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Enterprise Contract Information
Please Contact Philip Hurley at 291-3809 or email
for additional information
Enterprise Leasing Company of Kansas FAQ's
Q: WITH RESPECT TO LIMITATIONS UNDER THE ENTERPRISE CAR RENTAL CONTRACT, WHAT PROVISIONS WILL THERE BE FOR EMPLOYEES WHO ARE UNDER AGE 21? (KDOT HAS QUITE A FEW EMPLOYEES WHO ARE UNDER 21 YEARS OLD, ESPECIALLY IN THE SUMMER).
ALSO,
A: State of Kansas employees, who are age 18 - 20, if otherwise eligible,
may rent and operate compact and midsized vehicles under this agreement only
under the following conditions:
- Renter must be on official state business
- The car rental must be rented in the State of Kansas
- The State of Kansas will assume full responsibility for any damage to or
theft of rental vehicle
- Renter must complete and sign the reverse side of the Enterprise Rental
Agreement
- Renter will, under no circumstances, operate an Enterprise rental vehicle
in the state of Iowa, Connecticut, the District of Columbia, Florida, Maine,
Massachusetts, New York, Rhode Island, or outside the United States.
Q:IN THE HIGHWAY INDUSTRY, WE HAVE OCCASIONS WHERE EMPLOYEES, SUCH AS
ENGINEERS, HAVE TO DO SOME OFF-ROAD DRIVING FOR INSPECTIONS AND SO FORTH.
OFF-ROAD USE IS LISTED AS A PROHIBITED USE FOR ENTERPRISE RENTAL VEHICLES. WHAT
ALTERNATIVES ARE AVAILABLE TO US FOR OFF-ROAD USES?
A: Agencies may want to consider ways to make agency owned vehicles available
to these employees who need to do off-road driving. (Enterprise will allow for
off-road driving when necessary for official State of Kansas business. Any
damage done to a vehicle while driving off-road will not be covered by the
Collision Damage Waiver that may be included or offered by Enterprise
Rent-A-Car. Damage caused by off-road driving may not be covered by the CDW
provided by the CDW provided by the VISA-BTA.
Q: IF AN EMPLOYEE IS USING AN ENTERPRISE RENTAL CAR, WILL THERE BE ROOM FOR THEM TO PARK THEIR PERSONAL VEHICLE DURING THE TRIP? WE HAVE EMPLOYEES WHO MAY RETURN LATE OR BE LEAVING VERY EARLY (IN THE DARK), AND WE WANT THEM TO HAVE ACCESSIBLE PARKING UNDER THOSE CONDITIONS.
A: Employees can park personal vehicles at or near an Enterprise location. Designated spaces in
state parking lot #8 at 6th and Harrison will be committed for employees to park rental vehicles for late evening returns. Other options may include driving the rental vehicle home the night before an early departure or returning it the next morning after a late arrival. Enterprise may also pickup the employee at the employee’s home.
Q: THIS WILL BE AN ESPECIALLY CRITICAL ISSUE FOR AGENCIES WITH EMPLOYEES IN WESTERN KANSAS WHERE THERE IS LIMITED AVAILABILITY OF ENTERPRISE RENTAL VEHICLES.
A: We acknowledge that agencies will need to take a creative look at different options for how they manage travel and travel budgets.
Q: WILL OUT-OF-STATE TRAVEL BE LIMITED IN ENTERPRISE RENTAL VEHICLES?
A: No, Enterprise Rent-A-Car has agreed to not charge for mileage for
business travel outside the State of Kansas.
Q: WHEN ENTERPRISE BILLS STATE AGENCIES, WILL IT BE BY EMPLOYEE ID NUMBER OR BY EMPLOYEE NAME?
A: Enterprise will bill state agencies by the renter’s (employee’s) name. If this is inadequate for your purposes, agencies should develop an internal policy for identifying cost centers.
The monthly billing statement issued by VISA, the Business Travel Account (BTA)
provider, may not provide sufficient information to properly reconcile the
rental transactions. As a result, if required, the contractor will
provide to each state agency a report of their transactions in sufficient detail
to allow for reconciliation. This report is to be provided by the 10th of the
following month, or on a schedule, which matches an agencies VISA billing
statement. Any questions regarding VISA statements should be sent to kimberly.a.heuermann@erac.com
Q: IF AN EMPLOYEE HAS RENTED AN ENTERPRISE CAR ALL WEEK AND GETS IN LATE ON FRIDAY, WILL THE AGENCY BE BILLED FOR THE WEEKEND, TOO?
A: Not if the vehicle is returned that evening and the employee notifies Enterprise by using the pager system
(785-270-3289,available in Topeka only) or if the vehicle is returned Saturday morning. Employees should discuss these options with Enterprise when checking out the vehicle.
At the Enterprise Rent-A-Car locations in Topeka and Lawrence Vehicles needed
before 7:00 a.m. on Monday mornings: Vehicles may be picked up on Friday between
4:00 p.m. and 6:00 p.m. for Sunday or Monday morning departure. Charges will
start at stated time of departure. Mileage will be monitored closely, and in the
event that Enterprise Rent-A-Car believes that the rental cars have been driven
prior to the designated departure time, Enterprise Rent-A-Car will notify the
Division of Purchases and ask that an investigation take place.
