A vehicle may be rented when renting would be more advantageous to the University than other means of commercial transportation, such as using a taxi. Travelers are expected to use rental agencies with which the University has contracts that include insurance coverage. UC Irvine has agreements with the following agencies, which include CDW, LDW, and SLI insurance in their rates: Enterprise, National, and Hertz.
When renting a car:
1. Contact the selected agency and provide the agent with the appropriate UCI identification number:
- Enterprise (800) 325-8007. ID number: XZ32E02
Hertz (800) 654-3131. ID number: 72105
National (800) 227-7368. ID number: 5007820
2. Please be aware that some car agency websites will not recognize the UCI identification number. If this is the case, it is best to call the agency to ensure that the car is rented under the UC agreement.
3. UC employees should decline the Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), and Supplemental Liability Insurance (SLI), when renting a car for business travel within the United States. The University has negotiated contracts that provide this insurance coverage (through the rental car company). Drivers on University business will obtain this coverage at no additional cost provided the CDP# is printed on the traveler contract at the time of rental. If the number is not printed on the contract and there is damage to the car, drivers will be responsible for any damage claims made by the rental company and/or a third party. Any purchase of additional insurance for rentals within the US is not a reimbursable expense.
Exceptions: You should consider the purchase of additional CDW/LDW/SLI insurance when renting in foreign countries (even with the use of the CDP#). This insurance cost will be reimbursable.
Please keep in mind the following:
1. Only the cost of a Compact or Economy car will be reimbursed unless a larger car is required for the business purpose of the trip or a larger car is more economical due to the number of travelers.
2. Free upgrades may be accepted, or the additional cost may be paid by the traveler if they choose to upgrade.
3. Additional upgrades such as GPS are not reimbursable expenses.
4. A vehicle rented from an agency with which the University has an agreement with is not covered by insurance when it is being used for a personal day of travel.
5. Be sure that all drivers have been authorized by the rental agency or the insurance coverage may be jeopardized.
6. Purchase of insurance will not be reimbursed unless:
- a. None of the preferred rental car agencies were available at the location the rental car was needed.
b. If the type of travel requires a vehicle that is not covered under an agreement, e.g. some vans, trucks and SUVs, then collision damage coverage (CDC) may be purchased and is considered a reimbursable expense.