TIME & MILEAGE CHARGES
The Time & Mileage Window is used to examine and edit the automatic calculations that went into the T&M sub-total displayed on the Main Window. To access the Time & Mileage Window, type A (RET) at the "OPTION:" field on the Main Screen.
Editing Restrictions: Access to fields on this window may be restricted. Access to all fields is blocked when the user has not been granted "Close Edit" privileges through the User Access program and/or the Rate Product used is not editable.
Within CARS+ there are various types of Rate Products:
Non-tiered rates without a special weekend charge - These rate products charge renters in the time increments of Day, Week, Month, etc.
Weekend rates - This product has a SPECIAL charge that is day of the week sensitive.
Tiered rates - Rather than using the periods of time that a non-tiered rate uses (WEEK, MONTH, etc.), the rules define unique periods of days or hours such as 1-3 days 4-7 days, 8 - 12 days etc., or 3 hours, 6 hours, 12 hours etc.
Fixed tiered rates - These are a form of tiered rates (explained above) except that the tier rate that applies at the time of Open applies to all subsequent tiers.
Stepped tiered rates - These are exactly like the tiered rates explained above except that the tiers DO build on each other.
Hourly rates - Similar to tiered rates, these rates charge for blocks of hours during a single day such as 1 to 3 hrs, 4 to 6 hrs, 6 to 12 hrs, etc.
Chauffeur Hourly tiered rates - Similar to hourly tiered rates, these rates allow an extra hours charge for hours beyond the highest hourly tier. (Chauffeur logic not required to use this type of rate.) Examples of calculations for this type of rate can be found in the chapter of the manual titled Edit Rental Rules/Rates.
Period rates - These rates are made up of a single price for a specific number of days and a daily rate for each additional day. These rates can be used on any day of the week.
Seasonal rates -These rates have multiple records (with each having a different effective date). If the RA spans more than one version of the rate record, multiple versions of the rate will apply to the contract. This means that the rate in effect on the RA may change during the course of the contract. When rates are not seasonal, the Rate Product in effect at the beginning of the contract is in effect for the life of the contract (The Rate Rules governing the RA do not change; the rules in effect at the time of Open are in effect for the life of the RA even if the rates change.)
Inclusive Rates - These rates include more than just the charge for time. For instance, LDW, other coverages, surcharges and/or taxes maybe bundled into the rate.
Return Specific rates - These rates are defined so that the rate entered in the XDAY field is used as a daily rate for any days beyond the expected return date. (The expected return date is the return date in RA Open.) For example, a RA has a return date of the 10th of the month. If the customer keeps the vehicle beyond the 10th, the rate in the XDAY field is used for any days after the 10th.
Each type of rate will display a little differently. The following text will first illustrate and explain the Non-tiered Rates Products without a special weekend charge and then the differences in the others will be covered.
The window for a non-tiered product without weekend rates will look like this:
| OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 0:12 dys: 4 wks: 0 mo: 0 miles: 581 free: 400 Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METRO 06-10 4/42.95 */215.00 */800.00 */*35.00 */11.00 *171.80 2 MILE 181/.120 */* */* */* */* * 21.72 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
GENERAL COMMENTS ON THE SUBWINDOW
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This subwindow presents details of the time and mileage charges. Note that an asterisk indicates a zero value or that no value was provided.
