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Check With Your Department First
Enterprise Car Rental Courtesy (non-mandatory) Contract effective 8/1/04 - 9/31/06

Enterprise Charge Card Request
Other Car Rental Agencies
Personal Car and Mileage

Driving Your Own Car

Driving Instead of Flying

Daily Commute

Driving To/From Airport

Shuttle Express
Airport Parking
UW Motor Pool (Seattle area car rentals)
Insurance Coverage

Check With Your Department First

Enterprise Car Rental Courtesy (non-mandatory) Contract

The Enterprise corporate account/customer number 45WA033 coverage applies only to rentals in the continental U.S., Alaska, Hawaii and includes:

A compact, intermediate or full size car.
Unlimited free mileage with the daily rental rate in most situations.
Collision/Loss Damage Waiver (CDW/LDW) insurance provides coverage for the rental vechicle if damaged or stolen.
Supplemental Liability Insurance (SLI) of $250,000 per person/maximum $500,000 per accident/$100,000 in property damage.
Minimum age for rental is 18. No young driver fees.
No loss of use charges.

Rates

Enterprise rates effective 8/1/04 - 9/31/06.

Allowable reimbursment is up to a full size class unless business justification is provided .

New York (All Airports and City) add $18 to daily charge.

Daily	Weekly	Hourly	Vehicle Class
$27.00	$159.99	$7.00	Compact, including Hybrid (when and where available)
$28.00	$164.99	$7.00	Intermediate, including Hybrid (when and where available)
$30.00	$179.99	$7.00	Full Size
$52.00	$304.99	$13.00	SUV and Off Road
$65.00	$384.99	$16.00	Minivan 12 Passenger
$52.00	$304.99	$13.00	Minivan 15 Passenger
$40.00	$234.99	$10.00	Cargo Van

One-Way Drop Fee

Miles	Price per mile
1-25	$0
26-50	$0
51-100	$0
101-250	$.50
251-500	$.50
501-1000	$.25
1001-2000	$.15

No One-Way Drop Fees Between

Seattle	Olympia
Spokane	Pullman
Portland	Eugene
Port Angeles	Seattle

Reservations

Reservations must be made at least 24 hours in advance on local rentals and 7 calendar days in advance on one-way rentals or hybrid (when and where available). You may book reservations as follows:

Book online.

Call Enterprise 24/7 Reservation at 800 Rent A Car (800-736-8222).

Call 1-866-875-0467 for any one-way rentals.

Call the local Enterprise office directly.

Make the reservation through a State contract travel agency.

Make the reservation through the State internet provider, Boersma.

Reference the corporate account/customer number 45WA033.
Reference "WAS" as the first 3 characters of the company's name.
Decline the collision/loss damage waiver (CDW/LDW) and the supplemental liability insurance (SLI) because it's included in the contract.
Decline promotional rates. These rates do not include the provisions of the contract.
Decline Personal Accident Insurance or the Personal Effects Coverage unless you want to pay for it yourself.

At the Enterprise counter

If your reserved vehicle class is not available when you arrive, Enterprise may offer you a different vehicle as a substitution which would be covered under the UW contract.
Verify the daily rate with your reservation information.

While you have the car

Keep track of your gas and parking expenses. Receipts are required for expenses over $50. Receipt is required regardless of cost for the the car rental.
If your rental car is in an accident, follow the Enterprise guidelines given to you when you picked up the car.
Re-fuel to the top of the tank prior to returning the vehicle to avoid fuel charges.

Payment

You may use your UW Travel Charge Card for payment.

When you get home

Attach the itemized car rental receipt or the finalized rental agreement that list the actual amount paid (regardless of cost) and any additional receipts for expenses over $50 to your Travel Expense Voucher (TEV) for reimbursement.

Frequent Renter? Faster Service?

Enroll in Enterprise Express Lane - an express check-in service.
Renters must have a credit card in their own name to enroll.
Once enrolled, the UW contract provisions and your personal information are stored in Enterprise database. Never sign another rental agreement again at any participating Express Lane locations.

Enterprise Charge Card Request

An Enterprise charge card is also available for travelers who do not have a UW Travel Charge Card. Email the Travel Office and request an Enterprise charge card. Provide a budget number (which will be charged once the Travel Office receives the monthly Enterprise statement), name of the renter, department contact and a Enterprise charge card will be issued to the traveler. The charge card may be mailed or picked-up.

Each Enterprise charge card is a one time use. Returned the card to the Travel Office immediately after the trip with the final itemized rental agreement and submit a copy of the final itemized rental agreement to your department.

