Travel Update 18-04
|TO:||Agency Travel Coordinators|
|FROM:||Michael Hoffman, Chairman|
|DATE:||February 14, 2018|
|SUBJECT:||Car Rental Contract|
The purpose of this update to inform employees that the State of Illinois no longer has a Preferred Rate agreement with Budget Rent a Car.
CMS, on behalf of the Governor's Travel Control Board, is working to establish a new contract for car rental services to alleviate the requirements listed below. In the interim, when rental car services are required, you must follow your agency's procurement requirements. In most cases, this will mean contacting three (3) vendors and selecting the most economical service based on prices, mileage included, etc. More detailed information can be obtained by contacting your Agency Procurement Officer.
Section 3000.300 (a) states that all travel shall be by the most economical mode of transportation available considering travel time, costs and work requirements. Please keep in mind that the following stipulations are still in place when renting a car to be used for official State of Illinois business travel:
- Only compact or mid-size classes of automobiles can be rented without authorization.
- Employees must adhere to the refueling policy of the rental company and cannot utilize a fuel pre-payment option.
- The Collison Damage Waiver or any other type of insurance offered must be declined.
- Additional options offered such as GPS, may be accepted for the employee's convenience but will not be reimbursed.
For your convenience, below is a list of the toll free numbers and internet addresses for the primary car rental companies although any company, with the lowest rate, can be utilized.
Payment methods include personal debit or credit card. Employees will be charged taxes which are reimbursable.
As the appointed Travel Coordinator for your agency, it is your responsibility to disseminate this information to all appropriate personnel within your agency. If you have any questions please contact Kelley Wells, State Travel Coordinator, at (217) 782-4705 or by email at Kelley.Wells@illinois.gov.