1. Make sure your agreement allows it
Your rental agreement should say the customer is responsible for fines during the rental and that an administration fee may apply. Check your local rules, since requirements vary by country.
2. Record the exact violation date and time
The date the fine arrived is not useful. The date and time of the violation, together with the vehicle, identify who had the car.
3. Match the fine to the contract
Find the contract that had that vehicle out at that moment, even if it is closed. Doing this by hand means searching old sheets. FleetSense does it automatically. See traffic fine management.
4. Add your processing fee and invoice
Bill the fine amount plus your administration fee on one invoice and include the citation number and authority so the customer can verify it.
5. Handle disputes with evidence
Keep the inspection, signature and contract dates on file. If the customer disputes, mark the fine as disputed and keep the whole history on one record.
6. Pay the authority and record it
Track which fines you have paid to the authority and which are still due, so nothing is paid twice or forgotten.