TRAVEL
95.12
Revision 12-04
Travel Services
335-2034
PDF link
AUTHORIZATION
University employees may be authorized to use rental cars when:
- A motor pool vehicle or other state transportation is not available.
- The use of a rental car is more economical than other conveyances and necessary for accomplishment of WSU business.
Justification
WSU employees may use rental cars when use of the rental car has been approved in advance by the authorizing official. (See 95.01 and 95.05.)
The University must be able to justify each use of a rental car. The alternatives to using a rental car may not be as convenient or attractively advertised; therefore, good judgment and discretion must be used when approving rental car use.
There are circumstances which may require the unanticipated use of a rental car. See "Unanticipated Use" below.
Personal Use
The state contract does not authorize vehicle use for other than official state business.
Personal Trip
When a traveler combines a personal trip with an official business trip, the traveler is to execute a personal contract to rent a vehicle for the personal portion of the trip. (SAAM 10.50.35.d)
Incidental Use
If personal use of the rental vehicle is incidental, the traveler is to keep track of personal time a rental vehicle is used. The traveler deducts the dollar amount of personal use from any amount owed the traveler. If the traveler charged the rental car expense on a rental car credit card, the traveler reimburses the University for the personal use by attaching a check to the Travel Expense Voucher. The traveler is to make the check out to Washington State University. (SAAM 10.50.35.e)
State Contract
The rental car should be obtained from a Enterprise Rent-A-Car at a state contract rate, which includes full insurance coverage for collision/loss or damage. See below.
Enterprise Rent-A-Car provides rental services at most domestic locations. Call Enterprise Rent-A-Car reservations at 1-800-736-2227 (1-800-RENT-A-CAR) and provide the Enterprise Corporate Class Discount number 45WA000 to obtain contract services.
Refer to the Travel Services website for locations and rates. Go to:
Other Rental Firms
The traveler may rent vehicles from any other rental firm if rates are lower than Enterprise Rent-A-Car's rates (including insurance) and/or vehicles are more readily available. When renting from another firm, request the corporate rate. (University personnel should be prepared to display University identification cards when requesting the corporate rate.) See below.
When need for a rental car could not have been anticipated, reimbursement for the cost of the rental car, plus the cost of collision insurance, may be allowed, provided:
- It is clear that the need could not have reasonably been anticipated, and no feasible alternative existed as evidenced by a statement in Travel Details on the Travel Expense Voucher.
- A copy of the rental agreement is attached to the Travel Expense Voucher. (Also attach any gas receipts over $25, if gas is not included in the rental agreement.)
PAYING FOR RENTAL CARS
University departments and travelers use the following methods, as appropriate, to rent automobiles:
University Travel Charge Card
A University traveler holding a University travel charge card (see 95.03) may use the card to rent cars from Enterprise Rent-A-Car for official business. The traveler seeks reimbursement on the Travel Expense Voucher submitted after the trip.
Personal Resources
A traveler may use his or her own personal resources to purchase the use of a rental car. See also "Unanticipated Use" above.
RESERVATIONS
Make reservations directly with the rental firm at the pick up point or telephone Enterprise Rent-A-Car reservations at 1-800-736-2227 (1-800-RENT-A-CAR).
Billing Code
When making reservations with Enterprise Rent-A-Car provide the Enterprise Corporate Class Discount number 45WA000 to ensure proper billing.
Guaranteed Vehicle
The state contract requires that Enterprise Rent-A-Car provide a vehicle if reservations are made at least 24 hours in advance.
Vans
Vans and mini-vans may be rented from Enterprise Rent-A-Car, subject to availability.
One-Way Drop Charges
Enterprise Rent-A-Car requires at least a seven-day advance reservation for rentals not returned to the point of origin.
One-way drop charges for Enterprise Rent-A-Car are as follows:
Miles Charge Per Mile
1-25 $ 0.00
26-50 $ 0.00
51-100 $ 0.00
101-250 $ 0.50
251-500 $ 0.50
501-1000 $ 0.25
1001-2000 $ 0.15
Enterprise Rent-A-Car does not assess drop charges for one-way rentals, either direction, between the following pairs of cities:
- Seattle and Olympia,
- Spokane and Pullman,
- Portland and Eugene, and
- Port Angeles and Seattle.
CHECKING OUT AND USING THE RENTAL CAR
A rental car agreement is prepared by the agency clerk.
Insurance Coverage
The Enterprise Rent-A-Car contract includes comprehensive and (Enterprise Rent-A-Car) collision, bodily injury, and property damage liability coverage. Do not request any additional insurance coverage when renting from Enterprise Rent-A-Car.
The rental company is required to include bodily injury and property damage liability coverage for the rental vehicle. Usually, the rental company does not provide comprehensive and collision coverage for damage to the rented vehicle.
Renters should obtain full comprehensive and collision coverage from the rental company. Unless full insurance is purchased, renters may be held personally liable for any loss or damage that occurs to the rental vehicle.
Supporting Account
The departmental budget pays for the comprehensive and collision coverage.
Driver's License
Show a valid driver's license and provide a home address.
Minimum Age
Under the terms of the state contract, drivers must be at least 18 years of age to avoid additional fees.
Passengers
Only passengers related to the official business of the travel are permitted to ride in cars rented by the University. If the traveler makes a personal decision to transport an unofficial passenger, the state of Washington does not provide excess liability protection to the unofficial passenger in the event of an accident. (SAAM 10.50.35.c)
Prohibitions
Under the state contract the rental vehicle may not be used:
- By a driver who is under the influence of alcohol or any prohibited drugs.
- For any illegal purpose.
- To push or tow another vehicle.
- To carry passengers or property for hire.
- In a test, race, or contest.
- By an unlicensed driver.
- By a person other than an authorized driver.
- Outside the continental United States, except where such use is specifically authorized by the rental agreement.
- Across international boundaries unless specifically authorized at the time of rental.
- Off paved, graded, or maintained roads or driveways, except when Enterprise Rent-A-Car has agreed to this in writing beforehand.
- By a driver who allows more passengers to occupy the vehicle than there are seatbelts or who does not require all passengers to comply with applicable seatbelt and child restraint laws.
Gasoline
Be sure the gas tank is full. Do not accept a rental car with a partially empty gas tank.
The traveler should fill the gas tank before returning the vehicle in order to avoid additional charges.
To obtain reimbursement for gas purchased for rental cars, return the receipts to WSU with the Travel Expense Voucher.
STATE CONTRACT SERVICING POLICY
Breakdown
Paid in full by the car rental agency.
Towing Charges
Paid in full by the car rental agency (includes starting and tire changing).
Other Charges
Reimbursement by the car rental agency for other such services is allowed if the service is included in the rental agreement.
IN CASE OF ACCIDENT
Refer to S35.30 for WSU reporting requirements.
- Don't leave the scene.
- It is recommended that the police are summoned in the event of any accident, especially if there are any injuries and/or damage to any vehicle or property that exceeds $50.00.
- Record the facts of the accident on the form provided in the rental jacket.
- Call the local Enterprise Rent-A-Car office immediately to report the accident.
- Make a full written report at the Enterprise Rent-A-Car office.
- If, after the above steps have been completed, it becomes necessary to contact a Enterprise Rent-A-Car for further assistance, telephone a customer service representative at 1-800-736-2227 (1-800-RENT-A-CAR).