Fleet Administrative Services
UMLER/EMIS Registration
DTETS will maintain the UMLER/EMIS file on all customer cars. DTETS will review and correct UMLER/EMIS information on current cars in UMLER and DTETS will enter UMLER/EMIS information on new customer cars added to their fleet.
Circular OT-5 Authority
DTETS will file new or updated Circular OT-5 authority on customer cars with the appropriate railroad and will advise customer of the railroad responses to Circular OT-5 when received.
Mileage Services
DTETS will obtain Car Hire Exchange Data from Railinc each month on customer’s private cars. DTETS will monitor total mileage for each car covered and notify customer on cars that are approaching any maximum yearly mileage provision contained in customer’s lease.
Lease Invoice Auditing
If requested by customer DTETS will receive lease invoices each month for customer cars. DTETS will audit the invoice for accuracy and forward to customer for payment within five (5) business days of receipt. For invoices with exceptions, DTETS will indicate the exception, provide a description of the reason for rejecting the charge and either forward the invoice to customer for payment of the valid charges or return the invoice to the leasing company.
Repair Invoice Audits
If requested DTETS can complete the RipTrack 2 system audits of the Car Repair Billing based on the criteria that the user defines. The audit will look for duplicate repairs, adherence to the AAR Pricemaster, check that contract shops issue billing using the correct labor rate, and assure that jacking charges are applied correctly and other audits.
Counter Billing/ Data Exchange
Once the audit identifies exceptions DTETS personnel will file for Counter Billing Authority to the billing road, re-bill 3rd parties if desired, and file for payment for DV railcars and JIC or Defect Card rebuttal billing. All the information required will be sent through the Data Exchange process as defined in AAR Rule 112. All audit results and resolution of exceptions will be communicated to the customer in a mutually defined process.