Rental Vehicle Procedures

Non-P-Card Holders

Travel Arrangers who need to rent vehicles for individuals outside and within the University who do not possess a University P-card must follow the procedures below.

1. Login to https://www.concursolutions.com/ using your Liberty University email, click Next. Sign in with Liberty SSO.
2. Once on the site, under “Trip Search” Enter necessary information then search:
   • Select Travel Type (Campus travel is for Business), Booking for myself/guest, method of travel, dates.
   • Please do not choose a vehicle over Mid-size/Intermediate unless you have attached an approved exception, as the Procurement office will only book up to the “In Policy” size without the approved exception.

1. Choose either National or Enterprise as the vendor. These are the two rental companies that can be arranged via direct bill.
2. Once you are directed to the next page, take a screenshot which includes “Trip Summary, PICK UP Information, and the vehicle.”
3. STOP, do not continue with the order on Concur.
4. You must then submit a requisition using the information you received from Concur. Use Enterprise as a vendor in filling out the requisition as National is owned by Enterprise. Also, increase the requisition amount by 10% from the projected car rental amount as prices may fluctuate based on availability and airport taxes.
5. In the document text, please include the individual renting the vehicle and pickup and drop off information.
6. You must use a GRND commodity code for the rental depending on business travel, professional development travel or recruitment travel. Please review the list of commodity codes if you have trouble deciphering.
7. Please also note that renting vehicles from airport locations will result in higher costs as higher taxes and concession fees apply.

*Please note you cannot book a rental car using your P-card if you are not the driver of the vehicle.

P-Card Holders

1. Login to https://www.concursolutions.com/ using your Liberty University email, click Next. Sign in with Liberty SSO.
2. Once on the site, under “Trip Search” Enter necessary information then search:
   • Select Travel Type (Campus travel is for Business), Booking for myself/guest, method of travel, dates.
   • Please do not choose a vehicle over Mid-size/Intermediate unless you have attached an approved exception, as the Procurement office will only book up to the “In Policy” size without the approved exception.

1. Choose either National or Enterprise as the vendor. These are the two rental companies that can be arranged via direct bill.
2. Select the car type you would like to book (Compact, Economy and Midsize/Intermediate are all within policy. If booking over these size limits a reason code must be selected.)
3. Once selected, read all the information on the next page making sure it is correct. You must book the rental vehicle with the driver’s P-card. If you are not driving the vehicle you cannot use your P-card to book the rental.
4. If everything looks correct, click “Reserve Car and Continue”
5. Travel arrangers may book rentals on behalf of the traveler only if the driver’s P-card is saved to their Concur account. This only shows the arranger the last 4 digits of the credit card. Sharing P-card information between employees is strictly prohibited.
6. Complete Trip Details and Finish

Please Contact travel@liberty.edu with any questions