Common Policies and Regulations on Airport Rentals in the USA

Airport car rentals in the United States encompass a range of transportation options available for travelers arriving at airports, including traditional car rentals, car-sharing services, specialty rentals, and peer-to-peer rentals. Knowledge of common policies and regulations are important for a seamless experience, so the summary below should help you familiarize yourself.

Corporate Expense Policies

To manage car rental expenses effectively, it is crucial to understand the reimbursement processes outlined in your company's expense policy. These policies are subject to change, so it is advisable to regularly check for updates or revisions to ensure compliance with the latest guidelines. Subscribing to company newsletters or communication channels that provide policy updates can help you stay informed before undertaking business trips.

Regulatory Environment

The car rental industry in the United States is significantly influenced by a changing regulatory landscape, particularly through the actions of federal and state agencies like the Environmental Protection Agency (EPA) and the Department of Transportation (DOT). Stricter emissions standards, including California's Advanced Clean Cars regulations, are pushing rental companies to adopt electric and hybrid vehicles more rapidly. Given that transportation accounts for approximately 29% of total U.S. greenhouse gas emissions, compliance with these regulations is becoming critical for sustainability initiatives and to maintain regulatory goodwill. 

Infrastructure Investment

The shift toward electric vehicles (EVs) requires substantial capital investment in infrastructure, including the installation of charging stations at rental locations and maintenance facilities, which increases both capital expenditures (CAPEX) and operational expenditures (OPEX). Companies are evolving their vehicle procurement strategies to prioritize electric fleets in order to meet compliance deadlines and align with growing consumer demand for sustainable options. However, this transition comes with challenges such as limited EV availability, higher initial costs, and the necessity for employee retraining on new technologies.

Age Restrictions and Fees

Car rental companies typically impose age restrictions and associated fees based on the driver's age. Drivers under the age of 25 often face additional daily fees due to perceived risks associated with less experienced drivers. For instance, younger drivers may incur daily surcharges averaging $25 for those aged 21 to 24, and up to $65 for those aged 18 to 20. Furthermore, some rental agencies also impose fees for drivers aged 75 and above

Tracking and Monitoring

Many airport rental cars are equipped with GPS trackers to monitor mileage, vehicle location, and (sometimes) driver behavior. They’re meant to assist with fleet logistics, car maintenance, and ensure the driver is operating the vehicle safely and within the bounds of their contract.

Some states have laws that require the airport rental company to disclose any GPS trackers installed on your vehicle. But even if they don’t, it’s a good practice to review the fine print of your contract and see what is being tracked and how (whether it’s passive vs active GPS). 

Additional Driver Fees

Most rental car companies charge a fee for adding an extra driver, which can often exceed $10 per day. However, some companies waive this fee for spouses or domestic partners, provided they share the same address on their driver's licenses. Additionally, certain memberships (e.g., AARP, AAA) may offer benefits that include a free additional driver.

Understanding Mileage Limits

While many rental packages may appear to offer unlimited mileage, not all do. Exceeding the stipulated mileage can result in hefty overage charges, so it is crucial to check whether your rental agreement includes unlimited mileage or if there is a limit in place.

Overall, airport rentals in the USA play a vital role in the travel experience, yet they come with nuances that require careful attention to detail.

This was a guest post written for Spytec GPS by content marketer Jayson Guevarra.