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.
How can I become an Authorized 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 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 mgustkey@gwu.edu.

  1. Students
    1. Over 21

For student drivers who are 21 years of age and older, the current Corporate Services Agreement with Enterprise Holdings provides Collision Damage Waiver (CDW) Coverage as well as Liability Coverage. Student drivers who are 21 years of age and older are approved to drive up to a maximum of 3 hours at a time for no more than 6 hours per day.

  1. Under 21

For student drivers who are 20 years of age, the University’s insurance will apply. Student drivers who are 20 years of age are approved to drive up to a maximum of 200 miles each way from the rental car pickup location. Students under 20 years of age are not authorized to rent vehicles on GW’s behalf.

  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.

  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.

For personal vehicles that are used for university business by GW faculty and staff, 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.

For students driving their own personal vehicles, there is no coverage offered by GW. 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.