RR-11 RR-11-03-02 — Car Hire and Per Diem Accounting
This process handles the car hire and per diem accounting for interline operations between US Class I freight railroads, ensuring accurate billing and compliance with industry rules.
🗺 BPMN Process Flow
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📋 Process Attributes
| Process ID | RR-11-03-02 |
|---|---|
| Domain Family | NETWORK & PLANNING |
| L1 Domain | Interline, Equipment & Car Management |
| L2 Process Group | Car Hire and Per Diem Accounting |
| Trigger | Receipt of a train manifest indicating interline cars requiring hire or return. |
| Outcome | Successful completion results in accurate car hire charges, updated Umler records, and timely payment to the owning railroad. |
| Systems | TRAIN II Umler CHARM EHMS Interline Settlement System |
| Regulatory Hooks | 49 CFR Part 232 GCOR Rule 6.28 |
📋 L4 Process Steps
| Step | Name | Role | System | Input | Output | KPI | Pain Point / Risk | Decision? | Exception? |
|---|---|---|---|---|---|---|---|---|---|
| 1.1 | Review Train Manifest | Car Hire / Interline Settlement Analyst | TRAIN II | Train manifest with interline car details | Manifest review report | Manifest accuracy rate above 98% | Inaccurate manifests leading to billing errors | Y | N |
| 1.2 | Identify Hireable Cars | Carman | Umler | Manifest review report | List of hireable cars | Hireable car identification accuracy above 95% | Misidentification of hireable cars affecting revenue | N | Y |
| 1.3 | Update Umler Records | Equipment Registration / Umler Data Analyst | Umler | List of hireable cars | Updated Umler records | Umler record update accuracy above 99% | Incorrect updates leading to compliance issues | N | Y |
| 1.4 | Prepare Hire Agreement | Car Hire / Interline Settlement Analyst | CHARM | Updated Umler records | Hire agreement document | Hire agreement preparation time under 2 hours | Delayed agreements affecting train schedules | Y | N |
| 1.5 | Notify Owning Railroad | Car Hire / Interline Settlement Analyst | Interline Settlement System | Hire agreement document | Notification to owning railroad | Notification response time under 24 hours | Delayed notifications leading to operational disruptions | N | Y |
| 1.6 | Conduct Pre-Hire Inspection | Car Inspector (Carman) | EHMS | Hire agreement document | Inspection report | Pre-hire inspection accuracy above 90% | Defective cars released to the road | Y | N |
| 1.7 | Update Equipment Health Records | Car Inspector (Carman) | EHMS | Inspection report | Updated equipment health records | Health record update accuracy above 95% | Incorrect updates affecting maintenance schedules | N | Y |
| 1.8 | Prepare Per Diem Charges | Car Hire / Interline Settlement Analyst | CHARM | Updated equipment health records | Per diem charge document | Per diem charge preparation time under 3 hours | Delayed charges affecting cash flow | Y | N |
| 1.9 | Submit Charges to Owning Railroad | Car Hire / Interline Settlement Analyst | Interline Settlement System | Per diem charge document | Charge submission confirmation | Charge submission accuracy above 98% | Incorrect submissions leading to disputes | N | Y |
| 1.10 | Monitor Payment Status | Car Hire / Interline Settlement Analyst | Interline Settlement System | Charge submission confirmation | Payment status report | Payment receipt time within 30 days of submission | Delayed payments affecting cash flow | Y | N |
| 1.11 | Update Financial Records | Car Hire / Interline Settlement Analyst | Interline Settlement System | Payment status report | Updated financial records | Financial record update accuracy above 95% | Incorrect updates affecting financial reporting | N | Y |
| 1.12 | Close Process | Car Hire / Interline Settlement Analyst | Interline Settlement System | Updated financial records | Process closure confirmation | Process closure time under 48 hours from start | Delayed process closures affecting operational efficiency | N | Y |
📊 KPIs & Risk Register
KPIs
Manifest accuracy rate above 98% Hireable car identification accuracy above 95% Umler record update accuracy above 99% Pre-hire inspection accuracy above 90% Health record update accuracy above 95% Per diem charge preparation time under 3 hours Charge submission accuracy above 98% Payment receipt time within 30 days of submission Financial record update accuracy above 95% Process closure time under 48 hours from start
Key Risks
Incorrect car hire charges affecting financial reporting Defective cars released to the road causing safety incidents Delayed payments impacting cash flow and operational efficiency Non-compliance with AAR Interchange Rules leading to fines Inaccurate Umler records causing regulatory issues
Swim Lanes
Car Hire / Interline Settlement Analyst · 1.1, 1.4, 1.5, 1.8, 1.9, 1.10, 1.11, 1.12 Carman · 1.3, 1.6, 1.7