Nissan. Vehicle Purchase Program. Dealership Administration Guide

Transcription

1 Table of Contents Program Basics Nissan Vehicle Purchase Program Dealership Administration Guide Updated: 8/09/2011

2 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Table of Contents Section 1: Program Basics...1 In This Section:...1 Program Overview... 2 What the Customer Pays... 2 What the Dealership Earns... 3 Dealer Reimbursement Chart... 3 Dealer Reimbursement... 3 Dealership Responsibilities... 4 Fraudulent and Misuse of the Vehicle Purchase Program... 5 Incentive Reimbursement... 6 Leases... 6 Financing... 6 Applying Incentives... 6 Verifying Sale Date... 6 Who is Eligible to Purchase... 6 NNA and Affiliate Companies... 7 Business Associate Companies... 7 Dealerships... 7 Definitions... 7 Purchase Quantity Limits... 9 Generating Claim Form Numbers... 9 Accessories Getting More Information Section 2: Processing a VPP On Line Claim Form...11 In This Section:...11 Claim Form ID Numbers Verifying Employee Employment VERY IMPORTANT Negative Equity, Trade-In Over Allowance, or Lease Payoff Completing the Claim Form Reporting the VPP Sale VPP Sale Unwinds Sample VPP Calculation Section 3: Submitting The Claim Form Basics...15 In This Section:...15 Document Checklist Submitting Claim Form and documents to VPP Headquarters How to Reprint a Claim Form VPP Claim Form Audit Processing Time Checking Status of a Claim Form Section 4: Confirming Payment of Dealer Reimbursement...19 In This Section:...19 Confirming Payment in VIMS

3 Section 1: Program Basics In This Section: Program Overview... 2 What the Customer Pays... 2 What the Dealership Earns... 3 Dealer Reimbursement Chart... 3 Dealer Reimbursement... 3 Dealership Responsibilities... 4 Fraudulent and Misuse of the Vehicle Purchase Program... 5 Incentive Reimbursement... 6 Leases...6 Financing... 6 Applying Incentives... 6 Verifying Sale Date... 6 Who is Eligible to Purchase... 6 NNA and Affiliate Companies... 7 Business Associate Companies... 7 Dealerships... 7 Definitions... 7 Purchase Quantity Limits... 9 Generating Claim Form Numbers... 9 Accessories Getting More Information

4 Welcome to the Nissan/Infiniti Vehicle Purchase Program Program Overview The Vehicle Purchase Program (VPP) is a benefit program that allows Nissan North America (NNA) employees along with our affiliated company employees, their family and friends to purchase Nissan and Infiniti vehicles at a pre-determined price. The Vehicle Purchase Program also provides companies who supply Nissan North America with products or services on an ongoing basis with VPP benefits. Business Associate Companies and their employees and Dealership employees also can enjoy this method of purchasing Nissan or Infiniti vehicles. This program is voluntary for Nissan and Infiniti dealerships. By processing VPP Claim Forms and accepting the Dealer Reimbursement, dealers acknowledge their consent and agreement to follow all Vehicle Purchase Program (VPP) Guidelines outlined in this Dealer Administration Guide. The presentation of a VPP Claim Form Number does not confirm eligibility or commit NNA to payment of a delivery fee to the dealer. What the Customer Pays These are the negotiated prices for VPP customers: For Nissan vehicles on the A, B, C, D and E Plans Dealer Invoice minus the VPP Discount depending on model (See customer discount chart) When a dealership participates in the VPP, it agrees to sell a qualified new vehicle to an eligible participant at a negotiated price as described in the chart below. Customer Discount Chart 2

5 Dealer installed accessories, service agreements, registration fees, title fees, and taxes 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. What the Dealership Earns For each vehicle it sells under the VPP price guidelines, the dealership earns a set dealer reimbursement fee. Dealer Reimbursement Chart * Dealer Reimbursement = Customer Discount + $150 Dealer Fee Dealers have the opportunity to earn additional profit through accessory sales and vehicle financing. NOTE: The above list is subject to change at Nissan North America s discretion. Dealer Reimbursement Dealers are paid the dealer reimbursement via electronic funds transfer. See the "Confirming Payment of Dealer Reimbursement section of this guide. Dealers may not charge additional delivery fees beyond what the VPP price structure allows. In the event of a dealership buy/sell, the Dealer Reimbursement will be paid to the non-vehicle account (a.k.a. Parts Statement) of the outgoing dealership. 3

