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Vehicle Rentals

The Northwestern Auxiliary Services department, formerly of Facilities Management, now reports to Procurement and Payment Services, Financial Operations.


What type of vehicle rental do you need?

Daily/Short-term rental
(one day-one week)
University Owned Fleet (department/school vehicles)

Rentals are reserved online and picked up at an Enterprise branch location. To reserve a daily/short-term rental, visit the Enterprise webpage.  To learn more, reference the important information below.

If your department or school has or needs a permanent University owned vehicle, visit the Facilities Management Motor Pool webpage for more information.

 Daily/short-term rental information:

Reservation and Pickup

Reservation:
  • All reservations are made directly with Enterprise.
  • A validated chart string is required for all reservations.
  • Evanston or Chicago campus short term rentals are reserved online, and picked up at an Enterprise campus location:
    • Maple Avenue, Evanston - preferred Evanston location
    • Green Bay Road, Evanston
    • Gold Coast State Street, Chicago
    • Vehicles are returned to the same Enterprise branch location.
  • To reserve a car rental, visit the Reserve a Vehicle webpage.
Pickup:
  • Bring your valid driver’s license.
  • Students must bring their defensive driving certificate.
  • Add an I-Pass transponder, if needed. Display I-Pass as suggested.

Payment

Procurement will be invoiced by Enterprise for all rentals twice a month through a consolidated bill file that includes the chart string for each rental.  A journal entry will be generated to charge each department for their rental. Note:

  • There may be an additional charge if the vehicle is returned with less gas than the vehicle had when it was picked up.
  • Any missed tolls will be charged to the same chart string during a future billing cycle.
  • There will be an additional $10 per day charged to cover insurance.

Vehicle Returns

Rentals should be returned to Enterprise during Enterprise's business hours. If after hour returns are needed, follow the below instruction:

 
2636 Green Bay Rd., Evanston location - after hours return
  1. Park the vehicle in a parking spot, remove all personal belongings, lock the vehicle, and place keys in the drop box. If you rented additional equipment such as a toll pass waiver, leave it on the dash or in the cup holder.
  2. If there are no parking spots available, pull the vehicle as far forward as possible in the lot ready lanes.  It is ok if you are blocking in other cars as these are other returns that have been dropped off after hours.
  3. If the lot at 2636 Green Bay Rd. is full, you are encouraged to return the vehicle to the 1810 Maple Ave., Evanston Enterprise location at no additional charge.  Place the keys in the drop box at 1810 Maple Ave as well.
    • If the 1810 Maple Ave lot is full vehicles can be parked in the parking lot behind the Hilton Garden, as far west as possible, furthers away from the hotel. Then place keys in 1810 Maple Avenue’s key drop box.
  4. Note: It is recommended that photos be taken if vehicles are returned when the branch is not open.
1810 Maple Ave, Evanston location - after hours return
  1. Pull into the parking garage. The Enterprise parking lot is located just before you take a parking ticket to the right.  Park the vehicle in a space if available, remove all personal belongings, lock the vehicle, and put the keys in the drop box located next to the door. If you rented additional equipment such as a toll pass waiver, leave it on the dash or in the cup holder.
  2. If there are no parking spots, pull the vehicle as far forward as possible in the Enterprise lot in the ready lanes. It is ok if you are blocking in other cars as these are other returns that have been dropped after hours.
  3. If the ready lanes are full, vehicles can be parked in parking lot behind Hilton Garden, as far west as possible, furthers away from the hotel.  Then place keys in 1810 Maple Avenue’s key drop box.
  4. Note: It is recommended that photos be taken if vehicles are returned when the branch is not open. 

Driver Do's and Don'ts

Do:
  • Take a photo of your defensive driver class certificate. This must be shown to Enterprise when picking up a vehicle.
  • Bring your valid driver’s license.
  • Wear your seat belt while the vehicle is in operation. The mandatory seat belt law in the State of Illinois requires the driver and passengers to wear their seat belts.
  • Add an I-Pass transponder when picking up the vehicle, if needed. Display I-Pass as suggested.
Don't:
  • Smoke in the vehicle. The University maintains a no smoking policy in all University vehicles. Drivers and departments in violation of the no smoking policy will be assessed cleaning charges.
  • Modify any auxiliary equipment. Vehicle renters may not add any auxiliary equipment to, or remove any supplied equipment from, the Motor Pool vehicles without prior written consent. Examples of prohibited equipment include roof racks and any type of towing equipment. Approved vehicle additions remain the responsibility of the installing departments.
  • Affix any stickers or logos to the vehicles.
  • Remove any seats. Vehicle renters may not remove seats under any circumstances.
  • Exceed the operating time limits or distance radius (students only). Student drivers are restricted to an operating radius of 150 miles during the week. On the weekends, the operating radius is extended to 300 miles with an overnight stay. Student drivers must not drive more than four hours in a day and no more than two consecutive hours. All trips over two hours require at least two approved drivers.

