Financial Administration

Vehicle Rental Usage Chart

Situation
Rental
Can State P-card be used?
Reimbursement
Employee travels with spouse or other non-UW employee who is not involved in state business. Cannot use the State rental contracts. Should use Big Ten National contract (ID #5766241). Must purchase CDW and liability insurance if another vendor used. No - may use the State travel card or personal credit card. Business use of the rental can be reimbursed, but reimbursement is limited to the lesser of the actual rental cost (for the business days) or what it would have cost using the State rental contract (items I through K of IX. Vehicle Rentals (Cars, Vans and Trucks).
Employee travels alone or with other UW employee but plans on using the rental for more than incidental personal use. Cannot use the State rental contracts. Should use Big Ten National contract (ID #5766241). Must purchase CDW and liability insurance if another vendor used. No - may use the State travel card or personal credit card.  Business use of the rental can be reimbursed, but reimbursement is limited to the lesser of the actual rental cost (for the business days) or what it would have cost using the State rental contract (items I through K of IX. Vehicle Rentals (Cars, Vans and Trucks).
Employee travels alone or with other UW employee and intends on using the rental for strictly business use with some incidental personal use. Must use the UW contract vendor, if available, or can use a non-contract vendor if the cost, including CDW and liability, is less than the contract vendor. Yes - must use the State P-card or travel card. Business use of the rental is reimbursable (item I of IX. Vehicle Rentals (Cars, Vans and Trucks).