In October, 2002 the US Government issued a directive to car rental companies telling that they may charge an extra $5.00 per day surcharge for all rentals of US Government employees traveling on government business. The surcharge was named "US Government Administrative Rental Surcharge", or "GARS".
This chapter lists the set up steps needed in order to have GARS add on to appropriate contracts. Also included is a section on counter agent instructions for adding GARS to reservations and RAs.
II. SET UP
A. EDIT OPTIONAL ITEMS
Set up an Optional Item under the code GARS. An example is shown below:
| OPTION: __ EDIT OPTIONAL ITEMS FILE Page 1/6 # *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 GARS GARS______ O 4100 N N E Y 02 |
B. EDIT OPTION RATES
Set up the Option Rate for GARS. An example is shown below:
| OPTION: __ Edit Option Rates Page 1/7 # *Loc *Option Cl Primary Weekly Monthly Xday # *Code *Code *Prv *Prc *Cu *Eff Date Mt Rate Rate Rate Rate 01 TUS GARS GS 01-01-04 D 5.000_____ 02 |
| OPTION: __ Edit Option Rates Page 2/3 # *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 TUS GARS GS 01-01-04 Y N Y 02 |
NOTE: The "TM Ds" column MUST be flagged with "Y". That column flags an option as being subject to the same discount that is applied to Time and Mileage. This is part of the inherent logic for GARS.
C. EDIT PRIVILEGE CODES
Set up a Privilege Code for GARS. Note that the Option Code used for GARS must be entered in Field 18. An example is shown below:
| OPTION: __ EDIT PRIVILEGED RATE CODES 1 Location 2 RT Code GS 3 Description GARS 4 Apply to all rates? Y CORPORATE SURCHARGE 5 Minimum Age 21 Start Day (1=Sun, 7=Sat) 6 Block FreqFlier 22 Start Time 7 Override APTAX/CNFEE Exempt 23 End Day 8 Pricing Code 24 End Time 9 NVL Disc 25 Length 10 NVL Dly Disc 26 Daily amt 11 Override AGEXX Charge 27 Weekly amt 12 Drop Exempt 28 Monthly amt 13 Fuel Card 14 Exempt APTAX 29 Exempt Option 15 Exempt VLF 30 Prompt MRA 16 Drop Schedule 17 Deposit Exempt 18 Auto-apply Opt GARS 19 NC LDW/Resp 0000 20 Note |
D. EDIT CORPORATE ACCOUNT RECORD
Set up a corporate ID number representing a government agency. When the corporate ID is placed on a Reservation or RA, it will cause GARS to be added automatically. An example is shown below:
| OPTION: __ EDIT CDPID CONTRACTS 1 Company Name US GOV 2 CDPID # 1234567890 3 Contract No. 987 4 Salesman Code 5 Hide Rates 6 Vendor No. 7 Bill-To 8 Market Segment 9 Market Profile 10 Sales Project 11 Start Date 12 Expire Date 13 Webres CC Exempt Modified Date |
E. EDIT CORPORATE CONTRACTS
Set up the corporate contract record for the agency. If a special rate is used on government rentals, enter the Rate Code in field 2. When the corporate ID is entered on a Reservation or RA, it will cause that rate to be called to the transaction. (Hertz users receiving the monthly CDP files can skip this step.) An example is shown below:
| OPTION: __ EDIT CORPORATE CONT 1 Contract No. 987 2 Rate Plan GOVT1 3 Alternate Plan GOVT2 4 Rate Codes GS 5 Daily Disc Pct 6 Wkly Disc Pct 7 RA Disc Amt |
F. EDIT CUSTOMER TYPES
A field in this file controls whether or not a corporate ID is saved on a renter's customer record. By flagging that the renter's customer type save the corporate ID, it will load automatically with the rest of the customer information on a subsequent rental.
