I. INTRODUCTION

CARS+ can be configured so that a fee is passed on to the renter when a credit card is used as either a deposit or payment on a rental. This fee is referred to as a "credit card processing fee" and is either a percentage of the amount charged or a one time flat fee. When configured properly, it is automatically applied to the transaction.

The credit card processing fee can be calculated and applied to a transaction in one of two possible ways:

1. The fee can be calculated and applied by logic within CARS+ itself. The fee is set by card brand and does NOT vary for credit/debit or domestic/international.
2. Windcave credit card processing users can have the fee calculated by Windcave and added to transactions that will be settled through Windcave. Windcave reports that their fee varies not only by card brand but also by credit/debit and domestic/international status of the card.

The following instructions first outline CARS+ applied fees and then covers the differences in set up and procedures for Windcave applied fees.

II. REQUIRED SET-UP STEPS

The following set up steps are required in order for the credit card processing fee to work as designed:

A. EDIT OPTIONAL ITEMS

An Optional Item must be set up for the fee.

If the percentage and it will vary among the types of credit cards, it is necessary to set up multiple options. In the example below, "CCFEE" is used for MasterCard and VISA, while "CCAMX" is used for American Express.

OPTION: __ EDIT OPTIONAL ITEMS FILE Page 1/2 # *Opt Short Typ GL Echo Allow INS Pass Rpt as WebRes Pay Send to # *Code Desc Flg Acct Cls Qty Only Thru Rev Visible Royalty Seamless 01 CCFEE MC/VS FEE O 4810 02 CCAMX AMX FEE O 4810 03 04

WARNING: Because of the unique way these options are applied to the rental and how the charge is calculated, a Credit Card Fee option CANNOT be made a part of an inclusive, add-on, or exempt Option Set.

B. EDIT OPTION RATES

Set up the Optional Item in the Optional Rates file. If a percentage option, use calculation method "X". If a flat fee option, use calculation method "F". If this is a percentage based fee DO NOT set up records in the Percent Matrix Table. That is ONLY done for options with calculation method "P" NOT calculation method "X".

OPTION: __ EDIT OPTIONAL RATES Page 1/7 # *Loc *Option Cl Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Cu *Eff Date Mt Rate Rate Rate Rate 01 CCFEE 10-01-15 X 2.50 02 CCAMX 10-01-15 X 3.00 03 04

Auto-Apply must be set to "D" (dependent).

OPTION: __ EDIT OPTIONAL RATES Page 2/5 # *Loc *Option Hourly Tx At Tr TM Mx Pct Cvg Min # *Code *Code *Prv *Prc *Cu *Eff Date Rate Fg Ap On Ds Dy Bas Resp Age 01 CCFEE 10-01-06 D 02 CCAMX 10-01-06 D 03 04

C. EDIT MAIN CONTROL RECORD

Field: Auto Load FOP as Deposit

If your system is configured to use an auth. pad, this field must be set to "A" when using the credit card processing fee.

D. GVT SET UP

Contact Thermeon's Customer Support Dept. to set up this feature. Ask that GVT record CCSTART be set up. The date on which the fee should start being applied is set up here.

E. EDIT CARD DEFINITIONS

Once the GVT record is set up, the field “Charge Fee Code” will be accessible in Edit Card Definitions.

Enter the appropriate Optional Item Code in this field.

EXAMPLES: Type CCFEE (for MasterCard or Visa ) or CCAMX (for American Express).

F. OPTIONAL SET-UP STEPS THAT RESTRICT THE FEATURE

Once the above steps are completed, the credit card fee will be automatically applied to transactions whenever a fee defined credit card is used. The following steps are used to limit the application of this fee.

1. EDIT LOCATIONS

The field "Ask Charge CC Fee" of Edit Locations (page 7) causes a question to be asked if the fee should be applied. The question is:

CHECK CARD ISSUER. CHARGE CCFEE Y/N?

If the rental agent answers "Y", the fee is applied; if they answer "N". it is not. This feature can be used to apply the charge to only those renters who are not local or are from outside your state or country.

2. EDIT CARD DEFINITIONS

An additional field in Edit Card Definitions can be used to define whether the fee will only be applied to credit cards, only debit cards, or to both credit and debit cards. For this logic to work you must sign up for the Credit Card BIN range download from Thermeon Customer Support.

III. HOW IT WORKS

A. RESERVATIONS - DEPOSITS

When a credit card with an associated processing fee is used for a deposit on a reservation:

• If a percentage option, the amount of the processing fee is calculated by multiplying the deposit amount by the fee's percentage. If a flat fee, the fee is applied.
• The fee is automatically added to the reservation.
• The deposit amount is automatically increased by the amount of the fee.

