Service Part Warranty: Ford Motor Company now REQUIRES a copy of supporting documentation when submitting a new repair order for a Service Part Warranty (SPW) claim. Supporting documentation must be sent with the repair order to prevent delays in payment of warranty dollars.
Over-The-Counter (OTC): Supporting documentation must state the failure of the service part and must include the original invoice. If you are collecting labor from the outside repair facility, Ford Motor Company requires a copy of the original repair facility shop ticket where the over-the-counter part was installed. To maximize warranty dollars collected for the repair facility, be sure the technician from the outside facility completes the comments. Remember to complete a Request for Over-The-Counter part warranty labor.
ESP Prior Approval: Information given for mileage, the line number and the total amount must match the Repair Order (RO). Please provide the cost breakdown of parts, labor, rental fees and any applicable sales tax. In addition, submit the approval code with the Ford reference number and the total amount of warranty dollars approved.
P18 Rental: The rental vehicle must be a Ford or a Lincoln. Make note of the VIN for submission, keeping in mind that rentals over 10 days will not be accepted. Lincoln dealers may only use Lincoln vehicles for CLP repayment. You must contact your CSM, per the letter. Ford dealers must use Ford vehicles, but may also use Lincoln vehicles with the understanding that payment will be at the Ford rate of $30.00. Non-Ford VINs may be used until April 1, 2016. After this date, only Ford vehicles will be allowed under the program.
P18 Repair: You will need to know the dealer portion, the customer portion and most importantly, Ford’s portion. Payments made by Ford are not adjustable through appeal.
P11 Repair: You must have the approval code as well as a breakdown of the distribution of costs: the dealer portion, the customer portion and most importantly, the portion that Ford is paying. You must have the line number that is used for the approval, taking note that P11 and P18 payments cannot be mixed on the same line.
ESP Tire Care: We MUST obtain the 5-digit approval code and the old and new DOT codes. A complete breakdown of the approval amounts for tires, tax and the tire labor amount must be obtained, as well as the total approved and reference number. When a tire is billed on a warranty claim, you MUST obtain the old and new DOT code. This applies to TWC, QFC, P18, P11, ESP, etc.
Quality Fleet Care (QFC) Repairs: A purchase order number is required when the total is over the allotted dollar amount listed on the Oasis. Remember, our totals must match the amount of the purchase order. Please be sure to document approved totals, or include the information in the technician comments field. Confirm that the parts are billed out at the proper price and the labor is listed as a total per line.
Battery Codes: DTC and OWS codes are needed. Make sure the code is entered into the battery tester correctly. You will need to enter the P&A code, line number (noting whether the letter line is AA, BB, 01, 02, etc.), as well as the correct cranking amps. If any of this information is entered into the tester incorrectly, this will cause rejection and nonpayment of the repair, and retesting of the battery will be required for payment.
Digital Imaging Approvals: With OWS, the clock does not start until you close the ticket. We have 30 days from the close date of the repair order to get claims paid. The approval code is no longer 5 digits, and the new, longer approval code must be included in the technician comments area for claim or line payment. All submitted information must match what was used for the approval.
Claim Payment Timeframe (Not at the current time–in the future): With OWS, the payment clock does not start until the claim is closed for 30 days. Closer attention must be paid to warranty schedules. When a claim is closed due to a mistake on your end, the payment clock has started. .
Recall Related Damage Approvals: When obtaining approvals and sending the claim, please put the approval code on the correct line, and provide the line used. It is as simple as “01” or “1” and “AA” or “A” along with a breakdown of the approval including separate parts, labor, and any approved miscellaneous expenses.