Page 6 of Car Rental Procedures Guide by Visa Asia

what to do when your customers return their vehicle 8 9 revising estimated authorisations if the cardholder extends the rental period it may be necessary to revise the original authorisation if the revised amount exceeds the original authorisation by 15 and this is greater than your floor limit ­ then you must obtain another authorisation for the additional amount additional charges identified when the cardholder is present if the cardholder is present and the additional charge amount is known this should be added to the final voucher signed by the cardholder should damage to a vehicle be discovered at the time the cardholder returns the vehicle you should follow these steps 1 if the cardholder has accepted your rental agency cdw/ldw and has agreed at the time of rental to pay a deductible if damage occurs calculate the final rental agreement amount including the deductible and follow your normal rental close-out procedures in the case of any disputes you must provide · a copy of the rental agreement and · an itemised repair bill from an organisation which can legally provide repair services in your country 2 if the cardholder is not covered and the following condition is met you may charge their visa account · the cardholder consented in writing to pay such charges with their visa card this consent can be a part of your rental agreement you should make the cardholder aware that they are agreeing to pay these charges the charges should be agreed with the cardholder you should then amend the rental agreement to include the damage charges and follow your normal rental close-out procedures in the case of any disputes you must provide · a copy of the rental agreement · a copy of the accident report form from the responsible civil authority if an accident report is required by the civil authority and · an itemised repair bill from an organisation which can legally provide repair services in your country insurance coverage normally you will provide your own insurance coverage under the terms of your rental agreement however if the visa cardholder has indicated that they are covered under a personal insurance policy ­ and you still decide to rent the vehicle to the cardholder ­ ensure that they understand their responsibilities and liabilities under the laws of your country authorisation reversal it may be that the estimated authorisation amount is higher than the value of the cardholder s final bill if this is the case it is important that you process an authorisation reversal this should be for the difference between the original authorisation amount and the value of the cardholder s final bill authorisation at the time of vehicle return when you calculate the final bill it is important to refer back to the original authorisation amount if the final bill is within 15 of the original authorisation ­ or if the total amount is for less than your floor limit ­ no further authorisation is needed if the final bill including any legitimate additional charges exceeds the original authorisation by 15 and if the total exceeds your floor limit ­ you must obtain an additional authorisation this should be for the difference between the original authorisation and the final bill legitimate additional charges can be for the following · fuel · additional rental fees · insurance · damage · parking and traffic fines · rental agency insurance deductible subject to the requirements listed in the following pages and late charges additional charges identified when a cardholder has left the rental location should additional charges be discovered when the cardholder has already left the rental location or if they dropped the vehicle at an unattended location you should follow the procedures outlined on the following pages.

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