The University maintains system-wide rental agreements with various automobile rental companies for use by University faculty and staff on business-related travel. Unless you are outside the continental United States or in a foreign country where the system-wide agreement is not in effect (see below) or want to rent a specialized vehicle that is not available from a company with whom the University has a system-wide agreement (see below), it is University policy that you rent vehicles from companies with whom the University has a system-wide agreement.
You can find a list of the auto rental companies with whom the University has agreements on Connexxus or by contacting the Travel Desk at UCSB Business & Financial Services. Be sure to review the agreement to ensure that the type of vehicle you want to rent is included in the agreement. The agreements do not generally cover trucks or any kind of specialized vehicle. You can only rent a vehicle under a UC agreement if you are using the automobile on University business.
- Insuring Rental Vehicles
- Insuring Rental Vehicles Outside the United States
- Renting and Insuring Specialized Vehicles
- Insurance Coverage in an Accident
- Automobile Accident
- Traffic and Parking Tickets
When renting a vehicle under the terms of a University agreement, liability insurance and comprehensive and collision insurance are included in the rate you pay for the rental auto. Because of this you must decline SLI and LDW/CDW coverage. If you purchase this coverage you are duplicating coverage already paid for when you rent an auto under the University auto rental agreement and you will not be reimbursed for the coverage.
In order to make sure you get the insurance when renting a vehicle from an auto rental company with whom the University has an agreement, you must identify yourself as a University employee and provide the rental car company with the University’s Corporate Contract Number (each company has its own number). The employee should make certain that the Corporate Contract Number is noted on the rental agreement in addition to the fact that the auto is being rented by a University employee.
The University’s system-wide agreements with auto rental companies do not apply to auto rentals outside the continental United States or in foreign countries. Therefore you MUST purchase SLI (supplemental liability insurance) and LDW/CDW (loss damage waiver/collision damage waiver) coverage when you rent vehicles in Alaska, Hawaii, U.S. territories, and foreign countries. The cost of this insurance will be reimbursable.
The University’s system-wide agreements with auto rental companies do not apply to rentals of specialized vehicles like trucks with lift pads, box trucks, etc. Therefore you MUST purchase SLI (supplemental liability insurance) and LDW/CDW (loss damage waiver/collision damage waiver) coverage when you rent specialized vehicles that you cannot rent under a University agreement with a car rental company. The cost of this insurance will be reimbursable.
- Injury or damage to others: rental auto policy
- Damage to rental vehicle: rental auto policy
- Injury to employee driver (if in course and scope of employment): UC Worker’s Compensation Program
- Injury to employee passenger (if in course and scope of employment): UC Worker’s Compensation Program
- Injury to non-UC passenger: rental auto policy if injury is UC driver’s fault; if the fault of a third party, third party’s insurance
- See the Fact Sheet: Insurance While Driving on UC Business for more information about where your insurance coverage comes from when you are driving a vehicle to conduct University business.
Go to Automobile Accident if you are a University driver who has been involved in an automobile accident, and you must report and/or make a claim for injury or damages.
Tickets received while operating a UC vehicle are the responsibility of the driver, not the University.