This article provides an overview of key operational, billing, and compliance processes for Ryder lease and rental customers. It explains how charges are structured across fixed and variable billing, maintenance, fuel, licensing and fuel tax, insurance, accident reporting, taxes, invoicing, and payments, outlining customer responsibilities and Ryder’s role in each area. Together, these sections are intended to help customers understand what to expect throughout the lifecycle of their Ryder relationship and how to manage billing, compliance, and administrative requirements efficiently. 

Fixed & Variable Billing

ChoiceLease–SelectCare contractual units are typically billed monthly, with fixed charges applied to the current month and variable charges billed in arrears, though alternative billing frequencies may be configured. Accurate variable billing depends on submitting meter readings through RyderGyde™; if readings are not provided, charges may be estimated using other Ryder data sources. Each vehicle has an estimated annual mileage or hours allowance, and exceeding the contractual threshold may result in surcharge billing. Fixed and variable rate increases are governed by the agreement and calculated using Bureau of Labor Statistics indexes tied to the unit’s in-service date. Rental units—including Lease Extra, Await New Lease, Accident Extra, and Sub for Maintenance—are billed in arrears based on negotiated rates, with billing frequency varying by rental type and, in some cases, resulting in overlapping rental and lease charges on the same invoice.

Maintenance Billing

Ryder SelectCare Preventive Maintenance includes regular PM services, while all other repairs—like parts that wear out, unexpected maintenance, emergency road help, driver mistakes, tires, brakes, and other parts—are charged based on the hours worked plus parts at National Fleet Pricing. PEG Maintenance Billing allows maintenance costs to be reconciled against actual expenses over a defined settlement period (monthly, quarterly, semiannual, or annual). Bill From Estimate (BFE) provides a pre-approval process for repairs, including emailed estimates, approval or rejection workflows, optional purchase orders, and faster, more transparent invoicing. Standard auto-approval is set at $500, excluding damage charges, which are automatically billed. Additionally, Ryder may provide substitute vehicles at no extra cost (excluding miles, fuel, and variable charges) when a vehicle is inoperable due to mechanical failure, but not for preventive maintenance, driver abuse, or physical damage repairs.

Fuel

Fuel responsibilities vary by vehicle type. For ChoiceLease units, vehicles are provided with a full tank at pickup, and this fuel is automatically billed as a “first tank fuel” charge. SelectCare units are customer-owned and maintained by Ryder, making all fuel costs the customer’s responsibility. Rental units (including Sub for Maintenance, Lease Extra, and Accident Extra) are provided with a full tank at no charge and must be returned full; customers may fuel outside Ryder at their own expense or use Ryder fuel locations, with charges billed if the unit is returned less than full. Fuel transactions may occur at Ryder locations or partner truck stops and are clearly identified on the fuel invoice. Ryder also offers fueling options for non-contractual, customer-owned vehicles through the Non-Ryder Vehicle (NRV) program, with separate invoicing and setup managed through the account manager.

Licensing/Fuel Tax

Ryder manages licensing/fuel tax by vehicle registration, permitting, fuel tax reporting, and related compliance requirements for lease and rental customers. It outlines the difference between IRP plates for vehicles operating interstate at higher GVWs and Base plates for vehicles operating within a single state or under weight thresholds, including how fees are calculated and distributed. Customers must provide valid DOT and FEID/EIN information, ensure interstate authority if IRP plated, and submit annual fleet mileage as required. Ryder supports licensing and reporting through state-specific contacts and centralized IRP and IFTA teams. 

Permitting and fuel tax (IFTA) responsibilities include state-specific mileage taxes and highway use fees in states such as KY, NY, CT, OR, and NM. Ryder may provide IFTA decals and report fuel taxes when Ryder permits are displayed, but customers must submit mileage data and non-Ryder fuel receipts through approved methods. Customers can choose whether Ryder or the customer reports IFTA for rental vehicles, subject to agreement setup. Additionally, Ryder manages citation payments (except NYC-specific cases), offers toll support for unpaid tolls incurred with Ryder equipment, and provides access to detailed fuel tax invoicing and reporting through RyderGyde™ and online invoicing tools.

