Frequently Asked Questions (FAQs) About Daily Vehicle Rentals
Last updated on January 27, 2023Who is responsible for the cost of repairing rock chips in the window of a rented vehicle?
My rented vehicle has a flat tire or a mechanical breakdown. Now what?
Can I use my personal credit card to pay for my work-related travel?
Can I collect Air Miles or accept other promotional offers?
Can I combine business travel with personal travel?
Who can travel with me in the rented vehicle?
Under what circumstances can I accept special rates or promotional fares?
Who is responsible for the cost of repairing rock chips in the window of a rented vehicle?
Daily vehicle rates include collision and comprehensive coverage for amounts greater than the deductibles. Rock chips are covered by the insurance that is included in the daily vehicle supply arrangement rate, less the applicable deductible amounts. If you paid for your vehicle rental using your Corporate Travel Card, the card's insurer will cover the deductible amounts. Review the accident matrix for details on how to make a claim.
If you did not pay with a Corporate Travel Card, your office will then be responsible for the deductible amount. The rental agency should not directly apply the charges to your credit card. They should submit a claim directly to the B.C. government Risk Management Branch (250 507-2870 or 250 356-1794).
My rented vehicle has a flat tire or a mechanical breakdown. Now what?
Call the location of the rental agency you rented the vehicle from. If the vehicle is unable to be used the vehicle must be promptly replaced by the rental agency with a similar vehicle. If a similar replacement vehicle is not available then the disabled vehicle must be replaced with an upgraded vehicle suitable for the use intended by the driver. If no vehicle is available from the originating rental agency, the rental agency is responsible for arranging a replacement vehicle from another local rental agency at no additional cost to the driver. The rental agency must not charge for the period (to the nearest half day) that the vehicle was disabled.
Can I use my personal credit card to pay for my work-related travel?
Use of personal credit cards is discouraged as per section 4.3.19 of the Province's Core Policy and Procedures Manual. This section states that "Only an approved government charge card may be used to incur expenses in the name of the Province. Exemptions to this policy require Treasury Board approval. A request for exemption is to be forwarded to the Comptroller General.".
Section 10.3.13 Employees must use their corporate travel card to pay for travel related expenditures and to obtain travel related cash advances and Accountable Travel Advance. All supply arrangement vehicle rental agencies will accept cash from provincial government and broader public sector employees.
Can I collect Air Miles or accept other promotional offers?
No. Promotional offers which reward with gifts, personal use coupons or redeemable points for services or goods are not permitted as such offers are inconsistent with the Standards of Conduct for provincial government employees. This includes Air Miles or other frequent traveller point programs.
Can I combine business travel with personal travel?
Any personal travel must be under a separate agreement with the vehicle rental agency. The rates, insurance and other terms and conditions of the government negotiated arrangements would not apply. The supply arrangements are for official government business travel only. To use them for personal travel would be a conflict of interest as defined in the Standards of Conduct for provincial government employees.
Can I use my Corporate Travel Card to pay for combined business & personal travel then reimburse the personal portion to the government?
No. Using your Corporate Travel Card for personal use is a contravention of the agreement you signed when you were issued your card.
Who can travel with me in the rented vehicle?
Review the Authorized Drivers and Passengers of B.C. government rental vehicles.
Under what circumstances can I accept special rates or promotional fares?
Should a rental agency offer you a promotional fare that is lower than the supply arrangement rate, this promotional fare must include the same service and insurance coverage as the supply arrangement. Do not accept the special rate offer unless the rental agency provides you with written assurance that the terms and conditions of the government supply arrangement will apply.
Do not request or demand an alternate or special rate even if it appears more cost effective than the approved government rate. Accepting an alternate rate may void the supply arrangement agreement we have established with the rental agency including the insurance, liability, claims and payment terms. Trying to save your office a dollar or two a day on the rental charge exposes you and your office to unnecessary risk.