Procedures and Insurance
Revised: January 18, 2006
Western Carolina University administrative procedures for car rentals are:
- All car rentals must be approved by the accountable officer for the budget to which the rental is to be charged.
- All car rental charges are to be paid when the vehicle is returned to the rental location. A receipt for payment should be obtained and submitted as an expense item on the travel voucher. DO NOT HAVE THE RENTAL BILLED TO THE UNIVERSITY THROUGH THE RENTAL COMPANY CENTRAL BILLING.
- The rental firm’s liability insurance is primary. The State of North Carolina is a self-insurer and therefore the rental firm may not charge any fees or surcharges for “collision waiver” or similar items to State employees utilizing the contract. The State’s insurance plan will respond for physical damage to the rental car for which authorized employees are liable.
The State does not allow reimbursement for fees or surcharges for "Collision Damage Waiver" and other extended insurance coverages. Employees executing rental contracts should decline these coverages or be prepared to bear the cost of this expense personally.
Questions regarding car rental contracts or procedures to be utilized in obtaining a rental car should be directed to Arthur Stephens at 227-7203.
Vendors and Rates
Account Number: 53E5000
Reservations: (800) 736-8222
Customer Service: (704) 414-6243
Rental rates and reservations may be obtained by contacting the vehicle rental company at the above telephone number and providing the account number, rental location, and identifying yourself as a state employee.
Car Rental Rates (PDF)
Questions regarding car rental contracts or procedures to be utilized in obtaining a rental car should be directed to Arthur Stephens at 227-7203. Questions about insurance protection should be directed to Steve Flury at 227-7443.