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Business & Financial Affairs
Barge 303
8:00 a.m. - 5:00 p.m., M-F
(509) 963-2323
vpbfa@cwu.edu

3-50-225 Vehicle Rentals

1. 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 complete a Travel Authorization Form and submit it to the Office of the Provost.

2. Domestic Travel - Vehicle Rental

a. 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 4,500 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 states' 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.

b. 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.

Vehicle Source:

  • Motor Pool/Any Other Rental Agency/Domestic Rentals - Payment Source is Department Budget

    Physical Damage to Rented Vehicle Coverage: Coverage included in cost of rental rate
    Property Damage to Other Coverage: *Primary and Excess-University liability program(SILP) for University authorized users only.
    Party Bodily Injury to Other Party Coverage: *Primary and Excess-University liability program(SILP) for University authorized users only.

    You can find more information about CWU Motorpool.

  • Motor Pool/Any Other Rental Agency/Domestic Rentals - Payment Source is CWU Travel Charge Card

    Physical Damage to Rented Vehicle Coverage: Enterprise (the collision/loss damage insurance should be declined on the rental contract) Coverage included in State Contract Rental Rate
    Property Damage to Other Coverage: Primary-Enterprise; * Excess- University liability program (SILP) for University authorized users only.
    Party Bodily Injury to Other Party Coverage: *Primary-Enterprise; * Excess- University liability program (SILP) for University authorized users only.authorized users only.

    You can find more information about CWU Motorpool.

  • Motor Pool/Enterprise Rentals - Payment Source is Other Source of Payment

    Physical Damage to Rented Vehicle Coverage: Enterprise (the collision/loss damage insurance should be declined on the rental contract) Coverage included in State Contract Rental Rate.
    Property Damage to Other Coverage: Primary-Enterprise; * Excess- University liability program (SILP) for University authorized users only.
    Party Bodily Injury to Other Party Coverage: Primary-Enterprise; * Excess- University liability program (SILP) for University authorized users only.

    You can find more information about CWU Motorpool.

  • Motor Pool/Any Other Rental Agency/Domestic Rentals - Payment Source is CWU Corporate Travel Charge Card

    Physical Damage to Rented Vehicle Coverage: Primary- Renter must accept the collision/loss damage insurance on the rental contract. Excess-** CWU Travel Charge Card
    Property Damage to Other Coverage: *Primary and Excess-University liability program (SILP) for University authorized users only.
    Party Bodily Injury to Other Party Coverage: *Primary and Excess-University liability program (SILP) for University authorized users only.

    You can find more information about CWU Motorpool.

  • Motor Pool/Any Other Rental Agency/Domestic Rentals - Payment Source is Other Source of Payment

    Physical Damage to Rented Vehicle Coverage: The renter must accept the collision/loss damage insurance on the rental contract
    Property Damage to Other Coverage: *Primary and Excess-University liability program (SILP) for University authorized users only.
    Party Bodily Injury to Other Party Coverage: *Primary and Excess-University liability program (SILP) for University authorized users only.

    You can find more information about CWU Motorpool.

  • Any Other Rental Agency/Foreign Rentals - Payment Source is CWU Corporate Travel Charge Card

    Physical Damage to Rented Vehicle Coverage: Primary- Renter must accept the collision/loss damage insurance on the rental contract. Excess-** CWU Travel Charge Card
    Property Damage to Other Coverage: *Primary- The renter must accept the SLI coverage on the tental contract. Excess- University Foreign Liability Policy only if travel is reported on the Master Foreign Liability From for University authorized users only.
    Party Bodily Injury to Other Party Coverage: *Primary and Excess- University Foreign Liability Policy only if travel is reported on the Master Foreign Liability Form for University authorized users only.

  • Personal Auto - Payment Source for Rental Vehicle (None)

    Physical Damage to Rented Vehicle Coverage: Vehicle owners personal auto insurance/No excess
    Property Damage to Other Coverage: Primary- Vehicle owners personal auto insurance; *Excess- University liability program if using the vehicle for official state business.
    Party Bodily Injury to Other Party Coverage: Primary- Vehicle owners personal auto insurance; *Excess- University liability program if using the vehicle for official state business.

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.


c. Procedures to 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 (link is external) , or
• Call 800 Rent A Car (800-736-8222), or
• Reserve through Travel Leaders 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


3. 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.


4. 15-Passenger Van Rental

The Departments/travelers renting 15-passenger vans while in travel status are required to comply with the Office of Financial Management policies as outlined in section 12.60 Washington State loss prevention requirements for operation of 15-passenger vans and maintain the required documentation.


5. 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 12.20.05 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.

Revised 12/18/2006

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