Travel

Enterprise Campus Rental Reservations

• Get Started with Enterprise Campus Rental
• Instate Travel Instructions
• Out of State Travel Instructions
• Enterprise Campus Rental Request - external link
• Enterprise FAQs
• Approved Drivers

Get Started with Enterprise Campus Rental

By using the Enterprise Campus Rental program, travelers have the ability to charge their rental car expense to the IU rental car credit card rather than personally incurring the expense to be reimbursed after their trip. As long as the trip is originating within Indiana, the traveler is on university business travel, and they have completed the appropriate steps (depending on the type of travel) to secure the Enterprise Campus Rental, they will be able to have the expense charged to an IU departmental account.

If your trip is originating outside of Indiana you will not be able to charge the car rental expense to the University. It will need to be charged to the traveler’s personal credit card and reimbursed after the trip. If the trip is originating outside of Indiana select the link to reserve the rental with Enterprise: Reservations outside of Indiana

If personal time is involved during business travel, the traveler will need to charge the rental car expense to a personal credit card and submit receipts to be reimbursed after their trip. If they are taking personal time during the trip or they wish to use Enterprise to book their personal plans, they will need to use the following link to secure the rental: Reservations for Personal Use.

Please note: The discount code for reservations outside of Indiana and for personal travel is XZ08038. This will need to be entered on the Enterprise website to receive the University discount and applicable insurance coverage.

Charges for the Enterprise Campus Rental will appear under the prepaid by IU section on the check stub as well as on the out of state reimbursement request form. For the Bloomington campus there will be a separate line item on the check stub for the gas charge as this will also be charged to an IU account when the Voyager gas card is used. You will need to submit gas receipts to the Motor Pool for reconciling purposes. For all other campuses, gas expense will need to be claimed on the reimbursement request form with receipts attached and sent to Travel Management Services.

Instate Travel Instructions

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Before your trip (as long as the trip is originating within Indiana):

1. Complete the Enterprise Campus Rental Request. The following information will be required:
   • First and last name of person making the arrangement
   • IU Email address of the person making the arrangement
   • IU phone number of the person making the arrangement
   • First and last name of the traveler
   • Traveler’s Network ID or Employee ID
   • Traveler’s IU Email address
   • Traveler’s Campus Code, i.e. BL for Bloomington campus
   • Travelers department name
   • Trip start and end date
   • Destination
   • Account number in which to charge the rental
   • Department code and request number (for out of state trips only)
   • IU Email address of anyone for whom you want to be notified of the rental
2. The traveler (and arranger if someone is making arrangements on traveler’s behalf) as well as the fiscal officer will receive a confirmation email containing:
   • Trip number
   • Trip information (dates and destination)
   • Link to Enterprise site where arrangements for rental vehicle will be made
3. Complete arrangements for rental vehicle via Enterprise link
4. Print two copies of the Enterprise confirmation email; one of your records and one to attach to the instate reimbursement request form

After your trip:

1. If you are claiming reimbursement for expenses incurred while on business travel, you will need to submit an Instate Reimbursement Form.
2. On the reimbursement request form:
   • Write the trip number (supplied on the Enterprise Campus Rental request email) in the upper right-hand corner.
   • Write the expenses being claimed
   • Fill out account information
   • Have the traveler and the fiscal officer(s) sign the reimbursement request form.
   • Attach applicable receipts
   • Attach Enterprise Campus Rental confirmation email
3. Make copies of documents and mail via campus mail to Travel Management Services

Out of State Travel Instructions

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Before your trip (as long as the trip is originating within Indiana):

1. Fill out the Department Travel Authorization Form and fax to Travel Management Services (TMS) at 812-855-8866 or mail to Travel Management Services. Under ‘ Means of Travel’ , make sure you write “Enterprise” as the method of travel.
2. Complete the Enterprise Campus Rental Request with the information listed above.
3. The traveler (and arranger if someone is making arrangements on traveler’s behalf) as well as the fiscal officer will receive a confirmation email containing:
   • Trip number
   • Trip information (dates and destination)
   • Link to Enterprise site where arrangements for rental vehicle will be made
4. Complete arrangements for rental vehicle via Enterprise link
5. Print two copies of the Enterprise confirmation email; one of your records and one to attach to the out of state reimbursement request form.

After your trip:

1. TMS will mail the reimbursement request form to the traveler three days prior to the return date of the trip.
2. On the reimbursement request form:
   • Write the expenses being claimed.
   • Have the traveler and the fiscal officer(s) sign the reimbursement request form.
   • Attach applicable receipts
   • Attach Enterprise Campus Rental confirmation email.
3. Make copies of the documents and mail via campus mail to Travel Management Services.

Please note:If you are traveling out of state and have previously submitted a Department Travel Authorization form to TMS and wish to book a rental car using the Enterprise Campus Rental program, you will still need to complete the Enterprise Campus Rental Request web form. This will allow Travel Management Services to issue an email to you containing the link to Enterprise that you will use for make the reservation.

Approved Drivers

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Any University traveler must be approved by Risk Management in order to rent a vehicle for University purposes. To be approved each traveler must fill out the Authorization Form for Motor Vehicle Records Check Online via IU’s Risk Management website.

University policy requires that, as a condition for driving any vehicle on university business, drivers will give Indiana University authorization to conduct a Motor Vehicle Record (MRV) check and provide all necessary information for the check. Driving on university business will be prohibited if authorization to conduct a MVR check is not given.