• 1. Before You Rent

  Choose the Right Transportation Option

  A rental vehicle may be appropriate when it is the most practical and cost-effective option for the business trip.

  Consider Uber for UC or another allowable ride-share option for shorter trips, airport transportation, or locations where a vehicle is not needed throughout the day. Uber for UC is intended for official University business travel.

  Book Through an Approved UC Channel

  Whenever possible, reserve rental vehicles through:

  • Concur
  • ConnexUC
  • The University’s travel management company

  UC has negotiated rental agreements with:

  • Enterprise
  • National
  • Hertz
  • Dollar
  • Thrifty

  Confirm that the applicable UC contract has been applied to the reservation before completing the booking. Public booking sites may not include UC-negotiated rates, insurance, or other contract protections.

  Select an Appropriate Vehicle

  Select the lowest-cost vehicle that reasonably meets the University business need.

  Intermediate-size vehicles are generally appropriate for individual business travel. Larger, specialty, cargo, or passenger vehicles should be selected only when supported by a documented business need.

  Contact Risk Management before renting a vehicle that may have additional restrictions or insurance considerations.

  Rentals Within the United States

  For official University business rentals within the United States booked through a UC-contracted supplier, the rental rate generally includes:

  • Collision or Loss Damage Waiver
  • Primary liability coverage

  Travelers should decline additional Collision Damage Waiver, Loss Damage Waiver, and Supplemental Liability Insurance at the counter when the eligible UC business agreement has been correctly applied.

  Insurance coverage is subject to verification that:

  • The rental was for official University business.
  • The renter was eligible to use the UC agreement.
  • The applicable UC contract was used.
  • The rental complied with the contract terms.

  A UC discount appearing on a reservation does not, by itself, establish insurance coverage.

  International Rentals

  Insurance requirements outside the United States vary by country and rental company. For this guidance, international rentals include Canada and Puerto Rico.

  UC recommends purchasing insurance directly from the rental company for international rentals so coverage is locally admitted and valid in the country where the vehicle is rented. Coverage included in a UC rate may vary by location, limit, deductible, and type of protection.

  Additional rental-company insurance purchased for an international University business rental may be reimbursable when properly documented.

  Before completing an international rental:

  • Review the rental company’s insurance terms.
  • Confirm local liability and physical-damage coverage.
  • Do not assume domestic UC coverage applies.
  • Contact Risk Management when coverage is unclear.
• 2. Personal, Guest, and Mixed-Use Rentals

  Personal Rentals

  Active UC employees may use the designated personal-use links available through the UC Rental Car Program.

  Personal rentals:

  • Do not include UC business insurance.
  • Do not include discounted one-way fees.
  • Require the renter to use personal insurance or purchase insurance from the rental company.
  • Must not be represented or charged as official University business.

  Use the designated personal-use links for Enterprise/National or Hertz rather than booking under a University business reservation.

  Protect UC Contract Information

  Do not distribute UC contract or CDP numbers. Contract numbers are embedded in the approved reservation systems and links and should not be shared separately.

  Guests and Non-Employee Travelers

  Employees, traveling companions of employees, and nonemployees may be eligible for UC contract coverage when traveling on authorized University business and when the reservation meets the applicable contract requirements.

  Departments should arrange guest and nonemployee rentals through an approved UC booking channel. Do not provide UC contract numbers directly to guests or visitors.

  The availability of a UC rate does not, by itself, confirm that:

  • The trip is official University business.
  • The traveler is eligible under the agreement.
  • UC business insurance applies.
  • The rental is reimbursable.

  Contact UCR Risk Management at risk@ucr.edu before booking when traveler eligibility is unclear.

  Combining Business and Personal Travel

  A rental may include both business and personal travel only when the two portions can be clearly distinguished.

  The traveler is responsible for:

  • Personal rental days.
  • Additional destinations or personal mileage.
  • Personal fuel, parking, tolls, and other costs.
  • Any increase above the documented business-only cost.
  • Insurance required for the personal portion.

  Do not assume UC business rental insurance continues during personal travel days. Contact Risk Management before the trip when University business and personal use will be combined.

  Additional Drivers

  Only drivers authorized under the rental agreement should operate the vehicle.

  Before allowing another person to drive, confirm that:

  • The person is eligible under the applicable agreement.
  • The person is listed as an authorized driver when required.
  • The person holds a valid driver’s license.
  • The driving supports the authorized business purpose.
  • Applicable insurance remains in effect.

  Do not assume a spouse, family member, or personal companion is covered to drive a University business rental.

  For eligible personal rentals, an additional-driver fee waiver may be available for a spouse or significant other who shares the renter’s address and meets the rental company’s loyalty-program requirements. Availability varies by supplier.

• 3. During Your Rental

  Authorized Use

  Use the vehicle only for the authorized purpose of the rental. Do not allow an unauthorized driver to operate the vehicle or use the rental for activities prohibited by the rental agreement.

  Fuel

  Follow the rental company’s fuel requirements and return the vehicle with the required fuel level.

  Reasonable fuel costs incurred for authorized University business may be reimbursable. Retain itemized receipts and avoid prepaid fuel options unless they are reasonable and necessary for the trip.

