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Vehicle Rental FAQ

Beginning Nov. 1, 2026, important changes will take effect regarding rental vehicle insurance coverage for drivers aged 18 to 20 traveling on university business. Units and travelers are encouraged to adopt these requirements as soon as possible to avoid disruptions and ensure compliance.

Following a recent change in vendor coverage, Enterprise and National will no longer provide insurance coverage for underage drivers (ages 18–20). As a result, Hertz will be the only contracted rental car supplier approved for business vehicle rentals involving drivers in this age group, as Hertz continues to provide the required insurance coverage for eligible underage drivers. This coverage helps protect the driver, the department/unit, and the university in the event of an accident or claim.

General FAQs

Can an 18- to 20-year-old just purchase supplementary insurance at the Enterprise counter?

No. Enterprise’s system will not allow insurance products to be attached to drivers under 21 for this type of account. Do not attempt to buy out-of-pocket insurance at the counter; it is legally unavailable and the rental will be completely uninsured by both Enterprise and the university.

Why did we choose Hertz for the 18-to-20 age bracket?

The IUC-Procurement group has negotiated a specific institutional carve-out with Hertz. Their contract explicitly permits 18- to 20-year-old university travelers to rent vehicles for university business and automatically bundles full Collision Damage Waiver (CDW) and liability protection into our corporate rate.

What happens if a department coordinator accidentally books an under-21 student through Enterprise?

The reservation must be canceled. If the student attempts to pick up the vehicle, they will be denied the rental at the counter. As a reminder, 18- to 20-year-old drivers (even if rented by a 21+ renter) are not permitted to drive an Enterprise vehicle and will have zero physical or liability insurance protection, creating an unacceptable risk to the student and the university.

Do the changes regarding rental insurance coverage for 18- to 20-year-olds affect local rentals used for field trips or student organization events?

Yes. If the designated driver of the rental vehicle is under 21, you cannot use the local Enterprise branch. The rental must be placed through Hertz, even if it requires picking up the vehicle from a slightly further location (like the nearest airport herd or Hertz local edition).

What if the airport I am flying into does not have an Enterprise or National car rental service?

If you are unable to book a rental vehicle through Enterprise or National, you must accept and pay for the damage waiver and supplemental liability protection offered by any other vehicle rental company that you choose.

Enterprise in Oxford is not open on Saturday and Sunday, will I be charged for a three-day rental if I only need the vehicle on Friday?

Yes.

Why is my charge more through Miami that it would be if I booked directly through Enterprise without using the Miami account number?

Insurance is the difference in the rental rates. Miami requires all staff/student organizations renting vehicles to purchase liability insurance. This insurance is built into the charge you pay when booking through Miami.

What happens if I am in an accident while driving an Enterprise vehicle?

Police should be notified immediately of any accident occurring while driving an Enterprise vehicle. A Certificate of Self-Insurance (proof of insurance) through Enterprise can be found in the glove compartment of the vehicle and will also be listed on the back of the Enterprise Rental Contract. Depending upon the severity of the accident, the driver may choose to notify Enterprise immediately. If only a minor accident, the accident must be reported at the time of the vehicle return. All "other party" contact information should be obtained at the time of the accident. Additionally, a Miami University Accident Report must be submitted at the driver's earliest convenience.

Enterprise is asking me to buy personal liability and roadside assistance insurance. Does Miami require that I purchase these?

No, Miami only requires that you accept the insurance built into the contract.

If I have a one-way rental, should I choose Enterprise or National?

National is the preferred vendor for one-way rentals; however one-way rental options may be available through Enterprise. All one-way rentals will incur an additional fee for this convenience.

Who do I contact at Miami if I have an Enterprise question?

Please contact Andrea Crane-Coyle at 513-529-4225 or via email at cranecac@MiamiOH.edu.

Do I use the regular Miami account number when renting personally through Enterprise?

No, when renting a vehicle for personal use, you must use the personal account number. This account number will ensure that you receive Miami-contracted rates, but this contract does NOT include liability insurance. Drivers must be at least 21 years of age and additional fees may be charged for ages 21-25.

Is fuel included in the rental rate?

No, fuel is not included in the rental rate. Drivers should either purchase fuel using a Miami P-card or use cash/personal credit card and submit a travel expense request to Accounts Payable for reimbursement.

If I don't have a Miami University purchasing card in my name, can I reserve a car and charge it to a departmental card in someone else's name?

No, you will have to use a personal card and get reimbursed OR the department can set up a departmental billing number PRIOR to the trip and the reservation can be placed on that departmental billing number. Applications for departmental Enterprise billing numbers can be made by contacting Andrea Crane-Coyle at 513-529-4225 or via email at cranecac@MiamiOH.edu.
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Finance and Business Services

218 Roudebush Hall
501 E. High St.
Oxford, OH 45056
513-529-4226 Signature Authorities Workday Vehicle Rental