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Auto Rental Procedures

EMPLOYEE AUTOMOBILE RENTAL PROCEDURES

In an effort to maintain a high level of service while positively impacting our overall costs.  Kent State University recently completed a thorough review of our car rental programs.  We are pleased to announce National Car Rental and Enterprise Rent-A-Car as the preferred rental car supplies for Kent State University, effective July 1, 2010.  This partnership allows us to consolidate spend, simplify program management and significantly reduce our annual car rental expenditures. 

Our program with National and Enterprise provides you with special recognition, service and speed whether renting at an airport or in the local market where you live and work.  National provides speed and consistency for our most frequent airport travelers through the Emerald Club.  Enterprise provides the personal attention and award- winning customer service others desire for both airport and local rentals.

For each vehicle rented, the Employee must execute Enterprise's Rental Contract in the jurisdiction in which the vehicle rental occurs.  Each Employee must possess a valid driver's license issued by the state in which such person resides, and must be age 18 or older. The University will no longer authorize the use of  12-15 passenger vans.

All vehicle rental rates are to include:  normal commercial rentals, unlimited mileage, and all other applicable charges, excluding the cost of gasoline or allowable charges.  Drivers shall be at least 18 years of age and no minimum surcharge will apply.

Base rental price includes the Liability Coverage with a combined single limit for bodily injury and property damage of at least $1,000,000 and Loss/Damage Waiver (CDW) for accidents arising out of the operation or use of the rental vehicle.

PRICING AND TERMS ARE VALID FOR BOTH ENTERPRISE RENT-A-CAR AND NATIONAL CAR RENTAL 

Vehicle Description Daily Rate Weekly Rate 30 Day Rate
Economy $30.32 $151.60 $606.40
Compact $30.32 $151.60 $606.40
Intermediate $31.96 $159.80 $639.20
Standard $31.96 $159.80 $639.20
Full Size $35.02 $175.10 $700.40
Premium $56.10 $280.50 $1,122.00
Luxury $56.10 $280.50 $1,122.00
Mini Van $49.48 $249.90 $999.60
Small Pick Up $45.90 $229.50 $918.00
Large Pick Up $49.98 $249.90 $999.60
Cargo Van $39.78 $198.90 $795.60
Small SUV $51.00 $255.00 $1,020.00
Medium SUV $61.20 $306.00 $1,224.00
Large SUV $80.58 $402.90 $1,611.60

Pricing effective 07/01/2012

City Differentials  The following city differentials apply to this contract.

Airport Locations Only:
$5.00      Charlotte                                                $10.00    Atlanta
Kansas City                                                         Baltimore
Milwaukee                                                            Boston
Minneapolis/St. Paul                                           Chicago
New Orleans                                                       Detroit
Phoenix                                                               Denver/Colorado Springs Area
Seattle                                                                 Hartford
St. Louis                                                              Los Angeles Airport and Area (LAX) 
State of Illinois                                                     Philadelphia
State of NY                                                          Puerto Rico
Pittsburgh
Providence
San Francisco Airport and Area
State of Alaska
State of Texas
Washington Reagan/Dulles D.C.

Airport and Non- Airport Locations:
$10.00    NY/NJ/CT Metro
W. Virginia
Wyoming 
Montana
Nebraska (except Omaha and Lincoln)
South Dakota
Bemidji, MN
Moorhead, MN

$25.00    Westchester, Islip & Newark Airports
New York City Boroughs Including JFK and La Guardia Airports

For rentals commencing in Manhattan all day Friday through 12:59 pm Sunday and for rentals commencing at JFK and LaGuardia Airports between the hours of 1:00 pm Friday through 12:59 pm Sunday, current published rates, less a discount will apply.

HOW TO MAKE A RESERVATION

The new account number for Kent State University for both brands is XZ38Y05

Before your first rental with National or Enterprise, please take the time to enroll in the Frequent Renter programs noted below.  This will ensure you receive the appropriate rates, services and benefits every time you rent.  If you already received a communication with enrollment instructions, you do not need to enroll again through this announcement. 

We are pleased to offer you a complimentary membership in the Emerald Club. Please click on the enrollment link https://www.nationalcar.com/offer/XZ38Y05  to access the online application and complete the enrollment process.  This will take approximately 5 minutes and your membership will be active immediately upon completion.

