Rules and regulations for vehicle rentals, accident reporting

November 17, 2021

Below are some important rules and regulations in reference to vehicle rentals and accident reporting.  Please take a few minutes to familiarize yourself with the below important information.

Georgia Southern faculty and staff traveling on institution business should first become familiar with the statewide travel regulations which are located at: https://sao.georgia.gov/state-travel-policy. 

For additional guidance, review the Travel Policy Supplement located in the Digital Commons centralized electronic repository.

RENTAL VEHICLE VENDORS

Mandatory State Contracted Vendors

There are two statewide contracts with specified car rental vendors. Please note the significant change from previous communications. 

Hertz is a statewide contract vendor for any in-state rentals. Hertz is also the statewide contract vendor for all airport locations, both in and out of the country. To reserve a vehicle, go to www.hertz.com., scroll to the bottom, under “Travel Agents” select “Applicant Program.” Enter Georgia Southern’s Applicant Program Number or call 1-800-654-3131.  When renting for personal use, USG employees can utilize the Georgia Corporate Discount Program (CDP) number which is “18108.”

Enterprise is the mandatory state contract vendor for all in-state for non-airport locations. (This means if you are picking up in-state at a non-airport location.) To reserve vehicles with Enterprise, log into your my.georgiasouthern.edu page. The link is located in the “Other Links” section. To complete this online reservation, you will need the reservation details (please consider Enterprise’s business hours for pickup/return times), speed type number, and budget manager’s name. This car rental expense will be directly billed to the University.  To reserve a van for an excess of 12 passengers, cargo van or box truck, please contact the local Enterprise office.

RENTAL VEHICLE INSURANCE

Collision coverage insurance is included in the statewide contract at no additional cost to the University. Rental vehicles must be rented under the statewide contract for the collision coverage to be in effect for vehicles under the statewide contract. The following vehicles are NOT under the statewide contract: cargo vans, box trucks and vehicles for an excess of 12 passengers; therefore, collision damage coverage must be accepted and purchased when renting these types of vehicles.

The statewide contract insurance coverage excludes any travel outside the continental U.S., with the exception of Canada; therefore, the traveler must accept the collision coverage offered.

The state liability policy is only in effect while the traveler is using the rented vehicle for official University business. For this reason, personal use of the vehicle, including allowing friends or family members to ride in a University rented vehicle, is prohibited.

GEORGIA LIABILITY INSURANCE IDENTIFICATION CARD

The State of Georgia Government Vehicle Liability Insurance Identification Card which was effective July 1, 2021, is available for printing on our Automobile Insurance and Liability page.  

Please place a copy in every state vehicle. In addition, this card should be carried by every state employee that drives a rental or a personal vehicle while conducting official University business.  Please note that the State does not monetarily cover any damages to your personal vehicle if used for official University business.

REPORTING VEHICLE ACCIDENTS

First, you must notify the proper police authority from the scene of the accident and seek any medical attention that is necessary. Make sure to get the report number and other pertinent information including information for any third parties involved. All accidents must be reported to your supervisor as soon as possible.

University Vehicle

For University vehicle accidents, drivers should follow the accident reporting procedures as outlined on the bottom of the Georgia Insurance Identification Card and contact (877) 656-7475 (Net Claims) to report accidents within 48 hours. 

Rental Vehicle

For rental vehicle accidents, drivers should contact the rental agency to report the incident as soon as possible. 

Personal Transport Vehicle

For utility/golf cart accidents that occur on our campuses, the department should contact Risk Management to report the incident as soon as possible. Risk Management will guide the department on needed documentation and any further actions required.

VEHICLE SAFETY REMINDERS

• Always give driving your full attention — avoid eating, drinking, cellphone use and other distractions while driving.
• Always allow a safe following distance, consider weather and road conditions and never tailgate. Allow at least four seconds between you and the vehicle in front of you.
• Follow all traffic laws — fully stop at stop signs, yield to pedestrians and follow posted traffic patterns.
• Do not exceed the posted speed limit when driving a vehicle.
• Drive at speeds safe for the conditions – slow down during large campus events such as athletic events and concerts, class change times, poor weather including rain, ice, and snow, and during evening and early morning hours.
• Yield to pedestrians at all times.
• Share the road: be mindful of bikers, scooters and skateboarders.
• The driver should make sure all passengers have seat belts on before leaving.