Policy: 201.D-Travel: Vehicle Rental and Gas
Date: 02/06/04
Updated for e-Reimbursement: 04/17/2009

Statement of Policy:

Reimbursement is limited to the contract, midsize rates. Both Enterprise and National have State contracts for rentals in Wisconsin. National has the State contract for out-of-state and foreign rentals. Many of the major car rental companies in the U.S. are cutting the insurance coverage they include in their standard rental agreements. Some are limiting or dropping coverage that extends to rental vehicles. This is even more reason for employees to use only contract vendors that provide full insurance coverage for all rentals in the U.S.

An original vehicle rental agreement and receipt are required for expenses claimed in excess of $25.00. Receipt must indicate the traveler name, rental date(s), vendor name, amount paid, and form of payment. Original receipts are required for reimbursement for gasoline purchases exceeding $25.00.

VEHICLE RENTALS, CARS, VANS AND TRUCKS

  • A rental vehicle may be used in situations where it is the most cost-efficient means of transportation or when the efficient conduct of UW business precludes the use of other means of transportation. Sometimes even a rental car can be less costly than using a personal vehicle or a fleet vehicle.
  • The vehicle rented should be reasonable in terms of size, cost, number of passengers and cargo to be transported. Claims for reimbursement of other than subcompact, compact or midsize models for reasons such as three or more passengers, bulky equipment, etc., must be documented and included with the expense report. Only individuals involved in State/UW business shall be included in the count.
  • The State of Wisconsin has contracts with vehicle rental companies for discounted rates including certain insurance coverages. Employees who rent vehicles must use the State's contract vendors Unless there is documentation to support that a contract vendor could not provide the needed service, reimbursement for the cost of renting from a noncontract vendor is limited to the lowest contract rate that would have been incurred had a contract vendor been used.
  • Most rentals from contract vendors include free collision and liability insurance; therefore, such coverage, if inappropriately offered by the rental agent, should be declined. If it is necessary to rent from a noncontract vendor, or if the contract vendor does not provide insurance for that location, collision and liability insurance must be purchased. Employees should verify that the State/UW's contract ID number is referenced on the rental agreement to assure contract coverage. All other types of insurance are not reimbursable. Questions involving additional insurances should be directed to the UW Madison Risk Management Office.
  • When travelers go to a foreign country, car rental and insurance rates are based upon contract rates. National Car Rental provides an Excel document with foreign rental rates in (most) countries; see http://www.uwsa.edu/fadmin/travel/interinsurance.html. Note: The rental agreement and the detailed paid receipt must be included for expense reimbursement. Use the Excel document provided by National Car Rental to find the foreign contract rates:
    1. Select a country. If the country is not listed, a National Car Rental vendor is not available in that country.
    2. Look for the ICAR/CCAR rate in the list. The amount for each car CLASS is applicable to the contract rates. Only intermediate and compacts are allowable without a justification. Insurance, if available, is also listed. Prices for vehicle rentals and insurance will be listed in the local currency amount.
  • UW Identification cards are sometimes required in order to receive the contract rates.
  • Additional charges incurred for personal use by the employee when using a rented vehicle are not reimbursable.
  • An original vehicle rental agreement and receipt are required for expenses claimed in excess of $25.00. Receipt must indicate the traveler name, rental date(s), vendor name, amount paid, and form of payment.
  • Original receipts are required for reimbursement for gasoline purchases exceeding $25.00.
  • Our contract vendors require that rental vehicles be returned with a full tank of gas. Employes should fill the gas tank before returning rented vehicles unless the contract specifies other options that are less costly to the UW. In order to be reimbursed, other options showing cost effectiveness must be justified on the reimbursement request.

    • Note: When renting vehicles within the state of Wisconsin for business purposes, employes should provide the vendor with our tax exemption certificate to avoid being charged for state, county and local taxes. Taxes on vehicle rentals may be avoided in several other states. Reference FAP Travel Regulations - Appendix I (F36) for details

    K. Travelport is the contract vendor for online booking of airfare. Travelers may use the travel agency of their choice when online purchases are unsuitable. We encourage the use of the Wisconsin Certified Minority Enterprise travel agents, a list of which is found at http://www.bussvc.wisc.edu/purch/mbetravellist.html.

    Note: Orbitz is listed in The Certification for Collection of Sales and Use Tax Ineligible Vendor Directory. Because they are not in compliance with State of Wisconsin sales tax collection requirements, Orbitz should not be used for booking travel when payment or reimbursement will be made from University administered funds.

Related Procedure(s):

Related Procedures for e-Reimbursement Users:

Use expense type Car Rental for:

Car rental where renting a vehicle is the most cost-efficient means of transportation or when the efficient conduct of UW business precludes the use of other means of transportation.

Enter the following required information after clicking on the "Detail" link at the end of the expense type line:

Car Rental

  • Merchant
  • Location
  • Description: names/affiliations of passengers

Use expense type Gas when purchasing gasoline for:

  • personal vehicle in lieu of claiming mileage
  • refueling car rentals
  • fleet vehicles when State/UW gas card is not accepted

Enter the following required information after clicking on the "Detail" link at the end of the expense type line:

Gas

  • Location
  • Description

Who should know this policy?

Deans, Directors, employees who travel and staff who prepare travel reimbursements

Related Documents:

Contacts:

Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.

Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions

Policy and Procedure Index


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