Business Travel Adventures: Rental Car vs Personal Car
Deciding between using a rental car or a personal car for travel depends on several factors. Here are some considerations to help you make the best choice!
When to Use a Rental Car:
- Long-Distance Travel: If you’re traveling where a rental car might be more cost-effective and less costly than Amtrak or airfare.
- Vehicle Requirements: If you need a specific type of vehicle (e.g., a larger vehicle for transporting equipment needed to support your university travel), renting might be more suitable.
- Cost Coverage: The university maintains a contract with Enterprise/National Car Rental, offering highly competitive rental rates and comprehensive insurance coverage
Rental Car Scenarios:
- Long-Distance Conference: You’re attending a conference and need to drive (with approval). The university covers the rental cost, including fuel and insurance. Renting a car would save wear and tear on your personal vehicle and provide peace of mind with the included insurance.
- Transporting Equipment: You need to transport large equipment for a university event. Renting a larger vehicle, like an SUV or van, would be more practical and ensure you have enough space.
- Extended Business Trip: You’re going on a week-long business trip that involves a lot of driving. A rental car would be more reliable, and the rental company handles any maintenance issues that might arise. In addition, our contracted Enterprise weekly rental car rates could be as low as $200.
When to Use a Personal Car:
- Short Trips: For shorter trips, using your personal car might be more convenient and quicker. (round trip mileage is 200 miles or less)
- Reimbursement: If the mileage reimbursement rate is favorable and covers your costs, using your personal car could be beneficial. 2025 Mileage Rates
- Availability: If rental cars are not readily available or if you need to travel on short notice, using your personal car might be more practical.
Personal Car Scenarios:
- Local Meeting: You have a meeting in a nearby town. Using your personal car is convenient, and the mileage reimbursement covers your costs.
- Last-Minute Travel: You need to travel on short notice, and arranging a rental car isn’t feasible. Using your personal car allows you to leave immediately without any delays.
Ultimately, the use of your personal vehicle may be considered when an Enterprise/National contracted vehicle is not available, or when the use of a personally owned vehicle is cost-beneficial to the University versus ALL other available travel options (including air and rail).
For further guidance please see: https://procurement.vcu.edu/i-want-to/travel/learn-about-transportation-options/#personal-vehicles
If you have any other questions or need further assistance, feel free to ask!
Categories Procurement Services