Claim inputs
Example data table
| Scenario | Actual Days | Covered Days | Rate + Fees | Per-day Cap | Eligible Days | Estimated Net |
|---|---|---|---|---|---|---|
| Repair finished on time | 7 | 10 | $50.00 | $60.00 | 7 | $350.00 |
| Cap binds daily payout | 10 | 10 | $75.00 | $60.00 | 10 | $600.00 |
| Offsets reduce settlement | 12 | 10 | $55.00 | $60.00 | 10 | $450.00 |
Examples are illustrative and may not reflect your policy rules, approvals, or documentation requirements.
Formula used
- Actual rental days = inclusive days between start and end dates, or entered days (rounded).
- Covered effective days = min(covered days, actual rental days).
- Eligible days = max(0, covered effective days − days already paid).
- Reimbursable per day = min(daily rate + daily taxes/fees, per-day cap).
- Gross reimbursement = eligible days × reimbursable per day.
- Pre-cap payout = max(0, gross − deductible − other offsets).
- Remaining limit = max(0, policy max − previously reimbursed).
- Estimated net payout = min(pre-cap payout, remaining limit).
How to use this calculator
- Select Enter days or Use dates to determine your actual rental days.
- Enter your policy’s covered days and any days already paid.
- Fill in daily rental rate and daily taxes/fees, then add your per-day cap.
- Add deductible and any other offsets that reduce reimbursement.
- Enter policy maximum and any previously reimbursed amount.
- Click Calculate reimbursement, then download PDF/CSV if needed.
Coverage limits shape the daily ceiling
Rental reimbursement usually pays a daily amount up to a stated cap and up to a maximum number of days. If your daily rental plus taxes totals $75 but the cap is $60, the reimbursable per‑day value becomes $60. This calculator applies the cap automatically and highlights how quickly limits constrain higher vehicle classes.
Eligible days depend on approvals and timing
Policies often require repair authorization, proof of loss, or a declared total loss date. Actual rental days can be entered directly or computed from start and end dates. Covered effective days are the lesser of actual days and the policy’s allowed days. If 12 days are rented but only 10 are covered, the model uses 10.
Offsets and deductibles change the settlement
Insurers may subtract deductibles, credits, or overlapping benefits. A $500 deductible typically applies to the whole claim, not per day, so it can erase smaller reimbursements. If gross reimbursement is $600 and offsets total $150, the pre‑cap payout becomes $450. Enter offsets for vouchers, employer programs, or partial refunds.
Policy maximums control the final payout
Many policies set a total rental maximum, such as $900, separate from day limits. Prior payments reduce what remains. If the policy max is $600 and you have already received $200, the remaining limit is $400. Even when eligible calculations suggest $450, the net payout is limited to $400.
Scenario testing improves cash‑flow planning
Use the tool to compare repairs finishing early versus delays. Small changes in daily fees add up: $5 per day over 14 days adds $70 before caps. Export CSV to share with your adjuster or budgeting sheet and download the PDF summary for documentation. Keep receipts and rental invoices aligned with your claim dates. When estimating, include weekends and pickup charges if billed daily. If your insurer pays after submission, consider the lag. A conservative approach is to model the cap case and the expected case together first.
FAQs
1) Should I include taxes, surcharges, and insurance add‑ons?
Include recurring daily taxes and fees that appear on the invoice. Optional add‑ons may be excluded by your policy, so model them separately if unsure and keep the invoice line items for review.
2) What if my rental cost exceeds the daily cap?
The reimbursable amount per day is limited to the cap. Any amount above the cap is typically out‑of‑pocket unless your insurer approves an exception or the policy provides upgraded reimbursement.
3) How do “covered days” differ from “actual days”?
Actual days reflect how long you rented. Covered days reflect how many days your policy will reimburse. The calculator uses the lower of the two to avoid overstating reimbursement.
4) Why would deductible reduce rental reimbursement?
Some claim settlements apply deductible across benefits, which can reduce amounts paid for rental. If your policy treats rental separately, set deductible to zero here and confirm the correct treatment with your adjuster.
5) What should I enter for “other offsets”?
Use offsets for credits or payments that reduce what the insurer will pay, such as employer programs, rental agency refunds, or overlapping benefits. If you are unsure, leave it at zero and document assumptions.
6) Does the tool guarantee what the insurer will pay?
No. This is a planning estimate using common reimbursement rules. Final payment depends on policy wording, approvals, documentation, and claim handling. Use the exports to support discussions and recordkeeping.
Important notes
This tool provides an estimate and does not guarantee coverage or approval. Policies may define eligible days, documentation requirements, vehicle class limits, or claim-handling rules that differ from this calculation.