Ground Transportation

CAR RESERVATIONS

For Local Rentals, Guilford College has negotiated a discount agreement with Enterprise Rent-A-Car which includes on-site vehicle delivery.  Rental charges will be applied directly to the College’s AMEX travel account.  Reservations should be made utilizing the College’s Travel Agency.  

  • Contact the Travel Agency to set up your itinerary. 
  • Print a copy of the itinerary and obtain approval from the Budget Manager being charged for the travel.  Submit the signed itinerary to Purchasing for a Purchase Order Number.
  • Purchasing will forward the number to the Travel Agent to confirm the approved itinerary.
  • Please allow enough time to complete the paperwork prior to requesting a rental.
  • Please visit the Facilities office for key and vehicle pick up and return.

To reduce the escalating cost of car rentals, Guilford College has negotiated a nationwide volume discount

agreement with Avis for rental pick ups outside of Greensboro.  This agreement is based on a flat rate in standard car classifications and includes unlimited free mileage when the car is returned to the same city from which it is rented.  Avis will direct bill the college for the rental period.  The reservations for rental cars for travel outside of Greensboro must be made through the College’s approved Travel Agency.

Use of rental cars is limited to contracted car rental vendors in all markets where accessible and is limited to compact car for 1-2 people and mid-size for 3 or more persons.  Luxury car rentals should be avoided.

Operators of rented vehicles must be at least 21 years old and hold a valid driver’s license.

Decline all insurance coverage when renting in the United States, territories and possessions of the United States, Puerto Rico, and Canada, as our college liability insurance covers this.  When renting a vehicle in locations other than those noted above, the renter must purchase coverage from the rental agency because the College’s liability and physical damage coverage will not apply.

Only those names listed on the rental agreement are authorized to drive rental vehicles.  An unauthorized driver could void the liability coverage.

Fuel should not be pre-purchased.  Travelers should return the car with a full tank of gas to avoid refill charges.

PERSONAL VEHICLE USED FOR COLLEGE BUSINESS

The college can not be responsible in the event of an accident while driving a personal vehicle on college business.  

Expenses incurred for use of a personal automobile while carrying out college business is reimbursable at the standard mileage rate available from accounting.

ACCIDENTS

In the event an accident should occur, please follow these important steps:

  • Check for injuries,  if necessary call an ambulance.
  • Call the police/highway patrol.  It is always good to call the police. It establishes the facts of the accident and provides detailed information regarding who is involved and what vehicles are involved.
  • If another party is involved, get the name, address and license number of the driver; and the year, make, model, vehicle identification number, and insurance information of the car.
  • Get the name, address and phone number of any witnesses.
  • Notify the Guilford College Director of Accounting (ext. 2140) and the rental company for rental vehicles.  This should be done immediately.
  • Obtain a copy of the original police report and a copy of any reports filed by the rental car agency and submit these to the Guilford College Director of Accounting as soon as possible.