6 Dealer Participation Participation in the Vehicle Purchase Program is limited to Nissan and Infiniti dealerships in the continental United States, Hawaii, and Alaska. However, dealerships are not required to participate in the program. Dealerships that do participate may, at their discretion, limit VPP purchases to specific models. Dealership Responsibilities Verify eligibility of the participant/employee by confirming an eligible company employs the individual. This is done by verifying the proper proof of employment criteria. Names of eligible companies are maintained on the dealer website (vehiclepurchaseprogram.nnanet.com), which can be accessed via NNAnet.com. Once on the dealer site, to view company lists, access the Business Associate tab in the upper right corner. Verify participant proof of employment matches exactly the name / location of the company listed on the website. Sister companies and subsidiary companies are not eligible for participation. For example, World Logistics Service USA is eligible, but World Logistics Group is not. Dealers will not be paid a delivery fee on vehicles sold to ineligible customers. (See Section 2 for more information.) Dealers must adhere to the pricing formula for determining the purchase price / capitalized cost of the vehicle, the service contract, and finance / lease contract. 4

7 Dealers must give VPP customers eligible incentives including, but not limited to, customer cash, subvened APR (based on eligibility), dealer cash, all forms of bonus cash, lease support including money factor and residual subvention, owner loyalty and conquest cash. Dealers must agree to offer NNA products, parts and accessories and when offering nongenuine products or services, expressly inform the VPP customer that the product or service is not an NNA product. Dealers must agree to offer NMAC and IFS financing and leasing programs, and when offering non-nmac / IFS programs expressly inform the VPP customer that the product is a Non- Nissan product. Fraudulent and Misuse of the Vehicle Purchase Program If a Dealership misuses the Vehicle Purchase Program, it will result in non-payment or subject to chargeback of the delivery fee. Such violations may cause the Dealership to be ineligible to participate further in the Vehicle Purchase Program. 1) Do not offer money to encourage people to use the Vehicle Purchase Program. 2) Do not offer inducement or items of value to encourage people to use the Vehicle Purchase Program. 3) Do not offer a reduced price on a vehicle to encourage people to use the Vehicle Purchase Program. 4) Do not pay an employee to use their proof of employment. 5) Do not copy an employee s proof of employment and reuse their proof of employment. 6) Do not accept a proof of employment if an employee should offer it, for future deals. The Dealership may be declared ineligible to participate further in the Vehicle Purchase Program if Nissan North America deems that there was any other misuse of the program. One hundred percent of VPP Claim Forms are audited by VPP program headquarters under the program guidelines established by Nissan North America. If a Nissan or Infiniti Dealer identifies a NNA employee or employee of a Business Associate company attempting to misuse the VPP or use the program for personal benefit, please contact VPP program headquarters at Charges not allowed under Vehicle Purchase Program (VPP) Documentary fees above their normal retail Doc Fee (dealer may charge normal motor vehicle registration and plate fees) Additional delivery fees beyond what the VPP price structure allows. Mandating accessories or other products that are not part of the original vehicle invoice as a condition of sale. By participating in the VPP Program and submitting a claim for reimbursement, Dealer agrees to abide by the VPP Program Guidelines. NNA reserves the right to inspect dealership records during normal business hours and to question and/or disqualify any VPP sales and/or purchases made or reported that are not in accordance with the Official VPP Program Guidelines or policies of NNA. All payments and/or awards made under this program are subject to audit and possible chargebacks to the dealership account. Failure to submit dealer records to NNA for audit purposes may result in disqualification of payments and/or reimbursement to the Dealer. 5

