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Office of the State Comptroller (OSC)
Office of the General Services (OGS)
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 $32.64 per day, a mid-size four-door sedan is $34.78 per day and the rate for a full size sedan is $37.45/day (no per mile charge), 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.
To obtain a vehicle through Enterprise:
- Call the Brockport Office of Enterprise at (585) 637-0260.
- Provide the name of the driver, the department, type of vehicle, and pick-up/return dates. You will need to provide a requisition number as the purchase order number to Enterprise.
- Prepare a 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). Limited parking is available at that location for your personal vehicle while you are traveling.
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 Wendy Vergamini at x5144 or 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 new statewide passenger vehicle rental contract has been released that The College at Brockport can 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, SUNY 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.
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