How to Get and Complete the Hertz Credit Card Authorization Form

If your company wants its corporate credit card to pay for an employee’s Hertz rental without that employee carrying the card, the document you need is the Hertz credit card authorization form, formally the Guaranteed Credit Card (GCC) Applicant Program Letter of Agreement. You print it on company letterhead, fill in the card details, have a corporate officer sign it, and send it to Hertz before the first pickup. The authorized driver then shows up with a license and company ID instead of a credit card.¹

When This Form Is the Right One

Hertz’s standard rule is that the name on the credit card has to match the name on the driver’s license at the counter.² The GCC Letter of Agreement is the exception Hertz carves out for businesses: it puts a corporate card on file so employees can rent against it without producing personal payment.

One boundary matters before you go further. This is a business program. Hertz does not offer an equivalent individual third-party payment form, so you cannot use it to let a parent pay for a child’s rental or a friend pay for a friend’s.² If you want someone else to drive a car you are renting in your own name, that is handled separately by adding them as an Additional Authorized Operator at the counter.

Where to Get the Form

The Letter of Agreement lives in the Hertz Business Rewards portal under billing products, and Hertz also publishes a fill-in PDF version.¹³ If you cannot find it, your local Hertz branch or the Business Rewards sales team can send a copy.

The document is written as a letter from your company to Hertz. Hertz supplies the template language and highlights the blanks you fill in. The finished letter has to be printed on your own company letterhead, not on the Hertz template alone.

What to Put on the Form

The letterhead itself needs to show the business name, mailing address, and phone number.³ Inside the template, you complete the highlighted fields with:

The corporate card number, card type, and expiration date. Only Amex, Visa, MasterCard, or Diner’s Club are accepted for this program. Debit cards and check cards are not.
The signature of a corporate officer. The signer takes on responsibility and liability for charges run through the program, so an employee without signing authority is not a workable substitute.
A ghost-card note if applicable. If your company bills through a ghost account with no physical card, write “ghost” after the card type and “No Exp Date” where the expiration would go, then enter the name of the employee who handles billing questions on the account.

By signing, the company warrants that every driver who will rent under the program is at least 21, or meets whatever higher minimum age sits in a separate corporate account agreement if your company has one. The signature also authorizes Hertz to verify the card with the issuing bank.³

Pay attention to what you are agreeing the card will cover. The authorization language runs to “any and all charges whatsoever” incurred through the program.³ That reaches well past the daily rate and taxes to fuel charges, cleaning fees, tolls, traffic violations, and administrative processing fees.⁴ If you want the card limited to base rental charges, raise that with the Business Rewards sales team before you send the signed letter.

How to Submit It

Once the letter is on letterhead, filled in, and signed, send it to Hertz Business Rewards by either of two routes:

Email: BusinessRewardsSalesTeam@hertz.com
Fax: (405) 979-3364

Both go to the same team.³ Submit well ahead of the first pickup. Hertz has to verify the card, set up the applicant program number, and push the account live at rental locations. A short follow-up by phone or email to confirm the account is active before the first scheduled rental is a reasonable precaution.

What the Driver Brings to the Counter

Once the account is active, the employee does not need the corporate card. They present a valid driver’s license plus either a company ID (business card, badge, or company health insurance card) or a written authorization letter from the company. The agent pulls the account using the applicant program number and runs the rental against the corporate card on file. No cash deposit is required.¹

Age rules still apply. Drivers between 20 and 24 may incur a young-driver surcharge, and drivers under 25 are shut out of the Dream, Adrenaline, and Prestige collections.⁵

What the Corporate Card Will Actually See

At the start of each rental, Hertz places an authorization hold on the corporate card for the estimated charges plus up to $200.⁶ Those funds are unavailable for the length of the rental. If several employees are renting at once, the stacked holds can eat into the card’s available credit, so coordinate the limit with whoever owns the card.

After return, Hertz releases the deposit hold within 72 hours and submits the final charge. The issuing bank may take another 10 business days to free the funds. If a hold lingers past that, the cardholder’s bank is the right place to call.⁴

Incidentals land on the same card. Tolls run through Hertz’s PlatePass system and are billed separately by ATS Processing Services, usually appearing one to three weeks after the rental closes and not on the Hertz invoice itself.⁷ Return without a full tank and no Fuel Purchase Option, and a fuel and service fee is added. Electric vehicles carry an EV Service Charge if the battery is not adequately recharged. Parking tickets and traffic violations come back to the account with an administrative processing fee attached.⁴

Damage is the biggest exposure. The driver accepts responsibility for damage to the vehicle during the rental, including damage that is not their fault, such as weather or vandalism.⁸ With the corporate card on file, that cost ultimately runs to the business unless other coverage applies. Hertz sells a Loss Damage Waiver that shifts vehicle damage risk back to Hertz when the renter follows the rental agreement, and a Liability Insurance Supplement that covers authorized drivers for up to $300,000 in third-party bodily injury and property damage claims.⁹ Some corporate cards include rental coverage of their own, but those benefits are often supplemental and frequently exclude third-party liability, so read the card’s terms before treating it as the only line of protection.

1
Hertz. Billing Products – Business Rewards
2
Hertz. How to Pay for Your Car Rental
3
Hertz. Guaranteed Credit Card Applicant Program Letter of Agreement
4
Hertz. Fees and Surcharges
5
Hertz. Additional Driver
6
Hertz. Forms of Payment
7
Hertz. PlatePass Billing
8
Hertz. Accident and Damage
9
Hertz. Liability Coverage