Car Rental Resources for State Travel
The Department of General Services, Statewide Travel Program has contracted rates through Enterprise-Rent-A-Car and National Car Rental. Both Enterprise-Rent-A-Car and National Car Rental are the exclusive providers of rental vehicles to the state. The only exception being Crescent City airport, which does not have either company. Expense claims for rental vehicles at non-contracted companies will not be reimbursed. This includes app-based providers, such as Zipcar, Lyft and Gig Car.
Car Rental Rates
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.
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 Justification Form, 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
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, please visit ORIM's website. You must submit a Travel Expense Claim - STD 262 along with a Short-Term Vehicle Justification Form approved by your supervisor.
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 and submit it with your TEC.
How to Reserve
Commercial Car Rental Agency Name and Account Manager
To reserve a car…
Allowed car types
Enterprise Rent A Car
Contact your Travel Program Coordinator for your department's procedures for car rentals.
Compact or intermediate only
For rentals for more than 30 days, see "Rent a Long-Term Vehicle" tab.
The state has a commercial vehicle rental contract for short-term rentals (up to 29 days) with The Affiliates of Enterprise Holdings, INC., which is the corporate company of Enterprise Rent-A-Car and National Car Rental. Note – National Car Rental should only be used in instances where Enterprise-Rent-A-Car is not available. Primarily, this will be for out-of-state reservations. In California, Enterprise services all of the same airports as National.
How to Pay
The State of California's contracted travel payment system is the only authorized form of payment.
Employees are not required to refill Enterprise rental vehicles prior to returning to the rental branch. The state has negotiated market fuel rates with Enterprise to ensure we receive the best price upon return. If you choose to refuel the rental vehicle prior to return, save the receipt and submit a Travel Expense Claim (TEC) for reimbursement as usual.
Should you need to refuel the rental vehicle during travel, you will pay at the fuel pump, save the receipt, then submit a Travel Expense Claim (TEC) for reimbursement.
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. You must submit a TEC along with a Short-Term Vehicle Justification Form approved by your supervisor.
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 and submit it with your TEC.
Procedures Renting a Long-Term Vehicle
The Long-Term Commercial Car Rental Contract is an efficient, cost-effective solution for long-term (For a minimum of 30 days) car and truck rental needs. The state has a contract with one commercial rental vehicle vendor for long-term rentals (For a minimum of 30 days): Enterprise Holdings, INC.
Request for Long-Term Vehicle Rental
All state agencies must request a Long-Term Vehicle either in writing to the Fleet & Asset Management Unit (FAMS) at email@example.com, or by phone at (916) 928-4604. If your request is approved, the FAMS manager will notify the Statewide Travel Program (STP) of the approval. STP will work with the Enterprise Holdings, INC representative, who will create the long-term car rental account, make arrangements to have the vehicle(s) available, and provide contact information for the branch location.
How to Pay
The contracted Travel Payment System is the sole payment mechanism for use of this contract. A Long-Term rental supplemental CTA account will be established and provided to your department.
Bridge, Tunnel and Toll Road tolls
Tolls incurred by state employees traveling on official business are reimbursable if the travel is approved by the employee’s supervisor. The contract that Statewide Travel Program holds with Enterprise does not include tolls. These charges are always expected to be paid by the employee on time.
Responsibility for tolls always falls on the driver. A state employee traveling on official business is expected to prepare for every trip by researching potential tolls they will incur throughout their trip. Employees must also be vigilant while traveling and watch out for signage indicating that a toll is required. An employee cannot justify nonpayment of a toll by claiming they did not know a toll was incurred or that they assumed it was being handled by another party.
In California, the most common tolls drivers will encounter are bridge tolls in the San Francisco Bay Area and paid toll-roads in Orange County. Due to COVID-19 precautions, all toll collections have been digitized and cash will not be accepted. All payments are now payable online only. Individual units/divisions are authorized to setup FasTrak/TollRoad accounts to handle these charges for their travelers. More information about how to do this can be found in the links below. Since these accounts are not managed or coordinated with the help of the state, the Statewide Travel Program will not be able to assist with setup or billing issues.
San Francisco Bay Area Tolls
Charges at the eight toll bridges in the Bay Area can be paid via the link below to the FasTrak website. After crossing, drivers have 48 hours to go online and pay the toll using their license plate number. If you are driving a rental and have already returned it, the license plate number is available on the rental agreement. Some bridges also allow for prepayment of a toll, prior to crossing. If you are interested in prepaying, you can select your bridge in the link below and see if this is offered.
If payment is not received within 48 hours, the Highway Toll Administration (HTA) will issue an invoice based on the registration connected to the vehicle that crossed. This will add a processing fee (currently ~$7.50) to the total charge. Note that this is not yet considered a late fee or a toll violation. After the invoice is issued, they generally need to be paid in 21 days. If the vehicle was a rental, Enterprise will pay the initial invoice, and then pass along the charges to the renter. These still must be paid by the driver. If you receive a toll invoice from Enterprise, do not assume your department has or will pay for it. If this happens, you need to pay for it and seek reimbursement from your department.
After the 21-day period, the toll moves from an invoice to a violation. A significant fee will be added to the base charges. Toll violations are not reimbursable except in the most extreme circumstances.
Orange County toll-roads
Toll-road (TheTollRoads) charges can be paid via the link below five days prior to and up to five days after use. The link below will also indicate which highways are considered toll-roads. Evasion notices will be filed for any vehicle that fails to pay within five days of use of the toll roads.
If the vehicle was a rental, Enterprise will pay the initial invoice, and then pass along the charges to the renter. These still must be paid by the driver. If you receive a toll invoice from Enterprise, do not assume your department has or will pay for it. If this happens, you need to pay for it and seek reimbursement from your department.
FasTrak Express Lanes
Parts of the East Bay and Southern California have paid “Express lanes” in place of traditional carpool lanes. Unlike traditional carpool lanes, Express lanes are electronically monitored at all times. Based on the specific freeway, Express lanes are often free for carpools and hybrids. See the list of Express lanes below to find the specific rules of the freeway you will be traveling.
TollPass Program via Enterprise
TollPass Program via Enterprise allows travelers to use the quicker express lane and open video tolling options on toll roads and highways.
ENTERPRISE REFUEL RATE(S)
- September 2021: $4.08/ gallon
- October 2021: $4.16/ gallon
Department of General Services
Statewide Travel Program
Sacramento, CA 95834