U.S. Government Rental Car Program
The U.S. Government Rental Car Program is an excellent example of a very effective working relationship between government and industry to provide quality vehicles at reasonable prices for federal travelers on official travel. U.S. Government Rental Car Agreement Number 4 governs the rental of vehicles (passenger cars, sports utility vehicles, station wagons, passenger vans, and small pick-up trucks) by military members, employees of the Federal Government, and employees of the United States Postal Service while in official travel status and when such rental is authorized by the Government.
The program provides the following benefits:
- Established ceiling rates
- Unlimited mileage (except for one-way rentals)
- No advanced reservations required
- Vehicle contract will be ready upon arrival
- If size/class reserved is not available, company will offer an upgraded vehicle at the same cost
- No fee for collision damage waiver (CDW)/loss damage waiver (LDW)
- No fee for liability coverage
- No underage drivers' fee for drivers between the ages of 18-25
- No blackout periods
- No minimum rental period
- All rental vehicles are under 2 years old and under 40,000 mi/65,000 km
- No cost for additional authorized drivers
To view the U.S. Government Rental Car Agreement, ceiling rates, one-way participants list or to see a list of participating rental car companies, refer to the associated links to the right, in the Quick Links and Resources box.
What You Need to Know
The Agreement covers military members and Federal Government civilian employees when in an official travel status and authorized to rent a vehicle by the Government when the vehicle is rented from a participating company/location when either the government rate or the Government Administrative Rate Supplement (GARS) is charged. (Both should be charged to the rental).
Federal employees can and should secure government rates under the Agreement by making reservations through their Commercial Travel Office, Defense Travel System, Travel Management Center, or E-Gov Travel Service. Travelers may also obtain rates directly through the rental car company website, toll free numbers or walk-up services, however, you must ensure that you are booking a government rate and GARS is included.
- Government travelers are encouraged to sign up for the U.S. Government Frequent Renter Program which allows participants to earn rewards while ensuring that they receive the benefits of the U.S. Government Rental Car program without needing to worry if they are renting under the provisions of the program or have the correct government rate. These programs also ensure travelers are not offered additional insurance or services, can minimize reservation errors encountered at time of rental, and may offer additional user benefits such as counter by-pass or dedicated check-in lines.
- Government travelers are responsible for ensuring they book the government rate or that the Government Administrative Rate Supplement (GARS) is charged and on the rental contract at time of pick-up.
- The mandatory GARS fee of $5.00 per day will be charged during use of the rental vehicle. The GARS fee is intended to address those costs incurred by the rental car company which are peculiar to doing business with the government.
- Official Government Travel Charge Cards (GTCC) and/or travel authorization/orders do not guarantee that government travelers are covered under the terms and conditions of the Agreement, unless the government rate is booked or GARS is charged.
- Collision Damage Waiver/Loss Damage Waiver and Liability coverage are provided for personal injury, wrongful death and property damage; however some non-U.S. locations may require renters to purchase mandatory insurance due to local laws.
- In most cases, when a vehicle is rented under the terms of the U.S. Government Rental Car Agreement neither the government nor the government renter will be responsible for loss or damage to a rental vehicle. However there are fourteen exceptions listed in the Agreement for which the car rental company will not be responsible for such costs.
*NOTE: Federal travelers that rented a vehicle before October 15, 2010, U.S. Government Rental Car Agreement Number 3 is applicable. Click the link to view the agreement.
Rental Vehicle Assistance
The DTMO Rental Vehicle Assistance Tool is designed to provide assistance to the federal traveler when accidents occur while on official travel, and to offer assistance with rental car and truck company customer service matters.
The DTMO Rental Vehicle Assistance Tool is NOT a place to be used to file a claim against the government either by a third party, or by the rental agency. All renters should first attempt to resolve issues directly with the rental company.
For assistance with a rental vehicle or to provide feedback on your rental experience, click on the Rental Vehicle Assistance Tool button on the upper right hand side of this page.