Fuel & Mileage Surcharges
Fuel and mileage surcharges let you recover costs when customers return vehicles with low fuel or drive more than the included mileage allowance. Both surcharge types are optional and fully configurable.
How Readings Are Captured
Fuel level and odometer readings are captured automatically via Smartcar telemetry at two points:
- Ride start — When the rental session begins (check-in)
- Ride end — When the rental session ends (check-out)
The difference between the start and end readings determines whether surcharges apply.
Missing Readings
If either the start or end reading is unavailable (e.g., the vehicle was offline or Smartcar couldn't fetch the data), the surcharge is skipped — not estimated. Customers are never charged based on incomplete data.
For electric vehicles, the system uses charge_percent (battery level) instead of fuel_percent. The same surcharge logic applies to both.
Fuel Surcharges
Fuel surcharges encourage customers to return vehicles with adequate fuel. Two calculation modes are available:
Mode 1: Threshold
A flat fee is charged if the vehicle is returned below a specified fuel level.
| Setting | Default | Description |
|---|---|---|
| Return Threshold | 75% | Minimum fuel level on return |
| Flat Fee | $45.00 | Fee charged if fuel is below the threshold |
| Cap | None | Maximum surcharge (optional) |
How it works: If the fuel level at check-out is below the threshold, the flat fee is charged. If it's at or above the threshold, no fee applies.
Example:
| Scenario | Fuel at Return | Threshold | Fee |
|---|---|---|---|
| Customer returns with plenty of fuel | 80% | 75% | $0 |
| Customer returns slightly low | 70% | 75% | $45 |
| Customer returns nearly empty | 15% | 75% | $45 |
When to Use Threshold Mode
Threshold mode is simple and predictable for customers. It works well when you want a clear "return it above X% or pay a flat fee" policy.
Mode 2: Per-Unit
A per-percentage-point fee is charged based on how much fuel was consumed during the rental.
| Setting | Default | Description |
|---|---|---|
| Per Percent Rate | $1.50/% | Charge per percentage point of fuel consumed |
| Cap | None | Maximum surcharge (optional) |
How it works: The system calculates the fuel consumed (start level minus end level) and charges the per-unit rate for each percentage point dropped.
Example:
| Start Level | End Level | Consumed | Rate | Surcharge |
|---|---|---|---|---|
| 85% | 60% | 25% | $1.50/% | $37.50 |
| 90% | 85% | 5% | $1.50/% | $7.50 |
| 50% | 50% | 0% | $1.50/% | $0.00 |
When to Use Per-Unit Mode
Per-unit mode is fairer for customers who only use a small amount of fuel but may not have time to refuel before returning. The charge scales proportionally with consumption.
Cap Setting
Both modes support an optional cap — the maximum fuel surcharge regardless of how low the fuel is returned.
Example: With per-unit mode at $1.50/% and a cap of $50:
- Customer uses 40% fuel → 40 × $1.50 = $60 → capped at $50
- Customer uses 20% fuel → 20 × $1.50 = $30 → $30 (under cap)
Mileage Surcharges
Mileage surcharges charge customers who drive more than the included daily allowance.
| Setting | Description | Example |
|---|---|---|
| Included KM per Day | Free mileage allowance per rental day | 160 km/day |
| Overage per KM | Charge for each km over the allowance | $0.40/km |
| Cap | Maximum mileage surcharge (optional) | $200 |
Calculation
The total included mileage is the daily allowance multiplied by the number of rental days:
Total Allowance = Included KM/Day × Rental Days
Overage = Total KM Driven − Total Allowance
Surcharge = Overage × Overage Rate (capped if applicable)
Example Calculations
3-day rental, 160 km/day allowance, $0.40/km overage:
| Total Driven | Allowance | Overage | Rate | Surcharge |
|---|---|---|---|---|
| 400 km | 480 km | 0 km | $0.40/km | $0.00 |
| 520 km | 480 km | 40 km | $0.40/km | $16.00 |
| 700 km | 480 km | 220 km | $0.40/km | $88.00 |
With a $200 cap:
| Total Driven | Allowance | Overage | Calculated | Capped At | Final |
|---|---|---|---|---|---|
| 1,200 km | 480 km | 720 km | $288.00 | $200.00 | $200.00 |
Configuring Surcharges
Surcharges are configured at the vehicle pricing level. Navigate to the vehicle's pricing settings in the dashboard to enable and configure fuel and mileage surcharges.
Open Vehicle Pricing
Navigate to the vehicle or vehicle model's pricing configuration in the dashboard.
Enable Fuel Surcharge
Toggle fuel surcharge on and select the mode (threshold or per-unit). Set the appropriate rates and optional cap.
Enable Mileage Surcharge
Toggle mileage surcharge on. Set the included km per day, overage rate, and optional cap.
Save
Save the pricing configuration. Surcharges apply to all future rentals for this vehicle or model.
Customer Transparency
Surcharge policies are visible to customers in the vehicle listing and booking confirmation. At check-out, any applicable surcharges appear in the billing summary before the customer's payment is processed.
Need Help?
For questions about surcharge configuration or billing, contact us at support@levyelectric.com.