Vehicle Documentation
Registration
When a newly purchased RT vehicle arrives on the lot, the dealer must register the vehicle immediately. The date of sale listed should be the date the dealer places the vehicle into rental service. The documents should show TMCC as the first lienholder, using this address:
Notes:
• This PO Box is different from those used for lease, retail and commercial lines.
• If proof of insurance is required for vehicle registration, contact Anna Bendgen at Sedgwick.
Title
The dealer is responsible for ensuring the Certificates of Title are forwarded to TMCC in Atlanta, GA, for custody. Some states provide a certificate or an alternative document in lieu of a paper title. In Electronic Title (ELT) or “Title Holding” states, RT dealers should use their usual TFS retail sales lienholder code(s). The DMV will allow only one (1) ELT ID or ELT code for each division of a company, such as Toyota and Lexus. The code assigned to Toyota is used for all Toyota lease, retail and RT vehicle registrations. This records the electronic lien with the retail PO Box below:
When the electronic record is received, it is matched to the appropriate product line.
Never send the Manufacturer Statements of Origin (MSOs).
Lienholder codes vary from state to state and incorrect data may result in registration delays. To obtain a state specific lienholder code, please contact TFS at (469) 486-5500 or [email protected].
Insurance ID Cards
Insurance ID cards offer proof of automobile liability insurance to satisfy state vehicle licensing requirements. The ID card should be kept in the glove compartment of the vehicle, unless the card includes specific instructions to the contrary. ID cards are valid for a one year period only.
Toyota Motor Credit Corporation
PO Box 105386 Atlanta, GA 30348
To order additional insurance ID cards:
• Dealers located in New York, New Jersey and Nevada: email fee.chan@tmamerica.
com or [email protected]
• Dealers located in Kansas and all other states: email [email protected] with a cc: to [email protected]
Accident Report Guides
To facilitate the prompt and efficient reporting of any incidents by a rental customer, you should be sure an accident report guide is kept in the glove compartment of each RT vehicle.
The guides can be ordered at no charge through the Toyota Material Distribution Center (MDC) via Dealer Daily. The following part numbers should be used:
• 00635-ACDNT-FORM RT Automobile Accident Report Guide Form (8861)
• 00635-ACDNT-ENVLP RT Automobile Accident Report Envelope
Vehicle Maintenance
Pre-Delivery Service
For TMNA Regions, RT vehicle Pre-Delivery Service (PDS) is not generally completed at the port. The dealer is responsible for ensuring that PDS is complete before delivering any RT vehicle to a rental customer. (Some exceptions may apply depending on the timing
of the category transfers.) Please note that:
• RT units are eligible for manual PDS claim entry via CPS.
• Labor times per vehicle will pre-populate (as detailed in the flat rate manual or TIS).
• In the case of an E to J transfer, the dealer will be debited for the retail PDS and credited for the RT PDS. If the RT PDS credit is not processed, the dealer can manually submit a warranty claim to request reimbursement.
Periodic Maintenance
The dealer should perform periodic maintenance on each RT vehicle to keep the vehicle in good working order and maintain the vehicle’s appearance. The dealer is responsible for all maintenance expenses other than items reimbursable under Toyota Warranty Policies and Procedures. The RT vehicle should be treated as a privately owned vehicle for Warranty Policies and Procedures purposes.
RT vehicles become part of the dealership’s sales credit statistic that is used by Parts and Service in warranty administration and expense measurement.
ACCIDENT DIAGRAM Use below to diagram the accident.
The following questions should help you complete the diagram.
�On which side of the street were you?
�Which way was the other car going?
�Intersection, curb or in traffic lane(s)?
�Were there any (stop) signs or signals?
�How many lanes were there?
WHAT TO DO WHEN AN ACCIDENT HAPPENS Stop. Determine extent of injuries and/or damage.
Obtain medical help if needed.
Call the police if warranted or if required by State or Local laws.
Do not admit fault. Discuss the facts or give statements only to the police or your Dealer representative.
TELEPHONE YOUR TOYOTA DEALER RENTAL DEPARTMENT IMMEDI-ATELY AND REPORT THE ACCIDENT, EVEN IF:
� it isn’t serious
� it wasn’t your fault
� you don’t have all the facts Have the vehicle license number, mileage, and vehicle serial number available.
A U T O M O B I L E A C C I D E N T R E P O R T G U I D E
Keep this guide in your glove compartment and available for immediate reference in case you have an accident. Use it at the scene to record the essential details of the accident.
