Book a rental car

Use this procedure to search for and book a rental car. 

You can choose to create a trip beforehand via the Trips page. Any bookings you make must eventually be added to a trip. 
If you might need to edit or cancel the rental car in the future, be sure to select a rental car option that allows for free cancellation.

1. Log in to the Online Booking Tool.
2. Click Book on the main menu.
3. Select the Car icon on the left. 
4. Enter the pick and drop locations for the rental car. The location can be an address, a city name, an office location, or the name of an airport. If you enter a street address or office location, the search function will attempt to locate the nearest car rental pick up location. 
5. Enter the Pick-up and Drop-off day and time.
   
6. Select the Return to the same location checkbox if you will be dropping the rental car of at the same location. 
7. Click Search cars. The Cars page will show rental car options that match the criteria you entered. 
   • If your company has specified preferred car rental companies, these companies will be designated with a Preferred banner and you may be eligible for special rates or additional amenities. To limit the vehicles shown to only those rental companies designated as "preferred" by your company, select the Company preferred only filter (under Popular filters).
8. You can filter by any of the following to limit your list of options: 
   • Price
   • Show out of policy (under Popular filters) - It is selected by default, but you can turn it off.
   • Show virtual payment only (under Popular filters) - If selected, you will only see car rental options that accept payments from virtual cards.  
   • Engine type (Hybrid, Gasoline, Electric, etc.)
   • Rental company - select one or more
   • Vehicle category - select one or more
   • Transmission (Manual, Automatic)
   • Vehicle specs 
   • Special equipment - select one or more (bike rack, child seat, luggage rack, snow chains, etc.)
     
9. Click Sort by to sort the rental car options as needed. 
10. Click Select to proceed with a rental car option. The Checkout page will be displayed.
11. The Checkout page allows you to review the rental car rate details and limitations, review and update traveler contact information, enter any rental car preferred membership information (if not automatically uploaded), and select a payment method. You can also view the rental company requirements by expanding the blue menu. Review and update this information as needed. Then:
    • select a trip for your rental car booking (for the Trip field). You can either select an existing trip or create a new one.
    • (optional) select the flight you are arriving on (if picking up the vehicle from an airport and air travel is part of your trip) in the Arrival Flight section. Doing this allows the car rental company to keep track of your arrival if your flight is delayed. This is particularly important if the rental company location has restricted hours and is closed after your arriving flight lands. 
    • select a payment method. In some cases, a default payment method may already be selected or your company may only allow specific payment methods to be used. If you book a car using a virtual card and later need to present that card number to the rental car company, it will be displayed to you in your confirmation (on the Trips page) 24 hours prior to your car pickup time. 
    • enter any company-specific information that may be required (e.g., Reason for Travel).
    • review any important travel updates.
12. When you are ready to complete your booking, click Reserve. Your selected rental car will be booked 

You will receive an email confirmation of your rental car booking.

If enabled by your administrator, you can book for a guest by clicking the Book for a guest toggle. This will change the traveler name to Guest traveler (your name will still be listed below that). 

Related topics

• Cancel a rental car booking
• Book a hotel
• Book a flight