Vehicle Rentals

As of July 1, 2019, you are required to purchase insurance from the rental agency to use a vehicle on university business outside of Canada and the United States. The university's insurance policy will only respond if the rental agency coverage has been purchased.


Coverage

Employees who travel for university business may rent a vehicle when it is necessary or more economical than other transportation options. The university's Scotiabank Travel and Expense Card provides some coverage for the damage to the rental vehicle (see the limitations below). It is preferable to use this, when possible, as there is no deductible assessed to the department if the credit card insurance responds to the loss.

The university purchases:

a) non-owned auto (rental vehicle) insurance policy for Canada and the U.S. to provide further coverage for vehicles rented on university business. This coverage includes liability insurance for damage to third parties as well as damage to the vehicle.

b) non-owned auto insurance for international countries outside of North America.  The drivers MUST purchase rental vehicle insurance from the local rental agency in order for this policy to "umbrella" above that coverage and provide appropriate limits.  NOTE:  There are a list of countries that are excluded from this insurance.  Please go to the "Driving Vehicles Outside Canada and United States" for further information

Updated: June 18, 2020


Vehicles rented from UCalgary motor pool are owned vehicles. See UCalgary Vehicles for more information. 

  1. Type of Vehicle

    Cars, SUVs, and small vans. 

  2. Rental Period

    Forty-eight days or less

  3. Coverage for Physical Damage to Rental Vehicle

    $65,000 is the maximum coverage for physical damage to a rental vehicle.

  1. Type of Vehicle

    All licensed vehicles. 

  2. Rental Period

    Sixty days or less

  3. Coverage for Physical Damage to Rental Vehicle

    $75,000 is the maximum coverage for physical damage to a rental vehicle.

    If you are renting a vehicle with a value higher than $75,000, purchase the loss damage waiver from the rental agency.

  1. Type of Vehicle

    All licensed vehicles

  2. Rental Period

    More than sixty days

  3. Coverage for Physical Damage to Rental Vehicle

    $100,000 is the maximum coverage for physical damage to a rental vehicle.


Information on local rentals, out of town rentals, and school bus or coach bus rentals is available on the Supply Chain Management Vehicle Rental website.

Drivers

Employees are automatically covered by the university to drive rental vehicles on university business. If you are planning to use a rental vehicle for personal use, you should purchase insurance from the rental agency as the university's insurance policy will not respond to accidents arising from personal use. 

Volunteers, undergraduate students, graduate students, postdocs, co-op students, interns, and externs must register and be approved as authorized drivers through the Risk Management and Insurance program. Once department approval has been obtained and Risk Management and Insurance has reviewed and approved the required documentation, the applicant will receive an email stating "You are fully approved to drive vehicles on behalf of the University of Calgary". At that time, the driver will automatically be covered by the university's insurance to drive rental vehicles for university business purposes on behalf of that department up to the date of "expiry of driving privileges" indicated in the email. Students may only drive under the following specific circumstances: 

  • varsity team transport 
  • credit course-related field trips 
  • undergraduate students must be under the direct supervision of a university employee who is either in the vehicle or in an accompanying vehicle 
  • graduate students can also drive for field research that has been approved by their department head as requiring a vehicle.

Completing the Rental Agreement

If you are renting from our local supplier (Budget Car and Truck Rentals)  type "all authorized university drivers" into the additional driver box and it will cover all students, volunteers, etc. who have been authorized to drive through Risk Management and Insurance.

For all other rental companies you are required to write in the names of the individuals who are alternate drivers.

If you are renting a car, SUV, or small van for university business purposes only, use your UCalgary Scotiabank Travel and Expense (T&E) Card. This may provide up to $65,000 insurance for loss or damage to the rental vehicle in an accident, as well as theft of the vehicle. This insurance will apply when the vehicle is driven by the person whose name is on the card.

Insurance Coverage Limitations

  • Covered vehicles are limited to cars, sport-utility vehicles, and vans that transport a maximum of eight people (including the driver).
  • The maximum rental term covered by the UCalgary T&E card is forty-eight days. (If you are renting a vehicle for more than forty-eight days, then the insurance coverage will become "Non-Owned Auto". Coverage only applies for damage to the rental vehicle (see non-owned auto insurance for liability coverage)
  • The vehicle cannot be driven off publicly maintained roads (see non-owned auto insurance for this coverage)
  • Claims must be reported within forty-eight hours after the accident to the T&E card insurer by calling 1.800.847.2911 (in Canada or the United States) or call collect to 410.581.9994.
  • You must have declined the CDW coverage on the rental agreement.
  • If you are renting more than one vehicle at a time on your T&E card, their insurance will only cover the first vehicle. The renter should ensure that they will be a driver in the first vehicle, where possible.

