Rental Car Procedures - Cabarrus County Schools



Rental Car Procedures

If employees in your department must travel outside of a 75 mile radius, Avis Rent A Car has agreed to give Cabarrus County Schools special rates, deliver the car/van to the Education Center (or pick up at Concord Airport), and accept purchase orders. The system has chosen a mid-sized vehicle that should be selected to be cost effective; a larger size vehicle requires advanced approval by the Finance Officer.

We have found that renting a vehicle is more cost effective than paying mileage reimbursement.

The following procedures must be followed:

➢ Supervisor approve and sign the prior approval form

➢ Employee verify coverage with personal insurance company regarding rentals

➢ Request price quote from Avis, Delana Dawson 704-795-2880

➢ Department enter a requisition to Avis Rent a Car, vendor number 6527406

o Include: rental dates, individual renting, destination, etc.

➢ Send prior approval form and copy of the requisition to Connie Hahn in accounts payable

➢ Once the requisition is approved, Connie will issue a Company Travel Order required for billing purposes (have this in-hand when you call for reservations)

➢ Call the contact person at Avis for reservation of vehicle @ least 24-48 hours in advance (vans will require extra time)

➢ Contact Delana Dawson 704-795-2880 with PO number

➢ Re-fuel the vehicle before you return it. Reimbursement for fuel requests should be on a green travel form with prior approval form attached. (Your budget is charged 3 to 4 times the cost of fuel if vehicle is not full of fuel when returned to Avis.)

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