Rentals at the Automotive Center
UGA Vehicle Rental
The automotive center operates a rental fleet of approximately thirty vehicles including sedans, minivans, twelve passenger vans, work vehicles.
Full time UGA employees may rent vehicles for UGA business related travel.
To reserve a vehicle visit the UGA rental site. New users contact the rental program coordinator at [email protected] or call 706-542-7526
Rental vehicle driver must comply with the UGA Motor Vehicle use policy.
Value added services
Onsite parking – rental customers may leave their personal vehicles parked at the automotive center for no charge during the term of the rental. Parking is inside a securely fenced area during non-business hours. Rental customers are given a gate key to return rentals and retrieve personal vehicles after hours.
Fuel included – each rental vehicle has its own fuel purchase card. Fuel purchase cards may be used for wholesale fuel at the automotive center during normal business hours or retail fuel at most retail fueling locations. Drivers must be sure to complete DOAS fuel card acknowledgement in order to receive a fuel PIN. Completion certificates and 810/811 number, on which the PIN is based, can be emailed to [email protected]. Drivers are encouraged to verify that their fuel PINs are active before leaving the rental office.
Maintenance included – rental vehicles are enrolled in maintenance programs endorsed by the State of Georgia. If you have a maintenance concern during regular business hours (8 AM – 4:30 PM, Monday – Friday), please contact the rental office at 706-542-7526. After hours and/or outside the Athens area, please call ELEMENT (1-800-638-7900).
Insurance & Collision repairs – Rental vehicles will given a walk around inspection prior to departure. Unrepaired damage larger than a peach will be noted. Damage during the term of the rental should be reported to NetClaims via https://doas.ga.gov/risk-management/report-accident or 1-877-656-7475
Inter-departmental billing – Rental charges are processed via inter-departmental billing. Rental rates are published in the rental portal. Customers will be asked for a valid SPEED-TYPE (abbreviated chart-string) as part of the booking process. Customers will receive an invoice via email when rental transactions are closed.
Terms & conditions
General
The University of Georgia’s Automotive Center provides competitively priced rental vehicles for approved business travel as an alternative to traditional vehicle rental services such as Enterprise and Hertz. Use of UGA rental vehicles is governed by same policies as other vehicles in use by the organization. Please refer to the UGA Motor Vehicle Use Policy, OPB/DOAS Policy 10 and the Georgia Fleet Management Manual for additional details. Automotive Center team members will be happy to provide policy guidance, however, adherence to applicable policies is the renter’s responsibility.
Fees & Charges
Daily rental charges are assessed for each twenty-four hour period during the term of the rental. Partial day periods are rounded up to the next full twenty-four hour period.
Mileage Charges: In addition to the daily charges there is an additional charge of $0.79 cents per mile driven. Miles driven will be determined as the difference between the starting and ending mileage over the rental period.
A twenty-five dollar fee will be assessed for cancellations with less than twenty-four hours notice.
Late returns will be assessed as a twenty-five dollar per day fee in addition to the regular daily fee.
Fines and Violations
Renters are responsible for all traffic violations, tolls or fees assessed against the vehicle during the rental term. Such fees include, but are not limited to, speeding tickets, parking tickets, tows, tolls and/or other traffic violations. The automotive center will forward any invoices to the rental approver.
Notice: The state of Georgia is not exempt from highway tolls. Renters are responsible for payment of all tolls. Reimbursement may be available from the renter’s department as a part of their approved travel itinerary.
Purchases on the Trip
Each rental vehicle has a functioning WEX fuel purchase card to be used for rental vehicle fuel during the term of the rental. Drivers will ensure that their individual fuel PINs are active prior to leaving the Automotive Center. The Automotive Center will not reimburse drivers for fuel purchases, maintenance nor repair. WEX fuel cards are in the driver’s pouch inside each rental vehicle. Rental vehicles are enrolled in a Roadside Assistance Program. In the event of breakdown, call ELEMENT (1-800-638-7900) for assistance.
Vehicle Condition
The vehicle must be returned in the same condition as received, allowing for normal wear and tears. A joint inspection at pickup will be conducted to document any existing damage of rental vehicles prior to leaving. A similar joint inspection will be conducted and documented at the end of the rental term. The renting department will be responsible for physical damage during the term of the rental.
A fee for cleaning/detailing will apply for the vehicle’s interior or exterior for excessive stains, trash, dirt, soilage, and odors after the vehicle is returned.
Accidents
If a collision occurs, move to a safe location and notify the responsible supervisor. Call the police and take pictures. Report the incident to Net Claims toll free (1-877-656-7475). Obtain the case number, jurisdiction and follow up information to obtain a copy of the police report. Please cooperate with all law enforcement officers. Insurance card information is in the glove box of each rental. Failing to call the police, Net Claims or leaving the scene can make you liable for the full value of vehicle damage.
APD (Auto Physical Damage) AGREEMENT POLICY (APD-401-14-19)
- All Collision losses are subject to a $500 deductible per covered “auto”
- All Comprehensive losses are subject to a $500 deductible per covered “auto”, unless loss is due to fire or lightning, then no deductible applies.
- All losses caused by a collision between a covered “auto” and property owned, leased or controlled by the same State entity are subject to a $1,500 deductible.
Restrictions
Only passengers on an approved business travel itinerary are authorized in rental vehicles. Only listed drivers on the rental agreement are to operate the vehicle. No hitchhikers or unauthorized riders, including family members and/or anyone not affiliated with the University of Georgia. Exceptions may be approved on a case-by-case basis for passengers associated with the official business purpose of the authorized travel.
Driving off-road/unpaved roads is prohibited.
No driver or passenger may consume alcoholic beverages, vape or use recreational drugs while operating the rental vehicle. Rental vehicles are a 100% smoke-free fleet.
Firearms, ammunition, or explosives are prohibited and not to be transported. (UGA Law Enforcement Officers excluded). Rental vehicles will not be used to propel or tow any vehicle or other object, nor take part in any race or contest, nor carry passengers beyond the vehicle’s design capacity, nor for any illegal activity. Registered service animals will be permitted with prior approval.
All authorized drivers must operate and park the vehicle in compliance with all laws, regulations, and ordinances on & off University of Georgia campus. Drivers must refrain from using mobile phones or other handheld devices and use safe-driving practices while operating the vehicle.
Drivers are not to leave the vehicle unattended unless all windows, doors and trunks are closed, locked and the vehicle is in a secure location where you are allowed to park.
Personal Property
The University of Georgia is not responsible for damaged, lost or stolen items inside of the rental vehicle.
