Car Rentals

Reimbursement of car rental expenses is limited to official business use only and prudent judgment should be used when deciding whether or not to rent a car. The car rental process varies depending on the circumstances of the traveler:

 

Car Rental at Office Base Location (for UMW employees/students)

If you are an employee or student of UMW renting a car from your office base location (office base location is defined as the office, place or building where the traveler performs his/her duties on a routine basis) NOTE the following:

  • When renting a car in Virginia, Enterprise or Hertz Car Rental must be used, and the most economical class of car must be reserved. Go to detailed Enterprise / Hertz information.
  • If a car rental agency other than Enterprise or Hertz is used, a written explanation must be attached to the reimbursement paperwork.
  • Read Non-Reimbursable Items and Required Documentation for Reimbursement to avoid out-of-pocket expenses.
  • PRINT the forms found at Important Insurance and Accident Information and carry with you in the rental car.
  • A car rental company may require the traveler show some evidence of insurance. The traveler should determine if this requirement is in effect for their travel destination and if so obtain “Proof of Insurance” from Administration and Finance.
  • If the preference is to use a personal vehicle, read details at Personal Vehicle Mileage to determine the mileage rate that will be reimbursed.
  • If the traveler does not own or have access to a personal car, a car rental is allowed, HOWEVER, a traveler may NOT rent a car to travel to the airport and park it for the term of the trip. In this instance, the traveler must take a shuttle, rail, or some other form of form of public transportation to reach the airport or rail station.
  • UMW will reimburse for any underage fees charged by car rental companies (Hertz does not have an underage additional fee for drivers 20+).

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Car Rental AFTER Reaching Destination (for UMW employees/students)

If the traveler is an employee or student of UMW renting a car AFTER reaching the destination by other means such as by air or rail, the traveler may rent from any car rental agency (not just Enterprise or Hertz).

IMPORTANT NOTES

  • The traveler must justify the cost of renting a vehicle instead of using another form of available transportation such as a taxi or shuttle. Attach to the Travel Reimbursement Request Form a comparison of the cost which shows that a car rental is less expensive than taking a shuttle/taxi. If the cost comparison shows that renting a car is less expensive, the traveler should select the most economical rental agency and type of vehicle available, and acquire any commercial rate or government discount available when the vehicle is rented.
  • Do NOT, under any circumstances, allow the car rental agency to directly bill UMW. Make sure to pay for the rental with personal funds in order to seek reimbursement from UMW. (UMW will NOT pay direct bills for individual use from any car rental agency, including Enterprise and Hertz.  If a direct bill to UMW inadvertently happens, the renter will eventually be charged by the car rental agency for the rental.)
  • If the traveler wants to use Enterprise or Hertz, go to detailed Enterprise / Hertz information.
  • Read Non-Reimbursable Items and Required Documentation for Reimbursement to avoid out-of-pocket expenses.
  • PRINT the forms at Important Insurance and Accident Information and carry with you in the rental car.
  • A car rental company may require the traveler to show some evidence of insurance. The traveler should determine if this requirement is in effect for their travel destination and if so obtain “Proof of Insurance” from Administration and Finance.
  • UMW will reimburse for any underage fees charged by car rental insurance companies (Hertz does not charge additional underage driver fees for drivers 20+).
  • The Commonwealth does not have limitations on car rental rates, however, UMW will reimburse only for reasonable uses and reasonable amounts of gas used for official business travel.

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Car Rental for Guests

THE FOLLOWING INFORMATION APPLIES ONLY TO GUESTS OF UMW who are trying to determine:

1. Whether to use a PERSONAL VEHICLE or RENT A CAR from the guest’s HOME LOCATION OR

2. How to rent a car from the airport or rail destination after arriving in the VA, DC, or MD area.

Reimbursement for mileage used on a personal vehicle and for car rental expenses is limited to official business use only. Prudent judgment should be used when deciding whether or not to rent a car. To ensure reimbursement for the full amount allowed by Commonwealth of Virginia regulations, please consider the following:

If the guest uses a personal vehicle, the guest will be reimbursed at the higher reimbursement mileage rate as shown on the Personal Vehicle Mileage webpage.

When renting vehicles, the guest should select the most economical type of vehicle available and NOTE the following:

  • If renting a vehicle IN VIRGINIA (including Dulles and Reagan National airports), you must rent from Enterprise or Hertz Car Rental due to state contract requirements. Go to detailed Enterprise / Hertz informationIf renting a vehicle OUTSIDE VIRGINIA, you are allowed to rent from any car rental agency–not just Enterprise.
  • Read Non-Reimbursable Items and Required Documentation for Reimbursement to avoid out-of-pocket expenses.
  • If you do not own or have access to a personal car, a car rental is allowed, HOWEVER, a traveler may NOT rent a car to travel to the airport and park it for the term of the trip. In this instance, the traveler must take a shuttle, rail, or some other form of public transportation.
  • INSURANCE DETAILS: Guests are not NOT covered under the general Commonwealth’s insurance; however, if renting from Enterprise IN THE COMMONWEALTH OF VIRGINIA, the guest is covered under the Enterprise contracted insurance. If the guest rents a car from Enterprise (or any other car rental agency) OUTSIDE Virginia OR rents IN Virginia from any car rental agency OTHER THAN Enterprise, the guest is personally responsible for any damage to a rental car. Guests should check with their personal car insurance company to see if car rental insurance is included with their personal policy. In addition, guests should also check with their credit card company to see if the credit card includes car rental insurance if that credit card is used to pay for the car rental. Although the guest is NOT required to purchase car rental insurance, UMW will reimburse for LDW (Loss Damage Waiver) and CDW (Collision Damage Waiver) insurance purchased at the car rental agency for UMW guests.

