Car Rental

  • Employees should seek out moderately priced automobiles to minimize the cost to the university.
  • For sponsored funds, if you have an upgrade to your rental car over the standard/economy rate and feel you have a valid justification please review with SPA and they can help determine if the entire cost is allowable on a sponsored fund(s).
  • Gasoline expenses will be reimbursed based on actual gas purchases, not mileage
  • Rental of 12 -15 passenger vehicles are not permitted for university activities. For more information about the university’s 12 – 15 passenger vehicle policy, please read the Passenger Van Use memo to business managers on the Environmental Health and Safety website.
  • The university does not reimburse for the cost of insurance offered by rental agencies when traveling in the United States, Canada, and U.S. territories. The university’s auto liability covers damages and legal defense costs for bodily injury and property damage resulting from auto accidents involving vehicles rented for university business in these
  • When traveling outside the United States, Canada, and S. territories, travelers must elect to purchase the minimum liability and physical damage insurance coverages offered by the rental agency.
  • Visit the Financial Services website under the Insurance and Risk Management section for additional information about rental vehicles and what to do if you are involved in an accident.