Administrative Procedures and Insurance Coverage for Rental Vehicles
Revised: January 18, 2006
PROCEDURES
Western Carolina
University administrative procedures for car rentals are:
1. All car
rentals must be approved by the accountable officer for the budget
to which the rental is to be charged.
2. All car
rental charges are to be paid when the vehicle is returned to
the rental location. A receipt for payment should be obtained
and submitted as an expense item on the travel voucher. DO
NOT HAVE THE RENTAL BILLED TO THE UNIVERSITY THROUGH THE RENTAL
COMPANY CENTRAL BILLING.
3. The rental firm’s liability insurance is primary. The State of North Carolina is a self-insurer and therefore the rental firm may not charge any fees or surcharges for “collision waiver” or similar items to State employees utilizing the contract. The State’s insurance plan will respond for physical damage to the rental car for which authorized employees are liable.
The State does not allow reimbursement for fees or surcharges for "Collision Damage Waiver" and other extended insurance coverages. Employees executing rental contracts should decline these coverages or be prepared to bear the cost of this expense personally.
Questions
regarding car rental contracts or procedures to be utilized in
obtaining a rental car should be directed to Arthur Stephens at
227-7203.
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