Programs let you organize your vehicles into fleets based on source of business and unique use cases. Customize your program based on the following settings:
Assign Driver Agreements
Assign Driver Agreements to Programs.
In Programs Settings, locate General Program Settings
Select the Driver Agreement dropdown
Select the applicable agreement
Select Save
Scroll to the bottom of the page and select Done
Configure Cost Recovery Settings
Cost Recovery Settings is split into 4 sections. Learn about Programs settings and how to configure them below.
Fees
Custom Fees
Taxes
Credit Card Holds
Types of Fees
Daily Rate
A Daily Rate is a fee charged to customers daily for vehicle use. When enabled, the fee applies to all vehicles within the Program. See: Credit Card Holds to learn how to authorize a hold in the amount of a Daily Rate.
How are days calculated for Daily Rate?
The actual length of contract dictates the number of days charged to customers.
Contract length is based on Actual Pickup and Actual Drop Off dates, which can be found in the Contract Details for each contract.
A single Daily Rate is applied to the customer’s balance upon contract start. 24.5 hours after contract- start, an additional Daily Rate is incurred, and so on. Dealerware does not prorate or charge partial days.
Example:
Contract Length: 1 Hour = 1 Daily Rate charge
Contract Length: 24 Hours = 1 Daily Rate charge
Contract Length 25 Hours= 2 Daily Rate charges
Contract Length 48 hours = 2 Daily Rate charges
When are Daily Rates charged?
Daily Rates are charged once a contract is finished using Dealerware Web or Mobile.
If you have enabled a Daily Rate, it’s best practice to highlight such in your location’s Agreement Terms.
Fuel Used
This fee allows you to recover fuel costs. The dollar amount entered is per gallon, therefore charges will vary based on the starting and ending fuel amounts.
Fuel Charge Allowance
This setting allows you to set a fuel allowance, to prevent customers from incurring fuel charges if the total fuel used is less than the configured amount.
Fuel Convenience Fee
This flat fee is applied to the customer’s invoice if the fuel level reported at contract finish is less than it was at contract start.
If Fuel Charge Allowance is enabled, the Fuel Convenience Fee will only apply if the fuel charge exceeds the allowance.
Example A: No Fuel Charge Allowance Applied
Your dealership has enabled a Fuel Used fee of $3 per gallon and a Fuel Convenience Fee of $5
A vehicle is provided to the customer with a full tank of fuel & is returned with 4 gallons less.
The charges are calculated as follows: Fuel Charge: $3 x Fuel Used: 4 Gallons = $12 + Fuel Convenience Fee: $5 = Total Charge: $17
A $17 balance will be applied to the customer’s invoice at contract finish
Example B: Fuel Charge Allowance Applied
Your dealership has enabled a Fuel Used fee of $3 per gallon, a Fuel Convenience Fee of $5, and a Fuel Charge Allowance of $10
A vehicle is provided to the customer with a full tank of fuel and is returned with 1 gallon less.
The charges are calculated as follows: Fuel Charge: $3 x Fuel Used: 1 Gallon = $3 + Fuel Convenience Fee: $5 = Total Charge: $8
A balance will not be applied to the customer’s invoice at contract finish because the total charges were less than the $10 Fuel Charge Allowance
Charge for Excess Mileage
This setting lets you set an average daily mileage allowance and configure the amount to charge per mile when the limit is exceeded. Customers will be invoiced overage charges at contract finish.
How is Charge for Mileage calculated?
Customers will be allotted a set number of miles based on the Daily Mileage Allowance and the total number of contract days.
Total Allotted Mileage = Contract Days x Daily Mileage Allowance
Example:
2 contract days x 150 miles/day allowance = 300 miles total
If the customer exceeds 300 miles during their 2-day contract, they will be charged per mile for the excess mileage.
Total Excess Mileage Charge = Excess mileage x Excess Mileage Rate
Example:
10 miles x 0.25 cents/ mile = $2.50: Excess Mileage Charge
Days under contract is based on the "Actual Pickup" and "Actual Dropoff" that can be found in Contract Details.
Configuring Fees
In Programs Settings, locate Cost Recovery Settings > Fees
Ensure Collect Customer Credit Card Information is toggled on
Input a dollar amount into the Amount field of the fees you wish to enable
Select the Taxable checkbox to collect taxes (optional)
Select Save
Scroll to the bottom of the page and select Done
Types of Custom Fees
Facility Fee
Rental Fee
Road Safety Fee
Transportation Fee
Trip Fee
Recovery Fee
Configuring Custom Fees
In Programs Settings, locate Cost Recovery Settings > Custom Fees
Select Add Fee
Select the Fee Type dropdown to choose the fee type
Select the Frequency dropdown to choose the frequency
Select Add
Select Save
Scroll to the bottom of the page and select Done
Types of Taxes
Sales
State
City
County
Rental
Event
Venue
Luxury
Tourism
Configuring Taxes
In Programs Settings, select the Taxable check box next to any fee
Select Save
Scroll to the Taxes section
Input the Sales Tax or select Add Tax to apply a new tax type
Choose the tax type from the dropdown
Input the tax rate
Select Add
Select Save
Scroll to the bottom of the page and select Done
*Consult with your dealership's Controller or finance contact to determine taxability and state requirements.
Credit Card Holds
Credit card holds validate available funds on a customer's credit card at contract start, but do not apply to the overall contract balance. The hold amount is based on the following hold types:
Estimated Charge: Contract Days x Daily Rate + Additional Charges
Security Deposit: Flat rate based on the configured amount
Though the duration of a credit card hold is generally 30 days, hold times may vary based on the card issuer. Once the hold expires, the held funds will be released to the customer's credit card.
Configuring Credit Card Holds
In Programs Settings, locate Cost Recovery Settings > Credit Card Hold
Select the hold type that best applies
If you selected Security Deposit, input the amount
Select Save
Scroll to the bottom of the page and select Done
Configure Additional Settings
Types of Additional Settings
View Vehicle Positions During Contracts: Allows users to view the location of a vehicle while assigned to a contract.
Driver Minimum Age: Ensures a driver must meet a minimum age requirement in order to be assigned a vehicle.
Dealer Code: Ensures a dealer-specific code is applied to Driver Agreements.
Configuring Additional Settings
In Programs Settings, locate Cost Recovery Settings > Additional Settings
Toggle on any setting that applies
Select Save
Scroll to the bottom of the page and select Done
Change the name of a Program
Learn how to change the name of a Program using Dealerware Web below.
Select Settings > Programs from the main navigation
Select the pencil icon next to the applicable Programs
In General Programs Settings, input the preferred Program name (names must be unique and cannot be repeated)
Select Save
Scroll to the bottom of the page and select Done
The Program name is not visible to customers and should be used as a reference for Dealerware users. Program names will be indicated on the Vehicles in Dealerware Web, and during vehicle Selection in Dealerware Mobile.
* If a Daily Rate is configured, it's best practice to include the dollar amount of the Daily Rate in the name of the Program, to signal to Dealerware users that assigning a vehicle within the Program to a contract will result in the customer incurring a Daily Rate. Example: “Premium: $20/day.”