Car Rental

The use of a rental car should be justified as a business necessity and not as a matter of personal convenience. All rentals should be at the corporate/government rate or the lowest possible rate per day. When traveling in groups, carpooling should be practiced to minimize costs. The use of rental cars is appropriate for situations where other methods of transportation are unavailable or impractical.

A University purchasing card can be used to pay for rental cars and gas for rental cars. These expenses must be reallocated from E210 to E710.

All terms and conditions of the car rental agreement should be read and followed, particularly with regard to who is authorized to drive the vehicle and driving on unpaved roads. Violations of the agreement or any driving regulation may leave the University responsible for additional damages. The University's insurance policy does not cover rental vehicles.

Optional Insurance Coverage

Rental car companies provide optional insurance coverage for collision damage waiver, personal accident insurance, and personal effects insurance.

Rental Car Procedure

An employee requiring the use of a rental car for University-related travel must do the following:

  1. Make all necessary arrangements with the appropriate rental car company.
  2. Save all receipts (gas and car rental).
  3. Attach documentation from the rental agency and gas receipts to the Travel Expense Voucher.