Use of Cars, Including Hire Cars

Introduction

Education students using their car to travel to placement may be eligible to claim a contribution towards the costs incurred through completion of a Travel Claim Form. For eligibility criteria, please see Travel and Subsistence.

Health Students can complete a travel claim form by clicking here

Students Using Their Own Car

Students who use their own vehicle to travel to placements are responsible for ensuring that they have the following:

• Appropriate insurance
• Valid MOT
• Valid licence
• Valid car tax

Students must complete a Student Insurance and MOT Check Form in order to be eligible to claim expenses when using their own car for travel to placement. Students will be required to complete a new form each academic year.

The University will undertake random checks of students' documentation and selected students will be notified by the University. Students selected for a spot check of their documents must provide the relevant supporting documents to their local Placement Unit. Students have 30 days to comply with a request; once this period has expired their expenses will be withheld.

Students Using Hire Cars

In certain circumstances the University will meet the costs of providing students with a hire car through Enterprise Rent-a-Car, where there are no alternative cost effective means of transport available.

Students must be over 18 at the start of the hire period and have a full driving licence. Endorsements/points on a licence will not affect eligibility to use a hire car unless a driver is serving a ban.

When a hire car is approved the full cost of the hire of the vehicle will be met by the University for the agreed period of placement. Hire cars will only be approved on condition that the driver is willing to carry other named students as passengers.

The Placement Unit will place an online reservation for a vehicle with the hire firm. The student will then receive an e-mail notification to their University e-mail account giving details of the hire. If a vehicle is not returned at the end of the agreed hire period, the student will be liable for any additional costs arising.  Students should return the hire car to the same Enterprise depot it was collected from unless prior approval has been granted by the Placement Unit for the car to be returned to a different Enterprise depot. A fee may be incurred if this is not adhered to which the student will be liable for.

Whilst you are using the hire car, please pay due care and attention, and ensure traffic laws and regulations are adhered to:

• no speeding
• be aware of where you park
• no driving in bus lanes
• no driving in restricted areas

Students are required to pay any motoring fines and associated administrative costs incurred during the hire period of the car.

Parking fine penalty notices can vary but on average they are between £60.00 to £85.00.  The invoice will be sent to you directly from the University for payment.

In the event of a breakdown, phone – 0800 316 0977

In the event of an accident or damage to an Enterprise hire car, the driver must do the following:

• Avoid admitting liability e.g. don’t say that was my fault.
• Assess the damage.
• Phone the Placement Unit informing them about the incident as soon as it is safe to do so: 01228 279 289
• Phone Enterprise Hire Car (contact the branch who delivered car, details can be found on top of the rental contract or call 0800 800 227)
• Phone Zurich Municipal Claims Line number 0800 055 6767 to advise them of the accident. Quote certificate number NHE-08CA08-0013-52 and advise that you are a University of Cumbria student.
• Alternatively you can report the accident online via the following link:
  https://motorclaims.zurich.co.uk/index.html
  There are two options available:
  Detailed Reporting: To report a claim when you have more time and can provide more detail around the incident which has occured.
  Roadside Reporting: For reporting of a claim immediately after the incident has occured.
• Complete an AccidentReport.doc and e-mail within 48 hours of the accident to incidentreporting@cumbria.ac.uk and EducationPlacements@Cumbria.ac.uk

Where damage is caused to a vehicle which is not recoverable from a third party, the University may charge the driver the costs of repair, up to a maximum of the insurance excess (currently £500). 

We strongly advise that you photograph the car on collection and return. If any scratches, scuffs etc are visible on the car on collection please ensure they are noted and you have a photograph of them.  We will ask for photographic evidence of the car in the event of a damage notification being received. You may be liable for any costs incurred.

Use of hire cars by students to travel to placement and for personal use at evenings and weekends is covered by the University’s insurance policy, however students may wish to consider taking out their own personal accident cover as specialist medical cover is not included in the policy.

You Might Also Like...

• School Based
• Community