Car Rental Policy – Best Practices
It is very common for companies to have a contract with car rental agencies. Probably you have one too! Such contracts typically offer special rates for certain types of vehicles & may also offer free upgrades if you reserve a vehicle up to a certain size. So your policy gets influenced by this contract and Routespring allows maximizing the utilization of your special agreement with rental agencies.
Maximum class (vehicle size) allowance
Does your contract offer you free upgrades if you book a vehicle up to a certain size? If yes, you can set the largest vehicle size that gives you the upgrade. For example, the contract may say that your employees will get a free upgrade to full-size vehicles if you book up to the standard-size vehicle. Why pay for a full-size vehicle when you can get a free upgrade? So in this case, you should consider setting the maximum class allowance to “standard-size” vehicles. Your travelers will continue to see vehicles with higher sizes/classes, but those will be flagged out-of-policy.
Vehicle type allowance
Your contract with the rental agency could be providing you with special rates on specific types of vehicles (such as cars, SUVs, and vans). If that’s the case, you can allow only those vehicle types for which you get special rates. Besides that, due to the nature of your business operations, you could consider allowing only specific types of vehicles. Your travelers will continue to see all available vehicles but only allowed vehicle types will be shown within the policy. Rest all will be flagged out-of-policy.
Absolute price limit (per day including taxes & fees)
Relative price limit