8 If during audits or otherwise, evidence of misrepresentation, concealment or other fraudulent practices are discovered, Dealer may be subject to remedial and/or disciplinary actions, including suspension from and/or ineligibility for future VPP programs depending upon the magnitude or severity and the extent of the materiality and dealer knowledge of the fraudulent activity. Incentive Reimbursement Reimbursement for select incentives may require submission of a special form. Dealers should reference their monthly C&I Bulletins and / or contact their regional office or C&I Hotline for details. VPP new-vehicle transactions are counted as regular sales or lease transactions for the purposes of any retail bonus program(s) for which a dealer may be eligible. Leases Both Nissan and Infiniti new vehicles may be leased through the VPP program. Customers may arrange the lease agreement through the finance company of their choice. Financing Financing for VPP purchases can be made through NMAC or IFS (normal credit standards apply) or can be obtained through a bank or credit union of the customers choice. Dealer agrees to offer NMAC and IFS financing and leasing programs, and when offering non-nmac / IFS programs, inform the VPP customer that the financial product is a Non- Nissan product. A and B Plan Participants are eligible for Special NMAC / IFS Financing as published on - Special VPP Finance Rates. Dealer receives this information directly from NMAC /IFS. Dealer agrees to offer A and B Plan Participants the Special VPP Finance Rates normal credit standards apply, should they be available at the time of purchase. Applying Incentives Each month, NNA establishes a retail and lease incentive schedule for both the Nissan and Infiniti models. Incentives may not be available for every model. Separate incentives may also be established for NMAC/IFS leases and for non-nmac/ifs leases. Enter in the appropriate national incentive amount on the calculation page. Enter zero 0 if no incentive is available. Dealers must refer to Contest and Incentives bulletins for all program details. Dealers are notified of incentives via the dealer portal (NNAnet.com). Verifying Sale Date To qualify for the incentive during the incentive period, the vehicle must be sold to the ultimate consumer within that period. Please see Nissan or Infiniti C&I program rules for details. Who is Eligible to Purchase VPP participants must reside in the continental United States, Hawaii, or Alaska. Eligible participants include: Employees of NNA and their immediate family members (A Plan participants) Employees of NNA Affiliate Companies and their immediate family members (B Plan participants) 6

9 Extended family and friends of NNA and Affiliate Company Employees (C Plan participants) Business Associate Companies and their Employees/Spouse (D Plan participants) Dealerships Employees/Spouse and their immediate household family members -Driver s license with same address as employee is required. (E Plan participants) o See customer discount chart (page 2) for dealership employee discount based on tenure. NNA and Affiliate Companies For Vehicle Purchase Program (VPP) purposes, NNA and Affiliate Companies are: NNA HQ/Regional Offices(NNA/NMAC/NDC/NTCNA/PDC) NNA Canton NNA Decherd NNA Smyrna Nissan Capital of America Nissan Extended Services N.A. GP Nissan Finance of America Nissan Forklift Corporation North America Nissan Industrial Engine Manufacturing USA (NIEM) Nissan Marine & Power Products Nissan Real Estate Corp Nissan Trading Corporation Nissan Canada, Inc Atlet Forklift C K Electronics L.L.C. CKNA (CalsonicKasei) All Locations Calsonic Eberspacher Exhaust Systems CEI Co. Ltd. DAS Retirees Jatco USA Kantus Corporation Marubeni Engines & Power Renault USA, Inc World Logistics Service USA NOTE: The above list is subject to change as NNA acquires or sells companies. Business Associate Companies Companies must have a current, direct business relationship with Nissan North America to remain on this list. Business Associate Companies are listed on the Vehicle Purchase Program Dealer Website (vehiclepurchaseprogram.nnanet.com) accessible via NNAnet.com under the Business Associate tab. Dealerships Employees must work for a Nissan or Infiniti Dealership. If the employee works for an auto-group that owns multiple dealerships, the employee must provide proof they work for the Nissan or Infiniti dealership. Definitions Employees of NNA and Affiliate Companies (A & B Plan) For VPP purposes, employees of NNA and Affiliate Companies are: Direct, full-time employees Retirees who have received a normal, early, or disability retirement, and spouses of deceased retirees Immediate Family Members (A & B Plan) For VPP purposes, immediate family members of NNA and Affiliate Company employees are: Spouse / domestic partner Parents Spouse's parents Children (including sons- and daughters-in-law and stepchildren) 7

