Truck Rental Woe

[CliffordK]

Non profits are unique entities. It is quite likely the OP's hospital is a non profit. Many are.

It means there is no net profit to share holders, owners, etc.

HOWEVER IT DOESN'T MEAN FREE.

Managers and employees get paid. Often with volunteers working along side of the paid employees. Of course the paid employees often work more frequently than the volunteers.

Likewise, they can't demand the use of a personal vehicle beyond what is comfortable for the owner.

 

[CliffordK]

In the case of the OP... he apparently is happy enough with his tires for local trips, but wants the new tires for this out of town run. Perhaps the hospital can pay for the set of tires (although that might carry an implication of borrowing the trailer more frequently which could be undesired).

And, of course, in one way or another he needs to be held not responsible for damages to the hospital equipment.

 

[CliffordK]

Penske, Enterprise, and some of the other big companies that cater to commercial customers may be most happy with long term leases of their equipment. A few weeks or months duration.

It likely is too much to bother with the people that wish to rent a truck for a day every few years.

It would be a bad business model, but they might even cancel reservations if somebody better pops up needing a truck.

 

[t1kilo]

In the future, why not hire a local moving company like 2 Men and a Truck? That way, labor and transportation is covered and you get to supervise.

 

[Snobdds]

I’ll give an example of my personal use of my equipment. We did pavement cores. We rented a core drill, used my generator, my car trailer and my F150. We used a water tank that held something like 500 gallons that he just let us use. I was pretty reasonable on what I charged, it was sort of up to me. I think for the trailer and generator I got like $125 a day and something like $0.40 a mile. Is there a reason they won’t just pay you extra to use your trailer and truck?

That put huge liability on you. If you were engaged in commercial business and a accident happened...who bears the liability? I don't think your company's insurance would rush to claim it, then would yours.

That gets messy.

 

[paulsharvey]

Its common practice to use a personal vehicle, with paid milage in company work in Many trades. With that, I once worked for a company, I was doing the traffic control, for a survey and SUE/Vacuum excavation outfit; and i Thought about bringing my trailer, cause it would make carrying all the cones easier, and make it faster/easier to set up. Then I saw how we/they treated the guy who loaned them a jon boat for water surveying; It was just expected, as in, they would text him, and say "we are gonna come get the boat this morning"; and thought better of using my trailer.

 

[Quaffer]

Its common practice to use a personal vehicle, with paid milage in company work in Many trades.

And what many do not realize is that the personal vehicle insurance you purchased did not cover "for hire" commercial use. Once you accept money from a 3rd party, you crossed a line.

So if you get in an accident, even while being reimbursed by the company for use of your vehicle and only for expenses, you may be doing so with zero/invalid insurance coverage. YMMV.

 

[anomad]

We found the 2 axle trailers to be the best value, as long as you own a tow vehicle.

Uhaul 6x12 rental trailers are the way to go. Especially if you can do it as a local rental. No odometer... You can pack a lot of shonky in one of those. They pull nicely behind a half ton truck even heavily loaded. Gotta know how to tow however...

 

[paulsharvey]

And what many do not realize is that the personal vehicle insurance you purchased did not cover "for hire" commercial use. Once you accept money from a 3rd party, you crossed a line.

So if you get in an accident, even while being reimbursed by the company for use of your vehicle and only for expenses, you may be doing so with zero/invalid insurance coverage. YMMV.

I "believe" there is a district difference between "for hire" and IRS reimbursable milage, for work usage of personal vehicles.

 

[ultrarunner]

I’ll give an example of my personal use of my equipment. We did pavement cores. We rented a core drill, used my generator, my car trailer and my F150. We used a water tank that held something like 500 gallons that he just let us use. I was pretty reasonable on what I charged, it was sort of up to me. I think for the trailer and generator I got like $125 a day and something like $0.40 a mile. Is there a reason they won’t just pay you extra to use your trailer and truck?

Everything above a very low threshold requires Fair Market Evaluation… value independently determined.

I would need to provide exact details of my rig and trailer to come up with a dollar amount, etc…

On my last rental I turned in a $82 charge for refilling the diesel about a mile from turn in… reimbursed in a week and months later told it was improper.

The company does not reimburse fuel… company cars come with a fuel card and approved employee car use is so much per mile.

What I should have done is have the rental company fill the tank and list the refueling fee plus a dollar higher per gallon fuel charge for the gallons used to top off.

No problem paying inflated refueling if it’s part of the rental invoice…

The rules of a large 80,000 employee organization I am still learning…

 

[paulsharvey]

Everything above a very low threshold requires Fair Market Evaluation… value independently determined.

