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 to Risk and State RMP 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 an accident claim kit, available by contacting Risk.
The State has entered into contracts with rental agencies that will give UI employees special rental rates and/or benefits. Accounts Payable, http://www.uidaho.edu/controller/travel/transportation, has details on rental agency contract specials or cost savings at their website. Also visit http://www.uidaho.edu/controller/accountspay/purchasingcard regarding the reduction of the deductible or the current benefits of using the UI Purchasing Card to pay for a rental.
Inspect the vehicle before operating and bring any damages to the attention of the rental agency. When returning the vehicle, inform the rental agency (before leaving the lot) of all obvious damages or defects.
Collision Damage Waiver and Liability Insurance from the rental agency. Within the United States, State RMP coverage (liability and physical damage) automatically extends to a vehicle rented by a university employee for official university business.
Only purchase rental car agency insurance (liability and physical damage), if the vehicle is rented outside the United States or United States Territories. United States Territories are: American Samoa, Guam, Marianas, Puerto Rico and US Virgin Islands.
Privately-Owned Vehicle Insurance
When a university employee or student uses a privately-owned vehicle for official university business,
such drivers are responsible for compliance with all federal, state, and local laws and regulations applicable to vehicle operation; drivers are not to use mobile phones or other electronic devices while operating a vehicle, including but not limited to using such devices for texting; and the privately-owned vehicle’s insurance is primary. Up to the limit of the Idaho Tort Claims Act ($500,000), the university’s liability coverage is secondary, only on behalf of the university, not the employee. The university’s comprehensive-collision coverage will not extend to a private vehicle driven on university business by its owner or by another driver with the consent of the owner. The private vehicle’s comprehensive-collision insurance (if available) will provide the only coverage. Employees should check with their personal insurance agent to determine coverage on their privately-owned vehicle when used for business purposes.
Email the Risk Management Office or call (208) 885-7177 with questions.