Rental requirements & policies

What to bring to pickup

• A valid, unexpired driver's license for every driver. Every driver must ordinarily be 21 or older, approved and listed on the rental agreement before driving.
• An accepted payment card for the security hold. A credit or debit card in the renter's name — or an approved company or third-party card with proper authorization. Prepaid cards are not accepted for the hold.
• Approved proof of qualifying automobile liability insurance that covers the rental, or an approved alternative liability policy. Proof must be verified before the vehicle is released.

Drivers, licenses and travel

• Every authorized driver must ordinarily be at least 21. Drivers younger than 21 may be accepted only through advance written approval and separately quoted terms; an under-21 exception is never promised in advance.
• Every driver must hold a valid regular driver's license and be listed as an authorized driver on the rental agreement before driving. No CDL is required for the 12- and 15-passenger rental vans.
• Additional drivers: $25 one-time per additional driver (not a daily fee).
• Valid foreign driver's licenses may be accepted with a passport and, when necessary, an English translation or International Driving Permit. Acceptance is subject to identity and insurance verification.
• Expired licenses, suspended licenses and learner's permits are not accepted.
• Approved travel is limited to the United States. Travel to Canada or Mexico is prohibited. You must notify Nation Van Rentals and obtain approval before taking the vehicle outside the pickup state; unlimited mileage does not replace this approval.

Insurance and the optional Loss Damage Waiver

The renter must provide qualifying personal automobile liability insurance that covers the rental, verified before the vehicle is released. Credit-card rental benefits may supplement qualifying personal insurance but are not represented as automatically replacing liability insurance; they are considered only when written benefit terms demonstrate the required coverage.

If the renter does not have qualifying personal insurance, the vehicle may be released only when an approved alternative liability policy is obtained and verified. Alternative liability coverage is not sold or quoted on this website. If you do not have qualifying personal insurance, call 813-998-7708 before you book so we can tell you whether an approved alternative is available for your rental.

Loss Damage Waiver (LDW) — Optional LDW costs $25 per rental day per selected van. You pay the first $1,000 of eligible loss. NVR then waives up to the next $1,500. You remain responsible for eligible loss above $2,500 and for excluded losses. The deductible and maximum waiver apply once per selected van per rental and are shared with an approved replacement van. LDW is not insurance and does not provide third-party liability coverage. Purchasing LDW alone is not sufficient when liability coverage has not been verified. See the full LDW terms.

• $800 eligible loss: customer owes $800.
• $2,500 eligible loss: customer owes $1,000.
• $10,000 eligible loss: customer owes $8,500.

These examples are before applicable insurance or third-party recovery credits. The deductible is not automatically charged merely because an incident is reported.

LDW exclusions (summary)

LDW does not waive responsibility for: loss occurring while an unauthorized or unlicensed person operates the van; loss caused by prohibited use, illegal operation, reckless or impaired driving, or intentional damage; loss caused by materially false or misleading information about eligibility, the rental or the incident, including additional loss caused by resulting prejudice to investigation or recovery; additional loss or unrecoverable amounts caused by an unreasonable failure to report promptly when safe or to reasonably cooperate with Nation Van Rentals, police or insurers; misfueling; lost or damaged keys; interior damage; roof or overhead damage; undercarriage damage; and damage to tires, wheels or glass; theft involving a failure to take reasonable steps to secure the van and keys, where that failure contributed to the theft (inability to return keys taken in a documented theft is not by itself proof of a failure to secure them); loss occurring while the van is used outside the written approved geographic area. The controlling exclusions are in section 11 of the signed rental agreement — read the LDW terms →

Payment, cards and reservation confirmation

• Your estimated total is shown before you book. Availability, pricing and taxes are confirmed before any payment.
• Pay online on the Confirm step, where available for your trip: the complete rental total is paid with a qualifying credit or debit card in secure card fields provided by Stripe, our payment processor. Card details go directly to Stripe and are never stored on this website. When online payment isn't available for your trip, call 813-998-7708 (24/7) to book; our team confirms your taxes and total before you pay.
• Known mandatory booking charges, including any Airport Location Fee, are shown before payment. Taxes and any delivery, collection, one-way or other quoted services are disclosed before payment.
• Your reservation is confirmed once payment is complete and your van is secured.

