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Rental Car Insurance Coverage for Non-UCSD Employees
Summary: Rental car coverage options for non-employees traveling on UCSD business differ from those available to UCSD employees. Read the information below to determine coverage options.
If the traveler is a U.S. citizen, advise the traveler to check the following options, which may provide rental car coverage:
The traveler's personal automobile insurance policy
The traveler's personal credit card
If coverage is not available, the campus department can allow the traveler to purchase a Collision Damage Waiver (CDW) and Supplemental Liability Insurance (SLI). This expense is considered an exception to policy. The reason for the exception must be documented on the Travel Expense Voucher (TEV) that is submitted to the UCSD Travel Office after the trip.
If the traveler is not a U.S. citizen, request coverage from the rental agency when renting the car. The expense for the coverage is reimbursable. Include the expense and the reason for the exception on the TEV submitted to the UCSD Travel Office after trip completion.
Note: Immigration Naturalization Service (INS) policy restricts payments to some foreign visitors, including payments for rental cars. Contact the UCSD Travel Office for more information prior to the traveler's arrival in the United States.
Questions? Please contact the UCSD Travel Office for assistance.
Notice: This is a summary of campus business services. In case of conflict in interpretation, the actual policies apply.
Last reviewed/updated on July 16, 2001 (see more info)
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Rental Car Insurance: Reimbursement Exceptions
Summary: UCSD does not ordinarily reimburse travelers for the cost of rental car insurance. For exceptions, please see the information below.
Background: Rental car insurance coverage is provided through University agreements with rental agencies and the UCSD Diners Club Card Program. In general, if you purchase a Liability Damage Waiver (LDW) or Supplemental Liability Insurance (SLI) on your own, you will not be reimbursed.
Exceptions: The situations below are exceptions in which you may be reimbursed for rental car insurance coverage:
When the rented vehicle is used in Alaska, Hawaii, U.S. possessions,
and foreign countries
When the vehicle has been rented in an area where none of the rental
agencies have agreements with the University
When a specific rental agreement contains special coverage provisions
that exclude the required type of vehicle from coverage
When the traveler is a non-employee and the hosting department has determined
that the benefits of coverage outweigh the cost to the departmental budget
When the traveler is foreign and is visiting UCSD for business purposes
Note: Immigration Naturalization Service (INS) policy restricts payments to some foreign visitors, including payments for
rental cars. Contact the UCSD Travel Office for more information.
Getting reimbursement. If you are eligible for reimbursement, include the expenses for CDW and SLI on the
Travel Expense Voucher (TEV) . Indicate the appropriate circumstance for claiming reimbursement
in the Comments box on the voucher. Include the itemized rental car receipt when submitting the
TEV to the UCSD Travel Office.
Need an expert? Check the Travel Office Staff Directory to find a contact who can help you.
Notice: This is a summary of campus business services. In case of conflict in interpretation, the actual policies apply.
Last reviewed/updated on July 16, 2001 (see more info)
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Travel > Columns > The sensible traveler
Do you need car-rental insurance? Evaluate coverage each time
By Bruce Mohl, Globe Staff, 02/03/02
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Sensible traveler Cheap car rentals
One of the things I most dislike about traveling is renting a car and hearing the agent say: "Are you sure you don't want the insurance coverage?"
It's one of those questions to which I think I know the answer, but I'm never sure. At anywhere from $9 to $25 a day, I know the insurance offered by rental car companies is outrageously expensive. But can I run the risk of renting a car without it?
"Even I've gotten confused," said Victor Fanikos, an assistant general counsel with the Massachusetts Division of Insurance. "The key is to do your homework before you get to the counter."
The first step is knowing what type of insurance coverage you have on your car at home, since it usually transfers to the rental car. In Massachusetts, Fanikos said, personal car insurance transfers to cars rented in the United States and Canada, but not abroad.
Most policies include liability insurance, which protects you financially in case you hit and injure someone else. Make sure you also have personal coverage and health insurance sufficient to cover injuries to yourself and others traveling with you.
The comprehensive and collision coverages of your policy are what you need to study most closely. These coverages protect you when your car is damaged or stolen. Some drivers with older, less valuable cars don't opt for these coverages at all. Some buy it, but with a $1,000 deductible. The question to keep in mind is whether the coverage you have on your own car is adequate when renting a relatively new car worth $15,000 to $20,000.
If your own auto insurance is inadequate, find out what coverage is provided by the credit card you use to rent the car. Coverage varies quite dramatically between credit cards, so don't automatically assume anything just because the card is gold, platinum, or titanium.
