Hourly Vehicle Rentals

This CSA is available to BC Government employees who require a vehicle for business travel within the province for periods of 1 to 24 hours.

Prearranged rates:

The CSA includes prearranged “Hourly”, “Maximum Business Hour”, and “Maximum” rates. These rates vary between suppliers.

See the “Rates” section for each supplier for specific pricing information.

Any penalties for behaviours such as cancellations, losing keys, leaving lights on, returning vehicles with less fuel than agreed, etc. have been predetermined and their rates identified. Users will not be charged any penalties that haven’t been pre-identified by the suppliers so there should be no surprises when it comes time to pay. Some suppliers actually award users for good behaviours such as cleaning the vehicle. See the “Penalties and Credits” section for each supplier for further details.

Kilometres:

Each rental includes at least 150 kilometres per day of usage at no additional charge. Use that exceeds 150km per day, or the suppliers threshold (whichever is greater), will be assessed at the Hourly, Maximum Business Hour or Maximum Rate, as applicable, plus an additional mileage charge not to exceed $0.20 per kilometre.

See the “Rates” section for each supplier for further information.

Insurance:

Every rental made through the Hourly Vehicle Rental CSA includes at least $2 million dollars in third party liability coverage and collision and comprehensive coverage for amounts greater than the deductibles below.

Fuel:

All fuel costs are included in the rate you pay to rent the vehicle. Depending on how much fuel is in the vehicle when you rent it or how much fuel is consumed during your rental you may have to refuel the vehicle. If that is the case the supplier will reimburse the cost.

The procedure to rent a vehicle through this CSA varies from supplier to supplier. Some may require you to complete a rental agreement each time you rent a vehicle much as you would when renting a vehicle on a daily basis; others may require you to become a “client” of the organization (see “Becoming a Client” for further information). Regardless of whether you complete a rental agreement or a client agreement you will need to confirm “BC Government Rental” appears on the agreement; that ensures it is clear that your rental is under the terms and conditions of the CSA.

You will also have to produce two types of valid identification to prove you are eligible to use the CSA. Please refer to section 3.4.1 of the CSA Terms and Conditions for a list of valid types of identification

Some organizations also require you to go through an orientation to help you learn how their service works and what your responsibilities are. There is no cost associated with the orientation.

Please see the information below and refer to the “Where to Start” section for each supplier for further information.

Becoming a Client:

Some suppliers require that you become a “client” of their organization before permitting you to use their vehicles. This is accomplished through the completion of a client agreement. There is no cost associated with becoming a “client” nor will you be required to undergo a driving record check, claim history check or credit check.

How to Pay:

If the supplier you choose requires you to complete a rental agreement each time you rent a vehicle you will likely be required to pay at the conclusion of your rental period. If the supplier you choose requires you to become a “client” you will likely receive a monthly invoice. Refer to section 7.0 of the CSA Terms and Conditions for further information and confirm with the supplier how payment will be made before making a rental.

Group Clients:

Several suppliers may also offer the ability for a branch or office to become a “group client.” When a branch or office becomes a “group client” it receives a single monthly invoice for all use of the services by the employees it has authorized to use the service. These employees will not receive individual invoices. The branch or office can add and remove which employees it would like covered in the invoice it receives.

• the name of the Group Client;
• the period covered by the invoice; and for each rental in the period covered by the invoice
• the name of the employee who rented the vehicle, the date and start and end times of the rental,
• the number of kilometres travelled during the rental, and an itemized listing of each charge, credit or penalty incurred

Invoices to “group clients” are not subject to the GST.

Please see sections 3.2, 3.3, 3.4.2 and 7.3 of the CSA Terms and Conditions for further information about “group clients.”

If you are involved in an accident while using a rental vehicle please follow the instruction below:
1. Call the local police if necessary:
• The local police must be informed within 24 hours when;
• Damages exceed $1,000
• The vehicle is stolen or vandalized
• A person has sustained injury or death
• There has been a hit-and-run accident with damage

The operator of the vehicle must not admit/accept liability, and should only provide the information required by the investigating police officer

2. If your involved in a serious accident:



Contact Risk Management Branch at 250 952-0845 or 250 356-1794 for direction and assistance.

3. Call the Vehicle Rental Company
• All accidents must be reported to the rental agency within 24 hours
• Stolen or vandalized vehicles must be reported to the rental agency immediately
4. Forward copies of the rental agency’s accident and incident form and accident report to:
• The Province's Risk Management Branch (Fax: 250 356-0661)
• The driver's manager
• The ministry fleet coordinator
5. Call your travel card’s insurer:

If you paid for the rental using the MLA Royal Bank Visa Travel Card all accidents must be reported to their insurer for claims processing of the deductible portion. Please see section 8.4.2 of the CSA Terms and Conditions for further information.