Travel Services

Rental Car & Private Auto


Check With Your Department First

Each school or department may have travel requirements over and beyond those of the State or University. These may be additional forms for trip approvals, justifications, reports, or differences in what amounts will be reimbursed for meals, lodging, or airfare. Larger departments may have a single travel coordinator who will make all of your arrangements whereas smaller departments may expect the traveler to do all of it. Be sure you know before your trip, the role your department plays in both planning and reimbursing for travel.



Enterprise / National Rent-A-Car

Anyone traveling on official WSU business may use the contract: WSU Enterprise / National Rent-A-Car Program Summary

To make reservations, visit Enterprise and use Corporate Number: 45WA000 and PIN: WAS

For more information regarding the Enterprise / National Rent-A-Car, please contact Travel Services, 335-2038 or aly.kincaid@wsu.edu.


Other Car Rental Agencies

If you rent from another agency and do not use your WSU Visa travel charge card for payment, you will need to get the collision/loss damage waiver insurance.


Should I Purchase Insurance When Booking a Rental Car?

See the following chart for details depending on the payment method selected:

Rental Car Agency

State Contract?

Corporate Number*

Payment Method

Insurance

Enterprise/National

Rent-A-Car

Yes

45WA000

PIN: WAS

WSU Travel Card

  • Decline loss damage waiver coverage
  • Insurance is supplied under the state contract
  • Must book using the Corporate Number and PIN

WSU Purchasing Card**

  • Decline loss damage waiver coverage
  • Insurance is supplied under the state contract
  • Must book using the Corporate Number and PIN

Employee's Personal Credit Card

  • Decline loss damage waiver coverage
  • Insurance is supplied under the state contract
  • Must book using the Corporate Number and PIN

Non-Employee Credit Card***

  • Decline loss damage waiver coverage Insurance ONLY if the card presented for payment belongs to the driver.
  • Insurance is supplied under the state contract– Must book using the Corporate Number and PIN.

Other Rental Car Agency

No

Not Applicable

WSU Travel Card

  • Decline loss damage waiver coverage unless the vehicle rented is not coverage by VISA. For more information please see this VISA Benefits Guide.

WSU Purchasing Card**

  • Only the person whose name is on the WSU Purchasing Card is covered under the VISA Benefits Guide
  • Departments should accept the loss damage coverage when making rental car arrangements for non-employees such as candidates, guests, and contractors.

Employee's Personal Credit Card

  • Traveler should accept the loss damage coverage. 
  • Accepting any other insurance is a personal preference and not reimbursable.

Non-Employee Credit Card

  • Traveler should accept the loss damage coverage.
  • Accepting any other insurance is a personal preference and not reimbursable.

*Number to be used while reserving the rental car.  This ensures the traveler receives the insurance and the contract rates.

**The Purchasing Card may only be used for non-employee travel.  See BPPM 70.08 for details.

***Contractors, candidates and other non-employees traveling on University business may rent vehicles under the State Contract.


Personal Car

Travelers may also use their own personal vehicle when a motor pool vehicle is not available or when it is more advantageous or economical to the university to use a privately owned vehicle. Travelers are reimbursed for vehicle miles only. Mileage may be claimed by using maps, highway guides, or actual odometer readings to determine mileage. Click here to access to the Mileage calculator for traveling within Washington state or anywhere in the United States and Canada.

If you drive your own car on University business, you are reimbursed the applicable rate for each mile driven.

If you choose to drive your own car instead of flying, you are reimbursed the applicable rate for each mile driven up to the state contract airfare (if there is no contract fare, the lowest available coach fare) for the same trip.

  • Compute the mileage as described above.
  • You may also receive per diem during the first 24 hours for driving to and from the business destination. Use the per diem for the location where you sleep.

You are responsible for your own car insurance. If you are in an accident, your insurance is the primary coverage .

Daily commute transportation expenses between the traveler's official residence and official duty station is a personal obligation of the traveler and is not reimbursable by the state. All other miles driven on official state business are reimbursable.

  • Working during hours or days that the employee is not normally scheduled to work does not entitle the employee to reimbursement for transportation mileage expenses incurred between their official residence and their official duty station.
  • When an employee is assigned to work at more than one location within their official duty station, they may be reimbursed only for the local miles driven between the work locations.

See the following chart:



Mileage Rates

  • Private Owned Vehicle (POV) Mileage Rate = $.535 / mile (effective 1/1/17 - previously $.54 / mile).
  • Private Aircraft Mileage Rate = $1.31 / statute mile.
  • Private Owned Motorcycle Mileage Rate = $.53 / mile.

Click Travel Rates (Business Policies and Procedures Manual) for detail information.

Travel Services, PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-2034, Contact Us