Rental car tips: 3/18/03

The first question that must be asked is, do I really need to rent a car? Many conferences provide free shuttle service to and from the conference location. In addition, taxi service on arrival day and departure will certainly be more cost affective than car rental. If indeed a car rental is required the following guidelines can help reduce rental cost. The travel regulations require travelers to obtain the lowest and most economical rate offered to university or government agencies for the type of vehicle necessary to meet the business needs of the traveler.

1) Shop online and reserve early.

Cities tend to have limited rental fleets since space is at a premium, so you need to reserve early to be sure you will have transportation. Better yet, you usually get better deals if you reserve early. Standard midsize cars are recommended for most business trips. Online services should be used to maximize cost savings.

2) Check for damage.

Look the car over carefully before you take it off the lot and make sure the staff marks down any damage on the vehicle. If you don't do this, you may be held responsible for preexisting damage done before you had the car.

3) Refuel the car.

Do not return the car with less fuel than it had at pickup because the rental company will charge you ridiculous rates per gallon.

4) Decline the insurance.

The university is self-insured and the insurance premiums the rental company charge are not reimbursable.

5) Beware of drop off charges.

If you rent your car at one airport and fly out of a different airport you will be hit with a drop-off charge. There must be a business justification for such charges to be reimbursable to the traveler.

Conclusion.
· Shop around for best rate, use online services
· Advance purchase does affect cost
· Ask for discount rates, Government rates, AAA
· Always return car with full tank or you will be charged
· Be aware that additional charges may apply, insurance, underage drivers and drop-off fees
· Rent the proper class of car, standard midsize rentals meet most business requirements.

Dale Anderson: email
Travel Manager UAF
X 2413