Nissan/Infiniti Vehicle Purchase Program. Dealership Administration Guide

Transcription

1 Nissan/Infiniti Vehicle Purchase Program Dealership Administration Guide

2 Table of Contents Table of Contents Program Basics What the Customer Pays What the Dealership Earns Dealer Reimbursement Dealer Participation Stackable and Non-Stackable Incentives Verifying the Sale Date Regional and Other Incentives Who is Eligible to Purchase Relationship Categories Employees of NCI Immediate Family Members of NCI employees Employees of Affiliate Companies Extended Family Members of NCI Family of Affiliates Retirees of NCI Employment Service Contractors Employees of Business Associate Companies Business Associate Companies Purchase Quantity Limits Leasing Financing Service Agreements Accessories Getting More Information Dealers For French language inquiries Customers Processing a Sale: On line Claim Form Claim ID Numbers Verifying Employment Negative Equity, Trade-In Over Allowance or Lease Payoff Completing Claim Form SECTION 1: Customer Generates Claim Number Reporting the Sale If a Sale Unwinds Samples of Completed Claim Forms Claim Form: Audit Statement Claim Form: Plan A Claim Form: Plan B Claim Form: Plan C Submitting the Electronic Claim Form Checking Status of a Claim Document Checklist VPP Headquarters Phone Numbers Processing Time Sample Checklist and Forms Dealer Checklist

3 3.3.2 Dealer-Added Options Trade-In Statement Company Eligibility Request Form

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5 1 Program Basics 5

6 Program Basics 1.1 What the Customer Pays When a dealership participates in the Vehicle Purchase Program (VPP), it agrees to sell a qualified new vehicle or a Nissan Canada Inc.(NCI) demo vehicle to an eligible participant at a pre-negotiated price that is calculated for you on the VPP website (via the Dealer Portal, The VPP program is available to NCI employees & qualified family members, NCI Affiliate Company employees & qualified family members, NCI retirees, Business Associate Company employees and friends of NCI employees and affiliates. Plan A Plan B Plan C NCI Employees & their Immediate Family; Retirees & their Spouses Employees of Affiliates & their Spouse & children; Employment Service/Contract Employees and their Spouse & Children Business Associates & their Spouses; NCI Employees Extended Family; Friends of Nissan Definitions: Immediate An NCI employee s *spouse, parents (including in-laws), children (including Family in-law, step and legally adopted), siblings (including in-law, half and step). *Legally recognized as married or common-law, same gender partners Affiliate employee s immediate family is defined as spouse and children (including in-law, step and legally adopted). Extended Family Friends An NCI employee s grand-parents, aunts, uncles, cousins, nieces, nephews Affiliate employee s extended family is defined as parents (including inlaws), siblings (including in-law, half and step), grand-parents, aunts, uncles, cousins, nieces, nephews A friend of Nissan Business Vendors providing goods or services directly to NCI; Nissan & Infiniti Associates Dealership direct employees & their spouse; Canadian Football League (CFL) employees, players & cheerleaders Note: Any time there is an issue regarding any person s status as a family member or retiree, the default position will be to align Corporate Vehicle s position with H.R. definitions. The vehicle price calculation methodology is displayed below. Pricing Details Plan A Plan B Plan C Dealer Invoice starting point Yes Yes Yes Freight/PDE Charge 50% paid by participant/50% paid by NCI 50% paid by participant/50% paid by NCI 100% Paid by Participant VPP Discount (paid by NCI) 13.2% (N) 12.4% (I) 8.3% (N) 7.5% (I) Variable flat dollar amount based on model Current Sales Incentives Apply? Yes Yes Yes VPP Administration Fee - $ (plans A & B only) 100% Paid by NCI 100% Paid by NCI Variable flat dollar amount based on model 6

