University Car Rental Codes: Student Access Explored

Graduate students are eligible to rent vehicles for university business only. In order to do so, they must carry their university ID card, driver's license, and the credit card they will use for the car rental payment. Some universities, such as Purdue University, have partnered with rental car companies like Enterprise and National to offer discounted rates for students. Students at Purdue University can book a rental vehicle through their department's business office or through the university's discount code webpage. Additionally, students at Princeton University can rent vehicles locally through Enterprise and must comply with certain requirements, such as purchasing supplemental liability protection coverage.

Graduate students' eligibility for rental vehicles

Graduate students are eligible to rent vehicles for university business only. To be able to rent a vehicle, graduate students must carry their University ID card, driver's license, and the credit card they will use for the car rental payment.

Students may book a rental vehicle through their department's business office. They may also book using the direct link on the discount code webpage (university login credentials are required). Students should seek a departmental payment card for payment with permission from their business office.

Students renting vehicles locally using university funds must comply with the following requirements and are only permitted to rent vehicles through specific companies. For example, Princeton University graduate students can only rent vehicles through Enterprise.

Students must be approved university drivers to be able to rent a vehicle. To become an approved driver, students must submit their information through a Driver Certification Portal. Once the information is submitted and approved, students can take an online test. After passing the test, they may book their behind-the-wheel test.

University business travel requirements

Planning and Booking:

Prior approval for university business travel is necessary, and specific procedures must be followed to ensure compliance with university policies. In some cases, international travel may require additional safety and security briefings. When booking travel, individuals should aim for early reservations and utilize university-preferred travel services or university-provided booking systems to obtain discounted rates.

Expenses and Reimbursement:

Travel expenses must be reasonable, necessary, and directly related to the business purpose of the trip. This includes transportation, lodging, meals, and other incidental expenses. Original receipts are typically required for reimbursement, and certain expenses, such as personal grooming, personal automobile repairs, or upgrades, are generally not reimbursable.

Mode of Transportation:

When selecting a mode of transportation, individuals should opt for the most cost-effective and practical option. This may include air travel, rental cars, or personal vehicles, depending on the circumstances. For rental cars, insurance requirements and restrictions, such as the prohibition of renting 12- and 15-passenger vans, should be noted.

International Travel:

International travel often entails additional considerations, such as complying with export control laws, obtaining necessary visas, and understanding insurance options. Travelers are responsible for checking travel advisories and taking necessary precautions. In some cases, approval from specific university departments or committees may be required for travel to high-risk destinations.

Other Important Considerations:

It is essential to distinguish between business and personal travel. Combined business and personal travel is allowed, but individuals must ensure that university funds are only used for business-related expenses. Additionally, frequent flyer miles accrued during university business travel typically belong to the university and must be used for future university travel.

University rental vehicle insurance

At Princeton University, for example, undergraduate students can rent vehicles locally through Enterprise and are required to comply with specific requirements, including having University Driver Certification. Graduate students at Princeton are eligible to rent vehicles but only for University business. They must carry their University ID card, driver's license, and the credit card they will use for payment.

Duke University also provides guidelines for renting vehicles for official university business. The university is self-insured and provides primary collision insurance coverage for its employees. When renting a vehicle, employees are advised to familiarise themselves with the liability insurance clause, as it may differ among rental companies and states.

The University of Calgary offers rental vehicle insurance for both domestic and international travel. The university's insurance policy covers rental vehicles used for university business, and employees are automatically covered. However, volunteers, students, and other individuals must register and be approved as authorised drivers through the Risk Management and Insurance program.

Some universities, such as the University of Chicago, have a Student Vehicle Loss Prevention Program that sets expectations for safe driving conditions and ensures student drivers meet certain requirements, including having insurance and a responsible driving record. This program applies to both personal and rental vehicles used for university-sponsored travel.

Additionally, car-sharing programs like Enterprise CarShare offer an alternative to traditional rental options. These programs allow students, faculty, and staff to rent vehicles by the hour or day, providing a cost-effective and convenient solution for occasional transportation needs.

University rental vehicle booking process

The process for booking a rental vehicle as a graduate student varies depending on the university. Here is a detailed guide on the University rental vehicle booking process, keeping the topic in mind:

Eligibility:

Firstly, it is important to determine if graduate students are eligible to rent vehicles from their university. While some universities allow only approved student drivers or undergraduate students to rent vehicles, others may extend this privilege to graduate students as well. For example, at Princeton University, only approved student drivers are authorised to rent vehicles with university funds. In contrast, graduate students at the University of Colorado are eligible for rental vehicles while travelling on behalf of the university.

Purpose of Rental:

Universities often stipulate that rental vehicles can be used only for university-related business or official travel. For instance, graduate students at the University of Nebraska-Lincoln can rent university vehicles, presumably for academic purposes. Similarly, Stanford University's centralised booking program is the required method for graduate students booking rental cars for university-sponsored travel.

Booking Process:

The booking process can vary across universities. Some universities, like the University of Nebraska-Lincoln, provide an online reservation system for renting university vehicles. In contrast, the University of Colorado requires students to make reservations through Concur, a specific booking platform. Additionally, certain universities may have partnerships with rental car companies, like Enterprise, that offer exclusive discounts to their students.

Requirements:

When booking a rental vehicle, graduate students may need to meet specific requirements. These can include possessing a valid driver's license, being over a certain age (usually 18 or older), and providing proof of university enrolment. Some universities may also require students to have a university-issued ID card or a credit card for payment. It is essential to refer to the specific guidelines provided by your university.

Insurance and Additional Fees:

Understanding the insurance coverage and additional fees associated with renting a vehicle is crucial. Some universities, like the University of Colorado, have negotiated contracts with rental agencies that include damage waiver insurance coverage at no extra cost. This relieves renters from financial responsibility in case of loss or damage to the rental vehicle during official university business. Additionally, young drivers or graduate students under 25 may benefit from waived additional fees, as universities often have agreements with rental companies to exempt these charges.

In summary, the University rental vehicle booking process involves checking eligibility, ensuring the rental is for university-related purposes, following the specified booking procedure, meeting the necessary requirements, and being aware of insurance coverage and any potential additional fees. It is always advisable to refer to your university's guidelines and policies for detailed instructions on renting a vehicle as a graduate student.

University rental vehicle payment methods

University students and staff can rent vehicles for university-related business trips or for personal use. Some universities have partnerships with rental companies, which offer discounted rates to students and staff.

Graduate Students

Graduate students are eligible to rent vehicles for university business only. They must carry their university ID card, driver's license, and the credit card they will use for the car rental payment.

Undergraduate Students

Undergraduate students may rent vehicles for university-related domestic trips, but they must have a current University Driver Certification. They are only permitted to rent vehicles through specific rental companies, such as Enterprise. They must also comply with certain requirements, such as purchasing Supplemental Liability Protection Coverage at the time of rental.

University Partnerships

Some universities have partnerships with rental companies, such as Enterprise, which offer discounted rates to students and staff. These partnerships can provide benefits such as waived fees, damage waiver, and unlimited mileage. Reservations are made directly with the rental company, and rental costs are charged to the student's or staff member's chart string.

Payment Methods

Payment methods for university rental vehicles can vary depending on the university and the rental company. In some cases, the university may have a preferred payment method, such as a Travel and Expense Card (T&E card). In other cases, individuals may be required to pay with a personal credit card and seek reimbursement.

Frequently asked questions