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.  Enterprise will drop the car off and pick it up at the designated site 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 put the other traveler's name and travel number in the comments. When the car is required before 9 am on the day of the travel you will need to call Enterprise, College Rd Branch after the vehicle is booked and let them know that you are leaving before 9 am. Enterprise will deliver the vehicle the day before. You will be charged for this day.

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 as they are put in their eWallet.

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 (toddd@uncw.edu).

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.

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

Enterprise
Economy/Compact $32.00
Midsize/Standard $34.00
Full Size $36.00
15- Passenger Van $109.00
Small/Medium SUV $54.00

For the Compact, Intermediate, Standard and Full Size vehicles there is a mileage limit of 2500 miles per trip.

For the Mini Vans, SUVs 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 200 miles per day. There is a 150 mile per day limit on the 15 Passenger Vans. Over that there will be an extra charge.

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. We will accept a credit card statement showing full payment to the rental agency along if the original receipt does not show a zero balance.

Designated Parking Space for Pick up - Drop Off of Cars

Pick up keys in the Travel office, the cars will be parked in Lot F - in Front of DePaolo Hall.  You will need to leave the keys with the Travel office when you return.

Lost Receipt
  1. 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:

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:

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

Questions:

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

College Location

1437 S. College Rd.

Wilmington, NC

910-397-9110

Offsite Airport

1930 Castle Hayne Rd.

Wilmington, NC

910-772-1560

North Wilmington

5601-B Market St

Wilmington, NC

910-799-4042

Market Street

4911 Market Street

Wilmington, NC

910-350-0435

Porter's Neck

8125 Market St

Wilmington, NC

910-686-9915

Monkey Junction

3722 Carolina Beach Rd

Wilmington, NC

910-791-8201