Vehicle Rentals

Coverage is for the contract holder and any other person who drives the same rental vehicle with the contract holder's permission.

For more information on the Travel & Expense card coverage, please visit the Scotia Bank Comercial Card Resource Centre.

Fill out the Vehicle Rentals Over 30 Days form.

Information on local rentals, out of town rentals, and school bus or coach bus rentals is available on Supply Chain Management's website on their Book Travel page. See Book Vehicle Rentals near the bottom of the page.

Drivers

*Drivers must be 21 years or older to rent vehicles for UCalgary purposes

Employees are automatically covered by the university to drive rental vehicles on university business. If you are planning to use a rental vehicle for personal use, you should purchase insurance from the rental agency as the university's insurance policy will not respond to accidents arising from personal use. 

Volunteers, undergraduate students, graduate students, postdocs, co-op students, interns, and externs must register and be approved as authorized drivers through the Risk Management and Insurance program. Once department approval has been obtained and Risk Management and Insurance has reviewed and approved the required documentation, the applicant will receive an email stating "You are fully approved to drive vehicles on behalf of the University of Calgary". At that time, the driver will automatically be covered by the university's insurance to drive rental vehicles for university business purposes on behalf of that department up to the date of "expiry of driving privileges" indicated in the email. Students may only drive under the following specific circumstances: 

• varsity team transport 
• credit course-related field trips 
• undergraduate students must be under the direct supervision of a university employee who is either in the vehicle or in an accompanying vehicle 
• graduate students can also drive for field research that has been approved by their department head as requiring a vehicle.

If you are renting a car, SUV, or small van for university business purposes only, use your UCalgary Scotiabank Travel and Expense (T&E) Card. This may provide up to $65,000 insurance for loss or damage to the rental vehicle in an accident, as well as theft of the vehicle. This insurance will apply when the vehicle is driven by the person whose name is on the card, or by those authorized to drive by the card holder.

Insurance Coverage Limitations

• Coverage is limited to the first vehicle rented only. If more than one vehicle is required at the same time, you may wish to use another T&E card for the second booking. The renter should ensure that they will be a driver in the first vehicle, where possible
• Covered vehicles are limited to cars, sport-utility vehicles, and vans that transport a maximum of eight people (including the driver). *Trucks are not covered by the T&E card insurance
• The maximum rental term covered by the UCalgary T&E card is 48 days.However, when vehicles are rented for more than 30 days, you are also required to complete the vehicle rentals over 30 days form. Should the claim not be accepted by the T&E card, completion of this form will ensure that the UCalgary insurance will provide coverage instead.
• The vehicle cannot be driven off publicly maintained roads
• Claims must be reported within 48 hours after the accident to the T&E card insurer by calling 1-833-389-1090 (in Canada or the United States) Manulife @ 1-833-389-1090 or through the
  portal at www.manulife.ca/scotia. For policy # send a request to finance@ucalgary.ca 
• You must have declined the CDW coverage on the rental agreement. 

For further information on this coverage as well as any limitations, send a request to finance@ucalgary.ca

If you are renting a vehicle for university business purposes, this policy will provide up to $75,000 insurance for loss or damage to the rental vehicle in an accident as well as theft of the vehicle. It will also provide liability insurance (damage to third parties) coverage. 

Insurance Coverage Limitations

• Maximum value of the rental vehicle is $75,000 Canadian
• This policy will cover vehicle rentals up to 30 days. If you are renting a vehicle for more than 30 days, you are required to complete the vehicle rentals over 30  days form and we will provide coverage under the owned auto policy policy for you
• Claims must be reported as soon as possible to Campus Security (403.220.5333) who will file an incident report with Risk Management and Insurance. Ensure that you give them a copy of your rental agreement, the police report and any accident report you completed for the rental agency
• Coverage is world-wide except for:
  • Afghanistan, Bangladesh, Burkina Faso, Central African Republic, Democratic Republic of the Congo, Guam, Haiti, Iran, Iraq, Israel, Ivory Coast, Libya, Macedonia, Myanmar (Burma), Nigeria, Pakistan, Saipan, Sudan, Syria, Yemen, Republic of Belarus,The Russian Federation as recognized by the United Nations (or their territories, including territorial waters, or protectorates where they have legal control; legal control shall mean where recognized by the United Nations) and Ukraine.
  • If you are renting vehicles in those countries, purchase the local insurance offered by the rental agency
• Deductible: $1000 per accident
• Property:
  • Personal property of the driver or occupants is not covered
  • University of Calgary owned property located inside the vehicle or carried outside on the vehicle or a trailer is not covered by this policy (see UCalgary Property Insurance for this coverage)
• Driver:
  • Must have the appropriate license for the location and type of vehicle they are driving
  • Cannot be legally impaired or intoxicated
• Cannot transport hazardous, radioactive, illicit, or prohibited materials
• Damage excluded from coverage includes tires, mechanical failure, wear and tear, etc.

When vehicles are rented for more than 30 days, Risk Management and Insurance must be able to declare the vehicle to the insurer to ensure that coverage is provided. The completion of the vehicle rentals over 30 days form will automatically provide such coverage.

Be sure to check the vehicle for scratches and dents before you leave the rental agency. It is the driver's responsibility to check for damage before they drive the vehicle. If there is pre-existing damage, ensure that you immediately report it to the rental agency before you leave.

Vehicles rented in Canada or the United States, can generally be driven across provincial/state and country borders. However, it is the driver's responsibility to check this with the rental agency, before they do so.

If you are planning to drive a rental vehicle into Mexico, you will need written permission from the rental company prior to doing so.

The Travel and Expenses Handbook is your best resource for information regarding reimbursements as well as the type of vehicle rentals that are allowed. You can access this information in section 3.4 of the handbook.

Moving traffic violations and parking citations are the responsibility of the driver. If they are received by the rental agency they will be forwarded to the motor pool and then to the department who rented the vehicle.

University insurance will only respond if the driver was on university business at the time of the accident.

If you are planning to use the rental vehicle for personal use, ensure that you carry the appropriate insurance. You may have coverage under your personal credit card, an extension on your personal vehicle insurance or you may wish to purchase the insurance offered by the rental agency. It is the responsibility of the individual renting the vehicle to ensure that they are adequately covered by insurance at all times.

Outside of Canada and the United States, UCalgary's insurance policy will only cover rental vehicles if insurance is purchased from the rental vehicle company OR the rental is paid on a university T&E card and claims are reported to the card provider within 48 hours.

Register on the UCalgary Travel Registration system and check off that you are renting a vehicle during your travel to that country.

Employees are automatically covered by the university to drive rental vehicles on university business. Any others driving the rental vehicle are required to complete a Drivers Registration Form and be approved to drive prior to travel. They are also required to register on the UCalgary Travel Registration system.

Coverage is world-wide except for the following countries:

Afghanistan, Bangladesh, Burkina Faso, Central African Republic, Democratic Republic of the Congo, Guam, Haiti, Iran, Iraq, Israel, Ivory Coast, Libya, Macedonia, Myanmar (Burma), Nigeria, Pakistan, Saipan, Sudan, Syria and Yemen, Republic of Belarus, The Russian Federation as recognized by the United Nations (or their territories, including territorial waters or protectorates where they have legal control shall mean where recognized by the United Nations and Ukraine (in accordance with the borders established as of the 1991 Declaration of Independence, including the Crimean peninsula and the Donetsk and Luhansk regions).

If you are renting vehicles in those countries, please ensure that you have purchased the local insurance offered by the rental agency.