Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.6.7. Rental Car

The use of a rental car should be justified as an economical, 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, sharing of cars should be practiced to minimize costs.

The use of rental cars is appropriate for those situations where other methods of transportation are unavailable or impractical.

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 non-paved 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.

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

1. Collision Damage Waiver: Most rental car companies hold the renter responsible for all damages to the vehicle, regardless of fault. This coverage should be declined due to high cost and may be covered by several other sources such as:



1. 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 for this coverage to be applicable and the vehicle rental charged to American Express.)



2. Personal automobile insurance (Travelers should check with their personal auto insurance agent.)



3. Other (Certain other charge cards also provide this or similar coverage. Check your charge card agreement.)




2. 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.



3. Personal Effects Insurance: This coverage provides 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 home owner/renter insurance. Travelers should check with their insurance agent. Travelers who accept this optional coverage do so at their own expense.

To use a rental car for University-related travel, 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.