I learned this lesson the hard way. I have an American Express platinum card that is affiliated with a major retailer. I assumed, since it was platinum, that it would offer top-notch protection. But, in the course of writing this story, I called American Express and was shocked to discover that no coverage at all was offered with the card.
Most credit card coverage is secondary to your personal comprehensive and collision coverage, meaning it fills in where your own coverage leaves off. It typically covers deductibles and "loss of use" fees that rental car companies charge when one of their vehicles is involved in an accident and not earning money while it's being repaired.
Some questions to ask your credit card company include how long the coverage lasts (Visa is 15 consecutive days in the United States and 31 abroad, while MasterCard is 15 in the United States only); how high it goes (MasterCard's upper limit is $50,000, while Visa covers the actual cash value of the vehicle); which vehicles are covered (many cards don't cover expensive SUVs or trucks); and when it is voided (in certain countries, when driving off-road, or when damage is caused by hail or fire).
If you decide to purchase insurance from your rental car company, it pays to read the fine print. Enterprise Rent a Car, for example, offers a collision damage waiver that may not cover theft in every state, and a lawsuit filed recently against the company alleges the waiver may be virtually worthless in Massachusetts.
The Boston law firm of Grant and Roddy has filed a class action lawsuit against Enterprise, alleging that the company's collision damage waiver is voided if the customer uses the vehicle in an "imprudent manner" or "in violation of any law, ordinance, or regulation." The lawsuit contends the language gives Enterprise enough room to wiggle out of virtually any claim, but an Enterprise spokeswoman said the company is in compliance with Massachusetts law.
hdbriefTaxes included?
if12State Representative Daniel Bosley, a Democrat from North Adams, has a tale of caution for anyone forced to cancel a hotel reservation at the last minute.
He had booked a room at the Washington Hilton for a December conference on telecommunications, but was forced to cancel the reservation when the Legislature remained in session to take up some of Acting Governor Jane Swift's vetoes. When he received his American Express bill, Bosley discovered two room charges, one for $125 and the other for $11.50.
Bosley had canceled two days before his arrival date, but a call to the Hilton revealed that the hotel chain has a 72-hour cancellation policy; any room canceled later than that incurs a one-night charge. He learned there were two charges on his bill because Hilton initially had undercharged him, so they added the $11.50 to bring his bill to the correct total of $136.50.
Just as Bosley was about to hang up, he told the Hilton representative that he thought the room charge had been less than $136.50. She said he was correct. With taxes included, the total came to $136.50, she said.
"You can't charge me tax when I didn't really stay there," he remembers saying. The service representative said that was company policy.
Bosley asked to talk to a supervisor and ultimately got the charge removed from his bill, but he's convinced it was no mistake.
"I bet you they all do it," he said.
Bruce Mohl's e-mail address is mohl@globe.com.
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Traveler's Insurance What does traveler's insurance cover, and do I need it?
Marybeth Bond
Traveling extensively the world over, Marybeth Bond is an award-winning author/editor of five women's travel
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Yes, absolutely. The best policies cover trip cancellation, trip interruption, baggage and trip delay, accident medical expenses, in-hospital indemnity, lost or stolen baggage, rental car collision damage waiver and rental car personal accident insurance. Call your insurance company to verify that you have medical coverage overseas. If you have an AAA membership, you may already be covered.
If you will be traveling on a budget, independently, or to developing countries, medical evacuation insurance is essential. Verify that your evacuation insurance covers you not just to the nearest hospital, but all the way home. I have a friend who was in a bus accident in Laos and learned the hard way. She spent weeks in a Thailand hospital; it cost her $14,000 and she almost lost her life.
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Transportation
Personally-Owned Transportation
Mileage Rates
The University will not reimburse for mileage within a
25-mile radius of the University. Reimbursement rates are set in the current Appropriation
Act. At present the rates for the first 15,000 miles of use each fiscal year are:
$.325/mile when a personally-owned vehicle is cost justified and/or a State-owned
vehicle is not available. Effective July 1, 2000.
$.19/mile when use of a personally-owned vehicle is elected for the convenience
of the employee.
Reimbursement rates are reduced to $.13/mile for travel in excess of 15,000
miles in one fiscal year.
Parking & Toll Expenses
Parking and Toll expenses are reimbursable. A receipt
is required for reimbursement claims greater than $10. Reimbursement should be claimed as
an "other expense" on the travel reimbursement voucher.
