Brevard Public Schools Guide to CAR RENTALS. Updated April 2019

Transcription

1 Brevard Public Schools Guide to CAR RENTALS Updated April

2 Table of Contents Objectives 3 The Rental Process Start to Finish 4 IN ADVANCE: Get Your Billing Number(s) 5 STEP 1: Prepare a Requisition 6-8 STEP 2: Complete the Rental Car 9-13 Request Form STEP 3: Reserve Your Car Online STEP 4: Cancelling Your Reservation Truck Rentals Receiving and Paying Invoices 37 Monthly Statements 38 Additional Information 39 Brevard County FAQs Brevard County Enterprise Locations TollPass Guide Vehicle Information (Makes/Models by Class) Questions? 40 2

3 Objectives guide you step by step through the online reservation process and the payment process This presentation will guide you through renting vehicles through the truck division, which cannot be done online. direct you to additional help and resources 3

4 The Rental Process Start to Finish Get Your Billing Numbers Prepare a Requisition Complete the Rental Car Request Form Reserve Your Car Online (or through the truck division) Cancel Reservation (if needed) Pay the Invoice The next slides will explain each step of the process in detail. 4

5 IN ADVANCE: Get Your Billing Number(s) Before making your first reservation, contact Mickey Mitchell for your site s billing number(s). mitchell.mychel@brevardschools.org Phone: extension 662 Schools will receive two billing numbers: one for their BRE link and one for their INT link. The same billing number will be used for each BRE or INT reservation and it is unique to your school. Please keep the BRE and INT numbers in a secure location for future reservations. Do not share the billing numbers with others (your backup is an exception). Departments will receive one billing number. The same billing number will be used for each reservation. Please keep the number in a secure location for future reservations. Do not share the billing number with others (your backup is an exception). Inactive* accounts will NOT go through the proper billing process and the driver may not be able to pick up the vehicle (refer to slide 27). *An account becomes inactive if not used for 13 months. *If you believe your account may be inactive, contact Mickey at ext

6 STEP 1: Prepare a Requisition You must have a PO number BEFORE you can make your reservation. Create a separate requisition for each vehicle rented. Create the requisition with vendor number V Include in the requisition contract #SC 16-SC-017-CW; approved 10/13/15; expires 09/29/20 Blanket purchase orders will not be created for this vendor. Please provide ample time for the requisition to be approved and rolled to a PO. Don t delay! Demand for rental cars fluctuates, and often spikes around weekends and holidays. Make your reservation as early as possible to ensure a car will be available for you. 6

7 STEP 1: Prepare a Requisition (cont d) Use the State contracted rates as shown in this chart: Class (ACRISS CODE) In-State Daily Rate Out-of-State Compact (CCAR) $25.55* $31.50* Intermediate (ICAR) $27.25* $34.00* Fullsize (FCAR) $29.50* $38.25* Minivan (MVAR) $35.00* $44.50* SEE SLIDES FOR RATES ASSOCIATED WITH LARGE TRUCK RENTALS These are the most common vehicle classes rented; other vehicle classes have different rates. *ADDITIONAL FEES WHEN USING AN AIRPORT AS THE PICKUP LOCATION: Add an extra line to the requisition for an additional 10% of the rental amount to cover the airport fee, which includes tire and vehicle licensing fees of $0.02 and $0.69, respectively. Orlando MCO has additional fees. See next slide. Out-of-state airports may include additional charges. See next slide. Out-of-state airports are not tax exempt. There are no airport fees if the airport is used as the return location only. There are no additional fees when returning a vehicle to a different location 7

8 STEP 1: Prepare a Requisition (cont d) *ADDITIONAL FEES WHEN USING SPECIFIC AIRPORTS AS THE PICKUP LOCATION: Adding these fees to your requisition will save time later for the work of getting additional approvals because the invoice is higher than the PO. Melbourne Add and additional 10 percent to the In-State daily rate. Orlando MCO Add an additional $2.50 to the In-State daily rate (up to 5 days). Chicago Add an additional $10.00 to the Out-of-State daily rate. NY/NJ/CT Metro Area; Westchester, Islip, Stamford, Jersey City Add an additional $18.00 to the Out-of-State daily rate. Manhattan Add an additional $25.00 to the Out-of-State daily rate. Other Airports You can contact us and we can find out if there are fees at other airports *THERE IS A 30 MINUTE GRACE PERIOD TO RETURN THE VEHICLE: After that there is an hourly charge until it reaches the daily rate. *IF USING A KEY DROP OFF BOX TO RETURN A VEHICLE WHEN A LOCATION IS CLOSED: The rental is not closed until the location reopens; add an extra day of charges. SEE SLIDE 36 FOR ADDT L INSURANCE FEES ASSOCIATED WITH LARGE TRUCK RENTALS 8