10 Siblings (including brothers- and sisters-in-law, half-brothers, half-sisters, stepbrothers and stepsisters) Note: The surviving spouse and children of a deceased NNA or Affiliate Company employee may also participate in VPP. However, upon the death of the surviving spouse, the children may no longer participate. Extended Family and Friends (C Plan) For VPP purposes, extended family and friends of NNA and Affiliate Company employees are: Non-immediate family members (niece, nephew, aunt, uncle) and friends Note: Vehicles purchased by NNA employees, immediate family members, and extended family and friends must be for personal use, not business use. Employees of Business Associate Companies (D Plan) For VPP purposes, employees of Business Associate companies are: Direct, full-time employees of companies in the continental United States, Hawaii, and Alaska that have a contract or purchase order directly with NNA Notes: This plan is for Business Associate employees and their spouses ONLY. Employees of Business Associate companies are not eligible to refer anyone except their spouse for VPP purchases. The Business Associate Company may be the purchaser, but the Claim Form cannot be in a different company name (with the exception of NCV models). Retirees of Business Associates Companies are not eligible to participate in the VPP. It is the dealerships responsibility to verify that the customer purchasing the vehicle is employed by an eligible Business Associate Company (with the exception of NCV models). Prior to beginning the sales process the dealership should validate eligibility by matching the buyers proof of employment with the Company Name listed on the Business Associate Company listing on the dealer website (vehiclepurchaseprogram.nnanet.com). Verify the company name on the Claim Form once it is printed. In the event the Proof of Employment does not match the company name under which the Claim Form was generated, Nissan will not be obligated to pay the dealer reimbursement to the dealership. Employees of Nissan and Infiniti Dealerships (E Plan) Direct, full-time employees of authorized Nissan or Infiniti dealerships and immediate household family members (Driver s License of the employee and the purchaser with same address of employee is required) in the continental United States, Hawaii and Alaska. Employees of an auto group are eligible only if they work exclusively for the Nissan or Infiniti dealership. See customer discount chart (page 2) for dealership employee discount based on tenure. Tenured Dealership employees are those employees that have been employed by the Nissan or Infiniti dealership exclusively for a one year (12 consecutive months). Tenured dealership employees are eligible for special discount pricing. (See Customer discount chart, page 3) It is the dealerships responsibility to verify that a dealership employee meets the tenure criteria prior to vehicle purchase. NNA administration will receive a monthly Virtual Academy (VA) report to verify tenure eligibility. 8

11 Dealership employees, who are not listed in VA, must provide a written letter from the human resource manager or office manager stating hire date in order to be eligible for the tenured dealership employee discount. The verification letter must be sent to the VPP administration with the supporting documentation. Failure to provide proof of employee tenure, will cause the dealer reimbursement fee to be withheld. Notes: This plan is for the Dealership employee, spouse and immediate household family member ONLY. The customer s proof of residency (copy of Driver s License) must be the same as the Dealership Employee. Employees of Nissan and Infiniti dealerships are not eligible to refer anyone except their spouse and immediate household member for VPP purchases. The Dealership may NOT be the purchaser of a vehicle. Any claim submitted in the dealership s name will not be approved. Retirees of Nissan and Infiniti Dealerships are not eligible to participate in this VPP plan. Purchase Quantity Limits Customers may purchase a limited number of vehicles through the VPP each calendar year, as follows: Employees of NNA and Affiliate Companies: The employee may issue a maximum of twelve (12) Claim Numbers per calendar year. Any or all of the twelve (12) purchases may be made by the employee, immediate family or extended family members and friends Vehicles must be for personal use, not business use. (A & B Plan) Extended family and friends of NNA and Affiliate Company employees: the same purchaser per calendar year may purchase two vehicles. Vehicles must be for personal use, not business use. (C Plan) Business Associate Companies: The Company may purchase four vehicles in the company name per calendar year. (D Plan) Employees of Business Associate Companies: The employee may purchase two vehicles per calendar year. (D Plan) Employees of Nissan and Infiniti Dealership: The Employee, Spouse, and Immediate Household Family Member may purchase four vehicles per calendar year. (E Plan) Note: NNA reserves the right to restrict the sale of any particular model(s) through the VPP program. Periodically NNA may increase quantity limits for a certain period for NNA employees and Affiliate Company Employees. The website will notify you if the NNA employee has reached their limit. Generating Claim Form Numbers NNA and Affiliate Company employees who wish to purchase a vehicle, or sponsor a purchase by an eligible family member (A or B Plan respectively), extended family or friend (C Plan) must generate the VPP Claim Form ID number on the website or by calling The sponsoring employee must provide the VPP Claim Form ID number and Proof of Employment to the customer for presentation to the dealership at the time of purchase (not post sale). (See Dealer Responsibility) Business Associate Employees who wish to purchase a vehicle for themselves or their spouse (D Plan) must obtain their VPP Company Code from their HR department or their company s internal employee 9

