Instructions For Renting A Vehicle

The State Contract for Vehicle Rentals is with Avis

1. The ACTO (Authorized Company Travel Order) is to be used for Leon County
School oard business only. The ACTO is authorization to char!e LCS"s Avis
account for the rental fees. Contact Teresa #$yer (%&'()%*(*1+%) of the Accountin!
#epartment or your boo,,eeper for an ACTO form.
a. The form must have the name of the person authorized to rent the vehicle
(re!ardless of $hether or not the person is an employee).
b. School or #epartment authorizin! the travel must approve the ACTO.
-. Reservations for vehicles should be made as soon as travel plans are known. ou will be
re!uired to give Avis the LCS ./0A1# NUMBER,(contact your bookkeeper for the
number) . Reservations must be made in advance b" calling AVIS # 1(%''(22%(%-11$
Avis.com$ AVIS State of Florida A%& '(. # A112)'' )or division*s own A%&+$ or
"our travel agent. Re!uest State of Florida contract rates3 and use A%& )Avis %orldwide
&iscount+ A,,-.// )or division*s own A%&+. %ritten confirmation of reservations is
available on re!uest through Avis Representative listed below. It is recommended that
$ritten confirmation be re4uested for all rentals. Reference the A%& '0123R
listed below to assure the state rental rate is received. '(T34 The Compact )Class 2+
rental rate is not guaranteed without an advance confirmed car reservation for a compact
class rental vehicle.
Account 1anager
C"nthia %. 1etcalfe 56/#777#-8.. cmetcalf9avis.com
Responsible for service issues$ contract !uestions$ ma:or billing concerns$
special re!uests$ ;referred Renter Applications.
Account Service Representative
&ianna &inkins 5//#676#867, 3<T ,,.= ddinkins9avis.com
Contact for billing problems$ contract ad:ustments$ general !uestions$ direct
billing with purchase order$ and fa>ed receipts.
The vehicle classes "ou ma" rent are subcompact, compact, intermediate, full size (4
door) or mini-van. ou may not rent a vehicle class that is not referenced in the State
Contract with Avis. In accordance with Florida Statue ,//?.77 @Safet" and health of
students being transportedA section , item )d+ which states @1ultipurpose passenger
vehicles classified as utilit" vehicles with a wheelbase of ,,/ inches or less which are
re!uired b" federal motor vehicle standards to displa" a rollover warning label may not
be used.A

-. %hen picking up "our vehicle "ou must present "our approved ACT( )Avis Compan"
Travel (rder+. ou must write "our cost center number and name in the area under
additional information on the ACT( prior to giving it to Avis. In the bo> above
renter"s si!nature "ou must put the schools telephone number. )See sample ACT(
below+. 'ot presenting an ACT( ma" prevent "ou from receiving state contract rates and
charges to "our personal credit card. ou will be responsible for an" additional charges
resulting from this.
.. 5ou must retain your ori!inal !as receipts. The receipts are submitted with "our out#
of#count" travel reimbursement voucher. The vehicle should be returned $ith a full
tan, of gas to avoid additional fuel surcharges. Fuel surcharges are normall" higher in
cost then the cost of filling the tank prior to returning the vehicle. In accordance with
BCS2 Travel ;olic" and ;rocedures "ou must use the most economical means of
providing fuel for the rental vehicle.
6. The original receiptCinvoice "ou receive when "ou return the vehicle must be submitted
with "our BCS2 (ut#of#Count" Travel Voucher. If no Travel voucher is being submitted
then "ou must give the receiptCinvoice to "our bookkeeper for proper processing for
pa"ment to Avis.
?. The rental contract includes ,//D coverage for all collision damage done to vehicles
driven in a safe and prudent manner and rented for business purposes. 3ligible customers
are re!uired to report all accidents immediatel" to appropriate police department$ LCS
1is, 6ana!ement Coordinator3 7anet 6a8$ell (%&'()%*(*112 ASA9)3 and Avis.
Avis* accidentCincident report must be completed in full$ specificall" noting emplo"ee*s
departmentCdivision$ up#to#date contact information$ and purpose of rental )business or
personal+. Failure to follow this procedure ma" result in emplo"ee*s personal
responsibilit". Euestions regarding accidents should be directed to Account
Representatives listed in Section 7.
8. ;arking and all other traffic violations are the responsibilit" of the renter. Avis Rent A
Car and Beon Count" School 2oard are not liable. The renter will be reported to
appropriate police department andCor contacted regarding an" and all unpaid violations.
5. If "ou have an" !uestions regarding Avis rental or Travel$ contact &ebbie Rankin 56/#
.58#8,7, of the Accounting &epartment of BCS2 or visit our website at
http4CCwww.leon.k,7.fl.usC;ublicC2usinessCFinanceCtravel.htm and Travel FAE at
http4CCwww.leon.k,7.fl.usC;ublicC2usinessCFinanceCtravelFAE.htm .
2elow is a sample ACT( and instructions for filling in the form.