Rental Car

Vendors and Vehicle Class

• Employees must use University-contracted rental vendors (Enterprise or National Car Rental) for business travel unless a lower rate from another vendor is documented.

• Only standard or midsize vehicles are permitted for rental.

• If a rental car is needed locally for university purposes, contact Motor Pool for arrangements.

Required Documentation

• Original itemized receipt showing vehicle class is required. 

• Gasoline expenses not listed on the rental invoice may be reimbursed when itemized with purchase date and amount.

Fuel Charges and Refueling Options

• Travelers are responsible for refueling the rental vehicle prior to returning the vehicle. Receipts are required for purchases of $75.00 or more.

• Fuel should not be purchased from the rental car company due to the increased cost and additional fees that may be applicable.

• Pre-purchasing fuel is not recommended because the traveler is charged for a full tank of gas regardless of how much gas is actually used.

• Travelers must decline optional fuel service add-on options offered by the car rental vendor.

Non-Reimbursable Expenses

• Vehicle upgrades without proper business justification and documentation to support the need for an upgrade.

• Fuel costs and rental charges on personal days of travel. Costs must be prorated based on the number of business-related days when business and personal travel is combined.

• Fines, court costs, and parking violations are not reimbursable.

 Rental Car Insurance

• Travelers are expected to use University-contracted rental vendors in order to obtain sufficient insurance coverage. No additional insurance should be purchased and may not be reimbursed.

• If using a non-contracted vendor:

  • Travelers who must use another car rental provider in locations where the contracted vendor is not available should verify that basic liability insurance is included in the rental. If basic liability is not provided, basic liability coverage insurance should be purchased and is an allowable expense.

  • When travelers choose to use another car rental provider where the contracted vendor is available, basic liability coverage must be included in the rental or purchased at the traveler's expense.

• Collision/liability and/or physical damage is covered under the university's self-insurance program. Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) should not be purchased for business rentals.

• Additional insurance (e.g., Personal Accident, Supplemental Liability, Personal Effects) is not reimbursable.

• Non-UNI guests (e.g., job candidates, speakers) may be reimbursed for rental insurance.