There are two options for rental cars.
Option 1: Reserve a rental car with Enterprise and the expense can be prepaid for a UNCW employee. The employee will use the online booking tool in E-Travel under the Pre-Paid Rental Car section to reserve the car. Enterprise will drop the car off and pick it up at designated sites on campus. Additional insurance, GPS charges or upgrades are not reimbursable. In addition the compact or standard car should be rented unless additional people are traveling and a larger vehicle is needed. Additional drivers are not allowed except when sharing the car with another UNCW faculty/staff member traveling on the same trip. Please note the other traveler’s name and travel number in the notes section. When the car is required before 7:30 am on the day of the travel you will need to call Enterprise, College Rd Branch after the vehicle is booked in E-Travel and let them know that you are leaving before 7:30am. Enterprise will deliver the vehicle the day before. You will not be charged until the scheduled pick time on the day of the Travel. The car is not allowed to be taken from campus before the travel date and time.
Option 2: Rental Car Expenses can be reimbursable expenses for employees. The employee will have to pay for the cost of the rental upfront and the University will reimburse the traveler after the trip is over. Additional insurance, GPS charges or upgrades are not reimbursable. Fuel Service Option is not allowed, fuel must be purchased by traveler and reimbursed with the proper receipt showing gallons and price per gallon and number of gallons purchased. In addition the compact or standard car should be rented unless additional people are traveling and a larger vehicle is needed. Additional drivers are not allowed except when sharing the car with another UNCW faculty/staff member traveling on the same trip. Please note the other traveler’s name and travel number in the notes section. To enter this expense in E-travel you would select transportation and click on Rental Car. For additional information on how to process in E-Travel please see our Step-by-Step Guide for E-Travel. UNCW would like to make you aware that Enterprise Rent-A-Car and National Car Rental (NC53H82) are under contract with the state and the only ones that should be used.
Charge the cost of the rental to your employee UNCW American Express Card and request reimbursement in E-Travel with any other reimbursements upon completion of the trip. Remember to give the NC state contract NC53H82, this insures that you and your students are covered under the North Carolina State Risk Management Insurance.
The Faculty/Staff lead may also charge the cost of the rental car to their UNCW Visa Travel Card. Remember to give the NC state contract NC53H82, this insures that you and your students are covered under the North Carolina State Risk Management Insurance..
Before Renting a Vehicle
Is your MVR Report up to date?
|MVRs should be pulled at least annually for infrequent drivers and every 6 months for frequent drivers. Requests can be sent to the UNCW Police general email with “MVR Request” in the subject line. If the need is immediate, then a request can be sent to Major Chris Bertram. The reports are free. In general, they will receive a “clear” or “not clear” and any “not clear’ will need to be further investigated by Risk Management before approval to drive will be granted. This will be departmental responsibility and you should not be asked to do this on their behalf.|
Is your required vehicle training up to date?
|State of NC requires all drivers to have Safe Driving training whether driving a Sate or rented vehicle. We also require 15-Passenger Van training for anyone wanting to drive such or similar. They both recertify every 2 years. The training is available online (and only take about 10-15 minutes each) and they can contact me directly to be set up in the system (email@example.com).|
Certificates should be printed or saved in case proof of completion would be required in the future. Aux. Services requires copies of the certificates of completion before they allow drivers to pick up their vehicles. Again, this is the driver’s responsibility and should not ask you to act on their behalf.
Please decline collision damage waiver and supplemental liability protection when renting a vehicle for business travel. The rental car rates include the insurance protection and the state automobile insurance policy provides coverage to employees renting for official university travel.
Prices for Rental Cars
|12-15 Passenger Van||$85.00|
For the Compact, Intermediate, Standard and Full Size vehicles there is a mileage limit of 2500 miles per trip.
For the Mini Vans and SUV's if the rental is from the local branch on College Road they are going to waive the mileage limit. However, this can only be done at the College Road office. All other reservations made at other locations there is a mileage limit of 150 miles per day. Fifteen pasenger vans have a 150 miles per day limit, anything over 150 will be charged excess mileage.
Enterprise Rent-A-Car and National Car Rental
Enterprise Rent-A-Car and National Car Rental should be utilized for vehicle transportation if you are unable to secure a state vehicle for the proposed time period. Enterprise Rent-A-Car has 6 locations in the Wilmington area to service your local needs and they service all major airport locations for your nationwide travel needs.
Reservations for a Student Groups with Enterprise
- Visit us online at www.enterprise.com/car_rental/deeplinkmap.do?bid=002&cust=NC53H82 for UNCW business travel. Simply choose the location, date and time. All UNCW account information is loaded into the reservation. Visit www.enterprise.com for all personal travel.
- Call our local office at 910-397-9110 or call 1-800-Rent-A-Car and mention the UNCW account number NC53H82.
- You can pull your receipts up on www.enterprise.com. Under the reservation section of the main page, you will find multiple blue hyper links. Choose the link titled “print your receipt”. Type in your name and driver’s license number and it will bring up your last 6 months worth of receipts.
Additional Services and Benefits of Enterprise Rent-A-Car's Business rental program:
Enterprise Rent-A-Car has over 200 offices in North Carolina and 6800 across the country. Wherever you may travel, convenience is only a phone call away. 24 hour roadside assistance.
Enterprise offers over 50 makes and models of vehicles. Cars range from economy cars to luxury sedans. Specialty vehicles are also available such as cargo vans, minivans, sport utility vehicles, 15 passenger vans and pick up trucks.
Leave the Claims to us
You can take the worry out of travel by using Enterprise and the insurance is included.
Age of Drivers
Enterprise Rent-A-Car is one of the few rental companies that will rent to drivers 21-25 years of age with no additional surcharge in most locations. All drivers must have a valid driver's license and a major credit card
- Please refer to the UNCW travel policy: www.uncw.edu/travel/
- Refer to the state rental car contract: www.doa.state.nc.us/PandC/975a.pdf
1437 S. College Rd.
1930 Castle Hayne Rd.
5601-B Market St
4911 Market Street
8125 Market St
3722 Carolina Beach Rd