Travel Services

Rental Car & Private Auto

Rental Car

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

To make reservations, use the corporate number found on the Program Summary and PIN: WAS

If another car rental agency is used and a State charge card (i.e. P-Card or Travel Charge Card) is not used, the renter will need to get the collision/loss damage waiver insurance. See the chart below for details on what insurance to select based on method of payment.

Rental Car Agency

State Contract?

Corporate Number*

Payment Method

Insurance

Enterprise/National

Rent-A-Car

Yes

As provided in the Program Summary.

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.

When driving a rental car on official WSU business the traveler must keep the Glove Box Items documents in the vehicle per BPPM 7.10.


Private Auto

When using a personal vehicle, travelers are reimbursed for vehicle miles only at the applicable Travel Rate. If the traveler chooses to drive their own car instead of flying, reimbursement is only provided 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. If an accident or any damage to the vehicle takes place during a business trip while in a person vehicle, the traveler’s insurance is the primary coverage and WSU is not responsible for the loss.

All miles outside of the daily commute are reimbursable when operating a personal vehicle on official business. Travel outside of the employee’s regularly scheduled work hours does not entitle reimbursement for the daily commute mileage expenses that are incurred during that time. The definitions needed for identifying what is considered the daily commute are below.

Definitions:

COMMUTE - Travel between the official residence (OR) and other domicile of a state officer or employee and their official station (OS) or other place of work.

OFFICIAL STATION - The city, town, or other location where the state official or employee's office is located, or the city, town, or location where the state official or employee's work is performed on a permanent basis. If teleworking is performed, that location is used not the campus the employee is affiliated with.

OFFICIAL RESIDENCE - The city, town, or other location where a state official or employee maintains a residence that is used as their primary domicile.

TEMPORARY DUTY STATION - A fixed location where a state official or employee has been temporarily assigned to work for a specific period of time which is less than one year.

Mileage Examples:

Travel Services, PO Box 641025, Washington State University, Pullman WA 99164-1025, 509-335-8074, Contact Us