University System of New Hampshire
Financial and Administrative Procedures

RENTAL AUTOMOBILE EXPENSES
Procedure 7-010
Issued By: Director of UNH/USNH Purchasing
Issued Date: 02/01/98

A. USNH AUTOMOBILE RENTAL CONTRACTS

Travelers requiring a rental car at an off-campus location should obtain the most cost-efficient rental agreement. For UNH, Chancellor's Office, CLL and UNH-M travelers, the campus purchasing office should be contacted for information on current rental car contracts and agreements. KSC and PSC travelers should contact their campus Travel Coordinator for this information. In general, subcompact or compact automobiles are considered appropriate and reasonable for USNH travelers. Reservations may be made through the campus approved travel agency when applicable(see Procedure 7-003, Approved Travel Agency). Travelers with AAA or AARP memberships may receive discounts which exceed those negotiated by USNH and are encouraged to use those discounts.

Travelers requiring a rental car when departing from campus should make arrangements with the USNH-contracted local auto rental agency (presently Merchants at all campuses).

B. PAYMENT METHOD

Payment to the USNH-contracted local auto rental agency may be made using the campus purchasing card (Mastercard) or by purchase order at UNH, UNH-M, Chancellor's Office, CLL, and PSC; and by a purchase order only at KSC. All other automobile rentals should be charged to the traveler's USNH corporate American Express card or to a personal credit card that provides full collision damage waiver coverage. If the campus purchasing card (Mastercard) is used to rent an automobile, insurance coverage is provided.

C. INSURANCE COVERAGE

  1. USNH employees using the USNH corporate American Express card for travel in the U. S. and overseas should decline the CDW (collision damage waiver) and LDW (loss damage waiver) as this coverage is provided under the American Express contract (see Procedure 7-011, Insurance on USNH Rental Vehicles). Travelers who are eligible for the USNH corporate American Express card will not be reimbursed for CDW or LDW charges if they accept the coverage or choose to use another means of payment, unless preapproved in writing by the USNH Vice Chancellor for Financial Affairs. The traveler with a USNH corporate American Express card should contact American Express at 1-800-848-0240 prior to travel to inquire about insurance coverage for overseas rentals. If separate coverage is required, a written explanation on the travel expense voucher as well as supporting documentation is necessary for reimbursement of the CDW charges. Travelers who don't have a USNH corporate American Express card should obtain a card prior to renting an automobile.
  2. USNH employees charging an auto rented from the USNH-contracted local auto rental agency to a USNH purchase order or the USNH purchasing card should decline both CDW and LDW coverage as USNH has a separate insurance policy that provides this coverage.
  3. Travelers who are not employees of USNH, including spouses, job applicants, guest speakers, colleagues of employees and USNH students, will have CDW and LDW coverage under the American Express contract only if (a) their names are on the auto rental agency contract at the time the vehicle is picked up and (b) the auto rental is charged to the American Express Corporate Card. Otherwise, nonemployees traveling on USNH business are not covered for CDW or LDW under USNH policies. These travelers should purchase both CDW and LDW and request reimbursement from USNH. Travelers should verify coverage with the rental agency prior to allowing nonemployees to drive rental vehicles. If in doubt, only the USNH employee renting the vehicle should drive the vehicle.
  4. In the event of an accident with a rental auto charged to the traveler's USNH corporate American Express card, the traveler should contact American Express at 1-800-848-0240. International collect calls (216-603-4080) will be accepted. American Express representatives will deal with the rental agency. The American Express contract provides complete coverage for any damage.
  5. In the event of an accident with a rental auto charged on the USNH-contracted local auto rental agency contract, the employee should contact the USNH Treasurer's Office.

D. OPERATING EXPENSES

  1. Reimbursable expenses include rental fees, gasoline charges, parking, tolls and other operating costs such as flat tires, wiper blades, etc.
  2. Nonreimbursable expenses include parking tickets, fines and penalties, towing charges, accidents, theft, and purchased insurance (CDW and LDW) for employee-rented cars charged on the American Express card or through the USNH-contracted local auto rental agency.

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