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. In order to insure that GW contract terms are applied, Faculty and Staff are encouraged to make car rental reservations through either:

iBuy+ Travel Services; or
Calling Travel Leaders at 855-771-9109

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 20 years of age or older and have 1-year driving experience.
Be a licensed driver
All students driving 10-passenger and above vehicles must be 21 years old.

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 has corporate rental agreements with Enterprise Rent-A-Car, National Car Rental and Hertz (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, National, or Hertz when renting vehicles for University-related business.
Students 20 years or older renting for university business are required to rent from Enterprise, National, or Hertz. 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.

ENTERPRISE, NATIONAL OR HERTZ AUTO RENAL AGREEMENTS

The existing Enterprise, National, or Hertz Rental Agreements covers GW drivers conducting business for GW in the following manner:

DOMESTIC RENTALS

Faculty and Staff

GW’s faculty and staff authorized to rent cars for GW purposes are covered by Enterprise, National, or Hertz under the University’s current agreements 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 [email protected]

Students

Age: Must be 20 years of age or older and have 1-year driving experience
All students driving 10-passenger amd above vehicles must be 21 years old.
The current Corporate Services Agreements with Enterprise, National, and Hertz 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 requirInternational Rentals (In countries where Enterprise operates)

ENTERPRISE INTERNATIONAL RENTALS (IN COUNTRIES WHERE ENTERPRISE OPERATES)

Faculty and Staff

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.

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.

ALL OTHER RENTAL AGREEMENTS (NON-ENTERPRISE, NATIONAL OR HERTZ) - DOMESTIC RENTALS

Faculty and Staff

All GW staff and faculty renting vehicles for University-related business can choose any rental company desired. However, the discounted arrangement with Enterprise, National, and Hertz are strongly encouraged. Should the driver choose to engage the services of another rental company, we recommend a national rental agency, preferably Budget or Avis.
If Enterprise, National, or Hertz are not the selected as the 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.

Student

Students are required to rent from Enterprise, National, or Hertz 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 Agreements with Enterprise, National, and Hertz for personal use.

All Other Rental Agreements (Non-Enterprise, National or Hertz) - INTERNATIONAL RENTALS

Faculty and Staff

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 Avis.

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:

The rental agency per their accident report instructions
GW’s Office of Risk Management and Insurance via the new Incident Reporting Webform
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.