• For the security hold we accept credit and debit cards. Prepaid cards are not accepted for the hold. The card may belong to the renter or to an approved company or third party who provides proper authorization.
• One-way, delivery and collection requests that can't be priced automatically, larger multi-van bookings that we can't hold online, and custom quotes may require approval and additional charges, and are not confirmed until Nation Van Rentals approves them.

Your card on file for this rental

When you pay online, we ask you to confirm: "I authorize NVR to securely save my card for this rental’s security hold and charges under the Rental Agreement." The box is never pre-selected. If you're paying for someone else's booking, choose "Paying for someone else's booking?": the payment section shows how your card is used for that booking, and the renter adds their own card for the security hold before pickup. You can also book by phone at 813-998-7708.

• What is saved. Our payment processor, Stripe, keeps the card on file. Nation Van Rentals keeps only Stripe's reference to the card and a limited description of it (brand, last four digits, expiry date and a coded fingerprint Stripe provides so the same card isn't saved twice), never the full card number or security code.
• This rental only. We use the saved card only for the reservation you authorized it for. We don't use it for other rentals or future bookings. This authorization ends when all amounts for this rental are settled.
• Security hold. We may use it for the security hold for this rental. A security hold may be required. The amount will be confirmed before authorization. Saving your card does not by itself place a hold or charge your card. Holds and charges are made in US dollars.
• Charges due under your Rental Agreement for this rental:
  • approved extensions and late-return days;
  • fuel and refueling;
  • mileage;
  • tolls (at the actual amount, with no toll administration fee);
  • traffic and parking violations (the actual amount plus $50 per notice);
  • lost or damaged keys;
  • driver-caused roadside service;
  • cleaning;
  • loss of or damage to the van within your responsibility, subject to any Loss Damage Waiver you purchased. The LDW deductible is not charged merely because an incident is reported.
• Notice and receipts. Each charge is itemized, and we email you a receipt when it is made. For loss or damage, we send you the itemized amount and supporting documents at least 7 days before charging, unless you agree to an earlier charge.
• Removing your card. You can ask us to remove the saved card by emailing info@nationvanrentals.com or calling 813-998-7708. Removing it doesn't cancel amounts you already owe for the rental; we will ask you for another payment method for them.
• Disputes. Nothing here limits your right to dispute a charge with us or with your card issuer.

Security hold

A security hold may be required. The amount will be confirmed before authorization. Any unused amount is released after return and inspection, subject to the rental agreement and your bank’s processing time. Credit and debit cards are accepted; prepaid cards are not. The card may belong to the renter or to an approved company or third party who provides proper authorization. The hold is separate from the rental payment. The hold is not an LDW deductible: a hold captured toward a valid damage charge reduces the amount outstanding; it does not create an additional deductible or fee. If the required hold cannot be authorized at pickup, the vehicle is not released and the applicable cancellation rules apply.

On longer rentals the original authorization may expire before the vehicle is returned. You authorize Nation Van Rentals to renew or replace the security authorization when necessary; if a replacement authorization does not go through, we may require another eligible payment method. Any unused amount is released after return and inspection, subject to the rental agreement. Your financial institution controls how long released funds take to become available, and a hold on a debit card may temporarily reduce your available balance. The security hold does not limit your financial responsibility.

Miles you drive during your rental

Each van includes 100 miles per rental day. Included mileage accumulates across the rental days for that individual van, but cannot be transferred or pooled between vehicles. Additional miles are $0.95 each. Unlimited mileage is available for $65 per rental day per van and, if chosen, applies to every van on the reservation.

