Renting a Vehicle
RENTAL CAR - INSURANCE
The University’s owned and non-owned auto policies are configured such that faculty, staff, students and volunteers can drive with the University’s approval. To be approved an individual must complete the Request to Drive on University Business form which can be found under the forms tab on the Enterprise Risk Management website at www.mun.ca/erm/home/forms.
With respect to insurance coverage for rental vehicles, Third Party Liability insurance is most always provided by the rental agency, however they will require that physical damage coverage is in place for the vehicle. This can be provided by any of the following three ways:
1. The first course (if available) would be to pay by a MUN AMEX credit card. The AMEX card automatically provides physical damage for vehicles rented, driven and paid for by the “cardholder”. Please note that the Cardholder and University's name should both appear on the rental contract and any additional drivers must be indicated on the rental agreement.
2. If you do not own a MUN AMEX credit card, then the next option would be to use a personal credit card – some credit card companies may provide insurance on rentals at no extra charge as long as the rental agreement shows the name of and the car is driven by the cardholder. Please note that the cardholder and University's name should bother appear on the rental contract and any additional drivers must be indicated on the rental agreement.
3. If neither of the above is available, coverage will be provided through the University's Non-Owned Automobile Policy as long as the rental agreement states the University's name; it is driven on University business and is rented for less than 30 days. Please note that in the event of a loss, the renting department or research grant will be responsible for any insurance deductible that may apply. Only APPROVED Students, Employees or Volunteers are covered under the Non-Owned Automobile Policy.
4. In cases where the duration of the rental period is going to be longer than 30 days, you must complete a Request for Motor Vehicle form and forward it to Bernard Doyle, bdoyle@mun.ca, Procurement Officer with Facilities Management, so that the vehicle can be added to the University's automobile policy.
In either event the University declines the physical damage coverage that the rental company is offering. If the rental is to take place outside of Canada and the United States, prior approval for the rental must be obtained from the Director, Enterprise Risk Management, especially when the rental period is in excess of 30 days.
Please request the rental agreement contain both the name of the University and the cardholder as this eliminates any potential problems if a claim arises. This is particularly important in certain jurisdictions (e.g. Ontario), as the legislation is such that corporate insurance policies (i.e. the University's insurance) can only respond as a 2nd level of coverage after the driver's “personal” auto insurance has been exhausted. In cases where the rental agency requires that the driver’s name is on the rental agreement we ask that they state both the name of the individual and the University.
In the event of an accident or incident please contact Enterprise Risk Management as soon as possible and forward a completed Automobile Accident Report Form which can be found under the forms tab on the Enterprise Risk Management website at www.mun.ca/erm/home/forms. Enterprise Risk Management will coordinate with the rental agency in resolving the claim.
Please contact Enterprise Risk Management at 864-7683 or email njanes@mun.ca if you have any further questions. Please feel free to share this information with others.
