Overview - Viewing Rental Agreements on hertz.com

NOTE:
This chapter applies only to locations in the Americas that are using the EDRB file format.

Background:
Hertz clients now have the ability to view their rental agreements on the hertz.com website. This ability is being used for a number of purposes, such as:

Situations where a (final) closed copy of the rental agreement cannot be provided when the vehicle is returned. This can include:

Night drops
Vehicle is picked up in the field (not at a rental location)
One-way rentals where the charges need to be reviewed by the opening location

When a 3rd party needs to see a copy of the rental agreement. This can include:

Direct Bill party
Insurance Companies

Unless certain data setup steps are taken, when viewing rental agreements on the Hertz website, all charges on the rental will be itemized, however many of the optional charges will be listed as “Other Addl Charges” instead of having a description specific to the charge. This especially is a problem for those operations doing Insurance Replacement rentals and who are referring the insurance companies to the website to retrieve their copy of the rental record.

The Hertz EDRB file format has specifically-named fields for 10 charge items only. They are:

Time
Mileage
LDW
PAI
Tax (or PST)
GST
Drop
Fuel
Discount
Customer Service Adjustment

All other charges on a rental are placed in an array of fields labeled “other charges”. For each charge placed in this array, the corresponding G/L account number is also included. It is the G/L account number that Hertz uses to identify what the charge was for. Accordingly, this works only when the “official” Hertz G/L account numbers are used. If Hertz does not recognize the account number sent with a charge, then it will appear on the website as “Other Addl Charges”.

Solution:
A new field has been added to the Edit Optional Items file. This field is found on page 3 of the display and is labeled "Alt. GL Acct". Placing the "official" Hertz G/L account number in this field will cause this account number to be sent along with the charge amount in the EDRB file. If this field is left blank, then the "local" account number specified on page 1 of this file will be sent.

It is not necessary to provide an "official" Hertz G/L number for the 10 items listed above. Because there is a specific field in the EDRB record for these charges, they are unambiguous. For any charge other than those listed above, a Hertz G/L account number should be provided. Please refer to the Hertz G/L account list below. Find the description on this list which most closely matches the purpose of the charge. It will be this description that appears next to the charge on the Hertz website. The same account number may be used for more than one option item.

Additional Information:
Please note that in the currently-used EDRB file format, the array of “other charges” fields mentioned above holds a maximum of 5 “additional charges” (charges which don’t fit into one of the specifically named slots noted above). For many operations, especially those in Canada, there are routinely more than 5 additional charges on a rental. When there are more than 5 additional charges, the 5th slot in the array will be the sum of the 5th and any other charges in excess of 5. The G/L account associated with this lump sum will be the account belonging to the 5th charge. Obviously, this can be misleading. There is a newer EDRB file format (currently in use outside of North America) which expands this array from 5 to 10 additional charges. Hertz has indicated that it intends to transition the American locations to this new format, but have not given any timeline for doing so. However, even with the new file format, it will be necessary to use the correct “official” Hertz G/L account number with each charge item on the RA in order for the RA to appear correctly on hertz.com.

Hertz G/L Account List
(List current as of November 2009)