Before any travel purchases are made, a Request for Travel form with appropriate signatures should be completed IN ADVANCE by the UMW affiliate who has invited the guest to UMW. The Commonwealth does not have limitations on car rental rates, however, UMW will reimburse only for reasonable uses and reasonable amounts of gas used for the official UMW business travel.

Please contact Accounts Payable at payables@umw.edu or (540) 654-1226 with questions about car rentals.

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Enterprise / Hertz Car Rental Codes & General Information

USE the appropriate UMW code for Enterprise or Hertz. NOTE:  For business use, RESERVE THE MOST ECONOMICAL CLASS TYPE. ALL UMW car rental regulations apply for business use. Any points earned for business travel must be “returned” to the state by way of using those earned credits for future UMW business as detailed at Travel Information. If traveling with UMW students and a UMW van is not available, contact the Accounts Payable (AP) office at payables@umw.edu to get assistance with a direct bill. Do NOT, under any circumstances, allow the car rental agency to directly bill UMW unless there is specific assistance from AP. (UMW will NOT pay direct bills for individual use from any car rental agency, and if a direct bill to UMW inadvertently happens, the renter will eventually be charged by the car rental agency.)

Hertz
At this site, do the following:

  • Click “View/Modify/Cancel a Reservation” under “Get a Quote…Reserve a Car” (found on the upper left)
  • Click “Enter a Discount or Promo Code”
  • Click “I am a Corporate Customer” which will prompt the question “Business” Or “Leisure” (Note: Business use is tax exempt. Leisure use is not tax exempt, however, Hertz will honor the rates for leisure.)
  • Enter the Corporate Discount Code (CDC) = 2129111

Enterprise

  • LV21502 = Business Use Reservation Code 
  • CV000000 = Personal Use Reservation Code  

When renting OUTSIDE of the Commonwealth of Virginia, if the Enterprise or Hertz general public rate is less than the UMW code rate, use the least expensive option. (When the rental is done outside of the Commonwealth of Virginia, employees are covered under the general Commonwealth insurances; however, guests are NOT covered under Commonwealth insurances.) Call the Accounts Payable office at 654-1224 for further instructions.

All vehicle reservations must be made at least 24 hours in advance of anticipated pick up of the vehicle. When traveling by air or rail, travelers should not use a rental car as a method of transportation to the airport or rail station unless it is documented that the car rental and associated costs of the car rental are less than other options of public transportation. Instead, travelers should use their personal car or a form of public transportation to reach the airport or rail station.

In the event of emergency travel (less than 24 hours notice), the traveler is still required to go through the process above and attempt to acquire a vehicle through Enterprise or Hertz. If Enterprise or Hertz cannot fulfill the request, the traveler must print the screen documenting that a vehicle was not available.

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Non-Reimbursable Items

The following will NOT be reimbursed:

1. Upgrades
Upgrades will not be reimbursed for any reason, even if you have a personal discount coupon. EXCEPTION: Upgrades will be reimbursed for official business purposes that are documented, such as a music professor transporting a large instrument which will not fit in smaller cars or the art gallery transporting a large piece of art that will not fit in a smaller car. (See Question 5 of Mileage and Car Rental Questions for details.) Upgrades include, but are not limited to, upgraded car classes, navigation systems, and additional drivers.

2. Gas purchased at car rental agencies
Purchase gas at a gas station and submit the receipt for reimbursement. NOTE: The receipt must show that gas was purchased.

3. Insurance in the USA (for Commonwealth employees and UMW students)
UMW employees/students are covered under the Commonwealth’s insurance and therefore will NOT be reimbursed for insurance purchased for car rentals in the U.S. UMW, through the Commonwealth, provides insurance for car rentals when the car is being used in the scope of official business travel. Print forms as instructed (for employees/students) at Car Rentals at office base or Car Rentals AFTER reaching destinationNote: The car insurance is NOT in effect when the rental car is used outside the scope of official business travel. 

NOTE: Non-employees of the Commonwealth of Virginia (excluding students) CAN be reimbursed for car rental liability, comprehensive, and collision insurance. For example, candidates who need to rent a car may be reimbursed for liability, comprehensive, and collision car rental insurance. For details, see Car Rental for Guests.

4. Other Types of Insurance
Other insurances such as trip cancellation, personal health or life insurance will NOT be reimbursed.

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International Car Rental

The insurance coverage UMW has for leased vehicles is for the USA. State regulations say that individuals traveling outside of the 50 United States are required to purchase and will be reimbursed for LDW (Loss Damage Waiver) and CDW (Collision Damage Waiver) insurance. UMW strongly encourages the traveler to fully investigate all costs associated with car rentals outside the USA. For any required insurances other than LDW and CDW, PRIOR to committing to the international car rental, contact payables@umw.edu to determine if UMW is allowed to reimburse.

 

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Required Documentation for Reimbursement

To be reimbursed, attach an original receipt (or a printed copy of a receipt for electronic purchases) to the Travel Expense Reimbursement form. Remember that you will not be reimbursed until AFTER the travel has occurred. (See Reimbursement Process for Travel Expenses.)

When paying for your rental through the Internet, read the Internet Purchases regulations regarding necessary documentation to ensure reimbursement.

According to CAPP 20335, when an employee is reimbursed by UMW or uses the SPCC for travel expenses, “Travel credits, reduced rates, or free services received from public facilities (i.e., airline, car rental agencies, motels, etc.) by individuals for whatever reason accrue to the Commonwealth. Any such credit, reduced rate, or free service must be reported to the agency fiscal office and must be deducted from the amount of travel expenses claimed.”

Please contact Accounts Payable at payables@umw.edu or (540) 654-1226

LINKS

 

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