Procedures Manual - Hotel and Vehicle Rental

Thompson Rivers University has made a corporate decision to participate in the Provincial Corporate Supply Arrangement (CSA). Under this agreement,  TRU faculty and staff traveling on university business can take advantage of rates negotiated by the provincial government for accommodation and vehicle rentals in British Columbia.

TRU is also a member of the Canadian Association of University Business Officers (CAUBO) and can access negotiated corporate rates for accommodation and vehicle rentals for both in-province and out-of-province travel. 

Hotel Rates:

Within BC 

Travellers can take advantage of  government negotiated corporate rates under the CSA  when traveling in-province at http://www.pss.gov.bc.ca/csa/categories/accommodation/search/.

Out-of-province (including international travel)

As a a member of CAUBO, negotiated corporate rates can be found at http:/www.caubo.ca/supplier_contracts/hotels.

Vehicle Rental - Short Term:

The CSA for Daily Vehicle Rentals is for short term rentals (up to 30 days) of light vehicles within British Columbia and is restricted to business travel only. The CSA is designed to direct the renter to the lowest cost vehicle for the area in which travel is intended. 

Renters are expected to rent the appropriate vehicle for the terrain/road conditions to be encountered.  It is suggested that TRU employees use the most economical, fuel-efficient, and “green” mode of transportation suitable for their needs.

*** Please note: if you are renting a vehicle that has the capacity to carry more than 10 people including the driver, $10M third party liability coverage is required.  As the CSA does not allow for this liability limit, this type of vehicle rental will need to be arranged outside of the CSA and the necessary liability coverage must be purchased from the rental agency.

Faculty or staff members who transport students must complete a Driver Information Form (regardless of vehicle type).  This form can be found on the Finance webpage under Forms.

In-Province Vehicle Rental:

(For vehicles rented within BC or rented in and returned to BC)

Daily rental suppliers by location covered under the CSA (including Corporate ID Number listings) can be viewed through the following link:

http://pss.gov.bc.ca/csa/categories/vehicle_rentals/vehicle_rentals_daily/vehicle_rentals_daily.html#suppliers

When making your reservations:

•    You must provide the Corporate ID Number listed for the applicable rental agency. (Please Note: The Corporate ID is different for every rental agency.)  This number can be found through the link above and examples for Kamloops agencies  are are in the following table:

City	Address	Company	Phone	Corporate Identification Number
Kamloops Airport	Fulton Field	Budget Rent a Car	888 368-7368	A162000
Kamloops South	820 Notre Dame Drive	Budget Rent a Car	888 368-7368	A162000
Kamloops Downtown	100 Victoria Street	Budget Rent a Car	250 374-8288	4CA1000
Williams Lake Airport	Main Terminal	National Car Rental	250-989-4261	3614638
Williams Lake	665 Oliver St.	Ron Ridley Rentals (Ask for CSA rates)	250-392-6828	No ID

•   Using the Corporate ID Number will result in the terms and conditions of the CSA including correct rates and insurance  coverage being applied to the rental contract.
•   Rental agencies are not responsible to provide the Corporate ID number.  This is the responsibly of the renter.
•   Failure to provide the Corporate ID Number may result in the renter being denied the agreed rates, insurance coverage and other terms under the CSA.

Do not accept special rate offers unless the rental agency provides you with written assurance that the terms and conditions of the CSA will apply.

There are three ways to access government rates provided under the CSA:

1.    Using your TRU purchasing card - All vehicles rented under a TRU purchasing card will automatically provide  government negotiated rates and insurance coverage under the CSA contract as these details have been arranged by TRU Procurement Services.  It is your responsibility to:

        (a)    Provide the Corporate ID number; and
        (b)    Ensure that the vehicle you are renting qualifies under the CSA plan

2.    Personal Credit Card – It is your responsibility to:

        (a)   Ensure the rental agency is aware you are carrying out the business of the university and you are entitled to government negotiated rates and insurance coverage under the CSA plan;
        (b)   Provide the Corporate ID number; and
        (c)    Ensure that the vehicle you are renting qualifies under the CSA plan

3.    Using a TRU Purchase Order - All vehicles rented under a TRU purchase order will automatically provide government  negotiated rates and insurance coverage under the CSA contract.

Insurance Coverage (CSA in-province rentals)

All required insurance is already included for in-province business travel when vehicles are rented under the CSA for Daily Vehicle Rentals and include:
• A minimum of $2M third party liability coverage; and
• Collision and  comprehensive coverage for the amounts greater than the deductibles

For vehicles rented under the CSA do not:
• Accept any insurance offers made by the rental company;
• Purchase Collision Damage Waiver/Loss Damage Waiver coverage;
• Purchase Personal Injury/Accident Insurance; and
• Purchase Cargo Insurance or Personal Effect Insurance

Out-of-Province and Non-CSA Vehicle Rentals:

(For vehicles rented out-of-province, out-of-country or from locations in BC that do not have a CSA supplier.)

As a a member of CAUBO, negotiated corporate rates for out-of-province vehicle rentals can be found at http://www.caubo.ca/supplier_contracts/car_rentals/car_rental_rates

When renting a vehicle out-of-province or through a non-CSA rental location:
• Try to use a national chain company;
• If possible, use the Corporate ID Number when asking for a discounted rental rate; and
• If you are under age 25 ask what their minimum age requirements are.  Some agencies will not rent to anyone under 25 or there may be an charge extra for under-age drivers.

Insurance Coverage (out-of-province and non-CSA rentals)

Be sure to purchase:
•  Collision Damage Waiver; and
• A minimum of $2M third party liability coverage (If the third party liability coverage offered is $1M or less, purchase additional insurance to increase the level of coverage to $2M.)

Do not purchase:
• Personal Injury/Accident Insurance; and
• Cargo Insurance or Personal Effect Insurance

Vehicle Rental - Long Term (over 30 days)

For vehicle rentals over 30 days, lease/rental arrangements should be made through Purchasing.  

Insurance Coverage

Insurance coverage for rentals over 30 days but less than three months should be purchased through the rental agency and should include:
•  Collision Damage Waiver; and
• A minimum of $2M third party liability coverage (If the third party liability coverage offered is $1M or less, purchase additional insurance to increase the level of coverage to $2M.)

Do not purchase:
• Personal Injury/Accident Insurance; and
• Cargo Insurance or Personal Effect Insurance

Insurance coverage for rentals over three months can either be arranged through Facilities (to be added to TRU Fleet insurance) or purchased through the rental agency.  If purchasing through the rental agency please purchase insurance as outlined above.

Insurance Claims:

For in province short term rentals, should a claim arise do not allow the rental agency to put damage charges through on your credit card as claims for damage are not to be added to the rental contract.

For all other rentals, damage and claims should be reported to the vehicle rental insurance provider.

TRU is responsible for the insurance deductible and claim details should be forwarded to Laurel Wale at lwale@tru.ca.