Enterprise Rental Car

How to Reserve/Pay for Rental Cars or Vans
When Traveling on University Business

Introduction

The following outlines the procedures to reserve and pay for short-term rental cars/vans when EWU employees travel on university business. A state contract provides discounted rates from Enterprise Rental Car Reservations can be made through a state-qualified travel agency or directly through Enterprise. Payment can be made via:

(a) Travel Accounting (university pays directly)
(b) Departmental CTA account where available (your department pays directly)
(c) Personal or corporate credit card (traveler pays, then claims reimbursement)

Booking through State-Qualified Travel Agencies

If your department has a CTA account, contact a state-qualified travel agency and make a reservation. Tell the travel agent your department name (e.g., Social Work). Forward a completed TA form to your departmental CTA holder for payment authorization.

If your department does not have a CTA, there are two payment options:

1. Ask Travel Accounting to authorize/pay:

a. Make your reservation through a state-qualified travel agency
b. Complete TA form noting agency where reservation is held
c. Send completed TA form to Travel Accounting to authorize payment

2. Pay yourself using a personal or corporate credit card (you may request a cash advance through Travel Accounting):

a. Make your reservation using CD number "45WA501"
b. Submit receipt for reimbursement upon completion of trip

Booking directly through Enterprise Rental Car

1. Complete TA form
2. Go to http://www.enterprise.com
Or call 800-847-3722 (nationwide) or 509-458-3340 (Cheney/Spokane)

For Corporate Account or Customer Number mention CD "45WA501"
For company name or PIN number mention "WAS"

Note: Traveler pays up front, then submits receipt for reimbursement.

Prepared by EWU Travel Accounting Office
Rev: February 1, 2005