00635-ACDNT-FORM RT 8861
Rent a Toyota Insurance Partners
Rent a Toyota’s dedicated insurance package is a comprehensive program to reduce risk and minimize loss. The program is underwritten by Tokio Marine & Nichido Fire Insurance Co., Ltd. (U.S. Branch) and managed by Sedgwick Claims Management Services, Inc. (Sedgwick). Once a claim is settled, the right of recovery is transferred to Sedgwick who then begins subrogation activities.
Subrogation
Subrogation is a legal term that refers to the substitution of one person or creditor for another. In terms of RT insurance, when a dealer reports a claim to Sedgwick and the loss exceeds the dealership’s deductible, claim resolution and recovery (or subrogation) services are provided by Sedgwick. Sedgwick will take over all claim-related
responsibilities, including investigating the claim, applying a coverage decision and, if settlement is issued, pursuing subrogation against the responsible party. Subrogation may be resolved through negotiation, arbitration or legal action. Throughout the
subrogation process, the dealer will receive pro-rated shares of the deductible based on the progress of recovery - meaning the dealer will receive a share of the recovered monies.
Claim subrogation saves the dealer a tremendous amount of time and effort. The recovery process can take months or even years. But during this time the dealer’s only responsibility is to cooperate with Sedgwick and follow RT Policies and Procedures.
Note: If a loss is less than the deductible amount, responsibility is not subrogated to Sedgwick. The dealer is responsible for that portion of the loss that cannot be collected from the customer or other
responsible parties.
Rent a Toyota Insurance Coverage
Participation in the program is a requirement for all dealers and the $59 monthly premium is built into the monthly finance rate for each vehicle.
RT insurance coverage and premium charges begin:
• On the “in-service” date, which is five days after the invoice date.
Insurance coverage and charges stop:
• At 11:59 p.m. the day the vehicle loan payoff amount is processed by the Region/PD or TFS, or
• If the vehicle is repossessed by the Region/PD or TFS, or
• Upon termination of the RT System Participation Agreement or the Toyota Dealer Agreement.
Primary Coverage
The RT insurance program provides “primary coverage” which means that Sedgwick will settle valid claims immediately and directly based on the published coverage levels regardless of whether other policies or coverages exist. Sedgwick will then pursue recovery from the renter’s insurer (or the renter directly).
The primary insurance program consists of a series of policies designed to provide coverage for the renter, the dealer, and Toyota including:
• Liability coverage to the financial responsibility or compulsory liability limits for all personal injury or third-party property damage while the vehicle is rented to a rental customer.
• Coverage for damage to the rental vehicle.
This coverage is on a primary basis, except for rental transactions conducted in Florida on the RT 2020 FL rental agreement, which includes language in the remarks section that makes the customer’s liability insurance primary.
Excess Coverage
The RT insurance program also provides “excess coverage” which provides additional protection for the dealer and Toyota when a claim exceeds the primary coverage limits.
However, excess coverage does not protect the rental customer so it will not appear on any insurance-related information provided to the customer.
RT dealers are encouraged to review their own insurance requirements with respect to umbrella coverage and consider the local laws applicable to the state and municipality in which the rental vehicle will be operated. Where the law requires different coverages, such coverages, including “No Fault,” are provided at minimum required limits.
Insurance Coverage Limits and Deductibles
Coverage Provided Limit Or Deductible
Collision $1,000 Deductible per Vehicle
Collision – w/ CDW $2,000 Deductible per Vehicle
Collision – Employee Loss $2,000 Deductible per Vehicle
Comprehensive – Theft $1,500 Deductible per Vehicle
Comprehensive – Theft – w/ CDW $2,000 Deductible per Vehicle Comprehensive – Theft –
Employee Loss $2,000 Deductible per Vehicle
Comprehensive – Conversion $1,500 Deductible per Vehicle
Comprehensive – Conversion –
Employee Loss $2,000 Deductible per Vehicle
Comprehensive – Glass/Repaired $0 Deductible per Vehicle Comprehensive – Glass/Replaced (1) $1,000 Deductible per Vehicle Comprehensive – Glass/Replaced
w/ CDW (1) $2,000 Deductible per Vehicle
Comprehensive – Glass/Replaced (1) –
Employee Loss $2,000 Deductible per Vehicle
Comprehensive – Fire $0 Deductible per Vehicle
Comprehensive – Lightning $0 Deductible per Vehicle
Comprehensive – All Other Perils $1,000 Deductible per Vehicle Comprehensive – All Other Perils w/ CDW $2,000 Deductible per Vehicle Comprehensive – All Other Perils –
Employee Loss $2,000 Deductible per Vehicle
Comprehensive – Catastrophe (2) $500 Deductible per Vehicle
($10,000) Maximum per Loss/
Occurrence ($10,000 if due to hail)
Comprehensive – Catastrophe –
Employee Loss $2,000 Deductible per Vehicle
Liability – Bodily Injury Per Person Per State Minimum Financial Responsibility Limit Liability – Bodily Injury Per Accident Per State Minimum Financial Responsibility Limit Liability – Property Damage Per State Minimum Financial Responsibility Limit
Uninsured Motorists (UM) If State
Mandated Minimum Limits Afforded
Underinsured Motorists (UIM) If State
Mandated Minimum Limits Afforded
Personal Injury Protection (PIP) If State
Mandated Minimum Limits Afforded
(1) Glass replacement carries a $0 deductible in KY, FL, MA and SC.