• 100 included miles per rental day per van, accumulating across the rental days for that van (3 days = 300 miles per van); never pooled or transferred between vans. Unused included miles expire when the rental ends.
• Additional rental miles are $0.95 per mile.
• Unlimited mileage is optional at $65 per rental day per van and, if chosen, must be selected for every van, every rental day.
• Rental mileage is separate from delivery and one-way service distance. Delivery, end-of-rental pickup and one-way charges are quoted as their own services and never add rental miles. See Delivery and One-way.

Reservation changes and extensions

• Changes requested at least 24 hours before pickup are subject to availability. The changed reservation is repriced using the rates and selections that apply to the revised reservation; there is no separate change fee.
• Shortening a rental less than 24 hours before pickup does not create a refund or credit, and early returns receive no refund or credit for unused time.
• Extensions must be requested and approved before the scheduled return time and are subject to vehicle availability. Approved extension days are charged at the reservation's contracted daily rental rate plus applicable daily add-ons. An extension requires updated rental documents and payment, and the security authorization may need to be renewed or replaced. An extension is not valid until Nation Van Rentals confirms it.

Late returns

There is a 60-minute grace period after the scheduled return time. Once an additional rental day is triggered, it is charged at the contracted extension or late-day rate plus applicable daily add-ons shown in your rental agreement. The grace period does not extend the reservation or authorize continued use; extensions remain subject to approval and availability.

No-shows and late pickup

A renter who has not arrived or contacted Nation Van Rentals within 2 hours after the scheduled pickup time is considered a no-show for cancellation and refund purposes. If the vehicle remains available, we may still allow pickup later during the original reservation period; a late pickup does not extend the scheduled return time, and no refund or credit is issued for the unused time caused by a late pickup.

Vehicle substitutions

Color, make, model, trim and exact appearance are preferences and are not guaranteed. The requested passenger capacity is a reservation requirement and will be provided.

• We do not substitute a van with fewer seats than the reserved passenger capacity unless you give written approval. If the required capacity cannot be provided, you may cancel for a full refund.
• If a reserved high-roof vehicle is unavailable and you accept a standard-roof replacement, Nation Van Rentals will refund the actual high-roof upgrade amount paid for the affected rental days. The replacement vehicle must still satisfy the reserved passenger capacity. If you decline the qualifying replacement, the applicable full-refund option remains available.

If a vehicle is unavailable or breaks down

• If Nation Van Rentals must cancel because no safe vehicle is available, we refund all amounts paid.
• If a mechanical failure not caused by the renter makes the vehicle unusable, we arrange and pay for authorized roadside service or repair and, when available, provide a replacement vehicle. If a replacement is unavailable, the unused affected rental time is refunded — or credited, if you choose.
• We do not promise reimbursement for hotels, airfare, missed events, lost income or other consequential expenses unless separately approved by Nation Van Rentals.

Accidents, damage, repairs and roadside

• In an emergency call 911. Report a crash, theft, vandalism, damage, impound or other material incident to Nation Van Rentals at 813-998-7708 as soon as it is safe to do so. Make any legally required police report and keep photos, names, contact and insurance information, witnesses and report numbers.
• You may not authorize repairs without our approval — the only exception is immediate action reasonably necessary to protect people or property in an emergency. Whenever it is safe to do so, contact our 24/7 support line before arranging towing, repairs or roadside assistance.
• Mechanical failures not caused by the renter are handled and paid by Nation Van Rentals when service is authorized. Driver-caused roadside calls — such as lost keys, lockouts, dead batteries from customer use, misfueling and similar preventable events — are charged at the actual service cost plus a $50 administrative fee.
• Lost or damaged keys are charged at the actual replacement, reprogramming and any necessary towing cost plus a $100 administrative fee.

Fuel

Return the vehicle with the same fuel level documented at pickup. Most vans are provided with a full tank. If the vehicle is returned below the pickup level, you are charged the actual replacement fuel cost plus a $35 refueling service fee.