I would need to provide exact details of my rig and trailer to come up with a dollar amount, etc…

On my last rental I turned in a $82 charge for refilling the diesel about a mile from turn in… reimbursed in a week and months later told it was improper.

The company does not reimburse fuel… company cars come with a fuel card and approved employee car use is so much per mile.

What I should have done is have the rental company fill the tank and list the refueling fee plus a dollar higher per gallon fuel charge for the gallons used to top off.

No problem paying inflated refueling if it’s part of the rental invoice…

The rules of a large 80,000 employee organization I am still learning…

I had to get a rental, as my 150,000 milage service was gonna take like 6 hours, trans flush, coolant flush, new tires, ect. Yes, I turned the rental in at like 17 miles to empty; and let the company eat the fuel charge, vs me using my debit, navigating a complex reimbursement system, and wait min 6 weeks, for My money back.

 

[ultrarunner]

I wo

Uhaul 6x12 rental trailers are the way to go. Especially if you can do it as a local rental. No odometer... You can pack a lot of shonky in one of those. They pull nicely behind a half ton truck even heavily loaded. Gotta know how to tow however...

I would need to make several trips as to load efficiently I require almost 8’ cargo width.

The 4 stretchers are easy to roll but need a 7’6” by 12 cargo area.

The operating room tables are very heavy and have almost no clearance so even a floor transition is problematic and why lift gate needed.

 

[ultrarunner]

In the case of the OP... he apparently is happy enough with his tires for local trips, but wants the new tires for this out of town run. Perhaps the hospital can pay for the set of tires (although that might carry an implication of borrowing the trailer more frequently which could be undesired).

And, of course, in one way or another he needs to be held not responsible for damages to the hospital equipment.

My trailer is acting garage for a project car I’m restoring so it’s unloading and loading a non drivable car to make available.

Tires are 11 years old with age cracks but nearly 100% tread as many trailer so aged out and not worn out.

Before venturing up to the Sierra mountains on twisty 2 lane state highway I would want good tires and grease the hubs… trailer has not moved since 2020 pandemic start…

 

[ultrarunner]

In the future, why not hire a local moving company like 2 Men and a Truck? That way, labor and transportation is covered and you get to supervise.

I could follow in my vehicle… my guess is $1500 to 2k for 250 miles and all goes as planned would be a good deal.

Medical equipment company charged $2500 for a 30 mile location move for a medium medical laser… the difference if they break it they fix it.

 

[paulsharvey]

I could follow in my vehicle… my guess is $1500 to 2k for 250 miles and all goes as planned would be a good deal.

Medical equipment company charged $2500 for a 30 mile location move for a medium medical laser… the difference if they break it they fix it.

Honestly, I kinda see that $2500 as operating costs.

 

[not2old]

In the future, why not hire a local moving company like 2 Men and a Truck? That way, labor and transportation is covered and you get to supervise.

That would likely be insured as well.

 

[Matisxo]

I had a similar issue last year, and after a few calls and some digging, I found a solid option through truck rental Montreal. They were upfront about their costs, didn’t slap on surprise fees, and the pickup process was straightforward. Saved me a ton of hassle compared to dealing with some of the bigger names that overcomplicate everything.

 

[ultrarunner]

The original reservation with confirmation and credit card was done on the phone…

Rental company cancelled the evening before saying returned damaged… at least the call saved a trip for nothing.

Tuesday the Administrator and her retired husband did the 250 mile round trip…

The small mountain town facility shuttered last month after 20 plus years… and everything had to go.

Worked out well for us and I didn’t have to make the pickup run…

 

[sandman2234]

Glad it got done!
I don't want to start another "CDL" war, but one of the first questions a Commercial Enforcement Officer asks when he stops a pickup hauling a trailer is "is someone paying you"? So, if you had used your truck and trailer and gotten involved in a fender bender or just unlucky enough to get stopped, it could have gone even worse. Being paid, reimbursement for fuel, complimentary dinner for your work, or whatever put a whole different light on the picture.
You did the right thing as far as not using your vehicles. I really should pay closer attention to exactly how I am at risk if I use my personal vehicle, as I do work for my Church, and some of it is paid, some voluntary. If I were involved in a wreck and they pulled the Church's records, some of my voluntary work might be construed as paid, putting my F350 into a different light.
David from jax

 

[ultrarunner]

On occasion I have used my personal car on the clock and will put in for mileage…

I did not always put in for mileage but a lawyer told me it documents employer knowledge and approval so if something were to happen the company resources would be in play…