Navigating Car Rentals at UCLA: A Comprehensive Guide
For UCLA students, faculty, and staff, understanding the available options for car rentals is essential for both university-related travel and personal needs. This guide provides a detailed overview of car rental programs, insurance coverage, and cost-saving strategies, ensuring a smooth and economical rental experience.
Car Sharing Programs for Students
Benefits of College Car-Sharing
College and university car-sharing programs offer a convenient alternative to car ownership, providing access to vehicles located directly on campus. These programs cater to students' transportation needs without the financial burdens of car payments, maintenance, and fuel costs.
- Accessibility: Enjoy 24/7 access to cars for off-campus trips.
- Cost-Effective: Low hourly rates that include fuel and damage/liability protection.
- Convenience: No need to purchase car sharing insurance or fuel.
- Age Requirement: Typically, students 18 or older are eligible at most universities.
Enterprise CarShare
Enterprise CarShare provides cars conveniently located at many universities, offering low hourly rates that eliminate the heavy costs of car ownership. These programs are also a great resource for faculty and staff, helping to reduce college or university transportation costs.
University of California System-Wide Car Rental Program
The University of California has established a system-wide car rental program with Enterprise, Hertz, National, Dollar, and Thrifty. These contracts offer business travelers economical pricing that includes comprehensive insurance for rentals within the United States.
Booking Through UC Travel Center
To ensure car rental reservations include UC preferred rates and insurance, it is crucial to contact UC Travel Center. Reservations can be made 24/7 using the UC Travel Center online booking tool, accessible by logging into Connexxus with your credentials.
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Insurance Guidelines for UC Employees
When renting a car for business travel within the United States, UC employees should decline the Collision Damage Waiver (CDW), Loss Damage Waiver (LDW), and Supplemental Liability (SLI). However, when renting in foreign countries, purchasing additional CDW/LDW/SLI insurance is recommended, even when booked through UC Travel Center, and the cost is reimbursable. Consulting with a UC Travel Center agent is highly recommended for international car rental reservations.
Concur Portal
Online booking is available through the Concur portal, using your UCLA Log-On ID (Single sign-on). Concur provides access to UC’s Systemwide Travel Program comprehensive rates and benefits for all those affiliated with UC. Direct billing is available for airfare and lodging, and Concur can also be used to book lodging, car rentals, and rail.
Important Considerations for Booking
Travel packages from internet vendors like Expedia and Orbitz may not itemize expenses, so it's best to avoid booking business-related travel through these vendors unless airfare, hotel, and rental car expenses are separately itemized. Adhering to University policy by using a UCLA preferred car rental company (Enterprise, Hertz, National, Dollar, and Thrifty) is essential.
Cost-Saving Tips and Reimbursement Policies
Avoiding Additional Insurance
Do not take the additional collision damage waiver (CDW), as the UCLA negotiated rate includes this coverage. Any additional insurance purchased is not reimbursable and will be at the cost of the traveler.
Receipt Requirements
University policy does not require receipts for expenses less than $75. However, UCLA School of Ed&IS best practices require original receipts for all expenses, as reimbursements are based on actual expenses. Original receipts are required for meal and incidental expenses claimed under the travel policy.
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Meal and Incidental Expenses
The meal and incidental expense maximum is $79/day and is not to be treated as a per diem. Expenses for meals incurred by employees who hold working business meetings while traveling on University business are reimbursable in accordance with the University’s policy on Entertainment, Business and Finance Bulletin BUS-79.
Occupancy Taxes
University employees traveling on official University business are generally exempt from occupancy taxes imposed by certain California cities or counties on transient rental rooms. However, some cities do not authorize exemptions for University employees, in which case the traveler may complete an exemption certificate if one is required.
Mileage Reimbursement
The current mileage reimbursement rate, effective January 1, is 67 cents per mile for the use of a personal car on business travel. Personal gas is not reimbursable if the traveler is asking for mileage reimbursement. Mileage reimbursement from home to the airport is allowable.
Travel Advances
Travel advances are normally granted to Graduate Students with limited appointments and/or to faculty/staff as an exception only for trips in excess of 30 days.
Alternative Car Rental Services: Lula
Lula is a car rental service designed specifically for college students, allowing users to rent cars from other students by the hour or day. Car owners can set their rental rates, and the service aims to cater to individuals under 25, who may face challenges with traditional car rental services.
