Rental Car Basics for TDY Assignments
Rental cars are often authorized for TDY when they are more cost-effective than other transportation options or when public transit is unavailable. Knowing the rules helps you avoid out-of-pocket expenses.
Before renting a vehicle, confirm that your travel orders authorize a rental car. Without explicit authorization, you may not be reimbursed. Your orders should specify what size vehicle is approved, typically compact or intermediate class.
Government Rates and Insurance
Always request the government rate when booking through Defense Travel System or directly with contract vendors. Government rentals include insurance coverage, so decline the rental company’s additional insurance offers to avoid paying for unnecessary coverage.
Fuel and Mileage
Keep all fuel receipts for reimbursement. Only official travel mileage is covered, so avoid using the rental car for personal trips unless you track and exclude that mileage from your voucher claim.
Return the vehicle with a full tank to avoid inflated refueling charges from the rental company. These charges often exceed what you would pay at a gas station and may not be fully reimbursable.
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