Automobile Travel

Payment and reimbursement for travel expenses is made
in accordance with the rates, standards and practices
established by the CSU Chancellor’s office as published in the
CSU, Chico Travel Procedures.

Please Note:

Campus-owned buses are reserved through Bus Reservations: www.csuchico.edu/vres.

Zipcar and Zimride vehicles are currently not approved for University business purposes. However, they are available as a mode of transportation for personal use.

Non-Employees: Students, Interviewees, Students, Volunteer Employees and Guests of the University 

Private vehicle use by non-employees can be reimbursed at the standard mileage rate through the Travel Expense Claim process.

Non-employees are prohibited from using any State contract with a car rental company. Car rentals for non-employees must be paid for by the driver and reimbursement made through the Travel Expense Claim process. If Collision Damage Waiver and/or Personal Accident Insurance are purchased, consideration will be made for reimbursement of these expenses with the rental charges. 

Employees Driving on University Business

Defensive Driver Training: a California Driver's License, insurance and a good driving record are required for any employee or student operating a vehicle (including private or rented) while on University business. Any trip requiring an employee to drive is prohibited unless Defensive Driver Training is current. For information on this training, or to look up a Defensive Driver Training status for yourself or another, access the Environmental Health and Safety website:  www.csuchico.edu/ehs.

Vehicle Accidents while on University business: Please see the CSU, Chico Risk Management website for "In Case of an Injury or Automobile Accident": www.csuchico.edu/risk.

Travel Request Approval forms must be on file in Accounts Payable prior to driving on University business.

Use of Private Vehicles   

Authorization to Use Privately Owned Vehicles on State Business (Environmental Health and Safety) form must be completed and kept on file in the employee’s department or college office and updated at the beginning of each academic year. See the Environmental Health and Safety website: www.csuchico.edu/ehs  > Motor Vehicle Use Procedures.

Standard mileage reimbursement rate for private vehicle use is based on Federal rates for a given calendar year.  Please see the Travel Expense Claim form for current rate.

Flying expenses versus driving expenses: If opting to drive a private vehicle instead of fly, only the lesser of the two amounts may be claimed. Complete the Travel Transportation Cost Comparison form (see Forms) to determine the reimbursable amount and include the completed form with the Travel Expense Claim form.

State-Contracted Car Rental Agencies

Enterprise Rent-A-Car: The state has a commercial vehicle rental contract with The Affiliates of Enterprise Holdings Inc., which is the corporate company of Enterprise Rent-A-Car (as well as National Car Rental). The State of California Department of General Services has obtained the most economical rates through this contract. Whenever possible, use the State-contracted car rental agencies. Charges can be direct-billed to the University (CRBTA) or paid by the traveler with a personal form of payment.

If an agency other than Enterprise Rent-A-Car or National is used by choice when a vehicle is available from Enterprise Rent-A-Car or National Car Rental, the traveler must accept and pay for the Collision Damage Waiver and Liability Damage Waiver insurance and all costs for rental will be subject to review and may not be reimbursed.

Only employees should enter into agreements with our state-contracted agencies.

International: Our contracts with Enterprise Rent-A-Car and National Car Rental are valid in Canada, but not in any other foreign country. Renting a car in any other foreign country requires a personal form of payment and travelers must accept the Collision Damage Waiver and Liability insurance.

Car Rental Business Travel Account (CRBTA)

CRBTA is a process by which vehicles can be rented (from Enterprise Rent-A-Car and National Car Rental only) for University travel in the US and Canada and billed directly to the State chartfield you provide on the Travel Request Approval form on file in Accounts Payable. You will also be required to provide the chartfield when reserving a vehicle. An approved Travel Request Approval form must be on file in Accounts Payable before charging car rental to the CRBTA.

Personal Form of Payment

Enterprise and National can also take a traveler’s personal form of payment and costs can be reimbursed to the traveler through the Travel Expense Claim process.

Account Numbers for Enterprise and National

Please make car rental reservations through the Concur platform for employee business use.  The charges will be direct billed to the University.  For non-direct bill transactions, when making a car rental reservation online, you will see a box for an optional number, a "Corporate Number” or "Contract ID". You will also need a “PIN”.  Contact Accounts Payable for the numbers; please specify “CRBTA” or “Personal Form of Payment”.  These numbers are for employees only; please treat them as confidential.

Reservations and Pick Up / Drop Off

Reservations can be made by going online to the CalTravelStore (or ERAC for non-direct bill transactions).

CalTravelStore:

  • Please click here for information on CalTravelStore.

Enterprise Rent-A-Car/National: 

  • Online: Enterprise website www.enterprise.com. When booking online, be sure CSU CHICO appears on the screen.
  • Phone: 800-736-8222 (800-rentacar) or any branch office.
  • Chico Enterprise locations:
    • 2267 Esplanade, Chico CA 95926  (530) 899-1188 or 1189
    • 2500 Zanella Way, Chico CA 95928 (530) 342-7300
  • National Car Rental: If Enterprise cannot fulfill your request, they will connect you with National Car Rental. National's website is www.nationalcar.com (Click on View Additional Fields to enter Contract ID).

Personal Travel Dates: the traveler is responsible for rental charges for all personal travel dates. If a personal form of payment is used and reimbursement is requested, the Travel Expense Claim should reflect a deduction of any charges for personal travel dates (include a note in Business Expense Remarks). When the CRBTA is used, the agreement should be closed and an new agreement obtained using a personal form of payment. If the CRBTA agreement includes personal travel dates, the traveler must pay the University back for any charges for personal travel dates (include a note in Business Expense Remarks and a check made out to CSU, Chico.)

Gas purchased for rental cars is paid by the traveler and reimbursed by submitting receipts with the Travel Expense Claim form. If gas is not refilled before car is returned, a premium may be charged. Cars returned in Chico will not be charged a premium. For cars returned out of town, inquire with that branch.

Insurance coverage when renting from State-contracted car rental agencies:  In the USA, the traveler should decline the Collision Damage Waiver and Liability Damage Waiver. These waivers are included in the contract between the State and agency. When renting outside the USA, the traveler must accept and pay for the Collision Damage Waiver and Liability Damage Waiver insurance, reimbursable through the Travel Expense Claim process.

Two forms of ID are required at the rental counter: be prepared to present a valid Driver’s License and either a State issued ID badge or a business card identifying the renter as a State employee.

After- or before-hours pickup and return (Esplanade branch only): Contact Enterprise at the Esplanade location to request after/before hours pick up. Obtain a PIN for the CSU, Chico lock box from Chico Enterprise, your campus department or Accounts Payable. Access the box using the PIN to obtain the keys and paperwork. Close the box ensuring it is locked. The car will be parked in the Enterprise lot. To return a car after hours, park the car in the Enterprise lot and place the keys in the lock box. After closing the box, ensure it is locked.

Vans from Enterprise Rent-A-Car, 12 passenger (Esplanade branch only): Reservations must be made at least one week prior to departure by calling Chico Enterprise Esplanade branch. Identify the traveler as a CSU, Chico employee and provide our contract number.

If a required vehicle or location is unavailable from Enterprise Rent-A-Car or National Car Rental

Explain the reason for using an agency other than Enterprise or National on the Travel Expense Claim form under the "Business Remarks."

Payment can be made to any car rental agency with any personal form of payment and reimbursed through the Travel Expense Claim process.

Renting Vehicles for Personal Travel

As a State employee, you can take advantage of the State contracts with Enterprise Rent-A-Car and National Car Rental and rent at contracted rates for personal use (using a personal form of payment). Contact Accounts Payable for the Corporate Number/Contract ID for personal use.