Even if you are strategic with route planning to help with managing your fleet costs, sometimes unexpected expenses can sneak in that cut into your profit margins – such as toll billing errors. Successful management strategies should track the costs that are coming through so that you can be proactive with toll disputes when they are needed.
The faster your resolve incorrect toll charges, the easier it is to ensure that your fleet is always in good standing. You can avoid compliance issues and keep your fleet on the road.
What are the Most Common Causes of Toll Payment Mistakes?
There are a variety of reasons why you might be dealing with these tolling errors: outdated vehicle information, problems with the transponders in the vehicles, and even glitches in the system. Not only do you need to catch and handle potential toll disputes when they happen, but it’s also essential to ensure that you are proactive about addressing the underlying causes in order to prevent these issues from occurring again in the future.
Here are some of the most common issues that we see that result in incorrect toll charges or violation fees:
- Transponders are malfunctioning or not working.
- A vehicle is using a transponder that is unregistered.
- The license plate is misread and causing toll-by-plate errors.
- The billing system needs to be updated because you have fleet or vehicle information that is outdated.
- There are software bugs in the system that caused a glitch when the driver was passing through.
- Duplicate charges coming from toll agencies.
- Toll posting and reporting are delayed, which causes confusion in the office administration.
The Best Ways to Spot an Incorrect Toll Charge
There are things that you can do to reduce the risk of toll payment mistakes. But even if you are proactive with these tasks, it’s essential to make sure that you are watching for potential issues so that you can be proactive with toll disputes as needed.
Integrate these best practices into your management responsibilities so that you can identify and correct any toll issues when they arise:
- Always check your toll invoices and compare them with your schedule. Look for any unusual charges or unexpected fees that are coming through on the statements.
- Check the locations and short intervals to make sure there are no duplicate transactions.
- Cross-check the driver logs and GPS data to make sure that everything aligns with the toll dates and locations on the invoices and statements.
- Make sure that transponders are functioning correctly by checking the usage history for each device.
If you notice any issues that are showing up on your invoices or statements, then it’s essential to take a proactive approach with resolving these incorrect toll charges. Not only will a fast response help you avoid additional fees and violations, but you can also address the underlying problems as soon as possible to avoid toll violation disputes in the future.
What are the Best Solutions for Handling Toll Violation Disputes?
In order to resolve toll disputes, you need to be able to first identify the toll payment mistakes. Then, it’s time to contact the tolling authority with evidence so that you can resolve the issue.
Make sure to collect relevant documentation in advance: tolling receipts, route logs, GPS data, and even photos if you have them. Then, reach out to the tolling authority to report the issue. Depending on the toll authority and the fleet toll management system that you are using, it might be necessary to call, email, or even submit the information through an online portal.
Pay attention to the dispute resolution deadline and make sure that all necessary information is filed in time. You need to submit a formal dispute based on the tolling authorities’ policies. There’s no reason to wait – submit the formal dispute as soon as you find the issue and collect the necessary evidence.
There are often times when you will need to follow up consistently to track the status of your claim. If you notice that things aren’t being resolved in a timely manner, then it might be necessary to escalate the situation to a state tolling authority or transportation agency.
FAQs
What should I do if I receive a toll bill I don’t recognize?
If you see incorrect toll charges or transactions that don’t align with your records, then you will need to contact the toll authority and file a dispute.
How long do I have to dispute a toll charge?
The timeline for toll disputes varies depending on the tolling agency that you are working with. But most agencies require that toll disputes are filed within 30 – 60 days.
Can I dispute a toll violation online?
The benefit of using modern technology and these digital systems is that it’s often an option to handle toll violation disputes through an online process. Check the website or portal to find the right solution for handling your incorrect toll charges.
What evidence do I need to dispute a toll charge?
Anything that you have will help with the case. For example, you might submit evidence such as trip logs, GPS data, and transponder activity. Make sure to have the original toll invoice or the violation notice that you received to align the evidence with the transaction you are disputing.
Talk to the Fleet Toll Management Experts
If you are ready to avoid incorrect toll charges and have effective systems in place for toll disputes, then our team at Innovative Toll Solutions is here to help. We have created tools that support fleet toll managers and drivers in preventing and addressing any issues relating to toll payments. Our goal is to make it as easy as possible to keep up with your toll charges and help you save money by reducing the risk of fees and toll violations. Contact us when you are ready to learn more about the ways that our team can help with your fleet toll management.