Vehicle Rentals
The university has partnered with Enterprise/National to fulfill vehicle rental reservations. Enterprise provides a branch location at the Purdue University Airport with fleet and staff trained to address the needs of university travel customers.
Individuals renting a vehicle are responsible for making sure they are in compliance with university policies before driving.
Booking Procedures
The university established negotiated rates with preferred vendors that should be utilized when possible.
Employees must request a standard/mid-size car when renting a vehicle for business travel.
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 the total daily rate for the number of business days, the weekly rate amount will be reimbursed. Vehicle rentals for business and personal travel may not be used for driver tests.
Purdue’s primary preferred vendor is Enterprise Rent-A-Car/National Car Rental.
Enterprise Location Information
Address
Enterprise Rent-A-Car
1452 Aviation Drive
West Lafayette, Indiana
Purdue University Airport
Hours of Operation
- Monday through Friday: 7:30 a.m. to 6 p.m.
- Saturday: 9 a.m. to noon
- Sunday: Closed
Phone Number
765-463-4804 (press *)
You must press * to be routed to the Purdue University Airport location.
Hertz is another preferred vendor, and reservations may be made through them as an alternative.
Insurance
Insurance questions should be directed to Risk Management Office at the West Lafayette location by calling 765-494-7695.
Domestic Travel
Purdue is self-insured for damage exposure on vehicles used by staff traveling on domestic university business. Therefore, the Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) offered by the rental company should not be purchased as they will not be reimbursed.
The university will not reimburse you for any optional coverages such as Supplemental Liability Insurance, Personal Affects or Personal Accident Insurance. These should be declined on the Emerald Club application and/or at the time of rental unless you wish to pay these as a personal expense.
International Travel
International Travel is considered travel to, between, or within countries outside the United States and US territories. This includes Canada and Mexico. Rental car usage on international business travel requires the purchase of Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) insurance offered by the rental car company. The cost of this insurance is reimbursable.
Other insurance options offered such as Personal Accident Insurance (PAI), Supplemental Liability and Personal Effects (PEC) coverage is not reimbursable for domestic or international rentals
Vehicle Pickup and Dropoff
Rental vehicles must be picked up within the business hours of the company being utilized. Vehicles may be returned outside of normal business hours. It is the traveler’s responsibility to validate the rental agency hours.
Travelers should always inspect the vehicle before driving it off the rental lot and provide a written list of any dents or scratches to the attendant.
Airport locations:
- Airport locations will allow returns after hours and have procedures in place for early or late return. Please check with the rental location when picking up the rental vehicle for the exact procedure. Many branches located at major airports are open 24/7.
- Vehicles should be returned to the same location where picked up unless prior arrangements have been made with the original renting location.
- If the traveler drops off a rental vehicle at the airport but did not originally pick it up at the airport, an additional drop fee may be charged depending on the rental agency.
Non-airport locations:
- Non-airport locations require rental vehicles to be returned during normal business hours. Please check with the rental location about Sunday hours.
- To return a vehicle when the location is closed, check with the agency when picking up the vehicle to determine if an “after hours” service drop box is available. Doing so will help avoid additional charges.
- A vehicle that is returned after hours will not be checked in until the next business day. If returning after hours when a branch is closed, the customer is responsible for the vehicle until the satisfactory check in of the rental vehicle the next business day.
Documentation
Travelers should obtain proper documentation when renting a vehicle.
Detailed receipts should contain the following:
- Traveler Name
- Vendor Name
- Vendor Pickup/Dropoff Locations
- Destinations (To/From)
- Dates of Rental
- Rental Class
- Daily/Weekly Rate used
- Other Fees & Charges
- Total Cost
- Confirmation of Payment (Must show proof of actual payment amount. Order confirmation, reservation confirmation, quotes, pro forma invoices or estimated charges and the like do not constitute a confirmation of payment, unless the document confirms the amount has been paid.)
- Company paid upgrades must meet criteria in Vehicle Rental section of this document.
- Free upgrades should be noted in expense report comments.
Missing/Lost Receipt
If the required receipt for an expense is lost or unobtainable, contact the rental agency for a copy of the receipt.
Reimbursement
Some expenses associated with rental vehicles are eligible for reimbursement.
| Expense Category | Eligible for Reimbursement? | Notes |
|---|---|---|
| Rental Fee | Yes | Preferred vendors must be utilized when possible. |
| Parking | Yes | Airport parking must not exceed the cost of long-term economy parking. |
| Tolls | Yes | |
| Fines/Towing Charges | No | |
| Accidents/Thefts/Damages | No | |
| Insurance | No | The university is self-insured for damage exposure on vehicles used by staff traveling on university business. *International Travel – reference Insurance section. |
| GPS | Maybe | Rental of a GPS unit is a reimbursable expense if considered necessary for your business destination and purpose. |
Discounts
Travel discounts are available to those traveling on university or personal business.
University business and/or personal travel discounts are specifically for individuals who are employed in a paid role at the university. Anyone not employed by the university is ineligible for business or personal use travel discounts. A PUID or other documentation may need to be provided during the rental process to verify Purdue employment and discount eligibility.
Booking with Enterprise using the direct link on the discount code webpage (Purdue log-in credentials are required) or through Concur automatically applies discounted rates for vehicle rentals.
When booking over the phone, a corporate code, also available on the discount code webpage, must be provided to receive discounted rental rates.
Student organizations cannot use this link to rent vehicles. Follow the student organization rental process through the Activity Planning Form to receive booking instructions.
Personal Travel Discounts
Faculty/Staff
Faculty/staff can reserve a vehicle for personal travel through Enterprise Rent-A-Car/National Car Rental by entering the appropriate code listed on the discount code webpage (Purdue log-in credentials required).
