Vehicles are rented through Corporate Travel Planners (CTP). The university has contracted supplier agreements with Enterprise, National and Hertz. Highlights of the agreement include:
- Discounted Rates
- Unlimited daily/weekly mileage (some exceptions may apply, incl. monthly and one-way rentals)
- Loss/Collision Damage Waiver (also known as DW, CDW, or LDW) coverage included at no additional charge
- Liability coverage included at no additional charge
NOTE: Exceptions may apply with International rentals.
Because the optional Loss/Collision Damage Waiver is already included in the rate agreement for business rentals, travelers should decline the optional waiver. All travelers will need to present an ID to rent a vehicle and will pay for the rental with a credit card in their name. Direct bill is not permitted nor can rental car expenses be pre-paid by the university.
If a traveler chooses the refueling option when returning a rental car, a business reason must be listed in the travel reimbursement. The code for the refueling option will be “FSO”, “Fuel Service Option” or “Refueling Charge”. It will either be based per gallon, or a flat fee for the days the car is rented. Click on the link above for examples of how it might appear on a rental car receipt.
From the FAQ section of the Travel Office webpage:
Generally, the traveler should refuel the rental vehicle at a gas station to incur the lowest reasonable costs. However, the refueling option through the rental car agency may be considered when reasonable circumstances occur (e.g. timing issue). The business reason for the use of this option should be clearly documented.
Sometimes the contracted car rental agencies do not have any available rentals. In this case, the traveler would need to provide proof that none of the contracted agencies had cars available. This could be in the form of a screenshot or documentation from the rental agency itself. Traveler must then purchase DW/CDW/LDW and liability insurance in this case.