12 benefit website. Once they obtain the company code, they generate the VPP Claim Form ID number on the website or by calling Dealership employees who wish to purchase a vehicle for himself or herself, spouse, or immediate household family member (E Plan) must generate the VPP Claim Form ID number on the website. Once in the website, select Dealership Employees and in the dealer code field, enter your Nissan or Infiniti Dealer Code to receive the dealership name and then complete the required information to generate a VPP Claim Form ID number. Tenured Dealership employees must provide proof of one year (12 consecutive months) exclusive service at the Nissan or Infiniti dealership. Accessories Prices for dealer-installed accessories are negotiable between the dealership and the VPP customer. As stated previously, Dealers may not make dealer installed accessories a condition of the VPP sale. If a customer purchases dealer installed accessories, the dollar amount paid must be entered on the Claim Form. Getting More Information Dealers If you need assistance in completing a Claim Form or submitting documents for a VPP sale, contact VPP Headquarters at (option #3). Hours of Operation: Monday through Friday (excluding NNA holidays) from 8:00 a.m. to 4:30 p.m. CST. The fax number for submitting Claim Forms to VPP Headquarters is or VPP Claim Forms can be sent via to: vppfaxes@maritz.com. VPP Customers VPP Customers who require more information about the Vehicle Purchase Program (VPP) can go to or call Hours of Operation: Monday through Friday (excluding NNA holidays) from 7:00 a.m. to 7:00 p.m. Central Time. NNA and Affiliate Company Employees Employees of NNA and Affiliate Companies can go to 10

13 Section 2: Processing a VPP On Line Claim Form In This Section: Claim Form ID Numbers Verifying Employee Employment VERY IMPORTANT Negative Equity, Trade-In Over Allowance, or Lease Payoff Completing the Claim Form Reporting the VPP Sale VPP Sale Unwinds Sample VPP Calculation

14 Claim Form ID Numbers To create a Claim Form for a VPP customer via the web site (vehiclepurchaseprogram.nnanet.com). You must have a Claim Form ID number and proof of employment. The first letter of the VPP participant Claim Form ID number identifies the VPP plan: A = Employee of NNA or an immediate family member B = Employee of NNA an Affiliate Company or an immediate family member C = Extended family and friends of NNA or Affiliate Company employee D = Employee of Business Associate Company E = Employees of Nissan and Infiniti Dealerships, spouse or immediate household family member Note: the Claim Form must be submitted prior to or the same day that you submit the RDR. If the Claim Form is submitted after the RDR, and the VPP website will not accept the VIN, please call VPP Headquarters at (option #3). If the VPP Customer does not have a Claim Form ID number please, have the eligible participant, depending on the Plan Type, follow the below instructions. NNA and Affiliate Company employees who wish to purchase a vehicle, or sponsor a purchase for an eligible family member (A or B Plan respectively), extended family or friends (C Plan), must generate the VPP Claim Form ID number via the website or by calling Hours of Operation: Monday through Friday (excluding NNA holidays) from 7:00 a.m. to 7:00 p.m. CST. The sponsoring employee must provide the Claim Form ID number and Proof of Employment for the customer to present to the dealership at the time of purchase (not post sale). (See Dealer Responsibility) Business Associate Employees who wish to purchase a vehicle for themselves or their spouse (D Plan) must obtain their VPP Company Code from their HR department or their company s internal employee benefit website. Once they obtain the company code, they generate the VPP Claim Form ID number on the website or by calling Dealership employees who wish to purchase a vehicle for them, spouse or immediate household family member (E Plan) must create a VPP Claim Form ID number via the website. Once in the website select Dealership Employees under the heading Get Your VPP Claim ID and enter your Nissan or Infiniti Dealer Code to receive the dealership name and then complete the required information to generate a Claim Form ID number. Note: Claim Form ID numbers will expire 45 days from creation. If an ID number expires, the employee will need to provide a new Claim Form ID number for the VPP customer. 12