The quantity and rate fields can be modified. Any change to either field will cause the system to recalculate the related charge. After all edits have been made and you exit the T&M Window, the system will automatically recalculate all subtotals, taxes, discounts and totals on the Main Window. If the RATE field is edited in any data group, the system sets a flag to indicate that the closing agent edited the rates. As a result, the RA will be reported on the Rate Exception Report. For Hertz users only, the number of charged days MUST be equal to the number of elapsed days. For example, an eight day rental could be manually edited to be:
All of the above add up to eight chargeable days. But the same rental could not be edited to just 1 Week. Adjustments of that sort must be done through the Customer Service (CS) Adjustment Field in the E (Other Charges) subwindow or through the Incident Entry pop-up window. |
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CALCULATION |
Rental charges can be calculated in one of two possible methods: 24 HOUR BASIS. Generally, rentals are charged for each 24 hour period the vehicle was on rent. Within this calculation method, CARS+ has the ability to calculate charges to give the customer the lowest possible total price. This function is called the "Best Price" calculation and is controlled by flags in the Edit Miscellaneous Control File. For a detailed discussion on how the system determines the best price, see the section at the end of this chapter. CALENDAR DAY BASIS. This second method charges any part of a day as a whole chargeable day. As an example, a rental from noon one day to 8:00 am the next day would be a two day rental. This calculation method is turned on by a flag on each Rate Code record. Because of this method, the relationship between the elapsed time and chargeable time is not always apparent. |
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ELAPSED |
The first line of the subwindow displays the actual elapsed time and miles/kms of the rental.In the example shown above, the rental is for:
User tip: It is recommended that you always examine the Elapsed information first when entering the A Subwindow. Due to the Best Price logic, the chargeable quantity may not be the same as the actual elapsed time. For example, a rental of 5 days and 4 hours might be charged at the weekly rate due to Best Price logic User tip -- Grace Period: A grace period may apply to the rental. The grace minutes are displayed in the Rules subwindow (Subwindow R). If the customer returns within the grace minutes allowed, no charge is made for additional hours. For example, assume a rental started at 10 am Monday and the customer returned at 10:45 am Tuesday. If the grace periodwas 59 minutes, the rate charged would be for one day; no additional hours. If the grace period was 30 minutes, an additional hour would have been charged. NOTE: The grace period on a Privilege Code takes precedence over the grace period on the rental rate. |
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Following is an explanation of each charge, highlighting how the charge is calculated using the 24 hour method and the control flags that affect it. |
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OPTION |
This column displays the Rate Product Code that was used to close this RA This may not be the product that was used on the RA Open screen if a rules violation or alternate product was used. (The original Rate Product can be viewed in the Rate Rules Subwindow - Subwindow R). In the case of a rules violation, the word "CHANGED!" flashes in the lower left corner of the window and the warning message with the original product code appears at the bottom of the screen. When the program uses an alternate Rate Product the phrase "ALTERNATE RATE SELECTED" appears at the bottom of the window. If miles/kms are charged, the term "MILE" or "KM" is shown on another line. |
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EFF DT (Effective Date) |
The date the rate takes effect on this contract is displayed in this column. For all rates other than seasonal rates, the effective date is the date the RA Opened. Seasonal rates may have more than one effective date. |
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DAYS/ RATE |
This column shows the chargeable days and the daily rate that corresponds to it. If the Rate structure has an extra day rate (Xdys column), the Days column is used for rentals of 7 days or less. The extra days rate is used for additional days after one week has been charged. If there is no extra day rate, this column is used for all chargeable days. In the example above the daily rate is $42.95. If the Rate is editable and the user's User Access record authorizes editing at Close, the rates in the remainder of the columns can be edited. However, the amount of the edit to the rental rate may be restricted by a percentage field in the User Access record. If the restriction is in place and the edit is greater than the percentage restriction, the following message will display:
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WEEKS/RATE |
This column shows the chargeable weeks and the weekly rate if there is one. Keep in mind that a field on the Rules Record can define the minimum number of days necessary to qualify for the weekly rate. In the example above, the weekly rate is $215. |
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MTHS/RATE (Months) |
This column shows the chargeable months and the monthly rate if there is one. In the example above, the monthly rate is $800. Two fields in the Edit Miscellaneous Control File as well as a field on the Rules Record affect calculations of monthly charges. In Edit Miscellaneous, a field is used to define the number of days that constitute a chargeable month. Another field can restrict the best price logic from rounding weekly charges to a monthly charge before the number of days defining a month have elapsed. If the Days Per Month field is used in the Rules Record, it defines the minimum number of days required to obtain the monthly rate and the field from Edit Miscellaneous then defines the maximum number of days for the monthly rate. By using the 2 fields, a range of days can be defined that qualify for the monthly rate, such as 28 to 30 days. Daily charges would then begin again after 30 days. |
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XDYS/RATE (Extra Days) |
If the Rate structure has an extra day rate (Xdys column), the Days column is used for rentals of 7 days or less. The Extra days rate is used for additional days after one week has been charged. If there is no extra day rate, the days column is used for all chargeable days. In the example above the extra day rate is $35.00 |
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HRS/RATE (Hours) |
This column shows the chargeable hours and the hourly rate. Several rules apply to the hourly rate:
Additional chargeable hours can be "forgiven" through the use of the Incident Entry pop-up. By forgiving hours, not only will the Time charge be reduced on this window but all other options that are charged on a daily basis will be reduced as well. |
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CHARGE |
This column shows the calculated charge. In the example above:
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MILES |
The chargeable miles (quantity) consists of the elapsed miles less the free miles allowed which appears on the top line of information. In the example above, 581 miles were driven; 400 free miles were allowed. Therefore, there are 181 chargeable miles. Free miles are applied to a rental in one of the following three methods:
The maximum number of free miles per rental regardless of rental length can be set in the Location record for the opening location. If this field is not blank, the maximum number of free miles are capped at the amount specified. For a more detailed discussion on Mileage Methods, see the chapter on the Edit Rental Rules/Rates program. User Tip: The free miles allowed as shown on the top line will be the sum of the free miles allowed on the rate plus an free miles package options sold via the Shift-F5 pop-up window. |
Weekend Rate Products
| OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 0:12 dys:4 wks: 0 mo: 0 miles:250 free:381Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 WKEND 06-10 */42.95 */* */* 4/30.00 */11.00 120.00 2 MILE 131/.250 */* */* */* */* 32.75 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
The difference between weekend Rate Products and
non-tiered products is that the days are charged under the "Xdys"
column.