7 Program Basics Dealer-installed accessories, service agreements, registration fees, and title fees are not included in the negotiated VPP price. The cost of these items are added to the negotiated VPP price and paid for by the customer. All municipal, provincial and federal taxes are applicable; the VPP sale price does not include any of these taxes 1.2 What the Dealership Earns For each vehicle it sells under the VPP price guidelines, a dealership earns a VPP Administration Fee of $ for Plans A & B. For Plan C, a variable amount is assigned based on model. If a purchase is made under Plans A or B, Nissan pays the entire VPP Administration Fee. For purchases under Plan C, the participant pays the VPP Administration Fee. Dealers have the opportunity to earn additional profit through accessory sales and vehicle financing Dealer Reimbursement Dealers are paid the NCI portion of the VPP Administration Fee and any applicable VPP discounts via electronic funds transfer. See the Processing Time section (3) of this guide for further details Dealer Participation Participation in the VPP Program is limited to Nissan and Infiniti dealerships. Nissan Canada may, at its discretion, restrict certain models from the VPP program, depending on the retail sales rate and dealer inventory levels. These sales restrictions will be posted on the consumer VPP website ( Dealerships may, at their discretion, sell restricted vehicles through VPP program. Dealers may choose to factory order a vehicle for customers requesting restricted models. 7

8 Program Basics 1.3 Stackable and Non-Stackable Incentives All stackable and non-stackable vehicle incentives must be passed to the purchaser/lessee. Monthly sales incentives (i.e., trading dollars) will be automatically calculated in on the VPP website when you price a vehicle for a customer. Please refer to your Monthly Sales Program bulletin for current sales incentives. VPP sales are considered normal retail sales and dealers should use the appropriate RDR sale type when reporting each VPP sale. Upon reporting the VPP sale, payment of any sales incentive occurs via the Nissan Canada Dealer Incentive Payment system Verifying the Sale Date To qualify for any incentive in place during a particular sales period, a vehicle must be sold to the consumer within that period. Please see your current month s sales bulletin for program details. To verify that a sale took place within the incentive period, a dealership must have the following documentation prior to the incentive-period end: A retail, loan, or lease agreement with VIN specified, fully executed by both the dealership and the consumer. Verification that the dealership has, within seven working days of the date of the sale: 1) received full purchase price of the vehicle or 2) accounted for full purchase price of the vehicle with a fully executed finance contract, as indicated by the customer s dated signature on the contract Regional and Other Incentives If your region has a special promotion, this amount will be manually entered in the calculation section of the VPP claim form. A Regional or Other Incentive line has been provided on the calculation section of the claim form for this purpose. 8

9 Program Basics 1.4 Who is Eligible to Purchase VPP participants must reside in Canada. Eligible Participants include: NCI Companies For VPP purposes, NCI companies are: Nissan Canada Inc. Nissan Canada Finance For VPP purposes, NCI Affiliate Companies are: Nissan North America Inc (NNA, NTCNA, NMAC, Forklift) Automobiles Renault Canada Ltee Volvo Trucks Inc Arrow Used Trucks Inc Volvo Bus (Nova) Inc Volvo Bus (Provost) Inc Volvo Finance Inc Volvo Penta (Marine) Inc Volvo Motor Graders Ltd. For VPP purposes, Employment Service Contract Employees are: Kelly Services Employees Independent Contractors completing Purchase Order based services fulltime NCI locations Business Associates: For VPP purposes, the Business Associate companies are available on the VPP website; this list on the website is updated daily. Employees of both Nissan & Infiniti dealerships are eligible to purchase vehicles through the VPP. All dealerships, that are party to a current Sales & Service Agreement, will be listed under the Business Associate list on the VPP website. 9

10 Program Basics 1.5 Relationship Categories Employees of NCI For VPP purposes, employees of NCI companies are: Direct, full-time employees of NCI Immediate Family Members of NCI employees For VPP purposes, immediate family members of NCI employees include: Spouse (legal, common-law, same gender) Children (in-law, step, legally adopted) Siblings (in-law, half, step) Parents (in-law) Employees of Affiliate Companies For VPP purposes, employees of NCI affiliate companies are: Direct, full-time employees Extended Family Members of NCI, Affiliate Companies and Employment Service Contract Employees Grandparents, Aunt, Uncle, Cousin, Niece, Nephew Affiliate and Employment Service Contract Employees extended family also include siblings (in-law, half, step) parents (in-law) Immediate Family of Affiliate Companies Spouse, Children Retirees of NCI Retirees of NCI and their Spouse Immediate Family of Employment Service Contractors Spouse and Children Employees of Business Associate Companies For VPP purposes, employees of business associate companies are: Nissan or Infiniti dealership employee Legal spouse of above employee Note: All of the above purchases are for personal use only. VPP vehicle purchases cannot go into a business name Business Associate Companies Business Associate companies may purchase vehicles, but they must be registered in the Business Associate Company name only and are subject to fleet program criteria and fleet incentive allowances. 10

