If you're involved in an accident, please follow these steps:

• Ensure Safety: Check that everyone involved is okay. If you or anyone else is injured or in danger, call emergency services (911) immediately.
• Contact the Police: Even if there are no injuries, Hertz requests that you report the accident to the police. You'll need to gather the following information:
  • Name of the police officer
  • Investigating department (city, county, or state police)
  • Phone number of the police department
  • Police report number
• Contact Hertz: Once you’re safe and have contacted the police, call Hertz's 24-Hour Emergency Roadside Assistance at 1-800-654-5060. They'll help you create a preliminary accident report and guide you on options for an exchange vehicle if needed.
• Towing Instructions: If the vehicle is being towed, inform the tow truck driver and the police officer that the vehicle belongs to Hertz. You must collect the name and phone number of the tow service that is towing the vehicle and provide that to Hertz.
• Repairs: Do not give consent for any repairs on the Hertz vehicle.

This is the link to the info above

https://www.hertz.com/supporthub/article/what-do-I-do-if-I-was-involved-in-an-accident

This is link to complete an online Hertz incident report - 

https://dvir.hertz.com/damage-selfservice/customerLogin

Once this is done, Hertz claims team handles everything from there since coverages are included. There shouldn’t be anything further needed from renter.

No rates will not increase. The university was needing to significantly raise rates to cover costs of providing service, with Hertz the university will see a cost reduction instead.

Insurance, unlimited mileage, under 25 driver fees, roadside assistance, pickup and drop off of driver to and from the local Hertz branch.

Yes, if they are renting on behalf of the University of Iowa and they are at least 18 years old.

Based on our contract with Hertz, only these vehicles are approved, any other vehicles are not allowed and will incur a higher out of contract rate:

• Mid-sized sedan,
• Minivan,
• Large SUV,
• Cargo Van,
• Pickup 3/4T,
• Truck 1.

No.

Utilize the Enterprise contract, this is the only time you can use Enterprise locally.

Please contact the local rental branch so they can arrange for the vehicle to be relocated to the Iowa City branch for you.

Book your rental at least the day beforehand. Call the local Hertz branch and inform them you work for the University and need to be picked up. Arrange a time and location (on or off campus but within 10 miles of the Hertz branch). This is a free service.

At this time, no. 

• Hertz offers a free driver pick up and drop off service.

Yes, with Hertz anyone driving on behalf of the University business are considered authorized operators, which includes employees, departmental student drivers, student government and student organization drivers, volunteers, and business associates driving on behalf of university business. No need to preregister them with Hertz.

Yes, another associate can book the rental for you. Note that the name on the credit card must match the name on the rental.

No. This is no longer required when renting with Hertz and using their insurance.

If the renter has a University Procurement Card this should be brought with to the Hertz location.  Please note the name on the card must match the travelers name. 

If the renter does not have a Procurement Card, they should use their personal credit card and be reimbursed. Name on the card must still match the name on the reservation. 

Yes. In the event renters do not have a University Procurement Card or a personal credit card, the department can apply for Direct Billing from Hertz.

Central Bill ( HCC application):

This option would be for a department who wants rentals billed on a monthly basis. This option would provide a monthly statement, and the department would pay Hertz by check, EFT, or online form. Please allow up to 5 business days for Hertz to complete the setup.

Process:

Please contact your local University Shared Service (USS) support staff or Accounts Payable to begin the setup process. The UI USS/AP team will get the initial payment document setup and then the Hertz team will then work on getting the billing setup, and work directly with department on setup, how to book, etc… These processes will require a separate code and booking information specific to the department.

Yes.

Yes. For Mexico trips please discuss with Hertz beforehand to fill out additional paperwork.

No.

No, the daily rate does not include fuel. Rentals include unlimited mileage in the daily rates with Hertz. 

Medical samples, research samples, etc. will not be a violation of the cargo restriction if it is transported in the proper containers.

Employees will now be able to be reimbursed at the higher mileage rate if they choose to drive their own vehicle. The Board of Regent’s travel mileage policy will not be modified since it applies to other regent institutions. Since the university will no longer have a rental fleet, the 50% reimbursement rate will no longer apply to university employees. 

Fleet Services will cancel your reservation with their department. You will need to book a new reservation with Hertz for your upcoming trip. You will receive emails that will confirm the cancellations and provide details on how to make your new reservation(s) with Hertz. 

UI Fleet rentals were state vehicles and therefore, could park in university lots and be recognized as an allowable vehicle. Hertz vehicles do not have the same distinction. You can park the vehicle only if you have a university permit, but you will need to add the plate to your parking portal. You cannot park both your personal vehicle and the rental vehicle at the same time, or you will be issued a violation. 

Delivery of vehicles is not part of this contract. However, if you arrange in advance, Hertz is able to pick you up and bring you to their storefront to pick up the vehicle. They will also give you a ride back to your home when you return your vehicle. Again, you cannot have both your personal vehicle and the rental vehicle parked on campus at the same time.   

