Best Practices: Renting a Car

Renting from Hertz, Enterprise, National, Dollar and Thrifty Car Rental

1. Travelers are expected to use the UC system-wide agreements when possible

a. Current contract information for Hertz, Enterprise and National is on our website:

http://afs.ucdavis.edu/cas-forms/car-agreements-ucd.html

b. Dollar and Thrifty Car Rental are available only with BCD Travel through Connexxus

c. Reservations should be made through the Connexxus portal as the UC Corporate ID (CDP#) is

programmed with the Connexxus agencies

2. UC Agreements automatically include required automobile insurance provided the CDP# is printed on the

traveler contract at the time of rental

a. Includes liability insurance limits and Loss Damage Waiver (LDW)

b. UC travelers should decline any additional insurance in the CONUS

c. Any purchase of additional insurance for rentals within the U.S. and with contracted vendors is not

reimbursable

3. Travelers should enroll in the membership plans with the contracted agencies

a. Annual membership fees are waived for UC employees

b. Memberships include free upgrades to a mid-size vehicle (“full size” is still considered an upgrade)

c. Earn points toward free rentals

d. Sign up with Hertz, Enterprise and National through our website:

http://afs.ucdavis.edu/cas-forms/car-agreements-ucd.html

4. At time of rental, review the contract carefully

a. Ask the rental representative to identify the CDP# and

b. Be sure there are no additional/separate charges for insurance coverage

Young Renters

1. Hertz/Enterprise/National

a. Allow drivers aged 18-24

b. Additional, reimbursable, surcharge may apply

2. Dollar/Thrifty Car Rental

a. No additional surcharge for renters aged 18-24 traveling on official University business when reserved

with BCD Travel through Connexxus

Upgrades

1. When the CDP# is provided, intermediate upgrades are free (“full size” is still considered an upgrade)

2. Upgrades, other than intermediate as covered by UC agreements, must be justified as per travel policy G-28

3. GPS rentals are reimbursable if the driver is unfamiliar with the area

Renting a car outside of the United States

1. UC travelers should consider the purchase of additional CDW/LDW/SLI insurance when renting in foreign

countries (even with the use of the CDP#)

a. Contact Risk Management Services for guidelines as each country has different requirements

b. This insurance cost is reimbursable

Renting from a Non-UC Agreement Rental Agency

1. If a UC contracted car rental agency is not available, travelers on official University business may utilize another

car rental company

2. The purchase of additional insurance coverage may be allowed (OCONUS LDW only)

3. If a vehicle upgrade is necessary to accommodate a traveler’s needs, an exception to policy approval must

accompany the reimbursement expense report. Please email the request to travelhel[email protected].

Paying for and Claiming Rental Car Expenses in MyTravel

1. You must use a T&E Card or personal credit card

a. CTS is NOT an option for payment

b. The T&E Card is the preferred method of payment

2. Charges can be reconciled AFTER the trip by completing a travel expense report using itemized receipts

a. Paid, itemized, receipts are required for all vehicle rentals, regardless of the dollar amount

b. Receipts need to show if additional insurance coverage or other options were selected

c. All paid upgrades must be explained and include documentation

d. The receipt must show a zero balance in order to be reimbursed