Yes, a university can typically contract with a rental car company for student internships. This is a common practice handled through a corporate or institutional account. Such an arrangement centralizes billing, simplifies insurance, and often provides discounted rates for the university. The primary steps involve a designated university administrator contacting a rental company's business sales department to establish a formal agreement that outlines terms like authorized drivers, billing procedures, and insurance coverage.
The biggest advantage is streamlined insurance. A corporate contract usually includes a Loss Damage Waiver (LDW) and Liability Insurance Supplement, which significantly reduces the university's and the student's financial risk in case of an accident. Without this, students might be personally liable for high deductibles. Billing is also more efficient, as the university is invoiced directly rather than reimbursing individual student expenses.
However, key challenges exist. The university must verify that student drivers meet the rental company's age requirements (often 21 or 25) and have clean driving records. There's also significant administrative overhead in managing the paperwork, assigning vehicles, and ensuring compliance with university travel policies. For shorter-term or smaller groups, it might be more practical for students to book individually using a university-provided discount code.
Below is a comparison of potential rental partners for a university program:
| Rental Company | Typical Institutional Discount | Minimum Rental Age (for Corporate Account) | Key Contract Feature |
|---|
| Enterprise | 5% - 15% off standard rates | 21 (may have surcharge for under 25) | National account management with online booking tools |
| Hertz | 10% - 20% off standard rates | 20 (may vary by state) | Detailed reporting for expense tracking |
| Avis | 8% - 18% off standard rates | 21 (surcharge usually applies under 25) | Customizable billing cycles |
| Budget | 5% - 15% off standard rates | 21 | Often paired with Avis for wider availability |
| National | 10% - 18% off standard rates | 21 | Focus on Emerald Club for faster service |
Ultimately, the feasibility depends on the internship program's scale and duration. A formal contract is best for large, ongoing programs, while smaller groups might find alternative solutions more flexible.
