Car Rental
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.
UB has contracts with agencies from which you can rent a vehicle for both local and nationwide rentals:
- Enterprise Rent a Car
- Hertz Car Rental
- National Car Rental
Before You Rent
As you plan your rental, you should consider:
- Review the availability of UB and New York State’s car rental contracts, and only rent from a non-contracted rental company if necessary.
- Ensure that expenses for a car rental are allowable prior to making the reservation. Consider cost, conference location and sponsor guidelines before making car rental reservations. You may contact Travel Services for assistance in determining if car rental expenses would be allowable.
- Car rental expenses incurred while attending a conference are usually not reimbursable when flying into the conference city and staying at the conference hotel. Low cost shuttles may be available at the airport for transportation to and from the conference hotel. If a shuttle is not available, a taxi is usually the next cost effective form of transportation between the airport and the conference hotel. When a car rental is necessary, justification, including a cost comparison, is required.
- Original gasoline receipts are required when claiming reimbursement with use of a car rental.
- Renters are advised to refuel the vehicle themselves prior to retuning the vehicle to prevent the unnecessarily high refueling costs charged by the rental companies.
- Business car rentals by state employees originating in New York State are exempt from NYS taxes. A tax exempt form should be used to obtain tax exemption.
- Every effort should be made to obtain tax exemption. NYS taxes are not reimbursable when state funds are used. NYS taxes may be reimbursable when using RF funds.
- Itemized car rental receipts must be attached to the travel voucher when reimbursements for gasoline expenses, tolls and parking are claimed.
- GPS usage charges associated with a rental vehicle are allowable expenses.
- The following are non-reimbursable expenses when renting
vehicles:
- Personal Accident Insurance (PAI)
- Personal Effects Insurance (PEI)
- Liability Insurance
- Traffic fines and violations (e.g., speeding, illegal parking)
- Towing charges related to traffic violations (e.g., illegal parking)
- Transportation to personal meals
Insurance Coverage
Collision Damage Waiver (CDW) insurance is required for car rentals.
- When using the approved Enterprise, National or Hertz codes for business travel, the vehicle is rented on behalf of UB, and CDW is included at no additional cost. No other insurance is required, and will not be reimbursed.
- CDW coverage is included when rentals are purchased with a university issued travel credit card. No other insurance is required, and will not be reimbursed.
- When renting a vehicle from a non-contract vendor and not using a university issued travel credit card, CDW must be purchased and will be reimbursed. If CDW is not purchased, any cost associated with damages to the rental vehicle may be the sole responsibility of the renter.
- New York State and the Research Foundation advise employees to rent vehicles in the name of New York State or The Research Foundation and sign the contract as agent for the entity of which the employee is traveling. This is to assist in liability concerns should an accident occur.
- When an accident occurs, the traveler must report it to the rental agency and Travel Services immediately, and complete any reports required by the rental agency. In addition, contact the police to file a police accident report. Failure to comply with the requirements of the rental agency for reporting an accident or damage to the rental vehicle could result in the driver being held personally liable for any costs.
- Insurance coverage purchased in the US is generally not recognized outside of the covered territories. Therefore, when traveling outside of the covered territories, it is necessary to purchase the appropriate insurance from the rental agency in the country where the vehicle is rented. It is recommended that the traveler purchase all of the insurance offered by the rental agency when traveling outside of the covered territories.
Car Rental Agencies
Enterprise Rent a Car and National Car Rental
New York State has contracted with Enterprise Rent a Car and National Car Rental. These contracts can be utilized for UB business travel at all Enterprise and National locations nationwide.
- Enterprise and National rentals may be charged to the Bank of America UB Travel Card, or paid with a personal credit card and reimbursed through the Travel Office.
- Vehicle damage waiver and third party liability coverage is included in the rate for business travel as long as these ID numbers are used. No additional insurance is required and therefore will not be reimbursed.
- Business vehicle rentals by State employees within New York State are tax-exempt. Use the contract and provide the NYS Tax Exemption Certificate to ensure you will not be charged taxes. NYS taxes will not be reimbursed.
- Our contract can be used in conjunction with National Car Rental's Emerald Club. Sign up for Emerald Club and receive faster service, vehicle choice, and frequent renter rewards.
Enterprise Rent a Car and National Car Rental are part of the same parent company. Both are covered under a single New York State contract and use the same contract ID numbers.
Reserving a Vehicle
Use Contract ID 29B4715 for
employee Business Rentals
Company name or PIN number: UNI
Use the UB customer sites to make your reservation:
- UB Customer Site for Enterprise Rent a Car Business Travel
- UB Customer Site for National Car Rental Business Travel
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.
