Ground Transportation Partners

Employees are encouraged to arrange rental vehicle either in conjunction with other travel plans using the University’s preferred travel agency or directly with one of the University’s preferred car rental agencies using the One Card.

The university will reimburse travelers for the cost of renting a vehicle, plus associated rental vehicle expenses (e.g. gasoline). Receipts for fuel costs incurred by an employee when renting a vehicle are required for reimbursement and must be submitted in their monthly expense report using Torero Travel and Expense.

Rental vehicle size should be selected based on the most economical for the number of employees traveling. If other methods of transportation are more economical than a rental car, then rental vehicle costs incurred by an employee may not be reimbursed.

The University of San Diego vehicle insurance includes coverage for vehicles rented by employees in the course of doing business. Vehicle insurance for the rented vehicle is also provided through the USD One Card. Employees should use the One Card and the preferred providers whenever possible.

University contract with car rental agencies includes free insurance. Contract rental car codes are applied in reservations made through the university’s preferred Travel Agency. Codes can also be obtained via the Finance website (www.sandiego.edu/finance). There is no deductible. Insurance coverage does not apply to personal rentals. A deductible may apply according to procedures administered by the Office of Risk Management. USD’s self insurance policy covers employee rentals only. Employees dependent on the university’s self-insurance policy should be in possession of Risk Management's insurance certificate. Vehicle insurance for the rented vehicle is also provided through the USD One Card

• The University's automobile insurance coverage will not respond to claims for damages or injuries occurring in foreign countries.
• It is the responsibility of the University of San Diego employee renting the vehicle to secure the full line of applicable automobile insurance coverage required to operate a vehicle in all countries where the car will be driven.
• If a vehicle is rented in the United States to conduct business on behalf of USD in a foreign country, the agency renting the vehicle must be notified in advance (by the USD employee who will be operating the vehicle) that the vehicle will be driven in a foreign country. Appropriate insurance coverage must be purchased at the time of rental.
• All employees driving vehicles in foreign countries are responsible for knowing and complying with the vehicle laws of that country including applicable insurance requirements.

The Mexican Travel Insurance program is primarily written to cover USD vehicles that are driven into Mexico. Faculty and staff with positions that require border crossing may utilize this coverage for their personal vehicles.

Coverage is based on three critical factors:

• Completion of the Mexican Insurance ID prior to the trip.
• Keep a copy of the form in the vehicle throughout the trip.
• Report the accident while still in Mexico.

Vehicle Insurance Confirmation for Mexico

Due to the ongoing drug trafficking related on-going violence in Mexico, all travelers are advised to review the State Department’s most recent travel warnings. (see link below). All faculty and staff advisors who are leading student trips into Mexico should review that warning during the orientation of the students, provide copies to the students and have them sign the special Student Activity Waiver.

Student Activity Release (Mexico)

• Obtain emergency medical care as needed
• Contact the local police or Highway Patrol in accordance with applicable laws.
• Exchange name, address, phone number and insurance policy information with driver(s) of other involved vehicle(s). If possible take pictures of the damaged vehicles.
• Notify VISA and obtain a claim number if driving a vehicle paid for with VISA.
• If driving a rental car, notify the rental company and complete their required forms, using the VISA claim number and contact information as the first source for coverage.
• As soon as feasible, notify the Risk Management Office (619 260-2928). Forward a copy of the accident report and other pertinent documents (Include a copy of the car rental receipt, invoices for repair, VISA claim number and contact information, etc.) to the Risk Management Office. A secondary claim will be filed with the University’s carrier as needed.

Yes. All employees and staff can utilize our Corporate Discount Rate for personal use, paying with their personal card.