Building partnerships through collaboration.
Car Rental
When traveling for university business, rental vehicles may be used when it is in the best interest of the university. Rental vehicles are considered appropriate when renting is the least costly alternative, renting is the only method of transportation available or renting eliminates substantial delays.
On this page:
Before You Rent
As you plan your rental, consider the following:
- Review the availability of University at Buffalo (UB) and New York State (NYS) car rental contracts and only rent from a non-contracted rental company if necessary.
- Ensure that expenses for a car rental are allowable prior to making the reservation. Consider cost, conference location and sponsor guidelines before reserving. You may contact Travel Services for assistance in determining if car rental expenses are allowable.
- Car rental expenses incurred while attending a conference are usually not reimbursable when flying into the conference city and staying at the conference hotel. Low cost shuttles may be available at the airport for transportation to and from the conference hotel. If a shuttle is not available, a taxi is usually the next cost effective mode of transportation between the airport and the conference hotel. When a car rental is necessary, justification, including a cost comparison, is required.
- Original gasoline receipts are required when requesting reimbursement with use of a car rental.
- Renters are advised to refuel the rental vehicle themselves prior to retuning the vehicle to prevent the unnecessarily high refueling costs charged by the rental companies.
- Business car rentals by employees originating in NYS are exempt from NYS taxes, however, employees must present a valid tax exempt form to the vendor to obtain tax exemption.
- Every effort should be made to obtain tax exemption. NYS taxes are not reimbursable.
- Itemized car rental receipts must be attached when reimbursements for gasoline expenses, tolls and parking are claimed.
- GPS usage charges associated with a rental vehicle are allowable expenses.
- The following are non-reimbursable expenses when renting vehicles:
- Personal Accident Insurance (PAI)
- Personal Effects Insurance (PEI)
- Liability Insurance
- Traffic fines and violations (e.g., speeding, illegal parking)
- Towing charges related to traffic violations (e.g., illegal parking)
- Transportation to personal meals
Insurance Coverage
Collision Damage Waiver (CDW) insurance is required for car rentals.
- When using the approved Enterprise, National or Hertz codes for business travel, the vehicle is rented on behalf of UB, and CDW is included at no additional cost. No other insurance is required and will not be reimbursed.
- CDW coverage is included when car, minivan or SUV rentals are purchased with a university issued travel credit card. No other insurance is required, and will not be reimbursed.
- Passenger vans that carry more than eight (8) people and most trucks or cargo vans are excluded from the CDW coverage provided by the travel credit card. When renting one of these vehicles from a non-contract vendor, CDW coverage must be purchased even if a travel card is used.
- When renting a vehicle from a non-contract vendor and not using a university issued travel credit card, CDW must be purchased and will be reimbursed. If CDW is not purchased, any cost associated with damages to the rental vehicle may be the sole responsibility of the renter.
- New York State and the Research Foundation advise employees to rent vehicles in the name of New York State or The Research Foundation and sign the contract as agent for the entity of which the employee is traveling. This is to assist in liability concerns should an accident occur.
- When an accident occurs, the traveler must report it to the rental agency and Travel Services immediately and complete any reports required by the rental agency. In addition, contact the police to file a police accident report. Failure to comply with the requirements of the rental agency for reporting an accident or damage to the rental vehicle could result in the driver being held personally liable for any costs.
- Insurance coverage purchased in the US is generally not recognized outside of the covered territories. Therefore, when traveling outside of the covered territories, it is necessary to purchase the appropriate insurance from the rental agency in the country where the vehicle is rented. It is recommended that the traveler purchase all of the insurance offered by the rental agency when traveling outside of the covered territories.
Car Rental Agencies
New York State has contracted with Enterpise Rent-A-Car and National Car Rental. This contract can be used for UB business travel at all Enterprise and National locations nationwide.
- Enterprise and National rentals for employee business travel are to be paid with a personal credit card and reimbursed through the Travel and Expense Reimbursement System. Procurement Cards may not be used for vehicle rental expenses.
- Vehicle damage waiver and third party liability coverage is included in the rate for business travel when our contract is used. No additional insurance is required and therefore will not be reimbursed. Non-State or RF employees must purchase the CDW insurance.
- Business vehicle rentals by State employees within New York State are tax-exempt. Use the contract and provide the NYS Tax Exemption Certificate to ensure you will not be charged taxes. NYS taxes will not be reimbursed.
- Our contract can be used in conjunction with National Car Rental's Emerald Club. Sign up for Emerald Club and receive faster service, vehicle choice, and frequent renter rewards.
New York State has contracted with Hertz Car Rental. This contract can be used for UB business travel at all Hertz locations nationwide.
- Hertz rentals for employee business travel are to be paid with a personal credit card and reimbursed through the Travel and Expense Reimbursement System. Procurement Cards may not be used for vehicle rental expenses.
- Vehicle damage waiver and third party liability coverage is included in the rate for business travel when our contract is used. No additional insurance is required and therefore will not be reimbursed.
