To provide travel guidelines regarding the use of rental cars when traveling on behalf of the University.
June, 2020Responsible 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 Penn travelers to have valid driver’s licenses and clean driving records if renting cars on behalf of the University. Penn travelers should rent cars from Penn’s preferred rental car companies and use the corporate ID numbers affiliated with those rental car companies in order to obtain the University’s negotiated rates and insurance coverage. Information about Penn’s preferred rental car vendors can be found at the following site: http://cms.business-services.upenn.edu/penntravel/preferred-vendors/ground-transportation.html.
Prior to renting a vehicle for University travel, individuals must take the Penn’s Fundamentals of Driver Safety course as described in this policy.
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. Designated approvers should assist individuals, as necessary, with understanding applicable policies and compliance requirements.
Full responsibilities of approvers can be found in Policy #2352.
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.
Students are not covered under the University’s insurance policy unless specifically authorized by a School or Center to rent a car. Students may use the University’s corporate ID numbers only when all of the following conditions are met:
If students have met the criteria listed above and are renting a car from National or Enterprise (using the Corp ID#), they are automatically covered for damage to the vehicle. They may decline the supplemental liability (SLI) coverage if all of the following conditions apply:
The University’s Travel Administrator reserves the right to determine whether renting a car is necessary for student groups or if other modes of transportation are more appropriate. The University will not authorize or complete any Additional Insured Endorsement forms on behalf of student drivers.