International Travel - Vehicle Rental

The use of rental cars in foreign countries is authorized in situations where commercial transportation facilities are either not available or their use is impracticable or more expensive. Those traveling to foreign countries are required to accept the liability (SLI) and (CDW/LDW) damage insurance coverage offered by the car rental company, the cost of which will be reimbursed to the traveler. The preferred method of payment for any Car Rentals is the Corporate Visa Travel card for the added car rental insurance benefits. If you are planning a University sponsored trip to a foreign country you must also notify Business Services & Contracts by completing a Master Foreign Liability Form prior to your departure. You can contact ext. 2335 with any questions regarding the Master Foreign Liability Form.

Domestic Travel - Vehicle Rental

Enterprise Rent a Car

The State has established a contract with Enterprise Rent a Car Corporation, a major vehicle rental company.  The program provides for the daily rental of automobiles from over 4500 airport terminals and other locations in the state of Washington and throughout the United States.  The contract is for persons who need a vehicle in the course of traveling on official state or local government business within the continental United States including Alaska and Hawaii.  The contract provides economical rates 22% below previous contractor rates.  There are many different vehicles available for rental depending on the travelers' needs.  At key locations the vendor has allocated extra vehicles for the state's use and a program for frequent users who are in a rush, called Express Lane.

University employees should rent, when ever possible, from Enterprise Car Rental under the current State of Washington contract. This contract includes insurance coverage if the rental vehicle is damaged as well as liability coverage. This coverage applies regardless of the method of payment for the rental vehicle.

The Enterprise corporate account/customer number 45WA077 insurance coverage applies only to rentals in the U.S. and includes:

• Collision/Loss Damage Waiver (CDW/LDW) insurance provides coverage for the rental vehicle if damaged or stolen.
• Supplemental Liability Insurance (SLI) of $250,000 per person/maximum $500,000 per accident/$100,000 in property damage.
• Damage exceeding these limits is covered by the State's liability program.

Other Car Rental Companies

When an employee rents a vehicle from a car rental agency other than Enterprise Car Rental within the United States, the employee must accept the collision/loss damage insurance on the rental contract. Failure to do so will create personal exposure for the employee. The preferred method of payment on all car rentals is the Corporate Visa Travel card for the added car rental insurance coverage and benefits. Employees seeking reimbursement for car rental from other than Enterprise Car Rental will only be reimbursed up to the State contracted rates in locations where Enterprise Car rental was available, and could have been used.

Car Rental Insurance Coverage while on University Business

* Coverage for injuries to CWU employees is provided through Labor and Industries (workers compensation). Injuries to non-CWU individuals and students should be submitted to their personal health insurance companies.

** Claims must be reported to VISA within 20 days from the date of the incident .

How do I reserve an Enterprise vehicle?

• Make reservations at least 7 calendar days in advance for one-way rentals and at least 24 hours in advance for local rentals. Local rentals are those where the renter will return the vehicle to the same location as rented.
• Login to the Enterprise website at www.enterprise.com , or
• Call 800 Rent A Car (800-736-8222), or
• Reserve through Global Travel Services or Wright Travel
• Reference the CWU Corporate Account Number 45WA077
• PIN: was
• Reserve your vehicle using your Corporate Travel Card
• Decline collision/loss damage waiver insurance (CDW/LDW); you are automatically covered under the contract
• Decline promotional rates; they conflict with the contract
• Decline any other insurance unless you want to pay for it yourself

Frequently Asked Questions:

Where do I get a copy of the state contract for Enterprise Vehicle Rentals?

Contract number: 03710 VEHICLE RENTAL

Should I read the Enterprise contract before renting a car?

Not necessarily, Enterprise has entered the contract terms in their system, so you should always receive the correct rates and terms.  But it is important that your agency's division travel coordinator have a good understanding of the contract. The contract does have many important terms and conditions, including the rental rate per city and a list of exception city locations.

How do I receive approval to rent a vehicle?

Complete a Travel Authorization Form (pdf format). The form may also include information about lodging, meals, airfare, and registration fees in addition to vehicle rental. Your approving official will sign the form and route it to the CWU Travel Desk.

I do not like standing in line for a vehicle, is there anything I can do?

Yes, Enterprise has a program for frequent users who are in a rush.  By contacting Enterprise either on-line or calling them, you can set yourself or others up for the Express Lane program.  There is usually a separate counter for FastBreak customers.

How about Enterprise Promotional Rental Rates?

In order to receive the state coverage and program benefits, reservations must be booked using your account number and at the State rates, not the promotional rates.

A mid-sized four-door sedan just will not work, are there other size vehicles available?

Yes, Enterprise has cars, plus vans, trucks and sport utility vehicles for rent at most Enterprise locations.  These vehicles do not have same daily rental rate as the mid-sized cars.

Can I use the rental car for personal use?

Rental cars are to be used for official state business only.  Travelers may use a vehicle to drive to nearby restaurants when they are away from home.  For more information please check the CWU travel policies and the travel section of the Office of Financial Management for more details.

Do I need to be over 25 years old to rent an Enterprise vehicle?

No, the state contract allows drivers 18 and older to rent a vehicle. (Except for 10-passenger vans which require a driver to be 21 years or older.)  The 18-year-old driver must have a valid/legal driver's license.  The 18-year-old must be authorized by the university to drive on official business.

What if I have a problem with a local service location?

First, check the vehicle rental contract for the contact persons, since they can often help sort out any problems that are misunderstandings at the local reservation desk.  If you need additional help call the CWU Travel Desk, ext. 1986 or CWU Purchasing Office, ext. 1001.

How do I pay for the rental?

The preferred method of payment on all car rentals is the Corporate Visa Travel card for the added car rental insurance coverage and benefits. The two primary payment methods are either the J.P. Morgan Chase Corporate Travel Card, or a personal credit card.  These methods work in all locations and provide for quick payment.  For more details on payment, see the vehicle rental contract.

What if no cars are available for renting?

For confirmed, booked reservation, Enterprise will do everything possible to guarantee a vehicle is available, including providing an automatic, no added cost upgrade if the confirmed vehicle is not available.  Enterprise will do their best to have a vehicle available if they are given adequate time to respond.  If Enterprise has no cars available, the traveler can go off contract to find the next most economical vehicle available from another rental company, but it is advisable to check with the travel desk before renting. 

Do I have to buy additional insurance when I rent a vehicle under this contract?

The state contract has provided for standard insurance coverage needs, including damage and liability.

Pricing

One-way drop fee

No one-way drop fees :

Add the following daily surcharge by location

Personal Use of a Rental Car

The state contract for rental of motor vehicles does not authorize vehicles to be used for other than official state business. Therefore, when a traveler couples a personal vacation with official state business, the traveler is expected to execute a personal contract to rent a motor vehicle for the vacation portion of the trip.

Van Rental

The Departments/travelers renting vans while in travel status are required to comply with the Office of Financial Management policies as outlined in Subsection 12.60 and maintain the required documentation.

Other Considerations

• If you have a mishap with the vehicle, follow the procedures Enterprise gave you at pickup.
• To avoid fuel charges from the rental location, top off the tank prior to returning the vehicle.
• Transporting of unauthorized passengers as described in Subsection 12.30.20.a in a rental vehicle is considered a personal decision. The State of Washington will not provide excess liability protection to any unauthorized passengers in the event of an accident.