Travel

Rental Car

  • The university established negotiated rates with preferred vendors that should be utilized when possible.
  • Employees must request a standard/mid-size car when renting a vehicle for business travel.
  • 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 the total daily rate for the number of business days, the weekly rate amount will be reimbursed.
  • Insurance
    • Purdue is self-insured for damage exposure on vehicles used by staff traveling on domestic university business. Therefore, the Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) offered by the rental company should not be purchased as they will not be reimbursed.
    • Rental car usage on international business travel requires the purchase of full insurance coverage: this includes liability insurance, and Loss Damage Waiver (LDW) and Collision Damage Waiver (CDW) insurance offered by the rental car company. The cost of this insurance is reimbursable.
    • Other insurance options such as Personal Accident Insurance (PAI), Supplemental Liability and Personal Effects (PEC) coverage is not reimbursable for domestic or international rentals.
    • Insurance questions should be directed to Risk Management Office at the West Lafayette campus by calling 765-494-7695.
  • Traffic fines, court cost, parking violations, etc. are not reimbursable. 
  • Expenses subject to documentation requirements.