11 Program Basics 1.6 Purchase Quantity Limits Eligible vehicles: Only new Nissan or Infiniti and NCI Company demonstrators, which have not been RDR d are eligible under the VPP program. Participants may purchase a limited number of vehicles through the VPP each NCI fiscal year (April 1 March 31), as follows: NCI employees, immediate family: A total of 8 vehicles per fiscal year. Two purchases at the Plan A discount per fiscal year, and six additional purchases at the Plan B discount Affiliate company employees, spouse and children: A total of 8 vehicles per fiscal year at Plan B discount. Service Contract employees, spouse and children: A total of 8 vehicles per fiscal year at Plan B discount. NCI Employees, Affiliate company employees and Employment Service Contract employee s extended family and friends: Combined with Plan A or B purchases, a total of 8 vehicles per fiscal year at Plan C discount. Nissan retirees & their Spouse: 2 per fiscal year Business Associate company employees and legal spouses: No purchase limit. Business Associate companies (in the business associate company name): No purchase limit. 1.7 Leasing Both Nissan and Infiniti vehicles may be leased through the VPP program. Customers may arrange a lease agreement through the leasing company of their choice. Please refer to your Monthly Sales Program bulletin for current NCF/IFS lease program information. 1.8 Financing Both Nissan and Infiniti vehicles may be financed through the VPP program Customers can work with the dealership to obtain financing, or they can obtain financing through a bank or credit union. If a customer chooses to finance through NCF or IFS, normal credit conditions apply. 11

12 Program Basics 1.9 Service Agreements All VPP customers are eligible to purchase a Nissan Added Security Plan (ASP) or Infiniti Protection Plan (IPP) service agreement through a dealership. NCI employees and their family members can purchase ASP/IPP service agreements at a discount. The dealership should contact the ASP/IPP department at Nissan Canada Inc. to obtain discounting instructions. NCI employees should consult the current Employee Vehicle Purchase Policy for details about ASP/IPP employee discounts. If a customer purchases a service agreement, the dealership must complete the VPP Dealer-Added Option Form. This form is available on the VPP website Accessories Prices for dealer-installed accessories are negotiable between the dealership and the customer. NCI employees can purchase parts at a discount. They are to refer to the Employee Parts Purchase Program for details and process. Installation of any parts and accessories is negotiable between the dealership and the employee. If a customer purchases dealer-installed accessories, the dealership must complete the Dealer-Added Option Form. This form is available on the VPP website Getting More Information Dealers VPP claim forms are typically produced at the dealership via the dealer portal. If you need assistance completing a claim form for a VPP sale, call VPP Headquarters at (800) This number is staffed Monday through Friday (excluding Holidays) from 8:00 a.m. to 4:30 p.m. Central Time. If the claim is subject to Audit, please fax the necessary documents to (636) or scan and them to VPPFaxes@maritz.com. You can reference the VPP website to obtain the dealer checklist detailing all items required for audit purposes. For general information, call (800) or log onto the VPP website via the dealer portal. This phone number is staffed Monday through Friday (excluding Holidays) from 7:00 a.m. to 7:00 p.m. Central Time For French language inquiries Please call Nissan Quebec Regional office at (905) for assistance Customers Customers, who want more information about the Vehicle Purchase Program, should call (800) or access the VPP consumer site at 12

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14 2 Processing a Sale: On line Claim Form 14

