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Car Rentals After Reaching Destination


THE FOLLOWING INFORMATION APPLIES ONLY TO UMW EMPLOYEES OR STUDENTS who are renting a car after reaching their destination via other travel means such as air or rail.

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. When renting a vehicle AFTER reaching the travel destination, the traveler may rent from any car rental agency (not just Enterprise), but the traveler must rent the most economical type of vehicle available.

The traveler must justify the cost of renting a vehicle instead of using another form of transportation. Attach to the Travel Reimbursement Request Form a comparison of the costs which shows that a car rental is less expensive than taking a shuttle/taxi. If the cost comparison shows that renting a car is less expensive, the traveler should select the most economical rental agency and type of vehicle available, and acquire any commercial rate or government discount available when the vehicle is rented.

Before any travel purchases are made, a Request for Travel form with appropriate signatures should be completed IN ADVANCE. 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 in the United States. UMW will NOT pay for car rental insurance because UMW, through the Commonwealth, provides insurance for car rentals when the car is being used in the scope of official business travel and the car rental is to be used ONLY within the scope of official business travel. Note: The car insurance is not in effect when the rental car is used outside the scope of official business travel. Non-employees of the Commonwealth of Virginia (excluding students) can be reimbursed for car rental insurance. For example, candidates who need to rent a car may be reimbursed for LDW (Liability Damage Waiver) and CDW (Collision Damage Waiver) car rental insurance. UMW students are covered under the Commonwealth's insurance. Click here for Insurance Forms and PRINT the forms to carry with you in the rental car.

NOTE: For employees or students 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.

4. Other types of insurance, such as trip cancellation, personal health or life insurance will NOT 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.

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