AnCon09 DTMO
- 1. Defense Travel Management Office Society of Government Travel Professionals February 4, 2009 U.S. Government Rental Car Program Mr. Tracy Ramsey
- 2. Overview Overview of DTMO History of Program Purpose Features Benefits Rental Car Agreement Reservations Procedures Rates Insurance & Damage Liability Unauthorized Usage of a Rental Car Accidents/Service Failures
- 3. Genesis of DTMO DTMO established in February 2006 to: Consolidate and improve commercial travel oversight and management within DoD Serve as the single focal point for commercial travel both within the Department and with industry ensuring consistency in the Department’s focus, policy, and execution DTMO maintains central oversight for: Commercial travel management Travel policy and implementation Customer support and training DoD Travel Card program management Functional oversight of the Defense Travel System (DTS)
- 4. Program History In 1985, Surface Deployment and Distribution Command (SDDC) was tasked to manage the DoD Rental Car Program In 1986, SDDC implemented the program and expanded it to all federal government agencies In 2007, the program transferred from SDDC to the Defense Travel Management Office (DTMO)
- 5. Purpose Provide the best value for government travelers on official travel Official travel is limited to transportation to and from duty sites, lodging, dining, or similar places required for subsistence Official travel status is authenticated by the following: Travel Authorization / Order Government Travel Charge Card (GTCC) When GTCC used as identification for official travel status--cost of rental must be charged to that card
- 6. Program Features 17 rental car companies at over 7,000 rental locations Federal government interface with vendors and customers Provide claim and dispute assistance Rental Car Agreement Clearly defined benefits CY07 - $411M
- 7. Program Benefits Unlimited Mileage No fee for Liability Insurance Additional drivers added at no cost Drivers 18 and over allowed to rent vehicles with no underage drivers fee Variety of vehicles Type Model Economy Chevrolet Metro Mid-Sized Dodge Neon Full-Sized Nissan Altima Station Wagons Self Explanatory Mini-Van Self Explanatory Sports Utility Vehicle Self Explanatory
- 8. Rental Car Agreement Outlines terms and conditions that govern the program Addresses the following areas: Rates Reservation procedures Insurance and Damage Liability Accidents or Repairs Program benefits Official Travel status Authorized Drivers Claims Processing
- 9. Rates DTMO approve ceiling rates offered by car rental companies Rates may be lowered but not raised without approval Rates do not include penalty restrictions Total charges include Government Administrative Rate Supplement (GARS), state/local fees and taxes GARS, a $5.00 per day fee that offsets free benefits and application of terms on a worldwide basis Include unlimited mileage (except one way rentals)
- 10. Rates (continued) Weekly rates cannot exceed 6 times the daily rate Ceiling rates are not subject to blackout dates Rates do not require advance reservations Rates do not require a minimum rental period
- 11. Reservation Procedures Rentals must be obtained through approved booking channels Commercial Travel Office TMC Defense Travel System E Travel System Terms and conditions apply only when the traveler is charged the government rate Travelers are “responsible” for ensuring they are charged the government rate Rental rates confirmed must be guaranteed and honored for 60 days from the time of reservation
- 12. Reservation Procedures (continued) Vehicle must be available and the contract ready when renter arrives If vehicle is not available, company will make arrangements to provide a vehicle through another participating location If size/class reserved is not available, company must offer an upgraded vehicle at cost or smaller car at reduced rate (with renter’s consent) Confirmed reservation must be held for a minimum of 2 normal business hours after renter’s scheduled flight arrival time Charge / credit card numbers are not required to make reservations
- 13. Insurance and Damage Liability Car rental car companies provide liability coverage for personal injury, wrongful death and property damage at the following limits: $25,000 for property damage $100,000 per person $300,000 for all persons Coverage does not address theft of personal or government property from rental cars
- 14. Insurance and Damage Liability (continued) Personal accident insurance or coverage may be offered but is not a prerequisite for renting a vehicle This type of insurance is generally not a reimbursable unless it is a mandatory OCONUS requirement Certain OCONUS locations require renters to purchase insurance, which is a reimbursable expense
- 15. Unauthorized Usage of a Rental Car Obtaining vehicle through fraud or misrepresentation, or damage or loss is caused intentionally by an authorized driver Operation of the vehicle by a driver who is under the influence of intoxicants or any prohibited drugs Use of the vehicle for any illegal purpose Use of the vehicle in pushing or towing another vehicle Use or permitting the vehicle to carry passengers or property for hire Operation of the vehicle in a test, race or contest
- 16. Unauthorized Usage of a Rental Car (continued) Operation of vehicle in live artillery fire exercises, or use in training for tactical maneuvers Operation of vehicle by a person other than an authorized driver Operation across international boundaries (unless specifically authorized at the time of rental) Theft of rented vehicle (unless the renter can show the keys were stolen through theft or robbery) Operation of vehicle off of paved, graded, state or professionally maintained roads, or driveways (unless the company has agreed to this in writing beforehand)
- 17. Accident Claim Resolution Steps If a renter is involved in an accident they should: Notify police, obtain a police report If no police report is available, renter must provide rental company with information from all parties involved in the accident Keep record of location and representative that assisted for follow-up purposes Promptly notify the car rental company Complete a rental car company accident report (as required)
- 18. Accident Claim Resolution Steps (continued) If rental car company deems claim is covered under the “Agreement” Accident cost should be paid by rental car insurance Claims not covered under “Agreement” Rental car company will render a bill to the agency Agency May confer with DTMO for further assistance regarding unsolved claims
- 19. Service Failures Resolution Steps Travelers should address service failures in the following order: Seek resolution directly with rental agency Notify local Commercial Travel Office/Travel Management Center/Transportation Office/Travel Office Advise DTMO
- 20. Ongoing Initiatives Rental Agreement Review Terms and conditions Quality assurance plan Analysis of GARS Incorporate “Green” Initiatives Develop and execute a plan to communicate with stakeholders and market program to federal government
- 21. DTMO Website Rental Car information on DTMO website includes: Copy of the US Car Rental Agreement Vehicle Claims System Vendor contacts Car Rental Rates (Ceiling Rates) https:// www.defensetravel.dod.mil
- 22. Questions
- 24. Rental Claims – Submit a Rental Car Claim
- 25. Rental Claims – Submit a Service Issue
- 26. Rental Claims – Submit a Service Issue/Complaint
Editor's Notes
- #2: Good Afternoon, As the slides says I’m Tracy Ramsey from the Defense Travel Management Office and I’m going to provide you a briefing on the U.S. Government Rental Car Program. As with so many of our commercial travel programs the partnership we have with the commercial vendors is a key to it Success. (Recognize the vendors) Before I jump into the briefing I would like to introduce some other key players in regards to the Rental Car Program. Ms Andrea Carlock, the Deputy Division Chief in Commercial Travel Division and Ms Christine Braswell, the program’s Subject matter expert. Now that you know I’m just a mouth piece for them both, let proceed with the briefing.