Saint Louis University

Car Rental

Travel and Entertainment Policy

Car rental reservations should be booked through the Concur booking tool or our travel advisor, TravelPlex.

The use of a rental car should be justified as a business need and not as a matter of personal convenience.  Travelers may rent a car to their destination or at their destination when approved by their departments.

  • Standard vehicles are only acceptable when: four or more employees travel together and share the rental, cars in authorized category are not available, the upgrade is at no additional cost, transporting large or bulky material, or pre-approved for medical reasons, i.e. drivers with disabilities. All car rentals must be with the University's preferred vendors or with a vendor offering a special daily rate at a cost considerably lower than the University's corporate rate(s):
    • Enterprise Rent-A-Car
      Discount I.D. #: XZ01333
      Via the booking tool, the University will reimburse up to an intermediate size car.
    • National
      Discount I.D. #: XZ01333
      Via the booking tool, the University will reimburse up to an intermediate size car.
    • Alamo
      Discount I.D. # 7014788
      Via the booking tool, the University will reimburse up to an intermediate size car.
  • Supplemental charges may apply in large cities.

Rental Insurance:

If you are renting or driving a vehicle on University sponsored business and require evidence of insurance coverage you must first complete a Motor Vehicle License Registration Check (MVLRC).

To complete a MVLRC please click HERE.

Once the MVLRC is completed you may contact Risk Management at 314-977-3952 to obtain a copy of the insurance card.

Departments are responsible for the first $1,500.00 of damage on all automobile claims in which the University makes a payment.

If a Department is involved in an automobile accident with a third party, and it is an at fault accident of the University Department, the Department is responsible for the first $1,500.00 of damage to the departments vehicle as well as the first $1,500.00 of damage to the third party's vehicle.

The University prohibits the use and/or rental of vans with a wheel base greater than 138 inches.

Travel within the United States - The University has a self-insurance program that covers vehicles rented for University-related travel. An insurance card indicating the policy coverage, insurance company, and policy number is available in Risk Management. Travelers should decline all insurance coverage when renting a vehicle in the United States. If the traveler accepts the insurance, they will not be reimbursed for this expense.

Travel outside the United States - Rental cars should not be used outside of the United States and Canada.  To obtain an exception to the rule, please contact Risk Management at 314-977-3952 or email Risk Management at riskmgmt@slu.edu.

GPS Global Mapping:

Expenses for GPS Global Mapping devices are not reimbursable.

At the time of rental, the vehicle should be inspected and any damage found should be noted on the contract before the vehicle is accepted.

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