Travel Services
Rental Vehicles
Additional Information
Car rental reservations must be made through the Fermilab Travel Office. Preferred rental companies, Avis Car Rental and Ace Car Rental must be used when available.
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rental vehicles
Automobile Rental
The lab has direct bill arrangements with our preferred rental companies, Avis Car Rental and Ace Car Rental. Car rental reservations must be made through the Travel office. Preferred rental companies, Avis Car Rental and Ace Car Rental must be used when available.
Rental vehicles used in conjunction with official foreign travel require prior approval in the Rental Car Justification section on the Travel Authorization. If the rental of an automobile is required, compact models should be requested. Rental arrangements should be made with the Travel Office in advance of departure. Costs incurred for personal use of the rented automobile will be charged to the employee.
In the interest of minimizing travel costs, travelers are strongly encouraged to re-fill the fuel tank prior to returning the vehicle to the rental agency instead of opting for the rental agency refueling program.
Reimbursement of renting a GPS unit is an unallowable expense. If you choose to rent a GPS unit, you will be personally responsible for the cost of the GPS rental. You will also be held responsible for all costs in the event of a lost, stolen or damaged GPS navigation unit. Reimbursement for a lost or damaged GPS unit is also an unallowable expense.
A suggested alternative is to use www.MapQuest.com for free maps to your desired destination.
The Laboratory self-insures rather than purchasing the optional collision, liability, or medical coverage available on rental vehicles in the United States, Canada, and most European countries. Employees who take these options do so at their own expense. GSA auto rental rates that include additional liability coverage and collision damage waiver at no extra expense should be used when available.
The traveler is required to accept the car insurance provided by the rental agency while traveling in Asia, Africa and the Middle East.
Any incident/accident involving a rental vehicle should be reported immediately to the Fermilab Travel Office. Lab Extension(s): 8885, 3398.
09/2012