The size of the rental car should be consistent with the number of travelers and the business purpose of the trip (example – standard size or smaller for one person). Regardless of size, the lowest cost vehicle that meets the business needs should be used.
- Travelers are authorized to use rental cars when other transportation is not available or when their use results in a cost savings.
- Legitimate car rental costs include daily rental fees, local and state taxes, concession fees, mileage fees and drop-off fees. Non-reimbursable costs include, but are not limited to, unnecessary upgrades, car repairs, tickets and fines. Travelers renting cars on behalf of the USM Foundation are expected to refuel the car prior to returning the car to avoid excessive refueling fees.
- Travelers should decline the loss damage waiver (LDW/CDW) option, supplemental liability coverage, personal accident insurance (PAI) and other additional insurance options when renting a car for business purposes. None of these costs will be reimbursed or allowed.
- All individuals who intend to drive the rental vehicle must be listed on the rental agreement for insurance purposes.