Rental Vehicles

Contract Use Requirements

When it is determined that a rental vehicle is the most cost effective means of transportation, use of the contracted rental vehicle suppliers is required. The University participates in the Big Ten Alliance contract with Enterprise and National Car Rental. Eligible business renters are classified as all University authorized drivers age 18 and over. Authorized drivers 18-20 are restricted to domestic rentals only.

Rentals are limited to compact/standard/intermediate vehicle classes unless there are business needs that require larger classes of vehicles. Claims for reimbursement beyond standard/intermediate vehicle classes (i.e. trucks, vans, etc.) for reasons such as transporting extra passengers, carrying cargo or bulky equipment, etc., must be explained on the expense report.

Vehicle rental reimbursement is limited to the amount directly related to University business. If the traveler opts for a weekly rate because the total cost is less than if rented at the daily rate for the number of business days, the weekly rate amount will be reimbursed. If the traveler extends the rental for personal reasons, the weekly rate will be pro-rated and only the amount directly related to University business will be reimbursed.

Enterprise & National Car Rental-Contract Procedure 
(Please note, you will need a UWGB Login to Access)

Insurance Provisions

The Big Ten Alliance contracts include collision (CDW) and liability (LDW) insurance coverage for U.S. originating rentals. Employees must verify that the Big Ten or WSCA (State of Wisconsin) contract ID number is referenced on the rental agreement to assure contract coverage, appropriate terms and rates. Other or extra types of insurances are not reimbursable and must be declined.

Rental Vehicle Reservation Options

UW TravelWIse website - Concur must be used for all internet-based reservations utilizing the Big Ten contract with Enterprise and National. Utilizing Concur for reservations enables the contract booking ID to be automatically applied, ensuring that all reservations are under contract and appropriately insured.

Employees and students must be prepared to provide UW System identification and the UW System’s tax exempt wallet card to receive tax exemption on qualifying rentals (i.e. rentals originating in Wisconsin or participating States).
When traveling on University sponsored business the requirements of vehicle use and driver authorization must be valid for all drivers permitted to operate the vehicle under the vehicle rental agreement.

Driver Refueling

Drivers are responsible for refueling vehicles prior to return with the same level of fuel that they received at time of rental. The UW System will not reimburse vendor refueling or prepay fuel packages and the renter at vehicle pickup should decline these options. Receipts for gas are required to support reimbursement claims.


Approved payment methods for UW System vehicle rental reservations and guarantees are University Purchasing Cards approved for travel. Payment for the rental is due upon return of the vehicle and must be paid with a charge card in the driver’s name.

Reimbursement & Receipt Requirements

Rental vehicles require the rental agreement and receipt as provided upon vehicle return and any additional receipts for gas.