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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. Arrangements can be made through BTI, The Travel Consultants, AAA Travel or directly with car rental agencies. The University has discount agreements with major automobile rental agencies. Detailed information can be obtained from the Purchasing web site: Rental cars/ discount agreements (http://offices.colgate.edu/purchasing/rental_car.htm) or contact the Purchasing office at ext. 7474 for more information.
For rentals present a current Colgate University picture ID and you should use your Colgate JP MorganChase MasterCard (Pcard). There are no direct billing options available.
Travelers should investigate the fuel policy of the rental agency to 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 attached to the Travel Expense Summary or the JP MorganChase Master card Expense Report.
Domestic Travel (including 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.