Vehicle Rental Contract Vendors and Applicable Rates

  • Contract Vendors
    • Enterprise
    • Hertz
      • Web: http://www.hertz.com
      • Booking Code (Discount/CDP/Club Code): 66253
      • Select "I have a discount (CDP, PC, Coupon or other code)" to show additional entry fields
      • Enter the code in the field for CDP: 66253
      • Phone: (800) 654-3131 — Reference booking code CDP 66253
    • National (for Employee UW Business only)
    • Big Ten National Contract
      • Emerald Club Link: https://www.nationalcar.com/offer/5766241
      • Contract ID: 5766241
      • Available to business trips that do not fit State/UW policy - that includes more than incidental personal mileage and/or where there is an accompanying non-employee (spouse, family, etc.) who is not traveling on UW business. The Big Ten National contract may be used for personal travel.
  • Notes about Cliqbook
    • The contract car rental vendors and booking codes are loaded into the Cliqbook online airfare booking tool; users will only see Enterprise, Hertz, and National as their choices.
    • The Cliqbook tool can only store one contract booking code per vendor.
      • For National Car Rental, the booking code is the State/UW WSCA Contract ID XZ44UWS and not the Big Ten National Contract ID. (The National State/UW WSCA contract rates are less costly than the Big Ten National rates.)
      • Please note the exception about National rates in Cliqbook:
        • When Travelers select National in the Cliqbook booking tool and have Big Ten National issued Emerald Club numbers stored in a Cliqbook profile, the Big Ten National rates will override the State/UW WSCA Contract ID and they will automatically get the Big Ten National rates.

The purpose of this statewide mandatory contract is to provide State agencies and University of Wisconsin campuses traveling on official state busines with short-term (30 days or less) nationwide vehicle rental services. Travelers may choose any one of the contract vendors for their vehicle rental and should not need to rent from a non-contract vendor. In the rare instance a vehicle is not available from any of the vendors listed below, the employee must use his/her best judgment in renting an appropriate vehicle from a different vendor. If the collision and liability is not provided by the next appropriate vendor at no cost, then the employee must purchase the insurance. The UW will reimburse the employee for the insurance when the vehicle is rented for UW business purposes.

Note: Employees who charge their rental to their UW-issued US Bank Travel Card have primary collision/theft insurance and should therefore not purchase the insurance.

Vehicle Rental Services Included

  • Hourly, daily, weekly, or 30-day rates
  • 24/7 reservations, customer assistance, and roadside assistance
  • International reservations
  • Round-trip and one-way rentals
  • Insurance included in rental rates - drivers should decline insurance coverage at time of rental
  • Frequent renter programs
  • Unlimited mileage
  • 12- and 15-passenger vans (all renters of 15-passenger vans must be at least 25 years of age); Restrictions apply - please see 12- and 15-Passenger Van Rental Requirements below.

Contract Exclusions

  • No long-term rentals (more than 30 days) without prior approval of UW Risk Management AND DOA Bureau of Procurement.
  • No family members allowed to drive or ride in vehicle rented through this contract
    • Note: The Big Ten National contract should be used for business trips that include more than incidental personal mileage and/or where there is an accompanying non-employee (spouse, family, etc.) who is not traveling on UW Business. The Big Ten National contract may be used for personal travel.

Eligible Renters and Authorized Drivers

  • All authorized State/University employees are eligible for the contract rate when conducting official state business.
  • Authorized persons conducting official state business when state funds are being used are eligible for the contract rate.
  • Volunteers, interns, students, or contractors may ride in the rental car if on official state business and authorized by risk management.
  • Students that drive for University business must be authorized and also must present the State of Wisconsin tax exemption and contract letter to the vendor prior to renting under our contract.
  • All rentals require an authorized signature by the state; all eligible and authorized drivers will also be listed on the rental agreement at the time of rental.
  • Eligible renters and authorized drivers must meet University minimum driving standards:
    • Valid operator's license
    • Minimum two-year license driving experience
    • At least eighteen (18) years of age

Rates do not include taxes, government or airport fees, or optional charges such as GPS, refueling, Personal Accident Insurance, Personal Effects Coverage, or any other optional items or services.
Payment or reimbursement of non-contracted items or services is not allowed on University funds.
Collision (CDW), theft insurance (LDW) and unlimited mileage provisions vary. Check specific vendors' terms.

Contract Vendors

  • Enterprise
  • Hertz
  • National (for Employee UW Business only)
  • National Big Ten
    • Note: The National Big Ten contract should be used for any rental that does not fit the State contract guidelines, including more than incidental personal mileage and/or where there is an accompanying non-employee (spouse, family, etc.) who is not traveling on UW business.

Additional Service

The following service requirements are provided by all vendors:

  • A 24-hour, toll-free phone number to obtain road service assistance.
  • Replace an impaired vehicle at no extra cost to the traveler or UW, including the reasonable cost(s) incurred by the traveler for alternate transportation, provided the driver is not at fault.
  • Find alternate transportation when a traveler has a confirmed reservation and no car is available. This may include an upgraded vehicle at the reserved contract rate or, if agreeable to the traveler, a smaller vehicle at its contract rate.

Note: When renting vehicles within the state of Wisconsin for business purposes, employees should provide the vendor with our State of Wisconsin Sales Tax Exemption/Contract Rate Letter to avoid being charged for state, county, and local taxes. Taxes on vehicle rentals may be avoided in several other states. Reference FAP Travel Regulations - Appendix I (F36) for details.

12- and 15-Passenger Van Rental Requirements

State Agency and University campus staff will be able to rent 12- and 15-passenger vans through the rental contract. Rentals will be subject to the following requirements:

The Department of Administration and UW System will monitor the usage of 12- and 15-passenger vans. Drivers who rent 12- and 15-passenger vans without prior approval may have their van driving training certification revoked, as well as the approval to rent or drive other state or university vehicles.

Contract Information:

  • Statewide Contract Number: 15-97514-901, WSCA Master Price Agreements #9949 and #9950
  • Services: Nationwide Vehicle Rental Services
  • RFP: 102-1524-09 issued by the State of Oregon on behalf of the Western State Contracting Alliance
  • Contract Period: October 19, 2009 through October 18, 2012
  • Contract Vendors: Enterprise, National, and Hertz
  • UW-Madison Contact: e-mail: uwtravel@bussvc.wisc.edu
  • For specific questions and issues related to renting vehicles, please contact the vendor directly.

Questions on reimbursements should be directed to your Division Business Office or the UW Madison Travel Office.


Business Services Home | 'How-To' Pages | Acronym Index | Administrative Services News