ACCOUNT  EFFECT     EXPIRE      ACCT  SUB    G/L             
CODE     DATE       DATE        NBR   ACCT   DESC           
1110     01/01/2003 12/12/2075  1110  00000  UNPAID CHEQUES           
1128     01/01/2003 12/12/2075  1128  00000  CREDIT CARD REJECTION     
1131     01/02/2001 12/31/2075  1131  00000  BILLED TO COMPANY         
1137     01/02/2001 12/31/2075  1137  00000  VOUCHER                   
1150     06/12/2003 12/31/2075  1150  00000  LICENSEE RECV RIH/LIT     
1221     03/04/2002 12/31/2075  1221  00000  MEXICO SWAP               
2017     08/01/2003 12/31/2075  2017  00000  CHARGEBACK FEE           
2023     01/01/2003 12/12/2075  2023  00000  VAT                       
2043     06/24/2007 12/31/2075  2043  00000  PC REFUND AMT DUE CUST   
2044     01/01/2009 12/31/2020  2044  00000  US PREPAID               
2045     06/03/2022 12/12/2075  2045  00000  PREPAID LIABILITY         
2048     10/07/2003 12/01/2075  2048  00000  AFFORDABLE PREPAID VOUCH 
2108     01/02/2001 12/31/2075  2108  00000  AIRPORT FACILITIES FEE   
2128     03/19/2007 12/31/2075  2128  00000  TOURISM FEE               
2145     10/01/2003 12/31/2075  2145  00000  PAI                       
2169     09/13/2005 12/31/2075  2169  00000  LIS                       
2194     01/02/2001 12/31/2075  2194  00000  FREQUENT FLYER FEE       
2202     01/02/2001 12/31/2075  2202  00000  LOCAL TAXES               
2208     01/02/2001 12/31/2075  2208  00000  PROPERTY TAXES           
2210     10/01/2003 12/31/2075  2210  00000  TAX                       
2215     08/01/2006 12/31/2075  2215  00000  ROAD TAX AND SECURITY FE 
2217     01/02/2001 12/31/2075  2217  00000  VEHICLE LEASE TAX         
2218     01/02/2001 12/31/2075  2218  00000  TFFC OR PVRT             
2701     08/23/2005 12/12/2075  2701  00000  HERTZ INTERNATIONAL LIMI 
2732     01/01/2001 12/12/2075  2732  00000  INVOICE CORRECTION       
3100     08/11/2004 12/31/2075  3100  00000  REVENUE DISCOUNT         
3103     12/29/2006 12/31/2075  3103  00000  AGE DIFFERENTIAL CHARGE   
3104     01/01/2001 12/31/2075  3104  00000  ADDITIONAL DRIVER         
3105     01/02/2001 12/31/2075  3105  00000  MISC ADJUSTMENT           
3106     02/19/2009 12/31/2075  3106  00000  MISC ADJ (CANCEL FEE,RAT 
3107     04/12/2002 12/31/2075  3107  00000  VOUCHER ADJUSTMENT       
3108     06/09/2007 12/31/2075  3108  00000  LOCAL PROMOTIONS         
3109     07/01/2006 12/31/2075  3109  00000  RATE ADJUSTMENTS         
3110     01/02/2001 12/31/2075  3110  00000  VEHICLE UPGRADE           
3112     07/28/2006 12/31/2075  3112  00000  FREE AND INCLUDED PAI &   
3124     04/20/2005 12/31/2075  3124  00000  CUSTOMER CURBSIDE RETURN 
3130     09/13/2005 12/31/2075  3130  00000  DROP CHARGE               
3132     01/02/2001 12/31/2075  3132  00000  CHILD SAFETY SEAT         
3133     02/01/2005 12/12/2075  3133  00000  GOLD MEMBERSHIP AMORTIZA 
3134     08/30/2005 12/31/2075  3134  00000  GUARANTEED SPECIAL EQUIP 
3135     01/02/2001 12/31/2075  3135  00000  GUARANTEED RESERVATION   
3137     01/02/2001 12/31/2075  3137  00000  NEVER LOST               
3138     01/01/2007 01/01/2010  3138  00000  MULTIMEDIA DEVICE         
3139     03/18/2003 12/31/2075  3139  00000  SATELLITE RADIO           
3140     01/01/2003 12/12/2075  3140  00000  LDW/CDW                   
3141     01/01/2003 12/12/2075  3141  00000  THEFT PROTECTION         
3142     01/02/2001 12/31/2075  3142  00000  PARTIAL DAMAGE WAIVER     
3143     01/01/2003 12/12/2075  3143  00000  SUPER CDW                 
3144     04/20/2005 12/31/2075  3144  00000  MEXICAN ENTRY SURCHARGE   
3148     12/29/2006 12/31/2075  3148  00000  DELIVERY SERVICE CHARGE   
3149     07/01/2006 12/31/2075  3149  00000  VEHICLE DELIVERY CHARGE   
3152     07/22/2005 12/31/2075  3152  00000  CONSUMABLES REVENUE       
3153     05/13/2008 12/31/2075  3153  00000  CLEANING SERVICE         
3155     08/01/2006 12/31/2075  3155  00000  VEHICLE COLLECTION CHARG 
3156     08/30/2005 12/31/2075  3156  00000  NEVERLOST REPLACEMENT     
3167     04/20/2005 12/31/2075  3167  00000  LICENSEES GCC/BILLING IN 
3171     06/26/2006 12/12/2075  3171  00000  THEFT PROTECTION         
3178     01/01/2007 01/01/2010  3178  00000  MULTIMEDIA DEVICE RENTAL 
3186     06/15/2006 12/31/2075  3186  00000  OUT OF HOURS CHARGE       
