TRANSPORTATION
Rental Car Usage Guidelines
Travelers may rent a car TO THEIR DESTINATON when driving is more convenient
and less expensive than airline or rail travel, or it is necessary to transport equipment or
materials
Travelers may rent a car AT THEIR DESTINATION when it is the least expensive mode
of transportation. Expensive rental rates and parking costs, in addition to the lack of
available parking generally makes vehicle rental in large cities impractical. Alternative
modes of transportation such as taxis and airport or hotel shuttles should be given FIRST
consideration. Requests for car rentals must be accompanied by documentation of
the comparative costs for the available transportation options.
All staff/volunteers renting cars MUST comply with all rental agency requirements such
as listing driver(s) on the rental agreement, age restrictions, location or state of operation,
etc., as well as all state and local laws governing operation of a motor vehicle. Violation
of any requirement of the law (driving under the influence, traffic violation, reckless
driving) is the PERSONAL LIABILITY and RESPONSIBILITY of the
employee/volunteer.
Class of Service – Rental Car
Travelers are REQUIRED to use economy or compact cars. A midsize car may be used
if there are more than four passengers. Travelers are responsible for daily rental costs in
excess of the approved class code. In certain circumstances (# of individuals traveling
together), an exception to this limit may be authorized, but it MUST be explained in
writing and submitted with the Travel Expense Report.
Authorized Rental Car Drivers
Drivers MUST be a minimum of 25 years of age and have a valid license of operation.
All individuals who will be driving MUST be listed on the rental agreement.
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Rental Car Pick-Up and Return
Travelers should check with the rental car agent for any last minute specials or FREE
upgrades.
At the time of rental, the car should be inspected with a rental car agent. Any damage
found should be noted on the contract before the car is accepted.
Every reasonable effort should be made to return the rental car with a full tank of gas to
avoid expensive refueling charges. The fuel option (FPO) offered at time of rental should
only be accepted if there is a concern about personal safety regarding available fuel
locations.
Rental Car Insurance
Generally, drivers are covered under their own automobile insurance.
Employees/volunteers traveling on ASHA business in the U.S. should DECLINE the
purchase of the following insurance types:
a. Collision Damage Waiver (CDW or LDW)
b. Personal Accident Insurance (PAI)
c. Personal Effect Coverage (PEC)
d. Emergency Sickness Protection (ESP)
e. Liability (SLI, LIS, or LI) this type of insurance protects against claims made by
third parties and is generally provided by the rental company. However, in some states,
the law does not require the rental company to provide liability insurance. If it is not
included in the rate, renters should purchase basic liability coverage up to the limit
required to make the rental car company insurance primary. Decline any additional or
excess coverage offered.
Only ASHA employees/volunteers who are renting vehicles for ASHA business purposes
are covered under ASHA’s insurance plan. Spouses, friends and other non-employee
listed drivers are covered only under insurance provided by the rental company or under
the driver’s personal insurance. Cost of this insurance IS NOT a reimbursable expense.
Exceptions
When traveling abroad, collision damage and liability insurance should be purchased.
Purchase of insurance coverage in some countries is required by law and will be
reimbursed.
Rental Car Accidents
Should a rental car accident occur, travelers should submit a written accident report as
soon as possible to the rental Car Company, local authorities (as required), and ASHA.
Rental Car Reimbursement Requirements
The original car rental agreement is required for reimbursement