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Vehicle Rentals in Texas
GUIDELINE
A rental vehicle should be used only if the cost is less expensive than reimbursing the traveler for personal vehicle use. Remember, only Baylor approved drivers are authorized to drive a Baylor owned, leased, or loaned vehicle (see Guidelines for Driving on Behalf of Baylor Policy No. 5.1). Charges will be made based on actual vehicle usage. Contact Enterprise as soon as possible concerning special circumstances affecting the pick up or return of a vehicle.
WACO & DALLAS SERVICE- Enterprise Rent-A-Car
- An agreement has been established with Enterprise for trips beginning and ending in Waco for Waco Faculty and Staff and in Dallas for the Dallas School of Nursing.
- Call Enterprise in Waco at 254-714-1131 or in Dallas at 214-428-3300
PROVIDE THE FOLLOWING INFORMATION WHEN RESERVING A VEHICLE:
- Traveler's name
- Department name
- Department phone number
- 7-Digit department ID number
- Date and time for pick-up and return
RATES
This information is located on a secure server and requires a BearID and password. Rates Link
INSURANCE
Travel in the United States
- Collision Damage Coverage or optional "Damage Waiver (DW)" as listed on the Enterprise rental agreement is not required. Before making a decision as to whether the DW should be declined, departments might want to consider the $500 deductible charged to departments for all automobile physical damage under the Uninsured Loss Policy, Policy No. 10.20.
- Optional Personal Accident Insurance (PAI) is not required.
- Traveler may wish to purchase optional Personal Effects Cargo (PEC) coverage. PEC benefits apply to personal effects belonging to the vehicle renter. Baylor property is covered by specific insurance policies and/or covered pursuant to the Uninsured Loss Policy, Policy No. 10.20.
- Optional Supplemental Liability Protection (SLP) is not required.
- If travel is personal in nature, the traveler may wish to purchase optional insurance coverage (DW, PAI, PEC, or SLP).
Travel in Foreign Countries
- Traveler must purchase the maximum limits required by law in the country where travel is to take place for physical damage and liability.
For additional information about automobile insurance coverage and related information, call the Risk Management Department at 254-710-8990 or access the documents listed immediately below on the Risk Management website.
ACCIDENT
If the traveler has an accident, it should be reported to Risk Management as soon as reasonably possible. The Accident can be reported by email (evelyn_miller@baylor.edu), telephone (254-710-8990), facsimile (254-710-8592), or mail (One Bear Place #97191). The Automobile Accident Report Form and Automobile Accident Reporting Guide can be downloaded and printed from the Risk Management website.
When traveling on University business, employees are covered by Workers' Compensation Insurance for bodily injury sustained as a result of an automobile collision. However, to protect the employee and his/her estate it is essential that evidence be presented that the travel in question was University business, and evidence must exist in the University's records. A Travel Authorization Form (TAF) is one form of written documentation to confirm travel status. The TAF should be filed with the traveler's appropriate home department prior to travel, and should be retained in the department.
Procurement Services Contact:
Georgia Downey
E-mail: Georgia_Downey@baylor.edu
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