Fleet Department Updates – Toyota Newslift

ALL CUSTOMERS

Please submit your invoices with the correct quantity of labor instead of flat rate labor
Please submit all quotes over the NTE through Fleet Support
Do not perform a repair without Quote approval on repairs over the NTE (for customers requiring DNE)
Please make sure your equipment is loaded into our system before you submit your invoices
Please ensure your titles and emails are updated on Staff Master

USPS
- Rentals
  - Requests are coming in now from USPS locations for seasonal rentals.
  - The Account Manager will forward those rentals to the appropriate Dealer as they come in.
  - Respond to the customer and cc Nikolette Clark (nikolette.clark@toyotatmh.com with a quote no later than 4 weeks prior to the requested date.
    - The quote is your commitment to fulfilling the request.
  - DO NOT submit an Equipment Load Request for seasonal rentals.
    - Bill monthly against the location on the Portal.
- Locations
  - If a location requests to be added to Fleet billing, TMH will setup accordingly.
  - USPS locations on Fleet must be invoiced through the Portal.
  - Non-fleet locations are invoiced directly to the site.
  - If a location changes to Fleet billing, the Fleet Account Manager will notify the Dealer of this change.
- NTE’s
  - Any repair over $2,000 requires a Fleet Support Ticket for approval
    - USPS Manager’s Name, Title, and signature are required.
  - Repairs $5,000 and over require TMH Fleet Approval.
    - Create a Fleet Support Ticket with USPS manager’s Name, Title, and signature attached with the quote.
    - A repair vs replace decision will be made.
    - The repair will be approved or declined via Fleet Ticket.
  - Repairs should not be completed without proper approval from Fleet Support

GXO
- PO’s are not required for services under $2,000
- Services over $2,000 require corporate approval before completing
  - Please submit quotes through Fleet Support located in the Portal.
  - Failure to complete this step before service completion will result in your Dealership being responsible for obtaining a REQ (PO) from the customer in order for TMH to process the invoice for payment.
- Please ensure all equipment is loaded prior to submitting invoices for payment
  - All material handling equipment is required to be loaded (including rentals)
  - Invoice payment will be delayed or could result in no payment if the equipment is not loaded.
- Please attempt to submit invoices to Fleet for payment within 7 days of service completion

PRAXAIR (LINDE)
- Services over $2500 require corporate approval PRIOR to completing
  - Please submit quotes through Fleet Support located in the Portal
  - Failure to complete this step before service completion will result in your Dealership being responsible for obtaining approval from the corporate customer in order for TMH to process the invoice for payment.
- Please identify the ticket number from the quote submission for all returned invoices due to no quote approval.
- The customer requires itemized quotes
- When servicing all makes of material handling equipment at your location, please do so for ALL, not only Toyota.
COSTCO
- Services over $1,000 require corporate approval PRIOR to completing
  - Please submit quotes through Fleet Support located in the Portal
  - Failure to complete this step before service completion will result in your Dealership being responsible for obtaining approval from the corporate customer for TMH to process the invoice for payment.
- For new equipment, please include in the repair description whether the service is a repair, avoidable damage, or full maintenance exclusion
- Please ensure attachments are included in PM services
- New Costco equipment should be on 60 PM services

UNION PACIFIC RAILROAD
- Purchase Orders are required for all services
  - TMH will provide the PO’s via email
  - Do not complete service without a TMH-issued PO
- Dealers are responsible for PO management
  - If funds listed on PO are not enough to cover repair, please ask the site to increase the amount
  - If an additional PO is required, please request the site create a new PO against Toyota’s contract
- UP sites should create yearly “blanket” PM PO’s for the timeframe January-December
  - Following year a new PO will be required. We are unable to bill against prior years PO’s
- Services over $2,500 require corporate approval PRIOR to completing
  - Please submit quotes through Fleet Support located in the Portal
  - Failure to complete this step before service completion will result in your Dealership being responsible for obtaining a REQ(PO) from the customer for TMH to process the invoice for payment.

HOME DEPOT (Effective Now)
- Camso tires must be used for The Home Depot
- Tire invoices need Camso part numbers entered in the part number field
- Do not use Starlift tire part numbers. Invoices are subject to short payment
- Markup tires 22% above the Dealer Price, indicated on the Camso Part Number and Dealer Pricing Sheet
- Continue to submit itemized invoices to Fleet for Camso Solideal service center tire installs

Fleet Support is available through the TMHU portal. For any fleet inquiries, please create a ticket through the Portal.

“Log on to Toyota Portal – click on Fleet Metrics – Click on Fleet Support – Click on to Launch Fleet Support.”
Please ensure that you are filling out Fleet Support Tickets completely to ensure a shorter response time
When you access fleet support to initiate a ticket, please ensure you are selecting “Fleet.”