100% Write Rebate Reward Program Rules
I. Overview
The 100% Write Rebate Reward Program has been designed to provide an opportunity for Vehicle Manufacturers to offer rebate-based incentives to Independent Repair Shops for using 100% OEM replacement parts when performing vehicle service and repairs.
II. Qualifying Transactions
For a Transaction to qualify for a rebate, the Repair Shop must use only new, genuine OE collision repair parts supplied by a licensed dealer. A list of program-eligible parts is defined by the Manufacturer as are any "Exception" parts. Exception parts, as specified by the program sponsor, fall outside the scope of the program and do not disqualify a Transaction (see Section IV, Exceptions, below). Exception parts notwithstanding, all of the parts (100%) used to repair a vehicle must be new, OE parts; the use of one alternative part disqualifies the Transaction.
III. Rebate
If a Transaction qualifies for a rebate, all program parts are eligible for a rebate as specified by the Vehicle Manufacturer after satisfying the proof of purchase requirement. The rebate is typically calculated as a fixed percentage of the Manufacturer's Suggested Retail (list) Price for each eligible part. The program sponsor has the ability to identify rebate-eligible parts. New OE parts that do not appear on the Manufacturer-defined program parts list would not be eligible for a rebate.
IV. Exceptions
If a Transaction contains non-OE parts designated as Exceptions by the Vehicle Manufacturer, the Transaction can be submitted and may qualify for a rebate as long as all other Transaction requirements have been met. If a Repair Shop feels that any specific parts, such as aftermarket accessory items, should be classified as an Exception, the Repair Shop can identify each line item that contains a part they believe to be an "Exception" and submit it to the Vehicle Manufacturer for review. The Transaction is then held, pending an OEM review of the validity of the noted Exception. If an Exception is approved, the Transaction may proceed to Auditing (see Section VII, Auditing, below). If an Exception is rejected, the corresponding Transaction is immediately rejected. Any Exceptions that are approved or rejected are added to the Manufacturer’s Exception database. Future Transactions containing reviewed Exceptions are then automatically processed.
V. Adding and Modifying Parts
A Repair Shop may not add any parts to a Transaction after the 100% Write software has extracted the Estimate/Repair Order; they must supplement their original Estimate or Repair Order to do so. They may, however, replace alternative (aftermarket or salvage/used) parts with new, OE parts, if they provide proof of purchase (see Section VIII, Required Information, below). This allows the Repair Shop to both represent purchases of OE parts that took the place of alternative parts, and to take advantage of any Price Matching Programs being offered (see Section VI, Price Matching Programs, below). Regardless of the nature of the edit, every part edit is noted, and a record of the original estimate part is maintained.
VI. Price-matching programs
A Manufacturer-sponsored price matching program allows wholesale parts dealers to offer competitive prices on certain service and repair parts. A database containing a list of such parts is provided by the Vehicle Manufacturer. If a Repair Shop takes advantage of any Manufacturer-sponsored price matching, the shop is then required to identify all parts that were price-matched (wholesale discounts applied that are greater than their normal discount level). Price-matched parts may or may not disqualify a Transaction, depending upon the participating OEM Auto Manufacturer. Regardless, the discounted parts do not qualify for an additional 100% Write Rebate. Inclusion of parts that are eligible for a Manufacturer-supported price-matching program would not disqualify a Transaction if the part is purchased at the Repair Shop's normal discount level.
VII. Auditing
The program-sponsoring Vehicle Manufacturer has the opportunity to audit all Transactions submitted by each Repair Shop to validate adherence to the 100% Write rule set. The Transactions are packaged into Invoices, and once enough Transactions have been reviewed to satisfy an auditor, the Invoice can be approved or rejected, which automatically approves or rejects all non-audited Transactions on the invoice. For each rejected Transaction, the auditor will provide Rejection Notes, explaining to the Repair Shop why the specific Transaction did not meet the 100% Write criteria. In cases where the original Transaction did not provide enough data or supporting documentation, a Manufacturer can allow Repair Shops to resubmit these rejected Transactions for further consideration.
VIII. Required Information
For each Transaction, the Repair Shop is required to provide an Estimate or Repair Order Number; Customer Name; Estimator Name; and Vehicle Make, Model, and VIN. For each part line on the Transaction, the Collision Repair Shop is required to provide the name of and invoice number from the dealer where they purchased the part. If a Transaction is rejected, the Repair Shop is required to enter Corrective Action Notes before resubmitting the Transaction to the program sponsor.