Rental cars are expensive and should be used only when they are required for business purposes and when other means of transportation are not reasonably available (i.e., bus, private car, shuttle, or public transportation).
NOTE: Texting while driving is illegal in Massachusetts and other states. Cell phone use should be minimized. Personal calls should not be conducted while driving for Institution business. Should you need to engage in a conversation, stop the vehicle in a safe area to take or make the call unless Bluetooth is already engaged.
Contracted car rental agencies will be used whenever available, since the Institution has special contract agreements.
» View information about WHOI's preferred rental car suppliers; National Car Rental and Enterprise Rent-A-Car
» View list of car rental agencies that contract with WHOI
Type of Auto
Compact size autos will be used when available, and adequate for needs. Advance reservations for compact cars will usually insure the compact rate even when a compact size auto is not available. Consult CWT for information on current rental car rates for Institution personnel.
International - Collision Damage Waiver Insurance is reimbursable for rentals taking place outside the 48 contiguous states and for all truck rentals.
Domestic - The Institution will not reimburse employees for optional insurance offered by commercial car rental agencies. Such options include: Loss Damage Waiver (LDW), Collision Damage Waiver (CDW), or Personal Accident Insurance (PAI) charges. All Institution travelers are adequately covered by Institution insurance policies. The Institution will assume responsibility for the deductible in the event of a claim.
NOTE: When using your WHOI visa corporate card for the entire rental additional insurance should be declined when asked at the counter. The corporate card has international insurance coverage when it comes to rental vehicles at no additional cost.
The Institution will reimburse insurance on domestic car rentals for non-employees only.
» View Car Rental Insurance FAQs
Accident reports processed with the rental agency must also be reported immediately to the Facilities Manager and to the appropriate Credit Card company within 20 days.
When traveling from Falmouth to the airport (Logan or Green) every effort should be made to share a rental car with another traveler on a similar schedule. Carlson Wagonlit Travel will assist you in sharing a rental.
Last updated: November 5, 2019