Exploring Expense Types: Car Rental

Summary

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.

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   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

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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

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A calendar is displayed.

Select the date on which the expense was incurred.

Example shown here: June 3, 2024.

3. Step 3

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

4. Step 4

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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-Car Rental link.

5. Step 5

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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

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Enter the total for the rental into the Amount field.

Example shown here: "249.00".

7. Step 7

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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

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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

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For this example, we are using a Preferred Merchant.

Click the Preferred Merchant dropdown list.

10. Step 10

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Select either Enterprise or Hertz.

Example shown here: click the Hertz Car Rental option.

11. Step 11

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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

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The Attachment pop-up box is displayed.

Click the Add Attachment button.

13. Step 13

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The File Attachment pop-up box is displayed.

Click the My Device button.

14. Step 14

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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

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Click the Open button.

16. Step 16

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Click the Upload button. 

17. Step 17

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Click the Done button. 

18. Step 18

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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

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Click the Done button. 

20. Step 20

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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

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Click the Save button. 

Details

Details

Article ID: 149716
Created
Sat 9/24/22 11:22 PM
Modified
Wed 6/5/24 4:25 PM