Renting Automobiles for University Business Travel

Use ConnexUC the UC managed travel program to make your car rental reservation with UC discounted rates. This is a cost savings for the University and your department.

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

UC G-28 policy allows for car rentals up to the intermediate or mid-size level without prior authorization. Additionally, complimentary upgrades may be available if you have a loyalty membership with the agency.

To enroll in rental agency loyalty programs follow the links in ConnexUC 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 ConnexUC, choosing "Book Online Now" and selecting "Why ConnexUC," "UC Rates & Benefits," "Cars."

Rental Car Type and Upgrades

Rental car reimbursement is for up to an intermediate-size or mid-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.

Reimbursement of vehicle rental upgrades requires a business explanation and exceptional approval. The following vehicle types are considered upgrades: standard-size, full-size, SUV, crossover, pickup, truck, minivan, premium, convertible, sporty, and luxury.

If an upgraded vehicle is rented, the department may provide a cost comparison for an intermediate or mid-size car in ConnexUC, and the traveler may receive reimbursement for the lesser amount. When the rental intermediate or mid-size car comparison is less than the upgraded rented vehicle expense incurred, and the traveler reimburses the intermediate or mid-size car comparison, exceptional approval is not required

Sports Utility Vehicles: All SUV vehicles are considered an upgraded rental vehicle. For reimbursement, a business explanation and the department's exceptional approval is required in the Travel Reimbursement eDoc route log.

Sustainable Practices: Electric and hybrid intermediate size or mid-size cars are reimbursable.

Documentation: Submit the itemized rental car receipt, this is required documentation, showing the method of payment.

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. To receive the discounted car rental rates with the insurance, book in ConnexUC with BCD or SWABIZ.

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:

• It is recommended that employees purchase supplemental insurance when renting a vehicle outside the U.S. The cost of full collision insurance coverage for rental cars used in Alaska, Hawaii, U.S. possessions (OCONUS), and foreign countries, is reimbursable.
• 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.

Additional Car Rental Information

• Roadside Assistance: Optional roadside assistance fees may be reimbursed with a business purpose explanation added to the Notes and Attachments tab on the Travel Reimbursement.
• Credit Cards: Car rental companies require the credit card of the driver when the car rental is picked up. The traveler would need to provide their own credit card to pay for a car rental.
• Fuel: Gasoline expenses can be reimbursed for rental vehicles. However, personal vehicles may be reimbursed for mileage only and not fuel/gasoline.
• Direct Billing: UCI does not have a vehicle rental direct billing program.
• Tolls: Bridge and road tolls may be reimbursed while conducting UC business.
• Expense Type Code: For a traveler renting a vehicle for UC business, please use the appropriate Expense Type Code "AR – Automobile Rental" on the Travel Reimbursement document.
• Vehicle Damage: For vehicle damage reimbursement contact UCI Risk Services, vehicle damage fee is not reimbursable on a KFS Travel Reimbursement document.
• Exceptional Approval: If a traveler is missing required receipts, exceptional approval will be required. Visit Travel Accounting's Reference Guide to Required Supporting Documents.
• Traffic or Parking Tickets: UCI policy 715-0: Policy on Travel Authorization and Approval states that reimbursements will not be given for traffic or parking tickets or violations. There are no exceptions.
• Insurance: Personal vehicle insurance and car insurance questions should be directed to the Risk Services office. For inquiries regarding vehicle rental accident or personal car accident expenses incurred while on UC business, contact Risk Services.
• Personal Vehicles: Personal vehicles are reimbursed using a mileage rate. See the current mileage rate page for details. Reimbursement is for personal vehicle use and is limited to the driver, who will be compensated for mileage. A Google Map indicating the mileage is required documentation. Fuel, gasoline expenses can only be reimbursed for rental vehicles.