[PPT] - CAR RE NTALS Upda te d April 2020 1 Table of Contents Obj PowerPoint Presentation

SLIDE 1

Bre va rd Pub lic Sc ho o ls Guide to

CAR RE NTALS

Upda te d April 2020

1

SLIDE 2

Table of Contents



Obj ectives 3



The Rental Process – S tart to Finish 4



IN ADVANCE: Get Y

ur Billing Number(s)

5



S TEP 1: Prepare a Requisition 6-8



S TEP 2: Complete the Rental Car 9-13 Request Form



S TEP 3: Reserve Y

ur Car Online

14-25



S TEP 4: Cancelling Y

ur Reservation

26



Truck Rentals 27-29



Receiving and Paying Invoices 30



Monthly S tatements 31



Additional Information 32

 Brevard County F

AQs

 Brevard County Enterprise Locations  Vehicle Information (Makes/ Models by Class)



Questions? 33

2

SLIDE 3

Obj ectives

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

SLIDE 4

The Rental Process – S tart to Finish

Get Y

ur

Billing Numbers Prepare a Requisition Complete the

Rental Car Request Form

Reserve Y

ur Car

Online

(or through the truck division)

Cancel Reservation (if needed) Pay the Invoice

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The next slides will explain each step of the process in detail.

SLIDE 5

IN ADVANCE: Get Y

ur Billing Number(s)

 Before making your first reservation, contact Mickey Mitchell for your

site’s billing number(s).

Email: mitchell.mychel@ brevardschools.org Phone: 321-633-1000 extension 11614

 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).

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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 21).

*An account becomes inactive if not used for 13 months. *If you believe your account may be inactive, contact Mickey at ext. 11614

SLIDE 6

S TEP 1: Prepare a Requisition

Y

u 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 V0000229723.  Include in the requisition contract #S

C 16-S C-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.

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SLIDE 7

S TEP 1: Prepare a Requisition (cont’ d)

Use the S tate contracted rates as shown in this chart:

These are the most common vehicle classes rented; other vehicle classes have different rates.

*ADDITIONAL FEES WHEN US ING AN AIRPORT AS THE PICKUP LOCATION:

 Add an extra line to the requisition for an additional 10%

f 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. S

ee next slide.

 Out-of-state airports may include additional charges. S

ee 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.

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Class (ACRISS CODE) Daily Rate In-S tate Out-of-S tate Compact (CCAR) $25.55* $31.50* Intermediate (ICAR) $27.25* $34.00* Fullsize (FCAR) $29.50* $38.25* Minivan (MVAR) $35.00* $44.50* There are no additional fees when returning a vehicle to a different location

S EE S LIDES 27- 29 FOR RATES AS S OCIATED WITH LARGE TRUCK RENTALS

SLIDE 8

S TEP 1: Prepare a Requisition (cont’ d)

*ADDITIONAL FEES WHEN US ING S PECIFIC 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 an additional 10%

to the In-S tate daily rate and add $3.00/ day.

 Orlando MCO  Add an additional $2.50 to the In-S

tate daily rate (up to 5 days).

 Chicago  Add an additional $10.00 to the Out-of-S

tate daily rate.

 NY/ NJ/ CT Metro Area; Westchester, Islip, S

tamford, Jersey City

 Add an additional $18.00 to the Out-of-S

tate daily rate.

 Manhattan  Add an additional $25.00 to the Out-of-S

tate daily rate.

 Other Airports

 Y

u 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 US ING A KEY DROP OFF BOX TO RETURN A VEHICLE WHEN A LOCATION IS CLOS ED:

 The rental is not closed until the location reopens; add an extra day of charges.

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S EE S LIDE 29 FOR ADDT’ L INS URANCE FEES AS S OCIATED WITH LARGE TRUCK RENTALS

SLIDE 9

S TEP 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.



Y

u must submit the completed, signed form to

Accounting S ervices before making your

reservation. However, you do not need a reply from

us to proceed with your online reservation.



Accounting S ervices 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

f rental vehicles. Volunteers are not covered as

an employee, agent, or officer of the district.

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*The Rental Car Request Form is on the Accounting S ervices website.

SLIDE 10

S TEP 2: Complete the Rental Car Request Form (cont’ d)

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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 S ervices website.

