Procedures for Renting Vehicles for Use on Behalf of the University of Dayton

The following information has been determined by the UD Insurance Review Committee and is presented by UD’s Environmental Health & Safety/Risk Management during the driver's training classes. The information includes procedures to follow when renting a vehicle on behalf of the University.

An individual must be a UD-certified driver to have insurance coverage when driving a rental vehicle on behalf of the University. Driver certification training is provided by the Office of Environmental Health & Safety/Risk Management. Information regarding classroom training schedules and online training may be found at http://campus.udayton.edu/%7eUDCampusPlanning/EHSRM/.

Enterprise/National Car Rental (pdf)

In the case of a certified UD employee at-fault accident involving a rental vehicle, the University has liability and medical insurance which would cover the other party’s vehicle and would cover injuries to occupants of all vehicles. However, since the University self-insures for property insurance, it is necessary to purchase the additional property insurance (sometimes referred to as “loss damage waiver”) from the rental agency unless it is covered through the credit card company, see details below.

If you have the Diners Club card or have received approval to use the PCard for renting vehicles, the Diners Club card and PCard (VISA) may cover the loss damage waiver, therefore you can decline the additional insurance from the rental agency. Please note that the credit card companies pose certain exceptions, please see the list below. If you are uncertain of coverage, please call Diners Club travel assistance at (800)234-6377 or JP Morgan Chase/VISA (PCard) at (800)847-2911 to ensure that your rental choice is covered. Keep in mind that when renting, the primary driver’s name must match the credit card that is used for payment of the rental and all authorized drivers must be listed on the rental agreement.

Exceptions/requirements regarding coverage from credit card companies:

• PCard and the Diner’s Club card do not provide insurance for a vehicle rented for 31 days or more, in these cases the renter must take the additional insurance for property.
• PCard and the Diner’s Club card provide coverage for all sizes of vehicles. Coverage is available for vans manufactured and designed to transport people that are designed to seat 8 people or less, including the driver. Therefore, the additional insurance must be taken from the rental agency when renting 12 or 15 passenger vans.
• PCard and the Diner’s Club card do not extend coverage to trucks, RVs or cargo vans. SUVs are covered but only for road use.
• If using any other credit card, you will need to accept the additional insurance for "property" only. This particular insurance covers the rental vehicle. It is not necessary to take additional insurance in order to cover the occupants.

Reporting Accidents or Damage to Rental Vehicles

The procedure for reporting an accident involving a rental car is similar to reporting an accident while driving a UD-owned vehicle. Please refer to the UD “Vehicle Use and Drivers Training Policy” as handed out during the drivers training courses. Accidents or damage must be reported to EH&S/RM within 24 hours. Call (937)229-4503.

In the event of an accident, immediately notify the local law enforcement agency. It is very important that a police report is taken at the scene of the accident. Please obtain names and phone numbers of all parties involved, including their insurance information and obtain contact information from any witnesses.

In the event of an accident, the additional insurance that was taken from the rental company will cover the damages to the rental car. If other parties are involved in the accident, especially if the UD driver was at fault, you will be asked to provide proof of insurance. It is required that prior to traveling in a rental vehicle that you obtain a University insurance ID card from Environmental Health & Safety. You may also provide the contact information for our office to the involved parties: (937)229-4503, hours 8:30 to 4:30 pm Monday through Friday.

Please note that regardless of the circumstances regarding the accident or damage to the rental vehicle, it is very important that you contact Environmental Health & Safety/Risk Management as soon as possible in order to report the details of the incident so that we may proceed with processing the claim. 

Speedway Super America Fueling Instructions

1. Tell cashier this is a UD charge. Cashier will authorize pump to fuel.
2. Fuel vehicle and return to cashier.
3. Cashier will swipe credit card which is kept at the counter.
4. You will enter the following information on the handheld device at the counter:

• Pin number is always 1664
• Driver id number which is the employee id number minus the ending digit which is the number of times your card has been replaced. If the id number starts with zero the zero is dropped also.
• Vehicle number which is the UD assigned vehicle number
• Account number
• Vehicle mileage

The only information the reader verifies for accuracy is the pin number and the driver id number. Please be sure to enter the other information correctly as this is how the fuel is charged to your account number. If you have any questions or problems when fueling please call 229-2641 and ask for Sondra Harris.