Vehicle Rentals

R05.02.060.A.(10)(e)

  1. Automobile rental for employees on authorized university business may be utilized when such use is in the best interest of the university.
  2. The traveler must obtain lowest logical rate offered to university or government agencies for the type of vehicle necessary to meet the business needs of the traveler.
  3. Reasonable rental charges up to a full-size car is allowable. Cars larger than full size and any other vehicle type requires business justification. It is permissible to rent a car larger than full size provided there is documentation to support that the cost is not more than a full size.
  4. Where available, university employees are expected to secure rentals from a university negotiated vendor, which provides liability and physical damage insurance at no additional cost.
  5. The rental of motorcycles for university business is not permitted.
  6. University negotiated vendor contract rates cannot be used for personal travel.
  7. The university provides liability and physical damage coverage for rental vehicles only when the vehicle is being used by an authorized employee while acting in the course and scope of the employee’s official duties. Any other use will be considered personal.
  8. With respect to personal use, it is incumbent upon employees to ensure that his/her personal auto insurance will cover his/her personal use, purchase the insurance product offered by the rental company (at his/her own expense), or personally pay for any claims for damage or injury arising from personal use.
  9. Insurance purchased for rental of passenger vans with seating capacity greater than 12 or other unusually high value (greater than $75,000) vehicles is allowable.
  10. Vehicle insurance should always be purchased for rentals by university employees in foreign countries (except for Canada), US territories and possessions.
  11. If a rental vehicle will be used for both business and personal use, the traveler's reimbursement request should be adjusted for any incremental personal costs related to the extended term of the contract, mileage driven, insurance, or fuel charges incurred.
  12. Motor vehicles for guests or non-employees must not be rented in the name of the University of Alaska with a university charge card, purchase order, or other means. If payment or reimbursement of such costs is authorized, such payment should be covered as an after the fact reimbursement or based on an agreed upon or quoted cost, up front. In this case, insurance coverage purchased from the car rental agency is reimbursable.
  13. Motor vehicle rental agencies are not allowed to be named as an insured party or additional insured party under the university’s insurance and self-insurance plan. University employees and agents are not authorized to enter into an agreement that would make a rental agency, related entities, or others named or additional insured under the university’s insurance or self-insurance programs.
  14. Any certificate or statement required by a motor vehicle rental agency that adds them as an insured or additional insured is unauthorized and of no legal force or effect with respect to the University of Alaska and its insurance or self-insurance programs.

General

  • Travelers may rent vehicles when it is in the best interest of UA
  • Where available, UA employee are expected to secure rentals from UA negotiated vendors 
  • Travelers cannot use UA negotiated vendor contract rates for personal travel
  • Additional costs incurred during or because of personal travel days are not reimbursable (see 8. Personal Travel)

Rate Class

  • Up to the cost of a full-size car from the selected vendor is allowable
  • Vehicles in a higher rate class require a business justification, a cost comparison for an allowable class or documentation from the vendor that a lower rate was charged (e.g. reservation confirmation)
  • Rate class designations are determined by each car rental vendor, not UA

Supplemental Insurance

  • Supplemental insurance purchased through the vendor (e.g. CDW/LDW) is not a reimbursable expense for employees traveling in the US or Canada
  • UA provides liability and physical damage coverage on rental cars used by employees conducting UA business
  • Where available, UA employees are expected to secure rentals from UA negotiated vendors who provide additional liability and physical damage insurance

Add-Ons

  • Add-ons such as GPS and roadside assistance should include an explanation for purchase to support the added cost
  • Some campuses and departments may consider add-ons non-reimbursable

Scenario 1: A traveler reserved a full-size car for their trip. Upon arrival at the car rental kiosk, they were issued an SUV due to the vendor's low supply. The vendor only charged for a full-size car which is documented on the car rental receipt.

No business justification or cost comparison is required since the receipt documents UA paid the cost of an allowable vehicle class.


Scenario 2: A traveler rented an SUV to transport large pieces of field equipment required to conduct their UA business.

A cost comparison is not required, but the Travel Request and/or Expense Report must clearly document the business justification.


Scenario 3: A traveler rented a Corvette to add extra excitement to their UA business trip.

A cost comparison for an allowable vehicle class is required. The traveler is responsible for paying any additional costs.