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Auto Rental

Note: Effective March 12, 2002, 15-passenger vans may not be rented. See the Risk Management website for more information.

Traveler's Responsibilities

Ask for Discounts

  • 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.

Insurance

  • 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.

Identification

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

Fueling

  • 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.

Receipts

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

'Motor Pool' Vehicle Rental

The University Motor Pool is no longer in operation and has been replaced by contracts with Enterprise, National, and Hertz. These vehicles are available for Local and National travel on University business.

Reservations

For Reservations please refer to each companies Contract Summary Sheet:

Rental Agreement

When picking up your vehicle, please sign the car company’s standard rental agreement if requested to do so. The University's contract supercedes this rental agreement and you will incur no personal liability by signing.

Insurance

Follow the guidelines above for all University vehicle rentals.

Approvals

No special approvals are required.

Reconciliation

  • 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.