Use of Rental Vehicles on University Business
Renting a vehicle through the State of California's
Rental Car Program shifts liability in the event of an accident
entirely to the rental car company and the State. To participate
in the Program, a University employee must:
- Rent from one of the following car rental companies: Advantage,
Alamo, Avis, Budget, Enterprise, Fox or National. The list
of car rental companies is reviewed annually so refer to
the Travel Operations website for the most current information.
The Travel Operations web site may be found at: http://finance.fullerton.edu/Controller/Travel/TravelContents.aspx#RentalCar
- Pay for the rental car using a University-issued American
Express Government Card or the Department of General Services
"Blue Card," or make a reservation using a University-approved
Travel Agency. For more information, visit the Travel Operations
website at:
- Provide at the time of rental the information required
based on the payment method used.
If a University employee follows the above steps,
there is no need to purchase insurance offered by the rental
car company. Those who purchase additional insurance
will not be reimbursed for this additional expense.
If a University employee wants to use a Procurement Card
to rent a vehicle, that employee must rent a vehicle
from Enterprise. Under a separate contract, Enterprise
will permit University employees to pay for a rental car with
the Procurement Card and provide primary liability coverage
up to $1,000,000. The employee's automobile liability
coverage provides the first layer of excess liability coverage
if losses exceed this amount. If an employee rents
a vehicle from any other rental car company using a Procurement
Card, that employee's personal automobile liability
insurance will be primary.
An employee may purchase additional insurance offered by
Enterprise Rent-a-Car; however, the insurance cannot be charged
to the Procurement Card and will not be reimbursed as an additional
expense.
Important Considerations when Renting a Vehicle:
- If a University employee chooses not to use any of the
above options to rent a car, that individual's personal
automobile liability insurance will be primary.
- The insurance provided by the options listed above is
void if, among other things, an employee drives while under
the influence of drugs or alcohol or operates outside of
their normal course and scope of work, or a non-authorized
driver operates the rental vehicle.
- The insurance provided by the options above does not apply
to car rentals driven on personal business.
- University employees who plan to rent a car while traveling
internationally, or who need to rent a truck or a 12-15
passenger van, should contact the Office of Risk Management
at extension 7346 before traveling.
For more information on policies, procedures and contract
numbers concerning rental vehicles, email Travel Operations
at: travel@fullerton.edu
or refer to the Travel Operations website at: http://finance.fullerton.edu/Controller/Travel/TravelContents.aspx#RentalCar.
Revised: 01/30/2008 CH