GM Transportation Form for Rental Reimbursement
Stop handwriting the repair order timeline. Type or paste the key dates, print a clean form for your warranty administrator, hit reset, and move on to the next RO.
Free. No account. Nothing is saved.
The problem this solves
When a customer has a rental during a warranty repair, the dealership has to show the warranty administrator exactly which days the vehicle was down and why, so the correct number of rental days can be processed on the claim. That usually means a service advisor pulling up the repair order, finding each key date, and writing them out by hand on an in-house form after the customer picks up the vehicle.
It works, but it is slow, handwriting can be hard to read, and it is easy to miss a date. This tool lets the advisor copy information straight from the repair order into a simple screen and print the same style of form in seconds.
How it works
- Open the Form tab. Enter the repair order number, customer name, and VIN. The year, make, and model fill in automatically from the VIN.
- Pick the rental dates. Choose the first and last rental dates from a calendar and the number of days is calculated for you.
- Add the timeline. Pick each key event's date from the calendar, such as RO opened, vehicle diagnosed, parts ordered, parts received, repairs complete, and customer pickup.
- Add special-ordered parts. Choose how many parts had to be special ordered, then paste each part number and pick its ordered and received dates. Add the SPAC case and date if there is one.
- Print. The printout is a landscape page with a dated timeline grid, vehicle and parts boxes, notes, and the dates requested.
- Reset. One click clears everything so the advisor can start the next RO.
Built for dealership service departments
Copy and paste friendly
Pull the VIN, part numbers, technician punch dates, and parts dates from your dealer management system and paste them right in.
Automatic VIN decoding
Paste the VIN and the year, make, and model are filled in using NHTSA's free public vehicle decoder.
Private by design
No database, no cookies, no tracking of what you type. Customer names and repair order details never leave the browser. Only the VIN is sent to NHTSA to be decoded.
Consistent, legible output
Every form prints in the same layout, which makes the warranty administrator's review faster.
Works with any DMS
Because you paste the data, it works whether your store runs CDK, Reynolds, Dealertrack, or something else.
Key dates to put on a rental reimbursement timeline
- Date the repair order was opened and the vehicle dropped off
- Date the technician diagnosed the vehicle
- Date parts were ordered, and how they were ordered
- Date parts arrived, if they were not in stock
- Date repairs were completed
- Date the customer picked up the vehicle and returned the rental
Your warranty administrator may want additional events, such as SPAC case dates or delays outside the dealer's control. Use the notes area for anything that helps explain the timeline.
Frequently asked questions
Is there an official GM template for this form?
Many dealers report there is no standard template for documenting the repair order timeline behind a rental reimbursement request, so each store makes its own. This tool provides a clean, consistent layout. Always confirm current requirements with your GM warranty contacts.
Does the site save what I enter?
No. Nothing you enter is stored on a server, and refreshing the page or pressing Reset clears it. The only thing that leaves your browser is the VIN, which is sent to the free NHTSA vehicle decoder to look up the year, make, and model. Customer names and repair order details are never sent anywhere.
Can I paste dates from my dealer management system?
Yes. Paste the repair order number, VIN, and part numbers into their fields, then pick the key dates from the calendar. The year, make, and model fill in from the VIN.
What if the repair took longer than one page can hold?
Each page holds 36 dated boxes. More entries automatically create continuation pages with the RO number and page count.
Is this affiliated with General Motors?
No. This is an independent tool and is not affiliated with, endorsed by, or sponsored by General Motors, Chevrolet, or any DMS provider. GM and Chevrolet are trademarks of their respective owners.