Personal Rentals
Employees may reserve personal rentals from Enterprise and National at discounted rates:
Use Contract ID 29A4943 for Personal Rentals
Company name or PIN number: UNI
CDW insurance is not included in the rate for personal
rentals
Use the UB customer sites for personal travel to make your
reservation:
- UB Customer Site for Enterprise Rent a Car Personal Travel
- UB Customer Site for National Car Rental Personal Travel
Do not use the customer sites for business travel to reserve personal rentals.
Hertz Car Rental
New York State has contracted with Hertz Car Rental. These contracts can be utilized for UB business travel at all Hertz locations nationwide.
- Hertz rentals may be charged to the Bank of America UB Travel Card, or paid with a personal credit card and reimbursed through the Travel Office.
- Vehicle damage waiver and third party liability coverage is included in the rate for business travel as long as the CDP number is used. No additional insurance is required and therefore will not be reimbursed.
- Business vehicle rentals within New York State are tax exempt when using this contract and CDP number.
- Our contract can be used with Hertz's Gold Plus Rewards
program. Sign up for Gold Plus Rewards to receive faster
service, rewards and other benefits.
Reserving a Vehicle
Use CDP # 1927844 for employee Business Rentals
Use the UB customer site for business travel to make your reservation:
When prompted during your reservation, select This is a
BUSINESS trip and Yes, quote me the program my
company has negotiaged.
You may also reserve a vehicle over the phone by calling Hertz at 800-654-3131.
Personal Rentals
Use CDP # 1927844 for Personal Rentals
Use the UB customer site for personal travel to make your reservation:
When prompted during your reservation, select This is a LEISURE trip.
CDW insurance is not included in the rate for personal rentals.
You may also reserve a vehicle over the phone by calling Hertz at 800-654-3131.
Special Vehicle Rental Needs
Local 12-passenger Van Rentals
The following car rental agencies are able to provide 12-passenger vans for UB business use:
Enterprise Rent a Car
Enterprise offers 12-passenger van rentals with the following guidelines:
- Vans may be rented locally from one of the following locations:
- 3700 Genesee Street, Cheektowaga, NY
- 1500 Niagara Falls Blvd., Tonawanda, NY
- Renters may pick up the vehicle from these locations and park up to one vehicle, or Enterprise will provide pickup service to and from UB.
- All drivers must be at least 25 years of age.
- Vans may not be used to transport children in the 12th grade or younger.
- Vans may not travel to Canada.
- Van rentals may be paid by credit card, or by direct bill with Purchasing approval. Debit cards will not be accepted.
- At least one week advance notice is recommended to ensure availability. Minimum of 24 hours notice is required.
The rate for 12-passenger vans is $100.91/day or $504.56/week with unlimited mileage.
To make a reservation to be paid with a credit card, follow the Enterprise instructions listed above under "Car Rental Agencies." Be sure to choose one of the two specified locations that carry vans.
For more information or to make a reservation to be direct billed, contact Ryan Lysarz at ralysarz@buffalo.edu or 716-645-4573.
Hertz Car Rental
Hertz offers 12-passenger van rentals with the following guidelines:
- Vans may be rented from any Hertz location. Parking is available for 1-2 vehicles at most locations.
- All drivers must be at least 25 years of age.
- Vans may travel to Canada.
- Van rentals may be paid by credit card, or by direct bill with Purchasing approval.
- At least one week advance notice is recommended to ensure availability.
The rate for 12-passenger vans is $79.00/day or $434.50/week with unlimited mileage. To inquire about availability or to make a reservation, contact UB's Hertz representatives:
Email Laura Thurber lthurber@hertz.com and Angela Arns aarns@hertz.com, or call 716-207-5846
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 Ryan Lysarz at ralysarz@buffalo.edu or 716-645-4573.
Avis Rent a Car
Avis offers 12-passenger van rentals with the following guidelines:
- Vans may be rented locally from the 3740 Sheridan Drive, Amherst location only. Parking is available for 1-2 vehicles.
- All drivers must be at least 25 years of age.
- Vans may travel to Canada.
- Van rentals may be paid by credit card, or by direct bill with Purchasing approval.
- At least one week advance notice is recommended to ensure availability.
The rate for 12-passenger vans is $115.00/day including 125 miles/day, $0.25/mile additional. To check availability or to make a reservation, contact UB's Avis representative:
Chris Fontana, chrismfontana@yahoo.com,
716-831-8041
Reference AWD # A776300 when making a reservation, and specify if
rental will be paid by credit card or direct billed.
For additional information or questions, contact Ryan Lysarz at ralysarz@buffalo.edu or 716-645-4573
If you have special vehicle rental needs, including passenger vans outside of the Buffalo area, cargo vans, box trucks, rentals for non-employees, or any other situation not addressed here, contact an expert for assistance.
