Financial Administration

UW System Travel Regulations

IX. VEHICLE RENTALS (CARS, VANS AND TRUCKS)

Preaudit steps for this section

  1. 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. Sometimes a rental car can be less costly than using a personal vehicle. Appendix A contains cost comparison information for driving vs. flying as well as rental car vs. personal vehicle.

  2. 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. Only individuals involved in State/UW business shall be included in the count.

  3. The State of Wisconsin has contracts with Enterprise and National for discounted rates. 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. The Big 10 also has a contract with National that may be used for personal trips and should be used for business trips that include more than incidental personal mileage and/or where there is an accompanying non-employee (spouse, family, etc.) who is not traveling on UW business. Refer to Appendix C for a listing of the contract vendors and applicable rates and insurance coverages. When a contract vendor cannot provide the needed service, documentation must be provided for use of a non-contract vendor.

  4. The contract vendors include free collision 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, collision 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 your campus Risk Management Office or your Institution Travel Coordinator.

  5. UW identification may at times be required in order to receive the contract rates.

  6. The State purchasing card must be used for payment of car rental costs. If they so choose, employees have the option of utilizing the state-provided personal liability U.S. Bank travel card instead of, or in addition to, the purchasing card. The original rental agreement and receipts for gas purchases must be submitted for reimbursement.

  7. Companies that require the vehicle to be returned with a full tank of gas charge substantially more per gallon when they fill it. Employees should fill the gas tank before returning rented vehicles unless the contract specifies other options that are less costly to the UW.