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Rental Car Policy Federal Travel Regulation (gsa/ftr )

Learn about the Federal Travel Regulation's policies on rental cars for official government travel, including approval authority, advantages of the U.S. Government Car Rental Agreement, insurance coverage, and unauthorized use. Agencies must adhere to FTR requirements for cost-effective vehicle rentals.

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Rental Car Policy Federal Travel Regulation (gsa/ftr )

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  1. Rental Car PolicyFederal Travel Regulation (www.gsa.gov/ftr)

  2. Rental Cars • Approval Authority Agencies must determine that the use of a rental car is advantageous to the Government and must specifically authorize such use (§301-10.450(a), www.gsa.gov/ftr).

  3. Rental Cars • Defense Travel Management Office (DTMO) U.S. Government Car Rental Agreement • Advantages (§301-10.450(b), www.gsa.gov/ftr): • Agreements are pre-negotiated • Agreements include automatic unlimited mileage and collision damage insurance • Rates cannot be exceeded by the vendor

  4. Rental Cars • Collision Damage Waiver (CDW) or Theft Insurance • Agencies may not reimburse for CDW or theft insurance for travel within the continental United States (CONUS) because (§301-10.451(a), www.gsa.gov/ftr): • The Government is a self-insurer • Rental cars available under the DTMO Agreement include full coverage insurance for damages resulting from an accident while performing official travel • Deductibles paid by the traveler may either be reimbursed directly to the traveler or to the rental agency if the damage occurred while performing official business

  5. Rental Cars • Collision Damage Waiver (CDW) or Theft Insurance (Continued) • Exception (§301-10.451(b), www.gsa.gov/ftr): - Reimbursement is allowed for travel outside CONUS when such insurance is necessary because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident.

  6. Rental Cars • Personal Accident Insurance - This is a personal expense and therefore not reimbursable (§301-10.452, www.gsa.gov/ftr). • Unauthorized Use of a Rental Car -Travelers are responsible for any additional cost resulting from the unauthorized use of a commercial rental car for other than official travel-related purposes (§301-10.453, www.gsa.gov/ftr).

  7. Rental Car RequirementsGSA Bulletin FTR 14-05(www.gsa.gov/ftr/bulletins)

  8. Rental Cars • Purpose Stress the Federal Travel Regulation (FTR) requirements for employees’ rental of passenger vehicles while on official travel. • Background OGP has developed best practices that will help agencies reduce their spending in regards to rental vehicles for temporary duty travel (tdy) to ensure the most cost-effective use of taxpayer dollars.

  9. Rental Cars • What should agencies do as a result of this bulletin? • Review agency internal travel polices and ensure consistency with FTR rental car requirements (FTR §301-50.450) • Ensure usage of agency’s Electronic Travel Systems (ETS), where available or agency’s Travel Management Center (TMC) when ETS is not available (FTR §301-50.3). • Ensure travelers are familiar with the Defense Travel Management Office (DTMO), U.S. Government Rental Car Agreement (FTR §301-10.450 (b)).

  10. Rental Cars Questions • Effective date of this bulletin: January 16, 2014 • Federal Travel Regulation • www.gsa.gov/ftr/bulletins • GTAC@gsa.gov

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