Rentals

MIT faculty, staff and students who rent vehicles for MIT-related business in the United States are strongly encouraged to use Budget or Avis rental agencies. MIT has corporate agreements with both vendors that:

  • Waive the standard rental agency condition that all drivers must be at least 25 years old         
  • Limit or waive MIT’s responsibility for damages to the rental vehicle in the event of a collision

Refer to the table below for specific coverages and corporate codes. Please be sure to provide the rental agent with MIT’s corporate number when renting vehicles.  If the corporate code is not provided at time of rental the coverage will not be in place and a $1000 deductible will be placed on the claim.

Domestic Rentals
Collision Damage Waiver (CDW) coverage, while on MIT business, should be declinedHowever, the purchase of CDW insurance is required and should be purchased in Alaska.

In the event that an agency other than Budget or Avis is used, the MIT Office of Insurance self-insures the liability and physical damage coverages; therefore, the optional insurance coverages should still be declined.  However, if Budget or Avis is not chosen and the driver is involved in a single car accident, at fault accident or cannot identify the responsible third party, the department will be responsible for the $1000 deductible. 

    International Rentals
    Travelers are strongly discouraged from renting vehicles in most international destinations because of the significant safety and security risks. However, should need dictate the use of a rental vehicle, travelers should ensure they are familiar with local laws and regulations and insurance should be purchased for all international rentals (including visits to Canada, Mexico, Bermuda, Puerto Rico, and the Caribbean.) Statutorily required rental insurance must be purchased. If insurance is not purchased the department will be reimbursed less a $1000 deductible.  The department will be responsible for paying the claim directly with the insurance company.  The cost of the insurance can be charged using the MIT Travel Card or out-of-pocket and reimbursed.

    MIT Corporate Agreements with Rental Car Agencies

    Main Campus and Lincoln Laboratory:

    Rental Agency MIT Corporate No. Coverages
    Budget T240202

    Liability Coverage of $100,000/$300,000

    100% Collision/Physical Damage Coverage

    Avis A122600

    Liability Coverage of $100,000/$300,000

    100% Collision/Physical Damage Coverage

    Rental Vehicle Accidents
    The following information should be submitted to the Office of Insurance in the event of an accident with a rental vehicle:

    • Copy of both sides of the rental agreement
    • Copy of the accident report
    • Copy of the approved travel expense report, reflecting the car rental
    • Any correspondence received from the car rental agency, including repair bills

    *The insurance coverage mentioned above is not extended to the Fraternities, Sororities, and Independent Living Groups (FSILG) community. FSILG community organizations must purchase the collision and liability insurance offered by the rental car agency of their choice, or make appropriate arrangements to cover this exposure.

    For more information on Automobile claims, please contact Sarah Brown at 617-324-5031.