How to book, pay for, and change/cancel a rental car
Log onto TravelUVA
- Rental cars can be booked through TravelUVA's online booking tool or directly with a CBT agent.
- If you are booking a rental car with a direct bill account, please book directly through the rental car website or with a CBT agent using your direct bill number.
- If you are booking a rental car for personal use, please book directly with the supplier using the Leisure contract code, which can be found on the Travel Contracts page.
- *Please note: Different terms/conditions apply for personal rentals. Insurance is not included on personal rentals, and taxes are applicable.
- From the AirPortal dashboard, select "Book Travel" on the left, and then "Book/Manage Online Trips" to access the Concur online booking tool.
Enter Dates & Location
- Select the icon for "Car Search".
- Enter Pick-up date and Drop-off date.
- Enter pick-up location based on Airport or Off-Airport location.
- Check box if you will be returning the car to another location.
- Select "Search".
Shop & Select
- University employees are strongly encouraged to rent vehicles through agencies under contract with the University. UVA contracted agencies will be listed as "Most Preferred".
IMPORTANT UPDATE FOR 12 AND 15 PASSENGER VANS (Policy PRM-014):
- No more than nine people, including the driver, may ride in any van owned, leased, rented or operated for University business. Passengers should sit in seats that are in front of the rear axle. If there is a back seat providing seating above the passenger limit it must be removed.
- If you have questions about this policy, please contact UVA Property & Liability Risk Management at firstname.lastname@example.org
Verify & Confirm
- Vehicle reservations are NOT pre-paid, payment must be made by credit card in the name of the driver at the time of pick up.
- The only exception to this is if you book directly through Enterprise, National, or Hertz with your direct bill number.
- The Travel and Expense Card is the preferred method of payment for vehicle rentals for employee travel.
- For rental vehicles, the University reimburses actual expenses.
- Itemized receipts are required regardless of amount for the rental cost.
- University-contracted vendors Enterprise, Hertz, and National all include the collision damage waiver fee in their rates per the University contract.
- The traveler is required to purchase additional collision damage insurance (CDW/LDW) if renting or leasing a vehicle from a non-contracted vendor. Other types of insurance are reimbursable to employees with departmental approval.
- When overseas, DO purchase the extra insurance (Collision Damage Waiver) on an auto rental.
- If a rental vehicle is damaged and the rental agreement does not include the collision damage waiver, the department will be responsible for the $1000 insurance deductible for any claim.
- Non-University travelers (with the exception of volunteers traveling on UVA business) are not covered under the University’s self-insurance plan and will not have insurance included on their rental with University-contracted vendors. Non-University travelers are required to purchase additional collision damage insurance (CDW/LDW) when renting a vehicle and this is reimbursable by the University (other types of optional insurance are not reimbursable).
- Vehicles rented under the Leisure/Personal code do not include insurance.
- The traveler must return vehicles with the same amount of fuel as when picked up. It is most cost-effective to refuel before returning. Justification is required when expensing if refueling occurs at the rental agency.
- Parking fees incurred while traveling on official University business are an allowable expense.
- Parking fines are not an allowable expense for University faculty, staff, or students.
- EZ Pass or other Toll Pass programs are an allowable expense.
- Roadside Assistance
- While the purchase of roadside assistance plans is not recommended, any fees associated with services not covered by the rental company, e.g. flat tire, lockout service, vehicle jumpstart, fuel delivery, lost and damaged key replacement, etc., are allowable expenses on a traveler’s expense report.
- Tax-Exempt Status
- The University qualifies for tax-exempt status for vehicle rentals in the state of Virginia and other select states if the rental is paid with a T&E card. It is the traveler’s responsibility to understand the tax-exempt policy of the state which they are visiting and to make sure that tax is appropriately charged.
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