Purchasing Agent - Bonnie Thornton - (319) 335-2209
Category Code - 78111808

Beginning March 16, 2026 The University of Iowa will be using Hertz Rental Car Business travel from UI campus. 

University of Iowa – Hertz Rental Car Agreement (Business Travel from UI Campus)

The University of Iowa has an active agreement with Hertz to provide rental vehicles for official University business travel from campus. This contract ensures simplified reservations, standardized pricing, included insurance protections, and campus‑friendly services such as pick-up and drop‑off. The following booking link should be used every time a reservation is made.

Hertz - University of Iowa Program

Online Hertz Booking Instructions 

Note: For University business travel (domestic but not from UI Campus), international travel, student transportation needs (non‑business), personal rentals, and towing, please refer to the Enterprise, National, and Alamo rental options. 

When to Use This Contract

Use the Hertz agreement when you need a rental vehicle for official University business, including:

• Traveling from UI Campus.
• Staff, faculty, and students (ages 18–25) traveling on University business.
• Day trips, multi‑day travel, conferences, or field work – from UI Campus.
• Renting sedans, minivans, SUVs, cargo vans, or pickup trucks.
• Contract cannot be used for towing. You can use the Preferred Car Rental (for rentals to and from off campus locations) agreement with National/Enterprise for towing. 

Key Services Provided

Convenient Pick-up & Drop‑Off:

• Hertz will pick you up at your office or home (generally within 10 miles of the Iowa City Hertz location). Renters should contact Hertz to arrange pick-up after their reservation is made through the booking link.
• Hertz will transport you to the rental lot to collect your vehicle at no cost.
• At the end of your rental, Hertz will provide a ride back to your office or home if needed, at no cost.

Hertz Location: 1029 South Riverside Drive, Iowa City, IA 52246.

Hours:

• Mon–Fri: 8:00am–6:00pm (pick-ups 8:30am earliest; returns by 5:30pm).
• Sat: 9:00am–12:00pm (limited staffing).

Phone: (319) 337-6615

Email: IAIOW03@HERTZ.COM

After hours key drop available:

• When the renter drops off keys after hours, the renter will write the drop-off time on an envelope (provided by Hertz) put key in envelope and drop key in drop box at the rental lot. This is used to determine the end time of the rental for billing purposes. Only applicable if vehicle is being dropped off after hours.

Insurance & Liability

Loss Damage Waiver (LDW) coverage is included as long as the vehicle is used appropriately.

LDW may be voided for:

• Obtaining the vehicle through fraud or misrepresentation.
• Operation of the vehicle by an authorized driver under the influence of intoxicants or any prohibited drugs, or the damage or loss is caused intentionally by an authorized driver.
• Use of the vehicle for any illegal purpose.
• Use of the vehicle in pushing or towing another vehicle of any kind to include trailers.
• Use or permitting the vehicle to carry passengers or property for hire.
• Operation of the vehicle in military exercises or training, tactical maneuvers, or for law enforcement purposes that are likely to expose the vehicle, the driver or passengers or other persons or property of others to a risk of damage or injury above that of routine travel unless the Company has agreed to such operation in writing at the time of rental.
• Operation of the vehicle in a test, race or contest.
• Operation of the vehicle with the consent of an authorized driver by a person other than an authorized driver (see Section 16, “Authorized Drivers”).
• Operation across international boundaries unless specifically authorized.
• Liability for loss of vehicle keys will be limited to the cost of necessary towing charges and the cost of key replacement unless the rented vehicle is stolen; sufficient substantiating documentation must be furnished to the traveler.
• Theft of the rented vehicle when the traveler leaves or allows the keys to be left in an unattended vehicle, or when the traveler negligently loses or abandons the keys, and they are subsequently used to steal the vehicle.
• Operation of the vehicle off paved, graded, Federal, state, or professionally maintained roads or driveways, unless the Company has agreed to such operation in writing at the time of rental.
• Adding improper fuel to a vehicle when the required vehicle fuel type is clearly and obviously marked.
• Any damage caused by smoking in a designated non-smoking vehicle that necessitates the Company to clean or repair the rental vehicle will be the responsibility of the traveler.

Lost Keys

• If keys are lost / stolen; customer should file a police report and contact Hertz roadside to file a claim; Hertz will then arrange a replacement.
• If keys are locked inside vehicles, customer will call roadside assistance for support; if they can remotely unlock, they will, if not they will dispatch service. There will be no charge for this service.
• Lost Keys are covered by LDW.
• No Charge unless due to renter negligence.
• Negligence examples: leaving keys on a public surface, leaving in unattended vehicle.
• Not negligence: theft, accidents outside renter’s control, valet loss, emergencies.
• Charge for negligent key loss: $250.

Roadside Assistance (No Charge)

Includes:

• Mechanical breakdown support.
• If service is required, text updates + service provider tracking.
• Concierge Lyft/Taxi service is available to help get you to your destination in the event of a breakdown or accident Tire changes.
• Spare tire mounting service.
• No spare tire towing service.

Who Can Make Reservations and What Information Is Needed

University employees and students traveling for university business from the UI Campus. Travelers and University support staff booking reservations on behalf of the travelers will need the following information when making reservations:

• Driver’s name
• Phone number
• Email address
• Credit Card:
  • If the renter has a University Procurement Card this should be brought with to the Hertz location.  Please note the name on the card must match the traveler’s name.
  • If the renter does not have a Procurement Card, they should use their personal credit card and be reimbursed. Name on the card must still match the name on the reservation. 

