Motor Pool Vehicles >>
A traveler may also utilize Mason Motor Pool vehicle for approved university activities. A Motor Pool Vehicle Request Form should be submitted at least three days in advance of the proposed travel date.
Costs are charged directly to the user’s fund or organization.
Enterprise Rental Vehicles >>
The Virginia Office of Fleet Management Services has partnered with Enterprise Rent-a-Car to provide short term rental cars for state agencies. This agreement is summarized in the table below.
All vehicle reservations must be made at least 24 hours in advance of the anticipated pick-up of the vehicle. Reservations should be completed at Enterprise’s George Mason by selecting “Business Use – All Locations.”
Enterprise Trip Calculator
Travelers are required to access the Enterprise Trip Calculator at Trip Calculator when planning a trip that involves traveling more than 200 miles per day. In most cases a traveler will be reimbursed for the cost of an Enterprise rental vehicle and gas OR mileage at the fleet rate. The Enterprise Guide provides instructions for Enterprise Trip Calculator.
Enterprise Lower Cost
|Enterprise||Yes||Yes||Rental and gas|
|Personal||Yes||Yes||Mileage @ fleet rate|
|Personal||Yes||No**||Mileage @ personal rate|
|Personal||No||N/A||Mileage @ personal rate|
|Personal||Calculator not attached||N/A||Mileage @ fleet rate|
|Motor Pool||N/A||N/A||$0 (recharge to Dept.)|
*At least 24 hours before a trip, the Enterprise Trip Calculator should be accessed at Trip Calculator. Cost Comparison page must be printed and attached to the Travel Reimbursement Voucher.
**Page indicating vehicle not available on specific date(s) must be printed and attached to the Travel Reimbursement Voucher.
The number of days to be entered in the calculator will be the number of 24-hour car rental days necessary for the trip. If the Enterprise location is open Monday-Friday from 7:30 a.m. to 6 p.m., it may be necessary to pick up or return a car a day before and/or after the trip.
The Enterprise agreement also offers a 10% discount on airport rentals and a 5% discount on non-airport rentals outside of Virginia when traveling on University business.
Adjustments to Enterprise Calculator
The Enterprise calculator assumes rental of a compact vehicle at $33.65 per day in computing the Enterprise Vehicle cost. Since this Excel document is “protected” at the state level, Mason users are not permitted to make any electronic changes to rates or calculations. Thus in some circumstances, it may be necessary to make written changes to the amounts generated by the calculator for purposes of determining the lowest cost transportation.
In the following situations, the Enterprise calculator should be printed and an adjustment should be written on the Lowest Cost Transportation line of the calculator page.
A Minivan is Required
The rental charge for a minivan is $65.00 per day. In some situations the number of travelers or equipment being transported dictates the use of a minivan. In those cases, after printing the Enterprise calculator, the amount displayed in the Enterprise Vehicle box should be doubled and that doubled amount written on the Lowest Cost Transportation line with the notation minivan required and the reason for using the minivan.
The Proposed Driver is Younger than Age 21
The Enterprise contract requires that the driver be 21 years of age or older. If the traveler is under 21, write “driver is younger than age 21” on the Lowest Cost Transportation line. Reimbursement will be at the personal mileage rate.
A Trip Originates where State Contract Rates are not Available
If a traveler will begin a trip in a location other than Virginia, Maryland or the District of Columbia where state contract rates are available, the amount displayed in the Enterprise Vehicle box should be crossed out and replaced with the Total Estimated Charges for a compact or intermediate car at the rental location. The Enterprise page displaying that rental information (please see example below) should be printed and attached to the calculator.
Other Rental Vehicles >>
Reimbursement may be made for rental of an economy or mid-size class vehicle when circumstances warrant. Luxury vehicle rentals will not be reimbursed.
Insurance on Rental Vehicles >>
The Commonwealth provides a statewide self-insured plan for employees. Therefore, employees will not be reimbursed for rental car insurance for locations within the United States, and employees should decline liability damage waiver (LDW) and collision damage waiver (CDW) insurance for travel within the United States. Other forms of insurance such as personal accident insurance (PAI) are also not reimbursable.
A Traveler who is not a state employee should determine whether his/her personal automobile insurance provides coverage on rental vehicles. Reimbursement for insurance charges will only be made for those individuals without such coverage.
All travelers in foreign countries must purchase appropriate insurance and will be reimbursed for all reasonable, necessary and actual insurance premiums.
Gasoline Charges >>
Reimbursement for fuel is limited to prices at customary, competitive outlets. In no instance should the traveler enter into a “Fuel Agreement” or pay for fuel in advance when renting a vehicle. No instance includes situations where the fuel agreement per gallon fuel cost is less than prevailing per gallon rates.