Car rental

For ASU employees, while on ASU business or business travel only. 

Not for student or employee personal use. Not for intramural or club use.

Employees who are not in travel status and have completed the Authorized Driver Program may use the ASU P-Card for vehicle rental. Examples include local use to drive to a meeting and similar activities for which people would have formerly obtained a vehicle from Fleet Services. 

For employees who want to rent a car and are in travel status, refer to Financial Services Manual: FIN 501 under rental vehicles and Handle Travel Requests Online.

Vehicle Rental contract: E&I Contract

ASU currently uses the E&I cooperative agreement with Enterprise. Please contact Jodi Terbush for business use reservations. The preferred payment method is the P-Card for non-employee travel-related vehicle rentals. 

At the end of your reservation, it will prompt you to verify if you have authorization for the bill. If your department has a P-Card registered with Enterprise, the system will prompt you for a billing number. 

Please reach out to your Business Operations Manager for assistance with the department's billing number. If your BOM does not have an existing billing number, email Jodi Terbush for help. 

For all other questions, please email Douglas Feckovics, Senior Procurement Specialist.

Enterprise's business use rates have damage waiver and liability insurance. All other coverage is optional and at the renter's discretion to purchase. ASU is self-insured through the State of Arizona Department of Administration, Risk Management Section. 

Rental car

Departments should utilize ASU’s Enterprise contract or the state Hertz contract when renting vehicles for ASU business. These contracts have set rates that include the damage waiver and liability insurance. Departments do not need to purchase additional insurance unless traveling internationally. 

In the event of damage or loss to a rental vehicle, submit an auto loss report and attach a copy of the rental agreement, photos of rental vehicle that include license plate and area of damage, any quotes or invoices received from the rental car company for the damage. 

If a state rental contract was not used, a loss report must still be submitted, and the rental car company must submit a Notice of Claim to ABOR within 90 days. Please have the rental car company contact ORM for the Notice of Claim form. 

Notice of enterprise truck and van deductible

While the damage waiver is included when renting trucks and vans through Enterprise through the ASU contract, certain truck and van rentals are subject to a $1,000 deductible in the event of damage or loss. Review the Enterprise Truck Rental Summary to view which trucks and vans are subject to the deductible. 

An auto loss report must be submitted by departments seeking reimbursement of a deductible. Deductible reimbursements are only issued directly to the department, not individual employees. To avoid reimbursement delays or complications, employees traveling on university business are strongly encouraged to use an ASU travel card when paying for rental vehicles. 

ASU and its officers, agents, employees, volunteers, approved student interns and others, as may be necessary to accomplish the functions or business of the university, are insured against liable acts or omissions of any nature while acting within their authorized course and scope of duties. 

For more information related to self-insurance, refer to Environmental Health and Safety Manual: 705-03. This contract is for ASU business use only.

Note: Before an employee can drive an ASU-owned or rented vehicle or cart, they must complete the Authorized Driver Program. Visit the Driving for ASU webpage to learn how to access the program and complete the required training.

The lease, purchase, rental or use of 12- and 15-passenger vans are prohibited per FIN 401-03: Prohibited Transactions.