Rental Vehicle Contract

Published: October 7th, 1996

Category: Memos

John P. Kruczek, University Controller

Effective October 1, 1996, the State of Florida contract for rental of vehicles with Avis Rent-a-Car Systems has been extended through September 30, 1997. 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 an Avis Company Travel Order (“ACTO”) to have rentals billed directly to the University. ACTO’s are available in:

Finance and Accounting Travel Office       Engineering Travel Office
Contact:  Harland Hittle                Contact:  Virginia Courtney
Address:  114 Elmore Hall/PO Box 115350        Address:  545 Weil/PO Box 116550
Phone:  392-1245                        Phone:    392-5891

IFAS Travel Office                Health Center Business Office
Contact:  Judy Futch                        Contact:  Diane Byrnes 
Address:  2030 McCarty/PO Box 110060        Address:  Room AG-137/PO Box 100005
Phone:  392-2797                        Phone:  392-2772


        VEHICLE CLASSES                    VEHICLE CLASS CODES
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 Code1 (A)  2 (B)    3 (C)     4 (E)     5 (V)

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 Code1 (A)  2 (B)    3(C)      4 (E)5 (V)

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 Avis 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 the cities 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

Avis has locations in Gainesville at the Gainesville Regional Airport (376-8115) and the Radisson Hotel (371-2424). The Radisson Hotel location is open Mon.-Fri., 7:00 am – 6:00 pm and Sat.-Sun. 9:00am – 1:00pm. The Gainesville Regional Airport location is open Mon.-Fri., 7:00am-11:00pm and Sat.-Sun., 8:00am-11:00pm.

Please contact Susan Bertie or Etta Green in University Travel at 392-1245 for additional information or if you have questions. IFAS travelers should direct inquires to Judy Futch 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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