Vehicle Rental Policy

At times it may be necessary to rent an auto, van, bus or truck.  The following information on vehicle rental and rental insurance is intended to clarify current policies and procedures. Here you will find information on vehicle renting, guidelines on vehicle insurance, and advice on what to do in the event of an accident.

• Drivers must attend a Driving Training Course, be 21 years or older (25 years or older for 15 + passenger vehicles), hold a valid U.S. license, have a clean driving record (MVR needed) and be listed as an authorized driver under the existing insurance policy.
• Submit Purchase Requisition Form to Purchasing Department with appropriate signatures and required departmental funds at least two (2) weeks in advance to the planned rental.
• Must decline the loss damage waiver (LDW) option, supplemental liability coverage, personal accident insurance (PAI) and other additional insurance options upon pickup of the rental vehicle.
• Abide by rental guidelines stated below.

Authorized employees renting cars for University business purposes must take a Driving Training Course provided by the Hartford Insurance and/or the University of Bridgeport; contact the Office of Human Resources at 203-576-4304 for more information. All eligible drivers will then be added to our existing insurance policy as authorized drivers.

Motor Vehicle Record Consent Form

The University of Bridgeport requires that all employees who are driving University vehicles or rental vehicles on behalf of the University be insurable at the standard automobile insurance rates at all times. To comply with this requirement, a Motor Vehicle Report (driving record report) will be requested from a qualified reporting agency to determine insurability for each employee requesting to drive University vehicles or rental vehicles on behalf of the University. This is a requirement of the Fair Credit Reporting Act and must be signed by each employee for which an MVR will be secured. All eligible drivers will then be added to our existing insurance policy as authorized drivers.

A post accident MVR review will be conducted at the discretion of the Administration and Finance Office when an accident involves serious bodily injury to an employee or third party; or major vehicle physical damage.

NOTE:  There will be a $25.00 charge for running an MVR check for each driver assessed to the department scheduling the rental.

Driver Qualifications

Anyone with the following violations within the last three (3) years may not drive a rental vehicle on behalf of the University: DWI; Driving under the influence; Negligent vehicular homicide; Operating with a suspended license; Using a motor vehicle for commission of a felony; Aggravated assault with a motor vehicle; Operating a motor vehicle without the owner’s consent; Permitting an unlicensed driver to drive; Reckless driving; and/or Hit and run.

Anyone with more than 2 violations or at fault accidents would not be allowed to rent vehicles on behalf of the University.

Employees renting vehicles must report any license suspension or revocation to the Office of Administration and Finance (576-4651) regardless of whether the change resulted from business or personal use of the vehicles.

Submitting a Purchase Order

When renting a vehicle, an appropriate Purchase Requisition Form needs to be produced and delivered to the Purchasing Department at least two (2) weeks before the rental is needed. Only the Purchasing Department can; assign a purchase order, encumber the funds to the budget, and forward the reservations to the rental companies. No person is authorized to obligate the University without encumbering, in advance, the funds to meet the rental obligation.  Any direct rental, not conforming to the above is not valid and will not be honored by the University.  All Purchase Requisition Forms must be signed, approved by the authorized department chairman or director, cognizant dean, and divisional vice-president prior to submission to Purchasing for processing.  Purchasing will work with the Vice President for Administration and Finance to insure validity of the contract and payment to the vendor. The department may not pick up a vehicle until a purchase order number is issued and the lease/rental contract signed by the Purchasing Coordinator.

Note: Coverage is only provided on an auto rented by an employee "on the University’s behalf and at its direction”. Because it is important that the University be legally financially liable for the rental, the University's name should be on the contract in addition to the employee’s name   Prearranged agreements with the car rental companies to bill the University back for the rentals would avoid the rentals being billed as personal rentals.

Vehicle rentals by travelers en-route

Always arrange for vehicle rentals through the University's Purchasing Department in advance.  The University insurance coverage may not be available for your benefit or for your passengers otherwise.