Insurance

When a customer provides their insurance, they must submit a valid, unexpired ACORD Certificate of Insurance as proof of coverage to their local account manager, who then uploads it to the Ryder Insurance portal. Ryder initiates renewal reminders approximately 30 days prior to the certificate's expiration and follows up multiple times if they do not receive an updated certificate. Failure to provide updated insurance within two weeks of expiration can result in escalation, including a pre-default notice, referral to Ryder’s Stop Loss department, and potential contract termination if not resolved within the required timeframes.

Alternatively, customers can opt for Ryder insurance, which entails billing for insurance premiums and extending coverage in accordance with the policy terms. However, Ryder does not provide liability coverage for contractual lease equipment, and customers must follow established accident reporting procedures when Ryder insurance applies. For insurance-related questions or certificate submissions, customers should contact COI@Ryder.com.

Accident Reporting

Accident reporting requirements depend on whether the customer carries their own insurance or has Ryder-provided insurance. In all cases, accidents and damages must be reported immediately to the local Ryder shop and documented using the Ryder Claims Intake Form with supporting photos. Customers providing their insurance must submit physical damage claims to NLCO_Physical_Damage@ryder.com and liability claims to ryder_claims@ryder.com. Customers with Ryder insurance submit physical damage claims to NLCO_Physical_Damage@ryder.com, with the understanding that each accident must be reported and that accumulated damages may result in termination of Ryder insurance coverage and full repair costs billed to the customer. 

All third-party liability and damage claims must be reported using the liability intake form and sent to ryder_claims@ryder.com. For claim-related questions, customers may contact the Ryder Claims Office at 800-753-8808.

Tax

The requirements for sales tax, personal property tax, and heavy vehicle use tax vary by state and depend on the vehicle's domicile. Sales tax is assessed by state and local governments based on either the vehicle’s purchase price or revenue stream, and some customers such as government entities, charitable organizations, or those leasing vehicles for resale may qualify for exemptions. Customers who believe they qualify must consult their tax advisor, complete the appropriate state exemption forms, and submit them to their Ryder salesperson. Any changes affecting tax status or vehicle domicile must be communicated to Ryder promptly.

Personal property tax is based on the vehicle’s value or usage and is assessed by state, county, or local jurisdictions. To ensure accurate and favorable assessments, Ryder annually requests confirmation of garage location and mileage by state, and customers are required to provide updated information or notify Ryder of any domicile changes. The Heavy Vehicle Use Tax (FHUT) applies annually to vehicles registered at 55,000 pounds or more and can only be paid by Ryder as the vehicle owner. State-specific tax or licensing questions should be directed to the correct Ryder contact email for state licensing.

Invoicing

Ryder may issue multiple invoices for different services or components, and the grouping of charges on each invoice can be customized to meet customer preferences. You can direct questions about invoice templates or charge grouping to NOW@ryder.com. Ryder Invoicing also offers a secure online platform that allows customers to view invoices, dispute charges electronically, and generate statements. Customers can enroll in the Invoice Management portal through Ryder’s customer tools website or choose to receive invoices by email with PDF attachments. 

For assistance with online invoicing or access setup, customers can contact onlinetools@ryder.com or Ryder Customer Care at 1‑800‑947‑9337, Monday through Friday, 8:00 a.m.–5:00 p.m. EST.

Payment Process

Ryder offers multiple payment options to provide flexibility, including online payments, ACH/Autopay, ACH/EFT, check, overnight check, and wire transfers. Customers enrolled in ACH will have payments automatically drafted on the agreed-upon date each month in accordance with the signed ACH agreement, with a notification sent approximately seven days in advance. Customers should contact their account manager with any questions or concerns regarding invoices scheduled for payment.

For inquiries related to lease onboarding, please contact NOW@ryder.com.

Common Questions