15 Verifying Employee Employment VERY IMPORTANT Dealers must verify the VPP customer's status as an eligible VPP employee before submitting the VPP Claim Form. A Claim Form ID number alone is not verification that a customer is eligible. A copy of the approved program employee s business card, paycheck stub or company photo ID card will need to accompany the completed VPP Claim Form when submitted to VPP Headquarters via Fax or vppfaxes@maritz.com Retirees of Affiliate Companies are verified by VPP Headquarters before a Claim Form ID is issued. If a retiree comes to the dealership without a Claim Form ID number, contact VPP Headquarters at (Option 3) to verify eligibility before completing the online Claim Form. Reminder: Business Associate Retirees and Dealership Retirees are not eligible. Employment identification must match the eligible company exactly. i.e. World Logistics Service (USA) Inc. is eligible; World Logistics Group is not eligible. Dealers will not be paid the reimbursement fee if the employment identification does not match the eligible company exactly (with the exception of NCV models). Negative Equity, Trade-In Over Allowance, or Lease Payoff If the VPP customer has negative equity in a trade-in, or is responsible for a lease payoff, this amount may not be included in the purchase price on the Claim Form. In states where permitted, this amount may be included in the retail installment contract or lease, as long as it is disclosed in accordance with state and federal law. In such cases, the Dealer must indicate this amount on the fax cover sheet when submitting the Claim Form package to VPP Headquarters. Completing the Claim Form To create a VPP Claim Form, go to NNAnet.com. There is a link to the vehiclepurchaseprogram.nnanet.com site on the Workspace tab of NNAnet.com To start the Claim Form process under the heading VPP Claim Processing, select VPP Claim Form and enter the Claim Form ID and complete required items in the claim form Reporting the VPP Sale A VPP new-vehicle sale is reported the same as other retail sales. However, 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. The codes are as follows: Infiniti model, VPP retail incentive applied: Sale Type B Infiniti model, IFS lease incentive applied: Sale Type 4 Infiniti model, non-ifs lease incentive applied: Sale Type 3 Nissan model, VPP retail incentive applied: Sale Type B Nissan model, NMAC lease incentive applied: Sale Type 4 Nissan model, non-nmac lease incentive applied: Sale Type 3 The correct sale-type code must be entered in order to be reimbursed for the incentive. 13

16 VPP Sale Unwinds If the VPP Sale unwinds and the Claim Form package has already been submitted, fax the Claim Form to VPP Headquarters at with a comment on the cover sheet indicating that the VPP Sale was an unwind and to void the Claim Form. (Include the reason for the unwind along with a dealership contact name and phone number). The vehicle cannot be offered to another VPP customer until the claim has been voided. Note: If the vehicle was RDR d, this too must be unwound. Contact your regional office regarding RDR unwinds. Sample VPP Calculation To create a sample VPP Calculation for a VPP customer to review, on the Dealer website (vehiclepurchaseprogram.nnanet.com) select Sample Claim Calculation. Select the appropriate plan and click Submit. Enter in the VIN for the vehicle the VPP customer is requesting pricing and select Search. (Note: if the VIN entered is for a vehicle model that currently is not eligible for VPP Pricing, a notification message will appear). Changes can be made on the Sample VPP Calculation page to all editable fields when trying to determine the VPP price. When complete, select Calculate to get the VPP price. To get pricing on another vehicle, select VIN Search, enter the new VIN, and follow the same steps to get the VPP price. Before the vehicle can be delivered to the VPP customer, a Claim Form number and proof of employment of the eligible employee must be provided. 14

17 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Section 3: Submitting The Claim Form Basics In This Section: Document Checklist Submitting Claim Form and documents to VPP Headquarters How to Reprint a Claim Form VPP Claim Form Audit Processing Time Checking Status of a Claim Form

18 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Document Checklist The Claim Form and all required documents must be submitted immediately to VPP Headquarters once completed. Within 30 days of purchase, Dealers must submit the following documents for each VPP sale: Completed Claim Form fax cover sheet (printed from the website) Verification that the VPP customer is an eligible VPP participant, i.e., copy of business card, paycheck stub or company photo ID card for eligible company employee or a sponsoring NNA/ Affiliate Company employee Copy of purchase agreement or lease agreement NOTE: The sooner complete documentation is provided to VPP HQ the sooner dealerships will be paid. E Plan only Additional Documents for Tenured Dealership Employees It is the dealerships responsibility to verify that a dealership employee meets the tenure criteria prior to vehicle purchase. NNA administration will receive a monthly Virtual Academy (VA) report to verify tenure eligibility. Dealership employees, who are not listed in VA, must provide a written letter from the human resource manager or office manager stating hire date in order to eligible for the tenured dealership employee discount. The verification letter must be sent to the VPP administration with the supporting documentation. Nissan and Infiniti Dealership employees require a copy of the Driver s License for the employee and purchaser residing in the same household. Recent Paycheck stub. If the VPP customer works for an auto-group that owns multiple dealerships, provide proof of employment for either the Nissan or Infiniti Dealership where employed. All of the above documents must be signed by the VPP customer. Dealers cannot sign documents on the customer s behalf; nor state that the VPP customer signature is on file. Keep copies of all documents in the original deal jacket for future reference if necessary. Submitting Claim Form and documents to VPP Headquarters Fax Number Or to vppfaxes@maritz.com Or Mail to: VPP Headquarters 1375 North Highway Drive Fenton, MO How to Reprint a Claim Form To reprint a VPP Claim Form, select Check Claim Status from the website home page (vehiclepurchaseprogram.nnanet.com). Enter the claim number or VPP customer's last name and select Search. Select the Claim Form number for the VPP customer and the Claim Form will open up in a new window, Select Print. 16

