The U.S. Government Car Rental Agreement is negotiated for the Federal Government by the Military Traffic Management Command (MTMC).The terms and conditions of the afreement and rates apply to all Federal employees on official travel and include unlimited free mileage, plus full loss/collision damage waiver (LDW/CDW) on the rental vehicle.

Don't leave the scene should you be involved in an accident. in some jurisdictions, it is not necessary to summon the police in the event of a minor accident; however, for your own protection, it is recommended. The police will determine if a traffic violation should be issued and they will ensure that the parties involved exchange appropriate information, such as names, telephone and insurnce numbers. Accidents must be reported to the car rental company immediately. You will be responsible to complete and/or provide any reports or documents required by the company, including police reports. Collision damage waiver is inclued in the daily rate when renting vehicles from companies listed in this directory.

Cars must be returned to renting locations unless otherwise authorized by the company when making reservations or picking up the vehicle.

The following examples are the type of cars you may expect to be offered by companies participating in the U.S. Government Car Rental Program. Specific makes and models may vary by company and location.

ECONOMY - Dodge Colt, Dodge Omni, Ford Festiva, Geo Metro, Plymouth Horizon, Toyota Tercel.

COMPACT - Chevy Cavalier, Dodge Shadow, Pontiac Lemans, Pontiac Sunbird, Plymouth Sundance, Toyota Corolla.

MID SIZE - Buick Skylark, Chevy Beretta, Chevy Corsica, Dodge Spirit, Ford Tempo, Pontiac Grand Am, Plymouth Acclaim.

FULL SIZE - Buick Century, Chevy Lumina, Chrysler Lebaron, Ford Taurus, Ford Thunderbird, Mercury Cougar, Toyota Camry.

First bring to the attention of the manager of the renting location any billing problems or complaints. If the reply is unsatisfactory, contact the company representative listed at the end of the section, For DOD employees, unresolved problems may be forwarded to MTMC, 5611 Columbia Pike, ATTN: MTOP-QE, Falls Church, VA 22041-5050. Other Federal agencies should contact the General Services Administration, Federal Supply Service, ATTN: Transportation Management Division, Washington, DC 20406.

Maximum weekly rates for most companies, including Alamo, Avis, Budget, Dollar, Hertz, National Interrent and Thrifty, are six times the daily rate.

Where sales tax is applicable and the Government employee pays the car rental company directly, the wmployee will also pay any state and local tax levied on the rental. The Government will reimburse the employee for the cost of the rental vehicle and any taxes. The government is exempt from local and state taxes only when it pays the rental charges directly with a Treasury check.

Car rental companies who participate in the MTMC agreement are listed under primary cities. Rates inclide LDW/CDW, unlimited mileage and airport access fees. The rates listed are up to the maximum MTMC approved rate. Current rate information is listed in computer reservation systems. Travelers should consult their travel offices for rates at the location where the rental will occur.

When renting from companies not in this publication, travelers will not be reimbursed for CDW. However, provisions of the FTR or JFTR do authorize payment for damages to a rental car or reimbursement to the employee, providing he or she was acting within the scope of their employment at the time of the incident.

Personnel answering the company's toll free number will quote current rates, verify participating locations and their hours of operation, and advise renters of the location where employees are to pick up and return vehicles. Reservations may be made by telephone or through computer reservation systems (CRS). When a CRS is used to arrange travel, the Government is under no obligation to book rental cars by phone if the Company is not a party to at least one of the systems employed by the installation or travel agency concerned. Repeated Company failure to honor reservations may be grounds for placing individual locations in nonuse until satisfactory remedial measures are effected. If the size/class car reserved is not available, the Company will substitute the next larger vehicle at the same price or, with the renter's consent, a smaller car at the reduced rate. Credit card numbers will not be required to make reservations. A confirmation number and, if requested, the local rental location telephone number will be provided at the time a reservation is made.

The Company will identify all participating locations with hours of operation, in the CRS.

• a. Off-Terminal Locations
  Off-terminal locations must be accessible by timely and clearly marked shuttle bus service or other such service, from clearly defined locations in the airport. Rental offices entered in the CRS as "Off-Terminal" must be in close vicinity of the airport. Transportation time to the rental office will not exceed 20 minutes from the time the traveler's call is placed.
• b. City and Suburban Locations
  These locations participating in the MTMC program will comply with the provisions of this Agreement with the exception of providing pick up and delivery services to and from airports.

The rental offices and/or in-terminal counters will be in a permanent structure, will lighted, and clearly defined as the rental company with whom the reservation was made. Decor and furnishings will be appropriate for business travelers.

The vehicle to be rented will be ready for dispatch and to the extent possible the rental Agreement complete and ready to sign when the renter arrives at the rental location. The renter will be furnished a copy of the Company rental agreement and will not be bound by any stipulation therin which is inconsistent with the U.S. Government Car Rental Agreement.