15 2.1 Claim ID Numbers VPP claim forms are produced at the dealership via the VPP website. To produce a claim form, and corresponding VPP claim ID, for a customer through the VPP website, you must first qualify the customer. Employees of NCI, Affiliate companies and Business Associate companies will usually bring you a claim ID number that they have obtained through the consumer site. If they do not come to the dealership with a claim ID number, you may generate one through the Web site. Extended family, other family and friends of NCI or Affiliates must obtain a claim ID through their sponsoring employee. You can generate a claim ID for a Business Associate upon proof of identification. If a customer gives you a claim ID number that is more than 90 days old, the Web site will not accept the number. The first letter of a customer s claim ID number identifies their VPP participant category, as follows: A Plan = Employee of NCI, immediate family member or retiree & spouse B Plan = Affiliate employee, spouse and children, Employment Service Contract employee spouse & children C Plan = NCI and Affiliate Extended family, Employee of a Business Associate company, their spouse & Friends of Nissan 2.2 Verifying Employment Dealers must verify a customer s status as an eligible VPP participant before completing the VPP claim form. You must verify the employment of the eligible employee by obtaining a copy of: a business card a pay cheque stub a company photo ID card The sponsoring employee does not have to be present for the sale of the vehicle; however, proper identification from the sponsoring employee must be presented as indicated above. Nissan Canada Retirees must present a driver s license. This documentation must be included when faxing an audited claim form package to VPP Headquarters fax (636) or ed to VPPFaxes@maritz.com. 2.3 Negative Equity, Trade-In Over Allowance or Lease Payoff If a customer has negative equity in their trade-in vehicle, is given a trade-in over allowance, or is responsible for a lease payoff, this amount may not be included in the purchase price indicated on the claim form. However, in provinces where permitted, this amount may be included in the retail installment contract or lease, so long as this amount is separately disclosed in accordance with provincial and federal law. In these cases, the customer and dealership must complete the VPP Trade-In Statement located on the website. The completed Trade-In Statement must be included when faxing an audited claim, if applicable, to VPP Headquarters. 15

16 2.4 Completing Claim Form VPP Website Log-on Procedures: For Authorized Dealership Personnel Authorized dealer personnel can access online the VPP system through Nissan/Infiniti Dealer Portal ( After logging on to the Dealer Portal, select the Vehicle Purchase Program (VPP) link from the Applications menu. Contact your dealership administrator if you wish to gain access to or assign VPP access to additional dealership personnel. VPP Claim Form Process Overview The dealership VPP Website supports a purchase process that is virtually paperless and allows authorized dealership personnel to complete a VPP purchase online. If the customer has a claim number, go to Section 1. If the customer does not have a claim number, assist the customer by going to the VPP Consumer website and generating a claim number for them SECTION 1: Customer Generates Claim Number Potential customers can access the VPP Consumer website ( and generate a claim number online. When the customer enters the dealership with a VPP claim number Step 1: Log on to VPP Dealer Website Access the VPP link through the Dealer Portal ( Select the Vehicle Purchase Program (VPP) link from the Applications menu. At the Welcome Page, select VPP Claim Form (located in the top navigation bar). Note: The customer already has a claim number; enter the requested claim number, and select submit. Step 2: Calculate the Price of the Vehicle Enter the VIN (vehicle must be in Nissan/Infiniti dealer inventory), and select submit. Verify that the vehicle data matches the VIN, then select next. Enter the requested information, and then select calculate to obtain the purchase price. If the customer is taking delivery of the vehicle, proceed to Step 3. If the customer is just pricing the vehicle, print the price calculation page and log off. If the customer decides to purchase at a later time, repeat the process, starting with Step 1. 16

17 Step 3: Complete Participant Eligibility Information Enter the requested employee and dealer information to complete the process and to generate a VPP Claim Form. Note: In completing this step, you will also verify the participant s company name and identification. Participants must provide at least one of the following as proof of identification: Company photo ID Business card Pay Cheque stub (salary information can be marked through) Step 4: Verify Required Documentation Select each item listed on the Verification Checklist web page. Note: These documents are required for audit purposes. Step 5: Print and Sign the VPP Claim Form Print the claim form. The customer and authorized dealership person must sign the form. 2.5 Reporting the Sale A VPP sale should be reported the same way as any other retail sale. When submitting the retail delivery record (RDR) for a VPP sale, specific codes for Sale Type must be used based on the type of incentive applied to the sale. These codes are as follows: Nissan model, retail incentive: Type O Retail Sales Nissan model, NCF lease incentive applied: Type L Lease Infiniti model, retail incentive applied: Type O Retail Sales Infiniti model, IFS lease incentive applied: Type L Lease When a Business Associate purchases a vehicle through the VPP program they may be eligible for NCI Fleet Programs. If Fleet Program incentives are used in addition to the VPP Discount, the RDR type must be F. The vehicle must be registered in the Business Associate Company name to qualify for the incentives. Dealers must enter the correct sale-type code to be reimbursed for the applicable VPP Discount. 2.6 If a Sale Unwinds If a VPP sale unwinds after you have submitted an electronic claim for the VPP sale or if you have already been reimbursed for a VPP sale, please fax a copy of the claim form to VPP Headquarters (636) with a note indicating that the claim form needs to be voided. Include the reason the claim form must be voided along with a dealership name, contact, and phone number. 17

