How to Set Up a Corporate Car Service Account in Maryland & DC

If you manage travel or office operations for a company with staff who fly often — client visits, conference travel, visiting executives — booking each ride individually on a personal card and submitting an expense report afterward is a lot of repeated work for something that should be a one-time setup. This guide walks a travel manager or office administrator through what a corporate car service account actually involves, from the paperwork to the day-to-day booking process.

What a Corporate Account Actually Changes

The core shift is billing: instead of each traveler paying individually and expensing it later, trips are billed to the company on a consolidated monthly invoice with itemized receipts for every ride. That alone removes a meaningful chunk of expense-report overhead, especially for companies with several employees traveling regularly.

Beyond billing, a corporate account typically comes with a dedicated account contact rather than calling a general line, priority dispatch during high-demand periods, and the ability to book on behalf of someone else — a assistant can reserve a ride for an executive without that executive ever touching a booking form.

What You'll Need to Set One Up

Setting up an account is a short process on our end, but it helps to have a few things ready:

A billing contact and the company's preferred invoicing cadence (typically monthly)
A list of frequent travelers, or a process for adding travelers as needed
Any required vendor paperwork — W-9, certificate of insurance requests, or a company-specific vendor form
A sense of your typical trip profile: mostly airport transfers, hourly as-directed service, or a mix
A primary and backup contact for booking and billing questions

Insurance and Vendor Paperwork

92 Limo Service is the trade name of 92 Transportation LLC, licensed by the Maryland Public Service Commission as Carrier #6325, with commercially insured vehicles. Certificates of insurance and standard vendor onboarding paperwork — W-9s, credit applications, vendor compliance forms — are available on request and are typically the longest part of onboarding for companies with a formal procurement process. Getting this started early avoids a delay right before a trip that was supposed to be simple.

Booking Day-to-Day Once the Account Is Active

Once an account is set up, booking a ride works the same as any reservation — by phone, online, or through a designated booker — but the payment step disappears from the traveler's side entirely. A common pattern we see: an office manager or executive assistant books on behalf of several traveling staff, with each trip tagged to the traveler's name for the monthly invoice, so itemized reporting stays clean without anyone filing an expense report.

Priority dispatch matters most during high-demand periods — snowstorms, holiday travel weeks, major DC events — when accounts with an established relationship and a dedicated contact get handled first.

Setting Policy Expectations With Travelers

A short internal policy saves confusion later: who is authorized to book on the account, whether Sprinter or executive-class vehicles require manager approval, and what the cancellation window is for a scheduled airport pickup (3 hours for sedans and SUVs, 12 hours for Sprinter and special-event bookings). Most companies set this once and rarely revisit it.

Frequently Asked Questions

How long does it take to set up a corporate account?

Often the same day for basic setup. The longest part is usually vendor paperwork — W-9s, certificates of insurance, or a company's own compliance forms — if your procurement process requires it.

Can one person book rides on behalf of other employees?

Yes. A designated booker such as an office manager or executive assistant can reserve rides for other travelers, with each trip tagged to the traveler's name on the monthly invoice.

Do you provide a certificate of insurance for vendor paperwork?

Yes, on request. 92 Limo Service is the trade name of 92 Transportation LLC, licensed as Maryland PSC Carrier #6325 with commercially insured vehicles.

What does priority dispatch mean in practice?

During high-demand periods like snowstorms, holiday weeks or major DC events, corporate accounts with an established relationship and dedicated contact are handled first.

What is the cancellation policy for corporate bookings?

Sedan and SUV reservations can be cancelled without charge up to 3 hours before pickup, and Sprinter or special-event bookings up to 12 hours before — the same policy that applies to all bookings.