CAR RENTALS

CAUBO (Canadian Association of University Business Officers) Car Rental Program 

The CAUBO Car Rental Program Agreement with Budget Rent a Car provides North American rates for all Canadian Universities.

The University of Manitoba Business Vehicle Rental Procedures (within Winnipeg)

University staff are able to rent a wide variety of vehicles at a low cost from private agencies such as Enterprise Rent-a-Car and National Car Rental.  These agencies offer compact, economy, mid-size and full size cars; full-size passenger vans and mini-vans and cargo vans and trucks including SUVs with towing capacity.  These agencies can provide free vehicle pick up and delivery from their nearest Winnipeg location.

Purchasing Services has outlined several options for renting vehicles.  Please see below for more details.  For more information, please contact Purchasing Services, Customer Service at 474-8348.

Currently the University uses several car rental agencies, however the following is known for it's service and pricing:

Enterprise Rent-a-Car (http://www.enterprise.com/) - Phone #269-5500
Corporate Account # Y10851, PIN code 'UNI'

University staff renting vehicles for University business have several rental options available to them.  If you have any questions, please contact Purchasing Services, Customer Service 474-8348.

Option 1 - If you will be the ONLY driver of the vehicle:

1. Book directly with the rental agency using the Corporate Account #.
2. Use your University Travel card to reserve and pay for the rental.  If you do not have a University Travel card, please use a personal credit card.
3. If using the corporate University Travel card, no extra insurances are necessary. The University Travel card agreement covers off these items.  If using a personal credit card, please know the specific credit card agreement.  If uncertain, please opt to purchase the extra insurances offered. 
4. Reimbursement for this expense (on either the University Travel card or personal credit card) can be done using the regular reimbursement procedures through Travel Services.

Option 2 - Several drivers of the vehicle (including students):

1. Book directly with the rental agency.
2. Use the University VISA Procurement card (P-card).
3. Ensure that you accept all "extra" insurances offered by the rental agency.  The University's VISA agreement does NOT cover the extended insurances.
4. Monthly P-card statements with car rental expenses should be authorized in the regular one-over-one process for reconciliation of the P-card.

* University Travel card application and Memorandum of Understanding and Agreement can be found on the forms website.
* The University Travel card replaces the current AMEX card.

Option 3 - Long-term, specialized or greater than $2,500 rentals:

1. Contact the rental agency to source out vehicle options and/or availability.
2. Forward completed and authorized Requisition to Purchase to Purchasing Services (fax: 474-7509).
3. Forward the Requisition at least 5 business days prior to needing the vehicle.