Understanding Advance Taxi Authorisation

Navigating the complexities of public transport can sometimes present challenges, especially when relying on specific services for your travel needs. For those who utilise the services of AAR (Access-A-Ride), understanding the procedures for taxi and car service reimbursements is crucial for a smooth and efficient experience. This article delves into the specifics of 'Advance Taxi Authorisation', a key component of the AAR's policy designed to assist passengers when their usual transport arrangements are unavailable or when specific travel needs arise. We will explore what this authorisation entails, who is eligible, how to obtain it, and the essential steps for reimbursement, ensuring you are well-equipped to manage your travel effectively.

What is Advance Taxi Authorisation?

Advance Taxi Authorisation is a facility offered by AAR that allows eligible customers to arrange their own taxi, car service, or For-Hire Vehicle (FHV) for specific journeys. This authorisation is typically provided at the time of booking a trip or in response to an issue that arises on the day of service. Essentially, it empowers you to make your own travel arrangements using private transport while AAR covers the cost, subject to their reimbursement policies. This can be a valuable option for ensuring you reach your destination, particularly when other transport methods are proving unreliable.

Eligibility and Scope of Advance Taxi Authorisation

The primary condition for obtaining an Advance Taxi Authorisation is that the trip must generally occur within the same borough. This means both your pick-up and drop-off locations should be within the same administrative borough of New York City. However, there are important exceptions to this rule, which are designed to facilitate travel to crucial transport hubs and further destinations.

Advance Taxi Authorisation may also be granted for trips to the following specific destinations, even if the origin borough is different:

• Grand Central Terminal/Grand Central Madison
• Penn Station
• Port Authority Bus Terminal
• LaGuardia Airport
• JFK Airport
• Brooklyn Cruise Terminal
• Manhattan Cruise Terminal
• Jamaica LIRR
• Atlantic Terminal LIRR
• George Washington Bus Terminal

It's important to note that for journeys to or from the Port Authority Bus Terminal, George Washington Bus Terminal, or Atlantic Terminal LIRR, customers are required to call AAR directly to make these specific travel arrangements. For all other Advance Taxi Authorisation trips, customers can book via phone, the MY AAR webpage, or the dedicated app.

How to Request and Utilise Advance Taxi Authorisation

When you book a trip through the AAR phone service, the MY AAR webpage, or the app, you can request a taxi authorisation. If your request is approved, you will be responsible for several key steps:

1. Book Your Own Trip: You will need to arrange your taxi, car service, or FHV independently.
2. Pay the Fare: You must pay the full fare, including any tolls, at the time of the journey.
3. Obtain a Valid Receipt: This is a critical step. You must get a detailed and valid receipt from the driver.
4. File for Reimbursement: Submit your receipt and the required documentation to AAR for reimbursement.

It is essential that the origin and destination of your taxi trip match what was initially included in your authorisation request. While AAR understands that GPS data might pick up slightly different, nearby addresses, significant discrepancies could affect your reimbursement. You may take your authorised trip at any time during the date for which the authorisation was approved.

Day of Service Issue Taxi Authorisation

Advance authorisation isn't the only way to get taxi support. If your scheduled AAR vehicle fails to arrive within 20 minutes of the scheduled pick-up time, you have recourse. You can contact the Paratransit Command Center at 1-877-337-2017 or 718-393-4999 and select option '3' to speak with a live agent. The agent will first check the estimated arrival time of your scheduled vehicle. If the vehicle is significantly delayed or if no vehicle is assigned and en route, AAR may offer you the option to use a taxi or car service under a 'Day of Service Issue Taxi Authorisation'. This also requires pre-authorisation before you take the trip, and AAR will reimburse you accordingly.

What Constitutes a Valid Receipt?

The validity of your receipt is paramount for a successful reimbursement. AAR will only accept receipts from licensed NYC Taxi and Limousine Commission (TLC) approved services. Here’s a breakdown of what’s required:

• Taxis: Obtain a receipt directly from the meter at the end of your journey.
• Car Services: The original receipt must be fully completed by the driver. It needs to include the trip date, the fare amount, the car number, the driver's signature, and the car service's name and telephone number. Any tolls or tips must be clearly itemised, or the fare shown will be considered the total amount due. Blank receipts filled in by customers will not be accepted.
• Uber, Lyft, or Other FHVs: Detailed electronic receipts from these services are required. Ensure these clearly show all trip details.

