408-02 Car Rentals
Fiscal Operations Manual
Section 400: Expenditures
Charging car rentals to OSU is allowed only for employees on University business. The AutoPay vendor program is used to charge rental cars to the university. Do not charge rental cars to the Department Purchasing Card. Do not charge car rentals for non-employees; the State of Oregon self-insurance program does not cover non-employees for liability.
When a unit brings someone onto campus as an independent contractor or a visitor of any kind (including interviews) do not agree to pay for the car rental charges on an AutoPay basis. Non-employees coming to OSU need to make payment directly to the car rent agency, no exceptions.
Departmental personnel can make rental arrangements for non-employee, but inform the visitor that they are responsible for payment of the rental charges, including any damage that is incurred while the vehicle is in their possession. Non-employees will need to present a credit card as a form of payment.