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Need Help?
Call 459-2311
buy4me@ucsc.edu
University Business Services
UC Santa Cruz
1156 High Street
Santa Cruz, CA 95064-1077
© UC Santa Cruz
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Vehicle Rentals
Summary: Learn about rental options for employees who need to use a vehicle for University business.
Vehicles may be rented from UCSC Fleet Services or from various pre-approved rental companies. Any vehicle rented from Fleet Services or through a UC Agreement can only be used for University business.
Fleet Services
UCSC Fleet Services maintains a pool of sedans and vans available for your department needs on a daily or monthly basis. Rates are available on the website, when you click on the Reservation Form link. To reserve a vehicle from Fleet Services, complete and submit the web form. For assistance call 459-2228.
UC-Approved Vehicle Rental
- UC maintains agreements with several pre-approved vehicle rental companies.
- Always attempt to use one of these agreements to rent a vehicle for University business travel.
- Departments may complete rental service transactions for employees if the vehicle is rented using one of the pre-approved rental agreements.
- Only UCSC employees on University business may utilize a UC Auto Rental agreement.
- Follow the steps provided on the University of California Rental Car Agreements page to check rates and to rent a vehicle.
Exceptions to Using Agencies with a UC Agreement
- When an area is not serviced by an approved rental company
- Vehicle cannot be provided by an approved rental company
Central Purchasing must approve all purchases of vehicle rental services from non-approved rental companies.
Restrictions on 15-Passenger Vans
UC Employees and Students are restricted from renting 15-passenger vans from rental car agencies for business or class activities due to safety concerns. This is due to the National Highway Traffic Safety Administration's (NHTSA) determination that 15 passenger vans are unsafe in certain circumstances and more testing and studies are required.
Insurance
UC Insurance Requirements depend on who owns the vehicle and what gets damaged. Requirements for University vehicles, rental vehicles, and personal vehicles are listed below.
| Type of Vehicle |
Liability
(injury and damage to others) |
Physical Damage
( collision and comprehensive) |
| 1. University Vehicle |
BUS-69: Automobile Self-Insurance Program (2/12/2007) |
2. Rental Vehicle
from companies w/UC Contract
UC Systemwide agreement www.ucop.edu/purchserv/access.php
Must use UC ID Number |
Rental company provides primary coverage under the UC contract. The employee does not need to purchase SLI* as it is included in the negotiated rate under the contract.
BUS-69: Automobile Self-Insurance Program |
Rental company provides primary coverage under the UC contract. The employee does not need to purchase CDW/LDW** as it is included in the negotiated rate under the contract. (No insurance is provided by the University.) |
3. Rental Vehicle
from companies without UC Contract
- NO UC contract
- All rental car companies outside continental U.S., including Canada, Alaska & Hawaii
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BUS-69: Automobile Self-Insurance Program |
| 4. Personal Vehicle |
Employee's personal insurance is primary. Employee must maintain liability insurance as required under University Travel Policy G-28
BUS-69: Automobile Self-Insurance Program is excess. *** |
Employee's personal insurance is primary. (No insurance is provided by UC.) Under University Travel Policy G-28, the department may reimburse employee up to $500 or the deductible, whichever is less. |
- *SLI: Supplemental Liability Insurance
- **CDW/LDW: Collision or Loss Damage Waiver
- ***Excess: the University's liability insurance provides coverage beyond (or in excess of) the limits provided by the primary insurance, whether that primary insurance is provided by the rental car company or the employee's personal auto insurance. That is, if a loss exceeds the insurance limits of the primary, then the excess covers the difference.
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Last revised: December 12, 2008 (am)
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