Travelers may rent vehicles from the preferred vendors (currently, Enterprise and National) for domestic travel when needed during a business trip, at the discretion of each traveler’s reporting line and/or funding source.
The size and class of the rented vehicle should be reasonable and appropriate for the number of intended passengers. Travelers should only rent vehicles in the following classes: economy, compact, intermediate, standard, full size, mini-van, cargo van, and pick-up truck. Travelers may not rent vehicles in the following classes without justification and approval from the appropriate UConn Health Senior Leader or designee: premium, luxury, small sport utility, large sport utility, or convertible.
Reminder: To be reimbursed, all travelers must retain and submit original detailed receipts that support proof of payment. Travelers are responsible for returning the vehicle with a full tank of fuel to avoid surcharges. Travelers may not choose the fuel service option, whereby a renter pays an extra fee instead of re-fueling the car.
The car rental expenses that qualify for reimbursement by UConn Health are:
General Reminder When Renting Vehicles
UConn Health will not pay for penalties, fines, fees, fuel service, fuel surcharges, or extra cost options.
Travelers must submit the car rental agreement indicating the class of vehicle selected, and gasoline receipts, with their Travel Reimbursement Form. The receipt must show payment, including the rental agreement number, mileage in, and mileage out. Credit card receipts are not sufficient for reimbursement.
An employee renting a car is required to have insurance coverage. The employee must use one of the following to obtain insurance coverage:
- Use the insurance coverage offered with your personal credit card.
- Use your personal liability insurance policy.
The UConn Health sponsored Diners Club credit card available to employees provides collision damage insurance on rental cars at no charge.
When a rental vehicle is needed for international travel, UConn Health’s preferred agencies (currently, Enterprise and National) should be utilized to obtain the best rates. For international travel, it is recommended that travelers maintain the minimum coverages for insurance through the rental company. The employee has the option to purchase insurance offered by the rental car company. Cost of the coverage is reimbursable and will be charged to the trip expense account.
You may order the rental car directly from any rental car company. However, you must use one of your own credit cards for the payment, as this cannot be charged directly to UConn Health.
Rental Car Companies
UConn Health does not have a direct-bill voucher arrangement with rental car companies. These phone numbers and corporate ID numbers may be used for the purpose of obtaining pricing information. Note: These corporate rates may not be the lowest rates available. Call the Travel Office for discount code (phone reservation) and PIN number (internet only).