Find the requirements and restrictions involved in booking car rentals.
Rent vehicles only when less expensive comparable transportation is unavailable.
Columbia Travelers may make car rental reservations via the Concur Travel Online Booking Tool. To qualify to rent a vehicle, the renter must present at the time of rental a current driver’s license and valid corporate or personal credit card in the renter's own name with available credit. Car rental reservations cannot be direct billed to a 3rd party credit card. At the time of rental, an authorization hold will be secured on the credit card provided, to cover the estimated rental charges and any additional charges that may be incurred. Renters who are planning on using a debit card to pay for a car rental, must contact the individual car rental company directly prior to booking the car, for rules and restrictions when paying with a debit card. For standalone car reservations booked in Concur with no air or rail, a booking fee of $5.00 will be charged to the card selected.
Car sharing companies, i.e. booking platforms that allow renting from other car owners, may not be used and rentals booked via a car sharing company will not be reimbursed.
If booking an international car rental, some foreign countries require renters to have an International Drivers Permit (IDP) in addition to a valid driver’s license to drive legally and enforcement may vary based upon car rental supplier as well as renting country. Travelers are advised to check with the individual car supplier on documentation required, prior booking an international car rental.
To learn how to book car rentals in Concur Travel, visit Video: Using Concur Travel to Purchase Domestic Air, Hotel, and Rental Car.
Columbia University's preferred car rental supplier is Hertz, for use by employees, faculty, and students when traveling on University-related business and/or studies.
Free enrollment is available in the Hertz Gold Plus Rewards® program for a faster and easier rental experience.
Columbia University discounts and insurance coverage with Hertz are available when booking through Concur Travel or via World Travel Inc., (WTI).
The Purchasing Department is continually looking to add additional car rental providers to our preferred car rental program, and we encourage you to check this site periodically to learn about new program offers.
Domestic Car Rentals: When renting a car from Hertz, the University’s preferred car rental supplier in the US, including Alaska, Hawaii and the District of Columbia, do not purchase Loss Damage Waiver (LDW) and/or Liability insurance as the University has negotiated the inclusion of Loss Damage Waiver (LDW) and Liability insurance for University-related business rentals. Travelers will not be reimbursed for this expense if renting from Hertz, the University's preferred car rental supplier.
If the University preferred car rental supplier is not available, other car rental companies may be used. However, Loss Damage Waiver and Liability insurance must be purchased when renting from other car rental suppliers. Note – University travelers who have been issued a Visa Corporate Card by Bank of America are covered with Auto Rental Collision Damage Waiver, when the entire rental is paid for with the Corporate Card. The Visa Corporate Card does not include Liability insurance which must be purchased by the renter. Important information on Visa’s Auto Rental Collision Damage coverage, as well as inclusions and exclusions may be found on the Visa Cardholder Benefit Guide.
International Car Rentals: If renting from the designated University car rental supplier Hertz, or ANY car rental company in any international location, the Loss Damage Waiver and Liability insurance must be purchased.
Reimbursement for car rentals may be for sub-compact, compact, or intermediate/mid-size classifications for individual travelers. Reimbursement will be made for larger vehicles in exceptional cases (i.e., several travelers in one car, equipment being transported, etc.), which must be documented. If a car is rented above the compact or intermediate/mid-size car rate, document the business purpose on the Expense Report that required the vehicle upgrade.
Travelers may be reimbursed for gas purchases for rental cars.
Expenses for GPS (Global Positioning Mapping) devices when renting a vehicle are reimbursable with a business purpose.
All authorized drivers must be listed on the car rental contract at the time of rental.
The traveler must obtain and submit an original receipt from the car rental agency that includes:
- The dates and points of rental
- The car class, i.e. compact or intermediate/mid-size
- Total amount of the rental
- Proof of payment
Still have questions?
Routine travel questions may be emailed to World Travel, Inc.
For all other questions, visit our Finance Service Center.