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Procurement and Contract Services

Division of Business and Finance

Enterprise FAQ
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  1. What documents must I have with me when I travel on business for ETSU?Answer
  2. What website do I go to reserve an Enterprise vehicle?Answer
  3. What vehicle rental companies are included with Enterprise?Answer
  4. Do I have to be a member of the Emerald Club to reserve a car?Answer
  5. Who can rent a vehicle on the Enterprise Contract?Answer
  6. How do I rent a 12 or 15 passenger van?Answer
  7. Can vehicles other than a 15 passenger van be delivered to campus?Answer
  8. Can vehicles other than a 15 passenger van be returned to the key drop off on campus?Answer
  9. Where is the key drop box for the 15 passenger vans located on campus?Answer
  10. Do I have to use the Enterprise Trip Optimizer every time I drive my personal vehicle?Answer
  11. How many days do I use on the Enterprise Trip Optimizer?Answer
  12. What amount do we use from the Trip Optimizer to compare to a personal vehicle?Answer
  13. How will students under the age of 18 be reimbursed?Answer
  14. Can someone other than the driver reserve the car?Answer
  15. If I have problems with the Enterprise website or registration process, who do I contact?Answer
  16. If I need roadside assistance in the event of a vehicle breakdown, accident, towing or other issue, who do I contact?Answer
  17. Does the Enterprise vehicle need to be refueled before returning it?Answer
  18. How does one get reimbursed for the refueling a vehicle?Answer
  19. When I made my vehicle reservation I had to enter an index to complete the transaction. Is that the index that will be charged for the vehicle rental?Answer
  20. How will we be billed by Enterprise?Answer
  21. Do I include the Vehicle rental cost on the travel claim?Answer
  22. Who can drive Enterprise vans?Answer

What documents must I have with me when I travel on business for ETSU?

When traveling on business for ETSU in an ETSU, rental or personal vehicle, you must carry with you the following two documents to be used in the event of an auto accident with another vehicle not operated by the State: Auto Accident Reporting Instructions & Damage Notification Card


What website do I go to reserve an Enterprise vehicle?
http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=ETESUNIV then select either
Enterprise-Business Use link or National–Business Use link for one-way or Airport reservations

What vehicle rental companies are included with Enterprise?
Enterprise Rent-A-Car, National Car Rental, and Alamo Rent a Car

Do I have to be a member of the Emerald Club to reserve a car?
An Emerald Club membership is required if you are requesting delivery of a 15 passenger van to campus, or if you travel more than 2 times per month. However, any employee may become a member. A personal credit card is required to create an Emerald Club membership. Benefits of membership are e-receipts, bypass the counter at National locations and choose your own car, expedited service at Enterprise, and the ability to earn free rentals to redeem for personal travel. If you want to become an Emerald Club member, click on the Emerald Club Enrollment link on the reservation webpage http://www.enterprise.com/car_rental/deeplinkmap.do?bid=028&refId=ETESUNIV

Who can rent a vehicle on the Enterprise Contract?
Enterprise must provide vehicle rental services to any State user who is at least eighteen (18) years old at the reservation start time and holds a valid driver’s license. For the rental of a 12 or 15 passenger van, the State user must be at least twenty-five (25) years old at the reservation start time.

How do I rent a 12 or 15 passenger van?

All 15 passenger vans must be booked by calling 423-282-0361 with as much advanced notice as possible or by e-mailing your request to EnterpriseRentACar-5647@ehi.com. The Johnson City branch will offer a delivery of 15 passenger vans only Monday – Friday 7:30am-5:30pm to a location on campus arranged by the renter and the Johnson City office. It is the renter’s responsibility to reschedule the delivery or to pick the van up at the rental location if the renter cannot be present at the scheduled delivery time.


Can vehicles other than a 15 passenger van be delivered to campus?
Only 15 passenger vans can be delivered and returned to campus. These vans are ordered by calling or emailing in advance to make the appropriate arrangements for delivery and return.