  Tolls and Parking

  Reasonable tolls and parking expenses incurred for authorized University business may be reimbursable.

  Retain receipts or other available documentation. Separate all personal tolls and parking charges from the University business expenses.

  Traffic and Parking Violations

  Traffic citations, parking citations, towing charges, and related administrative penalties are the traveler’s personal responsibility and are not reimbursable.

  Vehicle Care

  Take reasonable steps to protect the rental vehicle during the rental period.

  Before leaving the rental location:

  • Inspect the vehicle for existing damage.
  • Confirm existing damage is documented.
  • Photograph the vehicle when appropriate.
  • Review the rental agreement and roadside assistance instructions.

  Contact the rental company promptly if the vehicle is damaged, develops a mechanical problem, or requires roadside assistance.

  Returning the Vehicle

  Before returning the vehicle:

  • Refill the vehicle as required.
  • Remove personal belongings.
  • Return the vehicle to the correct location and by the required time.
  • Photograph the vehicle and fuel level when appropriate.
  • Obtain and retain the final itemized receipt.
  • Review the final bill for unexpected or personal charges.

  International Rentals

  Follow all local driving, licensing, and insurance requirements. Do not assume U.S. rental practices or UC domestic coverage apply outside the United States.

  Contact Risk Management before travel when local requirements or coverage are unclear.

• 4. Accident or Incident Reporting

  All accidents, incidents, and damage involving a vehicle rented under a UC agreement must be reported promptly, even when the damage appears minor or no other vehicle is involved.

  1. Be Safe

  • Call 911 immediately if anyone is injured.
  • Contact local police or highway patrol and request a report.
  • Move to a safe location when possible.
  • Contact the rental company for roadside assistance or further instructions.
  • Do not admit fault or agree to pay another party.

  Law enforcement may respond only to serious collisions or accidents involving injuries, but travelers should still request that a report be completed.

  2. Gather Information

  Collect:

  • Driver names and driver’s license numbers
  • Insurance company names, addresses, policy numbers, and expiration dates
  • Vehicle license plate numbers, makes, and models
  • Witness names and contact information
  • Photographs of the vehicles, damage, property, and accident scene

  Retain the rental agreement, itinerary, receipts, police report number, and rental-company correspondence.

  3. Report a University Business Rental Incident

  For a rental being used on official University business:

  • Notify your supervisor.
  • Notify the rental company.
  • Complete the UCR Online Incident Report.
  • Report all vehicle damage as soon as possible and within 24 hours.

  4. Report a Personal Rental Incident

  For a personal rental made through a UC employee rental link:

  • Notify the rental company.
  • Notify UCR Risk Management at risk@ucr.edu.
  • Work with your personal insurer or the insurance purchased from the rental company.

  5. Respond to Risk Management

  Risk Management may need to confirm whether the rental was being used for official University business and whether UC contract coverage applies.

  Respond promptly and provide any requested:

  • Travel authorization
  • Business purpose
  • Rental agreement
  • Itinerary
  • Photographs
  • Police or incident report
  • Rental-company correspondence

  Delayed or incomplete information may affect the University’s ability to evaluate or respond to a claim.

• 5. Rideshare - Uber for UC

  Ride Share is a low cost, eco-friendly alternative to renting a vehicle if you do not need to travel long distances. For official University Business travel only.  Uber for UC brings you the best of Uber for all your work travel needs.

  What's in it for you?

  • Priority Pick-up: where our travelers are prioritized over others, especially at peak/high demand times or areas (such as conventions or airport).
  • Business Comfort: vehicles operated by top-rated driver partners (4.8 stars or higher) who have newer, mid-sized cars.
  • Premium support: access to Premium support to help resolve any issues that may arise.
  • Budget friendly options: compare prices on every kind of ride.
  • Stress-free airport transportation: rides from 500+ airports on 6 continents, right now or schedule a ride in advance.

  Getting started:

  • Step 1 - Get Started: Click this link to get started. Only official UC email addresses can be used to activate Uber for UC (personal emails - gmail, yahoo, and such will not be accepted)!
  • Step 2 - Sign In: Sign in with your existing Uber credentials (your personal email address or cell phone number if you already have an Uber account).
  • Step 3 - Add Your Corporate Credit Card: After accepting the invitation, you’ll be prompted to add your credit card to the business profile.
  • Step 4 - Toggle: Please check in your Uber Wallet that your Ride Profiles include University of California. You will toggle over to this new profile when booking a ride or ordering a meal for business.

    

  • Step 5 - Ride or Order a Meal: Make sure to select the University of California profile when riding or ordering a meal for business. You’ll have a separate payment profile for business purposes.

  Need more assistance? Watch this 1-minute video guide or reach out to Uber’s 24/7 support team at business-support@uber.com.      

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  Uber Business Comfort offers the same features as Uber Comfort. Available in select cities only. Premium support is only available up to 48 hours after a completed trip.

Rental Vehicle Questions and Guidance

Search or filter the table below for answers about rental vehicles, insurance, authorized drivers, personal use, international rentals, and accident reporting.