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.
Individuals who use a non-University vehicle for University-related travel will be reimbursed for actual miles traveled at the effective mileage rate: 58 cents per mile, effective Jan. 1, 2019, 54.5 cents per mile in 2018. House hunting and moving expense mileage is reimbursed at its own rate of 20 cents per mile, effective Jan. 1, 2019 (18 cents per mile in 2018). Insurance coverage, gas, oil, towing, and repairs are included in the mileage rate.
When traveling on University business, the departure and termination point for determining the actual mileage will be the employee's home. Reasonable vicinity mileage will be reimbursed; however, a log of vicinity mileage should be attached to the Travel Expense Voucher when it exceeds 100 miles. There will be no mileage reimbursement for travel between University properties within Houghton County.
Individuals driving privately owned vehicles on official University business are afforded no protection under the University's insurance policy.
The individuals who approve this mode of travel should consider that air travel may be less expensive when time and subsistence costs are included. Every effort should be made to travel at the most economical means practical. In general, the extent of reimbursement will be limited to expenses that would have been incurred had the traveler moved from point to point in a manner resulting in minimum cost to the University.
The University has a number of pool vehicles available for use by authorized individuals. Although pool vehicles are furnished with gasoline credit cards, certain vendors may not honor the cards. When an individual must pay for such items as gasoline, oil, or minor repairs, receipts must be attached to the Travel Expense Voucher in a separate grouping that is charged to the pool vehicle account. These expenses will not be reimbursed for a personally owned vehicle. For major repairs, contact the Husky Motors manager.
To drive a University-owned vehicle, an individual must have a valid driver's license. To operate a vehicle rated for carrying 16 or more passengers, an individual must have a valid chauffeur's license or an operator's license with a Class 3 endorsement. An individual who has six or more points of traffic violations will not be permitted to drive any University-owned vehicles.
To reserve a vehicle, contact Husky Motors. When a vehicle is picked up, the traveler will receive instructions.
Unauthorized drivers and guest passengers, including a spouse or relatives, are afforded no protection under the University's insurance policy.
To request and reserve a motor pool vehicle, visit or contact Husky Motors as far in advance as possible:
The driver of any University-owned vehicle that is involved in an accident must immediately report the accident to a local law enforcement agency and must also report the accident to the Husky Motors manager as soon as possible.
The University furnishes accident report forms in the University vehicle's glove compartment for the driver's use when reporting an accident. A completed report must be submitted for each accident involving a University-owned vehicle, whether major or minor damage has occurred. Sign the completed form and forward it to the Office of Risk Management, Lakeshore Center.
When another vehicle is involved, be sure to obtain the name(s) and address(es) of any witness(es). If witnesses are reluctant to provide this information, record the license plate number of two or more cars that have stopped. Be sure to obtain the name and address of the insurance company with whom the other driver is insured.
Note: Individuals driving privately owned vehicles on official University business are afforded no protection under the University's insurance policy.
The cost of taxis or other transportation in connection with business activities is reimbursable. If available and practical, public limousine transportation to and from airports should be used.
Receipts are required when the costs exceed $25.