1. Preferred Suppliers
  2. Overview - Travel
  3. Car Rental

Car Rental

Back to Travel Overview Page

 

CAUBO negotiated agreement - details can be found on the  (note, you need to be a member to view)

*CAUBO rates are available to all faculty and staff working at university and college member institutions

Agreement is in effect with an expiry date of March 31, 2026

Not available at this time

Enterprise Mobility/National

Stephanie Wood, Senior Manager, Business Services & Logistics
sh260@queensu.ca or phone: (613) 533-2047 | internal ext. 32047

Additional Program Details

All drivers must be at least 21 years of age

All drivers must carry a valid Ontario Class G driver’s license or equivalent from another jurisdiction; only drivers with the appropriate license are permitted to drive vehicles for Queen’s University-sanctioned business.

All renters must present Queen's photo identification card at rental counter to be eligible for discount

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 contact Enterprise 1-800-562-2886 (Reservations) 

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.

All renters must present card Queen's photo identification card at rental counter to be eligible for discount

Note: online reservations require a credit card.

Queen's Individual Travel Card rentals can be completed using the  link. Please follow Business Services and Logistics and then Travel for more information. Individual TCard renters must present card Queen's TCard as well as Queen's employee photo identification card at rental counter.

Queen's Department Travel Card rentals require a unique account and billing number ID, as well as a different discount code that includes CDW insurance with the rental. Rentals with Dept TCards can be booked using the Enterprise Car Rental - Dept TCard link in the  , Business Services and Logistics site.

All renters must provide valid Queen's photo identification to rental agency for eligible discount 

Personal or Leisure Rentals with Queen's discount  please access in the following or contact Enterprise Reservations 1(800) 562-2886 with code XVC331L

All renters must present card Queen's photo identification at rental counter to be eligible for discount

Insurance coverage when rental vehicle charged to Queen’s Travel Credit Card
  • The preferred payment method for renting vehicles for university-sanctioned business is the Queen’s Travel Credit Card – Scotiabank VISA.  The Queen’s Individual 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. 
  • Individual TCard renter must decline the Collision/Loss Damage Waiver (CDW/LDW) from rental agency.
  • Department TCard rentals require the specific inclusive discount code for Collision/Loss Damage Waiver (CDW/LDW) to be included 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 Queen's Insurance office 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 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 more information, please refer to Queen's Insurance.
  • For any inquiries regarding the Departmental Travel Credit Card please contact Strategic Procurement Services 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.  If you 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, Manager, Insurance and Risk Management at (613) 533-6000 ext: 74322.

Supplier Contact Information

Enterprise Mobility

All renters must present Queen's employee or student photo identification card at rental counter to be eligible for discount.

 

Zoe Newell, Enterprise Mobility Account Manager, Eastern/Northern Ontario | Email:  zoe.e.newell@em.ca or    Direct: 613-868-6137 

Reservation Link

To reserve a car or truck rental, click the logo above as a link to the Queen's SPS SharePoint site.

Information about Insurance, discounts and eligibility are contained on the SharePoint site.

For general car or truck rental related inquiries or Preferred Travel Supplier information please contact Strategic Procurement Services 

Stephanie Wood, Senior Manager, Queen's Business Services & Logistics | Email: sh260@queensu.ca or           Direct: (613) 533-2047

Zoe Newell, Enterprise Mobility Account Manager, Eastern/Northern Ontario | Email:  zoe.e.newell@em.ca or    Direct: 613-868-6137