Sections:

I. RA NUMBERS ON INSURANCE REPLACEMENT RENTALS

II. STATE FARM - US LICENSEES (December, 2005)

III. CDPID MERGE INCLUDING HLE FIELDS (April, 2007)

IV. NEW INSURANCE DATA IN THE RES FEED FOR US LICENSEES (April, 2009)

V. MANUALLY ENTERING RESERVATIONS

VI. GENERATING "N" CONTRACTS FOR RENTERS WHO PAY FOR THE RA


I. RA NUMBERS ON INSURANCE REPLACEMENT RENTALS

Within the USA, Hertz requires that RA numbers for insurance replacement rentals begin with the leading character "N" and retail rentals begin with the leading character "L". These RA number ranges are defined on the Edit Rental Locations screen (retail RAs on page 1 and insurance replacements on page 3). When saving a new RA, the proper RA# will automatically be assigned based on whether or not there is an insurance voucher on the contract.

When adding an insurance voucher to an existing retail RA, the following question will appear as part of the F1 Saving process

CONVERTING TO SPLIT BILL WILL VOID THIS RA. OK? Y/N

  1. The original retail RA with the leading character of the RA# "L" will be voided.
  2. A new RA will automatically be cloned using the data from the original. The insurance voucher just entered will be added, and a new RA# issued from the "N" range.

In Edit Vouchers, if the only insurance voucher on an insurance RA is deleted, the following question will appear in the F1 saving process:

CONVERT TO RETAIL RA? Y/N

  1. The insurance RA with the leading character of the RA# "N" will be voided.
  2. A new RA will automatically be cloned using the data from the original but without the deleted ins voucher and a new RA# from the "L" range will be issued.

II. STATE FARM - US LICENSEES

Effective December, 2005, Hertz US Licensees are required to centrally bill State Farm insurance replacement rentals through Hertz OKC.

In order to trigger the central billing logic in CARS, the Hertz Credit Card number must be present in the State Farm Customer record. In addition, OKC also wants the proper CDPID number applied to State Farm contracts.

OKC furnishes licensees with a list of State Farm regional offices along with the appropriate Hertz Credit Card number and CDPID numbers that apply to them. To bill a State Farm office that is not on the list, contact your local RSM to get the correct billing information for the State Farm office.

In order for CARS+ to handle these rentals correctly, the following set up steps are necessary:

Customer File Update (CUST) - Customer Maintenance Menu

A customer record must be set up for each State Farm office with which your organization does business.

Page 1, Field 20: CORP ID

Enter the CDPID number for the State Farm Office

Page 1, Fields 30 and 31: FOP CODE and NUMBER

Enter the HCC information


III. CDPID MERGE INCLUDING HLE FIELDS (April, 2007)

Hertz has embarked on a project to change the format of the CDPID data files. This project was in response to US Licensee comments that data was lacking in the former format regarding Rate (Privilege) Codes and rates for HLE Rentals.

This required a change to some file layouts and programs within CARS+. The most apparent changes involve insurance replacement rentals. These changes allow US licensees to do walk-up insurance rentals the "Hertz" way. To that end, some fields were added to the corporate contract records for HLE rates and discounts. They are: 

HLE I Rate	Rate used if  the renter is the "insured"
HLE K Rate	Rate used if  the renter is the "claimant"
HLE Rate Codes 	For Privilege Codes that apply exclusively to HLE rentals 
HLE Disc	For a discount that applies exclusively to HLE rentals
A. Licensee Set up
For those insurance companies that you will do business with on a walk-up rental, you must load the insurance company's HLE CDPID number into field 20 on page 1 of the insurance company's customer record (shortcut: CUST). NOTE: Most insurance companies will have two or more CDPID numbers. Certain CDPID numbers are used when the company's employees rent vehicles for business purposes. Other CDPID numbers are for HLE rentals for the company's insured or claimant parties. Be sure to enter the HLE CDPID number into this field.

User tip: It appears that these CDPID numbers can be found by searching the Corporate Account File (program EDITCD) by prepending “HLE” to the insurance company's name. For example, to find the CDPID number for State Farm, press F6 to search, then press F1 to search by name and enter “HLE STATE FARM” and press enter. (Note that this is Thermeon's casual observation, and we have not had any definitive direction for Hertz on this. If you have any doubts, please contact the Rental Control Unit (RCU) in Oklahoma City.)

