Renting a Vehicle

The Sacramento State Garage rentals are available to state employees only.

How To Reserve

To reserve a state vehicle in the Sacramento region, call the Sacramento Garage. There is an online reservation system avaiable, however, only sedans may be reserved via this system.

Renting a vehicle from the Sacramento state garage is often the most economical option for short- and long-term rentals.

Fuel

Fuel costs are included in the mileage charge. An Office of Fleet and Asset Management (OFAM) Voyager fleet card is issued with each vehicle.

How To Pay

Bring your driver's license, your department billing code (check with your Fleet Card Administrator or Accounting Office for details), and State of California ID to have charges billed to your department.
For more detailed leasing information, see SAM Section 4100. For more information on state-owned vehicle leasing, go to OFAM.

The Mileage Reimbursement Calculator assists you in determining whether renting a vehicle or using a personal car is the most cost-effective method of transportation!

State of California Commercial Car Rental Contract Rates (PDF)
(Effective May 20, 2011 through May 20, 2013)

For rentals of 30 days and more, see "Rent a Long-Term Vehicle" tab.

The state has a commerical vehicle rental contract for short-term rentals (up to 30 days) with The Affiliates of Enterprise Holdings, INC., which is the corporate company of Enterprise Rent-A-Car and National Car Rental. To view the contract, see "Contract" tab.

How to Reserve
How To Pay
Fuel
Refueling
For Emergency
Advance Approval Required for Non-Contracted Vehicles

How to Pay

You must bill charges to your department American Express Car Rental Business Travel Account (CRBTA) or your individual American Express government card. Back to the top of the page.

Fuel

Pay at the fuel pump, then submit a Travel Expense Claim (TEC) (Interactive PDF) for reimbursement. Back to the top of the page.

Refueling

State Employees Note: If you do not fill up the gas tank shortly before returning your rental vehicle, you must submit a Short-Term Vehicle Justificaton Form (PDF) along with your TEC. For more information , see SAM Chapter 700 - Travel. Back to the top of the page.

For Emergency

In case of emergency or other special circumstance, no traveler should be stranded without a rental vehicle. Travelers may rent using a personal credit card. Keep in mind that in this case, rental excludes contracted benefits such as the state rate and insurance, and other fees may apply. You may want to select the insurance option. For more information on insurance coverage, see the ORIM letter (PDF). You must submit a TEC (Interactive PDF) along with a Short-Term Vehicle Justificaton Form (PDF) approved by your supervisor. Back to the top of the page.

Advance Approval Required for:

Renting a Vehicle Larger Than the Intermediate Size
Renting a Vehicle From a Non Contracted Vendor
Needing Physical or Medical Accommodations

Renting the types of vehicles mentioned above requires advance approval. Obtain approval from your supervisor, complete the Short-Term Vehicle Justificaton Form (PDF) and submit it with your TEC. Back to the top of the page.

How to Reserve

Commercial Car Rental Agency Name and Account Manager

To reserve a car…

Allowed car types

Enterprise
Account Manager:
Lisa Holmes

(916) 787-4733

Enterprise Rent A Car
199 No. Sunrise Ave.
Roseville, CA 95661

Contact your Travel Program Coordinator for your department's procedures for car rentals.

Refueling: Fill up the fuel tank just before returning your rental vehicle to the agency.*

Compact or intermediate only
(maximum rate $46.00 - this does not include tax)*

For larger vehicles, get advance approval from your department and submit a Short-Term Vehicle Justificaton Form (PDF) with your TEC.

* Refueling: State employees - If you do not fill up the gas tank shortly before returning your rental vehicle, you must submit a Short-Term Vehicle Justificaton Form (PDF) along with your TEC. For more information, see SAM Chapter 700 - Travel. Back to the top of the page

The Long-Term Commercial Car Rental Contract is an efficient, cost-effective solution for long-term (30 days or more) car and truck rental needs when an Office of Fleet and Asset Management (OFAM) state fleet vehicle does not meet your department's needs. The state has a contract with one commercial rental vehicle vendor for long-term rentals (30 days or more): The Affiliates of Enterprise Holdings, INC. To view the contract, see Contract tab.

When You May Need a Long-Term Commercial Vehicle Rental
How to Reserve
How to Pay
Fuel
Contact Information

When You May Need a Long-Term Commercial Vehicle Rental

If you require a vehicle before your new or replacement state vehicle is delivered.
If there is a waiting period for a requested DGS rental vehicle to be purchased and delivered.
If you have a contractor that needs a vehicle for 30 days or more.
Additional vehicle(s) needed to supplement department fleet. Back to the top of the page.

