Vehicle Rentals

The State of California has negotiated a new rental car agreement. The primary car rental vendor is Enterprise Rent A Car for all government travel. In the event that the primary vendor is unable to provide service the secondary vendor must be used. The secondary vendor, Vanguard Car Rental USA is the parent company of Alamo and National Car Rental. Departments are required to ensure that the secondary vendor is only used when the primary vendor cannot provide service.

Primary Vendor

Enterprise Rent A Car
Base Rate $ 32.39
Maximum Rate $38.84 (excluding New York City)

Secondary Vendor

Vanguard Car Rental USA: Alamo / National
Base Rate $ 33.90
Maximum Rate $80.75

To rent a vehicle, please use Enterprise Rent A Car's web site.

1. Enter the location of the rental
2. Dates needed
3. Choose vehicle needed
4. Enter Renter's Contact Information
5. Enter fund and Dept. ID (This is important as it will be billed to the fund and Dept. ID entered) You will not be required to use a credit card, your rental will be direct billed to your department.

(Do not include the rental on your travel claim. Your claim is only for the amounts you have spent.)

In the event that the primary vendor is unable to provide service the secondary vendor must be used. To book with Alamo and National call Giselle's Travel.

Employees must use one of the commercial car rental companies currently under contract with the State of California when renting a vehicle for Official State business travel. The University will not pay for the rental of a vehicle from a company that does not have a contract with the State. Unlimited mileage, insurance and airport fees are included in the State contract rates.

In the event that employees rent from a company that does not have a contract with the State, his/her department or agency may be legally responsible for all damages (bodily injury, death and property damage) sustained by others as well as property damage to the rental vehicle.

Payment for vehicle rentals MUST be by American Express Corporate Card or billed to a Cal Poly Department using the travel agency. Cash, personal checks, and personal credit cards are not authorized forms of payment. Failure to make payment with the American Express Corporate Card or via the travel agency will void contract obligations, including insurance coverage. Reservations can be made directly through Giselle Travel Agency at the toll free number listed below. Giselle Travel Agency is a full service agency and has designated several agents for Cal Poly. In order to use this agency please:

1. Contact the toll free number 800-523-0100, or the after hours 24-hour line 800-584-8804.
2. Identify yourself as a Cal Poly employee traveling on state business.
3. The agent will ask you for your chart field string Account number, Fund and DeptId number. There is no fee for this service.

(Your Rental car will be billed directly to Cal Poly, do not put this expense on your claim form.)

See the Travel web site or call John Sullivan at (805) 756-1717 for more travel info.

Insurance Information

Please note that if you are renting a truck locally you should use the Enterprise Rental Agency in order to have appropriate insurance coverage and obtain the state contracted rental rate. None of the other rental agencies offer truck rentals under the state contract. If you are unable to use Enterprise to rent a truck then you must pay for the additional insurance that the rental agency provides, which will be reimbursed. The following insurance grid provides important information regarding automobile insurance coverage for a variety of different travel scenarios.

For more information: State Rental Car Contract Information

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