Â̾ÞÈËÊÓƵ

A. Â̾ÞÈËÊÓƵ 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 Â̾ÞÈËÊÓƵ Procurement Services Office should be contacted for information on current rental vehicle contracts. In general, subcompact or compact vehicles are considered appropriate and reasonable for Â̾ÞÈËÊÓƵ travelers. Travelers with AAA or AARP memberships may receive discounts which exceed those negotiated by Â̾ÞÈËÊÓƵ and are encouraged to use those discounts.

B. PAYMENT METHOD

The preferred payment method for vehicle rentals from Â̾ÞÈËÊÓƵ-contracted local rental agencies is the Â̾ÞÈËÊÓƵ purchasing card. This applies to UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers. If the Â̾ÞÈËÊÓƵ purchasing card is used to rent a vehicle, insurance coverage is provided in the event there is damage to the rental vehicle. Â̾ÞÈËÊÓƵ's business auto policy provides liability coverage on all rental vehicles.

C. INSURANCE COVERAGE

1. Â̾ÞÈËÊÓƵ employees using the Â̾ÞÈËÊÓƵ 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 the Wells Fargo MasterCard Purchasing Card program and through Â̾ÞÈËÊÓƵ's business auto insurance policy with Acadia Insurance. Travelers using the Â̾ÞÈËÊÓƵ 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 Â̾ÞÈËÊÓƵ Vice Chancellor for Financial Affairs or designee. Travelers with a Â̾ÞÈËÊÓƵ purchasing card should contact Wells Fargo at 1-800-932-0036 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.
2. Travelers who are not employees of Â̾ÞÈËÊÓƵ but are authorized to rent a vehicle for Â̾ÞÈËÊÓƵ business, including spouses, job applicants, guest speakers, colleagues of employees and Â̾ÞÈËÊÓƵ 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 Â̾ÞÈËÊÓƵ purchasing card.
3. In the event of an accident with a rental vehicle charged to the traveler's Â̾ÞÈËÊÓƵ purchasing card, the traveler should contact MasterCard at 1-800-MC-Assist. MasterCard representatives will handle the claim with the rental agency. The Â̾ÞÈËÊÓƵ PCard Program Administrator and Â̾ÞÈËÊÓƵ Policy & Risk Office must also be notified of the accident as soon as possible.
4. In the event of an accident with any rental vehicle not paid for with a Â̾ÞÈËÊÓƵ purchasing card, notification must be sent to the Â̾ÞÈËÊÓƵ Policy & Risk Office.

D. OPERATING EXPENSES

1. Reimbursable expenses include rental fees, gasoline charges, parking, tolls and other operating costs such as flat tires, wiper blades, etc.
2. 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 Â̾ÞÈËÊÓƵ 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.