General Vehicle Rental Information, Fees, Late Pick Ups and Cancellation

What am I allowed to transport?
Passengers and materials can be transported.  Animals cannot be transported in rental vehicles.

What kinds of vehicles can I rent?
Cars, station wagons, eight and fifteen passenger vehicles are available for rental.

How much does it cost to rent a vehicle?
Cars and station wagons are $64.80 per day (excluding fuel costs). Eight passenger vans are $95.80 per day (excluding fuel costs). Fifteen passenger vans are $134.80 per day(excluding fuel costs).

What happens if I am late picking up my vehicle?
The Fleet Support Team will allow others to rent your vehicle if you have not picked it up within an hour of your scheduled pick up time. As a courtesy to our customers, we call prior to renting your scheduled vehicle to someone else. Requesting organizations are charged for vehicles that are reserved but not picked up.

What happens if I cancel my rental vehicle on the day I am scheduled to pick up the vehicle?
Cancellations must be made 24 hours in advance of your trip.  Requesting organizations are charged for vehicles that are reserved but not picked up.

Vehicle Rental Ordering, Pick Up and Cancellation

How do I order a rental vehicle?
To order a rental vehicle,  you must call (301) 496-3426 with

1. desired vehicle type (car, station wagon, 8 or 12 passenger van)
2. planned trip start date,
3. planned trip return date,
4. planned pick up time,
5. planned return time,
6. planned destination,
7. CAN,
8. driver's name,
9. driver's phone,
10. driver's email address,
11. contact's name
12. contact's phone number

What happens with my request once it is received?
Once your request is received, our Fleet Support Team will submit your request to Enterprise Rental Company and will send you a vehicle confirmation. 

What happens after my request is approved?
If your request is approved, you will need to complete a Form 1382-2 Motor Vehicle Trip Ticket. The Motor Vehicle Trip Ticket is required when renting any government vehicle.

What do I need when I pick up the vehicle?
Requesters must present a valid NIH identification card, a valid driver's license and the approved Motor Vehicle Trip Ticket to the Motor Pool Dispatcher, Building 1, Room B125A to obtain the reserved vehicle.

What do I need to make sure of before I return the vehicle?
Please make sure that the vehicle is as clean as it was when you picked it up. You do not need to refill the gas tank prior to returning the vehicle.

Multiple day rentals and after hours return

What do I need to do if I am returning my rental vehicle after hours?
After regular hours, operators must return and secure the vehicle to Bldg. 12, Rm. 103, OLAO parking, deposit the keys and completed Motor Vehicle Trip Ticket in the mail slot outside Bldg. 12, Rm. 103. They will fall into a secured container.

What happens if I am planning a multiple day rental and need to fuel the vehicle?
If your vehicle rental requires multiple day usage, you are required to make arrangements with your Administrative Officer (AO). Receipts for fuel charges must be turned into your AO.  Other incidental expenses such as parking tolls and fees are covered by the employee's organization through the Form SF 1164 Claim for Reimbursement for Expenditures on Official Business.

What happens if I need to take a rental vehicle home overnight?
In extenuating circumstances, there may be a need for you to take a rental vehicle home overnight. In order to process your pre-planned request, you must fill out and complete a form HHS 16. Form HHS 16 is a Request to Use Government Furnished Vehicle for Transportation between Domicile and Place of Employment. You should plan on completing this form at least a month prior to your trip because of the extensive approval process involved.

Vehicle Operations Policies and Procedures

Are there policies and procedures regulating the use of rented government vehicles?
Yes. Use of a daily rental vehicle falls under the same policy and procedure guidelines for use of any government motor vehicle.  These policies and procedures are included in the Manual Issuance: Official Use of Government Motor Vehicles. This manual issuance outlines policy including who can operate a government and under what conditions, what vehicle operators are required to possess when operating a government vehicle, things that are prohibited when operating a government vehicle and operator responsibilities during vehicle operation. This manual issuance also outlines the procedures for obtaining a vehicle, returning a vehicle, obtaining fuel for vehicles, obtaining repair service for government vehicles, the Preventive Maintenance Inspection (PMI) Program, and security procedures for vehicles.

Are there other policies and procedures that I should know about when operating a rented vehicle?
Yes.  Our contractor, Enterprise Car Rental, provides specific policies for the use and operations of their vehicles.  These policies and procedures and included in their rental agreement that is located in the glove compartment of the vehicle.  Please follow the instructions on the back of the rental agreement. 

Rental Vehicles Defects, breakdowns

What should I do if I believe something is wrong with my vehicle?
Upon returning the vehicle to the Fleet Support Team, inform them of the possible defects with the vehicle. If you are returning the vehicle after hours, include a note with your vehicle concerns and return it in the drop box with your keys.

What happens if I breakdown within 50 miles of the NIH Campus?
If you breakdown near the NIH Campus, follow the instructions on the back of the rental agreement which is located in the glove compartment of your vehicle.

  What happens if I breakdown outside of 50 miles of the NIH Campus?
If you breakdown away from the NIH Campus, follow the instructions on the back of the rental agreement which is located in the glove compartment of your vehicle.

Rental Vehicle Violations, Accidents and Insurance

What if I get a ticket while I am using the rental vehicle?
The employee who is operating the vehicle is responsible for parking violations and any other moving violations.

What happens if I am in an accident in my rental vehicle? 
Contact the Fleet Management Section on (301) 496-3426 and follow the instructions on the back of the rental agreement.

Is my rental vehicle insured? Are my employees insured?
The Government is self-insured and government employees are covered under workers compensation. If, when operating your rental vehicle for official government use, you are involved in an accident and the Government is found to be at fault, then your institute is responsible for having the vehicle repaired/replaced and for any other damages incurred. If the Government is not at fault then the Government will ask for damages from the other party's insurance company.

Feedback and Contact Information

How can I provide feedback on the services that I received from the Fleet Support Team? You may email your comments to minnickm@od.nih.gov .

How do I contact…?