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Incidentals

How owners submit incidentals, required documentation, and what drivers need to know about paying them.

What Are Incidentals?

Incidentals are extra charges that may occur during a rental outside the daily booking fee. Owners can submit them directly in the TripCity dashboard through the Incidental Tool.

TripCity does not collect these charges on behalf of the owner. The tool allows owners to invoice drivers, and it is the driver’s responsibility to pay any balance owed.

Incidental Types & Limits

  • Fuel – up to $100
  • Toll – up to $100
  • Parking Ticket – up to $100
  • Repo Fee – up to $300
  • Damage Fee – up to $500
    • Use this tool only for minor damage below the insurance deductible ($2,500 or $5,000 depending on vehicle value).
  • Key Replacement – up to $100
  • Cleaning Fee – up to $100
  • Miscellaneous Fee – up to $100
    • Only use for rare situations not covered by other categories.
    • Only use if amount goes above capped amount.

Documentation Required

Owners must provide clear proof when submitting incidentals, such as:

  • Fuel – photo of fuel gauge at return.
  • Toll – official toll statement.
  • Parking Ticket – copy of citation.
  • Repo Fee – invoice from recovery service.
  • Damage Fee – timestamped photos of minor damage.
  • Key Replacement – invoice or receipt.
  • Cleaning Fee – photos of excessive dirt, smoke odor, or trash.
  • Miscellaneous – explanation plus supporting evidence.

Responsibilities

  • Drivers
    • Must pay outstanding balances before extending a rental or booking again.
    • If unsure about an incidental, contact the owner directly for more evidence or documentation. Any discrepancies must be resolved between driver and owner.

  • Owners
    • Must submit legitimate, well-documented invoices.
    • Falsifying incidental submissions may result in account removal.
    • TripCity reserves the right to request additional documentation at any time.

    • TripCity may remove incidental charges at our discretion if:

      • The owner fails to provide adequate proof, or

      • The driver submits sufficient evidence disputing the charge.

How Drivers View and Pay Balances

  • During an active rental:
    • Drivers must pay any pending incidentals before extending.
  • After a rental ends:
    • Drivers must pay any outstanding balances before submitting a new booking request.