Frequently Asked Questions

Is there a job-aid for the new direct bill process?
An online demo about this process can be found in myHR Learn: Reserving daily Enterprise vehicle rentals for direct bill


Does Enterprise have weekend hours?
Yes, branches have weekend hours to facilitate pickups and returns.

How do I cancel or modify an existing reservation?
Contact the Enterprise branch to assist you with any cancellation or modifications.


Can I park the rental vehicle on campus?
Avoid parking the rental car anywhere on campus during normal business hours. Renters should time their pick-up accordingly (after 4pm).  If the vehicle will need to be parked on campus during normal business hours, you must purchase a daily permit from the Parking office or obtain one from your department/school.


I'm a staff member making a reservation on behalf of a student group. Which online reservation link do I use?
If you are a staff member making a reservation on behalf of a student group or student organization, you will use the student group link because it is based on the driver's affiliation. You must also provide the student(s) with a department or school emergency contact person.


My department needs to reserve a high volume of vehicles. Do I still need to use the online reservation link?
For high volume reservations (5+ vehicles), you may contact the Enterprise branch directly to assist with the reservation:


How are traffic violation tickets received?
Any tickets received (speeding, red light camera, parking, etc.) will be sent directly to the driver and must be settled in a timely manner.


Why was my chartstring charged for two days of insurance, when we only had the rental for 18 hours?
Insurance coverage is charged per calendar day. Chartstrings may be charged for two days of insurance even if the total rental was less than 24 hours.


What is the Northwestern discount at Enterprise?
Pricing is heavily discounted based on the competitively awarded Big Ten contract with Enterprise.


 My department needs to rent a box truck. How do we make the reservation?
For Business Use rentals requiring heavy duty pick up trucks or box trucks requiring direct billing to Northwestern University, please email susan.a.koulianos@ehi.com with the following information:

  • Renter’s Name
  • Renter’s Phone Number
  • Renter’s Email
  • Pick up Date and Time
  • Return Date and Time
  • School/Department Name
  • Trip Purpose
  • Chart String
Note: Reservation requests may take up to two business days for confirmed response. The pick-up location for these vehicles is: 400 Dempster St, Mt. Prospect IL, 60056. Phone number 847-952-5090.

Accidents and Breakdowns

Accidents
If the accident involves other people, ensure the immediate safety of all involved:
  • Stop your vehicle in a safe, well-lighted, public place. Do not leave the scene of the accident.
  • Help an injured person if necessary or requested. First, protect the person from traffic. Then, cover the injured person for comfort and to avoid shock. Do not move an injured person unless absolutely necessary. Do not attempt to give first aid unless you have been trained in it. Contact a doctor or ambulance immediately.
  • Warn other drivers, if possible.
  • Ask all involved parties for their names, addresses, phone numbers, driver's license numbers, and license plate numbers. Certificate of insurance and proof of registration can be found in the vehicle's glove compartment.
  • Notify the nearest police station as quickly as possible. Regardless of fault, the driver of a vehicle must file an accident report. See the insurance card information below, if necessary.
  • Notify University Police, who will contact the emergency contact at your school or department.
  • If possible, take photos of all vehicles involved in the accident to be turned in to Risk Management.
If the accident causes damage to an unattended vehicle or other property:
  • Stop your vehicle in an area away from traffic. Do not leave the scene of the accident.
  • Leave your name, address, phone number, and license plate number on the vehicle or property if you cannot find the owner.
  • Notify the nearest police station and fill out all required accident reports. If you fail to report the accident, you may be fined up to $2,500 and given a jail sentence of up to one year. See the insurance card information below, if necessary.
  • Notify University Police, who will contact the emergency contact at your school or department.
  • If possible, take photos of all vehicles involved in the accident to be turned in to Risk Management.
File Required Paperwork:
  • Notify the Office of Risk Management as soon as possible by using the 'Report An Incident' button on the Risk Management website.
    • Any accident not reported to the Office of Risk Management will result in a $1,000 deductible charge, which will increase by $500 every day after the first 24 hours the accident is not completely reported. Please make sure that the telephone you call from will accept incoming calls.
  • In the event of an accident, travelers, or their departments, are responsible for a $500 deductible and any additional fees (such as loss of use) that may apply.
Insurance Card Information:
  • Insurance Company: RUBICON INSURANCE COMPANY
  • Policy Term: [See vehicle documentation obtained at pick up]
  • Policy Number: [See vehicle documentation obtained at pick up]
  • Insured: Northwestern University, 633 Clark Street, Evanston, IL 60208-1120
  • Office Issuing this Card: Office of Risk Management, Northwestern University, 2020 Ridge Avenue, Suite 240, Evanston, IL 60208-4335, Phone: (847) 491-4334
  • Covered Vehicles: All Motor Pool Supplied Vehicles
Leaving the Scene of an Accident:
Leaving the scene of an accident is a very serious offense, particularly if someone is killed or injured.
  • A driver convicted of leaving the scene of an accident may be fined up to $2,500 and given a jail sentence of up to one year.
  • If a driver fails to report an accident within an hour after it occurred, he or she may be subject to a fine of up to $25,000 and given a prison sentence from one to three years. In these cases, the Secretary of State's office is required to revoke your driver's license if the crash results in death or personal injury. Also, your driving privileges will be suspended if there is more than $1,000 damage to a vehicle.
Breakdowns and Flat Tires
Contact Enterprise Roadside Assistance at 800.307.6666
  • Available 24 hours a day, 7 days a week, roadside assistance will facilitate acquisition of replacement vehicle and/or towing, if necessary.
    • Depending on the type of breakdown, there may be additional charges to the renter (lost keys, runs out of gas).

