A traveler’s guide to car rentals during business trips
Quick insights
- Using a credit card for business car rentals may provide extra protections and rewards for cardmembers.
- You may want to refer to your company’s specific policies before renting a car for work travel.
- Employers can streamline employee travel and expense tracking by setting up corporate rental accounts.
Renting a car for business travel can provide convenience and flexibility—both for a company and its employees. Whether you’re visiting clients, heading to a conference or navigating a new city, having a rental car can help you keep your schedule tight and your travel costs predictable.
Here are some things you may want to know about car rentals before embarking on your next business trip.
How to rent a car for a business trip
Your starting point for renting a car will likely depend on your company’s policies and preferences. Larger companies may prefer car rental companies or require that you book car rentals through a designated travel agent or platform.
If you’re tasked with booking and renting your own car, a good starting point may be researching which car rental companies are available at your travel destination. Most rental companies offer a range of vehicle types, so you can also consider what size or features you’ll need for your trip before booking. For example, you may need a larger vehicle if you are traveling with a group.
When reserving a car, you’ll typically need a valid driver’s license, a credit card in your name and sometimes proof of business travel (such as a trip itinerary or company ID). You should receive a rental agreement that outlines the terms of your rental, the cost and a deposit, which may be required to secure your rental car.
How do businesses rent cars for employees
Many companies create corporate accounts with rental agencies to simplify the process for employees. Corporate accounts often provide discounted rates, dedicated support and consolidated billing, potentially making rentals more cost-effective and easier to manage for the company and its employees.
Employees may also be issued a business credit card to cover travel expenses, including car rentals. While it varies by business, some employees may receive reimbursement after using their own credit cards for business car rentals. In this case, employees will likely need to submit receipts or use a company expense management tool to record car rental costs.
Perks for renting a car with a business credit card
It can be useful to pay for a car rental with a credit card. Some business credit cards (and personal credit cards) may provide rewards for travel purchases, which often include car rentals. Some also provide travel protection benefits which may include rental car insurance. You may be able to use your card’s insurance as primary coverage.
If you’re an employee using a company credit card, not all travel protections may extend to you. For example, some business credit cards only provide travel protections to the primary cardmember, meaning employee cards are not covered.
Coverage varies by the card and card issuer, so review your card’s benefits guide for details.
In summary
Renting a car for business trips may help companies and their employees travel more efficiently. Depending on the company, employees can book car rentals independently or use preferred car rental companies/travel agents when making these arrangements. Companies can have special rates when booking with select car rental agencies.
Using a business credit card to book a car rental may result in rewards, travel protections and an easier expense tracking process—which can help streamline the trip for both individuals and companies. Understanding your company’s travel policies and the benefits associated with your credit card can help you make informed decisions when renting a car for your next business trip.