3195     04/28/2006 12/12/2075  3195  00000  WINTER EQUIPMENT         
3711     04/19/2005 12/31/2075  3711  00000  LICENSE & TAX REIMBURSEM 
3712     04/20/2005 12/31/2075  3712  00000  REFUELING SERVICE         
3714     06/10/2006 12/31/2075  3714  00000  VEHICLE REG FEE REIMBURS 
3715     07/21/2007 12/31/2075  3715  00000  TOLL FEES                 
3720     07/20/2008 12/31/2075  3720  00000  REFUEL SERVICE FEE       
3721     09/13/2005 12/31/2075  3721  00000  REFUELING SERVICE         
3722     11/19/2006 12/31/2075  3722  00000  DIESEL ENGINE SURCHARGE   
3725     06/16/2008 12/31/2075  3725  00000  DAMAGE PROCESSING ADMIN   
3733     04/20/2005 12/31/2075  3733  00000  AIR CONDITION RECOVERY F 
3736     07/28/2006 12/31/2075  3736  00000  SERV VEH CONCESSION PASS 
3747     04/20/2005 12/31/2075  3747  00000  PARKING REVENUE           
3750     03/23/2007 12/31/2075  3750  00000  OPERATION & MAINT RECOVE 
3752     04/19/2005 12/31/2075  3752  00000  CONCESSION PASS THRU FEE 
3753     07/01/2006 12/31/2075  3753  00000  ACCESS PASS THRU FEES     
3754     04/20/2005 12/31/2075  3754  00000  PARKING TICKET ADMIN FEE 
3755     10/08/2008 12/31/2075  3755  00000  ENERGY SURCHARGE         
3756     10/03/2009 12/31/2075  3756  00000  PREMIUM ROADSIDE SERVICE 
3775     06/16/2005 12/31/2075  3775  00000  CHARGE FOR INCORRECT REF 
4246     01/02/2001 12/31/2075  4246  00000  YOUNG DRIVER SURCHARGE   
4520     03/25/2008 12/31/2075  4520  00000  TIRE EXPENSE             
4526     07/01/2006 12/31/2075  4526  00000  REPLACEMENT KEYS         
4535     09/14/2004 12/31/2075  4535  00000  ANTIFREEZE               
4540     07/13/2007 12/31/2075  4540  00000  OUTSIDE REPAIRS           
4550     09/13/2005 12/31/2075  4550  00000  TOWING                   
4664     07/01/2006 12/31/2075  4664  00000  DAMAGE RECOVERY EXPENSE   
4683     09/24/2008 12/31/2075  4683  00000  DAMAGE REPAIR             
4693     06/10/2006 12/31/2075  4693  00000  NON-WAIVE EXCESS - RAC C 
4737     07/13/2006 12/31/2075  4737  00000  DAMAGE REPAIR NEVERLOST   
4762     09/14/2004 12/31/2075  4762  00000  REPLACEMENT KEY           
4810     07/28/2006 12/31/2075  4810  00000  GASOLINE ISSUES           
4820     01/02/2001 12/31/2075  4820  00000  REFUELING                 
4822     06/10/2006 12/31/2075  4822  00000  CHANGEOVER PETROL         
5951     12/04/2003 12/31/2075  5951  00000  TRANSPORTER FEE           
5953     12/04/2003 12/31/2075  5953  00000  TRANSPORTER FEE           
5955     12/04/2003 12/04/2075  5955  00000  TRANSPORTER FEE           
5965     08/01/2006 12/31/2075  5965  00000  DELIVERY AND COLLECTION   
6101     07/28/2006 12/31/2075  6101  00000  AIRPORT CONCESSION FEES   
6102     07/01/2006 12/31/2075  6102  00000  HOTEL & OTHER CONCESSION 
6136     07/01/2006 12/31/2075  6136  00000  SERVICE CAR EXPENSE       
6230     04/28/2004 12/31/2075  6230  00000  BUSINESS DEVELOPMENT FEE 
6274     04/20/2005 12/31/2075  6274  00000  ASSOCIATION COMMISSION   
6405     07/01/2006 12/31/2075  6405  00000  CUSTOMER CURBSIDE RETURN 
6416     09/14/2004 12/31/2075  6416  00000  EMERGENCY ROAD SERVICE   
6417     09/13/2005 12/31/2075  6417  00000  TAXI                     
6418     07/01/2006 12/31/2075  6418  00000  CUSTOMER RELATIONS EXPEN 
6429     07/01/2006 12/31/2075  6429  00000  CUSTOMER SATIFACTION ADJ 
6443     06/12/2003 12/31/2075  6443  00000  CURRENCY EXCHANGE GAIN/L 
6447     07/28/2006 12/31/2075  6447  00000  GIFT CERT/COMP CAR RENTA 
6448     07/01/2006 12/31/2075  6448  00000  GIFT CERT/REVENUE ADJUST 
6450     09/13/2005 12/31/2075  6450  00000  IMPOUND/STORAGE           
6455     12/29/2006 12/31/2075  6455  00000  PARKING TICKET EXPENSE   
6642     04/01/2007 12/31/2075  6642  00000  OUTSIDE WASHING           
6643     06/10/2006 12/31/2075  6643  00000  WASHING SUPPLIES         
6657     03/06/2009 12/31/2075  6657  00000  INTERIOR CLEANING         
6673     04/01/2003 12/30/2010  6673  00000  VEHICLE DAMAGE           
7160     02/24/2009 12/31/2075  7160  00000  DEMAND LETTER MAILING FE 
7406     06/20/2005 12/12/2075  7406  00000  EURO SWAP COMMISSION EXP 
7647     09/22/2003 12/31/2075  7647  00000  CUSTOMER SATISFACTION EX 
9998     01/02/2001 12/31/2075  9998  00000  OTHER ADDL CHARGES       
9999     01/02/2001 12/31/2075  9999  00000  OTHER MISC CHARGES