Car Rental Exception Form

Car Rental Exception Form

Submitter Email*

Provide your UT email address

Renter Name*

Name should match the rental car receipt.

Rental Car Vendor*

Please select from the following drop down menu. If the rental vendor is not on this list, select OTHER.

Select

CSU*

Select the renter's applicable College, School or Unit from the drop down menu.

Select

Department Name*

Provide the renter's applicable department.

Receipt File Upload*

You must provide documentation to include the costs, coverages and details of the rental. This is neccessary for TMS review of the exception request.

Drag and drop files here or

Acknowledgement & SUBMIT*

By selecting this box, the submitter/renter acknowledges that they are aware that UT policy mandates the use of one of our five contracted rental car vendors using the UT rate codes managed by the TMS office. The vendors are Avis/Budget, Enterprise/National, or Hertz. These vendors offer competitive rates that include insurance protections which safeguard the traveler by not relying on personal insurance in case of an accident. These contracted rates provide the best value for the university.

While some rates from non-contracted vendors may appear cheaper, they often lack these crucial protections and benefits. Adhering to UT policy not only secures these advantages but also strengthens our negotiating power for future discounts.

Moreover, Travel Management Services maintains direct communication with these vendors, allowing us to assist with any issues that may arise during a rental. We cannot offer this support if non-contracted vendors are used.

To ensure compliance and avoid out-of-pocket expenses, we recommend using TMS’s direct billing option. This service is free and eliminates the need for reimbursement processing. Direct billing options are available for Avis and Enterprise/National and can be found on our website: www.utexas.edu/travel.

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