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. This contract can be used for UB business travel at all Enterprise and National locations nationwide.
New York State has contracted with Hertz Car Rental. This contract can be used for UB business travel at all Hertz locations nationwide.
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 firstname.lastname@example.org.
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 Jordan Kayes, email@example.com, 716-645-2595.
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.
When making a reservation, specify that rental is for University at Buffalo business purposes, and indicate if rental will be paid with a credit card or direct billed.
For additional information or questions, contact Jordan Kayes, firstname.lastname@example.org, 716-645-2595.
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 Jordan Kayes, email@example.com, 716-645-2595.
Discounted rates are offered by Enterprise and National for UB faculty and staff, and by Hertz for UB faculty, staff and students.
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.
When in doubt, find out! Consult with our purchasing agents for advice.
All procurement activity is subject to periodic audit to monitor compliance with policies and procedures.