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Rental
vehicles should be used only when the efficient conduct of University
business precludes the use of more economical means of transportation.
For travel arrangements made by a state employee, use of the state-provided USBank
Visa Travel Card (TCard) or an institutional liability purchasing card
(PCard) for all reimbursable car rental costs is required. Please contact your Unit
Business Representative for the procedures specific to your
School/College/Division. No
other form of payment is allowed. |
|
A. |
The
State of Wisconsin has contracts with vehicle rental companies for
discounted rates that include certain insurance coverage. |
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1. |
Employees
who rent vehicles must use the States contract vendors. |
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|
a. |
In-state
rentals: Enterprise Rent-a-Car |
|
|
|
1) |
Corporate
Account Code: WI24005 |
|
|
|
2) |
Three
character code (if needed): UWM |
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|
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3) |
Bring
your UWM ID with you to check-out |
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|
b. |
Out-of-state
rentals:
National
Car Rental |
|
|
|
1) |
Contract
ID#: 5766241 |
|
|
|
2) |
Bring
your UWM ID with you to check-out |
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2. |
If a
contract vendor is not available, a written justification must be included
with the TER. |
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|
|
Liability insurance is required if a TCard or PCard is not used to pay. |
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|
|
|
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3. |
Drivers must be approved by UWM
Risk Management before operating any vehicle on University business. |
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4. |
Personal
insurance cannot be purchased through University accounts and should be
purchased separately. |
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5. |
Personal
use of the contract car rental rates is not allowed. |
|
B. |
Vehicle Class |
| |
1. |
For one or two passengers, including the driver,
only the reasonable cost of an economy class model is reimbursable. |
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2. |
For
groups of three or more, or where extra space is needed to transport bulky
equipment, reimbursement for a larger vehicle is allowed.
A written justification for this situation should be provided. |
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3. |
No vehicle upgrades are
allowed (including free upgrades) unless reasonable and justified in
writing. |
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4. |
The rental of 12 or 15 passenger
vans is not recommended. Anyone who would drive such a vehicle must
be on file with Risk Management as certified to do so. This
certification is in addition to standard driver's authorization. |
| C. |
Travelers
should fill the gas tank before returning rented vehicles.
Any fuel service option or refueling charges paid to the rental
company are not allowed. |
| D. |
The original rental agreement, car rental receipt, and receipts for gas purchases must be
submitted with the Travel Expense Report. |
| E. |
See the information found at the above links for eligible renters. |
| F. |
For rentals of vehicles for 30 or more days, all departments must receive
written approval prior to entering into any vehicle lease contract. |
| |
1. |
All departments must have the
Purchasing Manager's written approval prior to entering into any lease
contract. |
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2. |
All lease agreements must have the
Purchasing Manager's approval. |
| Questions about vehicle rentals should be directed to the Travel Office (x6651) or
email. |
