If you’ve correctly reserved your vehicle under the program and your department or agency name appears on the contract, the rental car company is required to provide coverage to the U.S. Government and its employees against liability for personal injury, death, and property loss claims arising from the use of the vehicle; however, the traveler or the traveler’s organization may be liable if an incident occurs due to negligence, recklessness, or circumstances unrelated to official business. For a complete accounting of exceptions to coverage, see Section 20.2 of the U.S. Government Rental Car Agreement.
Current claims coverage limits are:
- Personal injury/wrongful death: $100,000 per person per event and $300,000 for all persons per event
- Property damage: $25,000
If state or foreign law requires more favorable insurance terms than those identified in Agreement #5, then those terms apply. For example, the minimum insurance amounts required by law in Germany are much higher; therefore, a rental car vendor located in Germany and participating in Agreement #5, would be responsible for claims up to German minimums.
Per the Joint Travel Regulations, par. 020209, Table 2-8, and the Federal Travel Regulations (§301-10.450(d)), a traveler is not to be reimbursed for purchasing pre-paid refueling options for rental cars. If a traveler cannot refuel completely before returning the vehicle because of safety issues or the location of the closest fueling station, the traveler should discuss their concerns with their authorizing official to obtain authorization or approval for vendor refueling charges.
Roadside assistance coverage is limited. Participating rental car companies are required to provide travelers with a 24/7 phone number (toll-free or vendor-paid) to call for assistance with
- towing if the vehicle is damaged (see U.S. Government Rental Car Agreement, section 20
- assistance with a tire change if the vehicle contains no spare tire, or
- a battery jumpstart if the battery is defective.
All other roadside assistance is elective and the traveler or the traveler’s agency must pay if authorized or approved.
You may be reimbursed for a toll collection transponder ONLY if your authorizing official has deemed it necessary and has authorized its official use (see Joint Travel Regulations, par. 020209, Table 2-8, line 16)
The tolling authority will invoice the rental car company for the cost of the tolls and an administrative fee. The rental car company will pay the bill then charge the renters credit card for the tolls and administrative fees. The renter will receive a copy of the bill and an amended receipt at the email address provided at the time of pick-up or if no email was provided to the address on the driver’s license. To avoid an administrative fee, a traveler can pay the toll(s)through the tolling authority website. The toll(s) are usually available for payment within 3-5 days after using the toll road. Look for options such as “search and pay by license plate” or similar and enter your Government Travel Charge Card information. Be sure to save the receipt for your records for reimbursement.
No, it is the traveler’s responsibility to research their official travel location and decide whether to use travel routes that avoid tolls or to seek authorization for the cost of a toll collection transponder.
Per the Joint Travel Regulations, a compact vehicle is the standard size for official travel and travelers should always select a compact car as the vehicle of choice when making a reservation. Your authorizing official may approve a larger vehicle if certain requirements are met (see JTR, par. 020209.A and FTR §301-10.450) are met. If a rental company allows you to bypass the counter and go directly to the lot to select a vehicle, you must keep the class reserved unless the company offers an upgrade at no cost./p>
Government employees should consult their servicing legal offices, as well as their contracting officer’s representative for specific guidance before transporting additional passengers, family members, or anyone not on authorized travel. Vehicles rented by government employees are for travel on official business only. Authorized drivers, if properly licensed, include the renter, and without additional charge, the renter's fellow Government travelers ages 21 and over in official travel status while acting within the scope of their employment duties. Additional drivers ages 18-20 must be listed on the rental agreement. There is no need to list additional drivers ages 21+ on the rental agreement.
Use of a vehicle rented through the program is limited to official purposes, including transportation to and from duty sites, lodgings, dining facilities, drugstores, barbershops, places of worship, cleaning establishments, and similar places required for the traveler’s subsistence, health, or comfort. All other personal uses of a vehicle reserved under the U.S. Government Rental Car Program is prohibited.
If a traveler takes leave in conjunction with Temporary Duty (TDY), the traveler must return the vehicle they rented for official business before they begin their leave. The vehicle used during leave must not be under the same rental agreement used for official business. Rental car companies may extend government rates for leisure travel, but government leisure rates do not include the benefits of the U.S. Government Rental Car Program.
Contact the rental car company directly for help or to report a customer service issue. If you need to elevate the issue, contact DTMO using the Rental Vehicle Assistance Tool [login required]. You may also email DTMO’s car rental team at dodhra.mc-alex.dtmo.mbx.rental-car-program@mail.mil.
Yes, an underage driver fee applies for travelers ages 18-20 and underage drivers must be named on the rental agreement. The underage driver fee is reimbursable if the traveler is required to drive or serve as an alternate driver (see JTR 020209, Table 2-8, Items 19 and 20; FTR changes pending).
Insurance is not reimbursable unless required by foreign law. Research the country’s requirements prior to travel or seek guidance through agency legal counsel.