Purpose (Why we do this):
Horizon has adopted this policy to define expectations when renting vehicles and to receive a group discount via Hertz & to not overpay on insurance
Policy (What you’re supposed to do):
Cars should be rented by individuals traveling on HRA business only when other means of transportation are unavailable, costlier, or impractical. Travelers are encouraged to obtain the most competitive rate available, but we have a group discount at Hertz. Horizon’s Hertz discount (CDP) number is 2116781.
Size Limit: All rentals should be for intermediate size cars or smaller, unless 3 or more people are traveling together or if an upgrade is provided by the rental company at no cost.
Procedure (HRA Way!):
Car Rental Insurance
When reserving a rental car Travelers MUST USE an HRA credit card to do so. When paying for the rental car Travelers MUST PAY for the vehicle exclusively with the HRA credit card. This is because the HRA card provides additional insurance coverage when it is the exclusive method of payment for a rental car AND any insurance offered by the rental car company is denied. Please follow these steps when reserving and paying for a rental car:
- Reserve the vehicle with your HRA company card
- Pay for the vehicle exclusively with the HRA company card
- Decline any insurance offered by the car rental company
If renting a vehicle outside of North America, purchasing optional insurance may be mandatory.
Refueling: When renting cars, individuals are required to refuel cars prior to returning them to the rental company.
In the event of an accident in a car rental:
- Contact 911 if medical treatment is needed for anyone involved
- Contact the car rental company
- Contact the police if necessary
- Contact Erica Murray at HRA who will file the claim at emurray@horizonra.com
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