Travel

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Rental Vehicle for Student Employees

There are two options to pay for a rental vehicle for a Student employee traveler.

Option 1: Reserve the rental vehicle with Enterprise and the expense will be paid by the University once the vehicle is returned.  The person entering the travel will use the online booking tool on the Chrome River homepage to reserve the vehicle.  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 vehicle should be rented unless additional people are traveling and a larger vehicle is needed.  Additional drivers are not allowed except when sharing the vehicle with another UNCW faculty/staff member traveling on the same trip.  Please put the other traveler's name and travel number in the comments of the pre-approval.  Enterprise will start charges the day you pick up the vehicle if you choose to pick it up the day before the trip.

Option 2: Rental vehicle expenses can be reimbursable expenses for Student Employees.  The Student Employee will have to pay for the cost of the rental up front and the University will reimburse the traveler after the trip is over.  Additional insurance, GPS charges or upgrades are not reimbursable.  In addition, the compact or standard vehicle should be rented unless additional people are traveling and a larger vehicle is needed.  Additional drivers are not allowed except when sharing the vehicle with another UNCW faculty/staff member traveling on the same trip.  Please list the other traveler's name and travel pre-approval number in the comments.  To enter this expense in Chrome River, you will select the Ground Transportation tile, then 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.  When booking through Enterprise, Please make sure to include our contract number in your reservation as this will insure you are covered under the North Carolina State Risk Management Insurance while driving the vehicle.

Insurance

Please 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 student employees renting for official university travel.

Prices for Enterprise Rental Cars 

Enterprise 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 a Student Employee on University Business

Local Rentals

  1. Reserve the Car using the 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. Use a personal credit card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip. Remember to include the NC state contract number in your reservation. You are not covered under the North Carolina State 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 using 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. Use a personal credit card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip. Remember to include the NC state contract number in your reservation. 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 an original paid receipt showing a $0.00 balance due.
  2. For reimbursement, we will accept a credit card statement showing full payment to the rental agency along with the original receipt that shows a balance due.

Lost Receipt

  • You can pull your receipts by clicking on this link:  Search for Receipts
  • Receipts are available online for 360 days, beginning 48 hours after returning the vehicle.  Your Last Name and Driver's License Number is required to look up your receipts.

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

Free pick up services:
Whether it is from home, office or other locations, please take advantage of our quick convenient pick up service. Delivery is not available.

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://ncadmin.nc.gov/975b
Enterprise 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 St

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


Rental Vehicle for a Student (Not on Payroll)

Rental Car Expenses are reimbursable expenses for Student travelers. The Student traveler will have to pay for the cost of the rental up front and the University will reimburse the traveler after the trip is over. 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. To enter this expense in Chrome River you would select the Ground Transportation tile and then the Rental Car tile. 

Types of Billing for Rental Vehicle for a Student 

Local Rentals
  • Charge the cost of the rental to your personal credit card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip.

Out of Town Rentals

  • Charge the cost of the rental to your personal credit card and request reimbursement in Chrome River with any other reimbursements upon completion of the trip.

Supporting Documentation

  • Rental vehicles require original paid receipts showing $0 balance due.
  • We will accept a credit card statement showing full payment to the rental agency along with the original receipt that shows a balance due.


Insurance


Please Note:  If the Student traveler chooses to accept the collision damage waiver, supplemental liability protection or any upgrades when renting a vehicle, we will not reimburse them for these expenses.