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Policy
Coaches and staff may rent a car when driving is deemed more convenient and less expensive than airline or rail travel, distance is greater than 250 miles round trip, or is necessary to transport equipment or materials. Alternative modes of transportation, including public transportation and shuttle services, should be given consideration in large cities due to the higher cost of car rental and parking.
Coaches and staff who rent vehicles for University business and/or recruiting must complete a driver authorization form and driver training prior to driving or renting a vehicle. Additionally, all coaches and staff renting a 12 or 15 passenger van must complete both a driver authorization form and driver training.
Please use the links below to reference the safeDrive Policy and request Driver Authorization and Training:
Request Driver Authorization and Training
All reservations should be made through Anthony Travel. Coaches and staff should reserve rental cars through one of Brown’s preferred suppliers, which are:
National Car Rental
Enterprise Rent-A-Car
Use of other car rental agencies is only permissible when none of the preferred suppliers are available. Coaches and staff that do not use a preferred supplier will not be penalized for going over the daily negotiated rate so long as they provide probable cause for using a non-preferred supplier.
Rental Car Insurance:
If a preferred supplier is not used, your respective cost center may face deductibles up to $2,000 associated with any damage or accidents. The University maintains auto liability insurance through a commercial insurance carrier. Insurance coverage for rental cars does not include lost or stolen personal items. Valuables should never be left in an unattended vehicle. Supplemental liability and collision damage insurance must be purchased through the rental agency if:
Traveling outside of the United States
The driver is under the age of 25 and Brown’s contracts with strategic suppliers are not being used (these coverages are already included in the strategic supplier rates)
The traveler is renting a 12- or 15-passenger van and Brown’s contracts with strategic suppliers are not being used (these coverages are already included in the strategic supplier rates)
If additional insurance is purchased outside of these specific circumstances, it will not be reimbursed unless prior approval is granted by a Senior Officer.
When required to purchase insurance, full coverage (supplemental liability and collision damage) is required. Only Brown coaches, staff, and students who have
completed the Driver Authorization process are covered under the University’s insurance plan while renting vehicles for Brown University business purposes. Spouses, friends, and other non-employee listed drivers are covered only under insurance provided by the rental company or under the driver’s personal insurance. All drivers must be listed on the rental agreement in order to drive the rental.
If a strategic supplier is not used, the traveler’s department may face high deductibles associated with any damage or accidents.
Rental Car Accident:
Rental car accidents must be reported to local authorities, the rental car agency, the University Insurance Office and the Athletics Business Office within 48 hours. Coaches and staff are strongly encouraged to rent with National Car Rental or Enterprise Rent-A-Car, as there will be no deductible charged in the case of damage to a rental vehicle.
Non-reimbursable rental car related expenses include, but may not be limited to:
Pre-paid gas expense or refueling charge (however, gasoline purchased in conjunction with the use of a rental car will be reimbursed).
Theft of personal items.
Cost of covering non-employee drivers.
Periods of personal use that may have coincided with business related travel.
Car repair.
All tickets and fines (parking, traffic violations, etc.).
Toll violations.
Car wash.
Note: It is against University policy for an employee to solely pay for another individual’s travel expenses. If an employee is requesting reimbursement for expenses for anyone other than him/her self, the relationship and reason for the additional reimbursement must be clearly stated. Any exceptions must be granted by the Assistant Director of Athletics for Business Operations prior to book travel.
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