Business Travel Tips: Car Rentals

Business & Finance Services

For employees needing to book a car rental, the preferred companies are Enterprise Rent-A-Car and National Car Rental at a state contract rate. If you do not book using the contract number, you will not be covered and will be personally liable for any claims. Please reference the Rental Cars section of the Business Policies and Procedures Manual (BPPM) below for additional information on how to create an account and reserve a vehicle. You will also need to follow the instructions to access the state contract number in order to be properly reimbursed.

Use these tips while planning, traveling, and filling out your expense report:

  • Enter the discount code under the Corporate Account Number box. Once entered it will show up as “WAS WA ST UNIV-NASPO.”
  • If you have an Enterprise or National account, you will have to enter the code each time.
  • The person renting will need to pay for the rental and submit the receipt for reimbursement post-travel.
  • Rental transportation expenses are not allowed on a PCard. The traveler may use their University Travel Charge Card.
  • When using the Enterprise agreement, the renter should decline additional coverages and not pre-purchase the tank of fuel. Instead, it is more cost-effective to refuel the vehicle prior to returning it and submit the fuel receipt post-travel for reimbursement.
  • If a traveler chooses to drive their own car instead of renting a car of flying (when applicable), reimbursement is only provided for each mile driven up to the state contract airfare or car rental rate.
  • If an accident or any damage to the vehicle takes place during a business trip while in a personal vehicle, the traveler’s insurance is the primary coverage and WSU is not responsible for the loss.