Business Office - Reimbursement for Vehicle Rental

Expense Reimbursement Guidelines for Vehicle Rental from the SoHE Business Office.

E-Reimbursement System

Vehicle Rental Help Sheet - This tip sheet will show you how to enter a vehicle rental claim on an expense report

Driver Authorization

University employees who operate a vehicle on UW business – whether utilizing a personal vehicle, fleet vehicle, or rental vehicle – must be authorized to drive by UW-Madison Risk Management.  Non-authorized drivers will not be reimbursed for vehicle-related expenses.  Non-employees are not required to be authorized drivers unless they are a current UW student or a volunteer on behalf of UW.

Vehicle Rental & Gas Checklist (click for printable checklist)

The following documentation should be submitted for vehicle rental expenses:

Please Note: The traveler is responsible for fueling the rental vehicle before returning it to the rental vehicle vendor.  If the traveler fails to return the vehicle with a full tank of fuel, the cost of the vendor refueling the vehicle will not be paid or reimbursed by the University.