New Rental Vehicle Contract

Published: September 26th, 1995

Category: Memos

John P. Kruczek, University Controller

Effective October 1, 1995, the State of Florida will initiate a contract for rental of vehicles with Avis Rent-a-Car Systems. The new contract replaces our existing contract with Budget Rent A Car but in all other respects does not result in any change in the University procedures for vehicle rental. State employees are required to use Compact Class vehicles except when the number of passengers or the volume of materials to be transported make use of a Compact Class vehicle impractical. When requesting a compact class vehicle through Avis the vehicle type to specify is Compact Class 2(B) (Avis Class CDAR).

Consistent with current procedures, reservations should be made for vehicle rental through your travel agent or directly with Avis. Avis Reservations can be reached at 1 -800-331 – 1212. The contract rate code, which should be referenced, is A113400. Travelers may either pay direct for rentals and request reimbursement or may request a “One Trip Travel Voucher” to have rentals billed directly to the University. One Trip Travel Vouchers are available in:

Finance and Accounting Travel Office
Contact: Jerome Able
Address: 114 Elmore Hall/PO Box 115350
Phone: 392-1245

Engineering Travel Office
Contact: Virginia Courtney
Address: 545 Weil/PO Box 116550
Phone: 392-5891

IFAS Travel Office
Contact: Judy Pinner
Address: 2030 McCarty/PO Box 110060
Phone: 392-2797

Health Center Business Office
Contact: Liz Rain or Sybille Beck
Address: Room AG-137/PO Box 100014
Phone: 392-2772


             Subcompact                             -1 (A)         ECAR
             Compact                                -2 (B)         CDAR
             Intermediate                           -3 (C)         IDAR
             Full-Size 4/dr                         -4 (E)         FDAR
             Mini-van                               -5 (V)         MVAN

In-state rental rates ( the vehicle is picked up and returned to a Florida location) include the cost of fuel in the mileage charge. Travelers should save their fuel receipts and present the receipts to be reimbursed by Avis when the vehicle is returned. Avis does require receipts for reimbursement. Out-of-state rental rates do not include the cost of fuel. There are no drop-off charges in Florida between cities where Avis has rental locations. Drop-off charges do apply to out of state rentals. Avis contract rental rates are as follows:


Class Code         1 (A)    2 (B)    3 (C)    4 (E)    5 (V)
AVIS Code          ECAR     CDAR     IDAR     FDAR     MVAN

Day              $22.00    $26.00   $27.00   $28.00   $34.00
Mile              $ .04     $ .04     $ 04    $ .05    $ .05
Hourly           $ 7.33    $ 8.67   $ 8.98   $ 9.33   $11.32

Class Code         1 (A)    2 (B)    3 (C)    4 (E)    5 (V)
AVIS Code          ECAR     CDAR     IDAR     FDAR     MVAN

Day              $29.00    $31.00   $33.00   $35.00   $44.00
Mile              $ .00     $ .00     $.00    $ .00    $ .00
Hourly            $9.66    $10.31   $10.98   $11.64   $14.66

Primary insurance coverage is provided in the following amounts:
$100,000/$300,000 bodily injury and $50,000 property damage insurance. Avis assumes all fire, accident, and collision losses. Collision damage is assumed by Avis and payment of the daily CDW, Collision Damage Waiver, or LDW, Loss Damage Waiver, fee is not authorized. All drivers must have a valid driver’s license. All vehicle accidents should be reported promptly to Avis.

The contract does not prohibit the use of rental vehicles that have lower net rates including primary insurance coverage, payment of the collision damage waiver fee, and cost of fuel, or when the contract vendor cannot provide vehicles. It is important to note that collision damage insurance should be purchased if a vehicle is rented from other than Avis.

State employees are not authorized to secure Personal Accident Insurance (PAI) coverage at state expense but may secure the coverage by personally making payment at the time of rental.

Avis Rent A Car has offered state employees state rates and insurance coverage for personal use. NOTE: PERSONAL RENTALS WILL CARRY A $3000 LDW RESPONSIBILITY, MAKING THE RENTER RESPONSIBLE FOR THE FIRST $3000 OF DAMAGE TO THE VEHICLE.

The special city surcharges listed below are added to the out-of-state daily rental rates for thecities listed. The surcharges are added to the day rate for each day of rental.

$3.00 – Dallas, TX; Houston, TX, Minneapolis/St. Paul, MN, San Francisco/Oakland/San Jose, CA, St. Louis, MO, Detroit, MI, Kansas city, MO, New Orleans, LA, Seattle, WA

$5.00 – Atlanta, GA, Boston, MA, Chicago, IL, Baltimore, MD/Washington,DC, Hartford, CT, Philadelphia, PA

$10.00 – Manhattan, Newark, NJ. New York Airports, New York Metro Area

Initially Avis will have locations in Gainesville at the Gainesville Regional Airport. Please contact Susan Bertie or Lianna Kinsman in University Travel at 392-1245 for additional information or if you have questions. IFAS travelers should direct inquires to Judy Pinner at 2030 McCarty, PO Box 110060, or 392-2797 and Engineering travelers should direct questions to Kim Boynton at 545 Weil Hall, PO Box 116550 or 392-5891.

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