When traveling by car for work, staff have a range of options. For long trips (over 150 miles), staff can rent a rental car through companies like Enterprise or National. For shorter trips, staff can rent cars through Zipcar or Car2Go (where applicable). For even shorter trips, ride-sharing services like Uber or Lyft may be the best option.
- Toole Design requires employees to rent a car when traveling over 150 miles.
- Human Resources must have a copy of the traveler’s driver’s license on file before staff can use a company car or rent a car through Toole Design’s account. Contact hr@tooledesign.com to confirm if a staff member has their license on file.
Enterprise/National
(Account: XZ16C47; billing number: 16807427). For questions or issues with the Enterprise account, contact the account representative who can assist.
- For all locations, compare prices between National and Enterprise.
- Confirm the cost with the traveler before booking.
- Enterprise and National will send all invoices directly to Accounts.payable@tooledesign.com
- For more detailed guidance, please check the Toole Design Rental Car Guidelines 2018 in I:\Administrative\Travel.
Other Rental Car Companies
Toole Design has a corporate account with Enterprise/National, which offers us a discounted rate, and Enterprise/National automatically has our proof of insurance coverage on file. However, sometimes they do not have cars available, or their rental locations are not convenient and we must go with another rental car company. This is fine, but you MUST provide staff with a copy of our Evidence of Coverage to keep with them for the duration of the rental.
If renting with a different company, (outside of National/Enterprise) please send a copy of this to the staff to carry with them:
\\EgnyteDrive\Resources\Administrative\Admin Resources\Travel\Evidence of Coverage 21-22.pdf
Car2Go (limited locations, check website)
- Car2go is suitable for short distances
- To reserve a car through Toole Design’s account, a driver must be added (manually) to the list of Drivers. The Driver will need to have an existing car2go account. Contact accounts.payable@tooledesign.com to request a driver being added to the car2go corporate account. The Finance Manager will need to approve all Car2Go drivers.
- Admin staff cannot reserve car2go cars on behalf of a traveler.
- Once added to the list, drivers will be able to reserve cars under their personal and Toole Design’s corporate account. Personal trips should never be reserved under the corporate account.
Zipcar (check availability in location)
- Staff will need to have a Zipcar account and connect it with Toole Design’s corporate account. Please contact accounts.payable@tooledesign.com to have a personal account connected to the corporate account. The Finance Manager will need to approve all Zipcar accounts.
- Admin staff cannot reserve Zipcars on behalf of travelers.
- Additional instructions regarding booking with Zipcar can be found here: I:\Administrative\Travel\Zip Car
Rideshare/taxis
- Toole Design does not have a corporate account for Uber or Lyft or any other ridesharing service. Travelers will need to provide receipts to accounts.payable@tooledesign.com for any business trips incurred on their personal account for reimbursement.