What to Know When Renting a Car for University Business
August 19, 2020
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 an Authorization to Travel form signed by the appropriate authority for the unit on file. 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 they have met the requirements of the university’s driver policies and any specific requirements of the rental agency or loaning organization.
When traveling, the driver must carry a State of Idaho accident claim kit. State of Idaho Purchasing Services has entered into contracts with rental agencies that will give U of I employees special rental rates and/or benefits. Review Account Payable’s Travel Services website, then click on “Transportation” for details. The Travel Services website links to Enterprise State and Hertz State rental request forms for ease in renting with the U of I Contract information.
Use of state contracts can reduce deductibles to your department and avoids impact on your personal credit ratings due to rental car losses. You can also contact Accounts Payable, Travel Services at 208-885-5417.
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. you don’t need to purchase insurance from the rental car company.
Renting cars outside the U.S. (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.
Deductibles are waived if the state/U of I contract with Enterprise or Hertz was used. However, there is a $2,500 deductible for damage to rented vehicles, which must be paid by your department when the state/U of I contracts are not used. See Account Payable’s website for details on contract specials or cost savings using certain rental agencies or reduction of the deductible and the benefits of using the U of I Purchasing Card to pay for a rental. The Standard for University Owned, Rented, or Leased Vehicle Use and Coverage, section H provides the policies on renting vehicles. Email firstname.lastname@example.org with questions.
About the University of Idaho
The University of Idaho, home of the Vandals, is Idaho’s land-grant, national research university. From its residential campus in Moscow, U of I serves the state of Idaho through educational centers in Boise, Coeur d’Alene and Idaho Falls, nine research and Extension centers, plus Extension offices in 42 counties. Home to nearly 11,000 students statewide, U of I is a leader in student-centered learning and excels at interdisciplinary research, service to businesses and communities, and in advancing diversity, citizenship and global outreach. U of I competes in the Big Sky and Western Athletic conferences. Learn more at uidaho.edu