understanding your penske invoice

UNDERSTANDING YOUR PENSKE INVOICELearn about your options and managing invoices in Fleet Insight™

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CONTENTSIntroduction .......................................................................................3

Invoicing overview ............................................................................4

How to read your invoice .................................................................5

Detail section overview ..............................................................................6

Contract and rental detail section ......................................................7

Maintenance detail section ................................................................8

Fuel detail section ............................................................................9

Special detail section ...................................................................... 10

Invoicing format and delivery options .......................................... 11

Fleet Insight ..................................................................................... 12

Review invoices online 24/7 ............................................................. 13

Distance & Hours Billing .................................................................. 14

Notifications .................................................................................. 15

Registration process ....................................................................... 16

Glossary of terms ............................................................................ 17

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INTRODUCTIONIt’s always our goal to provide solutions to your transportation needs that allow you to devote more of your time to what’s really important: satisfying your customers.

This commitment to simplification extends to our streamlined invoicing process. Our invoices detail all charges in a quick-to-read, well-organized format. We also provide a variety of invoice delivery options (online, EDI and paper).

This brochure will explain how to read your billing invoices and how to manage them in Fleet Insight.

For additional information, call 800-806-2098 or email [email protected].

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INVOICE TYPE

BILLING CYCLE

CHARGES(For each contract vehicle and rental vehicle)

WHEN CHARGES ARE BILLED

Contract and Rental

Monthly • Lease

• Guaranteed contract maintenance

• Pegged contract (lease) units

• Mileage

• Extra units

• Substitute units

• Interim units

Fixed charges – Start of billing period

Mileage charges – End of billing period

Fuel Weekly • Fuel islands at Penske locations

• Penske’s fuel card program

Start of billing period

Maintenance Weekly

Monthly

• Non-contractual repairs for lease and guaranteed contract maintenance

• Pegged contract maintenance customers are billed their total maintenance expenses less any billed mileage charges from their lease invoice, if contracted. Any variances are reconciled on the maintenance invoice.

• Accident repairs


Special Billing Weekly • Taxes: Federal Heavy Vehicle Use Tax, fuel and mileage taxes, personal property taxes, sales tax, etc.

• Licensing/permitting fees

• Vehicle citations


INVOICING OVERVIEW

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0015101348InvoiceDecember 28, 2018

Contract And Rental Invoice1 of 3Page:

SARASOTAQuestions?

Go paperless….Contact us at [email protected] or call 800-806-2098.

Contract And Rental Charge SummaryTotal chargeLease chargeUnitsDescription

$217.07$217.071Maintenance - PEG units$173.16$173.161Rental units$390.23$390.232Total Contract And

Rental Charges

Payment coupon0015101348Invoice:December 28, 2018Date:60028000-0728Customer:

Total due by 1/7/2019 $ 390.23

Amount enclosed

Please write the invoice number on a check payable to Penske

PENSKE TRUCK LEASING CO., L. P.P.O. BOX 532658ATLANTA, GA 30353-2658

ABC COMPANY INC123 PENSKE WAYREADING, PA 19607

Customer: 69999900-0728

Contact: (941) 753-0161

ABC COMPANY, INC. 123 PENSKE WAYREADING, PA 19607

HOW TO READ YOUR INVOICETo make your job easier, Penske delivers an easy-to-read invoice for contract and rental, maintenance, fuel and special billing. You can quickly and easily find the details you need. We use plain language to describe all charges so you can quickly understand the details.

Invoice Data. Here you will find the invoice number and date.

Account Information. Here you will find the account information we have on file about your company. Please notify us if there are any changes to this information.

Servicing Information. Here you will find contact information for the Penske location servicing your vehicles.

Charge Summary. Here you will find the charges for this invoice broken out by contract. This contains your charges for contract vehicles and services along with any additional non-contract vehicles and services rendered during the invoice period.

Payment Coupon. Here you will find the due date, total amount due and our mailing address. Return this portion when paying the invoice. Please be sure to include the invoice number on your check.

