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Domestic Travel Notification

All domestic University-sponsored travel must be submitted on the University-sponsored Travel Notification.

Domestic Travel

Car Rentals

Items to Note:

  • Rental cars are reimbursable if they are necessary to conduct business and are approved by the department.
  • Maximum size of rental is mid-size/intermediate. If a larger size is needed, a detailed explanation needs to be included.
  • Optional insurance (Damage Waiver, Liability), Fuel Service Option, GPS, etc. are not reimbursable travel expenses.

Enterprise and National Car Rental

It is recommended that non-University-owned rental vehicles be rented through the use of our institutional contract with Enterprise and National car rental firms. They now have one combined portal for renting a vehicle using the University's contract.

Make a reservation

Join the Emerald Club to receive express service. As a member of the Emerald Club you can use the "one click" reservations system.

When you are renting for business use only, there are no additional costs for the following coverages. 

  • Collision Damage Waiver or Loss Damage Waiver (coverage for damage to the rental vehicle).
  • Auto Liability (limits of $100,000 per person and $300,000 per accident for Bodily Injury; $50,000 limit for Property Damage)

The contract provides reduced daily rental rates to many vehicle renters associated with the University, including for:

  • Business Use: Employees, Consultants and Contractors, and Students 18 years of age or older who are traveling on University business.
  • Student Clubs and Organizations: Students of the University who are 21 years of age or older and using a rental vehicle for Student Clubs and Organizations. The Collision Damage Waiver / Loss Damage Waiver and Auto Liability coverages are not included in the daily rental rates, and must be purchased as added expenses. These added expenses may not be reimbursable; consult with the Comptroller's Travel Office for further guidance.
  • The contract no longer provides reduced daily rates or other benefits for Personal Use rentals

It is strongly recommended that all renters maintain personal auto insurance, especially adequate liability coverage, regardless of whether or not your status with the University makes you eligible for the coverage included in the University contract with Enterprise and National. Depending on your University status and purpose of rental, your personal auto insurance could be the sole source of liability coverage for accidents for which you are at fault, or could be needed as excess coverage beyond the limited liability coverage provided under the contract.

Get more information on the Comptroller's Travel website