Courtesy Transportation Reminders
- Rental vehicles are to be current or within the past one model year. Service agents who use their own rental vehicles as part of the Courtesy Transportation Program will have no problem adhering to this policy as the vehicles don't stay in the program very long. But rental car companies are keeping vehicles in service longer than they have in the past, so it's important to make sure that if you are using one of the preferred rental car vendors they must give your customer at least a 2015 vehicle. 2014 vehicles are now too old and reimbursement will not be provided for non-GM vehicles.
- The number of vehicle rental reimbursement days claimed must be justified by the warranty repairs performed. Excessive use of a rental vehicle beyond completion of the warranty repair is the customer's responsibility. A rental vehicle is allowed if a customer's vehicle will be at the dealership overnight. Only service agents who are enrolled in and are using a vehicle from their CTP are allowed to claim $21 for a same day rental. To qualify for overnight, the customer's vehicle must be inoperable, not safe to drive, parts are not available, or there are multiple warranty concerns collectively requiring more than one day to repair. If a vehicle cannot be scheduled into the service department but is still operative and safe to drive, an appointment should be made for the customer when the vehicle can be worked on. Scheduling service appointments late in the afternoon or immediately prior to a weekend or holiday, unless the vehicle is inoperative or unsafe to drive, does not justify a rental vehicle.
- When one or more repairs are performed on a single job card, the entire courtesy transportation expense should be submitted on the one line causing the biggest need for the expense.
- Record on the job card the reason for courtesy transportation, the type provided, date, times and driver information. For a rental vehicle, the attached rental agreement will be sufficient to adhere to this policy, with the exception of the reason. Service advisors should always document a rental timeline to justify rental expense. For a shuttle, a shuttle stamp or hand writing a one-way or two-way shuttle is adequate. GM allows for shuttle reimbursement for any warranty repair, with the exception of warranty maintenance services. Fuel reimbursement, a rarely used courtesy transportation option that reimburses the person that provided transportation for your customer, is reimbursed up to $10 in fuel per day ($50 per visit) and a fuel receipt is necessary. Fuel reimbursement is only allowed if the customer meets the qualifications for a rental vehicle. Public transportation rounds out the last service under the courtesy transportation umbrella and is reimbursed at $37 per day, $111 per visit. A receipt for the type of public transportation used, if possible, should be attached to the job card. Public transportation reimbursement is only allowed if the customer meets the qualifications for a rental vehicle.
- The maximum vehicle rental reimbursement period is 5 days. Service management approval is required for rentals in excess of 3 days. Approval requires a signature (or initials) the date, time, and explanation for the rental days. GM authorization is required on any rental of 6 or more days and a timeline detailing the circumstances for each rental day is required. Your claim will not be paid without it. DMA approval may be required in some situations.
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