BEFORE ACCEPTING CAR

  • Check the car thoroughly for damages.
  • Have any damages noted on the rental agreement and have agreement initialed by the rental agent.
  • Check the trunk for spare tire and jack.

AT CHECK-IN

  • Verify that check-in and time are correct. Major car rental companies allow a 50-minute grace period beyond the 24-hour rental.
  • Be cautious when using speedy check-in service. Dropping rental agreement in a slot does not provide an opportunity to review the charges until later.
  • Refuel vehicle before returning. By refueling prior to returning the car, you can save 70-80% on fuel cost.

IN CASE OF ACCIDENT

Should you be involved in an automobile accident while on Company approved business, the management recommends the FOLLOWING procedure:

  1. Seek proper medical attention, if required.
  2. Report any accident to car rental company.
  3. Retain a copy of the accident report.
  4. Contact your Vice President or the Chief Financial Officer as soon as practical to make a full report.

LODGING ON TRAVEL

GUIDELINES

  • All employees are required to stay in moderately priced hotels.
  • When rooms in moderately priced hotels are unavailable, comparably priced hotels should be used. Advance travel planning should be emphasized to minimize this situation.
  • In situations where employees are attending third-party meetings or special events, it may be more feasible to stay in a higher-priced hotel. Such conditions are permitted with prior approval, as per policy.
  • The hotel location should be as convenient as possible to the place where business is being transacted. If, however, the nearest hotel is a luxury or premium hotel, consideration should be given to reserving alternate accommodations. It is advisable to check with a local office or other places of business for a recommendation on the appropriate hotel accommodations.

HOTEL/MOTEL GUIDELINES

  • Reservations for hotel/motel accommodations should be confirmed through the KSU official travel agency. The itinerary will indicate hotels, address, telephone number, corporate rate, and confirmation number of the reservation. The KSU official travel agency has negotiated rates for