Car Rental

How do I get reimbursed for my car rental?

The State of Florida has contracted with Avis Budget Group, Inc, the parent company of Avis Rent-A-Car to provide vehicle rental services. In addition, Florida State University has also contracted with Enterprise Rent-A-Car, National Car Rental, and Hertz. Avis/Budget, Enterprise/National, and Hertz will be referred to as “contracted vendors.” The FSU Vehicle Rental Matrix has been created to assist departments when needing to rent vehicles for business and leisure use.

The University encourages travelers to only use the non-state contract vendors when Avis/Budget cannot be utilized. Travelers should use one of our contracted vendors when reserving vehicles. If there is a justifiable business reason to rent a vehicle from a non-contract vendor, the traveler should purchase collision and comprehensive coverage insurance from the vendor. They should not purchase liability coverage as the University is self-insured. Travelers who need to rent a vehicle for foreign business travel should choose the most economical vendor that meets their needs, including collision and comprehensive insurance. Travelers should also purchase any insurance required to drive in that country.

The University will only reimburse for compact-size vehicles unless justification is provided detailing the necessity for a larger vehicle. An upgrade to a larger vehicle based on individual size or stature is the responsibility of the traveler unless required for ADA purposes. Please ensure the Office of Human Resources has your request for Reasonable Accommodation on file before traveling. Rental of GPS units are reimbursable when necessary for conducting official University business.

FSU Students traveling on behalf of Florida State University for business should book in Concur or bring proof of employment (pay stub, appointment letter, etc.) when picking up a rental car.

If using a rental car, FSU will only reimburse you for gas purchases. Make sure you keep the receipts from your travels and provide them for us at the end of your trip. Please note that FSU requires you to return the rental car with a full tank; they will not pay any fees associated with returning the car without being filled up.