COMMERCIAL CAR RENTALS - 4117.2
Legal Authority
Government Code section 8314(c) – (Violation)
Definitions
Internal Combustion Engine: Vehicles powered by gasoline or diesel fuel.
Large/Oversize Vehicle: Vehicles classified to be larger than intermediate sized vehicles.
Long-Term Rental: Vehicles rented for 30 consecutive calendar days, or more than four (4) consecutive work weeks are considered a long-term rental.
Zero Emission Vehicle: Vehicles powered by electric batteries.
Policy
State employees on official business are required to make commercial car rental reservations through the Statewide Travel Program (STP). Reservations outside of STP will not receive the state’s contracted discounted rates and are a violation of SAM Section 4117. Use of the STP for personal use is prohibited. Any personal use could lead to civil penalties. (Gov. Code section 8314(c)).
Compact and intermediate are the required vehicle classes. All oversized vehicle rental requests must be approved in advance of travel dates.
Agencies/departments must obtain approval from the Office of Fleet and Asset Management (OFAM) for long-term commercial car rentals. Commercial car rental vehicles rented for 30 consecutive calendar days or more than (4) consecutive work weeks (excluding weekends and holidays) are considered a long-term rental. Circumventing the long-term rental approval process by re-renting week to week or with a short break after 30 consecutive days without seeking OFAM approval is prohibited.
Responsibilities
Employees:
A. Rental Options
The state’s commercial car rental contract includes both Zero Emission Vehicles (ZEV) and Internal Combustion Engine (ICE) vehicles as rental options. State employees are encouraged to rent ZEVs where available and feasible.
B. Large/Oversize Vehicle Rentals
When renting an ICE vehicle, state employees shall complete the Short-Term Vehicle Justification DGS OFAM 100 and submit to the department travel/accounting office/unit before making the rental reservation.
C. Long-Term Vehicle Rental Requirements
Obtain approval by the OFAM Fleet and Asset Management Unit (FAMS) for long-term commercial car rentals. Requests for approval to enter into a long-term commercial car rental agreement should be sent to DGSTLTL@dgs.ca.gov prior to renting the vehicle.
Fleet and Asset Management Unit:
Review and approve long-term rentals.
Resources