Domestic Rentals

MICA has liability and collision insurance coverage for all rentals made within the United States of America for any college-related business or college-related activities travel. We currently do not have a single rental car contractor, so departments are allowed to rent vehicles from any nationally-known company that is available in the jurisdiction for which they are traveling. When renting a vehicle, do not purchase the rental company’s insurance. If proof of insurance is required, the college’s rental card is available from the Campus Services Office or may be found here or at the end of this policy.

Only those individuals listed on the rental contract are permitted to operate the rental vehicle. Vehicles should be checked thoroughly upon receipt of the vehicle and any damage or operating deficiencies should be reported immediately to the rental company.

Drivers must make every attempt to refuel a rental car before returning it in order to avoid a fueling surcharge. Fueling surcharges will not be reimbursed, except with proper justification.

If an accident occurs in a rental vehicle, regardless of driver’s fault, see the MICA Accident and Breakdown Procedures here for procedures to follow, and utilize a MICA Accident Report Form, attached at the end of this policy. Report the accident to your supervisor and to Chris Bohaska at cbohaska@mica.edu within 24 hours of the accident. Include the MICA Accident Report Form as an attachment with your notification.

If a breakdown occurs, follow the instructions in the rental contract to obtain service and/or a tow.

More information on renting vehicles can be found in the MICA Business and Travel Expense Policy here.

International Rentals

Due to the variety of laws and regulations in foreign countries, rented vehicles used in overseas travel are not covered under MICA’s liability and collision insurance. Please purchase the local insurance through your rental company and MICA will reimburse it as part of the regular expenses listed under business travel. Please remember that the following countries below are excluded in MICA’s travel policies.* Travel to any of those countries is highly discouraged and requires supervisor approval in advance.

The guidelines listed above are to be used for individuals who are permitted to operate rental vehicles, and apply to international rentals as well.

*Excluded Countries

Afghanistan, Algeria, Angola, Bangladesh, Belarus, Burundi, Central African Republic, Chad, Colombia, Cuba, Democratic Republic of the Congo, Ecuador, Egypt, Georgia, Guatemala, Republic of Guinea-Bissau, Republic of Guinea, Haiti, Honduras, Indonesia, Iran, Iraq, Ivory Coast, Kenya, Lebanon, Liberia, Libya, Mali, Mauritania, Mexico, Myanmar, Nicaragua, Niger, Nigeria, North Korea, Pakistan, Peru, Philippines, Russia Federation, Serbia, Sierra Leone, Somalia, Sri Lanka, South Sudan, Sudan, Syria, Tunisia, Turkey, Ukraine (inc Crimea), Venezuela, Yemen, Zimbabwe