Can vehicles other than a 15 passenger van be returned to the key drop off on campus?

No, the key drop off on campus is reserved for the 15 passenger vans only. These are unique rentals that require special handling by the Johnson City Enterprise branch. All other vehicles must be returned to the one of the local Enterprise locations. When a 15 passenger van is returned to the key drop off location on campus, the driver must call the Johnson City branch at 423-282-0361 during normal business hours or email EnterpriseRentACar-5647@ehi.com to report the vehicle and keys have been returned and stop the charges from accumulating. Charges will continue to accrue to the department if the renter does not call or email to document the return of the van and the keys.


Where is the key drop box for the 15 passenger vans located on campus?
As of May 15, 2018, the key drop box is located in parking lot 22 at the bus kiosk. Lot 22 is on Go Bucs Trail across from the intermural and soccer fields.

Do I have to use the Enterprise Trip Optimizer every time I drive my personal vehicle?
If the total miles is over 250 miles, the Enterprise Trip Optimizer must be used. For trips up to 250 miles, you may receive reimbursement for a personal vehicle and the full computed rate even if more than the Enterprise cost. For trips over 250 miles, reimbursement for a personal vehicle will be limited to the Enterprise rate calculated by the trip optimizer.

How many days do I use on the Enterprise Trip Optimizer?
The number of days needs to be the days of travel but can also include the preceding day and the following day if their travel involves leaving before Enterprise is open or returning after it is closed.

What amount do we use from the Trip Optimizer to compare to a personal vehicle?
Once calculated, use the amount labeled “Cost of Rental”. This amount includes refueling.

How will students under the age of 18 be reimbursed?
They will be reimbursed at the standard mileage rate per the State of Tennessee.

Can someone other than the driver reserve the car?
Yes but you will have to have the driver’s information in the reservation.

If I have problems with the Enterprise website or registration process, who do I contact?

Ericka Dombroski
Business Rental Account Manager/Business Rental Department
East Tennessee Region
865-218-4541 direct/865-850-3475 cell
866-813-8856 fax
Ericka.L.Dombroski@ehi.com


If I need roadside assistance in the event of a vehicle breakdown, accident, towing or other issue, who do I contact?
Contact Enterprise Roadside Assistance directly at:
800-307-6666

Does the Enterprise vehicle need to be refueled before returning it?
It is preferred that the rental vehicle tank be returned at the same level as when it was rented. If the vehicle is refueled by Enterprise, it will be at a higher rate.

How does one get reimbursed for the refueling a vehicle?
On the travel claim form, there is a line for Gas FOR Rental Vehicle rental. The amount will be entered on the form and the receipt will need to be included with the claim information.

When I made my vehicle reservation I had to enter an index to complete the transaction. Is that the index that will be charged for the vehicle rental?
Enterprise invoices will be sent to Accounts Payable who will then send them out to the appropriate department. In eBucs there will be an icon in the ETSU Employee Reimbursements section where the Enterprise invoice and approved travel authorization will be uploaded for payment. This will be entered just like any eBucs requisition and can be charged to any index(s).

How will we be billed by Enterprise?
Enterprise invoices will be sent to Accounts Payable who will then send them out to the appropriate department. In eBucs there will be an icon in the ETSU Employee Reimbursements section where the Enterprise invoice and approved travel authorization will be uploaded for payment. This will be entered just like any eBucs requisition and can be charged to any index(s).

Do I include the Vehicle rental cost on the travel claim?
Enterprise invoices will be sent to Accounts Payable who will then send them out to the appropriate department. In eBucs there will be an icon in the ETSU Employee Reimbursements section where the Enterprise invoice and approved travel authorization will be uploaded for payment. This will be entered just like any eBucs requisition and can be charged to any index(s).

Who can drive Enterprise vans?
A 7-passenger minivan can be driven by someone who is eighteen (18) years old. A 12 or 15 passenger van can only be driven by someone who is twenty-five (25) years or older.

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