Other Car Rental Agencies

You will need to accept the collision/loss damage waiver insurance if you rent from another car agency and do not use your UW Travel Charge Card for payment. See Car Insurance Coverage.

In order to ensure the rental is used only for university business, the individual listed on the rental agreement as the driver must be the person traveling on university business. The entire rental expense is not reimbursable if any person not on university business is listed as a driver.

Personal Car

Driving Your Own Car

If you drive your own car on University business, you are reimbursed the applicable mileage rate for each mile driven. The mileage rate reimbursement includes the wear and tear on your car and the cost of gas.

Separate "point-to-point mileage" (driving to your destination using the most direct route) from "vicinity mileage" (driving within your destination).
- Point-to-point: Use Mapquest or the car mileage and rates table to calculate point-to-point mileage. You must include supporting documentation (i.e. a Mapquest or the car mileage and rates table printout) for reimbursement.
- Vicinity miles: Use your odometer reading to calculate vicinity mileage (eg. picking up samples, visiting various sites within a central destination, conducting interviews, etc.) and include a mileage log with your TEV.

Driving Instead of Flying

If you choose to drive your own car instead of flying, you are reimbursed the applicable rate for each mile driven up to the lowest available coach fare for the same trip as evidenced by a comparison itinerary or through Boersma. Since you must select travel options that are most economical to the State/University, the following are acceptable means to identify if driving would have been more economical than flying.

Obtain a printout of a comparison itinerary PRIOR to the trip with the UW business flights you would have taken from a state contract travel agency or an internet provider. This comparison itinerary must be priced at the lowest available coach fare and printed with the same date that the actual trip was taken. You may be reimbursed the applicable rate for each mile driven OR the value of the comparison itinerary, whichever is LESS.

If you did not obtain a comparison itinerary PRIOR to the trip, the Travel Office will use Boersma (the state contract internet provider) to identify the lowest available coach airfare for the UW business flights you would have taken. Since past airfares are not available, the Travel Office will, to the best of their ability find the lowest available coach fare using the same days of the actual travel. You may be reimbursed the applicable rate for each mile driven OR the lowest available coach airfare as identified in Boersma, whichever is LESS.

You may also receive meals and lodging reimbursement according to the guidelines.
You are responsible for your own car insurance. If you are in an accident, your insurance is the primary coverage.

Daily Commute

Daily commute transportation expense between your official residence and official duty station is not considered travel status and therefore a personal obligation and is not reimburseable.

Working during hours or days that you are not normally scheduled to work does not entitle you to reimbursement for transportation mileage expense incurred between your official residence and your official duty station.
When you are assigned to work at more than one location in addition to your official duty station, you may be reimbursed only for the local miles driven between the work locations.

Driving To/From Airport

If you go in or off travel status on a day you are regularly scheduled to work (regardless of the time), you may be reimbursed only for the miles between your offical duty station and the airport. For example, 20 miles one way is allowed if your official duty station is the Seattle campus.

If a third party drives you to or from the airport on a regularly scheduled work day, you may be reimbursed the round trip mileage between your official duty station and the airport. For example, 40 miles round trip is allowed if your official duty station is the Seattle campus.
Exceptions are weekends and holidays when you may be reimbursed for mileage between your official residence and the airport.

Shuttle Express

Offers discount to UW travelers. Pick up and drop off offered only at Lander, McMahon, Mercer, or Terry hall.

Airport Parking

The courtesy (non-mandatory) airport parking contract #15103 is with Jet Airport Parking at Jet Motel effective 1/15/06 - 1/14/07. It is located at 17300 International Blvd, SeaTac / (206) 241-2141.

Contract features:

$6.50 plus taxes per day
A 24/7 lot attendant
Lighted, fenced, secured lot
An overflow lot (when the first lot is full)
Valet parking
1 hour grace period
Free shuttle to/from airport
Covered waiting area
Push button 93 on any courtesy board at the baggage claim to call the shuttle
Average wait is 5 minutes

The following guidelines apply:

You must show a valid driver's license and your UW JP Morgan Chase travel charge card or driver's license and a letter on UW letterhead stating your are on official business and the dates of travel.
If you combine personal travel with UW business, Jet Airport Parking will not honor the contract price for the personal portion of the parking bill.

UW Motor Pool

Car rentals originating within the Seattle area for authorized drivers & passengers. Departments may also rent through other car rental agencies on the behalf of a visitor.