Travel orders authorizing a rental car or a government travel charge card will be evidence of an amployee's official travel status. payment by the employee may be made by cash, personal check, or credit/charge card. Acceptance of a Government charge card is mandatory. For employees without credit/charge card, cash deposits up to the estimated amoun of rental charges may be required. this amount will be based on the lesser of the daily or weekly rate plus any applicable sales tax. Any refund due will be paid in cash or check as soon as possible after return of the vehicle. Precharging credit cards with the estimated amount of the rental and making adjustments when a car is returned is prohibited. Central billing to a Government agency (without sales tax) may be made by prior arrangement between the Company and the agency.

• a. The rates offered include unlimited mileage and loss/collision damage waiver provided the car is returned to the renting location or to other drop point authorized by the company at the time of pickup. The rates offered must also include all airport access fees. State or local surcharges that apply to the rental car industry as a whole, sales taxes, refueling charges are not included in the rate.
• b. Rates quoted are not subject to blackout dates, and do not require advance reservations or a minimum rental period. If the Company provides a vehicle at a location not identified as a participating location or authorizes a different rate, the terms and conditions of the U.S. Government Car Rental Agreement will apply except when the traveler is advised otherwise. Submitted rates will be entered into the government rate displays of the CRS by the Company.
• c. Rates up to the maximum MTMC approved levels will be published in the OAG Official Traveler-Travel Guide. Individual locations mau lower rates, or raise rates to the maximum MTMC approved levels for the purpose of competitiveness without notification to MTMC. Rates will be quoted in whole dollar amounts.

Persons authorized to operate vehicles rented under this Agreement, if properly licensed, include the renter, and without additional charge, the renter's fellow employees, while acting within the scope of their employment duties. Government employees who are age 18 or older, if otherwise eligible, may rent and operate vehicles under this Agreement when on official business. Company locations will be apprised of the fact that, in many states, the driver's license issued to military personnel does not expire as long as the individual remains in military service, as stated on the license, and such licenses will be accepted regardless of the date of issuance.

Rental vehicles will be properly licensed, clean and maintained in a safe operating condition, be no more than two years old, and have no more than 40,000 miles on the odometer, The vehicles will contain a full tank of gas at the time of pickup.

The Company will notify renters that in the event of an accident or if repairs become necessary, the renter should immediately notify the Company by calling the toll free telephone number, or other telephone number provided by the Company and request a replacement vehicle if necessary and instructions for the disposition of the disabled vehicle. The time spent while waiting for the replacement or for repairs due to any mehanical failure of the vehicle shall be deducted from the total amount of rental time.

Government renters will not be subject to any fee for loss/collision damage waiver (LDW/CDW), and in the event of an accident, will not be responsible for loss or damage to the vehicle wxcept as stated below in paragraph b. personal accident insurance, personal effects coverage and supplemental liability coverage may be offered to the renter but is not a prerequisite for renting a vehicle.

• a. Notwithstanding the provisions of any Company rental vehicle agreement executed by the Government employee, the Company will maintain in force, at its sole cost, insurance coverage, or a duly qualified self insurance program, which will protect the United States Government and its employees against liability for personal injury, death, and property damage arising from the use of the vehicle. Ther personal injury/wrongful death limits will be at least $100,000 for each person for each accident or event, $300,000 for all persons in each such accident or event, and property damage limits of $25,000 for each such occurrence.

  The conditions, restrictions and exclusions of the applicable insurance for any rental shall not be less favorable to the Government and its employees than the coverage afforded under standard automobile liability policies. When more favorable insurance terms are required under applicable state or foreign country law, such terms will apply to the rentl. Standard coverage will include mandatory No-fault benefits where required by law.

  The Company warrants that, to the extent permitted by law, the liability and property damage coverage provided are primary in all respects to other sources of compensation, including claims statutes of insurance available to the Government, renter, or additional authorized driver. Proof of such insurance or self insurance will be provided to MTMC upon written request. Failure to maintain this required insurance will be grounds for termination of this Agreement.

• b. Loss of or Damage to Vehicle
  Notwithstanding the provisions of any company vehicle rental agreement executed by the Government renter, the Company hereby assumes and shall bear the entire risk of loss of or damage to the rented vehicles (including cost of towing, administrative costs, loss of use, and replacements) from any and every cause whatsoever, including without limitation, casualty, collision, fire, upset, malicious mischief, vandalism, falling objects, overhead damage, glass breakage, strike, civil commotion, theft and mysterious disappearance, except where the loss or damage is caused by one or more of the following:
  1. Willful or wanton misconduct on the part of a driver
  2. Obtaining the vehicle through fraud or misrepresentation
  3. Operation of the vehicle by a drier who is under the influence of alcohol or any prohibited drugs
  4. Use of the vehicle for any illegal purpose
  5. Use of the vehicle in pushing or towing another vehicle
  6. Use or permitting the vehicle to carry passengers or property for hire
  7. Operation of the vehicle in a test, race or contest
  8. Operation of the vehicle by a person other than an authorized driver
  9. Operation of the vehicle outside the continental United States except where such use is specifically authorized by the rental agreement
  10. Operation across international boundaries unless specifically authorized at the time of rental
  11. Operation of the vehicle off paved, graded or maintained roads, or driveways, except when the Company has agreed to this in writing beforehand