As an Emerald Club member, you will receive the following benefits, among others:

·        Bypass the counter and choose your own car - 
Bypass the rental counter and go directly to the Emerald Club Aisle® at more than 50 major  
airports in the U.S. and Canada.  On the Emerald Club Aisle, choose your own car from a
selection of mid-size and larger vehicles, and pay the reserved mid-size rate.

·       E-receipts for faster returns -
There's no need to wait around for a piece of paper when you return your car. Sign up to
receive this benefit  and we will automatically email your receipts to you within 24 hours of
each returned rental.

·        Choose your rewards - 
Earn rental credits towards a Free Rental Day with every seven rental credits earned. Or
choose to automatically receive frequent flyer miles for each day rented (average of 50
frequent flyer miles per rental day - amount varies by airline).

·        As an additional convenience, Emerald Club members may reserve at Enterprise Rent A
Car locations where National is not available, using their Emerald Club number allowing for
the contracted rates and certain profile data availability at the Enterprise counter.  NOTE:
The above benefits do not apply to Enterprise rentals.

Enterprise is excited to introduce the use of the Emerald Club at all locations.

+       Faster Reservations – online, on the phone, with your travel agent, and at participating
Enterprise locations.
+       Faster  Rentals
+       Special offers when you subscribe to Email Extras

You may make arrangements to rent an automobile for University-related travel in any of the three convenient ways listed below.  Vehicles must be rented under Kent State University Account Number XZ38Y05 in order to receive contracted rates.

1.      Through the Enterprise office at 1211 W. Main Street, Kent, Ohio. Call 330-677-4447 or
any of their  60 locations in Northeast Ohio.

2.      On-line through the Enterprise website. When making a RESERVATION please feel
free to use the link below to make sure the correct program is being utilized:  

http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=KENTSTUN

HOW TO PAY FOR THE RENTAL VEHICLE

Each renter will be required to arrange for the payment of the rental at the time the reservation is made. This is best accomplished by using the renter's personal credit card. The University's MasterCard Departmental Purchasing card may not be used to rent vehicles.  The rental expense will be reimbursed when an approved Expense Statement is submitted to  Accounts Payable for processing.  DIRECT BILL is available only under Special Circumstances with advance approval from the Procurement Department.

Personal Accident Insurance (PAI)

Any individual renting a vehicle for business use should request "Personal Accident Insurance" (PAI) when renting from Enterprise. Other rental car companies may use slightly different terminology for this coverage. This option provides some coverage similar to uninsured/underinsured motorist coverage.

Under the university's contract with Enterprise, PAI will cost an additional $3.00 per day for all vehicles rented except mini-vans, pickup trucks,  and sport utility vehicles. These vehicles will cost an additional $7.00 per day. PAI will be reimbursed along with all other approved travel and rental car expenses.

ADDITIONAL PROGRAM INFORMATION  

One-Way Rentals.National will charge base rate and other allowable charges identified above for a one-way vehicle rental as if a round trip rental. Contractor shall not charge any drop fee or mileage charge for one-way rentals of 500 miles or less. For one-way rentals greater than 500 miles, Contractor may charge a higher daily rental differential fee. 

Weekend Vehicle Returns.Some rental vehicle offices may be closed on Saturday or Sunday. If a vehicle is returned before the mid-point of the day on a Saturday or a Sunday, customer will be charged for a full day's rental. 

Early Pick Up of Vehicles.Enterprise Rent-A-Car locations offer a Quick-Start Program for Customer business rental that originates in the IUC-PG. This service allows an employee to request a "quick-start", also referred to as suspended charges. Upon request, State Employees, IUC-PG Members and Cooperative Purchasing Program (COOP) Members needing to depart on a Tuesday through Friday before Enterprise opens may secure a rental vehicle the evening before their trip. For a fee of $25.00, the traveler may rent the vehicle after 4:30 p.m. the day prior to their trip and daily rental charges will begin the next morning, no later than the time at which that rental location opens. Friday pick-up: If the vehicle is needed on a Monday morning, the traveler may rent a vehicle on Friday after 4:30 p.m. with charges beginning on Sunday morning at 8:00 am for a fee of $25.00. Saturday pickup: If the vehicle is needed on a Monday morning, the traveler may rent a vehicle on Saturday morning during Enterprise business hours and charges will begin on Monday morning at 8:00 am for a fee of $25.00. Quick-Start Program Fee: $25.00 for early pick up. 

