Comptroller's Office
	Travel Policies  (effective July 1, 2008)

Comptroller's Office
University of Pennsylvania
Suite 312 Franklin Building
3451 Walnut Street
Philadelphia, PA 19104
215.898.7593 (Phone)
215.898.0817 (Fax)

[ Travel ]

Student Drivers
Ground Transportation :|: Car Rentals

In general, students are not considered agents of the University and, thus, are not entitled to use the corporate rates negotiated on behalf of University employees with preferred rental car companies. Exceptions to this statement are listed below.

Renting a Car as a Student for Curriculum-Related Activities

Students may use the University's corporate ID#s only when:

• they are renting a vehicle for a curriculum-related event
• the rental has been authorized by a school or department
• the rental charge will be reimbursed by the University
• they have met the age requirements of the rental car company
• they have a valid driver's license
• they have completed Penn's Drivers' Education Program

Students should not rent vehicles to destinations that are further than 7 hours driving time (as determined by MapQuest). Student groups driving over 4 hours should have two designated drivers who have met the criteria listed above.

Students renting a car for an authorized curriculum-related activity are covered under the University's insurance policy provided they follow the guidelines listed above. We recommend that students use National & Enterprise (locally) for the additional LDW coverage that the corporate rate provides.

The University will not authorize or complete any Additional Insured Endorsement forms on behalf of student drivers.

Renting a Car as a Student for Extra-Curricular Activities

Students may use the University's corporate ID#s only when:

• they are renting a vehicle for a school sponsored event
• the rental has been authorized by a school or department
• the rental charge will be reimbursed by the University
• they are 21 years of age or older
• they have a valid driver's license
• they have completed Penn's Drivers' Education Program

Students should not rent vehicles to destinations that are further than 7 hours driving time (as determined by MapQuest). Student groups driving over 4 hours should have two designated drivers who have met the criteria listed above.

If a student group is renting a vehicle and the department has approved a central bill arrangement, the following procedures must be followed:

1. Call the Travel Office at 215.898.3307 and ask that the car rental reservation be made.

2. Provide the Travel Office representative with the name of the Club or Organization and the name of the Business Admin Instructor.

3. Once the trip is authorized, you will then receive an email attachment or a voucher that the student will present at the rental car counter.

Students renting a vehicle for student life or other extra-curricular activities are not covered under the University's insurance. There they should accept the optional insurance options unless they use National or Enterprise. National and Enterprise provide comprehensive LDW and limited liability insurance with our corporate rates.

When using National, student drivers should then decline the LDW option. They should also decline the additional liability coverage unless:

• the trip involves six or more hours of consecutive driving time.
• the number of vehicle occupants is more than 6.
• the destination is to New York, Massachusetts, Florida or California.

The University will not authorize or complete any Additional Insured Endorsement forms on behalf of student drivers.

If you have additional questions regarding insurance coverage for student drivers, contact the Risk Management department at 215.898.4327.

Student Requirements with Corporate ID#s

For those students traveling on behalf of the University and using the University's Corporate ID#s, all drivers must be 21 years of age or older. No exceptions.

All student driving on behalf of student activities have to have completed Penn's Driver Education Program.

Driver Education Program

Employees or authorized students renting cars for University business purposes must take Penn's Driver Education Program. Please contact the Office of Risk Management at 215.898.4327 for more information. Policy No. 2607 of the Financial Policy states:

• Reimbursement will be subject to a departmental deductible of $250 per occurrence. Any loss or damage sustained by a driver who has not attended the University's Drivers' Safety Program will be subject to a 100% deductible, i.e. the department will be responsible for the total repair cost.