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Vehicle Rental Procedures

Renting a vehicle is preferred (over using your personal vehicle) when the trip is of sufficient length and duration, and the most economical means of transportation. Use the trip calculator to determine the most economical means of transportation, rental car or personal car.  Farmingdale State College has contracted with:

Enterprise - Corporate Code JN0647

                   PIN - FAR

Hertz – Corporate Code 1928316

Rental process:

  • It is recommended to advise Enterprise/Hertz that payment will be on the NYS travel card.
  • The damage waiver protection (CDW) and liability insurance are included in the rental fee under OGS contract.
  • At time of rental pick-up:

    • Inspect the vehicle for exterior and interior damage and make note of it on the form and notify agency of damage, sign/initial rental agreement as requested.

    • Note the amount of gas at the time of pickup so you can refill it with the same amount of gas prior to your returning the car. (Get a receipt and then submit the expense on your travel voucher to be reimbursed) If the gas is not replaced to an equal amount the traveler will be charged at a much higher rate per gallon.

    • Always get the damage waiver insurance on all rentals out of state, or if not using the NYS travel card.

  • When you return the vehicle, get a paid receipt.  Verify that there is no tax or insurance charged (if in NYS), and then forward the rental receipt along with the travel voucher.

  • In the case of a rental cancellation, notify the rental company as soon as you know so there is not a rental fee charged.

  • In case of an automobile accident, notify the rental company first and then Accounts Payable, but no longer than 10 days from the date of accident. (If paid on a travel card it needs to be reported to Citibank within 30 days.)