U.S. Government Rental Car Program

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If You Are in an Accident
If “GARS” is listed on your rental contract, you are covered if in an accident unless the vehicle was used in an unauthorized manner. See the U.S. Government Rental Car Agreement for a list of exceptions that void the terms of the Agreement.
	1. Obtain a police report. 2. Contact the rental car company directly. 3. Report the accident to your Authorizing Official. 4. Report the accident to the Defense Travel Management Office.

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U.S. Government Rental Car Program

The U.S. Government Rental Car Program offers reduced rates and special benefits when renting cars, passenger vans, or small pick-up trucks through a variety of approved rental car companies. The program is open to federal government employees and service members traveling on official business. To receive program benefits including insurance, travelers must book the government rate, ensure “GARS” is listed on the rental contract, and present proof of official travel status.

How to Participate

1.	Book the Government Rate. Book the government rate through your Agency’s travel system or a government-contracted Travel Management Company (TMC). You may also obtain rates directly through a participating rental car company website, toll free numbers, or walk-up services, however, you must ensure that you are booking the government rate and “Government Administrative Rate Supplement” is listed on the contract. Rates will not exceed U.S. Rental Car Ceiling Rates.
2.	Present Proof of Official Travel Status. Present your travel authorization/orders or a Government Travel Charge Card (GTCC) to validate official travel status.
3.	Look for the GARS fee on rental contract.Confirm that the “Government Administrative Rate Supplement” or “GARS,” a $5 per day fee, is listed on the rental contract at the time of pick-up and will be charged during use of the rental vehicle. This ensures that you are renting through the Program and are eligible for program benefits, including insurance. The GARS fee is intended to cover those costs incurred by the rental car company that are peculiar to doing business with the government.

Policy

DoD travelers: The Joint Travel Regulations (JTR) para. 020209 authorizes reimbursement of rental vehicle expenses and fees. Per the JTR, a compact vehicle is the standard size for official travel, but the Authorizing Official may authorize or approve a larger vehicle if the traveler meets certain requirements.

Non-DoD federal travelers: Refer to the Federal Travel Regulations and your Agency guidance for policy related to rental vehicles.

Program Benefits

The Defense Travel Management Office administers the program through the U.S. Rental Car Agreement which outlines:

Benefits. If the size/class vehicle that you reserved is not available, the rental company must offer an upgraded vehicle at the same rate. The rental contract must be ready upon arrival. There are no blackout dates or minimum rental periods and unlimited mileage (except for one-way rentals). Rates can vary but may not exceed established ceiling rates.

No Additional Fees. There are no additional cost for additional authorized drivers or drivers between the ages of 18-25.

Included Insurance under GARS. When “GARS” is listed on the rental contract, travelers receive Loss Damage Waiver (LDW)/Collision Damage Waiver (CDW) and Supplemental Liability insurance at no additional cost. All other insurance coverage should be declined. Liability coverage for personal injury, wrongful death and property damage is set at the following limits: $25,000 for property damage, $100,000 per person, $300,000 for all persons, per incident. Coverage does not address theft of personal or government property from vehicles nor theft or loss of GPS units rented through the rental company.

Frequent Renter Program – Bypass the Counter & Start Earning Rewards

Earn rewards from rental car companies and enjoy additional perks like counter by-pass while ensuring you receive the benefits of the U.S. Government Rental Car Program. Sign up today, before you book your next rental!

Frequently Asked Questions

1. How do I rent a vehicle through the U.S. Government Rental Car Program?

Federal Government employees and Service members traveling on official business can rent a vehicle through the U.S. Government Rental Car Program by making a reservation through their official travel management system (such as the Defense Travel System (DTS), Defense Travel Modernization (DTM), or E-Gov Travel Service (ETS2)), or by contacting their organization’s contracted Travel Management Company (TMC). When the traveler picks up the car, they should review their rental contract to ensure the $5/day Government Administrative Rate Supplement (GARS) is listed to validate the Government rate.

