Vehicle Rental

How to Book University-Paid Travel

The preferred method for booking university business travel is through the TravelUVA online booking tool or a designated Christopherson Business Travel advisor. 

Email: UVA@CBTravel.com

Phone: 844-488-2228 (M-F, 8am-8pm ET)

Direct Bill Accounts

Direct bill accounts may only be used for employee rentals. Non-employees must pay personally and seek reimbursement. 

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.

To apply for a direct bill account, please complete the Enterprise & National Direct Bill Application or the Hertz Direct Bill Application. 

Mileage Calculator

Use this Mileage Calculator to compare rental car rates to mileage reimbursement. 

When driving for University business we recommend you rent a car rather than seeking mileage reimbursement. It is often less expensive to rent a car and when renting with one of our contracted vendors, Enterprise/ National, or Hertz, the CDW insurance is included in the rate. Renting a car saves wear and tear on your car as well as providing insurance.

Insurance

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. 

Refueling

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, however, traveler safety is a top priority and travelers are permitted to refuel at the agency as needed.

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.

Parking

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.

Tolls

EZ Pass or other Toll Pass programs are an allowable expense.

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 they are visiting and ensure that tax is appropriately charged. The only fees that are exempt are the car rental tax and sales tax; other fees like vehicle licensing fees and airport fees are not exempt.

15-Passenger Van Policy

Per 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@virginia.edu

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