Procedure on Acquiring Insurance for Rental Vehicles


University of North Carolina at Chapel Hill Procedure on Acquiring Insurance for Rental Vehicles

Procedure Statement

Employees that rent vehicles for official University business do not need to acquire or purchase additional automobile insurance. Rather, the University's existing automobile insurance policy automatically provides both liability and physical damage insurance for these vehicles.

Forms and Instructions

Employees should utilize rental vehicles provided by the University Fleet Services whenever possible. Instructions on how to reserve state-owned vehicles, including an online reservation request form, can be found on their website.

The state of North Carolina also maintains rental vehicle contracts with nationally-recognized firms that provide the University with discounted rates, extra benefits, and preferred services. Employees should try to utilize the services of these companies when a rental vehicle other than those provided by University Fleet Services is needed.

Employees should not purchase the collision damage waiver insurance or any other insurance coverage the rental agency may offer. This travel expense is not reimbursable except for certain limited situations involving use in foreign countries. If the rental agency requests verification of the University's automobile insurance, contact Risk Management Services. A certificate of insurance will be provided showing evidence of our insurance.

Vehicles rented for University business should be rented in the name of "The University of North Carolina at Chapel Hill." The employee who will be the principal operator of the vehicle must sign the contract, and the names of additional operators must also be included on the contract.

Employees must also recognize that the same state of North Carolina driving regulations apply to rental vehicles as they do for state-owned vehicles. The University's insurance coverage for rental vehicles only applies while it is being used for official business and will not apply for personal use.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures


February 2, 2017 - removed the term, "Motor Pool" and replaced with "state owned" or "University Fleet Services" where appropriate and updated links to current sites.
July 10, 2009

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Article ID: 131844
Thu 4/8/21 9:18 PM
Thu 5/5/22 8:28 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/02/2017 11:00 PM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Associate Vice Chancellor for Campus Safety and Risk Management
Last Review
Date on which the most recent document review was completed.
02/02/2017 11:00 PM
Last Revised
Date on which the most recent changes to this document were approved.
02/02/2017 11:00 PM
Next Review
Date on which the next document review is due.
02/02/2019 12:00 AM
Date on which the original version of this document was first made official.
07/10/2009 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Risk Management Services and Mission Continuity