Purchasing

Vehicle Rental Procedures

In the event you do not want to use your personal vehicle (effective 01/01/06 rate is $0.445/mile) for official university business, you may rent a vehicle through the NYS contract with ELRAC, Inc. d/b/a Enterprise Rent-A-Car.

Contact one of the Enterprise branch offices listed below to arrange for vehicle rental (the Poughkeepsie branch is the primary branch office for SUNY New Paltz rentals). The following information must be provided to the Enterprise representative when you call to reserve:

1. Your name (and that of any other employee that will be driving the vehicle).
2. SUNY New Paltz and department name.
3. Customer number JN0196.
4. NYS Contract number PS61890, Commodity Group 72001.
5. Purchase Requisition Number (available from the individual in your department responsible for processing requisitions).
6. Date(s) of rental.
7. Advise the Enterprise representative of the time you need to have the vehicle on campus and arrange to meet at the Service Building parking lot.
   OR
   Advise of the time you will pick-up the vehicle, at which branch and whether you require use of the branch parking lot (NOTE: parking is available only at the Poughkeepsie branch).
   OR
   Advise of the time for requested pick-up service at home (NOTE: this usually requires the Enterprise representative to pick you up and then return to the branch office for completion of paperwork. Allow for additional travel time to reach your destination).
8. Request a subcompact, compact, or mid-size vehicle. (Full size, luxury, and specialty vehicles are not permitted without prior approval of the Vice President for Administration).
9. Purchase the damage waiver protection (CDW or LDW insurance). Cost of this insurance is $8.99/day if the vehicle has a MSRP <$30,000.00 and $11.99/day if the vehicle has a MSRP >$30,000.00. The charges will be added to the rental agreement and purchase order.

After vehicle rental arrangements have been made, submit a completed and signed Purchase Requisition to Purchasing, HAB 307, prior to the travel date(s). Purchasing will fax a Purchase Order to Enterprise.

At the time of rental pick-up:

1. Provide your valid driver's license.
2. Provide your campus ID card.
3. Inspect the vehicle for exterior and interior damage.
4. Sign/initial the rental agreement as requested. When signing, sign your full name and add "Agent/employee of SUNY New Paltz" after your signature.
5. Have a safe trip!

Rental pricing includes unlimited mileage for vehicles used within the borders of New York State. A per mile charge, for all miles in excess of 200 per day, is allowed for vehicles used outside the borders of NYS. The 200 daily free miles are cumulative for multi day rentals (e.g.; 2 day rental = 400 free miles; 3 day rental = 600 free miles; etc.). Daily rental charges include all costs except gasoline, early pick-up fees, remote delivery/pick-up charges, one-way rental fees, excess mileage charge, additional driver charge, and Canadian use surcharges. The vehicle must be returned with the same amount of gasoline as when picked up. Gasoline charges will be reimbursed to the traveler or paid to Enterprise on the purchase order.

Due to a change in the New York State General Business Law, insurance is not automatically included in the rental rates. It is strongly recommended that travelers purchase the damage waiver protection (sometimes referred to as CDW or LDW insurance) from Enterprise. If you do not purchase the CDW/LDW, the renter (agency) is responsible for damages to the rental vehicle. In case of any damages/accidents, travelers are urged to notify their agency as well as the Office of General Services Bureau of Risk and Insurance management at 518-474-4725 to immediately file a claim. Claims must be filed within 20 days from date of accident.

You may call the Purchasing Department at X3190 with any questions or for more information prior to renting a vehicle.

Contractor: ELRAC, Inc. d/b/a Enterprise Rent-A Car
Contract #PS61890, Commodity Group #72001

Branch office hours are Monday - Friday 7:30 AM - 6:00 PM and Saturday 9:00 AM - 12:00 PM.

All branches offer free pick-up service. If required, arrangements and approval for use of branch parking must be completed before time of rental. Outside NYS per mile charge for miles in excess of the 200 miles per day is noted for all branch locations listed below. Up to three (3) drivers may be listed on the rental agreement at no additional charge.

The above rental pricing includes unlimited mileage for vehicles used within the borders of NYS.

** Travel outside NYS per mile charge for miles in excess of 200 per day, 400 for two-day rentals, 600 for three-day rentals, etc.

The above rental pricing includes unlimited mileage for vehicles used within the borders of NYS.

** Travel outside NYS per mile charge for miles in excess of 200 per day, 400 for two-day rentals, 600 for three-day rentals, etc.

NOTE: For rentals within NYS the contractor may request documentation of tax exempt status. If proof of tax exempt status is requested, provide the contractor with a completed AC-946 Tax Exempt Certificate *.

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