RENTAL GUIDELINES

The use of rental automobiles such as cars, vans, and mini buses must be justified. Automobiles may only be rented when public transportation and taxis are impractical, more expensive, or not available. The traveler is encouraged to seek the most economical pricing by contacting the University designated travel agencies and/or the Procurement Department for more information on rentals.

UMass Amherst Vehicle Rental Services

 Information about the UMass Amherst Vehicle Rental Services contract is available at this link http://www.umass.edu/rentalcar/ .

SHORT TERM RENTAL

Short-term automobile rental is a reimbursable expenditure and (less than 10 days) may be charged against a travel expenditure code (see expenditure classification codes).

• Travelers will be reimbursed for the rental of a compact, economy, or mid-sized car, unless a specific business, physical, or medical reason, which must be explained on the Expense Report, necessitates another class of rental.
• Reimbursable items include the daily rental fee, gasoline charges, tolls, and parking. Note that collision damage waiver insurance is provided at no additional cost when the University's Corporate VISA card is used for payment.
• Non-reimbursable expenses include, but are not limited to, tickets, fines, traffic violations, and car repairs.

 

LONG TERM RENTAL

Automobiles rented for more than 10 days must be processed with a purchase order made out to the vendor and shall be charged to the lease rental object code (see expenditure classification codes).

 

RENTAL AGENCY REQUIREMENTS

Travelers should ask the rental agency about any additional requirements and charges associated with the rental of an automobile. The following are examples of such charges and requirements:

• 25 years minimum age to lease and/or operate a rental automobile.
• Major credit card required for reservation.
• Gasoline charges assessed when an automobile is returned to the agency with less than a full tank.
• Additional surcharges for dropping off the automobile at a different city than the original Airport/City.

INSURANCE

• Refer to Car Rental Insurance.

ACCIDENTS

• Travelers involved in an accident while driving a rental, state, or personal vehicle on approved University business, must complete the Automobile Loss Notice form as soon as possible. Forms may be obtained from the University Treasurer’s Office, (413) 587-2050.
• If the University Corporate VISA card was used as payment, the operator must report the accident to VISA Automobile Rental Insurance within twenty (20) calendars days by calling 1-800-VISA-911 (1-800-847-2911).
   

BUS/MOTOR COACH RENTALS

The University has field trip buses available and contracts for motor coach rentals. Please contact Transit Services for further information, (413) 545-0056.