Business Travel & Accommodation
Contracts for all local rentals of automobiles, minibuses, vans, school buses and highway coaches for University business are arranged through Purchasing Services. Contracts are negotiated on a regular basis and reviewed annually.
A contract for vehicle rentals has been established with Enterprise rent-a-car. The number for their Waterloo office is: 519-884-6001.
University members will arrange their own bookings.
We encourage members to use their personal MasterCard Corporate Purchase Card at the time of booking and for payment purposes. CDW charges should be waived for single rentals not exceeding 30 days as coverage is offered under the Corporate MasterCard program. Waiving the CDW charges presents a significant annual savings to the University.
Application forms to obtain a MasterCard Purchase Card can be found on the Materiel Management website. Complete the form, obtain required approvals and send to Purchasing, Attention: Pari Goharriz. Applicants must read and agree to comply with the requirements of the Purchase Card Manual. A formal agreement of compliance must be signed before the card is issued. The Purchase Card Manual is available on the Materiel Management website.
Staff or faculty members not using a MasterCard Corporate Purchase card, must provide their name, their WLU ID Number, their department name and the department/account index code. This information will appear on the invoice/rental agreement. CDW (Collision Damage Waiver) charges are compulsory with bookings made not using a MasterCard Corporate Purchase Card. Enterprise will send their bill in the form of a monthly statement, with copies of individual invoices/rental agreements, to Accounts Payable.
Enterprise has also agreed to apply University rates to vehicles rented by WLU faculty and staff members for personal use. Members need only provide WLU identification. The MasterCard Corporate Purchase Card cannot be used for personal rentals.
Rates and details regarding the agreement will be sent upon request by e-mailing firstname.lastname@example.org Rates are confidential and will not be published on this website.
Vehicle Rentals Outside the Kitchener-Waterloo Area
The Canadian Association of University Business Officers (CAUBO) negotiates discounts with various car rental agencies in Canada. These rates are available to staff and faculty of Canadian Universities who are travelling on business. Information about these discounted car rentals is available on CAUBO's website.
Please note that this is only for renting cars away from Kitchener-Waterloo. WLU has a separate contract for vehicle rentals through a local source and these bookings must be arranged through Enterprise's Waterloo office, telephone 519-884-6001. The local rental agencies do not participate in the CAUBO discount plan.
VIA Rail Canada:
Corporate Rate Program
Our corporate contract with VIA Rail has been extended for a period of two (2) years from January 1, 2010 to December 31, 2011. The agreement provides a discount of 10% from best available fares.
1. VIA Rail’s corporate rate shall apply under the following conditions:
- applies to all purchases of VIA Rail train tickets by the Corporate Client, other than multi-trip pass products and any promotional fare requiring a discount such as, but not limited to: Canrailpass, BizPak, Corridorpass, 6-Pak and GO/VIA Pak;
· - applies to purchases made by the Corporate Client between January 1, 2010 and December 31, 2011;
· - applies to both business and leisure train trips to be taken by the Corporate Client’s duly authorized representatives and up to three (3) additional passengers – providing that they are accompanied by the Corporate Client’s duly authorized representative – for all VIA Rail tickets and routes;
· - applies to VIA Rail’s “best available regular public fare” at the time of purchase of a train ticket, excluding taxes; and
· - applies to the purchase of train tickets through any distribution system approved by VIA Rail (excluding on-train sales and tour operators).
2. Identification and Corporate Account Number:
The Corporate Client’s duly authorized representative must provide the corporate account (identification) number * when booking on-line or via telephone ticket sales office to receive the corporate discount fare. Photo ID will be required when picking up the ticket at the station (driver’s licence, passport, health card or corporate ID card are acceptable).
For walk up ticket purchases at VIA Rail stations, the Corporate Client’s duly authorized representative must either provide the corporate account (identification) number * or corporate identification (WLU Corporate MasterCard or WLU Photo ID Card) to receive the corporate discount fare.
VIA Rail ticket sales agents (by telephone or in person) are not authorized to disclose the corporate account (identification) number to the Corporate Client’s duly authorized representatives.
* To obtain the number, please call Purchasing at ext. 6454
The University has blanket orders with Cherrey Bus Lines to cover school buses and highway coach rentals. To make a booking with Cherrey, please call our WLU sales representative, Michelle, at 519-271-7741 (local number to Kitchener-Waterloo or 1-800-265-8980 from outside the K-W area).
When you contact Cherrey Bus Lines, they will need your name and department, your MasterCard Corporate Purchase Card number or your department index code in order to complete your booking.
Wilfrid Laurier University employees should make their own arrangements with Airways Transit using their corporate MasterCard Purchase Card.
The University also has a blanket order with Airways Transit to provide transportation, with on account billing, to and from Pearson International Airport in Toronto. This service can be used by employees of the University who don't have P-cards and are travelling on University business, and also for guests coming to the University. Please call Pari Goharriz at extension 6454 to obtain the Blanket Order and release number. You will need a new release number each time you make arrangements on account.
Business travellers will also be interested in the Canadian hotels which provide discounts negotiated by CAUBO. A list of participating hotels is on CAUBO's website.