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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.
Colgate University has negotiated a special arrangement with Enterprise Rent-A-car for discounts and services.
- To rent from Enterprise, phone 1-800-261-7331 or go to www.enterprise.com (for internet reservations) referencing discount number (account) P86747, at the Corporate Sign In screen enter COL as the first 3 letters of the institution name in order to view the Colgate rates.
The University also has discount agreements through E&I (Educational & Institutional Cooperative Service, Inc.) with other major providers, including Avis, Hertz and Budget.
- To rent from Avis, phone 1-800698-5685 or go to www.avis.com referencing discount number (AWD) A563100.
- To rent from Hertz, phone 1-800-654-3001 or go to www.hertz.com referencing discount number (CDP) 97091.
- To rent from Budget, phone 1-800-455-2848 or go to www.budget.com referencing discount number (BCD) T557400.
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.