Renting A Vehicle For University Business

University employees in need of a rental vehicle for official business are required to use Florida Tech’s contract with Enterprise National or Avis. When using Florida Tech's corporate contracts, this ensures the university's blanket auto insurance policy is automatically covered. With National/Enterprise, the damage waiver should be automatically included. With AVIS, it will come with insurance on the rental and the renter does not need to purchase the optional coverages. Please note other rental car companies are not covered by university insurance. The minimum age to rent a car is 25. The contract number should be provided at the time of reservation and pick-up, and it is the responsibility of the traveler to ensure that the contract terms are applied. The traveler is expected to rent a mid-size or smaller vehicle unless a larger car is required based on the number of bags and/or travelers in the group. Reimbursable costs include the following: daily rental fee, mileage fee, and tolls. Any additional expenses associated with a car rental incurred for personal reasons, including personal accident insurance, GPS, or Roadside assistance, will not be reimbursed.  For further information, here is the eMarketplace for rental vehicles Office of Financial Services - Car Rentals - All Documents (sharepoint.com).

It is required that the traveler (in the U.S. or another country) fill the gas tank before returning the vehicle, to take advantage of lower gasoline costs.

If an insurance claim becomes necessary, the renter should notify their supervisor and the Office of Compliance and Risk immediately, and a copy of the rental agreement should be submitted to the Office of Compliance and Risk Management. If the traveler is renting a car in another country, it is required that the traveler purchase insurance at the time of rental.

Personal Vehicle for University Business

Use of Personal Vehicle for University Business and used for business purposes is not covered by the university’s insurance. All drivers are insured by their own insurance. The university recommends that the traveler have the appropriate personal automobile insurance. The insurance must meet the liability insurance requirements of the motor vehicle financial responsibility laws of the state in which the employee lives. The university does not cover deductibles or other costs associated with being underinsured. Please see Travel Policy for additional information regarding the use of personal automobile and travel reimbursement.