9 STEP 2: Complete the Rental Car Request Form The Rental Car Request Form* documents the details of the rental and is signed by the Principal/ Director/Cabinet Member and the driver to indicate his/her understanding of the rules. The approver cannot be the same person as the driver. You must submit the completed, signed form to Accounting Services before making your reservation. Accounting Services will match any incoming reservations from Enterprise to approved forms on file. If no form is on file, your reservation may be cancelled. Only district employees can be listed as drivers of rental vehicles. Volunteers are not covered as an employee, agent, or officer of the district. *The Rental Car Request Form is on the Accounting Services website. 9

10 STEP 2: Complete the Rental Car Request Form (cont d) Obtain the Rental Car Request Form* Fill in the details about the rental Get it signed by the Driver and the Principal/Director/Cabinet Member *The Rental Car Request Form is on the Accounting Services website. 10

11 STEP 2: Complete the Rental Car Request Form (cont d) Scan the signed form and name the file using this format: YYYYMMDD_LASTNAME_BRE (or INT) (1) (2) (3) (1) Year/Month/Day the vehicle is scheduled for pickup (2) Last Name of the Driver (3) A District (BRE) or Internal Accounts (INT) string will be charged the scanned form to accounts.payable@brevardschools.org. Keep the original at the site. Provide a copy to the driver after they ve signed it. 11

12 STEP 2: Complete the Rental Car Request Form (cont d) IMPORTANT POINTS TO REMEMBER: Complete one form for each vehicle you are renting. If there is more than one driver, complete a form for each driver. Remember, volunteers cannot be drivers; district employees only. All rentals must be compact class unless justification for a larger vehicle is documented on the Rental Car Request Form. Board Policy prohibits renting passenger vans with seating capacity greater than ten (10) persons. Enterprise s largest van holds a maximum of seven (7) people. Do not add any insurance, accessories, or other extra items. Insurance coverage is already included in the daily rate, and additional items will not be paid or reimbursed by the District. Exception is insurance for large truck rentals (see slide 36). Tolls Within the State of Florida, driver should use their SunPass device or pay cash for tolls. If you drive through without paying, the driver will personally receive a bill, including a convenience charge. The driver s bill will have a separate remittance address from the rental car bill that the district receives. Driver must retain and submit receipts from toll payments or invoice payment to be reimbursed. Outside of Florida, driver must pay cash for tolls and retain and submit receipts to be reimbursed. 12

13 STEP 2: Complete the Rental Car Request Form (cont d) You DO NOT have to wait for approval of your form from Accounting before making your reservation. Once the form is submitted, move forward with your online reservation. Note the hours of operation for the Enterprise location where you will be picking up and dropping off the vehicle. Using a key drop off box to return a vehicle after hours will result in an extra day of charges. It is the Driver s responsibility to: IMPORTANT POINTS TO REMEMBER: NOT upgrade the vehicle or add on any insurance, accessories, or other extra items when picking up the vehicle. This includes toll devices. Note the condition of the vehicle upon pickup and return. Refuel the vehicle PRIOR TO return (retain your receipts for reimbursement). The District will not pay or reimburse a refueling charge imposed by Enterprise/National. Report to an Alamo or National desk (or kiosk if at an airport) if the Enterprise desk is closed. 13

14 STEP 3: Reserve Your Car Online Go to the BPS Enterprise Rental page at: The page looks like this: The link will be ed to you (typing it directly does not work). Save the link as a Favorite for future use. Inactive accounts will NOT go through the proper billing process and the driver may not be able to pick up the vehicle (refer to slide 27). 14

15 STEP 3: Reserve Your Car Online (cont d) Notice that each school has a BRE link AND an INT link Notice that there is only ONE link for Departments 15

16 STEP 3: Reserve Your Car Online (cont d) Schools use the BRE link to pay for a rental with District funds. Schools use the INT link to pay for a rental with Internal Account funds. Departments always use the DISTRICTWIDE DEPARTMENTS link. Site Coordinators use the DISTRICTWIDE DEPARTMENTS link. Do not use school links. 16

