Rental Cars/Discount Agreements

Car rental discounts are available for Colgate employees and Colgate business only.

Choosing a Rental

Automobile rentals should be limited to situations where other means of transportation are not practical, economical, or available. Travelers are encouraged to choose compact or mid-sized cars whenever possible. Our Preferred car rental Providers are Enterprise and National Car Rental. Colgate University has negotiated special arrangements with Enterprise and National for discounts and services. Reservations for either of these two companies should be made through the online registration process described below. All other rental car reservations can be made through Christopherson Business Travel.

When renting a vehicle for Colgate business, drivers must be authorized in accordance with the Driver Safety and Motor Vehicle Use Policy. Information about the University's Driver Safety and Motor Vehicle Use Policy can be found on the Driver Safety and Motor Vehicle Use at Colgate University webpage.

Enterprise and National Car Rentals (Preferred Providers)

Contract ID# XZ29251

Enterprise and National are our Preferred suppliers for car rentals. National is located at most major airports. Enterprise is the division that supports local and delivered vehicles. You must be an Emerald Club member to have a car delivered to campus. There is no cost for this membership. It insures that your rental information is on file so that your rental can be processed. Use this link to register for Emerald Club Enterprise / National Emerald Club Registration & Information. NOTE – Emerald Plus is NOT the same thing as Emerald Club. If you have Emerald Plus membership, you will still need to register for Emerald Club! If you have an Emerald Club membership from another school, please email Sara Palmer at Sara.g.palmer@ehi.com with your Emerald Club number and she will update your profile for the Colgate contracted rates.

Cars Delivered to Colgate’s Campus

Please Note: There will be an additional $25.00 charge for cars delivered to the Colgate campus.

All keys must be picked up between 8 a.m.–12 p.m., or 1–4:00 p.m., Monday–Friday at the main office in the facilities building (located behind Reid Athletic Center). No keys will be issued before 8 a.m. or after 4:00 p.m. or over a weekend. Delivery to 10 Utica Street can also be requested. Reservation for cars should be made no later than 24 hours before the car is needed.

Use this link to start the reservation process: Enterprise & National Rental Cars
If you want your rental car delivered to campus, choose “Enterprise Rent-A-Car: Request Delivery from the Oneida rental branch”
Click on tab that reads “Emerald Club” (Remember, you must be an Emerald Club member)
Enter Emerald Club number and last name, then click on go button.
Select dates and times for your rental.NOTE – Hours shown on the Enterprise site do NOT reflect the hours you can pick up the keys for a car being delivered! All keys must be picked up between 8 a.m.–12 p.m., or 1–4:00 p.m., Monday–Friday at the main office in the facilities building (located behind Reid Athletic Center). No keys will be issued before 8 a.m. or after 4:00 p.m. or over a weekend. So set your pick up time within these parameters.
Select “View Rates”
Select vehicle type
Select Credit Card Type
Enter email address
Check “Yes” to “Corporate Account Details if trip is University business”.Check “No” if it is personal travel
“Payment Details” click on “No”
Select the delivery location. Note - only the Facilities Building or 10 Utica Street are available delivery locations.
Click on “Continue”
Select “Please deliver from Oneida branch”
Click “Book Now”

Pickup & Return Information

All keys must be picked up between 8 a.m.–12 p.m., or 1–4:00 p.m., Monday–Friday at the main office in the facilities building (located behind Reid Athletic Center). No keys will be issued before 8 a.m. or after 4:00 p.m. or over a weekend
Keys for vehicles being picked up at the facilities building will be at the Facility’s department reception desk.
Know that the Facilities department has no relationship with Enterprise and therefore cannot help you with reservation issues.They only provide a service for the pickup and drop off of keys.
There are designated parking spots with signage located to the south of Reid along the south exit facing the hospital parking.This is where you will normally pick up your car.It must be returned to this location as well.If spots are full park the car in the First Year Parking lot and notify B&G office where you left the car.Do not leave the car in any other area other than what is called out here. The lot on the south side of Reid is NOT part of the First Year lot and cannot be used for car returns.
DO NOT PARK YOUR PERSONAL CAR IN THE SPOTS DESIGNATED FOR ENTERPRISE.If you need to leave your personal car overnight it is to be parked in the first year lot or parking area next to Tyler’s Field
There is a lock box at the main entrance of the Facilities building.Place your keys in this box when you return your car if it is after hours.If during normal business hours return the keys to the Facilities reception desk.
NOTE – If you return the car to a location other than described above and it has to be towed, you will be charged the towing and storage fees that accumulate.

Cars to Be Picked Up at Enterprise or National Rent-A-Car Locations

Use this Link to start the reservation process Enterprise & National Rental Cars
Choose “Enterprise Rent-A-Car: chose your own rental branch” or “National Car Rental”
Select Emerald Club Tab
Sign in using your Emerald Club number and Last Name
Select Reservations
Complete information called for in Reserve screen
Select “Start Reservation”

Additional Rental Car Providers

Colgate also has agreements with the following companies. But note that none of these companies deliver cars to campus.

Avis
Phone: 1-800-698-5685
www.avis.com referencing discount number (AWD) B469300.

Hertz
Phone: 1-800-654-3001
www.hertz.com referencing discount number (CDP) 1825463.

Budget
Phone 1-800-455-2848
www.budget.com referencing discount number (BCD) T557400.

Policy Regarding Rental Cars

For rentals, present a current Colgate University picture ID and you should use your Colgate JP Morgan MasterCard (Pcard). There are no direct billing options available.

Travelers should avoid excessive refueling charges when returning the vehicles. Whenever possible, travelers should refuel the cars before returning them to the rental agency. Avoid drop charges by returning the vehicle to the same renting location.

Gas receipts, along with the rental invoice, must be included in the Concur Expense Report

Insurance Coverage offered by Rental Car Companies

Domestic Travel & Canada

The loss damage coverage (LDW) or additional liability insurance offered by the rental car company should be declined. The university maintains comprehensive, collision, and liability insurance on all vehicles rented or leased for university business.

Foreign Travel

The university’s foreign policy does not provide for rented, hired or leased vehicles' collision coverage. Purchase, unless specifically instructed not to by your supervisor, the collision coverage offered by the rental car company. However, any additional liability insurance offered by the rental car company should be declined. The university maintains liability insurance on all vehicles rented, hired, or leased for university business-related purposes.

Contact Us

Contact the Purchasing Office at 315-228-7838 for more information