For more information about vehicle use and driver authorization, please refer to the Facilities & Campus Operations - Fleet Management link for safeDRIVE. The safeDRIVE Policy provides procedures and safety guidelines for faculty, staff, and students use of University vehicles.

Refer to the Travel Policy: Ground Travel

• Authorized Rental Car Drivers

• Rental Car Agencies Preferred Suppliers

  • Book through the designated website, which has Brown's Corporate Code and rates attached

  • Domestic and International Rentals

    • Common rental countries include: Australia, Belgium, Brazil, France, Germany, Great Britain, Greece, Iceland, Ireland, Italy, Mexico, Netherlands, Portugal and Switzerland. NOTE: Due to regulations in some different countries, additional fees may apply. 

• Rental Car Insurance

  • Supplemental Liability and Collision Damage insurance MUST be purchased through rental agency:

    • If traveling outside of the United States

    • If the driver is under the age of 25 (already included in Preferred Suppliers - except for Truck Rentals)

    • Rental vans that carry 12 or 15 passengers (already included in Preferred Suppliers)

• Rental Car Accidents

  • Should a rental car accident occur, travelers must submit a written accident report as soon as possible to the rental car company, local authorities (as required), and, within 48 hours, to the insuranceoffice@brown.edu.
    • If there is an accident involving a rental vehicle, the department will bear a portion of the loss up to $2,000:
      • Physical damage deductible $1,000, and/or
      • Liability (if another vehicle is involved in the accident) deductible $1,000
  • There may be a lower deductible if Brown rental contracts were used that included insurance coverage in the fees.

Refer to the Travel Policy: Ground Travel.

To file a claim or report damage to a University owned or rented vehicle:

• Complete the Brown University Auto Accident Report Form within 48 hours and submit to the Insurance Office, email to insuranceoffice@brown.edu.
• Obtain a copy of the Providence (or local) Police Department Report and submit to insuranceoffice@brown.edu.
• If a rental vehicle, also provide a copy of the damage report submitted to the rental agency together with a copy of the rental agreement.
• The Insurance Office will guide you as to obtaining a repair estimate for the damage. Once we have reviewed and authorized the cost, the department will then proceed with the repair.
• There is a $1,000 damage deductible for the expense to repair the vehicle that the department will bear.
• If another vehicle is involved in the accident, there is a liability claim deductible of $1,000 that the department will bear, as well as a damage deductible.
• All claims must be processed within 90 days of the incident.