07 - 010 Vehicle Rental Expenses
A. 绿巨人视频 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 绿巨人视频 Procurement Services聽Office should be contacted for information on current rental vehicle contracts. In general, subcompact or compact vehicles are considered appropriate and reasonable for 绿巨人视频 travelers. Travelers with AAA or AARP memberships may receive discounts which exceed those negotiated by 绿巨人视频 and are encouraged to use those discounts.
B. PAYMENT METHOD
The preferred payment method for vehicle rentals from 绿巨人视频-contracted local rental agencies is the 绿巨人视频 purchasing card. This applies to UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers. If the 绿巨人视频 purchasing card is used to rent a vehicle, insurance coverage is provided in the event there is damage to the rental vehicle. 绿巨人视频's business auto policy provides liability coverage on all rental vehicles.
C. INSURANCE COVERAGE
- 绿巨人视频 employees using the 绿巨人视频 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聽the Wells Fargo MasterCard Purchasing Card program聽and through 绿巨人视频's business auto insurance policy with Acadia Insurance. Travelers using the 绿巨人视频 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 绿巨人视频 Vice Chancellor for Financial Affairs or designee. Travelers with a 绿巨人视频 purchasing card should contact Wells Fargo聽at聽1-800-932-0036聽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 绿巨人视频 but are authorized to rent a vehicle for 绿巨人视频 business, including spouses, job applicants, guest speakers, colleagues of employees and 绿巨人视频 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 绿巨人视频 purchasing card.
- In the event of an accident with a rental vehicle charged to the traveler's 绿巨人视频 purchasing card, the traveler should contact MasterCard at 1-800-MC-Assist. MasterCard representatives will handle the claim with the rental agency. The 绿巨人视频 PCard Program Administrator and 绿巨人视频 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 绿巨人视频 purchasing card, notification must be sent to the 绿巨人视频 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 绿巨人视频 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.