Rental car

1. Principle of the scheme

In case of unavailability of certain means of transport or for long-term official travel, GS-IS-SIS manages leases for vehicles and cars, commercial vehicles. The rental vehicles are available to members of the CERN personnel and contractors' personnel, in the framework of their professional activities at CERN only.

2. Conditions of use

Use of the car rental service is subject to the following general conditions:

• Use of vehicles belonging to or rented by CERN is governed by Operational Circular No. 4 and by reference to document DSU-OF/DO/RH/6833;
• In all cases, use of the service requires authorisation by the Department head or team leader concerned ("permis V" – authorisation to drive a CERN vehicle – plus a mission order if the vehicle is to be driven outside the authorised perimeter).

As indicated in Operational Circular No. 4, anyone driving a CERN car outside the authorised perimeter (page 11) must be in possession of a mission order (annual or occasional).

Anyone driving a vehicle belonging to or rented by CERN must be able to present the following documents at any time :

• his CERN card;
• his valid national driving licence;
• the vehicle documents (registration document, insurance “green card”, etc.);
• valid travel documents (national passport or other travel document recognized in Switzerland and France) with the necessary visas, where required;
• his legitimation documents issued by the Swiss Federal Department of Foreign Affairs and the French Ministry of Foreign Affairs, or his CERN Attestation issued by the Users' Office or the Human Resources Division.

In addition, the vehicle must carry a European Road Accident Report form.

3. Rental

The member of personnel can rent a vehicle from the following categories:

• category ECMN: Ford Fiesta, Peugeot 207, Renault Clio, Fiat Grande Punto, Toyota Yaris;
• category CDMR: Nissan Note, MINI, Opel Astra, Renault Mégane, Fiat Sedici;
• category CDAR: Same as CDMR but with an automatic transmission;
• category IDMR: Mitsubishi Lancer, VW Jetta;
• category IDAR: Same as IDMR but with an automatic transmission;
• category CWMR: Opel Astra Sports Tourer, Renault Mégane SW, Peugeot 308 SW;
• category IWMR:  Skoda Octavia Combi, Mazda 6 Sport Kombi,Ford Mondeo Turnier;
• category FDAR: BMW 3er Aut., Mercedes-Benz C-Klasse Aut. (with an automatic transmission);
• category SDAR : Peugeot 508, VW Passat, Opel Insigna Automatic (with an automatic transmission);
• category SVMR (7 sièges): Renault Grand Espace, Lancia Grand Voyager, Seat Alhambra;
• category FVMR (9 sièges): Ford Transit Bus, Renault Trafic, Peugeot Expert;
• utilitaire 6 m3: Ford Transit 280S;
• utilitary 8 m3: Ford Transit 350 M TD, Fiat Ducato15Q 2.3 D, Fiat Ducato15 2.3LON;
• utilitary 10 m3: Ford Transit 350L D;
• utilitary 16 m3: Mercedes Spinter 311C.

Please note that this is just one example of a vehicle. A reservation is only possible for a vehicle category, not for a particular model of vehicle.

To get the short period rental rates, please contact the Car Pool or the Service Desk.

4. Procedure for vehicle rental

4.1 Rental

The member of personnel submits a request through the Service Portal:

Request a car rental

The request must be made 48 hours in advance. The member of personnel should also verify that the type of vehicle, the collection and return dates and times and the budget code are specified.

4.2 Cancellation

Rental requests may be cancelled up to 24 hours before the scheduled start of the rental period. Any cancellation beyond this limit will incur charges.

The member of personnel submits a request through the Service Portal:

Cancel a car rental

The driver of the car and the budget holder of the car reservation have approved an JOB EDH document. Please provide this JOB EDH document number and/or the JOB Job Reference number included in the Job description. It will allow Car pool to cancel the reservation.

4.3 Collection

Vehicles must collected from the Car Pool.

In the case of weekend rentals, the member of personnel must be collect the keys either from the Fire Brigade (Building 65) or from the Car Pool on the Friday afternoon (to be specified on the form). The member of personnel must record the fact that he has collected the vehicle by punching the "Departure from CERN" section of the vehicle tracking sheet (see overleaf), which he will receive with the keys, in the punch machine by the Car Pool entrance.

Punch form (pdf format)

4.4 Return

For the return of rental vehicles on weekdays after 5:00 p.m., drop the keys in the mailbox of the Car Pool.

To return the vehicle on Friday after 5:00 p.m. and on weekends, it is important to give back the keys to the Fire Brigade and inform the rental firm that the vehicle has been returned either by phone 022-908-04-60 or by email dt8142@sixt.com.

Record the fact that the member of personnel has returned the vehicle by punching the "Return to CERN" section of the vehicle tracking sheet (see overleaf) in the punch machine by the Car Pool entrance.

Please use the car park reserved for rental vehicles in front of the Car Pool.

4.5 Invoicing

The minimum vehicle reservation period is 24 hours.

5. Procedure in the event of a breakdown or accident

5.1 Breakdowns

To report the breakdown of a vehicle belonging to or rented by CERN, the member of personnel must submit a ticket through the Service Desk:

Report the breakdown of a CERN car

5.2 Accidents

Operational Circular no 4 outlines the steps to follow in case of accident with a vehicle or leased by CERN.

6. Private rental of a vehicle

Special rates are available through SIXT for renting private vehicles for CERN personnel (MPE, MPA, contractors' personnel ...) with a valid access card:

http://business.sixt.com/php/portal/secure?q=Nl82O_IO24PZvY-vvdu3nkzTdUaAuL88