CHAPTER 22: TRAVEL REGULATIONS

(to be updated on Operations Manual)

 

(6) Vehicle Rental: University employees are expected to secure rentals from the University contracted vendor (see (a) below). Reasonable rental charges for standard/midsize vehicles are allowed.  Additional charges for upgrades are not allowed unless there is a specified business purpose for the upgrade, such as multiple University employees traveling together.  The original itemized receipt from the car rental agency must be submitted with the travel voucher or procurement card voucher. Gasoline costs not included on the rental agency invoice may also be claimed.  If gasoline receipts are available, they should be attached to the voucher.  If the rental included personal as well as business travel, the total cost should be divided by the number of total rental days and then multiplied by the number of business days. 

 

Collision and/or physical damage is covered under the university’s self insurance program. CD/LDW should not be purchased for business rentals.  If purchased the cost is not reimbursable.  Insurance coverage for personal effects (PAI), credit cards (PEC), or health/life insurance, etc is not reimbursable.

 

(a)   Rentals from Contracted Vendor:  The University has a contract with a vehicle rental agency and employees are expected to use this contract in order to obtain sufficient insurance coverage. No additional insurance should be purchased.  

 

(b)    Rentals from Non-Contracted Vendor: See Risk Management’s policy on potential, additional liability costs.

 

i)        Travelers who must use another car rental provider in locations where the contracted vendor does not supply should verify that basic liability insurance is included in the rental.  If liability is not provided, basic liability coverage insurance should be purchased and is an allowable expense.

ii)       When travelers choose to use another car rental provider where the contracted vendor is available, basic liability coverage must be included in the rental or purchased at the traveler’s expense.