Policy/Procedure: 201.D Vehicle Rental and Gas
Date: 02/06/04 (Updated01/25/2011)

I. Statement of Policy

VEHICLE RENTALS (CARS, VANS AND TRUCKS)

  1. Refer to Vehicle Rental Contract Vendors and Applicable Rates for a listing of the contract vendors, rate plans, and insurance coverage.

    • The State of Wisconsin has contracts with the following three vendors for discounted rates: Enterprise, Hertz, and National.
    • Employees who rent vehicles must use the contract vendors for business trips that involve only incidental personal use of the vehicle and where the driver and all passengers are on UW business.
    • When a contract vendor cannot provide the needed service, documentation to support using a non-contract vendor must be attached to the payment mechanism and damage waiver and liability insurance must be purchased. Please refer to Policy 201-Travel, Section F and review the statements about using contract vendors.
    • The Big 10 also has a contract with National (Big Ten National) that may be used for personal trips and should be used for business trips that include more than incidental personal mileage where there is an accompanying non-employee (spouse, family, etc.) who is not traveling on UW business.

  2. The same authorization that is required for obtaining a Fleet vehicle is required prior to renting a vehicle for University business. You must have already received approval as an authorized driver by the University. If you have not already received approval, review the policy and procedures for obtaining authorization at UW-Madison Risk Management - Authorized Driver and Vehicle Use. Campus staff should also contact their respective campus Risk Management Office to obtain campus specific approvals prior to renting a vehicle.

    Note: Successful completion of Van Training is required prior to renting 12-15 passenger vans.

  3. A rental vehicle may be used in situations where it is the most cost-efficient means of transportation or when the efficient conduct of UW business precludes the use of other means of transportation. At times a rental car can be less costly than using a personal vehicle. Use the Enterprise cost comparison tool to determine the most cost effective mode of transport, rental car vs. personal vehicle.

  4. The vehicle rented should be reasonable in terms of size, cost, number of passengers, and cargo to be transported. Claims for reimbursement of other than authorized models, for reasons such as three or more passengers, bulky equipment, etc., must be documented in writing and attached to the payment mechanism. Only individuals involved in State/UW business shall be included in the count.

  5. The contract vendors include free damage wiaver and liability insurance for most rentals. If it is necessary to rent from a non-contract vendor, or if the contract vendor does not provide insurance for that location, damage waiver and liability insurance must be purchased. Employees should verify that the State/UW's contract ID number is referenced on the rental agreement to assure contract coverage. All other types of insurance are not reimbursable. Questions involving additional insurances should be directed to the campus Risk Management Office or the UW-Madison Travel Coordinator.

  6. Employees may be asked for UW identification in order to receive the contract rates. Student drivers must present the State of Wisconsin tax exemption and contract letter to the rental vendor as approval to rent a vehicle under the contract.

  7. The payment of car rental costs should be placed on a Purchasing Card approved for travel if the driver is a UW-Madison Purchasing Card approved for travel cardholder. If they so choose, employees have the option of utilizing the state-provided personal liability My Corporate Card (U.S. Bank travel card) instead of, or in addition to, the Purchasing Card approved for travel. The original rental agreement and receipts for gas purchases must be submitted for reimbursement.

  8. Other equipment and services (including GPS and vendor refueling) are not contracted for and will not be paid or reimbursed by the University.

  9. The contract car rental vendors, booking codes, and rates are loaded into the Cliqbook online airfare booking tool; users will only see Enterprise, Hertz, and National as their choices.
  10. An original vehicle rental agreement and receipt are required for all expenses claimed. Receipt must indicate the traveler name, rental date(s), vendor name, amount paid, and form of payment. Original receipts are required for reimbursement for gasoline purchases exceeding $25.00.

  11. Other travel agencies or booking tools may be used as long as contract rates are specified.

II. Related Policy/Procedure

III. Related Documents

IV. Contacts

Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions.

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements.


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