Motor Vehicle Rental

Contracted Rental Rates

SFA has partnered with the University of Texas System to contract for vehicle rental rates through Enterprise Rent-A-Car. Additionally, University employees traveling on official state business may use the State of Texas contracted rates for Avis and Budget. Employees are encouraged to use these contracted rates when possible.

Reimbursable and Non-Reimbursable Expenses

The detailed receipt from the motor vehicle rental company, attached to the travel expense report, is required for reimbursement of motor vehicle rental expenses.

Reimbursable Expenses

If approved on the travel authorization, the following expenses of renting a motor vehicle are reimbursable:

• Daily rate
• Other mandatory charges
• Fuel purchased, with an itemized receipt showing the number of gallons and the rate per gallon; however, fuel purchased from a rental car company or prepaid fuel without an itemized receipt showing the number of gallons and the rate per gallon is not reimbursable.
• Additional driver charge if incurred for an official state business reason (based on the current contract with Enterprise, there is no charge for an additional driver)
• Applicable taxes*

Non-reimbursable Expenses

The following expenses of renting a motor vehicle are non-reimbursable:

• Texas motor vehicle rental tax for in-state rentals*
• Collision damage waiver and loss damage waiver expenses (unless they are already included in the contracted rate)
• Liability insurance supplement
• Personal accident insurance
• Safe trip insurance
• Personal effects insurance
• Fuel purchased from the rental car company
• Prepaid fuel at a gas station without an itemized receipt of the number of gallons and the rate per gallon

* The Texas motor vehicle rental tax for in-state rentals is not reimbursable. In order to take advantage of the tax exempt status of the university, the employee must provide a Motor Vehicle Rental Tax Exemption Certificate to vendors when renting a vehicle in Texas. Alternatively, the employee can elect to have Enterprise direct bill the university and the tax will not be charged. When renting a vehicle out of state, renters should refer to the out-of-state exemption table on Tax Exemption.