Yes you can park using public parking spaces, but the cost of parking is not an allowable reimbursable expense.

Yes, you can make multiple reservations under one name. However, please email the reservation numbers to Nadika Perera (nadika.perera@hertz.com) to note in Hertz system that they are not duplicates. If the reservations are not noted, they might be cancelled by the Hertz system. 

Tollway payments are part of the contract and are automatically applied at time of usage. No need to select the tollway option at rental reservation time.

Yes, you can change or cancel your reservation by calling our office at (319) 384-0564. Remember, a cancellation requires 2 hours notice to avoid a charge.

Yes, you can drive a rental vehicle with a valid out-of-state driver’s license. Employees should submit pre-approval documentation to Risk Management prior to taking a vehicle and confirm their driving record complies with fleet safety requirements. Non-employee students must submit their request for a driver’s license check request through the Driver's License Review System.   Non-employee students will not be allowed to drive until their motor vehicle record has been reviewed.

No, International driver’s licenses are not accepted. Puerto Rico and other US territories are considered international and cannot be accepted.

University vehicles may not be taken into Mexico or Canada without the prior approval of Risk Management. They need to know about your trip to address insurance concerns.

No, rental vehicle are for business use only. Family and friends traveling on University business may ride in the vehicle, but no personal use is permitted.

No personal use of University vehicles is allowed.  This includes taking a vehicle home at night to start a business trip the following morning.  University vehicles must be parked overnight in University parking facilities.  If there is a business need to keep a vehicle at a personal residence, prior written approval to Fleet Services by the unit’s Dean or Vice President is required.

Yes. Fleet Services will provide 1 parking permit per reservation to park in a lot near the Fleet Services building.

Sure, that is not a problem at all.  Just call our office and let us know the new time you would like to pick up your vehicle.  We’ll make sure the vehicle is available then and confirm that your new pick up time has been accepted. 

Fleet Services allows an exception to the 24-hour rental charge on weekends and holidays. When making a reservation, make a notation in the comments field of the requisition of the day and time you will actually be leaving and we will begin charges at that time. Keys may be picked up on Friday after 5pm, but charges will not begin until the time you actually use the vehicle.

Fleet Services is open Monday through Friday, 7am to 6pm.  You can pick up your vehicle as early as 7am and as late at 6:00 pm M-F.

Rentals are billed based on a 24-hour clock. If you return the rental within 24 hours or less, you will be charged for one day. Fleet Services allows a grace period of 1 hour. The 26th hour will be billed at 1/3 of the daily rate, the 27th hour will be billed at 2/3 of the daily rate. Subsequent hours will result in a full day charge. For example, if you check out a vehicle at 8am on Monday and return the vehicle at 4pm on Tuesday, you will be charged 2 rental days. Another example would be if you checked out a vehicle at 8am on Monday and returned it at 10am on Tuesday, you would be charged 1.33 rental days.

Generally, rental charges begin when you pick up the keys and paperwork from Fleet Services. However, Fleet Services reserves the right to begin charges at your requested pick-up time. Charges stop when you return the keys, paperwork, and vehicle to Fleet Services. If you return the vehicle outside of regular working hours, fill out the return reservation slip with the ending mileage, return date, return time and drop it in the after-hours drop box.

A rental must be used for a minimum of three calendar months in order to be eligible for the monthly rate. If you intend to use the vehicle for 3 months or more, do not use the workflow system for your reservation. Instead fill out the Short/Long Term Vehicle Request form on the Assigned Vehicles page.  

Yes, the rental vehicle from Fleet Services has a full tank of gas when you pick it up. A fuel card is provided for your use to fuel while traveling. Charges for those purchases are invoiced to Fleet Services; there is no additional fuel charge.

Fleet Services provides a fuel card with each rental/fleet vehicle. When purchasing fuel, you will be asked for a PIN or Driver ID number. That number is 4, followed by the last four digits of the vehicle license number, followed by a 5. For example, if you are driving vehicle 8665, you would enter 486655 as the PIN. Another example would be vehicle 10285, you would enter 402855.

Yes, however, Fleet Services provides full maintenance and fuel purchasing options so you should not need to pay for anything personally. In the unlikely event that you do pay for fuel or maintenance, turn in your paid receipt along with pertinent information to Fleet Services for reimbursement.

Yes.  Please return your rental vehicle with a full tank of gas.  Fuel cards are will work locally in Iowa City and Coralville.  

E85 or any other fuel, cannot be purchased directly from Fleet Services. 

Yes. Fleet Services has contracted with Holman to provide roadside assistance. If you experience mechanical problems, lock the keys in the vehicle, or lose the keys, contact either Fleet Services or the vendor (at the number listed on the back of the card) for help.

Fleet Services and the Department of Risk Management review driving records to ensure that all drivers meet established safety criteria. Please refer to Section E of the University Driving Policy to review the minimum driving standards.

The driving standards can be found at the University Driving Policy website.