Turo Fleet Toll Policy Template

An internal toll policy makes the process consistent once several vehicles or team members are involved — it should define responsibilities without contradicting Turo's or the toll provider's own rules. This is a written policy document, distinct from How to Manage Toll Reconciliation With a Fleet Team, which covers the reasoning behind the roles this policy assigns.

Purpose, source records, and vehicle/transponder tracking

State plainly what the policy governs: "This policy governs how [Fleet name] records, reconciles, reviews, documents, submits, and reports tolls connected with hosted vehicle reservations." For source records: original toll-provider exports and notices must be retained securely, and every import must record provider, account, coverage period, file name, date, and outcome. For vehicles and transponders: plate and transponder assignments must include effective start and end dates, and devices may only be moved by authorized staff following the assignment-change procedure.

Reconciliation and billing approval

State the matching rule plainly: transactions are matched using vehicle identifiers and travel timestamps, and conflicting or incomplete matches require human review rather than an automatic guess. For billing: only eligible, documented charges may proceed, and duplicate, host-use, operational, unsupported-fee, and insufficient-evidence records must be excluded with a stated reason — not silently dropped.

Deadlines, outcomes, and ownership

Open cases get reviewed by deadline, and submitted, paid, disputed, denied, expired, and written-off outcomes all remain auditable rather than getting overwritten. Name the actual roles: importer, reviewer, approver, billing owner, administrator, and manager, with a defined backup for each when someone's out. Kelviz is built around exactly this same role structure — see the workflow section for how it maps onto the product.