What to Know When Renting a Car for University Business
Wednesday, November 6 2013
There are several things to remember when renting a vehicle for University business.
Rental vehicles are only to be used for official university business. The driver must have on file with his/her unit an Authorization to Travel form signed by the appropriate authority for the unit.
The driver must sign the rental agreement in his/her name, followed by the initials “UI”, to indicate that the vehicle is being rented for official university business. The driver is responsible for ensuring that he/she has met the requirements of the university’s driver policies and any specific requirements of the rental agency or loaning organization (e.g., age requirements, credit card, etc). When traveling, the driver must carry a State of Idaho accident claim kit. If your department doesn’t have any, request one via e-mail: firstname.lastname@example.org or call (208) 885-7177. Provide your name, department, department address and how many kits you would like. The Office of Risk Management will forward the requested number of kits to your department that day.
State Purchasing Services has entered into contracts with rental agencies that will give UI employees special rental rates and/or benefits. Review Account Payable’s website http://www.uidaho.edu/controller/accountspay for details on contract specials or cost savings using certain rental agencies or reduction of the deductible and the benefits of using the UI Purchasing Card to pay for a rental. You can also contact Accounts Payable at 885-5389.
Inspect the vehicle before operating and immediately bring any damage to the attention of the rental agency. When returning the vehicle, review the condition of the vehicle with the rental agency and note all obvious damage or defects before leaving the lot.
Renting cars inside the U.S. or its possessions
U.S. possessions, per the terms of “coverage,” include American Samoa, Guam, U.S. Virgin Islands, Mariana Islands, and Puerto Rico. Inside the U.S., since the University of Idaho has vehicles that are currently insured through the State of Idaho, you don’t need to purchase insurance from the rental car company. However, there is a $500 deductible for damage to the vehicles, which must be paid by your department. See Account Payable’s website http://www.uidaho.edu/controller/accountspay for details on contract specials or cost savings using certain rental agencies or reduction of the deductible and the benefits of using the UI Purchasing Card to pay for a rental. All windshield damage must be paid in full by your department.
Renting cars outside the United States including Canada and Mexico
You will need to purchase rental car coverage from the rental agencies in foreign countries. Purchase at least the minimum compulsory insurance. The rental agency will be able to inform you of the minimum compulsory insurance.
The Administrative Procedures Manual 05.08 E-- covers the policies on renting vehicles. E-mail any questions to Risk Management: email@example.com or call (208) 885-7177.