Employee Travel

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Rental Car

There are two options for rental cars.

Option 1: Reserve a rental car with Enterprise and the expense can be paid for a UNCW employee. The employee will use the online booking tool on the Chrome River Homepage to reserve the car. Please be sure to include the PA number from the pre-approval.  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 put the other traveler's name and travel number in the comments.  Enterprise will start charges the day you pick up the vehicle, if you choose to pick it up the day before your trip.

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 list the other traveler's name and travel number in the comments. To enter this expense in Chrome River you would select the Ground Transportation tile and select the Rental Car tile. UNCW would like to make you aware that Enterprise Rent-A-Car and National Car Rental are under contract with the state and the only ones that should be used. Use Enterprise with our contract number and this will insure that you will be covered under the North Carolina Risk Management Insurance while driving the vehicle.

The traveler may charge the cost of the rental to their employee UNCW American Express Card.  They should submit for reimbursement in Chrome River with any other reimbursements upon completion of the trip.

The traveler may charge the cost of the rental car to their UNCW Visa Travel Card, and reconcile the charges as soon it posts to their eWallet.

Insurance

photoPlease decline collision damage waiver, supplemental liability insurance, roadside assistance or any upgrades when renting a vehicle for business travel. These expenses are not reimbursable.The rental car rates include the insurance protection and the North Carolina state Risk Management Insurance policy provides coverage to employees renting for official university travel.

Prices for Enterprise Rental Cars

Rental Car Rates
Vehicle Class Enterprise Daily Rates
Economy/Compact $33.00
Midsize/Standard $34.70
Full Size $37.50
Midsize/Standard SUV $62.00
Minivan $65.00
Full Size SUV $86.00
15 Passenger Van $140.00

Economy, Compact, Intermediate, Standard, Full Size, Minivan, Midsize/Standard SUV and Small Pick Up Truck vehicle classes include Unlimited free miles.

There is a 150 mile per day limit on the 15 Passenger Vans. Over that there will be an extra charge.

Weekly/Monthly Discount:  Charged 5 times the Daily Rate and 20 times the Daily Rate

Enterprise Rent-A-Car

Enterprise Rent-A-Car should be utilized for vehicle transportation 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.

Types of Billing for Enterprise-Rent a Car for an Employee on University Business

Local Rentals

  1. Reserve the Car with Enterprise booking tool found on the Chrome River homepage.  You will need to have created the Pre-Approval and have the report ID number.  Follow the prompts in the booking tool. If you are renting the car in Wilmington you should choose the College Rd branch.  This rental will then be charged directly to the university when the car is returned.
  2. Charge the cost of the rental to your employee UNCW American Express Card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip. Remember to enter the NC state contract account number.  You are not covered under the North Carolina Risk Management Insurance if you do not enter the contract number.
  3. Charge the cost of the rental car to your UNCW Visa Travel Card and reconcile the charges as soon as they appear in the eWallet.  Remember to enter the NC state contract account number. You are not covered under the North Carolina Risk Management Insurance if you do not give them the contract number.
  4. Use a personal credit card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip. Remember to enter the NC state contract as the account number. You are not covered under the North Carolina Risk Management Insurance if you do not give them the contract number,

 

Out of Town Rentals

 

  1. Reserve the Car with Enterprise. This process should be done in the enterprise booking tool found on the Chrome River homepage. Be sure to create a Pre-Approval, you will need your report ID number. Then follow the prompts. You will choose the location that you will pick the vehicle up from ( example:New York Laguardia Airport). This rental will then be charged directly to the university.
  2. Charge the cost of the rental to your employee American Express Card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip. Remember to enter the state contract number as the account number. You are not covered under the North Carolina Risk Management Insurance if you do not give them the contract number.
  3. Charge the cost of the rental car to your UNCW Visa Travel Card. Reconcile the charges as soon as they appear in your eWallet.  Remember to enter the state contract number as the account number. You are not covered under the North Carolina Risk Management Insurance if you do not give them the contract number.
  4. Use a personal credit card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip. Remember to enter the state contract number as the account number. You are not covered under the North Carolina Risk Management Insurance if you do not give them the contract number.

Supporting Documentation

  1. Rental vehicles require original paid receipts showing $0 balance due.
  2. For reimbursement, we will accept a credit card statement showing full payment to the rental agency if the original receipt does not show a zero balance.

 

Lost Receipt
  1. You can pull your receipts by clicking on this link:  Search For ReceiptsReceipts are available online for 360 days, beginning 48 hours after returning the vehicle. You will only need to type in your Last Name and Driver's License Number.

Additional Services and Benefits of Enterprise Rent-A-Car's Business rental program:

Multiple locations:

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.

Vehicle Variety:

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.

Rental Requirements

Age of Drivers:

Customers must be 18 years of age.  Renters must be 25 years of age or older to rent 12- and 15-passenger vans. All drivers must have a valid driver's license and a major credit card.

Questions:

  1. Please refer to the UNCW travel policy: www.uncw.edu/travel/
  2. Refer to the state rental car contract: https://www.pandc.nc.gov/975b.pdf
Enterprise Rental Car Locations
Wilmington Locations

College & Shipyard

2309 S College Rd

Wilmington, NC  28412

910-397-9110

Eastwood & Market

5601-B Market St

Wilmington, NC  28405

910-799-4042

Castle Hayne Rd

1930 Castle Hayne Rd

Wilmington, NC  28401

910-772-1560

Kerr & Market

4124 Market Street

Wilmington, NC  28403

910-251-9812

Porter's Neck

8125 Market St

Wilmington, NC  28411

910-686-9915

Wilmington International Airport

1740 Airport Blvd

Wilmington, NC  28405

910-254-9503