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.
Collision Damage Waiver
Most rental car companies hold the renter responsible for any damage to the vehicle, regardless of fault. This coverage should be declined if you are covered by other sources such as
- American Express Corporate Card—the vehicle will be insured, excess of other applicable insurance (generally the driver's personal insurance), to its full value for collision, fire, theft, vandalism, etc. The Collision Damage Waiver must be declined in order for this coverage to be applicable and the vehicle rental charged to American Express.
- The American Express Corporate Card and University purchasing card do not provide coverage outside of the United States and Canada, so the employee must accept the auto liability and collision damage coverages when renting a vehicle in a foreign country.
- Personal automobile insurance—travelers should check with their personal auto insurance agent.
- Other—certain other charge cards also provide this or similar coverage. Check your charge card agreement
Personal Accident Insurance
This coverage provides accident/medical and death benefits, all of which are already provided to University employees. Travelers who accept this optional coverage do so at their own expense.
Personal Effects Insurance
This coverage protects against loss of property. University property is covered under the University program. The traveler's personal property may be covered under the traveler's own homeowners/renters insurance. Check with your insurance agent. Travelers who accept this optional coverage do so at their own expense.
Rental Car Procedure
An employee requiring the use of a rental car for University-related travel must do the following:
- Make all necessary arrangements with the appropriate rental car company.
- Save all receipts (gas and car rental).
- Attach documentation from the rental agency and gas receipts to the Travel Expense Voucher.