G. EDIT MISCELL
A field here controls whether or not corporate ID logic is used within CARS+. Turn on the use of the corporate ID logic by going to: Page 2, Field #25; Use Corp ID Data? This field must be set to "Y".
|
25. USE CORP ID DATA |
Indicate whether or not Field 8c in the main window of Reservations and Field 9c of RA Open should be used for a corporate ID number. Y = Yes, the only use of this field is for a corporate ID number defined in the Corporate Account File. N = No, the field is treated as "free-form" and will accept any data entered. EXAMPLE: Type Y (RET) |
III. COUNTER AGENT INSTRUCTIONS
The following notes refer to how GARS is added to a transaction by CARS+.
GARS is added to reservation or RA through the corporate ID number field in the Main Window. This is Field 8c on the Reservations screen and Field 9c on the RA Open screen. A corporate ID can be added at the time of reservation or at the time of RA Open. In addition, your system should be configured to save the corporate ID number as part of the customer's profile so that it will load automatically when the customer rents later on. (See Item II.F above.)
A. RESERVATION SCREEN; Field 8c:
| OPTION: ______________ RESERVATIONS 1 Name(L/F/T) */*/* 11 Conf# * 2 P-U Date/Dy/Time/L */*/*/FAR01 12 PO# * 3 Ret Date/Dy/Time/L */*/*/FAR01 13 Disc Pct/Amt */* 4 Airline/Flight/Pax */*/* 14 Cus#/OID#/CT */*/RES 5 VhCls/Rate/RtCls */*/* 15 Cont * 6 FOP/#/Exp/LOA */*/*/* 16 Empl/Drw ANNE/1 7 Home/Work Phone */* A-Rates E-DB/Cust 8 Src/Ty/ID */R/*/* C-Deposit N-Notes 9 Notes/Options */* D-Misc O-Other 10 Email * F1=SAVE RES DATA F3=ERASE WINDOW F4=SAVE WITH CLONE F6=SEARCH FILES ESC=EXIT |
B. RA OPEN SCREEN, Field 9C:
| OPTION: ______________ RA OPEN 1 Name(L/F/T) */*/* 11 Ret Dt/Tm */* 2 Address * 12 Ret Loc/Drop FAR01/* 3 C/S/Z */*/* 13 Veh/Cl/Rt/Cl */*/*/* 4 Ph/DOB/Gen */*/* 14 Odm/Fuel/Ppd */*/N 5 Locl Cnt * 15 Cell Phone * 6 Li/St/Ex/Ver */*/*/* 16 Empl/Drw ANNE/1 7 FOP/#/Ex/LOA */*/*/*/* A-Rates G-Dts/Misc 8 Ath#/Amt */* B-DB/Cust H-RA Close 9 Sr/Ty/ID */R/*/* C-Deposit N-Notes 10 Notes * D-Options O-Other Windows F1=SAVE F2=SWIPE F3=ERASE F6=SEARCH F8=ESTIMATE F11=REQ-AUTH F12=CHK-AUTH |
In the appropriate field, after the second slash, enter the corporate ID number and press (RET). The company or agency name will display following the third slash.
It is this process of adding a corporate ID # that places GARS on the reservation or RA. The corporate ID number points to a corporate contract. The contract is examined for privilege codes. The privilege code "GS" is found and it references the option GARS. Therefore, GARS is added to the transaction, and the user is notified by the following message:
GARS OPTION CHARGE APPLIED
C. LOCATING THE GARS CHARGE ON THE SCREEN:
The charge for GARS is shown as follows:
D. REMOVING GARS FROM A RA:
It may be removed from any of the above programs. In order to remove it, the user's record in the User Access File must be set to allow deletion of mandatory options. Once GARS has been removed from a RA, it may be added back through the RA Open screen by removing the CDPID number in Field 9c and then re-entering it.
E. PRINTING GARS ON THE RA:
Your RA print program may need to be enhanced to have GARS listed as a line item. Contact Thermeon's Customer Support Dept. for more information.
NOTES FOR HERTZ USERS:
Hertz users of CARS+ should skip steps II.D and II.E above. GARS is CDPID driven, and the CDP file and the contract file are updated monthly when the CDP data is downloaded from Hertz corporate.