Rental Car

The most economical means of transportation should be used when traveling on university business. This will be determined by the staff member and the department head based upon the total cost of the travel, efficient use of staff time and convenience to the employee.

Travel expense reimbursement is limited to the lesser of expenses incurred from the departure point or from the "official station".  The official station is defined as the location of the permanent office.  If the traveler is departing from some place other than their permanent office, a comparison must be shown to indicate that expenses are the lesser of the two.

1. Most major rental car companies give Purdue employees a discount on normal charges. Currently, Purdue, through the Big 10, has a special contracts with National & Enterprise Rental Car for preferred rates and special shuttle arrangements between major airports and Big 10 cities. However, as with any travel arrangements, the traveler should check with several sources for the best rate available at the time of the trip.
    
   Visit our employee discount list to find the unique identification number provided by each car rental company when making reservations.
   
   Our negotiated agreements with National Rental Car is depicted in Egencia Corporate Travel (ECT) as Company Preferred Vendor.
   
   Car rentals may be reserved by using Egencia Corporate Travel (ECT).  Car rental companies and group transportation options (such as train service, bus service, or shuttles) not available directly through the site may be booked via ECT's corporate travel agents at the toll-free number (1-800-742-3943  or outside US 1-702-939-2532).   

2. Be sure to ask about specials and off-season rates, which may be lower than corporate rates.

3. Remember to Decline the INSURANCE COVERAGE
   Purdue is self insured for damage exposure on vehicles used by staff traveling on university business.  Therefore, the waiver offered by the rental company should not be purchased.  Simply advise the rental car company that Purdue University self insures rental vehicle collision damage or give them the appropriate discount contract number.

Ask your department about the wallet card detailing insurance information available from Risk Management. 

Collision (CDW), Liability (LDW), Personal Accident Insurance (PAI), Supplemental Liability and Personal Effects (PEC) coverage is NOT reimbursable.  

We suggest that travelers go to another agency if the agency 'insists' that insurance charges are mandatory.

Information on renting vehicles in Canada and international travel is available from Risk Management.

4. Parking and gasoline charges are reimbursable expenses.  See Receipt Requirements.

5. The itemized receipt obtained from the rental agency must accompany the travel expense voucher if it is $75 or over.
   
   If any personal use was made of the rental vehicle, the bill must be divided and a statement outlining the number of miles and/or number of days for this personal used must be shown on the travel voucher along with the method used to calculate the amount being requested.

6. If it is necessary for a student employee to drive a university vehicle as part of an approved trip, the student must obtain special permission. Permission can be obtained by submitting a Form RM 01 (Request for Non Employee to Operate Purdue University Vehicle) to Risk Management. This form should be submitted at least 3 days prior to the trip to ensure adequate processing time. Once approved, a copy of the approved form will be forwarded by Risk Management to Transportation Service.

Accidents

Accidents should be reported to the police immediately. Obtain the name and departmental affiliation of the investigating officer. Exchange information with the other driver(s) involved including: names, addresses, phone numbers and descriptions of vehicles. Report this information immediately to Risk Management.

The rental agency may demand that you provide to them a credit card so they may charge any damage from an accident. This expense will be reimbursed to you by Risk Management, upon receipt of copies of the Form 17, the rental agreement and your credit card statement.