Example 1: A deposit of $100 using a Visa is entered on a reservation.

The credit card processing fee is $2.50, and is automatically added to the Reservation.

The deposit amount is automatically increased to $102.50.

B. RESERVATIONS & RAs - REFUNDS

When a credit card deposit is refunded ( negative deposit) on the reservation or the RA, the credit card processing fee is deducted as well.

C. RA OPEN - DEPOSITS

Deposits are processed in RA Open in a similar manner to those of Reservations.

When a credit card with an associated processing fee is used for a deposit on a RA:

• The amount of the processing fee is calculated by multiplying the deposit amount by the fee's percentage (if a percentage option) or the flat fee is applied.
• The fee is automatically added to the RA.
• The deposit amount is automatically increased by the amount of the fee.

When a deposit has already been taken on a reservation used to open the RA, or the RA was opened earlier and already has a deposit, the credit card fees associated with those deposits will be shown as "Deposit CC Fee" above the subtotal line when displaying an estimate. The fee is not included in the calculation of any subsequent fees (no fee is charged on a previous fee).

D. ESTIMATES - RESERVATIONS AND RA OPEN

The credit card fee calculated on the deposit appears as a charge above the subtotal and is labeled "Deposit CC Fee".

If the deposit is less than the total of the estimated charges, a second credit card fee is applied on the difference between the deposit and the total estimate. It is displayed after the subtotal amount and is labeled "CC Fee on Balance".

If there is no deposit but there is a credit card entered in the FOP field of the Main Window (whether Reservations or RA Open), the fee is added to the estimate and appears below the subtotal line. The fee is added to the subtotal and the grand total is what is charged to the credit card.

User tip: If there is a credit card with an associated fee entered in the FOP field of the Main Window, but the deposit is taken in cash or a credit card for which a fee is not charged, the subtotal amount should be used to determine the amount of the deposit (not the grand total). If the deposit is taken using a credit card with an associated fee, then the amount of the deposit should be the grand total.

It may help to think of the subtotal as the "cash total" and the grand total as the "credit card total".

E. RA CLOSE

When a credit card with an associated processing fee is taken in payment on RA Close, credit card fees are calculated and handled in a similar manner to Reservation and RA Deposits

When a new credit card is used for a payment, the processing fee is added to the contract and the payment amount is recalculated.

When a credit card payment is removed from the RA (prior to saving the record), it's corresponding fee is removed as well.

When a refund is entered (negative payment), the associated credit card fee is refunded as well.

IV WINDCAVE GENERATED CREDIT CARD FEES

A. SET-UP

Set up an Option Code for the Credit card fee in the same way mention above. Set the calcmethod to be "F" (flat fee) and there is no need to define the rate price as that will be supplied by Windcave.

B. CALCULATION LOGIC

Windcave sends the CCFee as a tax inclusive charge. As a result CARS+ must extract the tax before it can save the CCFee. The following illustrates the calculation of a 2% CCFee on a $200.00 deposit taken at a location with a 15% GST tax rate:

Authorization is requested on a$200.00 deposit

Windcave responds with an authorization of $206.00 (Windcave actually sends both the total auth amount $206.00 and the CCFee $6.00 in two separate fields)

CARS+ takes the CCFee amount and divides it by 1.15% (1.tax rate). The resulting CCFee will be $5.28.

The following will be stored in CARS+:

Deposit = $206.00

CCFee = $5.25

GST Tax will be increased by $0.72 (5.28 X .15)

Windcave can be configured to only calculate the CCFee on positive charges against the credit card and NOT on refunds. But if you select to refund CCFees as well, the set up is done in Windcave not CARS+. Contact your Windcave representative to discuss this. If you chose to refund CCFees, CARS+ will make the same calculations as outlined above, but of course the figures will be negative.

C. PROGRAMS INVOLVED

That this time, the following are the programs in CARS+ that can accept a CCFee from Windcave:

• Reservation (the fee is added as an additional optional charge on the res)
• RA Open (the fee is added as an additional optional charge on the RA)
• RA Close (the fee is added as an additional optional charge on the RA)
• Petty cash Entry (the fee is added as an additional optional charge on the RA)
• Receive RA Payments (the fee is added as an additional G/L distribution and added to the petty cash amount)
• Sundry Invoicing (the fee is written as an additional line on the invoice)
• Parking Ticket/Toll Processing (the fee is written as an additional line on the invoice)
• Selected external programs that make use of CASS