VII. Rental Vehicles
Domestic Rentals
All vehicle rentals should be made through the university's contracted rental agency (Enterprise/National) and may be paid for with the Small Purchase Charge Card, Travel Card or personal credit card. The Contract ID for both Enterprise and National is XZ21032. The Small Purchase Charge Card CANNOT be used to rent vehicles from any company other than Enterprise/National.
Liability protection is provided under the Commonwealth Risk Management Plan (see Section VIII). University employees are covered for physical damage to rental vehicles. This coverage is for any damage the driver causes to the vehicle. Effective January 2011, Enterprise/National has added a damage waiver fee of $5/day to all rentals originating in Virginia when using the above contract number and this discounted fee is a reimbursable expense. Enterprise/National rentals originating in all other states will include the damage waiver at no additional cost. Departments who choose to rent with a company other than Enterprise/National cannot pay for additional collision damage insurance which means they will have no coverage for damages like fire, weather, vandalism, animal damage, glass breakage and similar events (i.e., crack in the windshield caused by a rock; damage inflicted on parked/vacant vehicles). Damages of this type will be charged to the department that rented the vehicle. The university does not pay for additional collision damage insurance. Drivers electing to purchase this coverage will not be reimbursed, unless private funds are available through one of the university's affiliated foundations.
When using a credit card, employees must ensure that the rental agency understands that it is intended for the rental of the vehicle only. Any damages charged to a credit card are the responsibility of the individual or the department and cannot be reimbursed. To avoid damages charges, accidents must be reported promptly (see Auto Accidents). Accidents must be reported to Risk Management in addition to Enterprise.
Only those individuals specified on the rental contract are permitted to operate the rental vehicle.
Vehicles should be checked thoroughly when they are returned to the rental agency, and returned during business hours to ensure rental standards are met.
The rental location may have vans available for rent. The university's Passenger Van Safety Appendix, including the requirement to complete the Van Safety Training course, applies to use of these vans.
Further information on renting vehicles can be found on the Procurement website.
International Rentals
Although the university's liability and physical damage insurance is applicable overseas, it is recommended that travelers purchase liability and collision damage insurance at the destination. The purchase of such rental automobile insurance is a State-approved reimbursable expense.
