Rental Cars

Anyone driving a rental vehicle for conducting university business must be authorized before any driving occurs. See Driving Policy or contact Risk Management for guidance.

Travelers should book rental vehicles in Concur, with a CTP agent, or directly with preferred suppliers using the University’s discount codes.

• Rental of up to a mid-sized car is an allowable expense. Exceptions are permissible if there are three or more employees traveling together, if the traveler is transporting sizeable equipment, or if there are other valid business needs. The exception must be documented on the traveler’s expense report. 
• All tolls, fuel, GPS, and parking fees incurred while traveling for business are allowable expenses. Tickets or fines associated with parking, travel violations, or vehicle lockouts are not reimbursable.
• Upgrades using rewards/miles/credits are considered a personal expense and are not reimbursable.

Use of alternative rental car providers, including but not limited to Turo, is unallowable for business travel and will not be reimbursed.

For additional information, reference the Travel and Business Expense Policy.