In order to pay for a rental car on behalf of someone else, a rental car direct billing agreement must be established. Once the account is created, a car can be booked and the cost charged to a department Travel Card so the traveler is not billed themselves. The department Travel Card will be charged by the rental company when the car is returned to the drop off location.
Pay for a Rent-A-Car on Behalf of Someone
Before You Start
The program for Stanford to pay for a rental car for a traveler is currently only available with Hertz Car Rental and the reservation must be made through Egencia. This privilege is only available to pay for rental charges at North American locations.
These accounts can be used to pay for Stanford authorized guest and visitor car rentals as well as for Stanford staff, faculty, students and postdocs.
- Submit a support request, Get Assistance with a Rental Car Direct Billing Account and attach the Agreement Form.
- Within 7-10 business days, a billing agreement number will be generated and communicated to you via the Support Request.
Stanford Travel is available Monday-Friday, 8 a.m. - 5 p.m., excluding Stanford holidays.
- Proceed to book the rental car using the normal booking process via Egencia.
- Once you land on the final confirmation page, select Direct Bill. It will then prompt you to put in the direct bill agreement number.
The direct billing account number should only be used for rental cars car rentals booked by the direct billing account/Travel Card owner. For safety and security purposes, we strongly recommend not sharing this number.
- When booking for guests and visitors, the booking confirmation should be shared with the driver. They will present that to the counter at the rental location to confirm the reservation and billing agreement.
If you need booking support, an Egencia agent can assist via phone or email:
- By phone: call 1-202-414-2334, 24 hours a day, 7 days a week.
- By email: contact @email
