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Auto Rental

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 Damage Waiver Insurance (Example Collision Damage Waiver (CDW) or Liability Damage Waiver (LDW)) **. 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 Damage Waiver Insurance. University insurance will not cover collision and liability damage in other countries. The cost for damage waiver insurance 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.

**Exemption - Local Enterprise Rent-A-Car rentals originating in Virginia (Excluding Northern VA) will include damage waiver insurance of $5/day/vehicle.  This is in accordance with contract terms and should be accepted by the renter.   

Or

  • The option to purchase insurance offered by rental car contractors depends upon the following circumstances:

If the traveler is a

then

Notes

State Employee/Authorized Agent

Traveling within the US or Canada

Decline

Rental insurance will not be reimbursed.  The Department of Treasury, Division of Risk Management, provides a Statewide Self-Insured Automobile plan for State employees in addition to the CDW coverage provided for Enterprise and National UVa contracted rentals.

*Enterprise contracted rates in Virginia already includes any additional fees. 

Non-State Employee

Traveling within the US or Canada

Accept

Only when the agency considers automobile rental reimbursable.  Rental car insurance for these individuals may also be treated as a reimbursable expense.

Insurance reimbursement should only include liability damage waiver (LDW) and collision damage waiver (CDW).  Agencies are encouraged to set limits on reimbursement of this expense.

State or Non-State Employee

Traveling outside the United States

Accept

Individuals traveling outside of the territorial United States (including Canada, Puerto Rico) are required to purchase and will be reimbursed for LDW and CDW insurance.  Other types of insurance offered such as trip cancellation, personal, health or life insurance are not reimbursable.

 

Identification

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

Fueling

  • The traveler is encouraged to determine the most economical way to refuel the rental vehicle.  Prepaying for the refueling should be considered if it is more economical. 
  • Refuel your car prior to returning it in order to avoid rental agency refueling charges.  Agency refueling charges are excessive and may not be reimbursable.
  • Agency refueling 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".

Reservations

Advance reservations should be made whenever possible and a compact or economy model requested.

Be sure and specify that your reservation is through a UVa contract.

For reservations, please refer to each company 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 supersedes this rental agreement and you will incur no personal liability by signing.

Payment

  • Maintain receipts for your rental and any fuel. 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.
  • The Pcard may be used for University employees only for rental and fuel costs.  If paying by the Pcard, treat these receipts as you do all other Pcard documentation. 
  • To pay for the rental yourself and have the University reimburse you after the trip, you may use the University Travel Card or your own personal credit cards. You will be reimbursed after your trip is completed.