Rental cars
Use of Hertz Rental Cars
UCAR has a preferred rate agreement with Hertz for rental cars, the Hertz #1 Club Gold program. UCAR recommends that employees use Hertz cars under this preferred arrangement, where available, providing that cars will not be used off the road, on unpaved roads, or on roads that are not regularly maintained. Visitors are also encouraged to rent cars under the Hertz preferred agreement whenever possible.
If travelers elect to compare the costs of using other rental car agencies, they should be aware that the Hertz #1 Club Gold rental rates include liability and collision insurance, most State and local taxes, and unlimited mileage.
When UCAR staff are driving domestic Hertz rental vehicles, primary insurance coverage is provided through the rental agency and included in the rental cost. (Hertz is UCAR's preferred car rental agency.) When not using Hertz, UCAR's Business Auto policy and Commercial General Liability provide secondary coverage. No additional coverage should be purchased by, or will be reimbursed to the employee. For international rentals, additional coverage should be accepted related to protection of the vehicle and occupants, and is reimbursable. Personal effects coverage is _not_ reimbursable. Using UCAR's US Bank VISA Travel Card for payment provides primary damage coverage. Depending on the rental location, State law may require the rental agency to provide primary minimal liability coverage. A renter's personal insurance could be considered primary. Secondary coverage only applies after primary insurance is exhausted. *In order for UCAR’s insurance coverage to be in effect UCAR employees and non-employees on official UCAR business must rent or lease in UCAR's name, not that of an individual.
In order to secure the Hertz negotiated rate, travelers may also be asked to show a government identification card and/or a copy of their Travel Authorization form at the time of rental. Government identification cards for UCAR staff are available from Human Resources.
Insurance Coverage
Insurance coverage for collision and third party liability is provided by Hertz car rental agency as a part of the negotiated rate. On rental agreements, this coverage is referred to as the Loss Damage Waiver (LDW) and the Liability Insurance Supplement (LIS); these optional coverages should be declined on the rental form. Duplicate insurance costs will not be reimbursed by UCAR. Hertz provided insurance may be available in most worldwide Hertz locations. Check with Hertz to verify specifics.
Rental cars should be visually inspected before rental, and any damage noted on the rental agreement. Upon return the cars should be re-inspected so that UCAR can avoid being held responsible without just cause. In case of an accident while using a rental car on official UCAR business, travelers must immediately report the accident to the police, the rental car agency, and the UCAR Insurance Office. Copies of filed accident reports must be submitted to the UCAR Insurance Office. If the accident results in serious injury or death, the Insurance Manager and/or the Associate Vice-President for Business Services must be contacted immediately.
If employees use rental cars for a combination of UCAR business and personal travel, they are responsible for having adequate insurance coverage for the period of their personal use (through personal insurance or through the rental agency). Travelers are reminded, however, that the cost of insurance for personal use of rental vehicles and for business use when traveling in the U.S. is not a reimbursable expense.
US Bank VISA Travel Card
Use of the UCAR sponsored US Bank VISA card for payment of car rentals, regardless of which rental company is used, provides loss and damage coverage only. Coverage details can be found here.  This coverage applies to worldwide rentals, with some limitations. Personal Iiability coverage is not provided through the use of the US Bank VISA travel card. The traveler’s personal auto liability coverage provides primary coverage in this case. |
