Our company policy states that 1) all employees must book travel through Concur Travel and 2) you must use XYZ rental agency for rental cars and if you don't you must purchase the LDW/CDW insurance. Additionally, if an employee does not book with XYX agency in Concur Travel, we have setup alerts and email notifications instructing the employee to purchase the LDW/CDW insurance.  '

We have an employee who booked outside of Concur Travel because 'there were no rental cars available'. This employee failed to get the insurance and now the rental car company is claiming damage to a vehicle. The employee did not get the vehicle inspected at drop-off and was notified about the damage several weeks later.

How would you treat this? Would you require the employee to pay for the damage if we are held accountable?