Rental Car

A rental vehicle should be used if the overall cost is less expensive than reimbursing the traveler for personal vehicle use or if a Baylor-owned fleet vehicle is not available.

Only Baylor Approved Drivers are authorized to drive a Baylor-owned, leased, or rented vehicle. See Driving for Baylor for more information.

As a reminder, it is never allowable to rent/lease/borrow/lend/operate a 15-passenger van for university business travel.

Preferred Rental Vehicle Providers

Insurance

Domestic Travel

• Collision Damage Coverage (DW/CDW/LDW) is provided at no additional charge for all business rentals.
• Liability Coverage is provided at no additional charge for all business rentals.
• Optional Personal Accident Insurance (PAI) is not required.
• Traveler may wish to purchase optional Personal Effects Cargo (PEC) coverage. PEC benefits apply to personal effects belonging to the vehicle renter. Baylor cannot cover the loss of personal items.
• Optional Supplemental Liability Protection (SLP) is not required.

If renting a vehicle for personal/leisure use, the traveler must book using the correct reservation link so that it is coded and reserved correctly. The traveler may wish to purchase optional insurance coverage (DW, PAI, PEC, or SLP). Insurances are not included for personal rentals. 

For additional information regarding insurance coverage and related information, contact Risk@Baylor.edu.

International Travel

• Traveler must purchase the maximum limits required by law in the country where travel is to take place for physical damage and liability. For more information on international travel, visit the Center for Global Engagement website.

Accidents

If the traveler has an accident, it must be reported to Risk Management as soon as possible. The Accident can be reported by email (Risk@Baylor.edu) or via the Incident Report Form.

When traveling on University business, employees are covered by Workers' Compensation Insurance. However, to protect the employee and his/her estate it is essential that evidence be presented that the travel was for University business, and evidence must exist in the University's records.