SLIDE 11

S TEP 2: Complete the Rental Car Request Form (cont’ d)

S can the signed form and name the file using this format: YYYYMMDD_LAS TNAME_BRE (or INT)

(1) (2) (3)

Email 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.

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(1) Y ear/ Month/ Day the vehicle is scheduled for pickup (2) Last Name of the Driver (3) A District (BRE)

r Internal

Accounts (INT) string will be charged

SLIDE 12

S TEP 2: Complete the Rental Car Request Form (cont’ d)



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 j ustification 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 29).



Tolls –

 Within the State of Florida, driver should use their S

unPass 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.

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IMPORTANT POINTS TO REMEMBER:

SLIDE 13

S TEP 2: Complete the Rental Car Request Form (cont’ d)



Y

u 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:



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.

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IMPORTANT POINTS TO REMEMBER:

SLIDE 14

S TEP 3: Reserve Y

ur Car Online

Go to the BPS Enterprise Rental page at:

https:/ / legacy.enterprise.com/ car_rental/ deeplinkmap.do? bid=028&refId=brevard

The page looks like this:

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The link will be emailed to you (typing it directly does not work). S ave 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 21).

SLIDE 15

S TEP 3: Reserve Y

ur Car Online (cont’ d)

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Notice that each school has a BRE link AND an INT link Notice that there is only ONE link for Departments

S chools use the BRE link to pay for a rental with District funds. S chools use the INT link to pay for a rental with Internal Accounts funds. Departments always use the Districtwide Departments link. S ite coordinators use the Districtwide Departments link (not the school links).

SLIDE 16

S TEP 3: Reserve Y

ur Car Online (cont’ d)

When you click the link for your site this page appears.

16

S ee slides 27-29 for large truck rentals not available

nline
1. Ent erprise has several rent al locat ions in Brevard

Count y. A list of t hose locat ions is available on t he Account ing S ervices websit e. Ent er t he ZIP code, cit y or airport of t he Pick Up

Location. As you t ype, available mat ches will appear in

t he dropdown box for select ion. S elect t he circled box if ret urning t o a different locat ion. A field will appear t o ent er t he Ret urn Locat ion.

2. S

pecify when t he driver will pick up and ret urn t he car. When choosing t he Vehicle Class, a box will appear wit h available opt ions. Y

u MUST choose Compact unless ot herwise

j ust ified on t he Rent al Car Request Form.

SLIDE 17

S TEP 3: Reserve Y

ur Car Online (cont’ d)

After you select a Vehicle Class, this page appears, showing the daily and total rates based on the number of days and additional fees

f the rental.

Click S elect for the correct

vehicle. Remember, you MUST

choose Compact unless ot herwise j ust ified on t he Rent al Car Request Form. 17

SLIDE 18

S TEP 3: Reserve Y

ur Car Online (cont’ d)

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

If no vehicle is available at your desired pickup locat ion, cont act Dana Fischbeck. S he may be able t o find

ne for you! Her cont act info is on slides 30 and 31.



Have your PO number, account number, and billing number available.



Mickey Mit chell (ext . 11614) can provide you wit h your account number.

This next page offers

ptional add-ons:

DO NOT ADD any of these

items. Insurance is already included (as shown), and all other add-ons are PROHIBITED. The district will not pay or reimburse charges for add-ons! This includes toll devices. Click Continue to Review

SLIDE 19

S TEP 3: Reserve Y

ur Car Online (cont’ d)

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A Review and Reserve page will appear with these boxes on the left of the screen.

Modify t he reservat ion as needed. Y

u MA

Y see fees here t hat are NOT list ed in t he S t at e cont ract . This is because Ent erprise’s reservat ion websit e is not cust omized for t he S t at e cont ract . DIS REGARD any fees list ed here t hat are not in t he S t at e cont ract and PROCEED wit h your reservat ion. Ent erprise will review all reservat ions before invoicing. Fees that are not listed in the State contract SHOULD NOT appear on the invoice.

SLIDE 20

S TEP 3: Reserve Y

ur Car Online (cont’ d)

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NOTICE: The renter will be required to present their district badge and valid driver’s license at the Enterprise counter. WARNING: Be cautious of any fields that are pre-filled with data from a prior reservation. Make sure such fields are updated to the correct information pertaining to the new reservation. Fill in the name & contact info for the person who will drive the car. This should be t he same person list ed on t he Rental Car Request Form. Dist rict employees only (no volunt eers).

