DFW Corporate Ground Transport: Billing & Trip Records

Direct airport transfer or a reserved roadshow?

A direct sedan or SUV trip to DFW or Love Field uses the local ZIP’s published airport fare. A car held between meetings, a multi-stop roadshow or a conference shuttle is reviewed as an hourly itinerary. The minimum is three hours, with 30-minute increments afterward. The Luxury SUV upgrade adds $30 per trip above the Executive / Black SUV fare; tolls, parking and applicable fees are separate.

A three-hour sedan example for planning

The example below multiplies the current Luxury sedan hourly rate by the reserved hours. It does not establish the number of sites you can visit in three hours. Send the office addresses, meeting windows, expected waiting and final hotel or home destination. Dispatch reviews whether the requested route and hours fit, then confirms availability and the final quote.

Confirm billing arrangements before the first trip

Provide the company’s billing name, invoice contact, coordinator and requested payment arrangement. Ask dispatch whether card payment, recurring billing or another account arrangement is available for your company. Agree any purchase-order requirement and cancellation terms before acceptance. A request for monthly billing is a request for review; the website does not establish a credit account or payment terms automatically.

Give the accounts team useful trip fields

Ask for a record that identifies the trip date, reservation reference, passenger, route, vehicle class and reserved hours where relevant. Keep base transportation, any vehicle upgrade, the after-hours charge, tolls, parking and other itemized costs visible. Supply your organization’s cost center, project or client reference if it should appear on the record. Your accounts team determines the internal expense category and any accounting treatment.

Separate coordinator and traveler contacts

An assistant can arrange the itinerary while the executive is in transit. Include a passenger mobile number for pickup coordination and the assistant’s name and contact for schedule or billing questions. For several travelers, name a lead passenger and supply the complete headcount and bags. Add specific building entrances; a campus name alone may not identify the meeting point.

Recurring routes still need confirmed availability

Send the usual local address, airport, dates or frequency and any variations in the schedule. A recurring request needs an agreed arrangement before rides begin. Changes to reserved time, stops, vehicle requirements or overnight pickup can affect the quote. Dispatch reviews requests daily from 6 AM to 10 PM Central Time. See corporate transportation and airport pricing for the request path.

Estimates include the selected vehicle’s per-trip upgrade where applicable. Tolls, parking, applicable fees, extras and additional waiting are separate. Pickups from 10 PM until before 6 AM add the stated after-hours charge. Dispatch confirms the actual itinerary, vehicle availability and final quote before acceptance.