Tolls, citations and violations

The renter is responsible for tolls, parking charges, citations and traffic violations incurred during the rental, even if Nation Van Rentals receives the notice after the rental ends. Tolls are charged at the actual amount, with no toll administration fee. Traffic and parking violations are charged at the actual amount plus a $50 administrative fee per notice.

Post-rental charges

Under the signed rental and payment authorization, Nation Van Rentals may charge verified post-rental amounts — for example fuel, excess mileage, tolls, citations, cleaning, damage, keys, towing, roadside service and late returns — using your authorization on file. Supporting records are maintained and made available to you on request.

Cleaning and prohibited smoking

A $45 standard cleaning fee applies on every rental and is included in your total before payment. It covers normal post-rental cleaning only; excessive-cleaning and damage charges are separate. Smoking and vaping are prohibited in every Nation Van Rentals vehicle.

Excessive cleaning	Charge
Excessive dirt, trash, food, spills or heavy cleaning	documented actual cost, at most $150
Severe stains, excessive pet hair/odor or professional detailing	documented actual cost, at most $300
Smoking or vaping odor/residue	documented actual cost, at most $450
Bodily fluids, biohazards or extraordinary remediation	actual documented professional cost
Burns, permanent stains, damaged upholstery and other physical damage	handled as vehicle damage

Abnormal cleaning is charged only at the reasonable documented actual cost, never above the amounts shown, and is supported by photographs, inspection records, vendor invoices or other reasonable documentation. Routine cleaning already paid is never billed a second time.

Pets and service animals

Pets are permitted when approved and properly crated. There is no automatic pet fee; you remain responsible for excessive hair, odor, stains, cleaning or physical damage caused by an animal. Legally protected service animals are exempt from pet restrictions and pet fees, and no documentation is required for a service animal; customers may still be responsible for actual damage caused by an animal.

Prohibited uses

The following are prohibited: unlicensed or unauthorized operation; impaired or reckless driving; racing; intentional misuse; off-road or flooded-road driving; unlawful activity; overloading; interference with lawful safety, GPS or telematics equipment; false identity, license, insurance, payment or incident information; travel into Canada or Mexico; and smoking and vaping in the vehicle.

These require Nation Van Rentals' prior written approval: travel outside the pickup state, towing, rideshare, subrental and transporting persons or property for hire. Approval cannot authorize an unlawful activity and does not expand insurance or LDW; towing approval must identify a suitable vehicle, hitch and load.

One-way rentals, delivery, multiple vans and custom quotes

• One-way rentals are subject to availability and carry a separate one-way fee, priced from the distance schedule and shown before you pay. A one-way trip that can't be priced automatically is confirmed by our team before any amount is charged. Delivery and collection are priced from the same schedule and shown before you pay. One-way details → · Delivery details →
• Long-term and multi-van customers may request a custom quote. We do not advertise or guarantee a specific discount percentage, and you can always book at the published rates when no custom quote is issued. A custom quote is not final until Nation Van Rentals approves it in writing.

Cancellations, refunds and reservation credits

See the Cancellation & Reservation-Credit Policy. In short: You may request a full refund by emailing NVR within 24 hours after making your reservation, provided your scheduled pickup is still more than 24 hours away when we receive your email. Reservations made within 24 hours of pickup do not qualify for this refund window. We use the time NVR receives your email to determine eligibility. After that refund window, for eligible cancellations made at least 24 hours before the scheduled pickup time, the amount paid will be issued as Nation Van Rentals reservation credit with no cancellation fee. Cancellations less than 24 hours before pickup, no-shows and early returns receive no refund or credit.

This website gives an overview. Complete operational, liability, payment, LDW and exclusion terms are in the signed Rental Agreement and Driver Waiver. If any summary on this website differs from the signed rental agreement, the signed rental agreement controls. Nothing here limits any rights you have under applicable law.