Renting Automobiles for University Business Travel

Man driving a car

Use Connexxus the UC managed travel program to make your car rental reservation with UC discounted rates.

UC has negotiated rates with Hertz, Enterprise, National, Dollar and Thrifty. The UC rates available through these car rental agencies are the same whether booking through BCD Travel or SWABIZ.

UC policy allows for car rentals up to the intermediate level without prior authorization. Additionally, upgrades may be available if you have a loyalty membership with the agency.

To enroll in rental agency loyalty programs follow the links in Connexxus so that your loyalty program profile will associate you with UC and all the benefits that provides. Additional benefits include waived annual fees, car upgrades, and points toward free rentals. Learn more by logging in to Connexxus, choosing "Book Online Now" and selecting "Why Connexxus," "UC Rates & Benefits," "Cars."

Rental Car Type and Upgrades

Rental car reimbursement is for up to an intermediate-size model unless a no-cost upgrade is provided. Free upgrades may be accepted, or the additional cost may be paid by the traveler if they choose to upgrade. Additional upgrades such as GPS are not reimbursable expenses unless the traveler is unfamiliar with the location of travel.

To contain expenses, return the rental car with specified amount of gas in the tank so that refueling by the agency is not required. If necessary, an expense for refueling may be eligible for reimbursement when using a rental agency with a UC agreement. Not to exceed $1.50 per gallon plus the location’s average retail gas price per gallon at the time of rental.

Rental Car Insurance

UCI’s agreements with Enterprise, National, Hertz, Dollar and Thrifty include CDW, LDW, and SLI insurance coverage. Purchase of additional insurance is unnecessary and not eligible for reimbursement when you use these rental car companies.

When you have no choice but to use a rental car company without a university agreement:

Pay with UCI’s Corporate Travel Card. You may then decline CDW insurance because VISA provides primary, full-value collision damage insurance that covers collision, loss, damage, fire, vandalism, and theft at no extra charge.

VISA does not provide liability insurance coverage. Certain countries may be excluded from coverage. Check with VISA customer service at (800) 344-5696 for details. If you have an accident, you must contact the VISA Assistance Center immediately but no later than 20 days following the date of damage or theft at 1-800-VISA911.

The situations below are exceptions in which you may be reimbursed for rental car coverage:
  • When the rental is outside the continental United States. In addition, it is recommended that employees purchase SLI supplemental insurance when renting a car outside the U.S.
  • When the rental is in an area where none of the rental agencies have a UC agreement.
  • When the rental agreement contains special provisions excluding coverage for the required vehicle type.

 

Other Ground Transportation Options

Picking up the Car

When you pick up your vehicle, confirm that the UC agreement special rate ID is noted on the contract before you sign it. Also be sure to retain your receipt. You must submit an original, itemized receipt for car rental reimbursement.

Car Rental Resources