| WEEKEND |
The weekend period is charged using one of two possible methods. A WEEKEND DAILY RATE Weekend days are charged at a regular daily rate if the Rate Product involved has not had the Weekend Control fields turned on. If data is entered in the Weekend control fields, the Weekend days are charged according to the rules on the Rate Product. Refer to the chapter of the manual titled EditRental Rules/Rates. The following rules apply to weekend charges:
If early pickup or late return are allowed, the following rules apply:
A WEEKEND PACKAGED RATE Weekend days are charged a one-time packaged rate if the Rate Product involved has the "Package" flag set to YES. Rental time outside the weekend parameters is charged using the hourly and regular daily rates. |
Tiered Rate Products
| OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs:20:00 dys: 6 wks: 0 mo: 0 miles: 550 free: 700 Class SCAR Option EffDt 01-05/Rate 06-14/Rate 15-21/Rate 22-99/Rate Hrs/rate Charge 1 TIER 06-10 */54.00 7/50.00 */45.00 */43.00 */30.00 350.00 2 MILE */.250 */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
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At this point, it would be best to review some basics regarding Tiered rates. Tiered rates are products where the daily charge is determined by the length of rental. Charges are not related to the time periods days, weeks, months, etc. Instead, unique periods (tiers) of time are defined such as 1 to 5 days, 6 to 14 days, 15 to 21 days, etc. A unique daily charge is assigned to each of these tiers. In the example above, rentals between 1 and 5 days are charged $54 per day, but rentals between 6 and 14 days are charged $50.00 per day. Tiers do not build on each other. Only one daily rate will be used at the time of close. Examples:
Fixed Tier Rate Products This type of rate is a variation of the tiered rate. The tier rate that applies at the time of Open applies to all subsequent tiers. Using the tier structure illustrated above, a 7 day RA with a fixed tier rate product, the rates would be as follows:
Notice that the 7 day RA falls into Tier 2, $50 per day. And that rate is applied to Tiers 3 and 4. Therefore, if the rental runs for 6 days or more, every day will be charged at $50. If the customer returns before 6 days, the $54 per day rate (Tier 1) will be charged.Stepped Tiered Rate Products Stepped tiered rates are exactly like the tiered rates explained above except that the tiers DO build on each other. Therefore, a 7 day rental is calculated as:
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Period Rate Products
| OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 0:12 dys:4 wks: 0 mo: 0 miles:400 free:581Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METROP 06-10 */44.95 1/120.00 */* 4/49.00 */11.00 120.00 2 MILE 181/.250 */* */* */* */* 45.25 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
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A
period rate is made up of a single price for a
specified number of days and a daily rate for each additional
day. Period rates can be used on any day of
the week. The difference lies with
the weekly column in that the Period replaces the Weeks Field. The
amount shown in that column, $120,
represents a price for the 3-day period. Any additional days are charged
at the XDay rate of $49 per day. If the customer rented for less than 3
days, those days would be charged at the daily rate of $44.95 per day. |
Seasonal Rate Rentals
| OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 0:12 dys:6 wks: 1 mo: 0 miles:400 free:581Class C Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 METROS 06-20 3/50.00 */* */* */* */17.00 150.00 2 METROS 06-12 8/48.00 */* */* */* */16.00 384.00 3 METROS 06-10 2/45.00 */* */* */* */15.00 90.00 * 4 MILE 81/.250 */* */* */* */* 45.25 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
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Note the F2 NEXT 7 and
F4 PREV 7 options at the bottom of the subwindow. In case more records for seasonal rates apply to the RA than
can be displayed on one screen, the F2 and F4 keys allow you to scroll back and
forth through all of them.
