Book Rental Car

• CBT Agent Team:
  • M-F, 8am-8pm ET
    844-488-2228
    uva@CBTravel.com
• *Note: An agent fee is assessed when booking directly through a CBT agent. There is no fee for booking through TravelUVA's online booking tool (Concur). 

• *Note: Direct bill accounts may only be used for employee rentals. Non-employees must personally pay and seek reimbursement.
• To apply for a direct bill account, please complete the Enterprise & National Direct Bill Application or the Hertz Direct Bill Application. 

• *Please note: Different terms/conditions apply for personal rentals. Insurance is not included on personal rentals, and taxes are applicable. 

IMPORTANT UPDATE FOR 12 AND 15 PASSENGER VANS (Policy PRM-014):

• No more than twelve 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 orm-frm@virgina.edu

• ​​Note: Rental cars for guests should NOT be booked through Concur. Please book guest rental cars directly with one of UVA's contracted rental car vendors using the Leisure Contract ID at the following links:
  • Enterprise Bookings for Guests
  • National Bookings for Guests
  • Hertz Bookings for Guests- www.hertz.com/uva

• The only exception to this is if you book directly through Enterprise, National, or Hertz with your direct bill number.

• 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.

• 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.

• 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.