• c. Billing for Damages
  When loss or damage is due to an exception stated above, the Company will submit its bills directly to the employee's agency, and not to the employee. If the agency denies liability on the basis that the employee was not operating the vehicle within the scope of employment at the time of the loss, the Company may handle the matter directly with the employee. Claims for damage to a vehicle wil not include amounts for loss of use.

Full compliance with the terms of this Agreement is required bythe Company and its participating locations. Any deviation from standard rental car practices, or from terms of this Agreement, may constitute good cause for an individual rental location to be placed in an immediate nonuse status until such time as MTMC determines that proper remedial measures are effected. Serious violations on a system-wide basis may justify disqualification of the Company from further Government business. Such disqualification will be considered under provisions of MTMC Regulation 15-1. If the Company is disqualified, this Agreement will be immediately terminated.

The following countries are represented by car rental companies participating in the U.S. Government Car Rental Program. Rates include collision damage waiver (CDW), value added tax (VAT), and unlimited mileage. The rates listed are the maximim MTMC approved rate, at specific locations and are listed in the computer reservation systems. Travelers should consult their travel offices for rates at the location where the rental will occur.

When renting from companies not on the list, the terms and conditions of the U.S. Government Car Rental Agreement do not apply. In most cases, CDW, VAT and unlimited mileage will not be included in the rate. However, the FTR or JFTR do authorize the reimbursement for CDW charges for outside the United States. In addition, provisions of the regulations authorize payment for damages to a rental car or reimbursement to the employee, providing he or she was acting within the scope of their employment t the time of the incident.

The following are telephone/fax numbers and points of contact for the car rental companies who participate in the Military Traffic Management Command (MTMC) Agreement. The toll-free numbers should be used to report problems and to change itineraries should be made through the travel offices.

GSA has established Trafic and Travel Zone Offices within designated Federal Supply Service Bureaus throughout the country to meet the transportation needs of Federal departments and agencies. These offices provide a ful range of passenger travel, freight transportation, small package express and employee household goods shipping services. Zone office locations and contacts are as follows:

GSA LOCATIONS:

SOUTHEAST ZONE - SERVES REGION 4

Federal Supply Service Bureau
Peachtree Summit Building
401 West Peachtree Street
Atlanta, GA 30365-2550

Zone Manager - Calvin Stevens 404/331-3133
Contracting Officer's Technical Rep. (COTR) - Bob Clayton 404/331-5121

CENTRAL ZONE - SERVES REGIONS 5 AND 6

Federal Supply Service Bureau
4400 College Boulevard, Suite 175
Overland Park, KS 66211

Zone Manager - Bill Hobson 816/823-3646
Region 5 Coordinator - Robin Snider 312/353-5376

NORTHEAST ZONE - SERVES REGIONS 1, 2 AND 3

Federal Supply Service Bureau
470 L'Enfant Plaza Suite 8100
Washington, DC 20407

Zone Manager - Linwood Goad 202/619-8950

SOUTHWEST ZONE - SERVES REGIONS 7 AND 8

Federal Supply Service Bureau
819 Taylor Street
Ft. Worth, TX 76102

Zone Manager - Renata Drake 817/978-2733

WESTERN ZONE - SERVES REGIONS 9 AND 10

Federal Supply Service Bureau
525 Market Street
San Francisco, CA 94105

Acting Zone Travel Manager - Delia Peng 415/522-2841 Zone Traffic Manager - Lea DuVal 415/522-2845 Regions 9 and 10 Coordinator - Delia Peng 415/522-2841

FOREWARD

Please remember, two separate organizations must work with you to make your trip successful: Your commercial travel agency (CTO)/travel management center (TMC) or in-house travel arranger handles the planning, scheduling and arrangements, and your agency's travel management office implements travel policy.

Even the most seasoned traveler may at times find the rules and regulations governing official travel to be confusing and complicated. Somewhat different rules pertain depending on whether the traveler is civilian or military. Your agency travel management office is equipped to answer your travel questions.

These Guidelines provide general guidance with respect to both civilian and military travel. For authoritative guidance, travelers ae urged to consult the Federal Travel Regulation, Joint Federal Travel Regulations, or the Defense Traffic Management Regulation, as appropriate.

Please note that most of the rules and regulations governing official travel have Government-wide application; some agencies, however, have unique travel policies which are not covered here. All such rules and regulations are subject to change with little advance notice. We hope you find these Guidelines useful.