(2) Catastrophic losses are separated by “On Rent” damage and “On Lot” damage:
• On Rent: Damage occurs when the vehicle is off the dealership lot under a completed RT rental agreement.
• On Lot: Damage occurs when the vehicle is on the dealership lot.
On Rent damage will be addressed under individual comprehensive claims with an applicable $1,000 deductible per claim per vehicle.
Insurance Coverage Definitions
Coverage Name Description
Collision Loss caused to an RT vehicle by collision with another object or loss caused by an RT vehicle’s overturn.
Collision Damage Waiver (CDW)
A contractual agreement whereby a rental company agrees, for a fee, to waive all claims against the customer for damage or loss related to the rented vehicle.
(See details under Collision Damage Waiver.)
Comprehensive
Loss to or of an RT vehicle for any cause other than collision with another object or the RT vehicle’s overturn (i.e., loss caused by fire, lightning, vandalism, theft, conversion, a catastrophic event or other comprehensive perils).
Conversion
A type of theft wherein the renter obtains the vehicle through legal means, then uses the vehicle in
unauthorized ways.
(See details under Conversion.)
Catastrophe A loss caused by hail, windstorm, earthquake or flood.
Liability – Bodily Injury Bodily injury for any person(s) resulting from an accident involving an RT vehicle.
Liability – Property
Damage Damage to another’s property resulting from an accident involving an RT vehicle.
Minimum Financial Responsibility (MFR)
Minimum requirements for liability insurance, establish by individual states.
(See details under Minimum Financial Responsibility.) Uninsured Motorists
(UM)
UM provides coverage in the event that an accident occurs with an at-fault uninsured motorist (i.e., the at-fault
motorist does not have liability insurance).
Underinsured Motorists (UIM)
UIM provides coverage in the event that an accident occurs with an at-fault motorist who has insufficient liability insurance (i.e., the at-fault motorist has enough liability insurance to meet the state’s Minimum Financial Responsibility requirements, but not enough to cover the full loss).
Personal Injury Protection (PIP)
PIP is first-party no-fault coverage which pays within
specified limits for wage loss, medical, hospital and funeral expenses of an insured.
Collision Damage Waiver (CDW)
Collision Damage Waiver (CDW) is not insurance; it is a contractual agreement whereby a rental company agrees, for a fee, to waive all claims against the customer for damage or loss related to the rented vehicle during the term of the rental agreement.
RT does not recommend the sale of CDW. If the dealer does pursue this option, the dealer is responsible for knowing and following all applicable state laws including pricing restriction, disclosure requirements, signage, etc.
To offer CDW, the dealer must:
• Complete the CDW Overview offered at http://www.taragraphicsinc.com
• Submit the completed “CDW Dealer Signature Agreement” to Tara Graphics
• Order the RT 2020 CDW Rental Agreement form from Tara Graphics, which is preprinted to comply with applicable state law requirements on CDW notices contained on rental agreements
• Offer the waiver and provide the proper disclosures (both written and verbal) to all customers.
• Allow the customer to decide whether to accept the CDW offer.
Note:
• If the customer chooses CDW, the dealer’s comprehensive and collision deductibles increase to $2,000 for each claim/loss.
• Using the RT Rental Agreement preprinted for a particular state may not satisfy all applicable local laws and regulations concerning CDW sales and notices. Separate CDW agreements or notices posted in the dealership may be required. Check your state law for current requirements.
Conversion
Conversion is a specific kind of theft. Conversion occurs when a customer obtains possession of the vehicle legally, then uses the vehicle in an unauthorized way for their own benefit, such as selling the vehicle or failing to return the vehicle to the rental location.
A vehicle is considered converted if:
• It is not returned by the rental customer on the date scheduled.
• It is abandoned by the driver/customer without notification to the dealer.
• It has to be repossessed from the driver/customer by the dealer, the police or any auto recovery agency.
A vehicle is not considered converted if the driver/customer:
• Reports it as disabled due to an accident.
• Returns it on their own accord.
• Reports it to have been stolen.
