State Vehicles

Effective January 11, 2006, the Department of General Services (DGS) announced new contracts between the State of California and commericial rental car vendors. The State of California Commerical Rental Car Contract now designates a primary car rental vendor (Enterprise Rent-A-Car) and a secondary car rental vendor (Vanguard Car Rental USA) for State of California employee business use.    Significant differences exist in the international and out-of-state insurance coverages provided under the state car rental contracts. Consequently, until further notice, employees are advised to adhere to the following guidelines when renting cars for domestic (in-state and out-of-state) and international travel for University business.

The primary car rental vendor, Enterprise, must be utilized for in-state car rentals. In cases where Enterprise is unable to provide service, the secondary car rental vendor, Vanguard (the parent company of National and Alamo) must be used.

Enterprise Rent-A-Car must be used for domestic, out-of-state car rentals. In the event that Enterprise is unable to provide service, the secondary car rental vendor, Vanguard (which includes National or Alamo) must be used for domestic, out-of state car rentals.

Due to regional insurance coverage differences, employees are advised to contact the Office of Risk and Benefits Management at (415) 338-2565 prior to making international (i.e. outside of the U.S., Europe, Canada, Mexico, Asia, etc.) car rental arrangements for specific information and assistance in obtaining adequate car rental insurance coverage. Employees are advised to utilize Enterprise for car rentals in Canada. Then for other international car rentals, employees are advised to utilize Vanguard Car Rental USA (specifically, National Rental Car).

SFSU administrators, faculty, and staff who rent vehicles for State business use are reminded to acquire vehicle rentals from designated rental car agencies contracted with the State of California, obtain the State contracted (corporate) rental rate, and utilize one of the approved forms of payment (i.e. American Express Government card). Compliance to this procedure activates the State of California's negotiated rental vehicle liability insurance coverage in the event of accident, damage, or loss. Please note that the use of a personal credit card, check, or cash are not authorized forms of payment for commerical car rental by State of California employees. 

The exception to this payment rule is a direct billing arrangement authorized by the Enterprise Rent-A-Car vendor on campus (Local FAX Authorization, Traveling FAX Authorization).

Defensive Driver training certification is required to be an SFSU authorized driver and to be reimbursed for auto traveling costs while on University business. Contact the campus Environmental Health and Occupational Safety (EHOS) at (415) 338-1449 for the defensive driver training schedule and registration.

SFSU employees should decline any separate rental vehicle liability insurance purchase such as Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW), because of the coverage already provided through the State of California Commercial Car Rental contract. Optional vehicle insurance purchase is not a reimbursable State travel expense and does not release the State of California or the University from any financial or legal responsibility.

Please select the "liability" topic bar above for other information on the State of California Commerical Car Rental Contract and the negotiated vehicle liability coverage.   For further information on car rentals refer to SAM Management Memo MM 06-02 on Commercial Car Rental Contracts.

How to make car rental reservations

In order to make a car rental reservation on-line, contact Fell Travel, the University's travel agency, and select SFSU Reservations. You may also contact Fell Travel at (800) 321-3355 and identify yourself as a San Francisco State University employee. Fell will make the appropriate car rental reservation for SFSU employees from Enterprise Rent-A-Car. Only in cases where Enterprise Rent-A-Car is unable to provide service, (Vanguard) Alamo or National will be used. Fell Travel will email all travel and car rental confirmations to the SFSU employee traveler.

State of California Contracted Commercial Car Rental Companies

For all car rentals, employees must identify themselves as state employees on state business, utilize appropriate payment methods, and pay the appropriate contracted rate. When phoning Fell Travel for rental car reservations for State business, remember to provide the State of California Corporate I.D. number and your Campus Department's chartfield value.

State of California Contracted Rental Car Company	State of California Corporate I.D.
Enterprise	DBCALIF
Vanguard Car Rental USA
Alamo	191259
National Rental Car Systems	5400321

Office of Risk and Benefit Management, San Francisco State University, 1600 Holloway Avenue,  San Francisco, CA  94132
riskmgmt@sfsu.edu
Last modified 04/08/2008