Car Rental
The State of Florida has contracted with Avis Budget Group, Inc, the parent company of Avis Rent-A-Car to provide vehicle rental services. In addition, Florida State University has also contracted with Enterprise Rent-A-Car, National Car Rental, and Hertz. Avis/Budget, Enterprise/National, and Hertz will be referred to as “contracted vendors.” The FSU Vehicle Rental Matrix has been created to assist departments when needing to rent vehicles for business and leisure use.
The University encourages travelers to only use the non-state contract vendors when Avis/Budget cannot be utilized. Travelers should use one of our contracted vendors when reserving vehicles. If there is a justifiable business reason to rent a vehicle from a non-contract vendor, the traveler should purchase collision and comprehensive coverage insurance from the vendor. They should not purchase liability coverage as the University is self-insured. Travelers who need to rent a vehicle for foreign business travel should choose the most economical vendor that meets their needs, including collision and comprehensive insurance. Travelers should also purchase any insurance required to drive in that country.
The University will only reimburse for compact-size vehicles unless justification is provided detailing the necessity for a larger vehicle. An upgrade to a larger vehicle based on individual size or stature is the responsibility of the traveler unless required for ADA purposes. Please ensure the Office of Human Resources has your request for Reasonable Accommodation on file before traveling. Rental of GPS units are reimbursable when necessary for conducting official University business.
FSU Students traveling for business on behalf of FSU must ensure that their department reserves the rental vehicle using the appropriate billing number from the car rental company. Billing number applications for each company can be found in the FSU Vehicle Matrix. Please note that student employees who are not full-time employees are not eligible to use the State Contract for either business or leisure travel.
The University’s Travel Card is the preferred method of payment.
Personal Vehicles
A traveler shall be reimbursed 44.5 cents per mile, for justified use of their personal vehicle. Map Mileage and Vicinity Mileage have been replaced with Mileage and Documented Miles. The Mileage expense type incorporates Google maps to calculate the traveler’s mileage. The FDOT mileage table is no longer used. Documented Miles is for travelers who make many short, logged trips, or perform other work where a point-to-point accounting of their mileage would not reflect their entitled reimbursement. A mileage log must be attached.
Taxi or Rideshare Services and Car Service/Limousine
Taxi or Rideshare Services and Car Service/Limousine, plus reasonable tips (up to 20%) are reimbursable. Fares $40 and under do not require *receipts.
Parking Fees
Necessary and reasonable parking fees are reimbursable. Mandatory valet parking and reasonable tips (up to $1 per occasion) are reimbursable. Parking fees $40 and under do not require receipts*.
Tolls
Necessary and reasonable tolls are reimbursable. To obtain toll receipts, visit https://www.htallc.com/. Tolls $40 and under do not require receipts*.
*Note: All T-Card charges require a receipt.
