Car Rental Information

It is the traveler’s responsibility to secure the most economical method of travel in the best interest of the State. You are encouraged to use a rental car for short-duration trips as this is usually a more cost-effective option.

If a personal vehicle is used and it is determined a rental would have been more economical, the traveler will be reimbursed for the cost of renting a vehicle and will not be reimbursed mileage.  Please see the mileage reimbursement vs. car rental calculator prior to traveling.

When using a rental car, it should be rented from an authorized car rental agency, Enterprise or Hertz, as specified in the OGS contract. When renting a vehicle for official State business, you should rent the vehicle in the name of New York State and sign the agreement as agent for the State. Standard/Intermediate sized vehicles should be rented. All rentals outside of New York State must be rented through our nation-wide contract with Hertz.  For more information on car reservations, please visit The Procurement & Payment website for Travel Procedures & Reimbursement.  

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Amy Freeman (

Posted: November 14, 2023