Auto Travel: Car Rental

Employees may rent a car with pre-approval to get to their destination when driving is more cost effective than airline or rail travel.

Employees may rent a car at their destination when it is less expensive than other transportation modes such as taxis, airport limousines and airport shuttles or when entertaining customers. Whenever multiple employees are traveling together, every effort to rideshare or carpool must be made.

Employees must reserve a car in the compact rental car category. At the time of rental, inspect the car and be sure that any damage found is noted on the contract before the vehicle is accepted.

When plans change, employees are responsible for cancelling rental car reservations. Employees may book a car rental class of service one level higher when:

The traveler can be upgraded at no extra cost.

Two or more company employees are traveling together. Entertaining customers.

Cars in the authorized category are not available.

Transporting excess baggage such as booth displays.

Domestic travelers should always accept the collision insurance offered by rental agencies but should decline all other offered insurances. International travelers should accept all insurances offered. Additionally, whenever possible, the prepaid gas option should be declined.

Rental cars must be returned as

To the original rental city unless approved for a one-way rental.

Intact (i.e. no bumps, scratches, or mechanical failures).

On time, to avoid additional hourly changes.

With a full tank of gas.

Should a rental car accident occur, employees should immediately contact the rental Car Company, local authorities (as required), and his/her manager.

Rental Car Gas: Gasoline for use in rental cars is reimbursable with proper documentation.

Taxi / Shuttle / Parking Fees: The use of airport shuttles and taxis upon arrival at the employee’s destination is the preferred mode of transportation. Make sure to ask for a receipt if one is not offered.

Business Use of Personal Vehicle: Employees may use their personal vehicle for business purposes if it is less expensive than renting a car, taking a taxi, or using alternate transportation. Personal vehicles may also be used when transporting company goods for delivery or entertaining clients.

It is the personal responsibility of the vehicle owner to carry adequate insurance coverage for their protection and for the protection of any passengers.

Mileage is reimbursed at the rate recognized and approved by the employee’s country. This mileage allowance is in lieu of actual expenses for gasoline, oil, repairs, tags, insurance, and depreciation. Therefore, actual expenses for those items will not be reimbursed when your personal vehicle is used for business.

To be reimbursed for the use of your personal vehicle or business, employees must list on the expense report:

Date and purpose of the trip.

Locations traveled to and from.

Mileage.