How to Reserve

Fill out a OFA 160: Vehicle Acquisition Request Form (Interactive PDF), and submit it to the Office of Fleet and Asset Management (OFAM) Statewide Mobile Equipment Coordinator listed below, to determine if the State Garage can fulfill your vehicle request.*
Why submit an OFA 160? Rental periods over 21 consecutive calendar days require prior approval from the Statewide Mobile Equipment Coordinator. Long-term rentals constitute an increase in the State fleet and are subject to analysis to ensure the most cost-effective method is utilized (SAM Chapter 3620). An OFA 160: Vehicle Acquisition Request Form (Interactive PDF) must be completed and approved prior to any long-term rental.
If the State Garage can fulfill your request, the Statewide Mobile Equipment Coordinator will assist you with your vehicle needs.
If the State Garage cannot fulfill your request, the Statewide Mobile Equipment Coordinator will approve the use of the Long-Term Car Rental contract.
Once you receive approval to use this contract, contact the Statewide Travel Specialist, (contact information below) for approval and for contact information for The Affiliates of Enterprise Holdings, INC.
The Affiliates of Enterprise Holdings, INC representative will make arrangements to have the vehicle(s) available at the nearest Enterprise location, and will provide you with contact information for that location.

*Note: Your Travel Program Coordinator may establish the BTA before you submit an OFA 160: Vehicle Acquisition Request Form (Interactive PDF) requesting a long-term rental vehicle, or at the same time that you submit the OFA 160: Vehicle Acquisition Request Form (Interactive PDF). Back to the top of the page.

How to Pay

The American Express Business Travel Account (BTA) is the sole payment mechanism for use of this contract. Your department's Travel Program Coordinator establishes a long-term rental supplemental BTA and holds that number on behalf of your agency. To utilize the Long-Term Rental Car Contract, you must contact your Travel Program Coordinator for that supplemental BTA. Back to the top of the page.

Fuel

Pay at the pump and submit a Travel Expense Claim (TEC) (Interactive PDF) for reimbursement. You may be eligible to use a Voyager fleet card; if you are eligible, fuel charges would be centrally billed to your department (contact your Fleet Card Administrator). Back to the top of the page.

Contact Information

Contact the OFAM Statewide Mobile Equipment Coordinator for approval and reservations:

John Musser
Statewide Mobile Equipment Coordinator
DGS Office of Fleet and Asset Management
916.928.7968
john.musser@dgs.ca.gov

For questions or further information regarding the commercial vehicle rental rental contracts, contact:

Bahia Perkins
Statewide Travel Specialist,
DGS OFAM - Statewide Travel and Meeting Management Program
916.376.3990
bahia.perkins@dgs.ca.gov .

Back to the top of the page.

The Car Rental Contract extends their rates for personal car rental needs. The State of California has no liability in the vehicle rental and insurance coverage is not included. For information, see "Booking Car Rental Reservations Online for Personal Use".

Travel Bulletin #11-02 (PDF) announces the new Short-Term and Long-Term Commercial Car Rental Contracts.

Travel Bulletin #10-11 (PDF) announces the six-month extension to the Short-Term Commercial Rental Car Contract through June 30, 2011.

Travel Bulletin #10-07 (PDF) announces the phase out of the DGS Blue Charge Card Program.

Travel Bulletin #10-03 (PDF) announces the extention to the Long-Term Commercial Rental Car Contract with AVIS Budget through May 31, 2011.

Travel Bulletin #09-09 (PDF) announces the extension to the Short-Term Commercial Rental Car Contract with Enterprise and Vanguard through December 31, 2010.

Travel Bulletin #09-03 (PDF) announces the extention to the Long-Term Commercial Rental Car Contract with AVIS Budget through May, 31, 2010.

Management Memo #07-08 (PDF) announces the Car Rental Business Travel Account (CRBTA) payment mechanism.

The Affiliates of Enterprise Holdings, INC Contract

Short-Term and Long-Term Vehicle Rental Contract (PDF)

Definitions from the Request for Proposal (RFP) (PDF)

The Quick Guide below can help you choose from available rental options and vehicle types. Also, see "When is Advance Approval Required?" below.

Note that since department policies differ, check with your Travel Program Coordinator.

	State of California Garage (for state employees only)	The Affiliates of Enterprise Holdings, INC (Contracted vendors: Enterprise and National )	The Affiliates of Enterprise Holdings, INC (Contracted vendors: Enterprise and National)
Purpose	Short-term and long-term rentals by state employees	Short-term rentals (up to 30 days)	Long-term rentals (30 days and over)
Advantages	• Low cost • Short- and long-term rentals available (including monthly rentals) • Fuel costs included in mileage charge • Variety of size/types	• Many convenient locations • Expedited Service counter at pick-up • Insurance included • 2 vehicle sizes (compact and intermediate) available at lowest contracted rate • Direct-billing account (for department reporting) • E-receipts available via Concur, the online booking tool • Enterprise and National Car Rental available for out-of-state • National Car Rental available for international travel	• Long-term rentals available • Voyager fleet card available for fuel • Insurance included • Direct billing account (for enhanced department reporting)
Restrictions		• Enterprise not available for international travel	• Advance approval required for 30+ days only

When is Advance Approval Required?

The following "exceptions" will required State departments to submit to the State Controller's Office (SCO) a Short-Term Vehicle Justificaton Form (PDF), signed by the employee's supervisor:

Renting a vehicle larger than the Intermediate size
Renting a vehicle from a non contracted vendor
Needing physical or medical accommodations