To:                   University Travelers

From:               Travel Office

Re:                   Vehicle Rentals

 

The University’s vehicle rental contract is with National Car Rental.  This contract provides several benefits for our travelers, one of the most important of which is liability insurance and the loss damage waiver.  By offering this coverage, National is the primary insurer rather than the University.  Due to National’s unique coverage, the University expects all travelers to use National Car Rental when traveling on University business.  Departments are asked to assist in this effort to ensure that National Car Rental is used whenever possible since the National contract limits the University’s exposure for vehicle damage and liability. For your convenience, the Office of Risk Management will be distributing updated Insurance Cards that should be carried by the traveler when in travel status.

  

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

 

1. In the event that a traveler cannot secure a reservation with National Car Rental, the traveler should verify that basic liability insurance is included in the rental.  If liability insurance is not provided, basic liability limits should be purchased.  This is a reimbursable expense. The cost of the additional coverage for basic liability limits is approximately $12 per day.  The traveler should not buy the Loss Damage Waiver (LDW or CDW).  If LDW or CDW is purchased, this cost will not be reimbursed. 

 

2. If a traveler CHOOSES to use another vehicle rental agency where National is available, the traveler should verify that basic liability insurance is included in the rental.  If no liability insurance is provided, basic limits should be purchased at the traveler’s expense.  The cost of the additional coverage for basic liability limits is approximately $12 per day. The traveler should not buy the Loss Damage Waiver (LDW or CDW).

 

Traveler’s Personal Use of a Vehicle Rental

 

While traveling on business the traveler may use the rental vehicle for personal use.  All rates and benefits of the National Car Rental contract apply fully to both business and personal rentals. 

 

If not renting from National Car Rental, it is the traveler’s sole responsibility to confirm any coverage his/her own personal auto insurance may provide for rental vehicles and to file any claims with them.

 

The University’s discount code 5004461 must be used for each reservation to ensure the insurance coverage and all program benefits are obtained. This number is entered into the reservation automatically when reservations are made via the National Rental Page

 

For more information, see vehicle rental policy and program benefits . For National Car Rental locations click on "Site Map" at the bottom of the page, then locations.

 

Please review prohibited uses and insurance exclusions associated with the National Car Rental contract.

 

For any questions about whether it is acceptable to use another rental vehicle provider, contact becky-schaffner@uiowa.edu or 335-0113.