Understanding Rental Car Corporate Codes

Rental car corporate codes are special numbers or alphanumeric identifiers provided by rental car companies. These codes are designed for businesses and organizations to offer their employees discounted rental rates or additional benefits. This guide will help unravel the mystery surrounding these codes and provide practical insights into their usage.

What Are Rental Car Corporate Codes?

Rental car corporate codes, sometimes referred to as CDP (corporate discount program) codes, are agreements between rental car companies and businesses. When an employee uses these codes during the booking process, they receive benefits negotiated by their employer. Common benefits include discounted rates, free upgrades, or waivers for additional driver fees.

How Do Corporate Codes Work?

When a business enters into an agreement with a rental car company, they receive a corporate code specific to their account. This code should be used by employees when they book a rental vehicle. The corporate code is entered during the booking process, typically on the rental car company’s website. The system then applies the discounted rates and benefits associated with the code.

Employees should always verify with their employer if the corporate code has specific usage guidelines or restrictions. Some codes are restricted to business-related travel, while others can be used for personal travel. It is crucial to follow the intended terms to avoid any issues.

Benefits of Using Corporate Codes

• Cost Savings: The primary benefit of corporate codes is cost savings. Companies negotiate reduced rates, translating to lower expenses for employee travel.
• Convenience: Using corporate codes simplifies the booking process. Employees don’t have to hunt for discounts or compare rates manually.
• Special Benefits: Corporate codes can offer perks like free upgrades, priority service, or no extra charges for additional drivers.
• Streamlined Billing: Codes can facilitate easier expense tracking, reporting, and reimbursement for both employers and employees.

Finding and Using Rental Car Corporate Codes

Employees should first check with their travel coordinator or HR department for available corporate codes. Employers may also have information available in internal databases or travel booking portals. If an employee is authorized to book their own rentals, they should always use the provided code to ensure the benefits apply.

When booking, enter the corporate code in the designated field on the rental car company’s website. This field is often labeled ‘corporate account number’ or something similar. Verify that the discount is applied before finalizing the reservation.

Common Misconceptions

Many people falsely assume that corporate codes are private or inaccessible. In reality, they are tools designed to help businesses manage travel expenses. These codes are not illegal to use, and employees should feel comfortable using them as long as they adhere to company policies.

Another misconception is that the same benefits will always apply. Benefits can vary based on location, rental car company, and specific agreements. Always verify the terms of the corporate code for each booking.

Ethical Use of Corporate Codes

It is essential to use corporate codes ethically. Misusing them can lead to penalties or loss of benefits for the entire company. If a corporate code is intended for business travel only, do not use it for personal trips. Ensuring proper use maintains good standing with the rental car company and preserves the benefits for others.

Examples of Popular Rental Car Companies Offering Corporate Codes

• Hertz: Hertz offers a CDP code program for businesses of all sizes. Organizations can negotiate rates based on the volume of travel.
• Avis: Avis has an AWD (Avis Worldwide Discount) program, providing businesses with discounted rates and benefits like free upgrades.
• Enterprise: Enterprise Rent-A-Car offers a Business Rental Program that includes options for small and large businesses.
• National: National Car Rental’s Emerald Club offers corporate rates and expedited services to business travelers.

Potential Pitfalls and How to Avoid Them

Employees might sometimes book car rentals without applying the corporate code correctly. This error can lead to missed discounts or benefits. Always double-check that the code is entered accurately and that the expected benefits are applied. If in doubt, contact the rental car company’s customer service for confirmation.

Another pitfall is when a rental location does not honor the corporate code. This situation can arise due to regional restrictions or particular franchise policies. Employees should always verify with the rental location beforehand to ensure they accept the corporate code.

Leveraging Corporate Codes for Optimal Business Travel

Successful business travel involves more than just getting the best deal; it also includes ensuring seamless experiences for employees. Corporate codes play a significant role in this aspect. They help businesses manage travel budgets, streamline bookings, and foster a positive travel experience for employees. Incorporate corporate codes into the overall travel policy to maintain consistency and efficiency.

For companies, regularly reviewing and renegotiating corporate codes with rental car companies is a best practice. This habit ensures that the rates and benefits are competitive and reflect current travel levels. Keep track of employee feedback to address any issues and look for additional benefits that could enhance the travel experience.