Gas refueling options.  Vehicles shall be provided with a full tank of gas. The following refueling options apply to this contract. Refueling rates vary by location, and the option selected. 

Option A. Prepay at all Enterprise airport locations: At the time of rental pickup, renters may purchase a full tank of gas at competitive industry pre-purchase fuel prices. Customer can ask the rental agents for the Fuel Service Option (FSO) and corresponding rate.

Option B. The renter will be charged the refueling rate based on current full-service, per-gallon pricing, plus a fee of up to 50 percent. (Option B is not supported by the University)

Option C.
You refuel: The renter replaces all gallons used before returning the vehicle to avoid all refueling charges.

Pick-Up Service.Enterprise is in the business of providing a signature pickup service for our customers. At no additional charge, Enterprise will offer a ride to and from the local Enterprise office. If the free pickup service is desired, the renter can contact the rental branch at least thirty (30) minutes prior to their reservation using 1-800-rent-a-car from their pickup location. 

Vehicle Delivery Services.Enterprise will deliver vehicles to business locations at no charge. Vehicles delivered to a Customer office or business location will be considered on rent and charges will start at the time of delivery. Vehicles delivered will be considered ready for return upon Customer contacting the rental branch. Charges will stop at the time of the call. Customer will remain responsible for vehicle condition until the vehicle is moved from its parked position. Vehicles returned to branches other than the originating branch must be pre-arranged at the time of delivery and may be subject to drop fees. 

Vehicle Availability.For guaranteed availability on minivans, large SUVs, seven (7) days advance reservations are required. Reservations on these categories of vehicles can be made without seven (7) days advance notice, but availability will not be guaranteed. All other classes of vehicles are guaranteed with reservations. 

Month or More Rental Plan.For monthly rentals (30 days or more), Enterprise Rent-A-Car will offer a Month or More price discount as set forth herein. To initiate the Month or More Rental Plan, Customer shall call 1-800-209-3602. Notwithstanding any initiation by Customer of a Month or More Rental Plan, Customer understands and agrees that any such vehicle rental(s) will be invoiced on normal terms (every 29 days) and subject to the then applicable Rental Agreement and shall, under no circumstances, be considered a vehicle lease. The monthly rates are further discounted as follows:

 $25 off the second consecutive full 30 days.
 An additional $25 off the third consecutive full 30 days.
 An additional $25 off the fourth consecutive full 30 days. The maximum total discount available
is $75 per rental. 

Daily or weekly rates apply, as applicable, to rental increments of less than thirty (30) consecutive days. Rentals for over three (3) months are not permitted by state agencies. State agencies shall contact the Office of Fleet Management if requesting a rental for over three (3) months.

Signature on File.As part of any rental transaction in which an Enterprise Rent-A-Car location delivers possession of a rental vehicle to an Eligible Renter or agent of Customer, other than the Eligible Renter intended as renter, the transaction will be subject to the following terms and procedures supplemental to those provided in the Rental Contract:

1. Customer's name will appear as "renter" on the Rental Contract;

2. The notation "Signature on File" will substitute for the signature or initials of the Eligible Renter
intended  as renter in each applicable part of the Rental Contract;

3. Customer will be responsible for designating the Eligible Renter intended as renter, as authorized to
accept possession of the rental vehicle, and for procuring a written receipt from such Eligible Renter
confirming delivery of possession of the rental vehicle;

4. Customer will not allow use of the rental vehicle by any Eligible Renter under the age of 18 or as
provided by law, or use by any Eligible Renter other than for business use, or use by any Eligible Renter not
possessing a valid driver's license issued by the state in which the Eligible Renter resides;

5. Customer will be responsible for ensuring compliance with California Vehicle Code Sections 14604-
14609 and any other state's comparable law by assuming Enterprise's responsibility to compare the
signature of the Eligible Renter to whom the vehicle is to be rented to the signature of such Eligible
Renter on his or her driver's license. For clarification purposes, this requirement applies only to rentals
originating in California.

Proof of Insurance

Vehicle Accident Report

Rental vs Reimbursement Calculator

For more information, contact Janet Schramm in the Procurement Department at 330-672-9193 or jschramm@kent.edu

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