Accident Safety Tips

If You are Involved in a Collision

Minor Collisions
In a minor collision with no injuries, stay calm and move out of traffic. The key here is safety first, insurance later. Keep a pad and pencil handy, and use them to exchange information once you've cleared the scene.

Major Collisions
In a major collision, you'll have to be the judge of whether or not you're injured and how quickly traffic is moving around you. You should wait for help in a safe place, which might be in your car. If you're uninjured and traffic permits, you may want to begin first aid on those around you. But don't put yourself at risk doing so. You'll be no help to anyone if you lapse into shock or get struck by a passing motorist.

If You Witness a Collision
Stop Your Vehicle Safely
Whatever the situation, your intervention might help save a life. If you are involved in the collision, you must stop. All states impose severe penalties on drivers who don't stop in such cases. Remember, you can be "involved" in a collision without actually hitting anything. If you contribute to a crash in any way, you're obligated to stop.

Pass well beyond the wreck before signaling and pulling off of the road, out of harm's way. This keeps you from blocking the view of the collision to oncoming traffic, and it gives emergency crews room to work. Turn on your emergency flashers and raise your hood to call attention to yourself.

Approach the Wreck Carefully
Avoid dangerous situations like wires, fires, or hazardous materials as you approach the vehicles. Next, turn off the ignitions of all vehicles involved in the wreck to reduce the risk of fire. This simple step could keep a bad collision from becoming much worse. Remember, check for spilled gasoline or downed power lines before getting too close. Don't move an injured driver to get to his or her keys.

Call for Help
Call 9-1-1. Be sure to stay on the line until the emergency dispatcher hangs up. If you need to administer first aid, assign the call to someone else and be specific: "You in the red jacket -- call 9-1-1!"

Help Injured Victims
Check for injuries. Are victims awake and responsive? If so, encourage them not to move. If they don't respond, verify that they are breathing. Then attend to those with severe bleeding (wear latex gloves if possible). And remember: never move victims unless there is an immediate, life-threatening danger such as fire, leaking fuel, or rising water.

If the fear of making a mistake keeps you from helping, be aware that most states have "Good Samaritan" laws to protect individuals from liability if they stop and in good faith administer first aid. The scope of protection varies, so check your state's laws.

International Driver's License Policy

Northwestern University adheres to vehicle rental industry driver's licenses standard practices.

International Renters (Renting in the US or Canada):

  • License must be issued from the Country of Residence.
  • All drivers must have a valid non-expired driving license and photographic identification to be produced at the time of rental.
  • Two part license holders must produce both parts.
  • International Driver's Permit required if the license is not in English.

If the driver's license is in a language other than English, but the characters are in English (e.g. alphabet is an extended Latin-based alphabet like German, Spanish, etc.), an International Driver's Permit is recommended but not required.

  • Note: An International Driver's Permit is a translation of the individual's home country driver's license and is not an indication of the status, restrictions or type of license the individual holds.

If the driver's license is in a language other than English and the characters are not in the English language (e.g. Russian, Chinese, etc.) an International Driver's Permit is required.

  • Note: Customers are not allowed to rent a vehicle with only an International Driver's Permit.

Contact

Northwestern billing or policy contact
Enterprise branch contact