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  RENTAL/PERSONAL VEHICLE USE FOR INCIDENTS
Last Update: August 6, 2018 1:36 PM
 
   


Standard Operating Procedures - Great Basin Rental Car Program
Great Basin Rental Vehicle Frequently Asked Questions

 
 

Prior to utilizing a Rental Car (ROV) or their own Privately Owned Vehicle (POV) on an emergency incident the proper mode of transportation must be determined and approved. The mode of transportation must result in the greatest advantage to the Government and be approved in advance by the incident agency (via resource order) and the employee's supervisor. If a resource requests to use their POV, a Cost Comparison must be completed, by the user, to justify utilizing their POV.

Things to remember when using a POV
(for more information refer to the SOP for Great Basin Rental Car Program):
- The use of a POV must be pre-approved on your Resource Order and Casual Hire Form
- You are responsible for your vehicle and your own insurance will be used if any damage occurs
- A cost comparison must be completed by you to show the cost effectiveness to the government to utilize your POV
- If you choose to use your POV even though it is not cost effective to the government and an ROV is available, you will only be reimbursed for the If Government-furnished automobile is available rate, which is significantly less
- Ensure you understand the travel mileage reimbursement rates via the GSA website
- You are responsible for purchasing the fuel and will be reimbursed with receipts on your travel voucher

For employees WITHOUT a Government Charge Card:
Things to remember when using a ROV

(for more information refer to the SOP for Great Basin Rental Car Program):
- Dispatch will assist you in getting the ROV
- It needs to be approved prior to renting and state on your resource order that ROV is authorized
- Agency policy limits the vehicle size to compact unless you are line-going personnel, need to accommodate additional government equipment, traveling on rough terrain or sharing with other employees.
- Ensure you understand your responsibilities when using an ROV
- Obtain a copy of the rental agreement which should have the incident number and resource order number
- Do not use your personal charge card or give it to the rental agency as it will all be charged to the agency purchase agreement
- If you use your personal charge card, you will not be covered by the government issurance
- If there are any issues with using the centrally-billed account, contact Dispatch
- Do not accept any insurance coverage options or pre-payment of fuel which is against government policy
- You are ultimately responsible for the pre-use inspection of the vehicle and ensure that any damage is documented prior to taking the vehicle
- A copy of the commercial rental agreement should remain in the glove box of the vehicle at all times until it is returned to the vendor
- You are responsible for purchasing the fuel and will be reimbursed with receipts on your travel voucher
- Vehicles need to be returned to the point of pick-up in the condition it was received, cleaned and fueled.
- Any damage needs to be documented and relayed to the home unit/local representative. Completion of appropriate forms and photos are the renter's responsibility.
- For any damages, these are settled seperately by the contracting officer and not billed to the renter's charge card

For employees WITH a Government Charge Card:
Things to remember when using a ROV

(for more information refer to the SOP for Great Basin Rental Car Program)
:
- Coordinate with Dispatch if you need an ROV for an assignment
- ROV must be approved and state on your resource order that an ROV is authorized
- Reservations can be made through Enterprise Rentals Only by reserving online at: http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=GRBASIN
Online reservation instructions can be found at: http://gacc.nifc.gov/gbcc/business.php
- If you are unable to utilize the Enterprise site coordinate with dispatch to rent the vehicle for you
- Do not accept any insurance coverage options or pre-payment of fuel which is against government policy
- You are ultimately responsible for the pre-use inspection of the vehicle and ensure that any damage is documented prior to taking the vehicle
- A copy of the final invoice from the rental agency should remain with the vehicle/employee at all times until it is returned to the vendor.
- The final invoice, resource order, and rental agreement will be used to reconcile your credit card.
- If you are reassigned to another incident, the resource order for the new incident (specifying that a rental car is authorized) should be retained as supporting documentation for the charge card expense.
- You are responsible for purchasing the fuel and will be reimbursed with receipts on your travel voucher
- Vehicles need to be returned to the point of pick-up in the condition it was received, cleaned and fueled.
- Any damage needs to be documented and relayed to the home unit/local representative. Completion of appropriate forms and photos are the renter's responsibility.
- For any damages, these are settled seperately by the contracting officer and not billed to the renter's charge card

 
       
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