Car Rental Program

The University's preferred travel agent is Covington Travel and our preferred car rental provider is National Car Rental. However all providers listed above may be used. Rates may vary city by city for all providers. Some locations may have drop-off fees or city supplemental charges.  Discount rates may be used for both business and personal travel.

Rental Process

1. Call your travel agent or the rental company's toll free number. Identify yourself as an employee of the University of Richmond, and give the representative our Corporate Account number or your car rental company frequent traveler card number. The Corporate account number identifies the University's negotiated discount rate.
2. Identify your travel needs and provide the company with your US BANK VISA number or your personal charge card number. Your car rental company frequent traveler card number automatically provides your charge card number.
3. For University-sponsored travel, DECLINE the following:
   • Collision damage waiver
   • Personal Accident Insurance (PAI)
   • Property Damage
     (Your car rental company frequent traveler card number automatically provides this information.)
4. For Departments using their "Ghost Travel Card" to make car rental reservations, the University has an agreement with National Car Rental. Make your reservation through National at 1-800-227-7368. Then contact Shernard Newby by phone 804-222-7481 or email Shernard at newbys1@vanguardcar.com with all the details. Keith is the City Manager in Richmond for National and will expedite the process to assure there are no problems. If you have any problems or questions, contact Elaine Pierpont in University Services at 804-289-8161.

Savings Tips

• Often one-way rentals cost much more than round-trip rentals.
• Join Express Check-in or frequent traveler clubs. Nationals Emerald Club Service includes free upgrades at many locations. Additionally, Alamo, Budget, Hertz, and Thrifty all have frequent traveler clubs. These clubs provide identification cards for quick check-in. Be sure to notify your travel agent of your club membership. Call University Purchasing for membership applications.
• Thrifty now has a Collegiate Car Rental Program. Pricing is competitive. For additional information on this new program, contact Elaine Pierpont at 289-8161.
• Always refill the gas tank before you return the car. Gasoline charges are much higher when the car is refueled by the car rental company.
• Ask if the car rental company participates in airline frequent traveler programs.
• Important Reminder: Rental car rates (as well as airfares) are moving targets in the travel industry. Always ask for the UR Contract rate AND for the lowest or best available rate when renting a vehicle. Certain days of the week there is less demand and, therefore, you may get a lower rate than a quoted contract/corporate rate. A negotiated (contract) rate serves as a protective ceiling so that the client never pays more than that amount (except where city taxes apply).