Policies & Insurance

    Yale’s Preferred Car Rental Vendors

    Yale Travel Management has negotiated car rental agreements for Yale business rentals that will provide collision damage coverage and supplemental liability protection inclusive with the rates for business rentals. To receive the coverage, the unique Yale ID numbers shown in this “by Vendor” table must be provided at the time of the rental reservation.

    Car Rental Insurance – Yale 3301.3 Policy highlights

    Domestic Rentals

    • Do Not Purchase insurance coverage of any kind when renting from a preferred vendor within the contiguous 48 states. Insurance is automatically included with rentals within the 48 contiguous states, including the District of Columbia. Refer to the Car Rental by Vendor chart for specific exclusions that may apply.
    • Travelers should decline any additional insurance coverage offered by car rental companies.  It duplicates insurance already provided by Yale and will not be reimbursed.

    International Rentals

    • You must purchase insurance for any rentals outside of the 48 contiguous states
    • No deductible will be charged to the department if the claim is fully covered by the insurance. Refer to the Car Rental by Vendor chart for specific exclusions that may apply.

    Information on Rentals

    • Student Coverage: Active undergraduate or graduate students traveling on University business and students renting vehicles on behalf of a student group registered with a Dean of Yale College or the Dean of Students, and recognized by Yale as an official student group are also covered for insurance on domestic rentals if they have passed the Driver Safety Awareness program.
    • Reporting an Accident: If a rental car accident occurs, travelers must submit a written accident report to the rental car company, local authorities as required, and Yale’s Risk Management Office.
    • Please refer to 1705 University Fleet Policy for more details on insurance.

    Rental of 12 and 15 Passenger Vans

    Yale does not permit the rental of 12 and 15 passenger vans because of the possibility of serious accidents and injury to passengers. The Office of Risk Management will not extend Yale’s insurance to these vehicles. If you have any questions about the types of 12 to 15 passenger vehicles that are permitted, please contact Risk Management at 203-432-0140.

    Yale Shuttle Service

    Yale TR&S offers 12 and 14 passenger buses. TR&S provides passenger transport for the Yale Community, moving people and items throughout New England and the Mid-Atlantic. If your department needs private van service to the following areas call us today:

    • Connecticut
    • Area airports (J. F. K., Tweed, Bradley)
    • Area railroad stations, bus terminals
    • New York City and Long Island
    • New Jersey
    • Eastern Pennsylvania
    • Rhode Island
    • New Hampshire
    • Vermont

    With chauffeur service, you are renting the entire vehicle with a driver to be at your exclusive service for the pick-up and/or delivery of person(s) and/or material(s). This service must be scheduled well in advance by calling 203-432-5595.