Call the corporate accounts department of the rental car company you want to use. Ask if your company has an established account with them. If not, ask how long it typically takes to set up an account and what information your company needs to provide.
Ask your purchasing department how long it typically takes to process a purchase order for both a new and an established vendor. Add four to five business days to the information given by your purchasing department to allow for unexpected delays.
Ask your purchasing department to contact the car rental company to set up an account if the car rental company will be a new vendor. Provide the information you received during your call to the rental company's corporate accounts department. Sometimes the set up can be done online.
If the rental company you want to use is already a supplier, or once it becomes a supplier, obtain from your purchasing department the corporate code assigned to your company. Call the corporate accounts department of the rental company, or use its website to obtain a formal quote on the car you want to rent. Get the quote in writing.
Follow your company's procedure for filling out a purchase request form, and submit to the purchasing department with your quote.
Once you receive approval of your purchase order, ask your purchasing department which paperwork you are required to show when you rent the car. Typically, it will be the purchase order (or simply providing the purchase order number) and your driver's license. If your corporation issues corporate IDs, you might need to show that also.
