insurance supplement
- Personal accident insurance
- Safe trip insurance
- Personal effects insurance
- Fuel purchased from the rental car company
- Prepaid fuel at a gas station without an itemized receipt of the number of gallons and the rate per gallon
* The Texas motor vehicle rental tax for in-state rentals is not reimbursable. In order to take advantage of the tax exempt status of the university, the employee must provide a Motor Vehicle Rental Tax Exemption Certificate to vendors when renting a vehicle in Texas. Alternatively, the employee can elect to have Enterprise direct bill the university and the tax will not be charged. When renting a vehicle out of state, renters should refer to the out-of-state exemption table on Tax Exemption.
Auto Rental Cost vs. Personal Vehicle Reimbursement Cost
It may be most cost-effective to rent a vehicle rather than drive a personal vehicle or fly. The contract provisions with Enterprise include no additional charge for picking up a rental in Nacogdoches on Saturday (or after 4 p.m. on Friday) for travel beginning on Sunday, and no drop fee for one-way rentals in Texas. Therefore, it may be more cost-effective to drive a rental vehicle to the airport and drop it off there than to use a personal vehicle and pay airport parking fees. The vehicle cost comparison calculator compares the auto rental cost vs. the personal vehicle reimbursement cost. Travelers are encouraged to utilize the calculator in determining which mode of travel is best.
State law mandates that each travel arrangement be the most cost-effective considering all relevant circumstances.