Important Notes Before Renting a Car: Identify yourself as a UC employee to get the special rates. DO NOT accept any kind of liability insurance offered. It is covered in the contract that UC has with each of the following car companies. Any insurance that is accepted by the traveler CANNOT be reimbursed. Please see below for further notes on car rentals.

 

ALAMO

ID # 421554

Must specify "RATE CODE BX"

*Reservations: 1.800.732.3232

 

AVIS

ID # A/A 128807

*Reservations: 1.800.331.1212

BUDGET RENT–A–CAR CORPORATION

ID # T449007

*Reservations: 1.800.527.0700

HERTZ

ID # 72130

*Reservations: 1.800.654.3131

NATIONAL

ID # 5400328

*Reservations: 1.800.CAR.RENT

ENTERPRISE

ID #UCSYST

*Reservations: 1.800.261.7331

Local Enterprise Location

*It is imperative that the Toll Free reservation number be used and UCSB’s ID # be cited when reserving a rental for UC business.

*Certain U.S. cities and rental days have additional daily charges; call x5697 for additional information.

 

(Apply to all car rental agreements unless otherwise specified)

1. It is CRITICAL that the traveler be identified as a UC Employee, traveling on UC business and that the ID number be provided to guarantee that insurance coverage applies. It is also very IMPORTANT that when the renter is picking up the vehicle, they make sure that the ID number is on the car rental contract before they sign it. If the ID number is not on the contract and an accident occurs, we may not be able to prove that the insurance coverage was included within the rental contract. This would put the insurance responsibility on the renter, not the University.

2. If special or non-agreement rates are used make sure that the free Loss Damage Waiver (LDW) still applies. In most cases when "specials" are chosen, the rental is no longer covered by the agreement. Unfortunately, this is seldom discovered until an accident occurs; by then, it's too late.

Free LDW applies only to business travel in the Continental United States, when correct ID number is used and when renting a vehicle that is covered under the agreement.

Only Alamo, Budget and National offer free LDW in Hawaii.

 

Reimbursement of $0.505/mile is allowed when a personal vehicle is used in preference to a UC vehicle. Personal vehicles must have liability insurance in order for mileage to be charged to UC accounts. If the cost of air coach fare to a given destination is less than mileage (e.g., for travel to the East Coast), travelers who drive may be reimbursed up to the amount of airfare cost only, and may not claim mileage. However, airfare may not be claimed when the cost of flying is more than mileage (e.g., for travel to other UC campuses), when transportation is by private vehicle. (Travelers who do fly will be reimbursed for airfare, per receipts.)

The following mileage is authorized to the other UC campuses (from UCSB):

Berkeley 710 miles RT Riverside 365 miles RT

Davis 730 miles RT San Diego 440 miles RT

Irvine 300 miles RT San Francisco 670 miles RT

Los Angeles 200 miles RT Santa Cruz 600 miles RT