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Vehicle rental expenses such as cars, boats and aircraft may be reimbursed
when
regular means of transportation are unavailable or inappropriate
for the particular
use. Generally rental cars are not necessary when
staying at a conference hotel.
Receipts are required and a business
purpose should be clearly documented for all
rentals. Economy or Compact
rate is normally required.
Exceptions include:
The vehicle rented should be the most economical that meets the business
need.
The reason for the exception must be documented on the travel
reimbursement.
When combining business travel with personal travel the car rental
will have to be prorated.
The easiest way to do this is to divide
the total dollars by the number of total days.
This will give
you the daily total that you can reimburse for each business day.
Travelers cannot be reimbursed for mileage on a rental car, but
gas reimbursement
would be appropriate.
The State of Oregon has a contract with Enterprise Rent A Car that
is available for use by the University of Oregon. When this contract
is used, Enterprise take full responsibility for the entire risk of
loss or damage to the rented vehicle.
They also allow drivers
age 18 and older to drive without adding a minimum age surcharge to
the rental. Departments should take advantage of this contract and use it when applicable. The Corporate Account Number of 46OR005
must be used when making your reservations. If this number is
not used you will not be eligible for the contract rates and the insurance
will not be included.
There is also a "PIN" that must be used.
Check with your department travel person for this code. If there is
personal travel included in your trip, the Enterprise contract cannot
be used.
Rates and How to make Reservations
The state provides coverage for rental vehicles if they are to be used for official business. At the time of rental the employee or agent should purchase the Limited Damage Waiver (LDW), also known as Collision Damage Waiver (CDW) if it is available.
The following methods already provide LDW insurance coverage and in these instances LDW should not be purchased.
The cost for the LDW is reimbursable. Other types of insurance are
not.
If a rental vehicle is to be used for a mix of personal and business
purposes, LDW insurance will be reimbursed for the business portion
only.. Independent contractors are responsible for their own insurance.
If an auto rental company in the US or Canada requests a certificate
of insurance, contact Sheree' Johnson, U of O Risk Coordinator at 346-3190.
If there are plans to travel outside the US, US territories and possessions,
and Canada, the department should contact Sheree' Johnson for help in
obtaining the appropriate coverage.
The renter of a vehicle involved in an accident must report the accident within 24 hours to the U of O Risk Coordinator, Sheree' Johnson, at 346-3190.
| ALAMO car groups: | ||||
| E | Economy Car | LA | Luxury Car | |
| C | Compact Car | LW | 4-wheel drive vehicle | |
| I | Intermediate Car | LX | Minivan | |
| IS | Convertible | LC | 2-dr Luxury | |
| F | Standard Car (full size) | L4 | 4-dr Luxury | |
| P | Premium Car | |||
| AVIS car groups: | ||||
| A | Sub-compact 4-dr | G | Premium 4-dr | |
| B | Compact 4-dr | H | Luxury 4-dr | |
| Z | Compact 2-dr | K | Convertible 2 dr | |
| C | Intermediate 2/4-dr | W | SUV 2/4-dr | |
| D | Full size 2-dr | V | Minivan 4-dr | |
| E | Full size 4-dr | L | Large SUV 4-dr | |
| BUDGET car groups: | |||||
| Z or B | Compact | K | Convertible | ||
| C | Midsize | V | Minivan | ||
| D or E | Fullsize | W or F | Mid-size SUV | ||
| X or A | Economy | L | Full-size SUV | ||
| G | Premium | P | Jeep Wrangle (in Hawaii) | ||
| H | Luxury | ||||
| DOLLAR car groups: | |||
| C | Compact | L | Luxury |
| E | Economy | STAR | Convertible |
| I | Intermediate | MVAR | Minivan |
| F | Fullsize | SFAR | SUV - compact |
| P | Premium | ||
| ENTERPRISE car groups: (Only compact/economy cars are reimbursable) | |||||
| ECAR | Economy | LCAR or LDAR | Luxury | ||
| CCAR | Compact | MVAR | Minivan | ||
| ICAR | Intermediate | GCAR | Minivan (Grand Caravan) | ||
| SCAR | Standard | XPAR | Sport Utility | ||
| FCAR | Full Size | XVARP | 15 person van | ||
| PCAR | Premium | ||||
| HERTZ car groups: | |||
| A | (CCAR) Compact 2-dr | L | Standard SUV |
| B | (CCAR) Compact 4-dr | M4 | Full size fan - 12 pass. |
| C | (ICAR) Intermediate, mid-size | Q4 | Intermediate SUV |
| D | (SCAR) Standard | R | Minivan 7 pass. |
| F | (FCAR) Full size | T | Prem SUV expedition - 8 pass. |
| G | (PCAR) Premium | T6 | Prem SUV excursion - 8 pass. |
| I | (LCAR) Luxury | U | Convertible |
| THRIFTY car groups: | |||
| A | (CCAR) Compact 2-dr | L | Standard SUV |
| B | (CCAR) Compact 4-dr | M4 | Full size fan - 12 pass. |
| C | (ICAR) Intermediate, mid-size | Q4 | Intermediate SUV |
| D | (SCAR) Standard | R | Minivan 7 pass. |
| F | (FCAR) Full size | T | Prem SUV expedition - 8 pass. |
| G | (PCAR) Premium | T6 | Prem SUV excursion - 8 pass. |
| I | (LCAR) Luxury | U | Convertible |
| NATIONAL car groups: | |||
| ECAR | Sub-compact | PCAR | Premium |
| CCAR | Compact | MVAR | Minivan |
| FCAR | Fullsize | SCAR | Fullsize 2-dr |
| LCAR | Luxury | SFAR | SUV |
| ICAR | Intermediate | ||
| Miscellaneous Abbreviations: | |
| AAF | airport access fee |
| AIRCON | airport concessionaire fee |
| ALI | additional liability insurance |
| APP | alamo protection plus |
| ATP | auto tow protection |
| CDW | collision damage waiver |
| CFC | concession facility charge |
| CONC | concession recoup fee |
| CPP | carefree personal protection |
| EP | extended protection |
| ESP | emergency sickness protection |
| FPO | fuel purchase option |
| FSO | fuel service option |
| LDW | loss damage waiver (insurance) |
| LSI | supplemental insurance |
| P | personal passenger protection |
| PAE or PAC | personal accident and effects or cargo insurance |
| PAI | personal accident insurance |
| PDW | physical damage waiver |
| PEC | personal effects coverage |
| PEP | personal effects protection |
| PLC | premium location charge |
| SLI | supplemental liability insurance |
| SPAI | super personal accident insurance |
| TP | theft protection |
| TPI | third party insurance |
| UMP | uninsured and underinsured motorist protection |
| VLF | recovery fee |