Renting a Car for UCSD Business Travel
July 11, 2012 8:54:38 AM PDT
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.
Rental car reimbursement is for compact or economy model unless a no-cost upgrade is provided. An expense for upgrading, including to obtain built-in GPS, is generally not eligible for reimbursement.
- If a traveler is unfamiliar with the location of travel, an expense for hand-held or uninstalled GPS may be eligible for reimbursement. This must be documented in the Notes field on the Ground Tab in MyTravel.
To contain expenses, return the rental car with specified amount of gas in the tank so that refueling by the agency is not required. If necessary, an expense for refueling may be eligible for reimbursement when using a rental agency with a UC agreement. Not to exceed $1.50 per gallon plus the location’s average retail gas price per gallon at the time of rental.
- Obtain trip and traveler information, including citizenship. If a non-citizen, see requirements.
- Preauthorize the travel event using MyTravel.
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
Regardless of the process used to make the reservation, provide your Travel Card or personal credit card as payment.
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:
- Call your selected agency (refer to Step 3 below for contact information).
- Confirm that you are renting a car for UCSD business travel and that you want the university rate.
- Provide the Agreement UCSD ID for the agency you have selected:
- 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.
- Proceed to step 5.
- 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.
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 (PDF).