This memo updates the information about departmental responsibility for damage to rental cars driven on University business.  While the University’s insurance covers physical damage, it is subject to a $500 departmental deductible.  The optional “collision damage waiver” available from rental car companies is reimbursable only for foreign rentals (see Travel Policy at: http://adminet.uchicago.edu/admincompt/finpolic/1202.shtml). In the United States and Canada, departments avoid the deductible when vehicles are rented through one of the University’s two corporate rental car contracts: National Rent-a-Car (US and Canada) and Enterprise Rent-a-Car (Chicagoland only). Below is the information about the insurance coverage available for these rentals.

NATIONAL RENT-A-CAR :

The University has a master agreement with National Rent-a-Car that offers attractive rental rates.  The agreement also avoids charges for physical damage rented from a participating location.  Not all National locations participate in the corporate program and may offer discounted rates instead. Those who do not participate may not honor the physical damage coverage agreement. A list of participating locations can be found on the National Rent-a-Car website.  Renters should inquire about coverage when making their reservation. To rent under the corporate program, rental reservations and contracts must reference Contract ID#: 5185011.  National Rent-a-Car’s rate and physical damage coverage program applies to vehicles rented at participating locations on University business or for personal use.

TO RENT FROM NATIONAL, YOU MAY DO ONE OF THE FOLLOWING:

• Call the University’s designated travel agency, referred to under the link “Travel Agency” at http://travelnet.uchicago.edu/ . Provide the  contract ID number for National.
• Access the National website on the internet, www.nationalcar.com and reference the contract ID number which includes insurance.
• Call National Rent-a-Car directly at 1-800-227-7368. You must mention the University contract ID number to receive the discounts and coverage for physical damage under the program.

ENTERPRISE RENT-A-CAR

The University’s agreement with Enterprise also offers attractive rental rates and includes insurance for physical damage when used for University business only. The agreement applies to business rentals at Chicago metropolitan and northwest Indiana locations only. This agreement does not apply to rentals for personal or leisure use. Reference the University Corporate Class ID #: 15G1467 when making reservations to receive the University’s corporate rates and coverage for physical damage.

TO RENT FROM ENTERPRISE , YOU MAY DO ONE OF THE FOLLOWING:

• Call Enterprise Rent-a-Car directly at 1-800-RENT-A-CAR or 1-800-736-8222. Reference the University Corporate Class ID number when renting for University business.
• Access the Enterprise website at www.enterprise.com; enter the corporate class ID number. The University PIN identification is UNI. You can also access Enterprise’s website through the University’s website, TravelNet at: http://travelnet.uchicago.edu

ADDITIONAL RENTAL VEHICLE INFORMATION

The deductible for physical damage for vehicles rented outside these agreements is $500.

Under the University’s Travel Policy, the cost of collision or loss damage waiver and liability insurance charges on rentals in the United States or Canada are not reimbursable. Collision damage waiver or equivalent coverage on rentals outside the United States and Canada should be purchased and the cost will be reimbursed.

The University does not cover physical damage to rental vehicles used on personal business.

WHAT RENTERS SHOULD DO WHEN RENTING A VEHICLE :

• Inspect a vehicle before leaving the rental car company lot. Report any damage to the attendant and insist that the attendant document any existing damage directly on the rental car agreement.
• When returning the vehicle to the rental agency, inspect the rental car once again. Note any new damage on the rental agreement.  Renters can be charged for even minor damage such as dents caused by other car doors.  Except for cars rented from National and Enterprise as discussed above, the departments are responsible for the first $500 of such damage.

WHAT RENTERS SHOULD AFTER ANY ACCIDENT:

• Report any accident to the police immediately and notify the rental car company as soon as possible.
  • For National: Contact the rental location
  • For Enterprise: Call 1-800-RENT-A-CAR OR 1-800-736-8222
  • For Other Rental Agencies: Follow the instructions provided on the agreement.
• Notify Risk Management by calling 773-702-1951 as soon as possible.  In the case of major damage, if possible, purchase a disposable camera and take pictures of the damaged area.

Additional information about rented vehicles can be found on the University’s website, TravelNET, http://travelnet.uchicago.edu. If there are further questions, please contact me at 773-702-1951.

PLEASE PROVIDE A COPY OF THIS MEMO TO THOSE WHO RENT VEHICLES ON UNIVERSITY BUSINESS .