Rental Vehicle Information
A rental car may be authorized when other forms of ground transportation are deemed not to be effective and/or economical. In determining the necessity for a rental car, the employee should consider the distance between hotel and conference center, alternate forms of affordable transportation (cabs, courtesy vehicles, etc.), number of persons traveling together, etc. In all cases, the least expensive method of ground transportation should be used. See Administration and Finance Operations Manual, Section 18.104.22.168.9 and ORM Rental Vehicle Information.
LSCS employee requirements to rent a vehicle are as follows:
Must be approved, in advance, by a LEO;
Must be at least 25 years old;
Must possess a valid driver’s license; and
Must be a LSCS authorized driver (see Driver Authorization & Approval Process)
The State Travel Management Program (STMP) at the Texas Comptroller’s office ensures that state agencies use taxpayer dollars more efficiently by helping them manage their travel expenditures by providing discounted travel services through vendor contracts and monitoring state travel activity.
Whether you are the traveler or a travel coordinator, the STMP web site provides valuable resources and information to make the most effective use of your travel budget.
If an employee does not use a contracted rental car agency, they must complete a Contract Travel Vendor Exception form. If you rent a vehicle from a non-contract rental car vendor, insurance may or may not be included in the base rental rate. Inquire at the time of rental if the contract insurance coverage is included. If it is not, you must purchase the LWD and Liability insurance. If you need to use a non-contract rental car vendor under an allowable exception, LDW and Liability insurance charges will be reimbursed by the LSCS. Note: Liability insurance supplement, Personal Accident insurance, Safe Trip insurance, or Personal Effects insurance are not reimbursable.
Appropriate links provided will take you directly to the State Travel Management Program (STMP) Car Rental Contract webpage for both Enterprise Rent-A-Car, Avis and Hertz. By booking through the STMP you will be certain that you are receiving the contract rate.
Janice A. Cannan-Weldon,