Rental Vehicles

I. Purpose
II. Roles & Responsibilities

 

I. PURPOSE

The purpose of this document is to define the methodology for renting vehicles for official Duke business.

 

II. ROLES AND RESPONSIBILITIES

When renting a vehicle for official Duke business, please familiarize yourself with these guidelines before signing a rental contract.

  • “Official business” is considered any travel that will be reimbursed by the University and is covered by the University’s insurance, minus applicable deductibles. “Official business” can include a weekend stay over.

When rental expenses are not reimbursed directly by Duke, a method of internal tracking and documentation to record that the travel is for University business should be created. This can be presented at the time of a claim to confirm that the rental was for official Duke business.

It is always in the traveler’s best interest to use one of Duke’s preferred vehicle rental agreements when traveling on University business. If traveling outside of the United States , it is necessary to take out the insurance offered by the rental car agency.

Rental companies will sometimes inform employees, students, volunteers, and staff who rent 15 passenger vans that they should sign a Rental Agreement Addendum. This creates a liability exposure for the University and should never be done.

 

15 Passenger Vans

Rental companies will sometimes inform employees, students, volunteers, and staff who rent 15 passenger vans that they should sign a Rental Agreement Addendum. This creates a liability exposure for the University and should never be done.

Per Duke University's Vehicle Safety policy, renters of 15 passenger vans shall purchase supplemental liability insurance offered by the leasing company. This cost will be reimbursed by the University.

15 Passenger vans should never be used to tow another vehicle or trailer.

 

Collision Insurance

Duke is self-insured and provides Primary Collision Insurance Coverage (PCI) for its employees on University travel. Do not purchase additional Collision Insurance (Loss Damage Waiver) from the rental agency. This expense will not be reimbursed as a valid travel expense. A $1,000 deductible will be charged to your department in the case of an accident.

 

Liability Insurance

When renting a vehicle, it is the employee’s responsibility to read the liability insurance clause. Liability may differ by state, even among the major rental companies. The company you rent from must provide Primary Liability Insurance Coverage (PLI), or they should not be used. Additional Liability Insurance (ALI) is usually available, but will not be reimbursed by the University as a travel expense.

Additional Liability Insurance (ALI) is usually available, but will not be reimbursed by the University as a travel expense except in the case of 15 passenger vans or student rentals.

If you allow drivers to use the vehicle who are not listed on the rental agreement, their actions can cause the agreement and its insurance coverage to become null and void. As a result, you may be personally liable.

 

Personal Injury and Effects Insurance

Personal Accident Injury Insurance (PAI) is neither required nor reimbursed by the University. Claims are covered by the Duke’s Worker’s Compensation program. Personal Effects Protection (PEP) is not covered by Duke and will not be reimbursed as a travel expense. Be sure to check your homeowner’s policy for coverage on damaged or stolen items, such as laptop computers.

 

Student Drivers

When students are renting a vehicle for Duke business, collision and liability insurance should be accepted from the rental agency. For students only, the University will reimburse this cost.

 

Additional Insurance

Bank of America Visa insurance coverage is provided to Duke University employees when the rental is paid for with the Procurement Card. The coverage provides primary collision and loss damage when renting a car 31 consecutive days or less.

All claims must be reported to the VISA Benefit Administrator within 45 days of the loss, and a claim form filed within 90 days, or your claim will be denied.  Please note that the department, not Corporate Risk Management, is responsible for filing this claim. Please see the Guide to Benefits Package you received with your Procurement Card for other important terms, limitations and conditions of this benefit.

All accidents must be reported to local law enforcement and the rental agency, as well as Duke’s Department of Corporate Risk Management (919) 684-6226.

Please note that the rental agreement acts as the vehicle registration, and contains information that the investigating law enforcement officer will require.

 

 

Effective Date: May, 1991
Review/Revision: June, 2005
History: N/A