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Car Rentals for UMW Guests


THE FOLLOWING INFORMATION APPLIES ONLY TO GUESTS OF UMW WHO ARE TRYING TO DETERMINE WHETHER TO USE A PERSONAL VEHICLE OR RENT A CAR FROM YOUR HOME LOCATION.

Reimbursement of car rental expenses is limited to official business use only and prudent judgment should be used when deciding whether or not to rent a car. To ensure you are reimbursed for the full amount allowed by Commonwealth of Virginia regulations, please consider the following:

If you use your personal vehicle, you will be reimbursed at the higher reimbursement mileage rate as shown on the "Personal Vehicle Mileage" webpage.

When renting vehicles, you should select the most economical type of vehicle available.

If you rent a vehicle IN VIRGINIA, MARYLAND, OR D.C., you must rent from Enterprise Car Rental due to state contract requirements.

If you rent a vehicle OUTSIDE VIRGINIA, MARYLAND OR D.C., you are allowed to rent from any car rental agency, not just Enterprise.

If you do not own or have access to a personal car, a car rental is allowed, HOWEVER, a traveler may NOT rent a car to travel to the airport and park it for the term of the trip. In this instance, the traveler must take a shuttle, rail, or some other form of public transportation. Document the circumstances.

If you plan to rent a car after taking a plane or train to the Fredericksburg area (including National, Dulles, Richmond or BWI), the rental car must be obtained through Enterprise Car Rental.

 

Before any travel purchases are made, a Request for Travel form with appropriate signatures should be completed IN ADVANCE by the UMW affiliate who has invited you to UMW. The Commonwealth does not have limitations on car rental rates, however, UMW will reimburse only for reasonable uses and reasonable amounts of gas used.

You will NOT be reimbursed for the following:

1. Upgrades for any reason, even if you have a personal discount coupon. (See Question 5 of Mileage and Car Rental Questions for details.) Upgrades include, but are not limited to, upgraded car classes, navigation systems, and additional drivers.

2. Gas purchased at car rental agencies. Purchase gas at a gas station and submit the receipt for reimbursement. The receipt must show that gas was purchased.

3. Insurance such as trip cancellation, personal health or life insurance. Non-employees of the Commonwealth of Virginia (excluding students) CAN be reimbursed for LDW (Liability Damage Waiver) and CDW (Collision Damage Waiver) car rental insurance.

NOTE: If anyone (employee, student, or guest of the University) is traveling outside of the territorial United States, including Canada and Puerto Rico, LDW (Liability Damage Waiver) and CDW (Collision Damage Waiver) insurance must be purchased and will be reimbursed.

REQUIRED REIMBURSEMENT DOCUMENTATION

To be reimbursed, attach an original receipt (or a printed copy of a receipt for electronic purchases) to the Travel Expense Reimbursement form. Remember that you will not be reimbursed until AFTER the travel has occurred. (See Reimbursement Process for Travel Expenses.)

When paying for your rental through the Internet, read the Internet Purchases regulations regarding necessary documentation to ensure reimbursement.

LINKS

Please contact Accounts Payable at payables@umw.edu or (540) 654-1226 if you have any questions.