- Business vehicle rentals within New York State are tax exempt when using this contract and CDP number.
- Our contract can be used with Hertz's Gold Plus Rewards program. Sign up for Gold Plus Rewards to receive faster service, rewards and other benefits.
Special Vehicle Rental Needs
The following car rental agencies are able to provide 12-passenger vans for UB business use, and include the required CDW insurance coverage when using UB's contracts.
In the event that a large passenger van is rented from a non-contract vendor, CDW insurance coverage must be purchased. Vans that carry more than eight (8) passengers are excluded from the rental insurance coverage provided by most credit cards, including UB's travel card.
Enterprise Rent a Car
Enterprise offers 12-passenger van rentals with the following guidelines:
- Vans may be rented from select local branches, including the following locations:
- 3700 Genesee Street, Cheektowaga, NY
- 1500 Niagara Falls Blvd., Tonawanda, NY
- Renters may pick up the vehicle from these locations and park up to one vehicle or Enterprise will provide pickup service to and from UB.
- All drivers must be at least 25 years of age.
- Vans may not be used to transport children in the 12th grade or younger.
- Vans may not travel to Canada.
- Van rentals may be paid by credit card, or by direct bill (eReq). Debit cards will not be accepted.
- At least one week advance notice is recommended to ensure availability. One month advance notice is recommended for reservations in July and August. Minimum of 24 hours notice is required.
The rate for 12-passenger vans is $122.00/day or $610.00/week with unlimited mileage.
To check van availability, email our Enterprise representative, Amanda Miller at amanda.m.miller@ehi.com.
To make a reservation to be paid with a credit card, follow the Enterprise instructions listed above under Car Rental Agencies.
To make a direct bill reservation to be paid with a purchase order, or for additional information or questions, contact contact Amy Bayerl, amybayer@buffalo.edu, 716-645-3703.
Hertz Car Rental
Hertz offers 12-passenger van rentals with the following guidelines:
- Vans may be rented from select local branches, including the following locations:
- 3780 Sheridan Drive, Amherst, NY 14226
- 4195 Genesee Street, Cheektowaga, NY 14225
- Parking is available for 1-2 vehicles at most locations.
- All drivers must be at least 25 years of age.
- Vans may travel to Canada.
- Van rentals may be paid by credit card, or by direct bill (eReq).
- At least one week advance notice is recommended to ensure availability. One month advance notice is recommended for reservations in July and August.
- A minimum of 24 hours notice must be provided for cancellations.
The rate for 12-passenger vans is $95.00/day or $475.00/week with unlimited mileage.
To inquire about availability or to make a reservation, email our Hertz representatives Laura Thurber lthurber@hertz.com and Michael Hils mhils@hertz.com
When making a reservation, specify that rental is for University at Buffalo business purposes, and indicate if rental will be paid with a credit card or direct billed.
For additional information or questions, contact Amy Bayerl, amybayer@buffalo.edu, 716-645-3703..
UB has negotiated rates with U-Haul for pickup truck, cargo van and box truck rentals. The following vehicles and rates are available:
- 8' Pickup Truck: $19.95 plus .59/mi or $60.00 including 100 miles (.29/mi thereafter)
- 9’ Cargo Van: $19.95 plus .59/mi or $60.00 including 75 miles (.29/mi thereafter)
- 10’ Box Truck: $19.95 plus .79/mi or $70.00 including 75 miles (.39/mi thereafter)
- 15’ Box Truck: $29.95 plus .79/mi or $77.00 including 75 miles (.49/mi thereafter)
- 17’ Box Truck: $29.95 plus .79/mi or $77.00 including 75 miles (.49/mi thereafter)
- Additional insurance coverage is required for all rentals. For pickup trucks and cargo vans, add $20.00/day for collision damage waiver insurance. For moving trucks, add $14.00/day for SafeMove insurance coverage. Rentals may also be subject to a $1.00 environmental fee.
U-Haul will automatically bill us at the most economical rate depending on actual mileage driven. Vehicles may be rented from any location nationwide. The closest location to North and South Campuses is 925 Niagara Falls Blvd., Amherst, NY 14226. The closest location to the Downtown Campus is 1748 Main Street, Buffalo, NY 14208. Rentals will be direct billed and paid by eReq.
In the event that a truck or cargo van is rented outside of UB's business account with U-Haul, insurance coverage must be purchased. Note that these vehicles are excluded from the rental insurance coverage offered by most credit cards, including UB's travel card.
To make a reservation or for more information, contact Amy Bayerl, amybayer@buffalo.edu, 716-645-3703.
Discounted rates are offered by Enterprise and National for UB faculty and staff, and by Hertz for UB faculty, staff and students.
Contact an Expert
If you have a unique requirement such as van rentals outside of the Buffalo area, direct bill rentals for non-employees or any other situation not addressed here, contact a purchasing expert for assistance.
