Rental Car Discounts
UK has negotiated rental agreements with Enterprise, National, Avis and Hertz, and these discounted rates are available through our designated travel vendors - AAA Corporate Travel (323-5354), Avant Travel (233-0000) and Concur. Rental cars are not prepaid - the renter must have a credit card in his or her name to present to the rental car company when the car is picked up. Rental car companies do not allow credit card authorizations - meaning they will not accept a UK procurement in one name, to pay for the rental car in another's name.
Regarding insurance for car rentals: For cars rented for short periods of time (30 days or less), liability and physical damage coverage is included in the University’s Fleet Insurance Policy. Individuals renting a vehicle from a rental agency while away from the University on official business should not purchase a collision damage waiver (CDW) for physical damage, nor should they take additional insurance for casualty/liability coverage. Hired car physical damage coverage under the University’s Fleet Insurance Policy includes Actual Cash Value Comprehensive and $500 Deductible Collision coverage for short-term rental vehicles. The Risk Management Office must be notified if a department intends to rent/lease a vehicle for long-term rentals (31 days or more). The cost of any damage claim within the $500 deductible is the responsibility of the department. Since liability and physical damage coverage on rented or hired vehicles is now included under the University’s Fleet Insurance Policy, reimbursement for any insurance purchased in conjunction with domestic rental vehicles is not authorized.
Exception for international car rentals: Accepting the collision damage waiver (CDW) for physical damage to the vehicle is allowable and reimbursable. Many international car rental incidents are harder to resolve than domestic incidents, and taking the additional insurance can help resolve such issues with less difficulty. Also, many foreign countries require travelers to take the additional insurance in order to be able to rent a car.
Questions regarding rental car insurance can be directed to UK's Risk Management Department at 257-3708.