For further information on this coverage as well as any limitations, go the Scotiabank Visa Auto Rental Collision/Loss Damage Insurance.

If you are renting a vehicle for university business purposes, this policy will provide up to $75,000 insurance for loss or damage to the rental vehicle in an accident as well as theft of the vehicle. It will also provide liability insurance (damage to third parties) coverage. 

Insurance Coverage Limitations

  • Maximum value of the rental vehicle is $75,000 Canadian
  • This policy will cover vehicle rentals up to sixty days. If you are renting a vehicle for more than sixty days, you are required to complete the vehicle rentals over sixty days form and we will provide coverage under the owned auto policy policy for you
  • Claims must be reported as soon as possible to Campus Security (403.220.5333) who will file an incident report with Risk Management and Insurance. Ensure that you give them a copy of your rental agreement, the police report and any accident report you completed for the rental agency
  • Coverage is world-wide except for Iran, North Korea, Syria, Cuba, and Sudan. If you are renting vehicles in those countries, purchase the local insurance offered by the rental agency
  • Deductible: $1000 per accident
  • Property:
    • Personal property of the driver or occupants is not covered
    • University of Calgary owned property located inside the vehicle or carried outside on the vehicle or a trailer is not covered by this policy (see UCalgary Property Insurance for this coverage)
  • Driver:
    • Must have the appropriate license for the location and type of vehicle they are driving
    • Cannot be legally impaired or intoxicated
  • Cannot transport hazardous, radioactive, illicit, or prohibited materials
  • Damage excluded from coverage includes tires, mechanical failure, wear and tear, etc.

When vehicles are rented for more than sixty days, Risk Management and Insurance must be able to declare the vehicle to the insurer to ensure that coverage is provided. The completion of the vehicle rentals over sixty days form will automatically provide such coverage.

Be sure to check the vehicle for scratches and dents before you leave the rental agency. It is the driver's responsibility to check for damage before they drive the vehicle. If there is pre-existing damage, ensure that you immediately report it to the rental agency before you leave.

Vehicles rented in Canada or the United States, can generally be driven across provincial/state and country borders. However, it is the driver's responsibility to check this with the rental agency, before they do so.

If you are planning to drive a rental vehicle into Mexico, you will need written permission from the rental company prior to doing so.

The Travel and Expenses Handbook is your best resource for information regarding reimbursements as well as the type of vehicle rentals that are allowed. You can access this information in section 3.4 of the handbook.

Moving traffic violations and parking citations are the responsibility of the driver. If they are received by the rental agency they will be forwarded to the motor pool and then to the department who rented the vehicle.

University insurance will only respond if the driver was on university business at the time of the accident.

If you are planning to use the rental vehicle for personal use, ensure that you carry the appropriate insurance. You may have coverage under your personal credit card, an extension on your personal vehicle insurance or you may wish to purchase the insurance offered by the rental agency. It is the responsibility of the individual renting the vehicle to ensure that they are adequately covered by insurance at all times.

Outside of Canada and the United States, UCalgary's insurance policy will only cover rental vehicles if insurance is purchased from the rental vehicle company OR the rental is paid on a university T&E card and claims are reported to the card provider within 48 hours.

Register on the UCalgary Travel Registration system and check off that you are renting a vehicle during your travel to that country.

Employees are automatically covered by the university to drive rental vehicles on university business. Any others driving the rental vehicle are required to complete a Drivers Registration Form and be approved to drive prior to travel. They are also required to register on the UCalgary Travel Registration system.

Coverage is world-wide except for the following countries:

Aghanistan, Bangladesh, Burkina Faso, Central African Republic, Democratic Republic of the Congo, Guam, Haiti, Iran, Iraq, Israel, Ivory Coast, Libya, Macedonia, Myanmar (Burma), Nigeria, Pakistan, Saipan, Sudan, Syria and Yemen.  .

 If you are renting vehicles in those countries, please ensure that you have purchased the local insurance offered by the rental agency.


Transporting Dangerous Goods

Rental vehicles are not permitted to transport hazardous materials. UCalgary owned vehicles carrying hazardous materials must be appropriately placarded and the driver trained in transportation of dangerous goods (TDG).

If you are planning to transport hazardous materials in a vehicle, contact Hazardous Materials Services, a part of Environment, Health and Safety. They provide training in TDG and serve as a resource on matters of hazardous materials and TDG.