Car Rentals
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 for business travel 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.
Hertz is Columbia University's preferred car rental supplier for employees, faculty, and students traveling on official University business or academic activities.
When booking through Concur Travel or Direct Travel, travelers receive Columbia's negotiated Hertz rates and program benefits, including applicable insurance coverage provisions.
Travelers may also enroll in the Hertz Gold Plus Rewards® program at no cost for a faster and more convenient rental experience.
Note: Car rentals for personal travel may not be booked through Concur Travel or Direct Travel. Personal travel reservations should be made through the Visitors & Personal Travel Portal.
The Purchasing Department continually evaluates opportunities to expand Columbia's preferred car rental program. Please check this page periodically for updates and additional supplier offerings.
Insurance Requirements
Domestic Rentals (United States)
For University-related business rentals with Hertz in the United States, including Alaska, Hawaii, and the District of Columbia:
- Do not purchase Loss Damage Waiver (LDW) coverage.
- Do not purchase Liability insurance.
- Columbia's agreement with Hertz includes both LDW and Liability coverage for authorized business rentals.
- Travelers will not be reimbursed for these insurance purchases when renting from Hertz.
Domestic Rentals with Other Suppliers
If Hertz is unavailable and another rental company is used:
- Loss Damage Waiver (LDW) must be purchased.
- Liability insurance must be purchased.
Travelers who have been issued a Bank of America Visa Corporate Card may be eligible for Auto Rental Collision Damage Waiver coverage when the entire rental is charged to the Corporate Card.
Important: The Visa Corporate Card benefit does not include Liability insurance. Liability coverage must still be purchased from the rental company. Please refer to the Visa Cardholder Benefit Guide for coverage details, limitations, and exclusions.
International Rentals
For international rentals, whether renting from Hertz or any other rental company:
- Purchase Loss Damage Waiver (LDW) coverage.
- Purchase Liability insurance.
These costs are reimbursable for University-related business travel.
Vehicle Class & Reimbursement Guidelines
Travelers may be reimbursed for the rental of:
- Sub-compact vehicles
- Compact vehicles
- Intermediate/Mid-size vehicles
Larger vehicle classes may be reimbursed when justified by a business need, such as:
- Multiple travelers sharing one vehicle
- Transportation of equipment or materials
- Other documented business requirements
If a vehicle larger than an intermediate/mid-size car is rented, the business justification must be documented on the Expense Report.
Additional Reimbursable Expenses
The following rental car-related expenses are reimbursable when incurred for a business purpose:
- Fuel purchases
- GPS (Global Positioning System) rental fees
All authorized drivers must be listed on the rental agreement at the time of rental.
Questions
If you have questions regarding Columbia's Hertz program or require additional assistance, please contact [email protected].
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