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Renting a Vehicle

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

Most Recent Information

Travel Bulletin #14-01 (PDF) announces the Commercial Car Rental Contract Extension, Short-Term and Long-Term Rate Changes, and Zero Emission Vehicles (ZEVs) Amendment Language.  (Effective January 1, 2014 through December 31, 2014.)

Car Rental Rates

Contract

Enterprise Branch Locations: Weekend Hours

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!

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 (less than 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

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

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 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 $46.00 - 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):  The Affiliates of Enterprise Holdings, INC.  To view the contract, see Contract tab.

Approval via the Annual Fleet Acquisition Plan 

All state agencies must submit an annual fleet acquisition plan to the Office of Fleet and Asset Management (OFAM) for long-term rentals.  Agencies will no longer submit the Vehicle Acquisition Request Form (OFA 160);  this form has been eliminated.  See Management Memo #13-02 State Fleet Annual Acquisition Plan.  Back to the top of the page.

How to Reserve

  1. Once your agency has been given the "stamp of approval"  from OFAM, contact the Statewide Travel Specialist, (contact information below) for guidance and for contact information for The Affiliates of Enterprise Holdings, INC.  
  2. 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.

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

For questions or further information regarding the annual fleet acquisition plan, contact:

Keith Leech
Manager
DGS Office of Fleet and Asset Management
916.928.6855
keith.leech@dgs.ca.gov

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

Georgia Kattenhorn
Statewide Travel Specialist,
DGS OFAM - Statewide Travel and Meeting Management 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 (PDF).

Travel Bulletins and Management Memos

Travel Bulletins

  • Travel Bulletin #14-01 (PDF) announces the Commercial Car Rental Contract Extension, Short-Term and Long-Term Rate Changes, and Zero Emission Vehicles (ZEVs) Amendment Language.  
    (Effective January 1, 2014 through December 31, 2014.)
  • Travel Bulletin #13-01 (PDF) announces the Commercial Car Rental Services Contract Extension, Short-Term and Long-Term Rental Rate Changes, and Amendment Language.  (Effective January 1, 2013 through December 31, 2013.)
  • Travel Bulletin #10-11 (PDF) announces the six-month extension to the Short-Term Commercial Rental Car Contract through June 30, 2011.
  • Travel Bulletin #10-03 (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 Memos