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Preferred Supplier

 

Photograph of Vice President of Finance, Virginia Gregg

Enterprise Rent-A-Car is the Institute’s preferred Master Agreement for business car rentals effective immediately.

Enterprise Rent-a-Car is now Enterprise Holdings, Inc. and owns National Car Rental. Rensselaer now has access to both the Enterprise and National brand through this Master Agreement. Enterprise is the largest rental car company in North America, operating more than 6,900 offices in the United States, with an additional 900 offices in Canada, the United Kingdom, Germany and Ireland. Enterprise offers a rental car fleet of more than 878,000 vehicles including over 160 makes and models.

Contract Information: The Enterprise contract is a competitively bid contract awarded in collaboration with the Educational and Institutional Cooperative Service (E&I), a national purchasing cooperative that serves over 2,300 member colleges and universities across the country.

Enterprise and the E&I Program offer the following benefits;

  • Leverage cooperative purchasing power
  • Exceptionally lower rates
  • Outstanding services
  • Simplify program management
  • Insurance included

Contract Term: through 12/31/2014

Order Processing: Reservations should be made through Concur.

Processing Payment in OSCAR: When submitting an Enterprise/ National rental car bill for payment in OSCAR, please use the Rental Agreement (RA) number as the invoice number. Even if the rental agreement documentation/receipt has a separate invoice number, use the rental agreement number. Rental agreements generated at airports will have nine (9) digits; those generated by the Enterprise/National home office will have six (6) digits. Regardless of the number of digits, be sure to omit any spaces, dashes and letters preceding the rental agreement number when entering the RA into OSCAR.

  • Official vendor name: Enterprise Holdings, Inc.
  • Federal ID #: 430724835
  • Blanket Order Number: P1B12454

Note: (1.) If you question whether a reservation has been billed or has been charged to the traveler’s credit card; if somewhere on the rental agreement document are the words BUSINESS ACCOUNT – APPLICANT, this is a clear indication that the reservation was billed. (2.) When completing an expense report for a trip where the car rental payment was processed in OSCAR, the amount should be listed in the “Direct Paid by A/P” section on left-hand side of the first page

Invoice Delivery: Invoices are being delivered to Disbursement Operations. Disbursement Operations will forward the invoices to the appropriate department to ensure timely processing. Enterprise has altered their booking system to ask for the following information upon rental to ensure the invoice is sent to the correct department.

  1. Department
  2. Building number or Building Name

Tax: For business travel, sales tax should not be charged if renting in NY, CT, FL, IL, ME, MA, NJ, OH, TN, DC. When booking a reservation, travelers should remind the rental agent of the sales tax exemption in selected states. The agent can look up in the system the exemption status of state in which the car will be rented and verify if sales tax should be charged.

Insurance: Rensselaer employees should always try to use Enterprise, ask for the Rensselaer rate, and not buy any additional insurance because it is included in the rate. If unable to get the Rensselaer deal because there is no Enterprise vendor where they are traveling, Rensselaer employees should use National/Alamo and ask for the Rensselaer rate, which will also include the insurance.

Enterprise/National Representatives
Business Rental Sales Executive: Andrea Houle - 518-383-3444 x236


Rensselaer Contact Information
Sourcing Manager Linda Cook, 518-276-2156
Travel Compliance Specialist Christopher Thorne, 518-276-2395