Canyonlands National Park road Hertz snow
Photograph ©2020 by Brian Cohen.

Rental Car Company Reportedly Warns Unauthorized Customers From Using Corporate Codes

What could happen, anyway?

A number of ways to get low rates on different aspects of travel exist, which include various discounts and promotions. However, sometimes the lowest rate which can be procured — and perhaps earn frequent travel loyalty program miles and points and access benefits which elite level members typically enjoy — is by using a corporate code not typically available to the public.

Rental Car Company Reportedly Warns Unauthorized Customers From Using Corporate Codes

Rental car Avis Cyprus
Photograph ©2004 by Brian Cohen.

Since June of 2021, e-mail messages which remind customers of Avis Rent A Car System of their upcoming reservations have reportedly included this bold text warning, according to this discussion which was launched by FlyerTalk member nomiiiii:

This reservation was made using a corporate AWD (Avis Worldwide Discount Code) that requires validation of eligibility. Please be prepared to produce your company ID, business card, or a recent email with the company’s email domain (e.g. @xyzcompany.com) for employment verification purposes when picking up your vehicle.

While many other members of FlyerTalk have seen the warning in their e-mail messages which remind them of their upcoming messages, some contend that they have been using corporate codes — regardless of whether they are authorized to do so — and have not been questioned by the agent behind the counter at the facility which they picked up their rental vehicles.

What Could Happen When an Unauthorized User Uses a Corporate Code

Chevrolet Lanos LS rental car in Egypt Avis
Photograph ©2015 by Brian Cohen.

Depending on the company, an unauthorized user of a corporate code could potentially get in trouble for encouraging the violation of the terms of the agreement between the company and the travel provider — like, for example, losing the client. If I were an employee of that company, my employment could possibly be terminated. Or, perhaps no one at either the company or the travel provider will even know or care — especially if use of that corporate code is not abused by a wide audience…

…and with rental cars, the last thing you would want to do is be involved in an accident — whether or not it is your fault — if you rented a vehicle under a corporate rate of which you are not eligible to use. The main reason is due to potential issues dealing with the insurance policy linked to the corporate rate.

Some frequent fliers have argued that using corporate codes is not ethical; and that they should be used by a qualified person — for if anyone other than a qualified person uses that code, it could violate the legal agreement between the company and the travel provider. Others contend that the more people who use the corporate code are actually doing a favor for the company by giving enough business to the travel provider to warrant the special discount and benefits in the first place — as well as give the company more power to negotiate with the travel provider.

What if someone publicly posted a corporate code on FlyerTalk for you and everyone else to use, rather than me give it to you privately? Would that be unethical?

The main reason why some people like to use corporate codes illegitimately is because the risk of getting caught is usually low and there are usually no problems — but note that the key word here is usually.

Keep in mind that if you do decide to use a corporate code and you do not have proof that you can use the code legitimately, you could be forced to pay the full rate on the travel product or service which you plan to use — or you may be turned away altogether. The front desk of a hotel property on the first night of your stay is not the ideal place or time to learn that not only can you not take advantage of the corporate code, but that you might have to pay full price — or perhaps find lodging elsewhere for the night.

If you want to use a discount code, there are usually plenty of public codes from which you can choose; but those codes do not usually offer as much of a discount. You may not be able to take advantage of possible benefits with a public code like you would with a corporate code.

Corporate Codes Do NOT Always Save You Money

Rental car from Avis in Abu Dhabi
Photograph ©2015 by Brian Cohen.

Interestingly, corporate codes are not always a bargain. For example, I have access to a corporate code with Hilton — legitimately from a client — for stays only at hotel and resort properties branded as Hilton; and even then, fewer than half of them recognize the corporate code. Although I do get discounts and benefits with that corporate code whenever I am successful at using it, the room rate at hotel and resort properties worldwide can be more expensive — never mind getting the discount or benefits. I mention this simply because use of a corporate code does not guarantee the user any benefit.

