Renting Vehicles for Trent University Business



Renting Vehicles for Trent University Business

When renting an automobile for less than 30 days on University business, the following procedures should be followed to protect Trent employees from incurring an uninsured loss.

‘Trent University’ should always be names as the primary renter. If the University is not listed as the primary renter any damages will be paid from the personal auto insurance policy of the individual renting the car.

ONLY private passenger and light commercial vehicles should be rented. Only private passenger and light commercial vehicles are covered under Trent University’s Non-Owned Automobile Insurance policy.

The rental car agency may require drivers under 25 to show proof of additional third party liability insurance.

To be eligible for coverage under the Trent Non-Owned Vehicle Insurance Policy the renter must:

• Have a valid driver’s license.

• Driving the vehicle on University Business ONLY. If you are using the vehicle for personal use (i.e. recreational, leisure, sightseeing outside of business) ensure that you purchase the insurance offered by the rental agency.

• Rent a vehicle for no more than 30 consecutive days.

Individuals are responsible for their own personal property left in the vehicle (including and University-owned property). Ensure that all valuables are locked in the trunk of the car.

In the event of a claim, Trent University’s Non-Owned Automobile policy has a $1000 deductible. The department that has provided authorization for the use of the rental is responsible for the deductible

Trent University Employee driving rental vehicle on company business using Corporate AMEX Credit Card

Employees traveling on Trent University business should rent vehicles using their Corporate AMEX Credit Card.

Insurance coverage when driving a rental vehicle on Trent University business is conditional upon meeting the following requirements:

1) Cardholder must provide a Corporate AMEX Credit Card imprint at the time they take possession of the vehicle

2) Only the Cardholder (and no one else) may sign the rental agreement and take possession of the rental vehicle from the rental agency.

3) If there will be any other drivers of the rental vehicle (other than the Cardholder), the names of all these drivers must be listed as additional drivers on the rental agreement.

4) Cardholder must decline the rental agency’s Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) or similar provision,

5) The length of time the Cardholder rents the vehicle must not exceed 30 days.

6) The Cardholder cannot rent two or more vehicles at the same time.

7) The vehicle rented must be a private passenger or light commercial vehicle (designed to transport a maximum of eight (8) people) weighing less than 4,500 kilograms. The following vehicles are NOT covered: vans (but certain mini-vans are covered), trucks, limousines, off-road vehicles, motorcycles, moped, recreational vehicle, camper, trailers, buses, antique vehicles, expensive or exotic vehicles (Aston Martin, Bentley, Bricklin, Daimler, DeLorean, Rolls Royce etc), any vehicle with a manufacturer’s suggested retail price excluding taxes over $65,000 Canadian.

8) When driving within Canada and the USA, Cardholders should decline third party liability insurance from the rental agency.

9) When driving outside Canada and the USA, Cardholders must purchase third party liability insurance from the rental agency.

When renting in Canada:

3rd Party Liability Coverage:

• Have the rental contract clearly state that it is between the University and the rental agency.

Collision Damage Waiver/Loss Damage Waiver

• Must be declined if using AMEX corporate Credit Card.

• If you rent a class of vehicle other than Private Passenger or Light Commercial or if the vehicle you are renting has a value greater than $50,000 you should purchase the Collision Damage/Loss Damage Waiver coverage. These vehicles are not covered under Trent’s Non-Owned Auto Insurance policy.

• If your department wishes to reduce it’s deductible from the $1000 and you are not paying for the rental with an AMEX corporate credit card you may wish to purchase the CDW/LDW.

Personal Accident Insurance (PAI)

• This type of insurance should be declined for those staff and faculty who participate in the University’s employee benefits plan.

When renting in the USA:

3rd Party Liability Coverage

• Have the rental contract clearly state that it is between the University and the rental agency.

Collision Damage Waiver/Loss Damage Waiver

• Must be declined if using AMEX corporate Credit Card.

• It is not necessary to purchase this from the rental company as this is covered by the Non-owned Auto Policy for Private Passenger and Light Commercial (pick-ups and vans) subject to a $1,000 deductible. The following are exceptions to this:

o If you rent a class of vehicle other than Private Passenger or Light Commercial or if the vehicle you are renting has a value greater than $50,000 you should purchase the Collision Damage/Loss Damage Waiver coverage. These vehicles are not covered under Trent’s Non-Owned Auto Insurance policy.

o If your department wishes to reduce it’s deductible from the $1000 and you are not paying for the rental with an AMEX corporate credit card you may wish to purchase the CDW/LDW.

Personal Accident Insurance (PAI)

• This type of insurance should be declined for those staff and faculty who participate in the University’s employee benefits plan.

When renting outside of Canada and the USA:

3rd Party Liability Coverage

• The maximum liability coverage offered by the rental company should be purchased.

• Faculty/staff are also encouraged to consider using other means of transportation (such as taxis or buses/drivers for larger groups) instead of using a rental car. Alternate transportation can often be arranged with the host institution.

Collision Damage

• All coverage offered by the rental car company should be purchased as the American Express coverage is not available for rentals outside of Canada and the U.S.

Personal Accident Insurance (PAI)

• This type of insurance should be declined for those staff and faculty who participate in the University’s employee benefits plan.

Summary Reference table for Renting Vehicles

| |Liability |Collision/Loss Damage Waiver |Personal Accident |

|CANADA |Trent University must be named |Must NOT be purchased if paid |Staff/Faculty should decline the|

| |on the rental contract. |for by AMEX corporate card (see |rental agency policy if they |

| | |above) |participate in the University’s |

| | | |benefits plan. |

|USA |Purchase coverage through rental|Must NOT be purchased if paid |Staff/Faculty should decline the|

| |agency in all circumstances. |for by AMEX corporate card (see |rental agency policy if they |

| | |above) |participate in the University’s |

| | | |benefits plan. |

|Outside of Canada and the USA |Purchase max liability coverage |All coverage offered by rental |Staff/Faculty should decline the|

| |offered by rental agency |company should be purchased. |rental agency policy if they |

| | | |participate in the University’s |

| | | |benefits plan. |

Accident Reporting for Rental Vehicles:

• In the event of an accident, contact the rental agency immediately and follow its instructions.

• If you rented with the Trent University American Express corporate card notify the card company within 48 hours of the incident.

• Notify the Risk Management Department as soon as possible ( (705)748-1011 ext. 7372 or (705) 748-1333 after hours/weekends).

Conditions of the Rental Agreement

Drivers of rental vehicles must observe the following at all times:

• Only authorized drivers named in the agreement may drive the vehicle

• Primary drivers must drive the vehicle the majority of the time.

• The vehicle must not be taken off public roads.

• The vehicle must be kept locked at all times.

• The driver must obey the Highway Traffic Act.

• Do not continue to drive a vehicle which as become damaged.

Trent University employee driving personal vehicle on company business

 

Employees may use their personal automobile on company business if it is legally registered and in safe, roadworthy condition.  The employee must inform his / her insurance company when a personal vehicle is being used for business purposes and pay (if any) associated increased costs in the premium.  Trent University is not responsible for these additional premium costs. Employees driving their own vehicles on company business should carry a minimum of $1,000,000 automobile liability insurance.

 

Employees driving their own vehicles on company business are not insured for collision or third party liability under the Trent University corporate insurance policies. In the event of an accident, the employee's personal auto insurance policy provides sole coverage for both collision and liability and the employee must pay the deductibles required by his / her personal auto insurance policy. Trent University is not responsible for deductibles owing under the employee's personal auto insurance policy.

Trent University accepts no liability for any loss, damage or injury that may result from the utilization of a personal vehicle for business purposes.

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