Automobile rentals should be limited to situations where other means of transportation are not practical, economical or available, and to emergency situations. Reimbursable costs include the daily rental fee of a compact car for a single person or a midsize vehicle for two or more travelers, mileage fees, gasoline charges, parking expenses, and tolls.
For travelers using an American Express Corporate Card, please request the "Privileged Rate" 15% discount offered to Corporate Card holders by Avis, Budget, Hertz, and National.
Automobile rental companies offer various forms of insurance. It is important when renting automobiles on College business to purchase the correct type of insurance offered by rental companies.
Insurance You Should Take:
The insurance coverage called variously "Collision" "Loss Damage" "Loss Damage Waiver" or "Damage Waiver". This type of insurance covers damage to or theft of the rental vehicle.
Insurance You Should NOT Take:
Insurance offered as "Personal Accident" or "Personal Injury" insurance covers the medical bills of the driver of the rental car and any passengers. This is redundant for persons covered by a health plan.
Coverage variously titled "Additional Liability" or "Liability" or "Excess Liability" pays for damage to other people or their property. The College has a policy which covers this exposure. If you have an accident please file a report with the rental company and the Assistant Controller at the College who will file with the College's insurance carrier.
Rentals Charged To American Express Corporate Card:
Car rentals charged to an American Express Corporate Card are automatically covered for collision insurance (Loss Damage etc) for up to 42 days for a single $4 fee. If you have an accident please contact American Express immediately at 1-800-528-2122. The charge for any losses will be included on your American Express bill temporarily until a claim is filed.
You Can Take It If You Want To (But The College Won't Pay For It):
Another type of insurance is variously called "Personal Effects" or "Personal Belongings" insurance. This add-on provides coverage for the personal belongings of the driver or passengers in the rental car. There is no substitute for this coverage within the College; a person's belongings are their own responsibility. If you are covered by a homeowner's or renter's insurance policy, it may provide some coverage.