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View How do I Add a Fuel Surcharge

Category:HWeb Agent

How do I add a Fuel Surcharge

NOTE: This explains how apply a fuel surcharge to your office reservation system (HWeb Agent). If you are seeking directions for how to add a fuel surcharge to your web-based (online) reservation system, please click HERE and you will be redirected to the appropriate article.

Adding a Fuel Surcharge to your local reservation system is a 2-3 step process:

  1. Establish the surcharge type
  2. Set the surcharge value for each Service type and then enable per Direction
  3. Determine how much of the surcharge is paid to the driver (if needed)

Establish the surcharge type

  1. Open HWeb Agent, Dispatcher or Admin
  2. Go to Tools - Configuration - Fare and Services
  3. Select the Fare Components Tab
  4. In the fare component column, locate the "Service charge" item
  5. Reading across the row, locate the following columns:
    1. Type: Charge
    2. Display:  place a check mark in the box
    3. Display priority:  suggest a low number here, 2, 3, 4, etc. to place near the top of the fare details breakdown list.
    4. Normally hide when zero: may be checked, or left blank as desired.
    5. Caption: Fuel Surcharge, Surface Transportation Charge,  or other text as desired
    6. Allow User Edit:  place a check mark if you want agents to have the ability to adjust or modify the charge amount.
    7. Apply Discount: place a check mark in this box if your surcharge is subject to discount(s)
    8. Apply Discount (alt): same as 7 above
    9. Include in gratuity: place a check mark in this box if driver gratuity calculations should include this dollar amount.
    10. Include in gratuity (alt): same as 9 above
    11. Include in driver commission: place a check mark in this box if the fuel surcharge value is to be included when calculating driver pay/commission.
    12. Include in Payment split 1: ***For Owner Operators who will pay the driver for Fuel Charges collected, place a check mark in this box and then make sure you also complete the directions in the section below:  Determine how much of the surcharge is paid to your drivers.
    13. Include in Sales Tax: check this box if fuel surcharges should be included when caldulating sales tax.
    14. If you are unsure if other items in the Fare Components tab may apply to your operation, please contact Hudson Tech Support for assistance.
    15. Press Apply

Set the surcharge value for each Service type

  1. Open HWeb Agent, Dispatcher or Admin
  2. Go to Tools - Configuration - Fare and Services
  3. Locate the Tab labled Services
  4. Scroll to the right and locate the column labled: Service surcharge type.
  5. For each service where you wish the Fuel Surcharge to apply select from one of the following:
    1. Fixed:  Applies the surcharge value to each reservation, regardless of passenger count.
    2. Fixed per Passenger: Applies the surcharge value to each passenger on the reservation.
    3. Percent: Applies the surcharge value as a percentage of the base fare.
    4. Percent (rounded): Same as number 3 above, but rounds the surcharge value to the nearest whole dollar amount.
    5. Percent (rounded up): Same as number 3 above, but rounds the surcharge value up to the next highest whole dollar amount.
  6. Locate the column: Service surcharge rate. Enter the dollar value or percentage of fare value that will be added to the base fare as a fuel surcharge. (ex:  2.50,  10, 15, etc.).
  7. Click Apply and OK
  8. Locate the Tab labled Directions
  9. Scroll across the table and locate the column labeled: Apply Service Surcharge.
  10. For each direction that the Service Surcharge (fuel) is to be applied, place a check mark in the appropriate box.

Determine how much of the surcharge is paid to your drivers (if needed)

These directions apply to companies where the drivers are owner/operators and are purchasing their own fuel. These "drivers" should then receive some or all of the fuel surcharge in their payment. Follow the additional steps below if this surcharge should be indluded in driver pay.
First complete the instructions as outlined in the first section titled:  Establish the Surcharge Type. Ensure that step number 12 , ‘Included in payment split 1’ has been completed. Then:

  1. Open HWeb Agent, Dispatcher or Admin
  2. Go to Tools - Configuration - Advanced Features
  3. Locate the Tab labled Driver Payments
  4. In the section titled Driver Payment Split, enter to the right of Rate 1, the PERCENTAGE of the fuel surcharge collected that will be paid back to the driver. Example: if you collect a $10 surcharge from the client, and wish the dirver to receive $8, enter 80 in the Rate 1 field.
  5. Locate the check box on this tab labled: ‘Include payment splits in net payment amount’ and make sure it is checked.
  6. Click Apply and OK to save changes.



Refresh your Fare and Configuration file by pressing the F11 key.

Test your new fuel surcharge by entering a test reservation.
When in the Agent, Fare and Availability screen, the Fuel Surcharge is added to the Base Fare value and is a component of the Fare value displayed for each service.






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