07 - 010 Vehicle Rental Expenses

A. USNH VEHICLE RENTAL CONTRACTS

Travelers requiring a rental vehicle at an off-campus location should obtain the most cost and energy efficient rental agreement. For UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers, the campus Purchasing Office should be contacted for information on current rental vehicle contracts. In general, subcompact or compact vehicles are considered appropriate and reasonable for USNH travelers. Reservations may be made through the campus approved travel agency when applicable (see Procedure 7-003, Approved Travel Agency). Travelers with AAA or AARP memberships may receive discounts which exceed those negotiated by USNH and are encouraged to use those discounts.

B. PAYMENT METHOD

The preferred payment method for vehicle rentals from USNH-contracted local rental agencies is the USNH purchasing card. This applies to UNH, KSC, PSU, Chancellor's Offices, GSC and UNH-M travelers. If the USNH purchasing card is used to rent a vehicle, insurance coverage is provided in the event there is damage to the rental vehicle. USNH's business auto policy provides liability coverage on all rental vehicles.

C. INSURANCE COVERAGE

  1. USNH employees using the USNH purchasing card for travel in the U. S. and certain overseas destinations should decline the CDW (collision damage waiver) and LDW (loss damage waiver) as this coverage is provided based on the MasterCard Guide to Benefits associated with the USNH purchasing card and through Acadia. Travelers using the USNH purchasing card or another means of payment will not be reimbursed for CDW or LDW charges if they accept the coverage or choose to use another means of payment, unless pre-approved in writing by the USNH Vice Chancellor for Financial Affairs or designee. Travelers with a USNH purchasing card should contact Wells Fargo at 1-800-932-0036 prior to travel to inquire about insurance coverage for overseas rentals. If separate coverage is required, a written explanation on the travel expense voucher as well as supporting documentation is necessary for reimbursement of the CDW charges.

  2. Travelers who are not employees of USNH but are authorized to rent a vehicle for USNH business, including spouses, job applicants, guest speakers, colleagues of employees and USNH students, will have CDW and LDW coverage under the MasterCard contract only if (a) their names are on the vehicle rental agency contract at the time the vehicle is picked up and (b) the vehicle rental is charged to a USNH purchasing card.

  3. In the event of an accident with a rental vehicle charged to the traveler's USNH purchasing card, the traveler should contact MasterCard at 1-800-MC-Assist. MasterCard representatives will handle the claim with the rental agency. The USNH PCard Program Administrator and USNH Treasurer's Office must also be notified of the accident as soon as possible.

  4. In the event of an accident with any rental vehicle not paid for with a USNH purchasing card, notification must be sent to the USNH Treasurer's Office.

D. OPERATING EXPENSES

  1. Reimbursable expenses include rental fees, gasoline charges, parking, tolls and other operating costs such as flat tires, wiper blades, etc.

  2. Non-reimbursable expenses include parking tickets, fines and penalties, towing charges, accidents, theft, and purchased insurance (CDW and LDW) for employee-rented vehicles charged to a USNH purchasing card.


The official version of this information will only be maintained in an on-line web format. Any and all printed copies of this material are dated as of the print date. Please make certain to review the material on-line prior to placing reliance on a dated printed version.

This page last updated Wednesday, December 12, 2018. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.