Car Rental
Contracted Providers
University of Illinois System employees receive discounted rates on rental vehicles from National and Enterprise. Damage waiver and limited liability protection are included with university business and business/leisure rentals. A detailed Program Summary of the rental agreements can be found on the U of I System customized reservation link under Related Links.
Due to insurance liability, employees may NOT pay for another employee or guest rental vehicle with a TCard, purchase order, or personal charge card and then submit the expense for reimbursement. Payment must be made by the person who picks up and drives the vehicle.
System employees must present their university ID card, driver's license, and the charge card to be used for payment. University TCards in the name of the employee picking up and driving the rental vehicle are permitted. All additional drivers must be present at vehicle pick up to present their driver’s license and added to the rental agreement to be covered.
System guests must provide a driver's license and a personal charge card for payment then submit the expense for reimbursement.
Rental vehicle receipts must be attached to the traveler’s expense report.
Car rentals paid for with a voucher, frequent traveler program miles, rewards, points, etc. are not eligible for reimbursement.
National
To make an online reservation, use the U of I System customized Enterprise link found at Enterprise/National Rental Car portal.
When Business Use is selected for business or business/leisure reservations, the system's corporate ID, XZ78708, is applied.
When Non-Business Use is selected for leisure only reservations, the system's ID, XZ6276J, is applied. Damage waiver and limited liability protection are NOT included with leisure only rentals.
Enroll in National's Emerald Club program (fee waived) for expedited service.
For reservations, please call 800-227-7368
Willard Airport
For system employees and guests arriving on a late-night flight into Willard airport, National will provide car rental service when the arriving passenger's airline and flight information is entered into the reservation.
Sunday through Saturday (10 a.m. to 10 p.m.)
National will stay open for passengers arriving on delayed or late arrival flights.
Enterprise
To make an online reservation, use the U of I System customized Enterprise link found at Enterprise/National Rental Car portal.
When Business Use is selected for business or business/leisure reservations, the system's corporate ID, XZ78708, is applied.
When Non-Business Use is selected for leisure only reservations, the system's ID, XZ6276J, is applied. Damage waiver and limited liability protection are NOT included with leisure only rentals.
For reservations, please call 800-325-8007.
Optional Damage Waiver (DW)
When renting a car for university business, do not accept the Optional Damage Waiver (LDW or CDW) unless you are renting a car in a foreign country while on system business. For travel within the United States, when the U of I System corporate ID number is used, the optional Loss Damage Waiver (LDW) is included in the negotiated agreement with National, and the optional Collision Damage Waiver (CDW) is included in the agreement with Enterprise. The U of I System does not have an agreement with any other car rental company that includes optional damage waiver. This charge is not reimbursable as a travel expense except when renting a car in a foreign country while on system business.
For further information on automobile insurance and liability, refer to Section 15 - Travel of the Business and Financial Policies and Procedures Manual
What to Do in Case of an Accident
Report the accident to local law enforcement while still at the scene, to the car rental company, to your immediate supervisor, and to the campus motor pool (Urbana, Springfield) or Transportation Office (Chicago). For further information, refer to Section 15.3 Motor Vehicle Accidents, Report an Accident Involving a Commercial Rental Vehicle, under the Business and Financial Policies and Procedures manual.
If the driver damages a vehicle rented from National or Enterprise using the system's corporate discount ID number XZ78708, the Damage Waiver (LDW or CDW), which is included as a part of our agreement, will respond to the claim.
If the driver damages a car rented from a supplier other than National or Enterprise, the State of Illinois Auto Liability Plan will respond as long as the driver is in travel status and performing employment-related duties at the time of the accident.
Liability for Damage/Injury to Others
The rental car company's liability limits will be primary. The State of Illinois Auto Liability Plan limits will be secondary, subject to policy limits. Should these combined limits be inadequate, the owner's own personal auto limits should respond.
FAQ
Should I accept the Optional Damage Waiver coverage when renting a vehicle for U of I System business?
No, unless you are renting a car in a foreign country while on system business. When the vehicle is rented from a system contracted provider, National Car Rental or Enterprise Rent-A-Car, the optional Damage Waiver coverage, known as LDW or CDW, is included at no additional charge to the base rental agreement at all domestic US locations.
What type of insurance should I have?
Car rental rates normally include liability coverage and deductible collision coverage. Any additional insurance purchased for rental cars usually only removes or reduces the deductible on collision coverage. Personal accident insurance is not reimbursable. Any fee which may be necessary to get any additional insurance coverage is not reimbursable.
What should I do in case of a car accident while driving a rental vehicle?
Follow these steps:
- Report the accident to local law enforcement while still at the scene.
- Report the accident to the car rental company and follow their instructions.
- Call to report the accident to your university motor pool (Urbana, Springfield) or Transportation Office (Chicago), and your immediate supervisor within 24 hours, or the next business day following a weekend or university holiday.
- Complete and submit the Illinois Motorist Report to the address on the form.
- Within three days submit a copy of your completed Illinois Motorist Report to your university motor pool (Urbana, Springfield) or Transportation Office (Chicago). For information on how to complete the form correctly, consult the Example of a Completed Illinois Motorist Report. Your supervisor may complete the form if you are unable to do so.
If the accident occurred outside Illinois, complete and submit the equivalent form required by that state within three days following the accident. Submit a copy to your university motor pool (Urbana, Springfield), or Transportation Office (Chicago).
- Urbana and Springfield motor pools will submit the completed Illinois Motorist Report to Claims Management.
- If the accident resulted in real or alleged bodily injury and/or damage to property, Claims Management (Urbana and Springfield) will submit your Illinois Motorist Report (or the out-of-state form) to the CMS Auto Liability Division within the required seven calendar days. In Chicago, the Transportation Office reports the accident directly to Central Management Services (CMS).
- Notify your personal auto insurance carrier. If the claim is reported after the seven-day deadline to CMS and/or the accident occurred during non-business use of the vehicle, the State of Illinois will deny the claim. Your personal insurance carrier would then become your primary insurance.
Who is the authorized driver when more than one employee is traveling?
Anyone who will be driving the vehicle should be listed on the rental contract. This will protect anyone listed and alleviate the question of who is an authorized driver.
Should I inspect the vehicle?
Yes, do not accept a rental vehicle without first inspecting it for damage. If damage is noted, parts are missing, or functions are non-operational, report it immediately and have the damage or malfunction noted in the contract. This will prevent you from being held responsible for pre-existing damage.
Am I allowed to make repairs on a rental vehicle if necessary?
No, do not make repairs on a rental vehicle without explicit permission from the rental car agency. Contact the rental car office for instructions.
Should I refill the gas tank before returning the vehicle?
Yes, charges are substantially higher when the vehicle is refueled by the car rental company. Please refuel prior to return.
Preferred Transportation Between Universities
To reduce costs and environmental impact, the preferred method of travel between Chicago and Champaign and Chicago and Springfield is Amtrak or Greyhound (see Inter-University Travel). The state employee discount on Amtrak reduces the cost of one-way travel.