University Travelers requiring a rental vehicle during official business domestic travel, should utilize the UF GO Booking Tool to reserve with AVIS/Budget under the State of Florida’s rental vehicle contract (i.e., “Most Preferred” vendor). If AVIS/Budget is not available or a truck rental is needed, University contracted rates are also integrated for Enterprise/National and Hertz Rental cars (i.e., “Preferred” vendors). If the required vehicle is not offered by any of these contracted partners, an alternative vendor may be selected in the Booking Tool with written justification provided in the Travel Expense Report.
- For international travel, vehicles should be rented only from legitimate, licensed, insured, and regulated agencies abroad. When renting a vehicle internationally, it is recommended that coverage for accident insurance, personal insurance and roadside assistance be purchased from the rental provider in that country.
- Allowable rate class is up to the cost of a compact/economy car from the selected vendor. vehicles in a higher rate class require a business justification (e.g., vehicle shared with multiple University travelers, transporting materials or equipment) or documentation from the vendor that a lower rate was charged. The rental of a hybrid will be allowed without justification. Any additional expenses associated with a vehicle rental, incurred for personal reasons such as an upgrade for personal preference, personal accident insurance, or use of rental vehicle during personal travel days, will not be reimbursed.
- Fuel costs associated with the use of a rental vehicle for official business may be reimbursed when proper supporting documentation is provided. Fuel service charges are allowed when a rental vehicle is returned without a full tank of fuel. Travelers should have a valid business reason for retaining a rental vehicle for an extended period of time.
Avis Rental Cars
- AVIS/Budget Price List – Contains rates for renting vehicles from AVIS/Budget across various classes both in state, and out of state.
Tax Exemption:
Tax exemption for Avis is provided when:
- Rental is within the State of Florida
- State issued Business Credit Cards (PCards). If a personal credit card is used, then tax exemption does not apply.
Direct Billing:
- WHEN BOOKING AND PAYING ON BEHALF OF SOMEONE ELSE, you will need to establish a Global AVIS Billing Account if you have the need to rent vehicles for other travelers but charge the rental costs to a UF PCard. Complete the Global Electronic Billing Agreement and submit the completed form to Raylene Clegg, AVIS/Budget Account Services Representative, at floridahelp@avisbudget.com.
- An Employee UFID is required to be presented at the time of pick up for a vehicle that is under the UF contract rate for either leisure or business. If the traveler does not have a Gator One card indicating their UF employment, then the department should utilize their Direct Billing Number to make the reservation for the student or guest. This process is set up for the traveler to pick up the vehicle under the UF Business Contract.
Rental Rates for Graduate Students & Guest Travelers
Graduate students seeking access to Avis/Budget discounted rates for business travel must follow a specific procedure. To ensure access to these rates, the students’ department must first make the reservation using the UF Travel Booking Tool. Additionally, the student will need to present a Letter of Intent which must be signed by the UF department director, dean, or chair.
It is important to note that Avis does not extend discounted rates to graduate students for personal travel. Due to the stringent policies enforced by Avis, graduate students may also want to consider alternative rental car companies such as Hertz or Enterprise, which also offer discounted rates for business travel.
Having the Letter of Intent readily available when using these alternative vendors can help prevent any potential issues and ensure a smooth rental process.
Breakdowns, Unsafe Conditions, and Emergency Assistance
In the event of a vehicle breakdown, or unsafe vehicle conditions, Avis will act to resolve the situation immediately, within two hours (2) of being contacted by the traveler. Avis will provide a 24-hour toll-free roadside assistance number, which is given to the traveler at the time they pick up the rental vehicle.
Avis will cover any fees associated with the vehicle in these situations as long as the traveler is NOT at fault for any situation that may occur.
e-Tolls
Tired of waiting in the toll lines? Add e-Toll Unlimited to your next Avis rental agreement! This allows you to access cashless toll roads and ensures that you are covered locally.
Visit e-Tolls | Toll Receipt Lookup for more options!