Updates to the Emburse Rental Car Experience
Whether you’re heading to a conference across the state or visiting a partner institution, getting from point A to point B should be the easiest part of your trip. To support a smoother booking and reimbursement experience, we’ve enhanced the Rental Car Tile in Emburse with updated guidance and policy prompts.
What’s New
- New in-system alerts when selections fall outside policy
- Required justifications for non-contracted vendors or larger vehicle types
- Updated guidance aligned with current preferred vendor agreements
While the tile itself will look familiar, you’ll notice these updates as you move through the booking and expense process. These enhancements reflect our current preferred partnerships and policy requirements.
Our Preferred Partners
VCU maintains contracts with the following vendors to provide discounted rates and integrated insurance coverage:
- Enterprise / National
- Hertz
These agreements are designed to protect both you and the university by including necessary insurance and pre-negotiated rates that align with budget guidelines. All rental vehicles for university business should be booked through one of these contracted vendors.
Vehicle Selection Guidelines
When selecting a vehicle, please keep it practical:
- Midsize / Intermediate vehicles (or smaller) are within policy
If your travel requires a larger vehicle—such as transporting equipment or traveling with a group of four or more—you may still reserve one. However, an additional justification step will be required in Emburse.
Understanding Emburse Justifications
Emburse will automatically flag rentals that fall outside standard policy. You’ll be prompted to provide a written justification in your expense report if:
- You use a non-contracted vendor (other than Enterprise, National, or Hertz)
- You reserve a vehicle larger than a midsize/intermediate (e.g., full-size or SUV)
Tip: You can sign up for a free Emerald Club membership to access potential upgrades when booking a midsize vehicle. Details are available on the Travel website (behind CAS security).
Quick Tips for a Smooth Trip
- Book through Collegiate Travel Planners (CTP) to automatically receive VCU contract rates
- Ensure a personal credit card is saved in your traveler profile when reserving through CTP
- You may also book directly with vendors using VCU corporate discount codes available on the Travel website
- When using preferred vendors, CDW and LDW insurance are already included
- Save your final itemized receipt—you’ll need to upload it with your expense report
Questions about an upcoming trip? Contact [email protected].
Categories Procurement Services