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.”