Ground Transportation
Reservations for rail Amtrak only and car rentals should be made through Concur at the lowest available rate when possible. Car rental and car service should be reserved following the procedures described below.
Additionally, as noted in the Business Expense Policy "Employees should use complimentary ground transport or shuttles whenever available. However, the university will pay for bus, subway, other mass transportation, shuttle, or taxi service, plus reasonable tips (as previously defined) between hotels, railroad stations, airports, restaurants, workplaces, or meetings, but not for commuting. Whenever possible, university corporate cards should be used for these expenses."
Please review Business Expense Policy - 3. Business Travel for additional requirements and restrictions.
Car Rental
Avis Rent-a-Car is The New School's preferred vendor for car rentals. You may not use the university's Avis account for any non-university business. The rented vehicle must not be operated by anyone other than the registered driver(s).
Protection & Insurance
- Loss Damage Waiver Protection: Under The New School's agreement with Avis, Avis is responsible for all damage to the Avis car after the $3,000 deductible. The university department responsible for renting the car is responsible for the amount of the deductible.
- Personal Accident Insurance: The New School provides workman's compensation for employees on business-related trips.
- Personal Effects Protection: In no event does The New School insure for loss or damage of an employee's personal property. You are responsible for taking all necessary precautions for securing your personal property while in the rental car.
- Additional Liability Insurance: The university carries additional liability insurance.
Rent a Vehicle
- At the Rental Counter
- When renting an Avis car for university business, do not accept any additional insurance offered by Avis (LDW, PAI, PEP, ALI).
Car Service
Car service is acceptable for airport transfers. They are also permitted (with prior approval by a supervisor) for employees who work non-scheduled work hours past 8:30 pm or in other special circumstances.
The university has an agreement with a car service to provide car service to our employees. Please complete the Car Service Request Form (pictured below) directly in My New Source (SciQuest, Jaggaer), which will be routed for approval.
Once approved, we will make the reservation(s), and communicate all relevant information including the reservation number and the estimated fare.
If you have questions or require assistance, please contract Jocelyn Montero.