Insurance for Rental Vehicles

TO: Deans, Officers and Directors
FROM: Candy Walters, Risk Management Analyst
SUBJECT: Insurance for Rental Vehicles
DATE: October 23,2013

This memo updates the information about departmental responsibility for damage to rental cars driven on University business. While the University's insurance covers physical damage, it is subject to a $500 departmental deductible. The optional "collision damage waiver" available from rental car companies is reimbursable only for foreign rentals (see 1202 Travel Policies and Procedures). In the United States and Canada, departments avoid the deductible when vehicles are rented through one of the University's two corporate rental car contracts: National Car Rental and Enterprise Rent-a-Car .Below is the information about the insurance coverage available for these rentals.

National Rent-A-Car

The University has a master agreement with National Car Rental that offers attractive rental rates. The agreement also avoids charges for physical damage rented from a participating location. Not all National locations participate in the corporate program and may offer discounted rates instead. Those who do not participate may not honor the physical damage coverage agreement. A list of participating locations can be found on the National Car Rental website. Renters should inquire about coverage when making their reservation. To rent under the corporate program, rental reservations and contracts must reference Contract ID#: 5185011. National Car Rental's rate and physical damage coverage program applies to vehicles rented at participating locations on University business or for personal use.

RESERVATIONS CAN BE BOOKED THROUGH ONE OF THE FOLLOWING CHANNELS:

GEMS Concur Travel
Tower Travel Management
Telephone agent-assisted reservations:
866-625-6491 or 630-928-7148
University's National Car Rental website
National Car Rental website – add the Customer ID number in the "Additional Fields"

Enterprise Rent-A-Car

The University's agreement with Enterprise also offers attractive rental rates and includes insurance for physical damage when used for University business or personal use. Reference the University Corporate Class ID #: XZ15012 when making reservations to receive the University's discounted rates and coverage for physical damage.

RESERVATIONS CAN BE BOOKED THROUGH ONE OF THE FOLLOWING CHANNELS:

GEMS Concur Travel
Tower Travel Management
Telephone agent-assisted reservations:
866-625-6491 or 630-928-7148
Enterprise Rent-A-Car website – Customer ID # and PIN must be added into the "Optional" field

 Additional Rental Vehicle Information

The deductible for physical damage for vehicles rented outside these agreements is $500.

Under the University's Travel Policy, the cost of collision or loss damage waiver and liability insurance charges on rentals in the United States or Canada are not reimbursable. Collision damage waiver or equivalent coverage on rentals outside the United States and Canada should be purchased and the cost will be reimbursed.

The University does not cover physical damage to rental vehicles used on personal business.

What Renters Should do When Renting a Vehicle

Inspect a vehicle before leaving the rental car company lot. Report any damage to the attendant and insist that the attendant document any existing damage directly on the rental car agreement.When returning the vehicle to the rental agency, inspect the rental car once again. Note any new damage on the rental agreement. Renters can be charged for even minor damage such as dents caused by other car doors. Except for cars rented from National and Enterprise as discussed above, the departments are responsible for the first $500 of such damage.

What Renters Should do After an Accident

Report any accident to the police immediately and notify the rental car company as soon as possible.

For National: Contact the rental location
For Enterprise: Call 1-800-RENT-A-CAR OR 1-800-736-8222
For Other Rental Agencies: Follow the instructions provided on the agreement.
Notify Risk Management by calling 773-702-1951 as soon as possible. In the case of major damage, if possible, take pictures of the damaged area.

If there are further questions, please contact Candace Walters at 773-702-1951.

PLEASE PROVIDE A COPY OF THIS MEMO TO THOSE WHO RENT VEHICLES ON UNIVERSITY BUSINESS.