University – Affiliated Travel

Per the UNC System Guidance memo, (May 29, 2020), non-essential university travel is prohibited, unless an exception is granted by the chancellor or the chancellor’s designee. If University-affiliated travel is pre-approved, faculty, staff, and students may be required to register their travel information, including their expected dates of travel and location. The approval of travel does not rule out the possibility that the University may require faculty, researchers, staff, and students to self-quarantine upon return and the University may modify these rules before, during, or after an individual’s travel to use its best reasonable efforts to keep the individual and the University community healthy and safe.


***Please be reminded that Travel Reimbursement Requests must be submitted within 30 days after travel period ends.

Rental Car

Rental Car Expenses are reimbursable expenses for employees. The Travel Reimbursement form is located at Forms. The employee will have to pay for the cost of the rental upfront and the University will reimburse the traveler after the trip is over. Additional insurance, GPS charges or upgrades are not reimbursable. In addition the compact or standard car should be rented unless additional people are traveling and a larger vehicle is needed. If a larger vehicle is required, a letter of justification is required when reimbursement is requested. Additional drivers are not allowed except when sharing the car with another UNCP faculty/staff member traveling on the same trip. UNCP would like to make you aware that Enterprise Rent-A-Car is under contract with the state and the only car rental that should be used.

Billing for Rental Car of an Employee

Local Rentals

  • Charge the cost of the rental to your employee UNCP American Express Card and request reimbursement upon completion of the trip.
  • Use a personal credit card and request reimbursement upon completion of the trip.

Out of Town Rentals

  • Charge the cost of the rental to your employee American Express Card and request reimbursement upon completion of the trip.
  • Use a personal credit card and request reimbursement upon completion of the trip.

Supporting Documentation

  • Rental vehicles require original paid receipts showing $0 balance due.
  • We will accept a credit card statement showing full payment to the rental agency along with the original receipt that shows a balance due.


Please decline collision damage waiver and supplemental liability protection when renting a vehicle for business travel. The rental car rates include the insurance protection and the state automobile insurance policy provides coverage to employees renting for official university travel.

Prices for Rental Cars











12-15 Passenger Van


Medium SUV



Enterprise Rental-A-Car Enterprise Rent-A-Car should be utilized for vehicle transportation if your round trip total mileage is 100 miles or more. Enterprise Rent-A-Car will only deliver vehicles to UNCP (Northeast corner of Parking Lot 30 at Pinchbeck Building).

Create an Enterprise Plus profile:  Anyone renting a vehicle will need to complete and EPLUS membership prior to your first rental which will allow you to store your personal information, method of payment, and earn redeemable rental credits.  Once you have completed your profile, you will be given a member number and you will be required to use that number as identification when reserving a vehicle.  Please see the enrollment information below.

  • You can enroll in the Enterprise Plus program by clicking on this link: Enterprise Plus Program
  • If you are already an Enterprise Plus member, please send your name and member number to Your profile will be updated to include the UNCP contracted rates.

How to make a reservation for an Employee with Enterprise:

  • Visit us online at Enterprise Reservations for UNCP business travel. Simply choose the location, date and time. All UNCP account information is loaded into the reservation. Visit for all personal travel.
  • Call our local office at 910.618.0422 or call 1-800-Rent-A-Car and mention the UNCP account number NC53H92.

Lost Receipt

  • You can pull your receipts up on Under the reservation section of the main page, you will find multiple blue hyperlinks. Choose the link titled “print your receipt”. Type in your name and driver’s license number and it will bring up your last 6 months’ worth of receipts.

Additional Services and Benefits of Enterprise Rent-A-Car's Business rental program:

Free pick up services: Whether it is from home, office or other locations, please take advantage of our quick convenient pick up service. Enterprise will only deliver vehicles to UNCP (Northeast corner of Parking Lot 30 at Pinchbeck Building). Multiple locations: Enterprise Rent-A-Car has over 200 offices in North Carolina and 6800 across the country. Wherever you may travel, convenience is only a phone call away: 24-hour roadside assistance. Vehicle Variety: Enterprise offers over 50 makes and models of vehicles. Specialty vehicles are also available requiring a letter of justification: cargo vans, minivans, sport utility vehicles, 15-passenger vans and pick-up trucks. Leave the Claims to us: You can take the worry out of travel by using Enterprise and the insurance is included. Rental Requirements Age of Drivers: Enterprise Rent-A-Car is one of the few rental companies that will rent to drivers 21-25 years of age with no additional surcharge in most locations. All drivers must have a valid driver's license and a major credit card.

Summary: Key Points

  • You must create an Enterprise Plus Profile: Enterprise Profile
  • Enterprise link to make reservation: Enterprise Reservations
  • Enterprise rentals are only reimbursable for trips greater than 100 miles round trip.
  • Employees will have to pay for the rental upfront via UNCP American Express or personal credit card.
  • Employees must choose between a standard or compact car, unless an approved letter of justification is given.
  • Enterprise assesses a 50% gas surcharge unless gas is refilled when rental is returned.
  • When your rental is returned to campus, you must call 910.608.0422 to inform Enterprise.
  • Employees are responsible to read the complete Rental Car travel policy at the link:  Travel Policy

For Your Questions: