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Business Travel

Car Rental

The links below provide detailed information about:

Contracted Providers

University of Illinois System employees receive discounted rates on rental vehicles from National and Enterprise. Effective August 1, 2018, Damage Waiver coverage is included with University business rentals only. A detailed Program Summary of the rental agreements can be found on the U of I System customized reservation links found in Helpful Links.

  • Students traveling on University business must bring a letter of authorization, printed on University letterhead, and signed by a Supervisor or Department Head.
  • Travel arrangers may make reservations on behalf of system employees and/or guests. However, due to insurance liability, travel arrangers may NOT pay for another employee or guest rental vehicle with a T-Card, purchase order, or personal charge card then submit the expense for reimbursement. Payment must be made by the person who picks up and drives the vehicle.
  • System employees must present their University ID card, driver's license, and the charge card to be used for payment. University T-Cards in the name of the employee picking up and driving the rental vehicle are permitted.
  • System guests must provide a driver's license and a personal charge card for payment then submit the expense for reimbursement.
  • Rental vehicle receipts must be attached to the TEM Expense Report.

National

To make an on-line reservation, use the customized National link found in Helpful Links.

  • When Business Use is selected for business or business/leisure reservations, the system's corporate ID, XZ62053, is applied.
  • When Non-Business Use is selected for leisure only reservations, the system's ID, XZ6276J, is applied.  
  • Effective August 1, 2018, damage waiver coverage is no longer included with leisure only rentals.
  • Enroll in National's Emerald Club program (fee waived) for expedited service.
  • Phone number for reservations is 800-227-7368.
  • For details on the agreement, see the Program Summary found under the National link in Helpful Links.

Willard Airport

For system employees and guests arriving on a late night flight into Willard airport, National will provide car rental service when the arriving passenger's airline and flight information is entered into the reservation.

  • Sunday through Friday (National closes at 9:15 p.m.)
    • National will stay open for passengers arriving on delayed or late arrival flights.
  • Saturday (National closes at 5 p.m.)
    • For Saturday arrivals only, please contact 217-359-5259 to make arrangements for the passenger to pick up his/her rental car.

Enterprise

To make an on-line reservation, use the U of I System customized Enterprise link found in Helpful Links.

  • When Business Use is selected for business or business/leisure reservations, the system's corporate ID, XZ62053, is applied.
  • When Non-Business Use is selected for leisure only reservations, the system's ID, XZ6276J, is applied. 
  • Effective August 1, 2018, damage waiver coverage is no longer included with leisure only rentals.
  • The phone number for reservations is 800-325-8007.
  • For details on the agreement, see the Program Summary found under the National link in Helpful Links.

Optional Damage Waiver (DW)

When renting a car for University business, do not accept the Optional Damage Waiver (LDW or CDW) unless you are renting a car in a foreign country while on system business. For travel within the United States, when the U of I System corporate ID number is used, the optional Loss Damage Waiver (LDW) is included in the negotiated agreement with National and the optional Collision Damage Waiver (CDW) is included in the agreement with Enterprise. No other car rental company offers this waiver. This charge is not reimbursable as a travel expense except when renting a car in a foreign country while on system business.

For further information on automobile insurance and liability refer to OBFS Policies and Procedures Manual, 15 Travel.

What to Do in Case of an Accident

In case of an accident:

  • Report the accident to local law enforcement while still at the scene, to the car rental company, to your immediate supervisor, and to campus motor pool (Urbana, Springfield) or Transportation Office (Chicago).  For further information refer to Section 15 -Travel, Report an Accident Involving a Commercial Rental Vehicle, under of the Business and Financial Policies and Procedures manual.
  • If the driver damages a vehicle rented from National or Enterprise using the system's corporate discount ID number XZ62053, the Damage Waiver (LDW or CDW), which is included as a part of our agreement, will respond to the claim.
  • If the driver damages a car rented from a supplier other than National or Enterprise, the State of Illinois Auto Liability Plan will respond as long as the driver was in travel status and performing employment-related duties at the time of the accident.

Liability for damage/injury to others:

  • The rental car company's liability limits will be primary. The State of Illinois Auto Liability Plan limits will be secondary, subject to policy limits. Should these combined limits be inadequate, the owner's own personal auto limits should respond.

For additional assistance, please contact the UPAY Travel Management Office at 888-872-9953 or 217-333-6583 or email tmo@uillinois.edu.

Last Updated: November 27, 2018

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