External Rental Guidance

Boise State University Raptor Research Center (RRC)

Alternatives to RRC Vehicle Rentals

DRIVER QUALIFICATIONS & DOCUMENTATION NEEDED

University Rental Driver Qualifications & Passenger 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. If a graduate student is off contract in the summer and needs to drive a University vehicle, they must have an Authorized Volunteer Agreement indicating their need to drive. Affiliates, students who are not Authorized Volunteers, and/or anyone under the age of 21 cannot drive rental vehicles under most state contracts.

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

New & Renewing RRC Driver Documents & Requirements

New or returning drivers who have not already done so through RRC or Biology must do the following. See RRC Fleet Reservations & Care for all forms, links, and complete instructions.

Carefully read the information on this website and then complete the RRC & DBS Driver Information & Acknowledgement Form and the Driver Expectations Form. Links following this section.
Have a complete and clear Motor Vehicle Record check on file with their home department and share it with the RRC.
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.

DRIVER DOCUMENTS

IMPORTANT: Download forms, open them in the free Adobe Reader, save them, complete and sign the form, save again, and then email to RRC administration. The forms will not work as intended if opened and filled in within a web browser. Completing these forms on desktop computer is recommended.

If completing the RRC & DBS Driver Information & Acknowledgement Form on a mobile device, mobile Adobe Acrobat Reader does not support interactive image upload functionality, so please email images as separate files along with your completed forms.

Get Free PDF Adobe Acrobat Reader Recommended for Forms

RRC & DBS Driver Information & Acknowledgement Form

Driver Expectations Form

Authorized Volunteer Agreement Form

EXTERNAL RENTALS PROTOCOL

Rental Procedures:

When renting within Idaho and the United States, all Boise State employees must obtain vehicle rentals through leases of state-owned vehicles via Fleet Services or through state contracts when possible.
State rental contracts provide agreed pricing on all rentals, physical damage and liability coverage included within the rental rate without needing to select the waiver (except for off-road Enterprise Trucks rentals), and a $1,000 state rental insurance deductible.
If a rental is procured outside of state contracts, including all international rentals, employees must select physical damage coverage and liability coverage waivers. If an employee fails to select these coverages, a $2,500 physical damage deductible and a $10,000 liability deductible will apply when an accident or damage occurs to the rental vehicle. These deductibles are the responsibility of the employee's department.
When renting from an approved external vendor for off-road use, drivers should follow Off-Road Research Procedures described by Fleet Management Services.
Whether renting for off-road or on-road use, take detailed photographs of the vehicle, inside and out, upon pickup from and upon return to the rental facility.
Rental vehicles should be returned to the rental outlet spotless and with a full tank of gas.

Insurance Note: Most commercial vehicle rentals show off-road usage as excluded and not allowed. Meaning that if the vehicle is driven off road and damaged, it will be seen as a breach of contract, and they may not cover the damage, regardless of physical damage and liability coverages having been selected. The State's Auto physical damage and liability coverages do not exclude coverage on off-road usage. However, in the past, when state vehicles have been driven off-road and damage has occurred, claims have been denied under intentional acts (e.g., driving into standing/moving water and the auto stalls out with resulting damage to the engine, striking brush located on the side of the road, driving on washed out roads that are clearly not passable or beyond the capabilities of the vehicle or driver).

Fuel & Care Purchases: A p-card or WEX card may be procured from the department to purchase fuel. P-cards may be used for car washes.

Accidents/Incidents: Take great care in handling rental vehicles to prevent costly university expenses and loss of university contracts. Carefully evaluate the condition of the vehicle before and after each day's use. Take extensive photos of damage. Do not assume you will get the same rental vehicle back after rental company maintenance, so retrieve all equipment and personal belongings if the vehicle is taken from you. Most of the normal vehicle accident/incident procedures also apply with university rental vehicles. Report accidents and damage to Boise State Risk Management & Insurance.

Parking: If unmarked rental vehicles need to be kept on campus, request permission from ParkingQuestions@boisestate.edu.

Questions or for More Information:

EXTERNAL VEHICLE RENTAL PROCUREMENT

Enterprise Rent-a-Car office with parked cars in Vermont

External Vehicle Rental Options - United States, Off-Road

Off-Road 1st Choice: United Rentals are state contract vehicle and equipment rental vendors, including pickup trucks. Trucks may come with good-quality all-terrain tires and a full-size spare.
1. - 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.
  - Long-term billing is every four weeks via emailed invoice, which is paid via Invoice Payment and PaymentWorks.
  - Contact: Taylor Sinclair - tsinclair1@ur.com (you must communicate by email for quotes, not online)
Off-Road 2nd Choice: Enterprise Trucks are state contract vendors. Agreement/contract number = XZ47P00, Agency ID = 47ID012, PIN = IDS
1. - The current Enterprise Trucks agreement includes no insurance options/coverage. Damage may be covered under state policy after State Risk review subject to a $2,500 Physical Damage deductible and $10,000 liability agency/department deductible, or insurance coverage may be denied (see External Rentals Protocol, Insurance Note).
  - Note that although Enterprise may rent SUVs, they have taken the position that only trucks should be used off-road with some claims.
  - Driver eligibility terms are restricted to state employees (or Authorized Volunteers) on state business only, with a minimum age of 21.
  - They may require you to return to the rental office every 30 days to rewrite/renew the rental agreement.
  - Contact: 208-336-9104, 6850 W. Fairview Ave. in Boise, Kelly Jenkins - Kelly.Jenkins@ehi.com
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.

External Vehicle Rental Options - United States, On-Road

On-Road 1st Choice: Internal vehicle rentals (sedans, SUVs, and vans) are available through Boise State's Motor Pool Services to use within Idaho, and these are preferred if driving from campus.
- - Out-of-state travel with university-owned vehicles is not recommended. Self-funded coverage under the Retained Risk Program and the state’s statutory liability cap may not be recognized in other state or international jurisdictions, and the driver may be cited for lack of insurance.
  - These vehicles should not be driven off-road.
  - Drivers must be 18 and be Boise State employees or students.
  - Contact: FleetShop@boisestate.edu
On-Road 2nd Choice: Use of state contracts with Enterprise or Hertz are required within the United States when renting.
- - 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.
  - Enterprise Contact: Kelly Jenkins - Kelly.Jenkins@ehi.com
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.
  - Off-contract rentals must be preapproved by P2P by submitting the Procurement Policy Exemption Request.
  - Document the lack of availability from the state contracts and save this documentation with rental receipts.

External Vehicle Rentals - International

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.

All insurance and coverage options should be selected for international vehicle rentals.
Drivers must be Boise State employees or Authorized Volunteers, as international rentals are also considered "university vehicles."
Minimum driver age is sometimes as high as 25.
An International Driving Permit must be procured from AAA.

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