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Frequently Asked Questions

Out-of-Province Rental

 

 

How to Rent Guidelines for Out-of-Province/Country and Non-CSA Rentals

  • For drivers renting vehicles out-of-province or out-of-country; or,
  • For drivers renting from locations in BC that do not have a CSA.

Rentals from non-CSA vehicle rental locations within BC should only be undertaken when there is no government-approved CSA vehicle rental agency in the area, or the approved location is unable to supply the vehicle type required.

Renting vehicles while out-of-province or from a non-participating (non-CSA) in-province rental agency presents extra risks.  Renters should follow the instructions provided herein to ensure they and the Province are adequately covered regarding risk and liability issues.  All approved in-province rental companies have a minimum of $2 million in third-party liability coverage for each vehicle they rent under the government CSAs.  In addition, they have a contractual agreement to a number of other terms, conditions and limits that protect the renter and their office. Out-of-province or non-participating (non-CSA) in-province locations do not offer this coverage.

1. Travel Approval
2. Determine Vehicle Type Needed
3. Rental Agency Selection and Vehicle Reservation
4. Insurance
5. Vehicle Inspection and Use
6. Returning the Vehicle
7. Payment
8. Accident or Damage Guidelines

1. Travel Approval

See sections 10.3.2 and 10.3.4 of the Core Policy and Procedures Manual for travel approval information including out-of-province/country travel. See also the Approval Requirements for all employees travelling out-of-province or out-of-country, including the Travel Authorization form FIN 99.

2. Determining the Vehicle Type Needed

Government policy requires drivers to use the most economical, fuel-efficient, and 'green' mode of transportation suitable for their needs.

Drivers are encouraged to rent hybrid vehicles wherever hybrid vehicles are available in a given vehicle class and where hybrid servicing is available in the proposed operating area.  Further, some ministries may restrict drivers to the use of hybrid or compact vehicles exclusively unless the use of larger vehicles is pre-authorized by an Expense Authority.

3. Rental Agency Selection and Vehicle Reservation

  • The selection of the rental agency is up to the renter.
  • Although the CSA agreements apply to in-province rentals only, some of the rental agencies offer our renters discounts when they rent from their out-of-province/country outlets as well. Providing the Corporate ID number when arranging a out-of-province rental may provide lower costs or other features / services not normally available to the standard business traveller.
  • There are a number of important considerations you should remember when reserving and renting out-of-province:
    • Try to use national chain companies, these companies have the fleet size and customer service programs that improve the whole rental process;
    • Use their 1 800 toll free lines when making reservations;
    • Use the Corporate ID number when asking for a discounted rental rate;
    • Ask about any taxes or fees that will be added to the rental costs and how they are charged;
    • Ask if the vehicle is supplied with unlimited mileage or what the maximum mileage is per day;
    • Ask what their cancellation and early / late return policies are;
    • If you are under age 25 ask what their minimum age requirements are, some agencies will not rent to anyone under 25 or charge extra for under-age drivers;
    • When you have selected the vehicle reserve it using your corporate travel card and ensure you receive a confirmation number

4. Insurance

The acceptance or waiver of car rental insurance is the single most confusing item for travellers.  The information provided here takes the guess work out of it for you.

What insurance you should purchase largely depends on your method of payment. See the Non-CSA Insurance Guide for Drivers for full at-a-glance information.

Note: Broader pubic sector employees should check with their risk management office to confirm their appropriate arrangements.  The information provided here pertains to Ministry employees, category D OIC appointees, and members of the legislative assembly (MLA).

Supplementary Out-of-Province Insurance Information

  • 3rd Party Liability coverage:

Unlike Canada which requires all rental companies to carry 3rd party liability insurance, some states in the USA do not require the rental companies to insure their fleets with this insurance. 3rd Party Liability insurance protects you, your office, the government and even the rental company from law suits that may result from any accident or incident you are involved in. 3rd party claims often arise from the driver, passengers or by-standers (or their families, employers, health insurers, etc.) who are involved in, or some other way influenced by the accident or incident. 3rd party claims may often exceed $1 million.

When making the reservation or when at the rental desk ask the agent what the level of 3rd Party Insurance is included with the rental vehicle. If the level is $1 Million or less, ask if they offer extra 3rd party insurance that you can take out to increase the coverage to $2 Million or the maximum they may offer (in some states they only offer $1 Million in extra 3rd party insurance) and have that extra insurance added to your rental agreement and pay the extra premiums.

Payment of the 3rd party insurance premiums for out-of-province/country rentals is reimbursable to the traveller.

  • Collision, Loss or Supplementary Damage Insurance:

Like the in-province rentals, if you pay using the corporate BMO Card, you should waive paying these insurance fees. The insurance in the BMO card will provide the coverage you need.

If you do not have the BMO card, you should purchase the added insurance and NOT waive the coverage. Do not use your personal ICBC Road Star car rental insurance to provide coverage for your government business rentals, as any claims may affect your personal ICBC insurance rates. If the damage is covered by the BMO insurance, or the rental agency's insurance, your personal ICBC insurance will not be affected.

Payment of collision, loss or damage insurance premiums for out-of-province rentals is reimbursable to the traveller.

  • Personal Injury Insurance (PII):

Because you are travelling on official government business you are covered by WCB.  Personal Injury Insurance (PII) is not required and will not be reimbursed to you.

  • Extended Medical Coverage:

For extended medical coverage when travelling out-of-province, we strongly recommend you purchase travel insurance from the government's health insurer. Please see the government's insurer's travel insurance information.

5. Vehicle Inspection and Use


Vehicle Inspection

  • You are responsible for inspecting the rental vehicle prior to departing the rental agency's lot.
  • The agent will ask you to initial an agreement showing the location of damage (if any) they have noted on the Vehicle Condition or Damage form (a form with drawings of a generic vehicle).
  • Failure to inspect the vehicle may result in you or your ministry paying for damage that you were not responsible for, or payment of fines due to in-operative equipment on the vehicle.

Vehicle Use

  • As the operator of the vehicle you are responsible if the vehicle is ticketed for broken or non‑working head / tail lights and signals etc, not the rental company.

6. Returning the Vehicle

  • Refill the fuel tank prior to return. If you bring the vehicle back and fuel is added by the rental agency they normally charge much more than the local service stations.
  • Return the vehicle to the spot indicated by the rental agency's lot attendant or signage; and.
  • If you have any problems to report regarding the vehicle's operation, make note of the problem to the lot attendant or agent, or if you feel it is a serious problem, make a note on the rental agreement.

7. Payment

The following steps should be followed when paying for the rental:

  • Present your copy of the rental agreement and provide the agent the odometer reading and the fuel gauge readings.
  • The agent will process your agreement and present you with the rental Contract Closure Document to sign. This document officially details the rental charges that you or your office is responsible for so it is important that you READ THE DOCUMENT PRIOR TO SIGNING IT.
  • Verify that contact, billing and vehicle usage information has been recorded correctly on the rental agreement.
  • Payment for out-of-province rentals is usually restricted to credit cards only.  The Province's preferred method of payment is your government-issued employee travel card.
  •  Some provinces and states may have additional taxes or levies (environment tax, road tax, etc.) that apply to all vehicle rentals, and will likely have to be paid by you as well. Ensure the charge is identified on your copy of the rental agreement to make it easier to process your reimbursement.

8. Accident or Damage Guidelines

Click here for at-a-glance instructions to follow in case you are involved in an accident or your rented vehicle is damaged. Travellers are recommended to print this guide and bring it with them on their travels.