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Rental Cars

Rental car expenses are reimbursable for UNCW employees. The employee will have to pay for the cost of the rental upfront and the University will reimburse the traveler after the trip is over. Additional insurance, GPS charges or upgrades are not reimbursable. In addition the compact or standard car should be rented unless additonal people are traveling and a larger vehicle is needed. Additional drivers are not allowed except when sharing the car with another UNCW faculty/staff member traveling on the same trip. Please note the other traveler’s name and travel number in the notes section. To enter this expense in E-travel you would select transportation and click on Rental Car. For additional information on how to process in E-Travel please see our Step-by-Step Guide for E-Travel.

Enterprise Rent-A-Car is under contract with the state. Therefore, employees should use only is company for car rentals.

Billing for Rental Car

Local Rentals

  1. Charge the cost of the rental to your employee UNCW American Express Card and request reimbursement in E-Travel with any other reimbursements upon completion of the trip.
  2. Charge the cost of the rental car to your UNCW Visa Travel Card.
  3. Use a personal credit card and request reimbursement in E-Travel with any other reimbursements upon completion of the trip.

Out of Town Rentals

  1. Charge the cost of the rental to your employee American Express Card and request reimbursement in E-Travel with any other reimbursements upon completion of the trip.
  2. Charge the cost of the rental car to your UNCW Visa Travel Card.
  3. Use a personal credit card and request reimbursement in E-Travel with any other reimbursements upon completion of the trip.
    Downtown

Supporting Documentation

  1. Rental vehicles require original paid receipts showing $0 balance due. 
  2. We will accept a credit card statement showing full payment to the rental agency along with the original receipt that shows a balance due.

Before Renting a Vehicle

Is your MVR Report up to date?

MVRs should be pulled at least annually for infrequent drivers and every 6 months for frequent drivers. Requests can be sent to the UNCW Police general email with “MVR Request” in the subject line. If the need is immediate, then a request can be sent to Major Chris Bertram. The reports are free. In general, they will receive a “clear” or “not clear” and any “not clear’ will need to be further investigated by Risk Management before approval to drive will be granted. This will be departmental responsibility and you should not be asked to do this on their behalf.

Is your required vehicle training up to date?

State of NC requires all drivers to have Safe Driving training whether driving a Sate or rented vehicle. We also require 15-Passenger Van training for anyone wanting to drive such or similar. They both recertify every 2 years. The training is available online (and only take about 10-15 minutes each) and they can contact me directly to be set up in the system (toddd@uncw.edu).

Certificates should be printed or saved in case proof of completion would be required in the future. Aux. Services requires copies of the certificates of completion before they allow drivers to pick up their vehicles. Again, this is the driver’s responsibility and should not ask you to act on their behalf.

Insurance

Please decline collision damage waiver and supplemental liability protection when renting a vehicle for business travel. The rental car rates include the insurance protection and the state automobile insurance policy provides coverage to employees renting for official university travel.

Prices for Rental Cars

  Enterprise
Compact $34.00
Intermediate $36.00
Standard $37.50
Full-Size $39.00
12-15 Passenger Van $85.00
Medium SUV $57.00

For the Compact, Intermediate, Standard and Full Size vehicles there is a mileage limit of 2500 miles per trip.

For the Mini Vans and SUV's if the rental is from the local branch on College Road they are going to wave the mileage limit. However, this can only be done at the College Road office. All other reservations made at other locations there is a mileage limit of 150 miles per day. Fifteen pasenger vans have a 150 miles per day limit, anything over 150 will be charged excess mileage.

Enterprise Rent-A-Car and National Car Rental

Enterprise Rent-A-Car and National Car Rental should be utilized for vehicle transportation if you are unable to secure a state vehicle for the proposed time period.  Enterprise Rent-A-Car has 6 locations in the Wilmington area to service your local needs and they service all major airport locations for your nationwide travel needs.

Reservations for a Student Groups with Enterprise

Lost Receipt

  • You can pull your receipts up on www.enterprise.com. Under the reservation section of the main page, you will find multiple blue hyper links. Choose the link titled “print your receipt”. Type in your name and driver’s license number and it will bring up your last 6 months worth of receipts.

Additional Services and Benefits of Enterprise Rent-A-Car's Business rental program:

 

Enterprise Rent-A-Car has over 200 offices in North Carolina and 6800 across the country.  Wherever you may travel, convenience is only a phone call away.  24 hour roadside assistance.

Vehicle Variety

Enterprise offers over 50 makes and models of vehicles.  Cars range from economy cars to luxury sedans.  Specialty vehicles are also available such as cargo vans, minivans, sport utility vehicles, 15 passenger vans and pick up trucks.

Leave the Claims to us

You can take the worry out of travel by using Enterprise and the insurance is included.

Rental Requirements

Age of Drivers

Enterprise Rent-A-Car is one of the few rental companies that will rent to drivers 21-25 years of age with no additional surcharge in most locations.  All drivers must have a valid driver's license and a major credit card

Additional Questions

  1. Please refer to the UNCW travel policy: www.uncw.edu/travel/
  2. Refer to the state rental car contract:  www.doa.state.nc.us/PandC/975a.pdf
  3. Contact Sarah Bardwell, Regional Corporate Account Manager for Enterprise Rent-A-Car at 910-798-2407 or Sarah.Bardwell@ehi.com

 

Wilmington Locations

College Location

1437 S. College Rd.

Wilmington, NC

910-397-9110

Offsite Airport

1930 Castle Hayne Rd.

Wilmington, NC

910-772-1560

North Wilmington

5601-B Market St

Wilmington, NC

910-799-4042

Market Street

4911 Market Street

Wilmington, NC

910-350-0435

Porter's Neck

8125 Market St

Wilmington, NC

910-686-9915

Monkey Junction

3722 Carolina Beach Rd

Wilmington, NC

910-791-8201

 


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