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Finance & Administration > FAPolicies > Travel > Vehicle Rental  
 
Vehicle Rental
 
Section:7- Travel
Policy Procedure:7-8.0
Subject:Vehicle Rental
Established Date:1/1/2004
Responsible Department:Accounts Payable
  
Overview

The purpose of this statement is to provide the general guidelines for car rental charges incurred by any person in a travel status representing MUSC.  Travelers should reference Policy & Procedure 6-1.03 for state contracted vendors specific to automobile rentals for travel within and outside the state of South Carolina.

General Guidelines

Authorized travel should be made via the most economical mode of transportation, consistent with the purpose of the travel. A careful analysis of the distance, timeliness and overall cost factors of a trip should be considered.  Purpose for renting a vehicle must be provided.

Use of Rental Vehicle

A rental vehicle may be used when it is necessary and convenient in the performance of an employee's official duties.

Rental transportation will not be authorized routinely for the execution of official duties involving high volume travel for which transportation by a personally-owned or institutionally-owned vehicle would be more appropriate.

Authorization to rent a vehicle must be granted prior to travel.

Insurance

Per the State Rental Agreement (see Policy & Procedure 6-1.03), the cost of rental insurance is included in the offered rates.  The insurance rates are identical to the amounts the State carries for state-owned vehicles.  The State will not pay additional damages regardless of the fault of the operator.  Insurance rates are as follows:

  • Combined Single Limits of $600,000 minimum,
  • Combined Single Limits of $1,000,000 minimum for vehicle rentals to travel out-of-state
  • Statutory limits for uninsured coverage ($25,000/person, $50,000/accident or bodily injury and $25,000/accident property damage)

Personal accident insurance on rental vehicles is not reimbursable.

Collision and liability insurance costs are reimbursable.

Class of Car

Rental of luxury vehicles is not permitted. If a free upgrade is provided, notation of this should be made on the Travel Reimbursement Voucher.

Shared Vehicles

When employees share a ride in a rental vehicle, the fact should be indicated on the Travel Reimbursement Voucher along with the name of the travelers with whom the ride was shared.

Reimbursement

In addition to rental fees, an employee may be reimbursed for costs associated with official use of the vehicle. These costs include:

Gasoline - Original receipts must be presented with the Travel Reimbursement Voucher. Receipts should indicate the number of gallons purchased. Employees should fill up cars prior to return to rental agency, as costs for fuel are usually higher at the rental agency.

Tolls - Actual toll expenses may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the expense statement for these items.

Parking - Actual parking fees may be reimbursed. A receipt should be provided when possible; if not, a written explanation should be made on the Travel Reimbursement Voucher for these items.

  
 
Page last updated: 01/12/2017

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