• Many car rental agencies offer state or federal government discounts or higher education discounts. You may need your University ID to qualify.
• Surprisingly young people often qualify for senior discounts.
• Membership in such organizations as AARP or AAA may lead to additional discounts.

• Be knowledgeable of Risk Management's insurance requirements and know what to do in case of an accident
• If traveling within the U.S. or Canada, decline the collision damage waiver (CDW) or liability damage waiver (LDW) insurance. University insurance covers both collision and liability damage, and you cannot be reimbursed for this expense.
• If traveling outside the U.S. and Canada, accept the collision damage waiver (CDW) or liability damage waiver (LDW) insurance. University insurance will not cover collision and liability damage in other countries. The cost for LDW and CDW will be reimbursed under these circumstances.
• Decline Personal Accident Insurance (PAI) or personal effects coverage unless you wish to incur this expense yourself, because they are considered personal expenses and you cannot be reimbursed.

• Travel with your driver's license and University Identification Card.

• Refuel your car prior to returning it in order to avoid rental agency refueling charges.
• Such charges must be justified to be reimbursed.
• Proper justification could include: "I was late to the airport and was afraid I would miss my plane if I stopped to refuel", "It was late at night and I felt unsafe stopping at a gas station close to the rental agency", "No gas station was open at the time I was required to return my car" or other reasons approved by Accounts Payable or Medical Center Invoice Processing.

• Maintain all receipts for the rental car and fuel purchases.

Reservations may be made on-line through the Enterprise Leasing Co. UVA web site. You may make a reservation with or without a pre-established account. You must log in as follows to access the site:

Login: uva
Password: uvadrives

This is an optional feature that allows you to create an "account", which is really just a profile that pre-populates part of the online form each time you request a reservation.

• Provide a unique "account id" (not related in any way to your GL account code) for each profile you wish to create.
• You must remember this ID when making reservations in the future if you wish to make use of the profile you have created.
• We suggest using your University e-mail ID (e.g., abc1d) if you only need one profile.
• You may create multiple profiles for your frequent travelers by appending their initials to your e-mail ID (e.g., abc1d/xy) to create a unique account id for each one.

• Use your University Purchasing Card (UPC) and payment will be automatic.
• Use an LPO, and you will be invoiced.
• Use your University Travel Card or your personal credit cards, and request reimbursement on a Payment Voucher.

• Obtain a copy of the final invoice for your rental. If you return your car after hours you may call the agency and ask them to fax or mail you a copy.
• Note the number of travelers and the reason for travel on the invoice.
• If paying by Purchasing card, treat this receipt as you do all other Purchasing Card documentation.
• If charging to your department's GL account, forward this annotated receipt to the person in your department who does financial reconciliation.

University departments have access to rental car contracts. Please see our Contracts page for links to our Contract Summary Sheets:

• Enterprise Leasing Co.
• Hertz Corporation

If you have questions about rental car contracts, contact our Travel Buyer.