Crucially, photocopied or faxed receipts are not valid.

The Reimbursement Process

Once you have completed your authorised taxi or car service trip and have a valid receipt, you can initiate the reimbursement process. Requests must be submitted within 60 days of the trip date. You have two primary options for submission:

1. Mailing a Paper Request: You can download a Taxi Reimbursement request form from the AAR website or request one by phone. Complete this form and mail it along with your original receipt to:
   AAR Taxicab Reimbursements
   NYCT-Paratransit
   130 Livingston Street
   Brooklyn, NY 11201
2. Online Submission Portal: For a faster turnaround, you can submit your request through the AAR online portal. This is often the preferred method for efficiency.

How Reimbursement is Calculated

AAR will reimburse you for the total cost of the trip. This includes the fare and any tolls. A tip of up to 15% is also reimbursable. However, this total amount will be reduced by the standard AAR paratransit fare, which is currently $2.90. So, the calculation is essentially: (Total Fare + Tolls + Tip) - $2.90.

Circumstances for Reimbursement Rejection

To ensure a smooth reimbursement process, be aware of the reasons why AAR might reject a claim. These include, but are not limited to:

• Reimbursement requests submitted more than 60 days after the trip.
• Photocopied, faxed, altered, or illegible receipts.
• Receipts that are blank or completed by the customer.
• Failure to include a valid car service receipt or submitting a car service business card instead.
• Duplicate reimbursement requests.
• Trips that were not authorised by AAR Paratransit, or trips that were scheduled but subsequently cancelled and then taken.
• Receipts with pick-up and drop-off addresses that do not match the original authorisation.
• Meter receipts showing “Negotiated Rate” or “Flat Rate”, unless it's a pre-approved Flat Rate for airport trips.
• Submission of trip itineraries, booking confirmations, financial statements, bus fares, bank fees, or invoices instead of a proper receipt.
• Round-trip receipts or customer-created (“manufactured”) receipts.
• Car service receipts with consecutive numbers, which may indicate a pattern of misuse.
• Receipts showing an excessive fare for the scheduled pick-up and drop-off locations.

NYCT will return any requests that do not comply with these policies or lack the necessary documentation. It is always advisable to keep a copy of your receipts for your own records.

Conditional Taxi or Car Service Authorisation

In some situations, AAR may offer 'conditional authorisation'. This occurs when there is uncertainty about who is responsible for a pick-up issue. If AAR investigates and determines the problem was due to the customer's actions, reimbursement will not be provided. Conversely, if AAR is found to be at fault, you will be reimbursed upon submission of the required documentation. This highlights the importance of following all procedures correctly.

Tips for a Smooth Experience

• Always get pre-authorisation: Never take an unapproved taxi or car service expecting reimbursement.
• Keep your receipts safe: Ensure they are clear, complete, and from a licensed provider.
• Double-check addresses: Make sure the addresses on your receipt match your authorised trip.
• Understand the 60-day limit: Submit your reimbursement claims promptly.
• Utilise the online portal: It’s generally the quickest way to get reimbursed.
• Know the exceptions: Be aware of the specific destinations that allow for inter-borough travel under this authorisation.

Frequently Asked Questions

Q1: Can I use my Advance Taxi Authorisation for any trip?
No, it's primarily for trips within the same borough or to specific designated transport hubs and airports. Always check the AAR guidelines for approved destinations.

Q2: What should I do if my taxi driver gives me a handwritten receipt?
Handwritten receipts from taxi drivers are generally not accepted. You need a receipt from the meter. For car services, the receipt must be fully completed by the driver with all required details.

Q3: How long does reimbursement usually take?
Submitting your request through the online portal typically results in a faster turnaround than mailing a paper request. The exact timeframe can vary.

Q4: Can I get reimbursed if I forget to get a receipt?
No, a valid, itemised receipt is mandatory for all reimbursement claims. Without it, your request will be rejected.

Q5: What if the car service I used doesn't have a business card?
The receipt itself must contain the car service's name and contact information, not just a business card.

By understanding and adhering to the guidelines for Advance Taxi Authorisation, AAR customers can ensure they receive the necessary support for their travel needs, making their journeys more predictable and less stressful. Always refer to the official AAR documentation for the most current and detailed information.