Preferred car rental shortage and rental policy reminders

Car rentals through the end of this calendar year (and likely into early 2022) are very limited and travelers are likely having to find other alternatives to our preferred vendors. The University participates in the Big Ten contract with Enterprise and National which provides significant savings, especially for long-distance, short-duration trips.

• Contract Rentals must be reserved through Concur.
• Vehicle rentals are limited to midsize SUV vehicle classes and below unless a documented business need requires a larger class of vehicle.
• Prepaid vehicle refueling options are out of policy.
• Must be driver authorized before operating a vehicle for UW–Madison business.

If Enterprise and National are not available – either they do not serve a particular location or they do not have any vehicles available – University travelers also have access to the State of Wisconsin’s contract with Hertz. If vehicles are not available through any of these three vendors, travelers can book a rental vehicle elsewhere and are not required to use Concur. Documentation must be provided for non-contract vehicle rental usage. Here is the link to vehicle usage policy for UW business travel: https://businessservices.wisc.edu/travel-reimbursement/planning-a-trip/booking-rental-car-fleet-vehicle/#rental. Please reach out to Kelly Layton (klayton@wisc.edu), if you have questions about vehicle rental.