18 2.7 Samples of Completed Claim Forms The following are screen prints of completed claim forms for each plan type Claim Form: Audit Statement If your claim is selected for audit, the following information appears at the top of the claim form. 18

19 2.7.2 Claim Form: Plan A 19

20 2.7.2 Claim Form: Plan A Continued 20

21 2.7.3 Claim Form: Plan B 21

22 Claim Form: Plan B Continued 22

23 2.7.4 Claim Form: Plan C 23

24 Claim Form: Plan C Continued 24

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26 3 Submitting the Electronic Claim Form 26

27 Submitting the Electronic Claim Form 3.1 Checking Status of a Claim To check the status of a claim, go to the dealer Portal ( and select the Vehicle Purchase Program (VPP) link from the Applications menu. Select Check Claim Status from the site s home page. There are different options to search for a specific claim: enter the claim number or customer s last name. Click on search and you can view the status of the claim requested. Here is an explanation of each status: Pending/Audit: Dealer has submitted claim form and it has been subject for audit. Claim Returned: Claim has been returned (faxed) to the dealership for corrections. Submitted for Payment: Claim has been processed and forwarded to NCI for payment. Charge Back: Denied payment during audit process. The Web site also enables you to view all of your VPP claims by date or status. You may view individual claim forms by clicking on the claim ID number. You can reprint the claim form if necessary. If the claim is in a Rejected Status it will list the notes regarding discrepancies. 27

28 Submitting the Electronic Claim Form 3.2 Document Checklist Upon completion of the claim form process, claims will be selectively targeted for audit. Claims targeted for audit will require the dealership to fax all the documents listed below to (636) or scan and them to After the required documents are verified, the claim form will change from Pending/Audit Status to Submitted for Payment Status. The dealership should receive payment within 30 days of the approval date. Claim forms not targeted for audit will be paid within 30 days. Fax the documents below to (636) or scan and them to if the claim form is targeted for audit: VPP Claim Form (signed and fully completed) Employee Verification; must include one of the following items: Pay Cheque Stub, Business Card, or Company Photo I.D. Nissan Retirees should provide their driver s license as identification. Vehicle Factory Invoice or Bill of Sale (For Dealer Trade) Retail Purchase Agreement/Lease Agreement (signed and fully completed) Copy of Vehicle Registration Dealer Lease/Loan quote worksheet Dealer-added Option Form or documentation of Dealer-added Option, if applicable Trade-in or Negative Equity Form, if applicable VPP Headquarters Phone Numbers Fax (636) Phone (800) French Assistance (905) Ask for Sales Department Processing Time It takes approximately one week for VPP Headquarters to process each VPP claim. If the claim has errors or omissions, the dealership is notified via fax of the missing documents. If all required documents are included and accurate, the claim form is submitted to NCI for payment. Once NCI receives the claim, it pays the VPP Administration Fee and any applicable VPP discounts within approximately two weeks. Payment is made via electronic funds transfer. Note: If a dealership does not fax the requested corrections to VPP Headquarters within 120 days, the NCI portion of the VPP Administration Fee will not be paid. A claim form submitted with a sale date that is more than six months old may be denied. *Please note: for NCI or Retiree VPP sales (A & B plans), vehicle purchases must be made from the dealer where the vehicle was wholesaled. 28

29 Submitting the Electronic Claim Form 3.3 Sample Checklist and Forms The following pages are samples of the Dealer Checklist, Dealer-Added Options, and the Trade-In Statement Dealer Checklist 29

30 Submitting the Electronic Claim Form Dealer-Added Options 30

31 Submitting the Electronic Claim Form Trade-In Statement 31

32 Submitting the Electronic Claim Form Company Eligibility Request Form End of Document 32