A. ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û VEHICLE RENTAL CONTRACTS
Travelers requiring a rental vehicle at an off-campus location should obtain the most cost and energy efficient rental agreement. For UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers, the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Procurement Services Office should be contacted for information on current rental vehicle contracts. In general, subcompact or compact vehicles are considered appropriate and reasonable for ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û travelers. Travelers with AAA or AARP memberships may receive discounts which exceed those negotiated by ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û and are encouraged to use those discounts.
B. PAYMENT METHOD
The preferred payment method for vehicle rentals from ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û-contracted local rental agencies is the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card. This applies to UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers. If the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card is used to rent a vehicle, insurance coverage is provided in the event there is damage to the rental vehicle. ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û's business auto policy provides liability coverage on all rental vehicles.
C. INSURANCE COVERAGE
- ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û employees using the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card for travel in the U. S. and certain overseas destinations should decline the CDW (collision damage waiver) and LDW (loss damage waiver) as this coverage is provided through the Wells Fargo MasterCard Purchasing Card program and through ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û's business auto insurance policy with Acadia Insurance. Travelers using the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card, or another means of payment will not be reimbursed for CDW or LDW charges if they accept the coverage or choose to use another means of payment, unless pre-approved in writing by the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Vice Chancellor for Financial Affairs or designee. Travelers with a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card should contact Wells Fargo at 1-800-932-0036 prior to travel to inquire about insurance coverage for overseas rentals. If separate coverage is required, a written explanation on the travel expense voucher as well as supporting documentation is necessary for reimbursement of the CDW charges.
- Travelers who are not employees of ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û but are authorized to rent a vehicle for ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û business, including spouses, job applicants, guest speakers, colleagues of employees and ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û students, will have CDW and LDW coverage under the MasterCard contract only if (a) their names are on the vehicle rental agency contract at the time the vehicle is picked up and (b) the vehicle rental is charged to a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card.
- In the event of an accident with a rental vehicle charged to the traveler's ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card, the traveler should contact MasterCard at 1-800-MC-Assist. MasterCard representatives will handle the claim with the rental agency. The ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û PCard Program Administrator and ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Policy & Risk Office must also be notified of the accident as soon as possible.
- In the event of an accident with any rental vehicle not paid for with a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card, notification must be sent to the ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û Policy & Risk Office.
D. OPERATING EXPENSES
- Reimbursable expenses include rental fees, gasoline charges, parking, tolls and other operating costs such as flat tires, wiper blades, etc.
- Non-reimbursable expenses include parking tickets, fines and penalties, towing charges, accidents, theft, and purchased insurance (CDW and LDW) for employee-rented vehicles charged to a ×î¿ì¿ª½±Ö±²¥½ÁÖé½á¹û purchasing card.
The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.
