Travel
Rent a Vehicle
If you need a vehicle during your travel you must complete the rental vehicle justification form and place your reservation though the state approved travel agency. The form must be approved and attached to the Travel Authorization in PeopleSoft prior to arranging travel. When making travel arrangements, please inform the travel agent that a rental car will be needed.
When you pick up the rental vehicle, please retain a full itemized car rental receipt to include with your travel expense report, even if it will be direct billed to the university.
URI travelers should use prudent judgment when choosing a rental vehicle. If a larger car is needed, this needs to be justified when you complete the rental vehicle justification form. Any upgrades without prior approval will be disallowed and reimbursement of the difference will be deducted off of the travel expense report.
The state has a corporate account with Enterprise and National Car Rental Agencies. If you reserve a rental vehicle yourself, you must use the University business travel account code. The account code is XZ49287. By using this code, you are ensuring you will be charged the contracted rate which includes the collision and liability coverage.
Non-Employee Guest Travel
To utilize the URI preferred rates for guest travel, a URI representative should book the rental vehicle through Enterprise or National and request a direct bill to the university’s business account.
Insurance
Our agreements with Enterprise and National rental agencies include full collision damage waiver, that covers the full value of the vehicle in the event of any physical damage. The rate also includes liability coverage up to $300,000 which pertains to third party claims.
All drivers need to be on the rental car form. Enterprise and National do not charge for an additional driver. Make sure your travel authorization/travel expense reports have the other driver’s name listed. There is an additional cost to “young drivers” between ages 21-24. Insurance coverage provided by Enterprise and National or coverage purchased from non-preferred agencies only applies to University affiliates listed on the car rental agreement and does not cover unauthorized drivers such as spouses, children, or friends of university faculty, staff, or students.
If renting from a non-preferred rental agency for domestic travel, you must request a certificate of insurance through University Risk Management to obtain coverage through the University. All certificate requests must be made at least four days prior to traveling. An insurance certificate will be emailed to you, that you will print and bring to the rental agency.
For international travel, you must purchase the collision damage waiver and liability insurance in the minimum amount offered by the rental agency. The University’s auto policy does not extend coverage to non-U.S. territories.
A full itemized car rental receipt must be attached to your travel expense voucher even if it will be direct billed to the university.