Faculty and Staff

Renting a Car for UCSD Business Travel

Last updated October 29, 2009 2:33:05 PM PDT
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Use this step-by-step guide to rent a car for university business travel.

For claiming an expense or requesting reimbursement, see instructions for using MyTravel.

If you purchased liability coverage and an exception applies, indicate the expense and note the exception in the Notes field on the Ground tab in MyTravel.

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1. Make pre-travel arrangements.

2. Find out about rental car coverage.

Review coverage when renting using a UC agreement (Connexxus) which generally includes Collision Damage Waiver (CDW) and liability insurance. Rental car insurance can be reimbursed only under special circumstances.

3. Follow these steps to rent from one of the car rental agencies with a UC agreement.

Note: UC employees and students are restricted from renting 15-passenger vans for business travel due to safety concerns.

  • To reserve online, use Connexxus, the preferred method, as the agreements are automatically applied.
  • To reserve by phone:
    1. Call your selected agency (refer to Step 3 below for contact information).
    2. Confirm that you are renting a car for UCSD business travel and that you want the university rate.
    3. Provide the Agreement UCSD ID for the agency you have selected:
    4. Confirm that the Collision Damage Waiver (CDW), also known as a Loss Damage Waiver (LDW), and liability insurance are included as provided by the UC Agreement. Decline any CDW or liability insurance coverage offered by the agency.

      Note: If the type of travel requires a vehicle that is not covered by an agreement (such as some vans, trucks, and SUVs), then you may purchase collision damage coverage and be reimbursed after travel is over.

    5. Proceed to step 4.

4. Pick up the rental car, and retain your receipt.

  • Confirm that the UC agreement (Connexxus) special rate ID is noted on the contract before you sign it. Agreement UCSD ID codes listed above in step 3.
  • Retain your receipt. You must submit an original, itemized receipt for car rental reimbursement.

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For more information, contact UCSD Travel or an individual Travel Team member.

Notice: UCSD travel policy, as published in Blink, is decisive. It has been adapted to UCSD's organization, delegation of authority, terminology, chart of accounts, and processing applications. The source for UCSD travel policy is UC Travel Policy and Regulations.