B. Insurance Subwindow
1. In the I subwindow, if the insurance company has a CDPID number with HLE rates specified, after entering the Insurance Company code and Claim Number, the system will prompt the question: "Is Renter the Insured or Claimant?" Respond by typing an “I” or a “C”. This question must be answered before the insurance rate is loaded into the transaction.
The insurance rate selected is determined as follows:
If the renter is the insured, the HLE-I plan rate is used.
If the renter is the claimant, the HLE-K plan rate is used.
2. Flat rates
“Flat rates” are those where a rate applies to the rental regardless of its length. If a flat rate is indicated in the reservation, the same rate is placed in the day, week, and month fields. Flat rates may be used by State Farm and Farmers Insurance.

C. Main Window
When the insurance company used in the I Subwindow has a CDPID number with HLE rates specified, the rate product used in the Main Window (field 14a) for rental days past the number of days authorized or the policy dollar maximum is determined as follows:

● If Field 37a in the Customer record (Customer Rate Product) is blank, the HLE corporate rate will be used (same rate that appears in the I Subwindow).
● If Field 37a is not blank, the rate product specified in that field will be used.

Remember that if the daily (weekly, etc.) rate specified in the Main Window is more than the daily (weekly, etc.) rate specified in the I Subwindow, the customer will be required to pay the difference between the two during the time the voucher(s) is/are in effect.

When exiting the I Subwindow, the appropriate rate will be applied to the Main Window, Field 14a, as determined by the hierarchy shown above. Additionally, the rate class (Field 14b) of the Main Window will be filled in or changed to match the voucher class specified in the I Subwindow, field 2b and cannot be overridden. This applies even when a repeat customer has a different class specified in his/her customer profile. If the customer desires a more expensive vehicle, either an upgrade option (via the Shift-F7 pop-up window) or an upsell (via the U Subwindow) should be used.


IV. NEW INSURANCE DATA IN THE RES FEED FOR US LICENSEES (April, 2009)
Hertz is now able to send more data in the reservation information for insurance replacement rentals. As a result, CARS+ has been modified so that an insurance voucher will be automatically created in the I subwindow with the data that is sent.

In order for the new logic to work, the following set up steps are necessary:

Customer File Update (CUST) - Customer Maintenance Menu
A customer record must be set up for each billing office that is recognized by HLE and with which your organization does business.

Page 1, Field 20: Corp ID
Enter the CDPID number for the State Farm Office

Page 1, Fields 30 and 31: FOP CODE and NUMBER
Enter the HCC information

Page 2, Field 2: Customer Type
Should be INS
Remember that new records can be saved with F4 which allows the user to assign the customer number.

If the appropriate CDPID and HHC numbers for billing offices are not known, a file containing that data can be downloaded from the Hertz Partners website.

V. MANUALLY ENTERING RESERVATIONS
When insurance reservations need to be manually entered in CARS+ (such as those received through the EDI-CAR), the insurance company must be set up in CARS+ before entering the reservation. As stated in the section above, this includes entering the CDPID number and the HCC number in the insurance company's customer record.

When entering a reservation:
  • If the HLE rate on the insurance company's CDP record is found, it is used as the default. However, the rates in the I subwindow can be edited if necessary.
  • If the HLE rate on the insurance company's CDP record is not found, any rate code can be entered in the I subwindow.

VI. GENERATING "N" CONTRACTS FOR RENTERS WHO PAY FOR THE RA
In some cases the renter is responsible for paying for the RA and will be reimbursed by their insurance company. In order to generate a "N" rental agreement (insurance replacement logic RA whose number begins with a "N" instead of a "L" ), yet have all charges due from the renter, licensees can, if they wish, do the following:

Create a customer record for an insurance company with the account number 'CPAY'.
Create a rate product 'CPAY' with no rental rates. (The field "Allow zero rate" must be set to "Y"; enter the appropriate vehicle classes on page 3; leave the rate fields blank.)
Create an insurance voucher on the RA using the insurance customer CPAY and the rate CPAY. This will place an insurance voucher on the RA, but it will have no rate attached to it. The RA will be assigned a "N" RA number, and the customer will be responsible for all charges.