If a traveler did not reserve a vehicle through their travel management system or TMC, they may rent a vehicle at the counter of a rental location that participates in the U.S. Government Rental Car Program by presenting 1) the traveler’s travel authorization or orders and Government Travel Charge Card (GTCC) or 2) the traveler’s Government identification. Ask to rent a vehicle at the Government business rate under the U.S. Government Rental Car Agreement. The traveler must note that use of these documents alone does not apply the terms and conditions of this Agreement. To ensure that the traveler is renting a vehicle under the Agreement, the traveler should confirm that the rental agreement shows a rental rate in whole dollars and a $5/day GARS charge. If a traveler signs a rental agreement without verifying these details, the traveler or the traveler’s organization may be liable for additional charges from the vendor.

2. May I rent a vehicle larger than a compact?

Per the Joint Travel Regulations, a compact vehicle is the standard size for official travel. The traveler’s authorizing official may authorize or approve a larger vehicle if the traveler meets certain requirements listed in the Joint Travel Regulations, par. 020209.A.

3. Can government contractors or family members ride in or drive a vehicle rented by a government employee under the U.S. Government Rental Car Agreement?

Government employees should consult their servicing legal offices, as well as their contracting officer’s representative for specific guidance before transporting additional passengers, family members, or anyone not on authorized travel. Vehicles rented by government employees are for travel on official business only.

Authorized drivers, if properly licensed, include the renter, and without additional charge, the renter's fellow Government travelers in official travel status while acting within the scope of their employment duties. There is no need to list such additional drivers on the rental agreement.

4. Do I have accident or damage coverage when I rent a vehicle under the program?

If a traveler has reserved their vehicle correctly under the program, the traveler is not responsible for loss or damage to the vehicle. The rental car company is required to protect the U.S. Government and its employees against liability for personal injury, death, and property damage arising from the use of the vehicle; however, the traveler or the traveler’s organization may be liable if an incident occurs due to negligence, recklessness, or circumstances unrelated to official business. For a complete accounting of coverage limits and exceptions to coverage, see U.S. Government Rental Car Agreement Section 18.

5. Is prepaid fuel a reimbursable expense?

Per the Joint Travel Regulations, par. 020209, Table 2-8, and the Federal Travel Regulations (§301-10.450(d)), a traveler is not to be reimbursed for purchasing pre-paid refueling options for rental cars. If a traveler cannot refuel completely before returning the vehicle because of safety issues or the location of the closest fueling station, the traveler should discuss their concerns with their authorizing official to obtain authorization or approval for vendor refueling charges.

6. Where do I go for rental car assistance?

If a traveler requires assistance or wishes to report a customer service issue, the traveler should contact the rental car company directly. If the traveler needs additional assistance, the traveler may contact the Defense Travel Management Office through the Rental Vehicle Assistance Tool. Email other questions to mailto:dodhra.mc-alex.dtmo.mbx.rental-car-program@mail.mil.

7. Does the program include roadside assistance?

The U.S. Government Rental Car Program requires participating rental car companies to provide a 24/7 phone number (toll free or vendor-paid) to call for assistance. This includes towing if the vehicle is damaged (see U.S. Government Rental Car Agreement, paragraph 18.b), assistance with a tire change if the vehicle contains no spare tire, or a battery jumpstart if the battery is defective. All other roadside assistance is elective and the traveler or the traveler’s agency must pay if authorized or approved.

8. Can I use the U.S. Government Rental Car Program for leisure travel or personal leave periods?

Traveler use of a rental vehicle is limited to official purposes, including transportation to and from duty sites, lodgings, dining facilities, drugstores, barbershops, places of worship, cleaning establishments, and similar places required for the traveler’s subsistence, health, or comfort. All other personal use of a rental vehicle, reserved under the U.S. Government Rental Car Program, is prohibited.

If a traveler takes leave in conjunction with Temporary Duty (TDY), the traveler must return the vehicle they rented for official business before they begin their leave. The vehicle the traveler uses for leave must not be under the same rental agreement used for official business. Rental car companies may extend government rates for leisure travel, but government leisure rates do not include the benefits of the U.S. Government Rental Car Program.

9. Can I rent a transponder to pay for tolls?

If a traveler’s authorizing official authorizes or approves use of a toll collection transponder when necessary for official use, then the traveler may receive reimbursement for a toll collection transponder. An administrative fee associated with failure to pay a toll is not reimbursable. It is the traveler’s responsibility to research their official travel location and decide whether to use travel routes that avoid tolls or to seek authorization for the cost of a toll collection transponder.

Additional FAQs and training materials related to the U.S. Government Rental Car Program are available in TraX, through the Passport portal.