Quick Reference Guide:
Rental Car
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Rental Car is classified as the expense for renting a vehicle. This is only an allowable expense
when deemed necessary for business by the department. It is recommended that the
employees go through OU Fleet Services to secure a rental vehicle when travel is within the
state. Rental vehicles for travel outside of the state should be booked online through Concur.
Note that a Comparable Airfare Quote is required to justify the cost of driving out of state
instead of flying to ensure that a Rental Car is the most economical travel option. If an
employee elects to rent a car on their own, it is recommended that they elect either Collision
Damage Waiver “CDW” or Loss Damage Waiver “LDW” coverage. These elections would
provide property damage coverage for the rental vehicle. Please use this guide to appropriately
expense a Rental Car.
Accessing Concur
1. Go to Travel.ou.edu and login with your 4x4.
2. Click Expense from the main menu and either select + Create New Report or access
an open report by clicking on the report name.
Travel Card Charges
3. To expense a Travel Card charge, select Import Expenses and the available card
charges will appear on the right side of the screen.
4. Click the box to the left of the transaction and click Move to pull the charge over to the
expense report or click on the charge and drag it to the expense report on the left side
of the screen.
5. If the transaction does not default to the correct expense type, use the drop-down menu
under Expense Type to select Rental Car.
6. Ensure that the Traveler Type, Trip Type, Report/Trip Purpose, Event Name/Nature
of Business and City fields all fill down appropriately from the report header as these
are required entries.
7. Choose the Rental Car vendor from the drop-down Vendor List.
8. Justification for necessity of the Rental Car is required in the Justification field.
9. Additional information may also be entered in Comments.
Cash/Out of Pocket Charges
Quick Reference Guide:
Rental Car
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10. To expense a Cash/Out of Pocket charge, click on + New Expense at the top of the
screen.
11. Either type in Rental Car in the Expense Type search bar at the top right of the
expense report or scroll though the list of All Expense Types at the bottom right of the
expense report and select Rental Car.
12. Enter in the Transaction Date by using the calendar option or type in the date using the
format of MM/DD/YYYY. The date used should be the transaction date noted on the
receipt.
13. Select the rental company name by using the Vendor List drop-down.
14. Justification for necessity of the Rental Car is required in the Justification field.
15. Change the Payment Type to Cash/Out of Pocket. Please note that Pending Card
Transactions should not be expensed until the transaction has posted. Please see the
above section on Travel Card Charges for more information.
16. Enter the amount in the Amount field. Note that the amount will default to US Dollars
(USD). Do not enter in commas or dollar signs in this field.
Receipts
17. All Rental Car charges will require a receipt. Please note that the receipt must show the
final amount charged, not an estimate. Expenses that require a receipt will show a
yellow exclamation point icon . Most rental companies will provide an e-Receipt
(denoted with the e-Receipt icon ) for Travel Card transactions to satisfy the receipt
requirement however, if the rental company did not provide an e-Receipt, this is a
Cash/Out of Pocket expense or there is a more detailed receipt to add to the expense
line, add the receipt by selecting Attach Receipt.
18. A pop-up box will appear and you can click Browse to locate the receipt saved on a
local device or, if the receipt image was uploaded previously, the receipt will be available
in Available Receipts. Locate the correct receipt and select Attach.
19. Once the receipt requirement has been added, the icon will show a blue check box
indicating that the receipt requirement has been met.
20. Click Save.
Quick Reference Guide:
Rental Car
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Additional Information
21. Please note that the standard Rental Car option is Economy class. If an upgraded class
is chosen, justification for the upgrade must be entered in Comments.
22. Risk Management recommends purchasing from the Rental Car company vehicle
physical damage insurance, commonly known as Loss Damage Waiver (“LDW”) or
Collision Damage Waiver (“CDW”) offered by the rental company.
23. The cost of a rented vehicle used both for personal and business travel should be
prorated for reimbursement of only the business portion of expenses. Additional days
before/after the business days, car seats, additional drivers (non-business travelers),
satellite radio, unnecessary upgrades, etc. must be excluded from the expense report or
claimed as Personal/Non Reimbursable. OU Policy will allow for navigation, roadside
assistance, necessary upgrades, fuel options, etc. as deemed necessary for business by
the department.