19 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 VPP Claim Form Audit Verify the VIN is on all documents. Verify eligible employee is the purchaser and is on the purchase/lease agreement. Note: only Business Associate Companies and/or dealership purchases may purchase a vehicle in the Business Name. All other purchase/lease agreements in a Business Name will be denied. Verify purchaser signature is on all documents. Compare the Claim Form purchase price to the purchase/lease agreement price. Purchase date is correct on the Claim Form. Verify back-up documentation is included and legible: Employment verification Retail/lease agreement Purchase order E Plan Additional Documents Ensure Driver s License of employee and purchaser are provided. Recent pay check stub and information regarding the tenure. If the employee works for an auto-group that owns multiple dealerships, proof of employment for either the Nissan or Infiniti Dealership must be provided. Claim Forms with missing or incorrect information: VPP Headquarters will generate a fax cover sheet explaining the reason for the return and fax to the contact person listed on the Claim Form. The fax states how to return the missing or additional paperwork required to complete the VPP Sale. Corrections regarding return faxes must be received within 10 days of the original return or the Claim Form will be denied and the dealer will not be paid. Processing Time If all required information is received and accurate, the Claim Form is submitted to NNA for payment within two to three weeks. Once NNA receives the Claim Form, it pays the dealer reimbursement within approximately 30 days. Payment is made via electronic funds transfer in the same manner as new vehicle incentives. Dealerships are notified via fax when Claim Form submissions are incomplete. IMPORTANT Note: If a Dealership does not submit requested corrections to VPP Headquarters within 10 days, the dealer reimbursement fee will not be paid and the Claim Form will be placed into a denied status. A Claim Form submitted with a sale date that is more than 30 days old will be denied. 17

20 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Checking Status of a Claim Form To check the status of a Claim Form, Select Check Claim Status from the website home page. (vehiclepurchaseprogram.nnanet.com). Enter the Claim Form number or customer's last name and select Search. Below is an explanation of each status: = The Claim Form was submitted at the dealership. VPP Headquarters has not audited the Claim Form. It takes approximately two to three weeks for VPP Headquarters to process a Claim Form package. = The Claim Form was incomplete and a return fax was sent to the dealer contact person listed for corrections. To view the return reason, select the Claim ID # and it will open the Claim Form so you can view the reason. = The Claim Form was accurate and submitted to NNA for payment. 18

21 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Section 4: Confirming Payment of Dealer Reimbursement In This Section: Confirming Payment in VIMS

22 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Confirming Payment in VIMS - Payment of the reimbursement fee for a new-vehicle sale can be verified through the Vehicle Incentive Management System (VIMS), accessible through NissanNet.com or InfinitiNet.com. From the Dealer Main Menu, select -- VIN Incentive Payment Summary At this screen, enter the model code and serial number or serial number and VIN of the vehicle for which you are verifying payment of the dealer reimbursement fee. 20

23 Vehicle Purchase Program Dealer Administration Guide 8/09/2011 Example of serial number and VIN entered. Once the model code/serial number or serial number/vin have been entered, hit enter and detailed information on the vehicle will appear. Program ID "VPP" indicates a VPP dealer reimbursement fee. In this example, a payment of $1035 was made to the dealer on 9/10/08. The TRANSACTION NO confirms the Electronic Funds Transfer (EFT) number of the payment. Note: If the Claim Form shows approved on the VPP website when checking the Claim Form status, but does not show paid on this screen one month after the approved date, please contact your C&I Hotline with the serial number / VIN. They will assist in researching why the Claim Form has not been paid. END OF DOCUMENT 21