Many workers travel for business purposes, and renting a car may be necessary in certain situations. This can get a little confusing, however, because renting a car for a business trip is different than renting a car for personal pleasure, and there are many questions that arise. Will the company rent a car for the employee? Who is responsible for paying the bill? Should you rent a basic economy car or something fancier to impress a client? What about insurance?

Renting a car for business use is different than renting a car for personal use, which is why you should talk about this with your manager and someone from your HR department to learn about business travel protocol before you book. Without the right information, you may miss out on discounts, details or loopholes associated with renting a car for business use. 

In the meantime, this guide will highlight some important information:

Paying for a Business Rental

An employee will almost never have to pay the bill for a car rental if they are travelling for business. The company will usually foot the bill when renting a car for business use, but company policies can be confusing, which is why you need to have this information in advance.

In some cases, you may have to present your own credit card to cover any incidental charges, and you must keep track of all the receipts to hand them in and receive reimbursements when you get back. Reputable businesses will pay employees back quickly.

Car Rental Insurance for a Business Trip

Insurance coverage is a must in all situations. Whether you’re renting a car for personal use or business use, you need to make sure you have insurance coverage, and your employer must discuss this aspect. Ask them if they have a contract with a specific rental car company that includes insurance coverage because many businesses have long-standing relationships with rental companies, especially if travel is a big part of the corporation. This would mean all of the details are already in place, and the car rental process will be a lot easier. 

Inspect the Car

Even if you are not the one paying the bill, it is highly recommended that you check the rental car for scratches, dents and interior damage. The last thing you want to deal with is a rental car company trying to charge your employer for damage and having your employer think you are the one responsible. 

A quick inspection of the rental car will save you from big headaches, and you can report any scratches you see before you drive the rental vehicle off the lot. 


Do you travel often for business purposes? Expo Rent a Car has great deals, and our team will make sure your next business trip is a lot more enjoyable! Contact us today to learn more about our rates and the car rentals we offer!

Get in touch with a rental agent at 604-726-6502 or 1-800-391-6502.