Travel Update 26-03

TO: Agency Travel Coordinators

FROM: Raven A. DeVaughn, Chairman

DATE: August 25, 2025

SUBJECT: Car Rental Agreement – Hertz

The Governor’s Travel Control Board (“the Board”) wishes to announce that an agreement with Hertz has been established and will be in effect until August 1, 2026. This agreement will provide discounted rates and services to state agencies and employees, to be utilized while traveling on Official State of Illinois business.

The rates and car classes applicable to the State of Illinois may be found on the State Travel website under Car Rental Agreements.

For your convenience here is a listing of all Illinois Hertz locations.

• The agreement only applies to rentals made at locations within the State of Illinois.
• Age Requirements: Minimum rental age of 18 when traveling on State business.
• Employees shall not smoke in any Hertz vehicle, and Hertz may charge for any smoking damages caused by the employee or the employee’s passengers in the vehicle while in the employee’s possession. Smoking/cleaning/damages costs will vary across locations; with the maximum charge being $400.00.
• No charges for additional drivers.
• 24/7 Roadside Service.
• Unlimited mileage for same pick up and drop off location.
• Check with the Hertz facility prior to renting a one-way rental, as not all locations offer this option. The charges for a one-way vehicle rental are the base rental rate (Daily rate) plus any other allowable charges. For distances greater than 500 miles, an additional drop fee of $125.00 will be charged.
• Damage Collision Waiver (DCW) is included in the State rate. Therefore, employees should always decline the loss/collision damage waiver/insurance coverage that is offered, when renting a vehicle under this agreement.

• Make an Online Reservation at: www.hertz.com/stateofillinois
• Make a Telephone Reservation at: 1-800-654-3131

• Personal Credit/Debit cards are accepted - Rental Terms (hertz.com)
• Hertz will accept Direct Billing as a form of payment through an application process. To set up a direct bill account, Agencies should contact Nadika Perera at nadika.perera@hertz.com or (239) 301-7635.

• State of Illinois ID
• Driver’s License
• State Identification Discount/CDP/Club Code #: 64265

• Employees must adhere to all refueling polices and must return vehicles with the proper level of fuel before returning to the rental location. If a vehicle is returned without the proper volume of fuel, the employee will be responsible for all refueling charges assessed and will not be eligible for reimbursement by the State of Illinois.
• Employees are not allowed to accept pre-paid refueling or other refueling options.

When traveling for business, employees now have convenient options for toll coverage. Specifics on these options can be found on the State Travel website under Car Rental Agreements.

• If the employee elects to purchase a GPS or navigation service offered by the rental company, those additional charges will not be reimbursed by the State of Illinois.
• When traveling out-of-state or within an area of the state in which there is not a Hertz location within a reasonable distance, three vendors must be called and the lowest price accepted. In the event an employee requires an out-of-state rental or requires an in-state rental from a vendor other than Hertz, the employee is strongly encouraged to obtain the damage and collision insurance, as the State’s Auto Plan will not cover property damage to rental vehicles in most instances, resulting in the employee being personally responsible for any damage to the rental vehicle. The purchase of such coverage shall be reimbursable by the State.
• Airport Surcharge Fee may apply: Locations and costs vary. See the airport surcharge list for applicable fees.
• Franchise fees may apply. Locations and costs vary. See franchise fee list for applicable fees.
• Hertz pick up or drop off of vehicles to Authorized Users: service availability and delivery fees vary by location, please contact the franchise location for more detail.
• Please check your invoice to make certain that tax has not been charged as this invoice will need to be submitted for your travel reimbursement. If tax is charged, when you return the vehicle ask the agent to remove the tax and provide you with a new invoice. If travelers encounter issues, they may contact Nadika Perera at Nadika.Perera@hertz.com or (239) 301-7635.

As a reminder, employees should always decline the loss/collision damage waiver insurance coverage offered when renting a vehicle under this agreement.