Auto Rental Guidelines

This page details important guidelines when renting vehicles for University-related business.
What is the University policy for renting vehicles?
If you have general inquiries regarding renting vehicles on behalf of GW, kindly consult the “Motor Vehicle Safety Policy”. There, you will find general information and answers to frequently asked questions regarding who can drive on behalf of GW and the policy for student groups handling rental vehicles. As a reminder, vehicles rented for University business must be approved by your department. 


How can I become an Authorized Driver?

Faculty and Staff:

Becoming an authorized driver is required in the following cases:

  • Where driving is a core part of your job
  • If you are going to be driving students
  • This will be further developed by the Office of Safety and the Human Resources department.

 

Casual Driving:

If driving is incidental, then you do not need to be authorized or preapproved. However, you must be a licensed driver.

Students:

Any student who rents a vehicle for GW business must meet the following requirements:

  • Become an authorized driver
  • Be 21 years of age or older as required by our Enterprise contract.
  •  Be a licensed driver

Anyone renting a vehicle for GW business is required to successfully complete the driver’s Authorization Application which includes an online test. Please note that 15 passenger vans are not allowed. Following is a link to the Driver’s Authorization Application.

Under no circumstances should an unauthorized person drive a vehicle rented for GW purposes.

Which rental company should I use?

GW’s preferred Automobile Rental Company is Enterprise Holdings (where the insurance is already included), parent company of Enterprise Rent a Car and National Car Rental. GW Faculty and staff are strongly encouraged to utilize Enterprise when renting vehicles for University-related business. Students 21 years or older renting for university business are required to rent from Enterprise. If however, there is an emergency or due to an exceptional circumstance they are unable to, the student must first seek approval from their advisor and the Office of Risk Management. The Collision Damage Waiver (CDW) & liability insurance must be purchased.

When renting vehicles for University-related business, all drivers must rent in GW’s name, and it must be clear on the rental agreement that the driver is renting on behalf of GW.

  1. Enterprise Auto Rental Agreement

Kindly contact the Office of Risk Management and Insurance for “GW’s Corporate Discount Number”.  The existing Enterprise Auto Rental Agreement covers GW drivers conducting business for GW in the following manner:

  1. Domestic Rentals
  1. Staff and Faculty

GW’s faculty and staff authorized to rent cars for GW purposes are covered by Enterprise under the University’s current agreement which provides Collision Damage Waiver (CDW) Coverage as well as Liability Coverage. For personal use bookings, please contact Travel Services at 571-553-4269 or vjohns@gwu.edu

  1. Students

              Age: Must be 21 years of age or older

Our contract with Enterprise Holdings requires students to be 21 years of age or older in order to drive an Enterprise vehicle. The current Corporate Services Agreement with Enterprise Holdings provides Collision Damage Waiver (CDW) Coverage as well as Liability Coverage.

Miles Driven: Each student driver is approved to drive a maximum of 250 miles per day.  Traveling in excess of 250 miles requires a change of drivers. If driving in excess of 500 miles round trip, an overnight stay is required.

  1. International Rentals (In countries where Enterprise operates)
  1. Staff and Faculty

For international rentals with Enterprise, the current agreement will provide collision coverage with each country having its own deductible amount.  In addition, the agreement will automatically include the minimum liability coverage required by each country. Additional liability coverage as well as extra coverage to reduce the collision deductible should be purchased if available.

  1. Students

Students are not authorized to rent vehicles for GW purposes when travelling internationally.

For additional details regarding this procedure, please refer to the “Car Rental Discount Program” on the GW Procurement website.

  1. All Other Rental Agreements (Non-Enterprise)
  1. Domestic Rentals
  1. Staff and Faculty

All GW staff and faculty renting vehicles for University-related business can choose any rental company desired. However, the discounted arrangement with Enterprise is strongly encouraged. Should the driver choose to engage the services of another rental company, we recommend a national rental agency, preferably Hertz or Avis.

If Enterprise is not the selected rental company, then Faculty and Staff renting vehicles domestically must purchase the Collision Damage Waiver (CDW) as well as liability coverage insurance offered through the rental company.

  1. Student

Students are required to rent from Enterprise for business rentals. If however, there is an emergency or due to an exceptional circumstance they are unable to, the student must first seek approval from their advisor and the Office of Risk Management. Students are not permitted to rent on this contract for personal use.

  1. International Rentals
  1. Staff and Faculty

When travelling internationally for GW purposes, the driver must purchase additional coverage including Collision Damage Waiver (CDW) as well as liability insurance. We recommend the use of a reputable US company such as Hertz.

  1. Students

Students are not authorized to rent vehicles for GW purposes when travelling internationally.

ACCIDENT REPORTING
I was involved in an accident, what do I do?
All accidents involving vehicle rentals must be immediately reported to:

  1. The rental agency per their accident report instructions
  2. GW’s Office of Risk Management and Insurance via the new Incident Reporting Webform
  3. The GW Police Department or the closest police department to the location of the accident.

 

GW Auto Liability Insurance

The university's automobile liability insurance policy covers GW owned, leased, or rented vehicles. This applies to all authorized drivers including faculty, staff, and students who are authorized to drive on behalf of the University.

Personal Vehicles:

Faculty and Staff:

For personal vehicles that are used by GW faculty and staff for university business that is approved by the department, the driver’s personal auto liability insurance shall be the primary form of liability insurance coverage. If the loss limit exceeds the driver’s personal auto liability insurance coverage, the university’s insurance would apply secondarily. There is no coverage for physical damage to non-GW owned, leased, or rented vehicles.

Students:

We strongly discourage students from using their personal vehicles for GW business. For students who insist on driving their own personal vehicles on GW business, please be advised that there is no coverage offered by GW, i.e. no coverage for physical damage and no coverage for liability. The student would need to seek coverage from his or her personal insurance company. In no event will GW's automobile insurance policy respond to any vehicles that are driven by a student that are not owned, leased or rented by GW. We strongly recommend that any student who is in need of transportation for a GW-sponsored event contact the GW activities director to secure a rented vehicle for the university-sponsored activity.


Enterprise CarShare
Anyone who wishes to use Enterprise CarShare for GW business must confirm the following in writing with the Center for Student Engagement:

  • Vehicle usage is for official GW business
  • Driver must be at least 18 years old
  • Purchase the Collision Damage Waiver coverage
  • Purchase the Supplemental Liability Insurance coverage

Comply with all Enterprise CarShare restrictions