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Lula's Features
- No Underage Fee: Lula has no underage fee, making it accessible for younger drivers.
- Flexible Pricing: Car owners can set the price of their cars, with the average car costing around $7 per hour or $20 a day.
- Weekend Use: Most users rent cars on the weekend for road trips.
Considerations for Using Lula
The availability of cars for rent depends on the number of car owners participating in the service.
Insurance Coverage for Rental Vehicles
Local Use
Rental agreements made through Travel are assured coverage for physical damage to the rental car and liability for property damage and injuries to third parties arising out of the operation of the rental vehicles by University-authorized drivers. Rental agreements made with private rental car companies by a department may not include insurance coverage otherwise provided to the University, potentially exposing the University traveler and their department to financial loss.
Out-of-Area Use
For out-of-area business trips, rental car arrangements should be made through the UCLA Travel Center. Car rentals secured through Travel Services are covered for liability and physical damage through the University's self-insurance program. If departments make rental arrangements directly, it is important to use a rental car company that has an agreement with the University. Insurance will be provided for the UC employee only while on UC business.
Additional Options and Considerations with Enterprise
Damage Waiver (DW)
DW is offered at the time of rental for an additional daily charge, ranging between $16.99 and $100.00 per day depending on the type of vehicle rented. If the renter accepts DW, Enterprise waives or reduces the renter’s responsibility for loss of, or damage to, the rental vehicle, subject to the terms and conditions of the rental agreement and applicable laws. The purchase of DW is optional and not required to rent a car.
Extended Protection (EP)
EP provides third-party liability protection up to $1 million per accident for bodily injury and/or property damage to others arising out of the use or operation of the Owner rental vehicle by Renter or an AAD, subject to the terms and conditions of the policy. EP includes UM/UIM coverage where required by law.
Fuel Options
Renters can choose to pay for fuel at the time of rental and return the tank empty or pay at the end of the rental for fuel used but not replaced.
Licensing Requirements
Customers should check with the appropriate Department of Motor Vehicles in the States or Provinces in which they intend to travel to ensure compliance with their various licensing laws. Digital licenses are not accepted. Customers with a driver's license from Mexico may be required to present a valid voter registration card from Mexico.
Vehicle Restrictions
Renters of certain vehicles must be 25 years of age or older.
Personal Effects Coverage (PEC)
PEC is offered at the time of rental for an additional daily charge, insuring the personal effects of the renter, additional drivers, or any individual who is traveling with the renter against risks of loss or damage. The purchase of PEC is optional and not required to rent a car.
Roadside Assistance Protection (RAP)
Renter may purchase Roadside Assistance Protection (RAP) from Owner for an additional fee. If Renter purchases RAP, Owner agrees to waive Renter’s responsibility for the cost to provide 24/7 roadside assistance, which includes replacement of lost keys, flat tire service, lockout service, jumpstarts, and fuel delivery service.
Age Requirements
All renters and additional drivers must be 21 or older and have a valid driver’s license and a major credit card or debit card in their name. The underage surcharge for drivers between the ages of 21 and 24 is $25 per day.
Supplemental Liability Protection (SLP)
SLP is offered at the time of rental for an additional daily charge. If accepted, SLP provides the renter and authorized drivers with up to $300,000 combined single limit for third-party liability claims. The purchase of SLP is optional and not required to rent a car.
Connexxus: UC-Wide Travel Program
Connexxus is a UC-wide travel program that offers University travelers excellent pricing options for airfares, hotels, and car rentals through a secure web portal.
Benefits of Connexxus
- Reduced car rental rates with full insurance coverage from Hertz, National, and Enterprise.
- Significant hotel discounts from Marriott, Starwood, and Wyndham hotels.
- Air travel discounts on American, Continental, Delta, Jet Blue, and Virgin America.
- A special UC Rapid Rewards Program on Southwest Airlines for Connexxus travelers.
Booking Through Connexxus
Reservations can be booked via the Connexxus portal. Log in using your credentials, click Book Online, and then click on the Personal Travel tile. UC requires that an economy, compact, or intermediate model be requested, unless a no-cost upgrade is provided.
Vehicle Restrictions
UC Employees and Students are restricted against renting vans with ten people, including drivers for UC business-related travel, as regulations require the driver to have a Class B driver's license.
Personal vs. Business Use
Only National and Enterprise extend UC’s contract coverage to include personal days.
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