When traveling for university business, rental vehicles may be used when it is in the best interest of the university. Rental vehicles are considered appropriate when renting is the least costly alternative, renting is the only method of transportation available or renting eliminates substantial delays.
As you plan your rental, consider the following:
Collision Damage Waiver (CDW) insurance is required for car rentals.
New York State has contracted with Enterpise Rent-A-Car and National Car Rental. These contracts can be utilized for UB business travel at all Enterprise and National locations nationwide.
Use Contract ID 29B4715 for Business Rentals for State and Research Foundation employees. Company name or PIN number: UNI or STA
Use the UB customer sites to make your reservation:
Enterprise Rent-A-Car – University at Buffalo Customer Site
National Car Rental – University at Buffalo Customer Site
You may also reserve a vehicle over the phone by calling Enterprise at 1-800-RENT-A-CAR, or National at 1-877-222-9058.
New York State has contracted with Hertz Car Rental. These contracts can be utilized for UB business travel at all Hertz locations nationwide.
Vehicles may be reserved online through the Travel and Expense Reimbursement System, or by using the Hertz UB Customer Site for Business Travel:
You may also reserve a vehicle over the phone by calling Hertz at 800-654-3131 and providing our CDP number.
CDP # 1927844 for employee Business Rentals
The following car rental agencies are able to provide 12-passenger vans for UB business use, and include the required CDW insurance coverage when using UB's contracts.
In the event that a large passenger van is rented from a non-contract vendor, CDW insurance coverage must be purchased. Vans that carry more than eight (8) passengers are excluded from the rental insurance coverage provided by most credit cards, including UB's travel card.
Enterprise offers 12-passenger van rentals with the following guidelines:
The rate for 12-passenger vans is $122.00/day or $610.00/week with unlimited mileage.
To check van availability, email our Enterprise representative, Amanda Miller at amanda.m.miller@ehi.com.
To make a reservation to be paid with a credit card, follow the Enterprise instructions listed above under Car Rental Agencies.
To make a direct bill reservation to be paid with a purchase order, or for additional information or questions, contact David Markey at dbmarkey@buffalo.edu or 716-645-4550.
Hertz offers 12-passenger van rentals with the following guidelines:
The rate for 12-passenger vans is $95.00/day or $475.00/week with unlimited mileage.
To inquire about availability or to make a reservation, email our Hertz representatives Laura Thurber lthurber@hertz.com and Michael Hils mhils@hertz.com
Reference CDP # 1927844 when making a reservation and specify if rental will be paid with a credit card or direct billed.
For additional information or questions, contact David Markey at dbmarkey@buffalo.edu or 716-645-4550.
UB has negotiated rates with U-Haul for pickup truck, cargo van and box truck rentals. The following vehicles and rates are available:
U-Haul will automatically bill us at the most economical rate depending on actual mileage driven. Vehicles may be rented from any location nationwide. The closest location to North and South Campuses is 925 Niagara Falls Blvd., Amherst, NY 14226. The closest location to the Downtown Campus is 1748 Main Street, Buffalo, NY 14208. Rentals will be direct billed and paid by eReq.
In the event that a truck or cargo van is rented outside of UB's business account with U-Haul, insurance coverage must be purchased. Note that these vehicles are excluded from the rental insurance coverage offered by most credit cards, including UB's travel card.
To make a reservation or for more information, contact David Markey, dbmarkey@buffalo.edu, 716-645-4550.
UB faculty and staff may reserve personal rentals from Enterprise and National at discounted rates:
To book online, use the UB customer sites for personal travel to make your reservation. Our discounted rates are automatically applied at the following links:
Do not use the customer sites for business travel to reserve personal rentals. Discounts for personal rentals are not available to students.
CDW insurance is not included in the rate for personal rentals.
Contract ID 29A4943 for Faculty and Staff Personal Rentals
Company PIN number: UNI
UB faculty and staff are eligible to receive discounted rates for personal vehicle rentals. To book online, use the UB customer site for personal travel to make your reservation. By following the link below, our discounted rates are automatically applied:
When prompted during your reservation, select This is a LEISURE trip.
Insurance coverage is not included in the rate for personal rentals.
CDP # 1927844 for Faculty and Staff Personal Rentals
UB students are eligible to receive discounts for personal vehicle rentals through the Hertz UB student customer discount. By following the link below, the discount is automatically applied.
When prompted during your reservation, select This is a LEISURE trip.
Insurance coverage is not included in this discounted rate.
CDP # 2175128 for Student Personal Rentals
If you have a unique requirement such as van rentals outside of the Buffalo area, direct bill rentals for non-employees or any other situation not addressed here, contact a purchasing expert for assistance.