Seasonal rates have multiple records (with each having a different effective dates). If the RA spans more than one version of the rate record (more than one "season"), multiple versions of the rate will apply to the contract. This means that the rate in effect on the RA may change during the course of the contract. (The Rate Rulesgoverning the RA do not change and the mileage rate does not change; the rules and mileage rate in effect at the time of Open are in effect for the life of the RA even if the rates change.) In the above example for a 13 day rental that began on June 10, the following calculations are made: Starting with Field 3, the METROS rate in effect at the time of Open was $45 a day. This is charged for 2 days. Field 2 shows the next version of the METROS rate takes effect June 12 with a daily rate of $48.00. This is charged for 8 days. Field 1 shows the next version of the METROS rate takes effect June 20 with a daily rate of $50. This is charged for 3 days. The illustration above gives a simplistic view of seasonal rates since it uses only daily rates. More details on the use and calculation of Seasonal Rates for other rate structures which include weekly and extra day rates can be found in the Edit Rental Rules/Rates chapter of the manual. |
Inclusive Rates
Main Window: When an Option Set is present on the
RA, the two fields just below Field 1 of the Main Window change as shown below:
| OPTION: __________ RA CLOSE 1 Miles/Fuel/Chg */*/* 5 Empl/Drw */* Inclusive Rate * 6 Notes * Other Charges * FOP 2 Discount * 3 Tax/Surcharge * A-T&M Charges name: Subtotal-1 * C-Option Charges date: Less Dep/Reimb * D-Payments odom: Less Payments * E-Other Charges veh#: 4 Change Back * F- RA Open Bill-To: Balance * O-Other Windows N-Notes F1=CLOSE RA F2=SWIPE F3=ERASE F4=CALCULATE F12=CHECK AUTH ESC=EXIT |
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The total charge for the inclusive rate is shown where
Time & Mileage are normally shown.
The total for any other charges not included in the rate are shown on the next line. |
Return Specific Rates
Return specific rates use the XDAY field in a different manner than other rates. The rate in the XDAY field is used for any days after the expected return date (return date in RA Open).$40 per day
$240 per week
$65 per day for each day beyond the expected return date
| OPTION: __ TIME & MILEAGE CHARGES Elapsed: hrs: 0:00 dys: 4 wks: 0 mo: 0 miles: 50 free: 0 Class SCAR Option EffDt Days/Rate Weeks/Rate Mths/rate Xdys/Rate Hrs/Rate Charge 1 EXTRA 03-20 3/40.00 */240.00 */* 1/65.00 */15.00 185.00 2 MILE 50/* */* */* */* */* * 3 * */* */* */* */* */* * 4 * */* */* */* */* */* * 5 * */* */* */* */* */* * 6 * */* */* */* */* */* * 7 * */* */* */* */* */* * F2 NEXT 7 F4 PREV 7 |
a. Customer returns the vehicle as scheduled:
Calculation is 3 days at $40
b. Customer returns on March 24 at 8 am. (illustrated above)
Calculation is 3 days at $40 plus 1 day at $65 (for the day beyond the expected return date.
c. Customer picks up early on March 19 at 10 pm and returns as scheduled on March 23 at 8 am.
Calculation is 4 days at $40. (the return date was honored)
d. Customer picks up as scheduled and returns on March 30 (7 days late)Calculation is 3 days at $40 plus 7 days at $65 (note that the weekly rate does not apply.)
a. Customer picks up and returns the vehicle as scheduled:
Calculation is 1 week at $240; 2 days at $40
b. Customer picks up as scheduled and returns on March 30 at 8 am. (1 day late)
Calculation is 1 week at $240; 2 days at $40; 1 day at $65 (for the day beyond the reserved period.)
Complimentary rentals can be created by using a Rate Product with a zero rate. All other rate rules, coverages, options, etc. still apply. However, no rates will be displayed or charged in the Rates Subwindow.
RATE RULES
The rule governing the Rate Product on the RA are
displayed din the Rate Rules subwindow (Subwindow R). An example of the screen is illustrated below:
| OPTION: ______________ RATE RULES ---Control Record--- Set/date A/06-01-05/0000 Alt rates */* Cont City Min days/Chg-to */* Pricing code C Plan Max days/Chg-to */* Fuel rate Out/In .100/1.250Code Intercity Chg-to * Eff Optset * Disc/Edit/TaxInc Y/Y/* Orig RQ * Disc: SUM TM Grace/Charge for */* Discount: SDL SWL Cal calc/Week min N/* Wkly:Mult Min Yield Pcts */*/*/*/* Mnth:Mult Min METRO/REGULAR DAY WK MTH RATE |
The Rules subwindow can be displayed from the Open or Close screen. For explanations of the fields, please see the documentation for Rate Rules.
IN RV MODE
When in RV Mode an additional pair of display only fields will appear in this subwindow. At the bottom of the window will appear fields for the number of pre-paid miles that were purchased at the time of open and a Y/N field to indicate if those miles were manually edited.