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Public Travel
Public transportation travel includes:
Car Rental
Plane
Train
Bus, and
Public transportation, including taxi or shuttle. Receipts are required for taxis,
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claim exceeds $10.
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Automobile rentals for travelers while on official business may be made through
commercial rental agencies. Travelers should select the most economical contractor and
type of vehicle available. The traveler should inquire about a commercial discount rate
when the vehicle is rented. When possible, rental should be arranged through a travel
agency that has contracted with the state to perform such services.
Car Rental Insurance
The option to purchase insurance offered by rental car contractors depends upon the
following circumstances:
If the traveler is a . . .
then . . . the Rental Car Insurance.
State Employee
Decline . Rental insurance will not be reimbursed. The
Department of General Services, Division of Risk Management, provides a Statewide
Self-Insured Automobile plan for State employees.
Non-State Employee
Accept . Rental car insurance for these
individuals may be reimbursable. Insurance reimbursement should only include Liability
Damage Waiver (LDW) and Collision Damage Waiver (CDW.
If the traveler is a . . .
then . . . the Rental Car Insurance.
State or Non-State Employee Outside the United States
Accept . Individuals traveling outside of the
territorial United States (including Canada, Puerto Rico) are required to purchase
and will be reimbursed for LDW and CDW insurance. Other types of insurance offered such as
trip cancellation, personal health or life insurance are not reimbursable.
Car Rental Refueling
Travelers must ensure that the rental vehicle is refueled
before returning the vehicle to the rental contractor. Reimbursement will be based on the
fuel used and receipts provided. Reimbursement should be claimed as an "other
expense" on the travel expense reimbursement voucher.
Commercial Plane Travel
Rates should not exceed those charged for tourist class. All
State agencies and institutions are required to acquire airline tickets using the Air
Travel Card (ATC). Direct billing by Travel Agencies for the purchase of airline tickets
is not acceptable.
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Permitted in lieu of automobile or airline travel when cost
beneficial. Use of the Air Travel Card (ATC) for AMTRAK tickets is optional.
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February 20 & 21, 2001
Let's say you're a little tired of the ole' family mini-van. Or that Honda Accord with 140,000 miles on it. Our Savvy Traveler, Rudy Maxa, tells us you can rent your dream car - for a price. Oh, by the way - that Accord with all the miles on it? That's what he drives.
Once - just once - I put on the dog. I was headed to the Napa Valley Wine Auction, and I got something in the mail from Budget Rent-a-Car saying I could rent a new Jaguar sedan for about $70 a day at selected locations. Turns out San Francisco airport was one of those locations, so I splurged. Accustomed to driving generic Chevrolets and Oldsmobiles when I rent, I felt quite prosperous tooling across the Golden Gate Bridge.
As it turns out, I was just a bit player in the exclusive field of luxury car rentals. 70 bucks a day seemed like a lot of money until the day I exited the freeway in Los Angeles right by the Marketplace world headquarters. There was a huge billboard with color pictures of a Ferrari and a Lamborghini. If I called Shuki International, promised the billboard, I could rent that Lamborghini for only $499 a day plus $20 a mile. With a minimum of 50 miles a day. Which actually works out to fifteen-hundred dollars a day.
Who rents these things?
I stopped by the Budget Rent A Car office in Beverly Hills. They've got a big parking lot filled with Mercedes, Porches, Jags, and other premium cars. Susie Iott, the manager, told me mostly studios and photographers rent the high end cars, like the Porshe Boxer for $300 a day. But, yes, she said, so do individuals, but she was tight-lipped about who might rent such expensive cars and why.
Shuki was much more talkative when I called him. He says regular folks-almost always men - rent them, too, for only one reason: To impress someone. Mostly a woman. Sometimes business types. He was pretty graphic about why a man would rent a car to impress a woman, and when I asked him what happens on the second date, he said by then it didn't matter.
Let me rush to add that your regular car insurance or your credit card does not cover insurance if you wreck one of those high-end cars. Check the small print even if you're only renting something as modest as a Jaguar or SUV. In the case of the real expensive wheels, you'll have to have a letter from your insurance company saying you're covered for the afternoon you're going to drive that Lamborghini to the golf course to wow potential investors in your latest real estate deal. That insurance will cost about $100 a day or so.
The good news is, renting a thousand-dollar-a-day car is as tax deductible as a $30-a-day car if it's used for business purposes. Just try putting one on your expense account, though.
I'm Rudy Maxa from the Savvy Traveler for Marketplace.
You can read - and hear - more from Rudy and company at SavvyTraveler.org !
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