To provide travel guidelines regarding the use of rental cars when traveling on behalf of the University.
May, 2023Responsible Office
This policy applies to the procurement of rental cars by and for all faculty, staff, students and postdocs renting a vehicle on behalf of the University and seeking reimbursement for related expenses from the University, regardless of the funding source.
It is the responsibility of the Penn traveler to have a valid driver’s license and clean driving record if renting a vehicle on University sponsored travel. Penn has preferred pricing with Enterprise/National. The rates include primary insurance for liability and physical damage.
Prior to renting a vehicle for University travel, individuals must successfully complete the applicable driver safety courses. The courses can be accessed in Workday Learning: https://www.myworkday.com/upenn/learning
Prior to renting a van or light duty truck for University travel, individuals must successfully complete the applicable driver safety courses. The courses can be accessed in Workday Learning: https://www.myworkday.com/upenn/learning.
Individuals involved in an auto accident are required to retake, and successfully complete, the applicable courses.
Recertification of the driver safety courses is required every 3 years.
Full responsibilities of the employee, student or postdoc can be found in Policy #2352.
Approvers perform a critical control function for the University. Collectively, approvers ensure that expense reports processed for payment are complete, appropriately funded, compliant with policy and are associated with activities that have a valid and necessary business purpose. If an individual rents a vehicle from a supplier other than Enterprise/National, the approver should approve the additional insurance expense. The Designated Approver may ask the renter to substantiate why the rental was secured with a non-preferred supplier. Designated approvers should assist individuals, as necessary, with understanding applicable policies and compliance requirements.
Full responsibilities of approvers can be found in Policy #2352.
Rental cars should be booked through Concur or the University’s dedicated portal at https://cms.business-services.upenn.edu/penntravel/preferred-suppliers/ground-transportation/rental-car.html. Preferred rates and insurance coverage are only available when booking through these methods.
By booking through the University’s preferred car rental agency (currently Enterprise/National), no additional insurance coverage is required.
If the University’s preferred rental agency cannot accommodate the rental request, the individual may rent a vehicle from another rental agency. In such an instance, the individual must purchase the maximum coverage of insurance required by the rental agency to include the loss damage waiver (LDW/CDW), supplemental liability coverage, and personal accident insurance (PAI). The individual should provide the business purpose and reason why the preferred vendor could not accommodate the request to the Designated Approver. This information may be required to support the approval of the expense report.
The size of the rental car should be the least expensive model consistent with the number of travelers and the business purpose of the trip.