Enterprise Vehicle Reservation Procedure

How to reserve a vehicle with Enterprise for IUP business only:

Through IUP's Website

Access the Travel Office

• Scroll down to: Vehicle Options
• Click on Enterprise Vehicle Reservation/Calculator
• Click on Select for Enterprise Business Use Reservations
• Enter the Make a car rental reservation information
  1. Pick Up Location: Enter Indiana, PA (or other appropriate location)
  2. Pick Up Date and Time: Enter appropriate information.
     Return Date and Time: Enter appropriate information.
  3. Vehicle Class: Select: All vehicle types
     Renter's Age: Select appropriate Renter's Age
     Click Search.

• • Click Select for the appropriate vehicle or Call for Availability as directed.
  • Enter Renter's Details as requested.

    Main:

    1. Name: Enter Renter's name
    2. Home Phone: Enter Renter's phone number
    3. Credit Card Type: Credit Card Type will always be Visa even though you will not be paying through this system. See How to pay for your rental below.
    4. Enter your email address.

Corporate Account Details

• • 1. Are you traveling on behalf of IUP for this rental? Click the Yes radio button.
    2. Are you authorized and choosing to bill IUP for this rental? Click the Yes radio button. (If you click NO, skip to step 4 and see Payment Methods below.)
    3. Billing Number: Enter the Billing Number obtained from the Travel Office
    4. Cost Center: Enter the Cost Center funding the expenditure. (If multiple cost centers are funding the trip, pick one to enter.) Cost distribution will be adjusted by A/P according to invoice approval memo when processing payment.

Get your Rental Started

• 1. License Number: Enter your driver's license number
  2. Issued by:
     1. Select country from drop-down list
     2. Select a state from drop-down list
  3. Click on Continue.
     1. Review your Reservation Summary for accuracy and make changes as necessary. (Please note that the sales tax will be removed at the time of billing.)
     2. Click on Book Now.

Your vehicle is now reserved. Print a copy of the confirmation page for your records. You will also receive an email confirming the reservation.

Call Enterprise directly

Enterprise's telephone number is 724-465-5944.

How to Pay for Your Rental

If you chose to directly bill IUP for the rental via IUP's website, Enterprise will be paid directly by the university.

If you chose not to directly bill IUP for the rental via IUP's website, or you called Enterprise directly to make your reservation, you must arrange for payment through one of the following methods:

Method 1:

Call the Enterprise office in Indiana and request a direct billing.

• You will need IUP's Direct Bill Number (available from the Travel Office).
• You will need your Confirmation Number.
• You will need your Cost Center Number.

Method 2:

Request a direct billing when you pick up your vehicle.

• You will need IUP's Direct Bill Number (available from the Travel Office).
• You will need your Confirmation Number.
• You will need your Cost Center Number.

Method 3:

Pay with your Travel Card or personal credit card when you pick up the vehicle, then request reimbursement through a Travel Expense Report linked to your pre-approved Travel Request.

Note: Confirmation by the traveler of service provided will be obtained by Accounts Payable staff prior to payment.

How to Pay for Your Gasoline

Pay with your Travel Card, personal credit card, or cash, and request reimbursement through a Travel Expense Report linked to your preapproved Travel Request.

Important: You must turn in the receipt from the purchase to document the expenditure in order to receive reimbursement. This is required for audit purposes.

According to Section 2.2 of the Commonwealth Travel Procedures Manual, "Vehicle rental rates do not include fuel and travelers must decline optional fuel offerings. The Commonwealth Traveler must refuel the rental vehicle prior to returning it to the rental car supplier with an equal amount of fuel as when it was picked up."

When a vehicle is returned without the same amount of fuel as when the rental vehicle was picked up, Enterprise will charge an inflated rate per gallon determined by the Enterprise Corporate Office. The tank will be filled to the level it was when the vehicle was picked up, which is written on the rental ticket when the vehicle leaves the Enterprise lot. This amount will be added to the direct billing invoice charged to IUP.

If renter fails to follow the policy, the renter will be responsible for the difference of the average gallon of gas in Pennsylvania compared to what Enterprise charged for the refueling.