PHH Quick Guide

PHH LEASE VEHICLES

Vehicle Servicing - Repairs & Maintenance:

Operator takes the vehicle to a contracted service centre (per list provided by Purchasing Services Branch) or contacts PHH Vehicle Maintenance Assistance (VMA) staff at the 1 800 # on back of PHH credit card, identifies the nature of repairs and asks to be directed to the nearest contracted facility;
Operator reviews work requested/required with the service centre and provides the PHH "red" stripe card for that vehicle;
Service centre prepares detailed cost estimate of work required and PRIOR to initiating service, contacts PHH VMA staff for authorization, at the 1 800 # on back of PHH credit card;
Operator signs work order/invoice upon completion of work and retains copy in the ministry vehicle file for reconciliation of pending PHH chargeback;
Service centre will be paid electronically by PHH 45 days from authorization date.

Note: Authorization of repair / maintenance for non PHH lease vehicles with a
"blue" stripe credit card (which is for fuel purchases only) is the direct
responsibility of the ministry. Invoices for payment of these services must be
submitted directly to the ministry as instructed by the operator or vehicle contact
person.

Tires:

Operator takes the vehicle to a PHH National Account tire dealer or contacts PHH VMA staff at the 1 800 # on back of PHH credit card, identifies the nature of the tire request and asks to be directed to an appropriate National Account dealer;
Operator reviews the tire request with the dealer and provides the PHH "red" card for that vehicle;
Tire dealer contacts PHH for authorization and processes the invoice through the PHH National Account Billing.

PHH National Account Tire Suppliers:

GOODYEAR MICHELIN/UNIROYAL-GOODRICH
BRIDGESTONE FIRESTONE
DUNLOP TOYO
YOKOHAMA

Tire purchases for non – PHH lease vehicles (those with a PHH "blue" stripe credit card) will be initiated using a Purchase Order on a Standing Offer (POSO) and billed on National Account directly back to the ministry, per Corporate Supply Agreements (CSAs) established by Purchasing Services.

Purchasing Services National Account Tire Supplier CSAs:

GOODYEAR MICHELIN/UNIROYAL-GOODRICH
BRIDGESTONE FIRESTONE
YOKOHAMA

Accidents, Vandalism / Incident:

Definitions:

Accident:

Any occurrence, regardless of fault, causing damage to vehicle/s or
property while the driver of the government owned, leased or rented vehicle is
physically behind the wheel, either moving or stopped. Also includes hit and run
damage. Must be reported using a PHH Vehicle Accident Services (VAS) Driver's Report.

Vandalism / Incident:

Any occurrence - except hit and runs - causing damage, theft, or loss, to a government owned, leased or rented vehicle while the vehicle was parked and unoccupied. Must be reported using a PHH Vehicle Accident Services(VAS) Driver's Report.

Reporting Accidents:

Involving PHH "RED STRIPE" credit carded vehicles:

Operator calls PHH Vehicle Accident Services (VAS) at 1-877-874-4862 or via email at bcgov@phh.com to immediately report ALL ACCIDENTS;
Operator calls Police in cases of injury or death, total damage exceeding $1,000 ($600 if motorcycle involved), any hit and run damage;
Operator reports to ICBC in cases of injury or death, vehicle or property damage to others, damage to operator’s vehicle by another vehicle, hit and run damage over $750;
Operator completes PHH Vehicle Accident Services Driver's Report within 48 hours, has it signed off by supervisor, and faxes to PHH VAS at 1-877-744-8271 and retains original as required by ministry.

Involving PHH "BLUE STRIPE" credit carded or non-PHH leased vehicles:

Operator calls Police in cases of injury or death, total damage exceeding $1,000 ($600 if motorcycle involved), any hit and run damage;
Operator reports to ICBC in cases of injury or death, vehicle or property damage to others, damage to operator’s vehicle by another vehicle, hit and run damage over $750;
Operator completes Vehicle Accident Services Driver's Report within 48 hours, has it signed off by supervisor, and faxes to PHH VAS at 1-877-744-8271 and retains original as required by the ministry.

Reporting Vandalism / Incidents (Red or Blue Card):

Operator completes PHH Vehicle Accident Services Driver's Report within 48 hours, has it signed off by supervisor and faxes to PHH VAS at 1-877-744-8271 and retains original as required by the ministry.

Initiating Accident, Vandalism / Incident Repairs:

Operator contacts their ministry Fleet Coordinator to determine in consultation with PHH Vehicle Accident Services the most appropriate process under any given circumstance;

Windshield Repairs / Replacement:

Operator contacts PHH VMA staff at the 1 800 # on the back of the vehicle credit card and asks to be directed to the closest autoglass shop listed as a National Account Billing Supplier with PHH.

Motor Vehicle Credit Card:

PHH "blue" stripe and "red" stripe cards may be used for the purchase of fuel and minor items such as top-up oil, washer fluid, wiper blades and light bulbs;
PHH "red" stripe card is also used to charge ALL repair or maintenance costs at contracted/authorized service centres/repair facilities;
PHH "blue" stripe card is restricted to fuel purchases only, as identified above. Vehicles assigned a blue card are to have all repair or maintenance costs authorized directly by the ministry and payment of those invoices will be processed through the local spending authority, not PHH;
PHH credit card may only be used for items purchased against the vehicle to which it is assigned.

For more information please contact:

Your Ministry Fleet Coordinator
PHH Vehicle Management Services, Vancouver, at 1-888-681-5426
Purchasing Services: Brian Sugrue 250 387-7334