Rental Vehicle Policy

Scope

1. This policy applies to all staff of the University.

Related documents

2. This policy should be read in conjunction with the following documents
   • Discretionary Expenditure Policy
   • PCard Policy
   • Policy on the Use of Private Vehicles for University Business
   • Preferred Supplier Rental Vehicle Rates
   • Preferred Rental Vehicle Supplier Guidelines
   • Travel and Accommodation Policy

Definitions

3. In this policy:
   • university business means any activity that a staff member is expected to undertake during the course of his or her work
   • domestic means within New Zealand
   • overseas means outside New Zealand

Purpose

4. The purpose of this policy is to ensure appropriate, equitable and cost-effective use of rental vehicles by staff for university business.

Approval and use of rental vehicles for university business

5. Where public transport (bus, train, taxi, etc) is readily available, it should be used as the standard transport option unless the staff member's line-manager approves otherwise on the grounds that use of a rental vehicle is more practical and economic.
6. Personal preference is not in itself an acceptable reason for renting a vehicle rather than using public transport.

Preferred supplier and insurance for domestic vehicle rentals

7. The University has a contract with a preferred supplier of domestic rental vehicles, details about which are available from the Procurement Manager.
8. Use of a domestic rental vehicle company other than the preferred supplier is subject to the prior approval of the staff  member's line-manager and the Procurement Manager, and will only be approved whether the preferred supplier is unable to provide a suitable vehicle.
9. The University's insurance covers domestic rental vehicles, which means that no additional insurance cover is necessary.

Preferred supplier and insurance for overseas vehicle rentals

10. For overseas vehicle rentals staff must, wherever possible, use the same preferred rental vehicle company as for domestic vehicles.
11. Staff renting vehicles overseas must purchase the mandatory insurance cover offered by the relevant company but, because the University's travel insurance policy includes cover for rental vehicle excesses up to $5,000, must decline any excess waiver option if offered.

Rental vehicle arrangements

12. Rental vehicles must be arranged in advance through the University's preferred travel management company; bookings may not be arranged directly with the preferred rental vehicle company.

Payment for rental vehicle costs

13. The standard payment method for rental vehicles is University of Waikato PCard; staff who do not hold a University PCard must raise a purchase order to cover payment.
14. Wherever practicable, rental vehicles must be refuelled before being returned to the rental company to avoid further charges being incurred by the University.
15. Staff members must retain all receipts for costs to enable reconciliation of PCard charges or reimbursements.
16. Parking fines, speeding tickets and other infringement notices are the responsibility of the driver of the rental vehicle and cannot be claimed back from the University or charged back to the rental company.

Class of vehicle

17. Staff may not rent a vehicle above Class C (1.8-2.0L Compact Auto), unless the nature of the university business being undertaken is such that a van or 4-wheel drive type vehicle is necessary and prior approval has been given by the staff member's line manager.