Vehicle Rental

University Business Rentals

Miami University, along with the Inter-University Council of Ohio, has entered into a vehicle rental contract with Enterprise/National and Hertz for business rentals.

  • Drivers renting a vehicle for University business for local use and out of state travel are required to rent from Enterprise or National which includes liability and collision damage waivers. At the time of pickup, please initial to accept these coverages. Roadside assistance is also available through Enterprise/National for an additional charge. This insurance is not required by Miami University but the department or student organization may elect to purchase roadside assistance. Personal accident insurance should be declined. For travel outside the United States, the District of Columbia, and Puerto Rico, the renter must accept the liability and collision insurance offered by the rental company.
  • In the event service from Enterprise/National is not available, renters must purchase the liability and damage waiver insurance made available through the other rental company and must submit justification to Accounts Payable at the time a request for reimbursement is made.
  • The minimum age for rentals from Enterprise Rent a Car and National Car Rental is 18 years of age for vehicles 9 passengers and under (including the driver). The minimum age for vehicles over 10 passengers (including the driver) and all rentals through Enterprise Truck Rental is 21 years of age.
  • All drivers must be either Miami faculty or staff, a Miami student, or a guest on university business. A vehicle rented under the university business account cannot be driven by a family member.  Family members are permitted to be passengers in vehicles rented under the business account.
    • If a vehicle is rented under the business account but the Miami faculty or staff, Miami student, or guest plans to extend their travel for non-business purposes, the vehicle must be returned to the rental agency and a new rental agreement secured under the personal rental account.
  • All student drivers renting a 12 passenger van/cargo van must be at least 21 years of age and have completed an on-line van safety driving course available through the Office of the Senior Vice President for Finance and Business Services. Please submit a request for van safety training. 
  • In keeping with fiscal responsibility and stewardship of University funds, please reserve the most economical vehicle to meet the business needs of the traveler.
  • 15 passenger van rentals are prohibited under the contract and by Miami University.
  • One way vehicle rentals are available but will include an additional fee.
  • Fuel is not included in the rental rate. Drivers should either purchase fuel using a Miami purchasing card or use cash/personal credit card and submit a travel reimbursement request.
  • Miami faculty and staff are eligible to become an Emerald Club member at no charge to receive additional benefits.
    • Bypass the counter and go directly to the Emerald Club Aisle at more than 50 major airports in the US and Canada.
    • Choose your own car from the Emerald Club aisle.
    • Speed up returns with an e-receipt emailed directly to you.
  • Rentals through Enterprise and National include unlimited mileage and there is no additional charge for additional drivers in each vehicle. Rentals through Enterprise Truck Rental do not include unlimited mileage.
  • The preferred method for rental reservations is online and can be accessed through Buyway; however, 12 passenger van rentals must be reserved directly with the branch.
    • When reserving via telephone or in person, please reference the Miami University business account number.
    • A credit card in the name of the renter is required for all Enterprise/National rentals.
      • Departmental billing accounts can be established at the request of the department to ensure proper billing for those employees/university guests that do not have a Miami University credit card in their name. Please contact Andrea Crane-Coyle if you wish to establish a departmental billing account.
      • Additional information can be found on the Vehicle Rental FAQ page for student organization procedures.
    • The website does not allow a reservation to be booked with a return day or time that is outside of normal hours of operation. If you will be returning after hours, please book the date of return as the next business day but still return as intended.
    • For vehicles returned after normal hours of operation, please return the vehicle to Enterprise and place the keys in the drop box. Please email to indicate the date and time the vehicle was returned to ensure correct billing. This email will serve as your proof of return.
  • It is the renter's responsibility to obtain a receipt for the charges.
    • If a department is using a billing number, the receipt will be emailed to the appropriate billing contact upon return of the vehicle. Receipts can also be obtained upon the return of the vehicle from the branch (during normal hours of operation) or from the Enterprise website at Enterprise Receipts.
    • To obtain a receipt for a toll charged during a rental, please visit Highway Toll Administration, choose the appropriate rental company, enter the renter's last name, choose the contract number from the dropdown and then enter the rental agreement number in the contract ID field.  Note:  
    • For student organizations, the receipt obtained from the branch (during normal hours of operation) or from the Enterprise website at Enterprise Receipts must be uploaded into the Buyway requisition. Please refrain from calling the Main or Satellite branch to obtain a copy of the receipt.
  • Questions or concerns about vehicle rental should be directed to Andrea Crane-Coyle.  She can be contacted via telephone at (513) 529-4225 or via email at

Personal Rentals

The Enterprise/National contract extends to personal rentals by Miami University faculty, staff, retirees (SOME and SOMR-with valid ID).

  • When reserving via telephone or in person, please reference the XZ38043 Miami University personal rental account number.
  • Both Enterprise and National rentals do not include insurance.
  • Drivers age 21 and older are eligible to rent vehicles from both Enterprise and National. Renters are subject to additional fees for drivers age 21-25.