Rental Guidelines to Follow

University of Bridgeport employees MUST follow these policies to minimize costs/risks to the University when renting vehicles:

• The size of the rental car should be the least expensive model consistent with the number of travelers and the business requirements of the trip.
• Employees should decline the loss damage waiver (LDW) option, supplemental liability coverage, personal accident insurance (PAI) and other additional insurance options when renting a car for business purposes.
• Non-reimbursable costs include, but are not limited to, unnecessary upgrades, car repairs, tickets and fines. All violations, including parking tickets and speeding tickets, will be the responsibility of drivers, not UB.
• Review the auto rental contract and abide by them (i.e. driver age requirements, excluded uses of the vehicle)
• Driver must be at least 21 years old and in possession of a valid United States or International driver’s license at all times when operating a vehicle as a UB employee.
• Driver shall observe all rules and regulations for safe driving as defined by the Motor Vehicle Department.
• All occupants shall use available safety belts.
• Drinking, possession of intoxicating liquor, illegal drugs in vehicles or driving while under the influence of alcohol or drugs is prohibited.
• Avoid conditions that lead to loss of control - driving while sleepy or inattentive, or driving too fast for road conditions.
• If the weather is inclement, stop and stay overnight in a safe place. The additional lodging cost is worth avoiding the risk.
• Do not use a telephone while driving. Stop the vehicle in a safe area to use a cell phone or have a passenger operate the phone.

Procedures

1. If there are injuries, always call 911.
2. Do not admit fault or liability; do not sign a statement admitting responsibility for damages or injury. Obtain the name of the other driver and witnesses, if possible.
3. Report the accident immediately to the local police (if on campus, contact Security at x 4911) and the rental company, so as not to void the coverage available through the collision damage waiver. This may in turn jeopardize UB's insurance coverage, making the Department responsible for the entire loss.

To File a Claim

1. Notify your supervisor of the accident. In case of personal injury, no matter how slight, you must visit the University’s Health Center for examination and/or referral, and to record the injury for Worker’s Compensation purposes.  A UB Accident Investigation report must be completed by the supervisor and injured employee.
2. Send copies of all accident reports to the Office of Administration & Finance (this office must have a UB Security Department or local police report verifying that an accident occurred)
3. Immediately notify the Office of Administration & Finance of the accident by phone 203-576-4651 or in writing (vpaf@bridgeport.edu).

Insurance

Faculty and staff traveling on University business should decline the loss damage waiver (LDW) option, supplemental liability coverage, personal accident insurance (PAI) and other additional insurance options when renting a car for business purposes. Such coverage is provided under the University's insurance policy (Commercial Auto Broad Form Endorsement-Form HA 9916 0302) and is not reimbursable. UB's coverage will respond if damage or injury occurs to another party, where UB is at fault, and if the accident is reported in a timely manner to the Office of Administration & Finance.

While renting on University business, the University's insurance policy covers UB’s liability for bodily injury or property damage done to third parties as a result of an accident. UB also has physical damage coverage for damage to the rental vehicle itself.  This is subject to a deductible of $500 to be paid by the respective department.  Coverage includes the rental car company's actual financial loss of use up to $1,000 per accident. 

If an employee sustains injury due to an auto accident with a University rental, Workers Compensation coverage would apply if it is determined the accident happened “in the due course of employment.”  

Please note that Personal Accident Insurance is NOT covered on the UB policy.  If you wish to purchase Personal Injury Insurance, it would be at your own expense.

Any additional questions about car rental insurance should be directed to the Office of Administration and Finance at 203-576-4651. Travelers must notify the Office of Administration and Finance immediately if an accident occurs.

• If you have any questions regarding the University of Bridgeport’s Purchase Requisition Form and preferred car rental vendors please contact the Purchasing Department, 203-576-4496.
• For questions regarding the Motor Vehicle Record Consent Form and insurance coverage, please contact the Office of Administration & Finance at 203-576-4651.
• For questions regarding the Driving Training Course, please contact the Office of Human Resources at 203-576-4304.