In fact — more often than not, according to my experiences — the American Automobile Association rate is less expensive than the Hilton corporate code to which I have access; and yes, I am indeed a legitimate member of the American Automobile Association.

Reactions From Readers of The Gate

In response to this similar article pertaining to the ethics of using a corporate code to procure significant discounts which I wrote back on Monday, July 27, 2015, the reaction of readers of The Gate submitted the following comments was mixed:

  • “If you cannot be trusted with little things, how can you be trusted with important things?” — Darth Chocolate
  • “Using a corporate rate that you are not authorized to is unethical. I have two rental car codes that my employer has provided me that I have used over the last two and a half years and it has saved me ballpark $1,000. I am all in favor of glitches and sales and coupons but corporate rates are different. They are issued to specific people and organizations not the general public. For me, I would never use one not because I am the most ethical person in the world, but for the reason you mentioned above, that I don’t want to get caught and have to pay rack rates. My vote is that corporate codes should only be used by people authorized to use them.” — Captain Kirk
  • “I know someone that uses these codes and scams front desk people all the time, asking for upgraded rooms to impress his boss and stuff like that. He’s what he calls a “professional hacker”. I think this is totally unethical and borderline stealing. I have walked up to a hotel desk to check in and he has put his name on my reservation so he can get points. Is there a place where we can report these people?” — Leslie
  • “Use the codes. If you feel better paying a corporate chain more of your hard earned cash, so be it. I lack empathy for billion dollar companies…” — flyboy89
  • “Is it ethical for a hotel to charge one traveler $138/night and one $458/night for the same room because the 2nd one doesn’t know the right code?” — Brother
  • “There is a much easier and completely ethical way to handle this. If you see that a rate is being offered that you don’t technically qualify for, pick up the phone and call the hotel directly and explain. The people at the front desk have quite a bit of discretion when it comes to adjusting the price dependent of course upon how booked they are. But if they are offering it to someone else for $200 and you for $300, it stands to reason that the hotel is able to make a profit even at the lower price and would welcome the chance to have someone stay in that room rather than miss out on the booking altogether.” — Jason
Avis rental car Abu Dhabi May 2015
Photograph ©2015 by Brian Cohen.

In response to this article pertaining to National Car Rental sending a similar warning to its customers which I wrote back on Monday, December 16, 2019, the reaction of readers of The Gate submitted the following comments was mixed:

  • “FYI – i was temporarily banned in the past month for using a corporate code that they claimed I was not supposed to be using. I had to reach out to corporate to get un-banned – it was from my previous company.” — Hoplasha
  • “The company I used to work for laid me off within months of my official retirement and actually told me I qualified for retirement under a bridge program but then reneged. With that retirement I could have rented at very decent rates with Hertz after leaving, far better than any other rate I have seen. I would not use that code but I feel like I should be able to.” — GMB
  • “Keep in mind that if you use a Corp code that is not yours. Or use one for your personal use, the included insurance is pretty much void. So if there is an option, take the discount remove the automatic free insurance and let your cc take the damage waiver.” — Mike

Final Boarding Call

Although I have earned Executive level elite status member of the Emerald Club frequent renter loyalty program of National Car Rental, a client of mine gave me a corporate code to use, which results in a lower rate per day and automatic insurance coverage.

What if you plan on renting a car from National Car Rental and asked me to give you that corporate code so that you may use it for yourself? Would it be ethical of either me to give you the corporate code — or you to use it even though you are not an employee or service provider of that company?

Could the policies of both National Car Rental and Avis Rent A Car System possibly be the beginning of the crackdown on customers throughout the travel industry who are not authorized to use corporate codes — and if so, what disciplinary action against those ineligible customers would be considered fair?

Even if disciplinary action as a response is remote at best, would you attempt to use a corporate code which you are not eligible to use in order to procure a significant discount and possible benefits? Do you frown upon the idea of other people using corporate codes when they are not supposed to do so?

All photographs ©2004, ©2015, and ©2020 by Brian Cohen.

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