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Period Ending: 6/25/2019Lease Unit DetailTrucks

Total chargeTaxVehicleadjust

Fixedcharge

VariablechargeUnit of MeasureRateTotalDayWk

PeriodMon

Chargeclass

My unit #Unit #Unit type

$1,662.28$1,502.23$160.05Miles$0.10941,4631Power

149453150916

Beginning:Ending:

65461924FT SAD MEDIUM VAN

$1,662.28$1,502.23$160.051,463Total Lease Trucks

$1,662.28$1,502.23$160.051,463Total Lease Unit Charges

Rental Unit DetailTrucks


Fixedcharge


PeriodMon

Chargeclass


$109.97$9.08-$17.81$95.00$23.70Miles$0.15001581Power

6/25/20196/24/20193369433852

22041626FT SAD MEDIUM VANExtra

$109.97$9.08-$17.81$95.00$23.70158Total Rental Trucks

$109.97$9.08-$17.81$95.00$23.70158Total Rental Unit Charges

$1,772.25$9.08-$17.81$1,597.23$183.751,621Total Contract And Rental Charges

Contract And Rental Charge Tax Recap

Tax ChargeQuantityState

Distance/Hours Charge Summary

$183.751621Miles$9.08Taxable AmountAR$9.08Total Tax

3 of 3Page:0016160078Invoice:June 28, 2019Date:

LITTLE ROCKQuestions?(501) 562-3744Contact:

Customer: 6999900-7830

Unit Service Period:Beginning:Ending:RA#: 70467051Driver: JOHN SMITH

HOW TO READ YOUR INVOICEDetail Section Overview

A detail section accompanies every invoice and includes the following regardless of invoice type: Unit Category, Unit Type and Totals by Contract Type. Below is an example of where these sections can be found on your invoice.

Unit Category

Unit Type

Totals by Contract Type

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Period Ending: 6/25/2019Lease Unit DetailTrucks


Fixedcharge


PeriodMon

Chargeclass


$1,662.28$1,502.23$160.05Miles$0.10941,4631Power

149453150916

Beginning:Ending:

65461924FT SAD MEDIUM VAN

$1,662.28$1,502.23$160.051,463Total Lease Trucks

$1,662.28$1,502.23$160.051,463Total Lease Unit Charges

Rental Unit DetailTrucks


Fixedcharge


PeriodMon

Chargeclass


$109.97$9.08-$17.81$95.00$23.70Miles$0.15001581Power

6/25/20196/24/20193369433852

22041626FT SAD MEDIUM VANExtra

$109.97$9.08-$17.81$95.00$23.70158Total Rental Trucks

$109.97$9.08-$17.81$95.00$23.70158Total Rental Unit Charges

$1,772.25$9.08-$17.81$1,597.23$183.751,621Total Contract And Rental Charges

Contract And Rental Charge Tax Recap


Distance/Hours Charge Summary

$183.751621Miles$9.08Taxable AmountAR$9.08Total Tax

3 of 3Page:0016160078Invoice:June 28, 2019Date:

LITTLE ROCKQuestions?(501) 562-3744Contact:

Customer: 6999900-7830

Unit Service Period:Beginning:Ending:RA#: 70467051Driver: JOHN SMITH

HOW TO READ YOUR INVOICEContract and Rental Detail Section

This section accompanies every contract and rental invoice. We provide detailed charges for each unit by each unit category. Please note – by contract type may also be found in the detail section. This includes a breakdown of totals by fixed charge, variable charge and tax.

Driver Name. It lets you know which driver was listed as the vehicle operator.

Tax Recap. This convenient feature allows you to see the total cost of local taxes included in your invoice.

Total Contract and Rental Charges

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Non-contractual - Lease Unit DetailTractors

173699Unit# :My # :

TADC TRACTORUnit typeTotal chargePriceQty/HoursPart #Description

$68.65$13.735.00600972DEF - 2.5 GALLON DIESELE...

$68.65Subtotal$4.12Tax

$72.77Total RO# 279385

DIESEL EXHAUST FLUID4504890384PO:NEED DEFComplaint:RAN OUTCause:SALE - DIESEL EXHAUST FLUIDCorrection:ADD DIESEL EXHAUST FLUID - (DEF) TO PROPER LEVEL; CHECK FOR LEAKS.

Note:

279385RO:12/12/2018Date in:12/12/2018Date out:ALLENTOWNLocation:76613Mileage:

$72.77Unit total 173699173705Unit# :

My # :TADC TRACTORUnit type

Total chargePriceQty/HoursPart #Description$0.000.50Labor

$329.00PARTS$329.00Subtotal

$19.74Tax$348.74Total RO# 279485

FRONT TIRES4504890384PO:STEER TIREComplaint:CHUNK DAMAGECause:REPLACE STEER / FRONT TIRE(S)-LEFTCorrection:INSPECT FRONT END AND STEERINGAS NEEDED; REMOVE STEER TIRE(S)AND REPLACE WITH NEW; TORQUE LUGS TO SPEC; PERFORM RADIAL RUN-OUT

Note:

279485RO:12/17/2018Date in:12/17/2018Date out:ALLENTOWNLocation:103227Mileage:

$348.74Unit total 173705$421.51Total Non-Contractual - Lease Tractors

$421.51Total Non-contractual - Lease Unit Charges

$421.51Total Non-contractual Maintenance Charges

Maintenance Charge Summary Maintenance Tax Recap

Tax ChargeQuantityState$0.00Labor

$397.65Parts$23.86Tax $23.86Taxable Amount397.65PA-37 1

$421.51Total $23.86Total Tax

3 of 3Page:0015328044Invoice:February 4, 2019Date:

ALLENTOWNQuestions?(610) 797-6100Contact:

Customer: 6999900-0099

HOW TO READ YOUR INVOICEMaintenance Detail Section

This section accompanies every maintenance invoice and it includes any service being billed during the invoice period.

Description. This area lists the complaint, cause and correction of any repair or service performed on the unit during the invoice period. It also lists your corresponding purchase order number. This area may also contain notes from the technician servicing the unit.

Repair Order Costs. This section details the costs of the repair order.

Total Maintenance Charges

Tax Recap. This convenient feature allows you to see the total cost of local taxes included in your invoice.

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Purchase Analysis. This feature allows you to see the cost of fuel included in your invoice. This will be broken out by Penske fuel and truck stop fuel.

Rental Unit DetailTractors

Total chargeSales taxExcise taxNon-networkUnit of MeasureRateQuantityFuel typeTicket #DateMy Unit #Unit #

Unit type

Location: PTL READING, PA$7.93$0.45Gallons$2.99002.5DEF0507131749/25/2018

PO: 66592795Location: PTL READING, PA

$178.67$0.45Total 646207$7.93$0.45Gallons$2.99002.5DEFPTL Fuel

$170.74Gallons$3.484549.0DIESELPTL Fuel

$178.67$0.45Total Rental Tractors

$178.67$0.45Total Rental Unit Charges

$178.67$0.45Total Fuel Charges

Fuel Charge Tax Recap


Fuel Purchase Analysis

ChargeAvg PriceQuantityFuel Source

$0.45Taxable Amount7.48PA-37 1$7.932.99002.5PTL Fuel-DEF$0.45Total Tax$170.743.484549.0PTL Fuel-DIESEL

$178.673.460551.5Total PTL Fuel

3 of 3Page:0014607914Invoice:October 2, 2018Date:

POTTSVILLEQuestions?(570) 544-2458Contact:

Customer: 6999900-0594

699999 9/25/2018 050713173 DIESEL 49.0 $3.4845 Gallons $170.74TADC TRACTOR PO: 66592795

HOW TO READ YOUR INVOICEFuel Detail Section

This section accompanies every fuel invoice and details the fuel activity of your vehicles during the invoice period.

Purchase Order Number. Your purchase order number will appear for any Penske fuel purchases made during the invoice period.

Total Fuel ChargesTax Recap. This convenient feature allows you to see the total cost of local taxes included in your invoice.

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HOW TO READ YOUR INVOICESpecial Detail Section

This section accompanies every special invoice and details the charges for your fleet during the period invoiced.

Total Other Unit Charges

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3 Simple Ways to Receive an InvoicePenske can provide invoices and/or billing reports electronically. We have various options and exchange methods available.

1. Fleet Insight (preferred) – You can access invoices using Fleet Insight, Penske’s online tool designed to save time. To sign up for fleetinsight.com, call us at 800-806-2098.

2. Electronic billing – We’ll send your invoice or report electronically. Files can be sent to multiple contacts. To sign up for electronic billing, call us at 800-806-2098 or email [email protected].

3. U.S. mail (slowest) – You can still receive paper invoices through postal mail.

Go Paperless! Paperless billing will save you time, reduce clutter and help you stay organized. It’s also environmentally friendly.

Simple Payment Options 1. Electronic Funds Transfer (EFT) – EFT reduces potential fraud. We accept ACH credit or wire

payments. To sign up for Electronic Funds Transfer, email us at [email protected].

2. Check – Please include payment coupon with your check.

INVOICING FORMAT AND DELIVERY OPTIONSWe offer a variety of invoicing options to meet your administrative needs.

For more information, contact 800-806-2098 or email [email protected].

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FLEET INSIGHT

Fleet Insight (fleetinsight.com) is a secure website to view your company’s fleet information. It is designed to streamline your fleet data and customize data and reports in ways that make sense for your business – ultimately leading to a greater visibility and smarter fleet decisions.

• Overview – Review and analyze a summary of your fleet data on one page.

• Maintenance – View a calendar of upcoming preventive maintenance appointments and manage your PM schedule.

