External Rental Guidance

Drivers: All drivers of university rental vehicles must be current employees or be Authorized Volunteers with a signed Authorized Volunteer Agreement in place with their department.

Passengers: Ensure that all travelers in university vehicles (including rentals) who are Boise State employees have completed and approved Travel Authorizations on file. For guidance on documentation needed for non-employee passengers, see Passenger Guidance on the RRC Fleet home page.

If a new or returning driver has not already done so through another department, they must do the following.

See RRC Fleet home page for forms, links, and complete instructions. 

1. Carefully read the information on this website and then complete the RRC Driver Checklist and Driver Expectations forms, with links following this section.

2. Have a complete and clear Motor Vehicle Record check on file with their home department and share it with the RRC.

3. As applicable to the type of driving that will be done...

   • Take Off-Road Vehicle Driver Training (2-3 hours) offered by Fleet Services including hands-on driving training before driving any rental vehicle. RRC administration or your lab manager can arrange this training, and coordinate vehicle reservations for the training with RRC (see protocol on the RRC Fleet home page).

   • Complete Multi Passenger Van Training through Boise State Motor Pool.

1. Off-Road 1st Choice: United Rentals are state contract vehicle and equipment rental vendors, including pickup trucks. Driver eligibility terms are restricted to state employees (or Authorized Volunteers) on state business only. Physical damage coverage and liability coverage must be requested at the time the rental is requested, and again at pickup. Boise State is responsible for all base insurance and supplemental insurance coverage costs. Trucks may come with good-quality all-terrain tires and a full-size spare. Long-term billing is every four weeks via emailed invoice, which is paid via Invoice Payment and PaymentWorks.

2. Off-Road 2nd Choice: Enterprise Trucks are state contract vendors. Request account number from RRC administration. The current Enterprise Trucks agreement includes no insurance options/coverage. Damage may be covered under state policy after State Risk review subject to a $1,000 deductible, or insurance coverage may be denied (see External Rentals Protocol, Insurance Note). Driver eligibility terms are restricted to state employees (or Authorized Volunteers) on state business only, with a minimum age of 21. Note that although Enterprise may rent SUVs, they have taken the position that only trucks should be used off-road with some claims. Also, they may require you to return to the rental office every 30 days to rewrite/renew the rental agreement.

3. Off-Road 3rd Choice: If the two state contract vendors do not have vehicles available or are too costly, look into specialty 4x4 vehicle rental companies. Physical damage coverage and liability coverage must be selected with the rental. If an employee fails to select these coverages, higher state insurance deductibles apply should an accident occur. Off-contract rentals must be preapproved by P2P by submitting the Procurement Policy Exemption Request.

1. On-Road 1st Choice: Internal vehicle rentals (sedans, SUVs, and vans) are available through Boise State's Motor Pool Services to use within the United States, and these are preferred if driving from campus. They can only be used within the U.S. These vehicles should not be driven off-road. Drivers must be 18 and be Boise State employees or students. 

2. On-Road 2nd Choice: Use of state contracts with Enterprise or Hertz are required within the United States. Request account number from RRC administration. These contracts exclude off-road use. Driver eligibility terms are restricted to state employees (or Authorized Volunteers) on state business only, with a minimum age of 21. Physical damage coverage and liability coverage are provided under the statewide contract and do not need to be selected when leasing under the state contract.

3. On-Road 3rd Choice: If Boise State vehicles or contract vendors do not meet business needs, another rental company may be used. Physical damage coverage and liability coverage must be selected with the rental. If an employee fails to select these coverages, higher state insurance deductibles apply should an accident occur. Document the lack of availability from the state contracts. Off-contract rentals must be preapproved by P2P by submitting the Procurement Policy Exemption Request.

If renting vehicles internationally, there are no state contracts in place. Select a reputable vendor--well-known, American-based vendors are preferred. Lowest cost should not be the top priority, as such vendors may be difficult to work with and end up costing more with hidden costs. Minimum driver age is sometimes as high as 25.

All insurance and coverage options should be selected for international vehicle rentals.

An International Driving Permit must be procured from AAA. Drivers must be Boise State employees or Authorized Volunteers, as international rentals are also considered "university vehicles."

Enterprise: Kelly Jenkins - Kelly.Jenkins@ehi.com

Enterprise Trucks: 208-336-9104, 6850 W. Fairview Ave. in Boise

United Rentals: Taylor Sinclair - tsinclair1@ur.com (you must communicate by email for quotes, not online)