The most common reimbursements are for Fuel, Parking Tickets, Tolls, Mile Overages, and Basic Cleaning Fees. Each of these items is submitted to the renter through the marketplace on your behalf. The renter can then either approve it or dispute it.
Renter Approved: If the renter approves the reimbursement request or if the reimbursement request is automatically approved by the marketplace, the funds will be deposited into the bank account you have setup with your marketplace account. The reimbursement request will then be billed to you sometime in the coming weeks.
Renter Disputed: If the renter disputes the reimbursement request, we will submit the request over to Turo for review. At that time, we will also bill you as the owner as most marketplaces require proof that you as the owner have paid for what is being requested as a reimbursement.
Marketplace Approved: Once the request has been approved by the marketplace, the funds will deposited into the bank account you have setup in your marketplace account, typically within 2-3 days of us submitting documentation to support.
Denied Reimbursement Requests
If any reimbursement requests are denied by the marketplace, you as the owner will not be held responsible for them. If you had previously been billed, a credit will be applied to your account.
Simple Damage or Maintenance
For the most part, any repairs done on the vehicle that do not require an estimator or adjuster, such as body damage, are considered simple damage. For example, windshields and tires are considered simple damage repairs.
If your vehicle is repaired or has maintenance done on it, you will be billed for all damage at the time that the repairs are completed or within the coming weeks following completion. This is the case for all simple damage repairs even if they're being submitted to the marketplace for coverage. The reason for this is that the marketplace will typically require proof that you as the owner have paid for the repairs in order for them to hold the renter accountable. If the claim is then covered by the marketplace, your account will be credited for the payment received from the marketplace within 2-3 business days of receipt of funds.
All simple damage repairs are completed and billed to you as the owner before the marketplace will extend coverage or issue payment.
Complex Body Damage
All body damage requires that an estimator/adjuster write up the preliminary estimate that will then be provided to a body shop or PDR shop. When the preliminary estimate is provided, payment for that estimate is also issued and received by Hassle-Free Car. The funds are then held in an escrow account until repairs are completed. You'll also receive record of the funds held in escrow by way of a credit note on your billing account with Hassle-Free Car. All credit notes for funds held in escrow will have a credit note number that ends in "-ESCROW." (Previously this was "-CLAIM")
Through the repair process, additional supplements may be submitted to the insurance company or the marketplace for approval of additional expenditures related to the repairs. Each time the supplements are approved, an additional payment will be submitted to Hassle-Free Car on your behalf and added to your account in escrow until repairs are completed. Each time you'll see a new credit note on your account recording the additional payment.
Once repairs are completed, a final invoice will be issued to your account for the total repair costs. At that time, all credit notes for funds in escrow will be applied to the final invoice. The remaining balance will be charged to your credit card or bank account on file with Hassle-Free Car.
DO NOT accept payment on any electronic payments from a marketplace as Hassle-Free Car will do this for you.
Auto-Approval for Maintenance & Repairs
In an effort to minimize down-time and ensure repairs are completed as quickly as possible for managed vehicles, any repair that is a safety concern or significantly affects the vehicle's performance or the renter's experience may be auto-approved by CarShare Logic. Owners are always notified when vehicles go in for service for issues, though may not receive a request to approve a repair if the estimated repair dollar amount is below $500.
3% Credit Card Fees
A 3% fee may be added to some transactions when using a credit card to pay your bills with Hassle-Free Car. Common transaction types that will incur an additional 3% fee are tolls, parking tickets, repair bills, and body damage bills. To avoid this 3% credit card processing fee, contact our support team to add a checking account for electronic funds transfers (EFT).
Hassle-Free Car Compensation or Refund
If Hassle-Free Car is issuing payment to you for anything such as a refund or payment on a damage claim, we reserve the right to issue the payment in the form of an account credit or credit back to your credit card.
When a vehicle is damaged and the owner receives funds in advance for the damage caused to the vehicle based on an estimate, the funds will be received by Hassle-Free Car and placed into an escrow account. All funds placed into escrow will appear as a credit on the owner's billing account with the credit note number ending in "-ESCROW."(Previously this was "-CLAIM")
If at any time, the owner's billing account becomes significantly delinquent, Hassle-Free Car reserves the right to reallocate those funds held in escrow as payment on the significantly delinquent invoices. At that time, any pending service will also be terminated until the funds in escrow are repaid by the owner.
In the event that we have repeated issues collecting on your balance due, we may require that you maintain a pre-payment credit. If this becomes a requirement of your account, your account will automatically be charged $500/car enrolled each time your total account balance due drops to $0.00 or less. Any new invoices opened will then be billed against that pre-payment credit. For example, if you have 3 cars enrolled, your account will be charged $1,500 each time your balance due drops to $0.00 as a pre-payment for future charges. When invoices are opened, they will then be billed against that pre-payment credit.
If your account is terminated by CarShare Logic or by you, any unused pre-payment credit will be refunded back to you after we've confirmed we have been reimbursed for all outstanding reimbursable items. This can take up to 90 days due to the latency of processing toll transactions.
Any account that remains delinquent for 30 days is subject to immediate termination of service with Hassle-Free Car. If a vehicle is terminated from service due to severe delinquency, the vehicle may also be converted to a valet vehicle at the parking facility it resides, in which case the owner will be required to pay the full price for valet beginning on the date in which management remains unpaid through the date the vehicle is picked up from the facility.