Covered on the Road: Rental Car Insurance Made Simple
Renting a vehicle for university business? Here’s what you need to know to stay compliant and fully protected. To ensure full coverage and alignment with university policy, please review the requirements below before booking your rental.
👩🏾💼 Employee Requirements
All VCU employees must have Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) coverage for every business rental.
🚘 Use Contracted Vendors When Possible
To simplify the process and ensure automatic compliance, book through Enterprise/National or Hertz. Contracted rates with these vendors already include the required CDW and LDW coverage, so no additional insurance selection is needed at the counter.
⚠️ If You Must Use a Non-Contracted Vendor
If a contracted vendor is unavailable and you must book with another company, you are required to purchase CDW and LDW coverage at the time of rental. This ensures you remain fully covered and compliant with university policy.
👥 Non-Employee Travelers
Individuals who are not VCU employees must purchase CDW and LDW coverage for all rentals. These costs are reimbursable.
🌎 International Travel
For rentals outside the contiguous 48 states, travelers must purchase CDW and LDW coverage. These costs are reimbursable.
💲 Budget Reminder
CDW and LDW charges typically range from $10 to $50 per day. Be sure to factor this into your travel budget when planning your trip.
🚨 Important Reminder
University insurance coverage applies only to authorized business use. In the event of an accident during unauthorized use, VCU’s insurance will not provide coverage, and the individual may be personally responsible for damages and associated legal costs.
For additional guidance, please contact the Occupational Health and Safety.
Choosing the right coverage protects you, your department, and the university. When possible, book with a contracted vendor to ensure you’re fully covered and compliant.
Categories Procurement Services