Renting a Vehicle for University Business


An individual must be a UD certified driver to be covered under the University insurance when driving a rental vehicle on behalf of the University. If you are not a certified driver, please complete the Driver Certification training process.

The University has established a contract with Enterprise for car rentals and cargo vans for use when conducting University business. Indicate Rental Contract ID: XZ38Y40 when making a reservation.

Exclusions: The rental contract does not include box trucks. Therefore, drivers renting box trucks (or vehicles other than cars and cargo vans) to conduct UD business are strongly recommended to purchase the additional insurance offered by Enterprise. 

Enterprise Offices:
Downtown:  500 N. Main St., Dayton, Ohio 45405; 937-228-4555
Kettering: 280 Loop Rd, 45459; 937-291-9020
Toll Free Number: 1-800-736-8222 (800-rentacar)

NOTE:  The Rental Contract ID applies to UD business or UD events only; it does not cover personal use.

A brief summary of the benefits of the rental contract includes: 

- Offers favorable rates that include the cost for insurance protection. Renting a standard size car for a day trip to Columbus is less costly for a department then to reimburse mileage for the use of a personal vehicle.

- Includes one million dollars of liability coverage. This “Auto Physical Damage” coverage eliminates many small claims, eliminating the University time required to process these claims as well as having these claims charged back to the University.

- The lower driver age (18 except for 15 passenger vans which requires the driver to be 21) is usually not available on single contracts.

- Emerald Club membership is available to all drivers. The benefits of a Emerald Club membership are:
     *Bypass the counter: Bypass the rental counter and go directly to the Emerald Club Aisle at more than 50 major airports in the U.S. and Canada.
     *Choose your own car: Don't waste time looking for your assigned car - just choose any car from the Emerald Club Aisle and be on your way.
     *Choose your rewards: Choose Free Rental Days or your favorite frequent traveler program.

If you are not renting though Enterprise Rental, we strongly recommend that UD employees and students accept the additional insurance for the rental vehicle. This type of property insurance which is sometimes referred to as “loss damage waiver” or “collision insurance”, provides complete coverage should anything happen to the rental vehicle, whether it be due to an accident or vandalism. This is important since in the event of an accident, the University's insurance coverage does not include coverage to the rental vehicle itself.

- If you have additional questions regarding insurance coverage, would like to know when you last completed the driver certification, or need an insurance card prior to a trip, please contact our office at 937-229-4503 and we will gladly assist. 

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Margie Keenan

St. Marys Hall 301 +1642