Travel Update 20-02

TO: Agency Travel Coordinators

FROM: Anthony Pascente, Chairman

DATE: October 17, 2019

SUBJECT: Car Rental Contract – Hertz Rent a Car

The Governor’s Travel Control Board wishes to announce that the contract with Hertz Rent a Car has been extended and will be in effect until further notice. This agreement will provide discounted car rental rates and services to state agencies and employees to be utilized while traveling on Official State of Illinois business travel.

The rates outlined below are applicable at all Chicago Metro locations in the State of Illinois:

Car Class Daily Rates Weekly Rates
Compact ** $39.00$195.00
Intermediate ** $41.00$205.00
Mini-van$62.00$310.00
12-Passenger Van$103.00$515.00

The rates outlined below are applicable at all non-Chicago Metro locations in the State of Illinois:

Car Class Daily Rates Weekly Rates
Compact ** $31.00$155.00
Intermediate ** $33.00$165.00
Mini-van$54.00$270.00
12-Passenger Van$95.00$475.00

** Preferred car classes by State of Illinois, other car classes need special approval.

For your convenience, here is a listing of all Illinois locations.

Terms and Conditions:

  • State Employee pick-up and drop-off service at all off-airport locations, at no additional charge
  • Age Requirements: Minimum rental age of 18 when traveling on State business
  • No charges for additional drivers
  • 24/7 Roadside Service
  • Unlimited mileage for same pick up and drop off location
  • No extra charge for one-way rentals within 500 miles
  • Damage Collision Waiver (DCW) is included in the State rate

Reservations:

Payment Methods:

  • Personal Credit/Debit cards are accepted
  • Hertz will not accept Direct Billing as a form of payment

Requirements at Vehicle Pick-up:

  • State of Illinois ID
  • Driver’s License
  • State Identification Discount/CDP/Club Code #: 64265

Refueling:

  • Employees must adhere to all refueling polices and must return vehicles with the proper level of fuel before returning to the rental location. If a vehicle is returned without the proper volume of fuel, the employee will be responsible for all refueling charges assessed and will not be eligible for reimbursement by the State of Illinois.
  • Employees are not allowed to accept pre-paid refueling or other refueling options.

Tolls:

  • Hertz vehicles are equipped with a transponder for paying tolls. State of Illinois employees must turn off the transponder and pay with cash. A personal transponder may also be used. If an employee uses the transponder provided by Hertz, non-reimbursable fees will apply.

Additional Options:

  • Employees may be offered additional options such as GPS. If accepted, the additional charges are not reimbursable by the State of Illinois.

Please check your invoice to make certain that tax has not been charged as this invoice will need to be submitted for your travel reimbursement. If tax is charged, when you return the vehicle ask the agent to remove the tax and provide you with a new invoice. If travelers encounter issues, they may contact Nadika Perera at Nadika.Perera@hertz.com or (239) 301-7635.