How to create a Hertz reservation

Jshauna Tilton
23 steps
3 minutes

Hertz

*If this is your club's first time using Hertz this schoolyear*, submit a spending request (Purchase Order) for Hertz in UVM Clubs: <https://clubs.uvm.edu/submitter/form/start/685138> *(You must be signed in to UVM Clubs to view/submit a form.)* In the request, input the total price that you anticipate spending at Hertz for the year. If you ever need to increase or decrease this amount, please email [sgapayments@uvm.edu](mailto:sgapayments@uvm.edu). *If it's not your club's first time using Hertz this schoolyear*, you have an open PO that will remain open for the schoolyear. You don't need to submit a new spending request, but may need to increase it if you have insufficient funds. To increase your PO, please just email [sgapayments@uvm.edu](mailto:sgapayments@uvm.edu).

Create an event submission for all travel off campus. This must be approved prior to leaving campus. To create an Event Submission: 1. Navigate to your RSO's "Manage Organization" page. 2. In the left hand column, select "Events" to get to the Manage Events page. 3. In the top, right-hand corner, there will be a link for you to Create Event. 4. Fill out the details and reach out to [uvmsga@uvm.edu](mailto:uvmsga@uvm.edu) with any questions you may have.

You must have certified drivers. If travelling 50+ miles, you will need at least 2 certified drivers. More info here: [Driver Safety Training to Become an Authorized Driver | Risk Management | The University of Vermont](https://www.uvm.edu/riskmanagement/driver-safety-training-become-authorized-driver)

Did you submit your spending request, create an event submission, and have certified drivers? Okay! You're ready to create a Hertz reservation.

Kermit is driving the car and turns head to look at audience.

It's recommended to create local reservations by contacting the following: Jason Bremmer [**j.bremner@hertz.com**](mailto:j.bremner@hertz.com)or Juan Pintos [**Juan.Pintos@Hertz.com**](mailto:Juan.Pintos@Hertz.com) **802-859-3601** IMPORTANT NOTE: If you make a reservation this way, you will still need to complete steps 21 & 22 below ***or you won't be able to pick up the rentals***. If preferred, you can also make an online reservation. Info below.

Navigate to: [Car Rental: Save More on Rental Cars, Vans & Trucks | Hertz](https://www.hertz.com/rentacar/reservation/)

Click "Add a Discount Code."

Click the "Discount/CDP/Club Code:" field. Type: **1814044**. Make sure to click 'Business' as well. ***Without this, insurance is not included****.*

Don't be a silly goose and forget to input our discount code. IT'S REQUIRED!

a stuffed goose wearing sunglasses is driving a car on a road .

Click the "Business" field.

Click "Apply"

Choose your Location, Pickup Date and Time, and Drop-off Date and Time. The default location should be South Burlington 1335 Shelburne Road or Williston Rd. (The airport location is more expensive and should only be used as a last resort). You can choose another location if you're picking up or dropping off out of state.

Click "View Vehicles"

Click "Decline" on marketing materials.

Select driver's age from dropdown menu.

Click "Update Search"

Select which car you'd like to reserve. REMINDER: You cannot rent a 15 passenger van or SUV. A mini-van is a less expensive option. If an SUV is needed (NOT for off-road terrain), then please email [sgapayments@uvm.edu](mailto:sgapayments@uvm.edu) for permission before booking.

Click "Continue." Do not select any additional protections or fuel (you should be using an SGA gas card).

Input driver details. REMINDER: The name on reservation must pickup the vehicle and provide a valid ID. You can input your UVM email and your personal phone number.

Click the "Add company order or billing reference" field.

Input your PO number in the "Company Order or Billing Reference" field. Once entered, click "Book Now." IMPORTANT: SEE NEXT STEP.

Once booked, you MUST email [Grace.Peterson@uvm.edu](mailto:Grace.Peterson@uvm.edu) (if you're a club sport) or [sgapayments@uvm.edu](mailto:sgapayments@uvm.edu) (if you're not a club sport) with the following list for EACH reservation (e.g. If you make 2 reservations, please send 2 separate lists with the following info): - **PO number:** - **First and Last Name (spelled out EXACTLY as on reservation):** - **Confirmation number:** - **Pickup date:** - **Pickup location address (including state):** - **Drop off date:** - **Dropoff location address (including state):** - **Certified Driver's names and NetIDs:** - **Vehicle type:** You should email this as soon as you make the reservation, ideally at least 2 weeks prior to pickup.

After emailing the info, **you will receive the updated Purchase Order** with your trip information from Grace or Jshauna. NOTE: If booked online, once UVM staff updates the rental, the confirmation numbers will change. The new numbers will be on your updated PO. **IF YOU DON'T RECEIVE THE UPDATED PO YOU CANNOT PICKUP YOUR RENTAL VEHICLES**. Please email Grace and Jshauna to get it **prior** to leaving campus. You should print off the PO to show at the Enterprise counter if needed as well as our tax exempt document. **Do not give Hertz your credit card at pickup; they will charge your card if you do.** You must remind them that we are **tax exempt** and that you're paying with a purchase order. **Please give them our tax-exempt document** according to the state that you're picking up in: [Sales and Use Tax Exemptions by State | University Financial Services | The University of Vermont](https://www.uvm.edu/finance/ufs/sales-and-use-tax-exemptions-state)

Please email [sgapayments@uvm.edu](mailto:sgapayments@uvm.edu) with any questions. Safe travels!

hello kitty is driving a toy car with a mouse on the back .

Questions about UVM policies? Check out the [Auto Rental UOP](https://www.uvm.edu/d10-files/documents/2024-12/autorent.pdf)