Handling Potential Conversions
To maintain solid legal standing in the event of a conversion, it is critical to follow-up on overdue rentals on a daily basis. This follow-up and any subsequent contact with the renter must be documented. Maintain a log detailing:
• The dates and times that follow up calls were made.
• Whether a message was left or if you spoke with the renter directly or to another party.
• Document your demand for the return of the vehicle.
• Detail any agreements that were made (e.g., new Due Date, etc.)
If the renter does not return your vehicle as a result of your calls and demands, you will eventually need to send a certified letter to the renter at their last known address demanding the return of the vehicle. The letter must:
• Provide the renter with a “reasonable” time frame under which to return the vehicle.
• Indicate that the renter must personally return the vehicle to the dealership (i.e., do not send the vehicle with someone else).
• State that the vehicle and keys must be returned to a dealership employee during normal business hours (i.e., vehicle cannot be dropped at dealership after-hours).
Once you receive mail confirmation that the letter was delivered and the return date quoted in your letter has passed, you can seek the assistance of local law enforcement to file a Theft Report.
Note: When pursuing the return of your vehicle, be sure to review and comply with any applicable conversion laws in your state.
Minimum Financial Responsibility (MFR)
49 states (all except Hawaii) have compulsory Minimum Financial Responsibility (MFR) requirements for liability insurance. The Toyota Order Planning System (TOPS) website located at TRAC.Toyota.com provides a chart of the current MFR limits for each state.
Split Limits
MFR requirements are generally defined in terms of split limits. For example, if the chart shows “25/50/10,” the law requires that the policy cover each accident with at least:
• $25,000 for bodily injury for each person
• $50,000 for all bodily injury
• $10,000 for property damage Combined Single Limit (CSL)
Some states also allow a Combined Single Limit (CSL) policy to fulfill the MFR
requirement. For example, if a state requires “15/30/10 or 40,” the law provides that a policy with a CSL of at least $40,000 will also satisfy the requirement. A CSL of $40,000 means that the insurance will pay up to $40,000 for all bodily injury and property damage arising out of each accident.
Note: Current state requirements can be verified by contacting your local DMV office.
Loss Settlement Procedures
The insurance settlement procedures for physical damage, theft and conversion losses are as follows:
Partial Losses
A RT vehicle is considered a partial loss is when damage is estimated at less than 75% of the RT vehicle’s pay-off amount. When a partial loss vehicle is repaired:
• All parts to be repaired or replaced require prior approval by the Sedgwick handling representative.
• All reimbursement is contingent on the dealer repairing the damage or loss forming the basis for the claim, and the reimbursement is subject to the applicable deductible.
• To the extent feasible, only genuine Toyota parts will be used.
• For repairs completed by an independent collision center (no dealership equity):
- The independent appraiser assigned by Sedgwick will work with the collision center to negotiate a labor rate based on reasonable and prevailing rates in that area.
- The independent appraiser is not authorized to approve parts orders or repairs – only the Sedgwick handling representative can provide repair authorization.
• For repairs completed by a collision center with any Toyota dealer ownership:
- The dealer will grant all insurance company discounts in effect to Sedgwick. This includes any discounts afforded on parts prices and/or labor rates.
- If no insurance company discounts are in effect, labor rates will be calculated at the posted labor rate less 25%.
- Sublet repairs will be paid at the Dealer’s net cost.
• Settlement checks will be made payable to the dealer only.
Total Losses
An RT vehicle is considered a total loss is when damage is estimated at 75% or more of the RT vehicle’s pay-off amount. When a vehicle is deemed a total loss:
• Sedgwick will pay the current pay-off balance provided by TMCC as of the date of loss. Title or ownership documents will be promptly assigned and delivered to Sedgwick by TMCC on the dealer’s behalf. All vehicle loan finance service and insurance charges continue until a vehicle is declared a total loss.
• The dealer must notify Sedgwick and the police in order to establish a “start date”
for theft or conversion claims. The “start date” is subject to state law and may require a waiting period. In cases of theft or conversion, Sedgwick waits 30 days before declaring a total loss.
• Settlement for “total losses” is made retroactive to the effective “date of loss”
based on the current balance as calculated in the RT Insurance Settlement Detail that TMCC sends to the dealer. Settlement is complete when the dealer has been credited with amounts paid for the balance on the TFS loan and insurance that are applicable after effective “date of loss” (less any applicable deductible amount) and the vehicle has been deleted from the RT billing statement.
The RT insurance provides a “financial exposure” policy. As such, the most paid for any one loss is the lesser of:
• The Actual Cash Value (ACV) of the damaged or stolen property at the time of
• The Actual Cash Value (ACV) of the damaged or stolen property at the time of