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Procurement & Payment Services
Passenger Vehicle Rentals for College-Related Business
There is a State Contract in effect with Enterprise Rent-A-Car for passenger vehicle rentals for College business travel.
Currently, the rate for a compact four-door sedan is $33.56 per day, a mid-size four-door sedan is $35.76 per day, a full size sedan is $38.51/day (no per mile charge), and the rate for a minivan is $58.32/per day plus the purchase of a damage waiver for $8.99 per day for sedan sized listed. A damage waiver of $11.99 per day is applied to the rental of larger SUV's.
There are now two options available for renting through Enterprise:
ONLINE VEHICLE RENTAL *NEW OPTION*
To rent a vehicle through Enterprise Rent-A-Car using the new online tool, you may access the rental booking system through the OGS website at http://www.ogs.state.ny.us/purchase/snt/awardnotes/7200119536can.htm and clicking "Reserve Online". Follow the steps below to complete your rental:
- Choose either an In State or Out of State rental by clicking "Select" next to the appropriate option.
In State Rentals
- To locate Brockport, click "S" then "SUNY ACCOUNTS" then "SUNY Brockport".
- Enter a City name or Zip Code
- Enter Start (rental pick up) and End (rental return) Dates and Times.
- Choose a Car Rental Class
- Select Search
- Select a rental car Pick Up Location
- Verify Vehicle Details before clicking Select and Continue
- Complete Renter's Details (name, phone number, etc.)
- Select Search
- Verify your reservation information and Book Your Rental
- Select Book Now
Out of State Rentals
- Select either Contracted Rates or Discounted Rates
- Compare rates from both options to determine the least expensive rates for your dates of travel
- Follow the step-by-step instructions for In State Rentals above
Upon completion of your online reservation, you will receive a Confirmation Number. Please take this information with you when picking up the vehicle. Renters are reminded to visually inspect the entire vehicle with an Enterprise representative upon pick up and note existing damage prior to rental, especially outside roofs and windshields. Upon return of the vehicle, please have an Enterprise representative inspect for damage, before leaving the location.
Billing is not determined until the rental ticket is written at the time of pick up. If the rental is to be direct billed, the renter must request direct billing at the time of pick up and confirm the Purchase Order Number (your Purchase Requisition Number) that was entered online. If the rental is not to be direct billed, the renter must provide a personal credit card account number.
Rent Vehicle Direct with Enterprise Office
Contact the local Brockport Office of Enterprise at (585) 637-0260 and provide the following information:
- Name of the driver, department, type of vehicle, and pick-up/return dates. A requisition number will be required by Enterprise as a purchase order number.
- Prepare the requisition form and submit it to Procurement & Payment Services as soon as arrangements are made for a vehicle.
- For all in-state rentals, Enterprise should direct bill the College.
- All out-of-state rentals will require payment using the traveler's personal credit card. Reimbursement may be requested upon completion of the trip by submitting a travel voucher to Procurement & Payment Services.
Vehicles are available for pick-up and return at the Enterprise office located at the corners of Routes 31 and 19 in Brockport (6524 Brockport-Spencerport Rd). Please be aware that limited parking is available at that location for your personal vehicle while you are traveling.
Renters are reminded to visually inspect the entire vehicle with an Enterprise representative upon pick-up and note existing damage prior to rental, especially outside roofs and windshields. Upon return of the vehicle, please have an Enterprise representative inspect for damage, before leaving the location.
If you would like to request a copy of the Procurement & Payment Services detailed procedures for using this contract, or if you have any questions, please contact Gail Tipton at x2338.
NOTE: Vehicles for College-related business travel are also available through The College at Brockport's Facilities & Planning department. For more information, contact extension 2175.
A statewide passenger vehicle rental contract is in place that The College at Brockport may use for faculty/staff college related travel. The contract is with Enterprise Rent-A-Car and is valid for all rentals within New York State and the United States.
This contract is very similar to the previous contract with Enterprise except for one major difference. Due to a change in the New York State General Business Law, insurance is not automatically included in the rental rates. Therefore, it is now required that users purchase the damage waiver protection (sometimes referred to as CDW or LDW insurance) from Enterprise for $8.99 per day. In addition, if Enterprise is not available, purchase of the CDW or LDW insurance from another rental company is required. The additional insurance fee is reimbursable. If you do not purchase the damage waiver protection and are involved in an accident, the renter (agency) is responsible for damages to the rental vehicle.
In case of any damages/accidents, travelers are required to notify their agency (Gail Tipton, Procurement & Payment Services, at ext.2338) as well as the OGS Bureau of Risk and Insurance Management (518-474-4725) immediately to file a claim. Claims must be filed within 20 days from the date of the incident.
For your convenience, the corporate contract numbers that you will need when booking with Enterprise to obtain the contract rates are as follows:
- SUNY Brockport code: P85634
- For rentals INSIDE and OUTSIDE New York State: NA24NYS
If you use the NA24NYS, it will provide you with all rates, in and out of state. In addition, The College at Brockport was issued their own code by Enterprise: P85634. You can use that code or the NA24NYS for all rentals, whichever is easier. Enterprise issued specific codes to SUNY and state agencies for tracking but either code will provide you with the same rate.
Please contact Gail Tipton with any questions at ext. 2338. Thank you.