Students
Only students who are employed by the university and are 21 years or older may reserve a rental car for personal use through Enterprise Rent-A-Car/National Car Rental using code 08BIG10.
This code will apply a 5% discount when used on the provider website. It is not valid through a third-party reservation system. Drivers are responsible for either providing or purchasing rental car insurance.
Specialty and Long-Term Rentals
Specialty and long-term rentals are available.
Specialty vehicle rentals such as SUVs, trucks and luxury cars are available throughout the U.S. and Canada at discounted rates with Enterprise. Requests for specialty vehicles must be made at least one week prior to the scheduled departure time, and vehicle upgrades need to follow the university’s travel reimbursement guidelines.
Long-term rentals may be available:
- Month-to-month – Contact Enterprise directly at 765-463-4804 for pricing.
- Extended length – Contact Procurement Services for a vehicle lease quote. Your business office will need to assist with analyzing buying vs. leasing options.
Airport One-Way Rentals
Airport one-way rental are available.
University faculty and staff may request a one-way rental vehicle when traveling from Purdue’s West Lafayette campus to an airport. An airport one-way rental allows a driver to pick up a vehicle from the Purdue University Airport and drop it off at another airport’s rental return location. This option helps avoid airport parking fees.
Purdue’s partnership with Enterprise/National allows the university to request one-way vehicle rentals at discounted rates. Enterprise assesses a drop charge for one-way rentals, while National does not. Therefore, for cost savings, one-way reservations should only be made through National. With National, Purdue travelers receive unlimited mileage on one-way trips with a full-size sedan or smaller vehicle. One-way reservations for larger vehicles will be charged $0.25 per mile.
For those traveling from locations outside of the West Lafayette campus but within a 500 mile radius, Hertz provides one-way rentals with insurance at cheaper rates than Enterprise/National.
Requests for one-way rentals must be made at least one week prior to the scheduled departure time.
Accident Procedures
If a vehicular accident occurs, follow the procedures below.
- Notify local police immediately, and do not leave the accident scene.
- Move the vehicle off the road and to a safe location, if possible.
- Contact the Office of Risk Management at 765-494-7695.
- Reference Risk Management Insurance Program for more details.
- Exchange information with the other driver(s).
- Driver names
- Home addresses including city, state and zip code
- Driver’s license numbers and dates of birth
- Vehicle information including years, makes, models, colors and license plate numbers
- Notify your supervisor, department head and/or business office.
Student Organization & Employee Requests
Departments that authorize a student to drive a rental vehicle on university business should make the student aware of their responsibilities and ensure that they are in compliance with university policies before approving the trip or supplying a credit card to reserve a vehicle. Questions should be addressed to the Office of Risk Management.
Student Organizations
Student organizations must have vehicle rentals approved by the Business Office of Student Organizations (BOSO) and the Student Activities Office (SAO) via the Activity Planning Form (APF) on BoilerLink.
Two drivers approved by the Office of Risk Management are required for each car or van, but more are recommended for longer trips. The RM01 and USA General or State-specific Release Form, which is provided as part of the APF, must be submitted to BOSO five business days prior to departure for processing. If vans are required, drivers must be Van Certified. BOSO and SAO can assist with these requirements.
Drivers are expected to abide by all federal, state and local laws and regulations with regards to operating a motor vehicle. Rental vehicles should be operated in a courteous manner that positively represents Purdue University.
Student Employees
Students who need to rent a vehicle for university business should book through their department’s business office and seek a departmental PCard for payment with permission from their business office.
Also, student employees must be designated as an approved driver by Risk Management (complete the RM01D DocuSign form) prior to renting a vehicle for business use, and business offices should ensure that all other Risk Management requirements for students are met before a vehicle is rented.
Emerald Club
The Emerald Club is National’s frequent renter program, providing members with exclusive benefits and privileges to make renting faster and easier, and make business travel more productive.
Benefits
Member benefits include:
- Counter bypass with Emerald Club Aisle Service and Emerald Reserve Service at most major U.S. airports
- Members only counters with pre-printed rental agreements at over 400 airports in the U.S. and Canada
- Earn credits redeemable for free car rental days
- Expedited online reservation process
- Access to an exclusive member services hotline
- Upgrade opportunity to the next membership level – Emerald Club Executive – with only 12 rentals in a calendar year
Enrollment
To enroll in the Emerald Club, click on the Emerald Club enrollment link posted on the National Program summary page. Complete the application and click the submit button. This is the fastest and easiest way to enroll.
Ensure your Emerald Club profile contains correct data, including Purdue University’s name and corporate discount number, and current credit card information. You may view and update most information in your profile online by logging in to www.EmeraldClub.com and clicking on the Update Profile tab.
Refueling
Do I need to refuel the vehicle before returning? Can I pre-pay for fuel?
Airport Locations
- The traveler may refuel the vehicle to the same fuel level when the vehicle was picked up. If the traveler chooses not to refuel the vehicle to the same fuel level, the rental company will charge a rate that is typically above the local pump price.
- The traveler may opt to pre-pay for fuel:
- This will avoid the hassle of having to fuel up the vehicle before returning.
- Pre-pay fuel option is calculated at the local rate of gas minus a per gallon discount.
Non-airport Locations
- Travelers may refuel the vehicle to the same fuel level upon picking up the vehicle.
- If a traveler chooses not to refuel the vehicle to the same fuel level, they will be charged the local rental company’s rate which is typically above the local pump price.
- A full tank of gas is not guaranteed.
The refueling option through the rental car agency is discouraged, as it typically results in an increased cost. However, it may be allowable when reasonable circumstances (e.g. timing issues) occur and a business reason for the use of this option must be clearly documented.