SLIDE 21

S TEP 3: Reserve Y

ur Car Online (cont’ d)

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WARNING: If your account is inactive, these two fields will not appear.

DO NOT CONTINUE THE RESERVATION!!!!

The driver may not be able to pick up the vehicle.

(S TOP and call Mickey at ext. 11614)

Answer YES as t raveling on behalf of t he account named. Answer YES as aut horized and choosing t o bill t he account named. Fill in your Billing Number Fill in your PO Number Fill in t he dist rict email address of t he driver

SLIDE 22

S TEP 3: Reserve Y

ur Car Online (cont’ d)

These sect ions are OPTIONAL. The rent er/ driver will have t o provide t heir driver license at t he count er when t hey pick up t he vehicle whet her t he license information is complet ed or not . 22

SLIDE 23

S TEP 3: Reserve Y

ur Car Online (cont’ d)

23 CLICK RES ER VE NOW t o finalize t he reservation.

SLIDE 24

S TEP 3: Reserve Y

ur Car Online (cont’ d)

The reservat ion is now complet e and t he confirmat ion number appears. Once t his confirmation screen appears, be sure t o recheck t he reservat ion details, which will appear as you scroll down on t he confirmat ion screen. 24

SLIDE 25

S TEP 3: Reserve Y

ur Car Online (cont’ d)

Click Print for a printed copy of t he reservat ion. Email confirmations will aut omat ically go t o:  The rent er/ driver.  The school bookkeeper (for INT reservations only).  Please cont act Mickey Mit chell (ext . 11614) if you are not receiving INT email confirmations.  Account s Payable (for INT and BRE reservations).  Click S hare if you will not aut omat ically get a confirmation, but would like your own. 25

SLIDE 26

S TEP 4: Cancelling Y

ur Reservation

26 Oops! Need t o cancel? If you are st ill at t he screen shown in t he previous slide, click Cancel Reservat ion. Ot herwise, go back t o t he online BPS Ent erprise Rent al page and select t he link t hrough which t he reservation was made. The above screen will appear j ust like st art ing a new reservat ion. S elect View / Modify / Cancel and follow t he prompt s. Also be sure t o cancel your PO wit h Purchasing. However, if you are cancelling j ust because t he dat es for t he same t rip have changed, you can keep t he same PO. Email confirmations will go out aut omat ically t he same as reservat ion confirmat ions.

SLIDE 27

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 Dana Fischbeck directly (see slides 30 and 31 for her contact information).

 Please have your PO number, account number, and billing number available.  Mickey Mitchell (ext. 11614) can provide you with your account number.

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SLIDE 28

Truck Rentals (cont.)



The contract rates for larger trucks are shown in this chart:

28

These are for both In-S tate and Out-of-S tate rates.

SLIDE 29

Truck Rentals (cont.)



Larger trucks (shown on the previous slide) do NOT include roadside assistance

r 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, 16-26’ Box Trucks, 12-24’ S

take Beds

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SLIDE 30

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 Dist rict wide Depart ment 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, 28 and 29).  If any charge differs from the contract/ PO, contact Dana Fischbeck for assistance in

resolving discrepancies. Dana is the S enior Business Rental S ales Executive. S he is available at dana.s.fischbeck@ ehi.com or 407-447-7999.

 If charges agree with the contract/ PO, enter the invoice in the financial system for

payment against the PO.

 S

chools that are centralized for check writing should forward the invoice to Accounting S ervices.

 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.

30

Reminder: After the travel takes place please receive

n your PO.

Only receive on the number of days traveled if the vehicle is returned earlier than expected.

SLIDE 31

Monthly S tatements

BRE S tatements

 Accounts Payable will receive and review all monthly BRE and

Dist rict wide Depart ment statements.

INT S tatements

 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

Dana Fischbeck for assistance. Dana is the S enior Business Rental S ales Executive. S he is available at dana.s.fischbeck@ ehi.com or 407- 447-7999.

31

SLIDE 32

Additional Information

Please visit the Accounting S ervices website for links to the following additional information.



Brevard County F AQs



Brevard County Enterprise Locations



Vehicle Information (Makes/ Models by Class)

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SLIDE 33

QUES TIONS ?

Didn’ t find the answer you were looking for in this presentation? Contact Mickey Mitchell at mitchell.mychel@ brevardschools.org

r 321-633-1000 extension 11614.

DRIVE SAFE !

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