• 24/7 Roadside Assistance – View the status and history of all 24/7 Roadside Assistance calls.

• Maintenance Billing – Review total dollar amount awaiting approval and projected amount of next invoice.

• Distance & Hours Billing – View and edit beginning, forecasted and ending odometer readings and hours for all of your contract and rental units.

• Browse Units – View your overall fleet – the number and contract type of the vehicles assigned to you.

• Reports – View, download and assess specific fleet data that provides broad view of customer fleet.

• Invoicing – View and search for invoices online, as well as add notes and ask questions. Print or download options are available.

https://www.fleetinsight.com

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FLEET INSIGHTReview Invoices Online 24/7

Fleet Insight is your online tool for your Penske invoicing needs. Under the “Invoicing” tab, you can view and manage your invoices.

• Get immediate access 24/7 with Fleet Insight

– See invoices as soon as they are generated; no waiting for mail delivery.

– Use the “Ask a Question” button to get clarification on specific line items or entire invoices.

• Search your current invoices and invoice history

– Organize by invoice type (fuel, maintenance, etc.).

– View at the invoice level or at the line item level. Dollar amounts are clickable to show more detail.

– Use the search tool to find invoices or line items by type, time period, unit number, invoice number, date, due date, etc.

• Better manage your payments

– Follow your internal processes for each payable line item. Mark items as reviewed, approved, paid, etc., for other users within your company to see, or add notes for future reference.

• Keep your data private and control who has access to it

– Your company’s administrator can create multiple users for Fleet Insight. Only these individuals can access company information on the site.

– Penske cannot view your information on the site. All information is kept private and confidential and can only be viewed by your administrator and administrator-designated users.

• Download invoices for your records, distribution or in-house analysis

– Download individual invoices – multiple pages at a time – or your whole invoice history.

– Download invoice data in an Excel spreadsheet for internal analysis.

• Use online reporting and analysis

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FLEET INSIGHTDistance & Hours Billing

With the Distance & Hours Billing page in Fleet Insight, you can view beginning, forecasted and ending odometer readings and hours for all of your contract and rental units. In addition, you can edit your ending odometer readings and hours by unit by hovering over the reading and changing it, if needed, which may lead to more accurate reporting. Plus, this tool accommodates all billing cycles – by week, month, fiscal year and more.

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FLEET INSIGHTNotifications

Turn on Fleet Insight notifications, through the Notifications Settings page of Fleet Insight, and be notified as soon as invoices are available. Receive notifications for:

• 24/7 roadside assistance events

• Distance & Hours Billing

• Legalization

• Maintenance billing

• Mileage forecast

• Open repair order summaries

• PM scheduling

• Vehicle ready for pickup

Note: Invoice notifications can be managed by selecting the preferences tab within the Invoice section of Fleet Insight.


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FLEET INSIGHTRegistration Process

OPTION 1: Sign up using Registration Email

• You should have received an email with instructions to activate your Fleet Insight account and your activation code

• Using this email, you can register your account and start using Fleet Insight today!

• See example email to the left

OPTION 2: Contact your Penske Sales Representative

• If you cannot locate your registration email, you can contact your Penske Sales Representative to get set up on Fleet Insight

OPTION 3: Call Penske’s Connected Fleet Team

• Penske’s Connected Fleet Team is available 8 a.m. to 8 p.m. ET, Monday through Friday at 844-426-4555 or [email protected]


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GLOSSARY OF TERMSGuaranteed contract maintenance:

Units are maintained by Penske but owned by the customer. The customer pays a fixed rate and sometimes a mileage rate and Penske guarantees scheduled maintenance. Per the contract.

Pegged contract maintenance:

In return for Penske maintaining customer-owned vehicles, the customer will pay a monthly fixed charge, plus a “pegged” (estimated) mileage charge. The pegged mileage charge can be, and often is, zero. Depending on the rating structure of the transaction, the monthly fixed charge may include certain maintenance items, usually preventive maintenance service and/or washing. Penske will perform a periodic reconciliation of the pegged mileage charge against the maintenance and repairs that were performed. If the pegged mileage charge is other than zero, the maintenance reconciliation will net the mileage charge against the maintenance and repair charges. The pegged maintenance structure is recommended for used (more than one model year old) and/or specialized equipment.

Extra unit:

An additional vehicle, rented by the lease/contract maintenance customers for temporary use.

Substitute unit:

A replacement vehicle, similar to the lease unit, if the lease unit is temporarily disabled due to mechanical failure.

Interim unit:

A vehicle provided to the customer at the contracted lease unit rates, during the period prior to the lease vehicle being made available to the customer.

understanding your penske invoice

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