Rental Cars

Yale Car Rental Agreements

Yale has negotiated agreements with select car rental companies to provide competitive pricing, including benefits, and reduced risk when vehicles are rented for official Yale business travel. Using Yale’s contracted suppliers helps protect travelers and the University while ensuring policy compliance.

Preferred Car Rental Suppliers

Yale’s preferred suppliers are:

Note: Hertz, Enterprise, and National include additional liability coverage for domestic rentals and are strongly recommended when available.

Benefits of Booking Through Yale

When you book through a preferred supplier for qualifying Yale business travel, you receive:

  • Discounted Yale-negotiated rates
  • Built-in insurance coverage for U.S. rentals
  • Access to locations nationwide and internationally
  • Consistent service and support

Benefits vary by supplier and location and apply only when reservations are booked correctly for Yale business.

Car Rental By Vendor

Car Rental information listed below is intended for Yale faculty, staff, and students traveling on Yale-related business only, defined as rentals paid for or reimbursed by Yale.

Vendor Avis Budget Enterprise Hertz National
Location

Tweed Airport

Union Train Station
 

 170 Olive St.
New Haven, CT		 408 Crown St
New Haven, CT		 1 George St.
New Haven, CT		 Airport Locations
Phone 800-633-3469
203-466-2847		 800-218-7992
203-786-6584		 800-261-7331
203-789-2252		 800-654-3131
203-777-6861		 800-962-7070
Discount # Business: A424900 Business: T245500 Business: XZ24YAL Business: CDP#344712 Business: XZ24YAL
Min. Age Requirement 18 21 18 20 18
Insurance Coverage is included for business rentals only. Continental United States and Puerto Rico (excludes Alaska and Hawaii) Continental United States (excludes Alaska and Hawaii) Continental United States (including Hawaii, Alaska, and Puerto Rico) Continental United States and Puerto Rico (excludes Alaska and Hawaii) Continental United States (including Hawaii, Alaska, and Puerto Rico)
Notes One-way rentals to JFK, LaGuardia, and Newark Airport. Corporate rate available, unlimited mileage, no drop off fee. Restrictions apply. One-way rentals to JFK, LaGuardia, and Newark Airport. Corporate rate available, unlimited mileage, no drop off fee. Restrictions apply. One-way rentals are available for airport-to-airport locations. Flat rate, unlimited mileage, and no drop-off fee. Restrictions apply. One-way rentals to Bradley, JFK, LaGuardia, Newark Airport, and NYC. Corporate rate available, unlimited mileage, no drop off fee. Restrictions apply. One-way rentals are available for airport-to-airport locations. Flat rate, unlimited mileage, and no drop-off fee. Restrictions apply.
Membership Information Avis Membership Budget Membership Enterprise Membership Hertz Membership National Membership

It is recommended that all car rental reservations for Yale business travel be booked through our preferred travel agencies.

The following leisure discount codes can be used for any rentals not paid for or reimbursed by Yale:

  • Budget: T245590
  • Avis: A424990
  • Enterprise and National: XZ249B6

To ensure Yale rates and benefits apply:

  • Book through Concur Travel or directly with the rental company using Yale’s authorized discount codes (found in the Car Rental By Vendor table)
  • Confirm the trip qualifies as Yale business travel
  • Enter your legal name exactly as it appears on your government-issued ID
  • Follow Yale and rental company procedures for changes, cancellations, or incidents

Restrictions

  • 12- and 15-passenger vans are not permitted and are not covered by Yale insurance
  • Insurance benefits do not apply to personal travel
  • International rentals require purchased insurance

Domestic Rentals (within the U.S.)

  • Insurance coverage is automatically included when renting through a preferred supplier
  • Coverage may include collision damage and liability protection (varies by supplier)
  • Do not purchase additional insurance. It duplicates Yale’s coverage and will not be reimbursed

International Rentals (outside the U.S.)

  • Insurance is not included
  • Travelers are required to purchase insurance coverage

Important

  • Coverage applies only to Yale business travel (paid for, reimbursed, or officially approved by Yale)
  • Personal or leisure rentals are not covered, even if a Yale discount code is used

Student Coverage

Active undergraduate and graduate students are covered for domestic rentals when:

  • Traveling on Yale business or for an approved student group
  • They have completed the Driver Safety Awareness program

Accident Reporting

If an accident occurs:

  • Notify the rental car company immediately
  • Report to local authorities if required
  • Submit a report to Yale’s Risk Management Office

Policy References