Rental cars often make or break TDY productivity. Navigating the Defense Travel System rental requirements while getting the vehicle you need requires understanding both regulations and practical strategies.
Authorized Rental Car Use
Rental cars require authorization in your travel orders before reimbursement. If mission requirements justify rental, ensure the orders reflect this before departing. Adding rental authorization after the fact creates complications during voucher processing.
Government rates through contracted vendors typically require booking through DTS or the designated travel agency. Using your personal loyalty accounts sometimes conflicts with government rates, though policies vary. Understanding your organization’s specific requirements prevents surprises.
Vehicle Category Selection
Compact cars represent the standard authorization for solo travelers. Upgrading to larger vehicles requires justification such as multiple travelers, equipment transportation, or road conditions. Documenting the reason for larger vehicles protects against audit questions.
Counter upgrades at rental locations fall into gray areas. If offered a free upgrade, most travelers accept without issue. Paid upgrades from your own pocket are your business. Charging the government for unauthorized upgrades creates problems.
Insurance Considerations
Government travel generally includes insurance coverage through the rental agreement or government programs. Purchasing additional insurance at the counter is typically unnecessary and not reimbursable. However, personal use during TDY might fall outside government coverage.
Understanding exactly what coverage applies to your situation prevents both unnecessary expenses and potential gaps. Checking with your organization’s travel office clarifies the specifics for your travel.
Fuel and Mileage
Returning vehicles with full tanks avoids inflated rental company fuel charges. Planning final fill-ups near the return location saves money. Keeping fuel receipts documents expenses for reimbursement.
Mileage between lodging and work sites is typically included in the rental. Personal use mileage may require separate accounting depending on organizational policies. Excessive personal use on government rentals invites scrutiny.
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