Automobile Rental Procedures

WITHIN THE UNITED STATES

Automobile Physical Damage Insurance

Employees renting vehicles with the permission of the University for University business purposes should decline any physical damage coverage, commonly called the collision damage waiver (CDW). This coverage is self-insured by the University and is handled by Risk Management. As in the University’s own fleet, a $500 deductible is applied to any department that has an at-fault accident. It is important to inspect any rented vehicle before driving it. Make sure any dents, scratches or other damages to the vehicle are noted on the rental form prior to leaving the rental office.

Automobile Liability Insurance

Boston University employees renting a vehicle with the permission of the University for University business purposes should not purchase additional rental liability insurance. The University’s automobile policy will provide excess coverage over the minimum coverage provided by the rental agency.

IT IS STRONGLY RECOMMENDED THAT ALL VEHICLES BE RENTED USING BOSTON UNIVERSITY’S CORPORATE CREDIT CARD WITH DINERS CLUB. Benefits under this card include primary collision/loss damage insurance up to the full value of the rental car. This not only helps the University, but also helps the department avoid a $500 deductible for any at-fault accident.

All vehicle rental receipts and the rental agreement, including both sides, should be kept on file in the department renting the vehicle. Also, the rental agency should be advised if others will be driving the vehicle as the agency may require the name of the individual(s).

Claim Procedures

If an accident occurs:

  1. Notify local authorities, exchange proper papers and ensure that any injured person receives the proper medical treatment. Do not leave the scene of the accident until you have attended to all matters.
  2. Complete the accident form with full details. Be sure to include the date and time of incident, names of other drivers, witnesses and details of any injuries. Forward this form to Risk Management as soon as possible, as well as to the rental company. If injuries are involved, please notify Risk Management and the rental company by telephone immediately.

FOREIGN LOCATIONS

Automobile Physical Damage Insurance

Departments renting a vehicle for business purposes outside of the United States, its territories and Canada, should purchase physical damage insurance offered by the rental agencies, unless the department is using Boston University’s Corporate Diners Club card. Departments using Boston University’s Corporate Diners Club card should not purchase collision damage insurance, since this coverage is automatically provided by Diners Club. It is important to inspect any rented vehicle before driving it. Make sure any dents, scratches or other damages to the vehicle are noted on the rental form prior to leaving the rental office.

Automobile Liability Insurance

For liability coverage, purchase just the minimum limits required by that country, which in most instances will be built into the rate. Do not purchase any additional liability coverage offered by the rental agency.

When possible, the vehicles should be rented from nationally known companies. A copy of the rental agreement, including both sides, should be obtained at the time of rental. Be sure to thoroughly read and understand the rental agreement before signing. The rental agency should be advised if others will be driving the vehicle, as the agency may require the name of the individual.

Whether it is a domestic or foreign vehicle rental, IF POSSIBLE, DEPARTMENTS SHOULD RENT A VEHICLE USING BOSTON UNIVERSITY’S CORPORATE CREDIT CARD WITH DINERS CLUB.

Claim Procedures

If an accident occurs, adhere to the following procedures:

  1. Notify the rental company and local authorities with full details of the accident. This includes the names of the other driver(s) and witnesses, along with details of any injuries. Retain a copy of all documentation.
  2. Report the accident to Risk Management upon return to the United States or immediately if any injury is involved.