CANCELLATION

Advise the car rental company or the travel agency if you decide to cancel a car reservation.  Automobile rental companies also appreciate it if you advise them in the event you plan to keep a car longer than you originally planned.  This allows them to keep a current status of their cars.

COLLEGE VEHICLES

College vehicles are available for business travel to authorized College drivers.  Requests for College vehicles should be arranged through Campus Services, contact x4443.

College owned or leased vehicles are to be used for business use.  Employees may not use College vehicles for personal purposes.

PERSONAL CAR USAGE

Employees are encouraged to use a College owned vehicle for business travel by auto.  It is important for employees to be aware that when using a personal car for Carleton business use, the employee’s personal car insurance carrier provides liability coverage.  It is the obligation of the owner of a personal vehicle being used for College business to carry adequate insurance for his or her protection and for the protection of any passengers. In the event of an accident, the employee is responsible for his/her own auto insurance deductible.

Travelers will be reimbursed for business usage of personal cars based on mileage.  The current reimbursement rate is listed on the Payment Request Form.  Attach a mileage log or Mapquest type mileage sheet to document the mileage.  The College mileage rate is updated annually each July, based on the then applicable IRS mileage reimbursement rate.

Employees will not be reimbursed for the following, even if these costs are incurred during business travel:

• Car repairs

• Rental car costs during repair of personal car

• Tickets, fines, or traffic violations

REFUELING

Travelers should be aware that refueling fees often exceed the pump price of gas available in the community.  Travelers should refuel before returning the car to the agency.  Fuel costs associated with refueling a rental vehicle will be reimbursed based upon actual fuel purchased, not mileage.

Rental Car Contracts

The College has negotiated rental car discounts which you can use to obtain quotes by phone or via the internet. 

*Depending on your travel destination and/or dates you will be traveling, you may be able to find rates for individual rentals which are more competitive by shopping CarRentals, Hotwire, Expedia, or other discount travel sites.

Rental contracts require all approved drivers to sign the rental agreement with the exception of our **E & I contracts were you can call and notify them of any change in approved drivers