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Passenger Vehicle Rentals for College-Related Business
There are two options on NYS contract for renting vehicles for College-related business: Enterprise Rent-A-Car or Hertz Corporation. The state contract for each includes Liability Damage Waiver (LDW) coverage for business rentals only.
Renters are reminded to visually inspect the entire vehicle with a representative upon pick-up and note any areas of concern or existing damage prior to the rental - especially outside roofs and windshields. Upon return of the vehicle, please have a representative inspect for damage before leaving the location.
ACCIDENTS OR INCIDENTS OF DAMAGE
In the event of an accident or incident during the rental period, it is recommended that you contact the police for a written police report. It is also recommended that insurance information be exchanged with the other party - just as you would with your own vehicle. Even if the accident is not your fault, you must get the information of the other vehicle involved and the insurance provider.
Travelers will be asked to complete an incident report by the rental company, even if it is unclear how the damage occurred. This will allow the rental company to open an investigation into the incident. Please complete this process as soon as possible following the incident and with as much information as possible.
Lastly, travelers are required to notify Procurement and Payment Services, Chelsea Donnelly, x2338, ASAP. Travelers will also be asked to file a claim within 20 days of the incident with the Office of General Services (OGS) Bureau of Risk and Insurance Managment at (518) 474-4725.
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 Chelsea Donnelly x2388.
Reservations for car rentals at Enterprise can be made online at: www.enterprise.com
For your convenience, the corporate contract number that you will need when booking College-related business travel is:
- SUNY Brockport code: P85634
For all in-state rentals, Enterprise will direct bill the College when the account number and billing number are used. Note: Contact Chelsea Donnelly at x2338 to obtain the secure billing number required for all in-state reservations.
In-state rentals are tax exempt only when the rental is a direct bill to the College account. Employees are advised to remind the agent at the counter to remove sales tax from the rental at the time of pick up.
Additionally, while sales tax can be exempt, Airport Access Fees are not tax exempt and will show as a 11%+ on the final bill.
All out-of-state rentals will require the use of the employee's personal credit card for payment. Upon completion of the trip, reimbursement may be requested by submitting a travel voucher to Procurement and Payment Services.
For online reservations, visit www.hertz.com or contact the Gates rental location at or the Rochester International Airport rental location at 585-328-3702.
Direct bill status can be obtained by providing the Hertz representative with a direct bill number assigned to the College which may be obtained by contacting Chelsea Donnelly at x2388.