Travel and Vehicle Rental Procedures
St. Cloud State Vehicle Rentals
All authorized St. Cloud State employees, student workers, and student organizations are provided with access to an account with Enterprise-Rent-A-Car in St. Cloud. Vehicle rentals may be used for field trips, meetings, and other state business.
As of July 2024, rentals through Atwood Memorial Center are no longer available. Students may contact Atwood staff for assistance in renting a vehicle through Enterprise.
Rental details and planning ahead:
- Complete or have on file a State of Minnesota Vehicle User Agreement.
- An Eligible or Conditional rating is required for any state-business roadway travel involving an Enterprise vehicle or personal vehicle.
- Rent/reserve online using your six-digit St. Cloud State cost-center number.
- Notify Enterprise at least 72 hours in advance if you will be pulling a trailer.
Expectations and Agreements
Employee Expectations
Employees must:
- Comply with Minnesota State travel policies and procedures, the employee's bargaining agreement or compensation plan, state laws, federal laws and IRS guidelines
- Complete required forms for reimbursement of authorized business travel expenses
Supervisor Expectations
The employee's supervisor must approve travel requests and expenses. Direct reimbursement questions to Business Services at (320) 308-4005. Rentals initiated outside the U.S. require insurance coverage from the rental company.
Vehicle User Agreement
State of Minnesota policies require prior authorization for students and employees to drive personal or Enterprise vehicles on state business.
Students and employees may be granted either an Eligible or Conditional rating. It is automatically renewed, annually.