17 STEP 3: Reserve Your Car Online (cont d) See slides for large truck rentals not available online When you click the link for your site this form appears. Enter the ZIP code or city & state of the Pick Up Location or click Airport. This is detailed in slides 20 through 23. Specify when you will pick up and return the car. The system will tell you if you choose times outside business hours and give you the option to change or continue. Vehicle Class MUST be Compact unless otherwise justified on the Rental Car Request Form. 17

18 STEP 3: Reserve Your Car Online (cont d) Pick Up Location: Local Pick Up: Enterprise has several rental locations in Brevard County. A list is available on the Accounting Services website. You can also use the Pick Up Location field to search for the location closest to you: Type in the ZIP Code where you d like to pick up the car (e.g., 32940), OR Type in the city/state (e.g., Melbourne, FL) When you click a list will appear. 18

19 STEP 3: Reserve Your Car Online (cont d) Local Pick Up: Locations that match your search criteria appear. You can click view branch details for the location s phone number and hours of operation. Click location. for the desired If no vehicle is available at your desired pickup location, contact Denise Berthiaume. She may be able to find one for you! Her contact info is on slides 37 and 38. Have your PO number, account number, and billing number available. Mickey Mitchell (ext. 662) can provide you with your account number. 19

20 STEP 3: Reserve Your Car Online (cont d) Pick Up Location (cont d): Airport Pick Up Click Airport. A new window will open with a list of airports in alphabetical order. If no vehicle is available at your desired pickup location, contact Denise Berthiaume. She may be able to find one for you! Her contact info is on slides 37 and 38. Have your PO number, account number, and billing number available. Mickey Mitchell (ext. 662) can provide you with your account number. 20

21 STEP 3: Reserve Your Car Online (cont d) Airport Pick Up (cont d): The list defaults to airports in the United States sorted alphabetically by City Name (clicking Airport Name or Airport Code will re-sort the list accordingly). Click on a letter of the alphabet to find the desired city (or airport name or code). Select an airport clicking on the item in the list. The pop-up window will close automatically. The airport code will now appear in the Pick Up Location field for your reservation. NOTE: Remember the additional airport fees mentioned in STEP 1. 21

22 STEP 3: Reserve Your Car Online (cont d) A Reservation Summary similar to the one below will appear for your review. 22

23 STEP 3: Reserve Your Car Online (cont d) Highlights of the Reservation Summary: Use the change links to correct errors or Start over to go back to the beginning. 23

24 STEP 3: Reserve Your Car Online (cont d) Highlights of the Reservation Summary (cont d): DON T PANIC! You MAY see fees here that are NOT listed in the State contract. This is because Enterprise s reservation website is not customized for the State contract. DISREGARD any fees listed here that are not in the State contract and PROCEED with your reservation. Enterprise will review all reservations before invoicing. Fees that are not listed in the State contract will NOT appear on the invoice. Click to proceed with the reservation. 24

25 STEP 3: Reserve Your Car Online (cont d) The Renter s Details screen appears next. See slide 26. See slide 27. See slide

26 STEP 3: Reserve Your Car Online (cont d) Renter s Details Fill in the name & contact info for the person who will drive the car. This should be the same person listed on the Rental Car Request Form. District employees only (no volunteers). The renter will be required to present a valid driver s license at the Enterprise counter. WARNING: Be cautious of any field s pre-filled data from a prior reservation. Make sure such fields are updated to the correct information pertaining to the new reservation. 26

27 STEP 3: Reserve Your Car Online (cont d) Renter s Details Fill in your Billing Number If your account is inactive, the Billing Number field will not appear. DO NOT CONTINUE THE RESERVATION!!!! The driver may not be able to pick up the vehicle. (Call Mickey at ext. 662) Fill in your PO Number 27

28 STEP 3: Reserve Your Car Online (cont d) Get Your Rental Started! This section is OPTIONAL. The renter/driver will have to provide their driver license at the counter when they pick up the vehicle whether this section is completed or not. Click 28

29 STEP 3: Reserve Your Car Online (cont d) The Reservation Summary appears for one more review. Optional Items & Protection Products: DO NOT ADD any of these items. Insurance is already included, and all other add-ons are PROHIBITED. The district will not pay or reimburse charges for add-ons! 29

