Car Rental

This agreement is in effective current with an expiry date of September 30, 2020.

Please make any reservations through the two Queen's specific websites listed below as they automatically load Queen's discounts, terms and conditions. Note: online reservations require a credit card or billing number.  To obtain your department’s billing number, please contact the Supplier Representative below.

All drivers must be at least 21 years of age and carry a valid Ontario Class G driver’s licence or equivalent from another jurisdiction; only drivers with the appropriate licence are permitted to drive vehicles for Queen’s University-sanctioned business. Rental agencies may require drivers to be no less than 25 or a “Young Driver” fee may apply. The rental agreement must be in the name of ‘Queen’s University’ to avoid being personally liable. 

If you need to book in person or over the phone, please use the code XVC3310 to get the Queen's rate for business use rentals.

Please Note: if you are making a reservation through a Departmental or Faculty account the renting location may contact that Department or Faculty to confirm your status. A reservation can still be made using a personal credit card if approval from the Department or Faculty is not available.

Any concerns related to the VOR contracts, please contact Nicole Fowler, Associate Director, Procurement Operations (email: nicole.fowler@queensu.ca or ext. 32209).

IMPORTANT INSURANCE NOTES:

Insurance coverage when rental vehicle charged to Queen’s Travel Credit Card:

• The preferred payment method for renting vehicles on university-sanctioned business is the Queen’s Travel Credit Card – Scotiabank VISA. The Queen’s Travel Credit Card includes insurance coverage for physical damages to rental vehicles on university-sanctioned business. There is $0 deductible applied for each incident which must be reported to the Travel Card Insurance Provider within forty-eight hours. Renter must decline the Collision/Loss Damage Waiver (CDW/LDW) from rental agency.
• Insurance coverage applies only to rentals of less than thirty days. If vehicles are to be leased for periods greater than thirty days, contact Risk and Safety Services at (613) 533-2005 or email insurance@queensu.ca to arrange for appropriate coverage.
• In the event of an incident where repairs are required, the individual involved with the incident (the driver) will report the claim directly to the Travel Card (insurer), within forty-eight hours and to Bryan McGann, Insurance and Risk Manager, Risk and Safety Services at (613-533-6000 Ext: 74322) who will report the incident information to the Insurer including all necessary documentation. If the individual involved in the incident is not the cardholder, then the actual cardholder (person at Queen’s, responsible for the Travel Card in the department), will work with the insurer to settle the claim as per the Insurer’s regular process.
• For a copy of the insurance coverage offer through the Scotiabank Travel VISA Credit Card, please click here
• For more information, please refer to the Insurance & Risk Management 
• For any inquiries regarding the Departmental Travel Credit Card please contact Strategic Procurement Services – Credit Card Program team at email creditcards@queensu.ca.

Rental vehicle charged to a personal credit card (not recommended):

If you elect to charge the rental vehicle to a personal credit card, you will be required to:

• Accept the insurance coverage offered by the supplier and pay the additional charge; or
• Check your personal credit card to ensure that there is coverage for Collision, Damage and Waiver (CDW) insurance included as a benefit of the credit card.
• Note, Queen’s Insurance only covers liability and if you choose to place this rental on your personal credit card and you have no coverage as noted above and experience an accident, this will then either fall on your personal vehicle insurance or be the responsibility of your department.

Additional Notes:

1. Collision and comprehensive perils coverage should be purchased from the rental agency if the rental vehicle will also be used for reasons unrelated to university business, or if the vehicle will be also driven by individuals who are not affiliated with the university.

2. It is not necessary to purchases third party liability insurance on rental cars. The rental agency is required by law to carry this insurance and the cost is included in the rental rate (the University's liability coverage is in excess of that carried by the rental agency).

3. All drivers, whether employees or not, should be listed on the rental contract. On many rental agreements, only those named on the contract are covered by insurance. Read all agreements carefully.

4. Report all accidents immediately to Bryan McGann, Insurance and Risk Manager, Risk and Safety Services at (613-533-6000 Ext: 74322)