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Rental Vehicles

  • The most economical means of transportation should be used when traveling on university business. This is determined based upon the total cost of the travel, efficient use of staff time, and appropriate approvals. The most practical vehicle should be rented, but generally nothing above a standard/intermediate car should be rented unless there is a business reason for the larger vehicle.

When traveling to off-campus locations normally reached by car, a University fleet vehicle should be the first choice.

When flying to a business location and a rental vehicle is necessary, National or Enterprise (Big 10 agreement-National Rental Car-Purdue Contract ID XZ08035) should be your first choice.

Go to Risk Management 'General Liability' for information on coverage provided by the University.

Additional insurance, i.e., Personal Accident Insurance (PAI), Supplemental Liability and Personal Effects (PEC) coverage is NOT reimbursable.

For international car rentals, it is recommended that full insurance coverage be secured from the rental agency including our Big 10 partners National & Enterprise.

An important message from Risk Management regarding Insurance Coverage when using a car rental agency.

Receipt Requirements

The itemized receipt obtained from the rental agency must accompany the travel expense voucher if it is $75 or over.

Parking and gasoline charges are reimbursable business expenses.

Click here to find definitions for abbreviations found on car rental invoices.

Student Employee Driver

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 01D or RM01S (Departmental Request for Driver Authorization-Student/Volunteer or Student Org. Request for Driver Authorization-Student/Volunteer) 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.

Weekly Rates When Personal Travel is Included

Vehicle rental reimbursement is limited to the amount directly related to University business. If the traveler opts for a weekly rate because the total cost is less than if rented at the daily rate for the number of business days, the weekly rate amount will be reimbursed, unless the traveler stays on for personal reasons and keeps the vehicle.

If the traveler extends the stay for personal reasons, the weekly rate will be pro-rated and only the amount directly related to University business will be reimbursed.

Example: Traveler has a 4-day business event. Vehicle rental is $35/day or $125/5-day week. The traveler opts to rent the vehicle at the weekly rate to save the University money.
Allowable reimbursement is as follows:

A. In the case of not extending the business trip for personal business, the reimbursable amount for 4 business days is $125.

Alternatively, renting at the daily rate for 4 days would cost the University $140, all of which would be reimbursable. The weekly rental option provides a $15 savings and is encouraged.

B. In the case the traveler combines personal travel with business travel and extends the stay beyond the last (or prior to the first) business day keeping the rental vehicle for the additional day, the reimbursable amount for 4 business days is $100 calculated as follows:

$125 weekly rate/5 rental days = $25/day times 4 days = $100
$25 of the cost is the traveler's personal expense


Accidents should be reported to Risk Management as soon as possible.  See Risk Management Accident Reporting for additional information.