Q: IF AN EMPLOYEE DRIVES AN ENTERPRISE VEHICLE TO THE KANSAS CITY INTERNATIONAL AIRPORT AND WILL BE GONE A WEEK, WILL THE AGENCY HAVE TO PAY RENTAL CHARGES FOR THE WEEK THAT THE VEHICLE IS PARKED AT THE AIRPORT?
A: Yes, unless the vehicle is rented in Topeka or Lawrence, in which
case the employee may rent a vehicle for the trip to the airport and then drop it off at the airport Enterprise location. Then on their return, they will go to the Enterprise location and rent another vehicle for the one-way trip home.
It will be the responsibility of the employee to make a return reservation from
KCI. That way the agency will only be paying for the time periods the employee
is actually needing the vehicle.
Q: WE HAVE EMPLOYEES WHO NEED TO LEAVE FOR A DAY TRIP AT 6 A.M. AND WHO RETURN AROUND 8 OR 9 PM. WHAT ARE THE HOURS THAT ENTERPRISE IS OPEN?
A: Enterprise Topeka locations are open from 7:00 a.m. to 6:00 p.m.
Other locations open from 7:30 a.m. to 6:00 p.m. If a vehicle is picked up at 7:30 a.m., you will have until 7:30 a.m. the next day, plus one “grace” hour, to return the vehicle before additional charges will begin accruing.
Q: WHAT IS THE NORMAL LEAD TIME REQUIRED TO RESERVE AN ENTERPRISE CAR?
A: Twenty-four hours. Vehicles may be picked up on Friday between
4:00 p.m. and 6:00 p.m. for Sunday or Monday morning departure. Charges will
start at stated time of departure. Mileage will be monitored closely, and in the
event that Enterprise Rent-A-Car believes that the rental cars have been driven
prior to the designated departure time, Enterprise Rent-A-Car will notify the
Division of Purchases and ask that an investigation take place.
Q: WHAT’S THE DAILY RATE FOR AN ENTERPRISE COMPACT CAR?
A: For the Topeka and Lawrence areas, it is $26.75 per day with
unlimited mileage or $23 per day with limited miles, plus a fee per mile (.20) in excess of the limit.
Q: IF AN EMPLOYEE WILL BE ON A LENGTHY PROJECT AND WILL NEED AN ENTERPRISE VEHICLE FOR 3 TO 6 MONTHS, IS THERE A PROVISION FOR LONGER-TERM RENTALS?
A: As of this time, the rental will need to be renewed every 30 days.
Long term rentals are to be coordinated with Kim Heuermann. If a vehicle is
rented for 2 or more consecutive rental periods of one month the rate is
decreased by $25.00 per month up to $75.00. The Collision Damage Waiver (CDW) offered
through the BTA-VISA card is for rental periods of thirty days or less. As a
result, a new contract must be established each month for automobiles and
mini-vans.
Q: WHAT SHOULD I DO IF I AM INVOLVED IN AN ACCIDENT IN AN ENTERPRISE
VEHICLE?
A: If damage is done to the Enterprise vehicle while rented to
the State Employee the employee is instructed to contact the Enterprise office
where the vehicle was rented immediately if it is not during business hours then
contact may be made the following day. Below are the proper steps to take
whenever a vehicle that is rented by the State of Kansas obtains damage and the
renter does not have CDW through ERAC and is using their UMB Visa coverage.
Please keep in mind that Visa requires that all claims be submitted to them within
20 days of the incident in order to provide coverage. This is a step-by-step
guideline that will ensure that the claims are handled with the utmost efficiency:
- The rental vehicle is returned to ERAC where an accident report is done by
a rental branch employee
- The renter is provided with a copy of the rental agreement and the
accident report
- The renter reports the claim to his /her immediate supervisors or
department's office manager within 48 hours
- The supervisor or office manager should report the claim to Visa by using
thier website www.visa.com/visaclaims
or by calling 1-800-Visa-911 (the website is the easiest and quickest
method)
- After filing the claim the supervisor/office manager will be given a claim
number and visa will request some additional information (i.e credit card
statement, letter stating that the employee was on state business, a copy of
the rental branch accident report, ect.) The manager/supervisor should
provide Visa with all the required documentation.
- The manager/supervisor should then contact Eric Barnes at Enterprise
Rent-A-Car via email at eric.barnes@erac.com
or by calling (913) 383-2520 ext. 468 and provide Enterprise with the Visa
claim information.
After the steps above are completed Eric will be in contact with Visa to make
sure that they have the necessary documents to process the claim. Enterprise
will deal directly with Visa to settle the claim unless otherwise requested by
the state. If you have any further questions regarding the claims process please
contact Eric Barnes.
BTA VISA has stated that the terms and conditions of the vehicle damage
waiver program they offer specifically exclude the payment of diminished value.
However, Enterprise has agreed not to pursue the State of Kansas for these
charges when they are not paid by VISA.
Q: WHAT SHOULD I DO IF MY ENTERPRISE VEHICLE BREAKS DOWN AFTER-HOURS
AND/OR OUT OF TOWN?
A: Enterprise Rent-A-Car offers a 24-hours roadside assistance number
1-800-RENT-A-CAR. Enterprise Rent-A-Car is contracted with AAA, Automobile Club
of America, In the event of a breakdown, the renter will be asked to call
1-800-RENT-A-CAR and will be given instructions. As a nationwide company
Enterprise Rent-A-Car will provide another vehicle if necessary from the nearest
Enterprise office.
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