30 STEP 3: Reserve Your Car Online (cont d) If the details of your rental are correct, click to complete your reservation. 30

31 STEP 3: Reserve Your Car Online (cont d) The reservation is now complete and the confirmation number appears. Click the reservation. for a printed copy of confirmations will automatically go to: The renter/driver. The school bookkeeper (for INT reservations only). Please contact Mickey Mitchell (ext. 662) if you are not receiving INT confirmations. Accounts Payable (for INT and BRE reservations). Use Send this confirmation to a friend if you will not automatically get a confirmation, but would like your own. 31

32 STEP 4: Cancelling Your Reservation Oops! Need to cancel? Go back to the online BPS Enterprise Rental page. Select Modify or Cancel an Existing Reservation and follow the prompts. Also be sure to cancel your PO with Purchasing. However, if you are cancelling just because the dates for the same trip have changed, you can keep the same PO. 32

33 STEP 4: Cancelling Your Reservation (cont d) confirmations of the cancelled reservation will go to: The renter/driver. The school bookkeeper (for INT reservations only). Please contact Mickey Mitchell (ext. 662) if you are not receiving INT confirmations. Accounts Payable (for INT and BRE reservations). Remember you can still send a confirmation to yourself if you will not automatically get one. 33

34 Truck Rentals In Central Florida, car rental locations carry light duty pick up trucks (no towing), but they DO NOT carry larger trucks. These have to be reserved through the truck division, which is not part of the online reservation system. In Brevard, the two truck division locations are in Cocoa and in West Melbourne. Larger trucks may still appear as a selection in the drop down of the online reservation system because some regions either do not have truck divisions OR because that region s car rental location does carry larger trucks. The following slide shows rates for larger trucks. To reserve through the truck division, contact Denise Berthiaume directly (see slides 37 and 38 for her contact information). Please have your PO number, account number, and billing number available. Mickey Mitchell (ext. 662) can provide you with your account number. 34

35 Truck Rentals (cont.) The contract rates for larger trucks are shown in this chart: These are for both In-State and Out-of-State rates. 35

36 Truck Rentals (cont.) Larger trucks (shown on the previous slide) do NOT include roadside assistance or liability coverage and loss damage waiver. To add these costs to your requisition, the set rates provided by Enterprise are: All Vehicles - $5.99/day for roadside assistance protection All Vehicles - $24.59/day for supplemental liability protection Light Duty Vehicles - $24.99/day for collision damage waiver Cargo Vans, ½ Ton ¾ Ton Pickup Trucks, 15 Box Trucks Medium Duty Vehicles - $29.99/day for collision damage waiver 1 Ton Pickup Trucks, Box Trucks, Stake Beds 36

37 Receiving and Paying Invoices BRE and Districtwide Department Invoices Accounts Payable will receive and pay all invoices generated from school BRE links and from the Districtwide Department link. INT Invoices The school bookkeeper will receive and is responsible for paying rental invoices generated through INT links. The school bookkeeper should: Compare the invoice pricing to the state contract/po (refer to slides 7, 8, 35 and 36). If any charge differs from the contract/po, contact Denise Berthiaume for assistance in resolving discrepancies. Denise is the Senior Business Rental Sales Executive. She is available at or If charges agree with the contract/po, enter the invoice in the financial system for payment against the PO. IMPORTANT: Enter the Rental Agreement # (NOT the Consolidated Invoice #) as the invoice number to appear on the check. This will allow Enterprise/National to post the payment correctly. Reminder: After the travel takes place please receive on your PO. Only receive on the number of days traveled if the vehicle is returned earlier than expected. 37

38 Monthly Statements BRE Statements Accounts Payable will receive and review all monthly BRE and Districtwide Department statements. INT Statements The school bookkeeper is responsible for reviewing INT statements and ensuring all invoices are paid. If there are any disputed charges, the bookkeeper should contact Denise Berthiaume for assistance. Denise is the Senior Business Rental Sales Executive. She is available at or

39 Additional Information Please visit the Accounting Services website for links to the following additional information. Brevard County FAQs Brevard County Enterprise Locations TollPass Guide Vehicle Information (Makes/Models by Class) 39

40 QUESTIONS? Didn t find the answer you were looking for in this presentation? Contact Mickey Mitchell at mitchell.mychel@brevardschools.org or extension 662. DRIVE SAFE! 40