Car Rentals

Employees should seek out moderately priced automobiles to minimize the cost to the university.

For sponsored funds, if you have an upgrade to your rental car over the standard/economy rate and feel you have a valid justification please review with SPA and they can help determine if the entire cost is allowable on a sponsored fund(s).

Gasoline expenses will be reimbursed based on actual gas purchases, not mileage

Rental of 12 -15 passenger vehicles are not permitted for university activities. For more information about the university’s 12 – 15 passenger vehicle policy, please read the Passenger Van Use memo to business managers on the Environmental Health and Safety website.

The university does not reimburse for the cost of insurance offered by rental agencies when traveling in the United States, Canada, and U.S. territories. WashU’s auto liability covers damages and legal defense costs for bodily injury and property damage resulting from auto accidents involving vehicles rented for university business. 

When traveling outside the U.S., Canada, and U.S. territories, travelers must elect to purchase the minimum liability and physical damage insurance coverages offered by the rental agency.

Rental car extra charges such as GPS devices for domestic travel, satellite radio, and child safety seats are non-reimbursable expenses.

The University has discounted rates with several major rental agencies, including Avis, Budget, Enterprise, & National. Refer to WU Resource Management's site for detailed information.