Exploring Expense Types: Car Rental

   Overview   

The University uses two contract providers for car rentals. For rentals starting in Georgia, we have contracts with Hertz (preferred) and Enterprise. For rentals starting outside of Georgia, Hertz is the preferred provider.

Employees traveling on State business in a rented motor vehicle are covered by the state's liability policy. Therefore, liability coverage should be declined when renting a motor vehicle. However, when traveling to destinations outside the continental US (OCONUS) apart from Canada, the State Risk Management Department recommends tha travelers accept collision insurance.

If an employee rents outside of the statewide contract when the contract provider is not available, they should purchase the additional coverage that addresses loss or damage to the rental unit. Travelers will be reimbursed for the additional insrance coverage.

Contact the DOAS Risk Management Services Department with questions related to rental car insurance coverage.

In this article, you will learn how to use the Car Rental expense types in an expense report completed in the UGA Financial Management System.

Note: Liability coverage should be declined when renting a motor vehicle with a preferred vendor on a domestic trip. If you rent through a non-preferred company or are traveling internationally, you should purchase the additional coverage that addresses loss or damage to the rental unit, which is reimbursable.

1. Step 1

Expense Entry page displayed with the Calendar icon highlighted

First, log into the UGA Financial Management System. 

Starting from the Expense Entry page within your expense report, click the Calendar icon within the Date field.

2. Step 2

Expense Entry page displayed with the selected date highlighted

A calendar is displayed.

Select the date on which the expense was incurred.

Example shown here: June 3, 2024.

3. Step 3

Expense Entry page displayed with the lookup magnifying glass within the Expense Type field highlighted

To search through the available expense types, click the lookup magnifying glass within the Expense Type field.

4. Step 4

Expense Type Search pop-up box displayed with the D-Ground Transportation link highlighted

The Expense Type Search pop-up box is displayed.

Select D-Car Rental if the expense was for a domestic trip, or I-Car Rental if the trip was international.

Example shown here: D-Ground Transportation link.

5. Step 5

Expense Type page displayed with the Description field highlighted

A Description allows you to describe the nature of the expense to the approver who will review the expense report.

Enter appropriate information into the Description field.

Example shown here: "Rental payment made by me".

6. Step 6

Expense Type page displayed with the *Amount field highlighted

Enter the total for the rental into the Amount field.

Example shown here: "249.00".

7. Step 7

Expense Type page displayed with the Merchant field highlighted

There are two mandatory rental car contract providers for the State of Georgia:

For rentals starting in Georgia, Hertz or Enterprise are available (Hertz preferred).

For rentals starting outside Georgia, Hertz is the only contract provider.

The system defaults to the Preferred status under Merchant type. You can change this to Non_Preferred if Hertz or Enterprise is unavailable.  

8. Step 8

Expense Type page displayed with the Merchant option highlighted

When you select Non-Preferred as the Merchant type, the Non-Preferred Merchant field and Non-Preferred Justification drop-down are displayed.

You will need to enter the name of the rental agency in the Non-Preferred Merchant field. You will also need to select the appropriate justification.

9. Step 9

Expense Type page displayed with the description field Preferred Merchant fieldhighlighted

For this example, we are using a Preferred Merchant.

Click the Preferred Merchant dropdown list.

10. Step 10

Expense Type page displayed with the Hertz Rental option highlighted

Select either Enterprise or Hertz.

Example shown here: click the Hertz Car Rental option.

11. Step 11

Expense Type page displayed with the Attach Receipt button highlighted

Proper documentation is required for all Expense Reports. You must attach the receipt in order to justify the car rental amount being requested.

Click the Attach Receipt button.

12. Step 12

Attachment pop-up box displayed with the Add Attachment button highlighted

The Attachment pop-up box is displayed.

Click the Add Attachment button.

13. Step 13

File Attachment pop-up box displayed with the My Device button highlighted

The File Attachment pop-up box is displayed.

Click the My Device button.

14. Step 14

Choose File to Upload pop-up window displayed with the Car Rental Receipt link highlighted

The Choose File to Upload pop-up window is displayed.

Navigate as needed to locate and select the file.

Example shown here: Car Rental Receipt link.

15. Step 15

Choose File to Upload pop-up window displayed with the Open button highlighted

Click the Open button.

16. Step 16

Select File to Attach popup window displayed with the Upload button highlighted

Click the Upload button. 

17. Step 17

Select File to Attach popup window displayed with the Done button highlighted

Click the Done button. 

18. Step 18

Attachments pop-up box displayed with the Enter Description field highlighted

The file is displayed in the Attachments pop-up box.

Enter a description into the field below the file name, if needed.  

Example shown here: "Rental Receipt".

19. Step 19

Attachments pop-up box displayed with the Done button highlighted

Click the Done button. 

20. Step 20

Expense Entry page displayed

A confirmation appears indicating that the attachments have been saved. The number of attached files also displays on the Attach Receipt button.  

21. Step 21

Expense Entry page displayed with the Save button highlighted

Click the Save button. 
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