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Car Rentals

Because each department manages its own travel program, policies may differ by department.  Contact your department Travel Program Coordinator for more information.

Most Recent Information

Travel Bulletin #16-02 (PDF) announces the DGS award of the statewide and national Commercial Car Rental (CCR) contract with EAN Services, LLC (Enterprise Rent-A-Car and National Car Rental).

San Diego Airport - Enterprise Car Rental Counter Location Change:  As of January 20, 2016, the San Diego airport is opening a consolidated car rental facility and there is a new process to pick up a car rental.  When travelers exit the airport, they should head towards the car rental pickup location where they will take the central car rental shuttle to the offsite consolidated car rental facility. All travelers renting an Enterprise car should proceed upstairs to the booth where their contract will be waiting for them.  Travelers do not need to go to the counter on the main floor.

Car Rental Rates

Contract

EAN Services, LLC (Enterprise Rent-A-Car and National Car Rental)

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

Locations and Hours / Locations with Extended Hours (Weekends)

Forms: Short-Term Vehicle Justification & Second Form of ID Template

Mileage Reimbursement Calculator

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!

Motor Vehicle Accident Procedures

If a traveler is involved in a rental car accident, please contact the branch where the rental vehicle was acquired for instructions, i.e., arrangement for towing service and vehicle replacement, if needed. In addition, the traveler must fill out the proper forms that can be found on the DGS Office of Risk and Insurance Management Claims Services website.

Quick Guide


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 (for more than 30 days)

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 more than 30 days. See Management Memo #16-02 State Fleet Annual Acquisition Plan.

 

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

Rent a State Vehicle in the Sacramento Region


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 information on state-owned vehicle leasing, go to OFAM.

 

Rent a Short-Term Vehicle

For rentals for more than 30 days, 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 Pay

The State of California's contracted travel payment system is the only authorized form of payment. 
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 to the same level you received it before returning your rental vehicle, you must submit a Short-Term Vehicle Justification Form (PDF) along with your TEC.  For more information , see SAM Chapter 700 - TravelBack 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 Justification 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 Justification 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:
  Refill the fuel tank to the same level you received it before returning your vehicle to the agency.*

Compact or intermediate only
(maximum rate $50.00 - this does not include tax)*

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

* Refueling:  State employees - If you do not refill the gas tank to the same level you received it before returning your rental vehicle, you must submit a Short-Term Vehicle Justification Form (PDF) along with your TEC.  For more information, see SAM Chapter 700 - TravelBack to the top of the page

 

Rent a Long-Term Vehicle


The Long-Term Commercial Car Rental Contract is an efficient, cost-effective solution for long-term (For more than 30 days) car and truck rental needs.  The state has a contract with one commercial rental vehicle vendor for long-term rentals (For more than 30 days):  Enterprise Holdings, INC.  To view the contract, see Contract tab.

Request for Long-Term Vehicle Rental 

All state agencies must complete and submit a Long-Term Rental Request form to the Statewide Travel Program (STP) at statewidetravelprogram@dgs.ca.gov or fax to (916) 376-3999.  The STP staff will forward the completed form to the Office of Fleet and Asset Management (OFAM).  STP staff will notify you of their decision. 

Once your agency has been given the "stamp of approval"  from OFAM, the Statewide Travel Specialist (contact information below) will submit the approved form to Enterprise Holdings, INC. to create your long-term car rental account.   

The Enterprise Holdings, INC representative will make arrangements to have the vehicle(s) available and will provide you with contact information for that branch location. Back to the top of the page.

How to Pay

The contracted Travel Payment System 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. 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

For questions or further information regarding the State Fleet Asset Acquisition Plan (See Management Memo #16-02), contact:

Erin Snyder
State Fleet Asset Manager
DGS Office of Fleet and Asset Management
916.928.5831
erin.snyder@dgs.ca.gov

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

Georgia Kattenhorn
Statewide Travel Specialist 
DGS OFAM - Statewide Travel Program
916.376.3990
georgia.kattenhorn@dgs.ca.gov 

Back to the top of the page

Rent a Vehicle for Personal Use

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, contact your department Travel Program Coordinator.

Travel Bulletins and Management Memos

Travel Bulletins
  • Travel Bulletin #16-02 (PDF) announces the DGS award of the statewide and national Commercial Car Rental (CCR) contract with EAN Services, LLC (Enterprise Rent-A-Car and National Car Rental)
Management Memos