Additional Details

• Cargo Restrictions: Hertz strictly prohibits using a rental car to transport hazardous materials (beyond normal car‑operation supplies). This includes explosives, radioactive materials, or biologically hazardous substances used for research, industrial, educational, or related purposes.
  • Cargo restrictions do not prohibit transporting properly contained medical or research samples.
• Renters using Hertz rental services are not eligible for mileage reimbursement.
• Online Hertz Booking Instructions 

Contract Term

• Contract 30390, RFP 18455
• Effective: Dec 15, 2025 – Dec 14, 2030

• Optional extensions: up to 2 additional one‑year periods

   

Enterprise, National, and Alamo Rental Programs

Are you a student needing an alternative way to get home? You can find out more at the following link Enterprise.

Vehicles rented for personal use through National or Enterprise will no longer receive damage waiver coverage or third party liability coverage.

No changes were made to University-related business travel.  University business travelers should continue to utilize the National and Enterprise Car Rental portal below for reservations to ensure contract rates and coverages are applied.  

Rental companies may ask for a billing number. The University of Iowa does not use a billing number for rental needs.

For any questions regarding this change or the car rental program please contact your Shared Services Representative or Purchasing Agent, Bonnie Thornton - (319) 335-2209

Under both programs...

• Free unlimited mileage are included with rentals at no additional charge.  (Some restrictions apply-see Rates and Benefits and Exclusions/Prohibited Uses below for complete details).

Please visit the following websites for bookings and have your account codes ready for business booking.

National, Enterprise, (Work related travel will need code)

National, Enterprise, Alamo (Personal rentals only will not need a code)

Need your account code? Contact your Shared Services Representative or Purchasing Agent, Bonnie Thornton - (319) 335-2209

Details to be aware of...

• Emerald Club Enrollment
• Eligible Renters
• Consultants and Contractors
• Prohibited Uses/Insurance Exclusions
• Vehicle Rental Policy (Operations Manual)
• Reporting Accidents
• International Corporate Rates and Terms
• Insurance for International Destinations

Eligible Renters

Eligible Renters are defined as follows:

• Current Faculty and Staff on University related business
• Consultants and Contractors on University business whose car rental expenses are reimbursed or otherwise paid for the by the University.
  • Consultant is defined as any individual (i) who has been retained by the University to provide expert or professional advice at the direction of, and for and on behalf of the Participant n; (ii) whose work during the time of their car rental is directly related to or for the benefit of the University; and (iii) whose car rental expenses are reimbursed or otherwise paid for by the University
  • Contractor is defined as any individual (i) who has been retained by the University to furnish materials or perform services for the University at a specified price; (ii) whose work during the time of their car rental is directly related to or for the benefit of the University; and (iii) whose car rental expenses are reimbursed or otherwise paid for by the University
• Students on University business in the  United States only (restricted to rentals of Economy, Compact, Midsize/Intermediate, Standard, Full size, Minivan and Intermediate/Midsize/Standard SUV vehicle classes).

Prohibited Uses and Insurance Exclusions

 In the event of any loss, National Car Rental insurance coverage is primary unless the vehicle was used by or for any of the following:

• By a driver who is not an authorized driver
• By any driver under the influence of intoxicants, drugs, or any other substance know to impair driving ability
• For any illegal purpose
• By anyone who gives a false name, address age or other false or misleading information
• In any abusive or reckless manner or if convicted of careless driving
• To tow or push anything
• In any race, contest or training activity
• On unpaved roads
• Leaving the car rental vehicle and failing to remove the keys and the car rental is stolen
• For any use in Mexico without the prior written permission of the renting location. All protection is void in Mexico. Your written permission must be purchased before entering Mexico
• Please note retirees, spouses and students not on University business are no longer able to use the rental program through the University. 

In the event of a loss, while on business the University’s self insurance would apply in excess above National’s coverage. In the event of loss during a personal rental the traveler’s personal automobile insurance may be excess above National Car Rental.  Prior to renting and using the vehicle for personal use the traveler should contact their personal automobile insurance carrier and determine if their personal automobile coverage would cover all damages including loss of use of the rental vehicle.

Reporting Accidents - Rental Vehicles on Contract

In the event you are involved in an accident in a National or Enterprise vehicle rented under the University of Iowa/Big 10 contract, follow these instructions.

For more details on insurance coverage of other vehicles see:  Operations Manual Policy - Auto Insurance

International Corporate Rates and Terms

Currently, Enterprise provides specific contracted rates for select destinations. See the spreadsheets below for covered destinations and additional info.

Insurance coverage varies by destination.  Most rentals include liability and CDW—new details to follow for inclusions, exclusions and deductibles for your specific destination. 

Insurance for International Destinations

When and where possible you should rent from National or Enterprise since insurance coverage is included at no additional cost for most destinations. If you must rent from another Car Rental Agency and/or no liability or Loss Damage Waiver coverage is provided, UI renters should purchase the minimum liability and LDW coverage offered. This expense will be allowed. If you choose to use another Car Rental agency when National is available it is advisable that you purchase these coverages, but this expense is not reimbursable.

All renters and additional authorized drivers must be validly licensed and must meet the age, driver, and credit requirements of the country of rental.