WEDA 582C: Requirements for Waukesha Warranty Claim

Distribution list: Distributor, Gold/Bronze Power Packager, Platinum Power Packager

Dear Valued Customers and Partners,

This communication reminds you of the required supporting documents and invoices
for all costs submitted on a Waukesha Warranty claim and the consequences for failing
to include this information.

Please note updates to:

 Parts
 Sublet parts
 Additional supporting information

The requirements for supporting documentation are in accordance with the Waukesha Gas
Engines (“Waukesha”) standard Express Limited Warranty and warranty policies stated in the
Waukesha Warranty Policy Manual and Warranty Training Guide. As always, please review
the latest versions.

Documents required to be attached to the claim during the filing process include, but are not
limited to:
 Invoices covering all costs being claimed
 Work orders
 Service reports
 Dispatch records
 Expense reports
 Service reports submitted to the customer
 Internal records of parts used in the repair
 Any written correspondence, notes or email that support the claim

The data displayed in these documents must match the costs entered on the claim. If an
invoice shows other parts or costs not being claimed, circle/highlight those parts or costs that
are relevant.

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Please be aware that Waukesha’s Warranty Administration department will no longer
send requests or reminders to Solution Providers regarding missing documents,
invoices or supporting information. Claims missing requirements will be rejected.

Reminders:
 Ensure review of the latest version of the Warranty Training Guide and applicable
WEDA’s.
 Repairs/part replacement must be complete prior to claim submission.
 One failure per engine per claim. If multiple repairs were completed in one site
visit, all charges must be split between claims for each failure.
 Prior approvals, Policy Concessions or any other agreements from Waukesha do
not negate the requirements of this WEDA. If documentation for these agreements
is not attached to the claim, they will not be applied.
 If you would like parts returned to you due to a claim rejection resulting from parts
analysis, you must contact Warranty with a shipping address and shipping account
number within 1 week of rejection or the part will be scrapped. Warranty parts not
sent for claims paid, should be held for 30 days after claim credit.
 Please be sure all attachments are in .pdf, .ppt, .doc or .xls format. We recommend
putting all pictures into one Excel worksheet or PowerPoint and then uploading it
as one document.
 If any of these documents are in a language other than English, the required
information, as outlined below, must be translated into English.
 Where documents include amounts in a currency other than US dollars, the
exchange rate at the date of invoice (Oanda.com) and the calculation of the
conversion to US dollars must be included.

Late fees:

Waukesha uses claim information to gather quality data and improve our products. The sooner
we know about a failure, the sooner we can address it.

Warranty claims are to be filed within six (6) weeks of the final repair date. This time allows the
Solution Provider to gather required documents and parts to return if requested. Claims filed
after six (6) weeks will begin to accumulate late fees per the table below.

Once submitted, claims cannot be edited. Warranty claims that do not have the required
documents, invoices and supporting details attached will be closed without further notice.
Closed claims may be re-submitted by the Solution Provider for Warranty consideration once
all required documentation is available. However, late fees will apply. Warranty claim late fees
are calculated from the date of repair, regardless of the need to close and re-submit the claim.
This also applies to claims sent back to draft.

The adjustment for late claims is made after the claim is reviewed and the adjusted total is
reduced by the percentage shown in the following chart:

WEEKS CLAIM AMOUNT

LATE

To $1000 $1001 to $5001 to $10,001 to $20,001 to $50,000 and

$5000 $10,000 $20,000 $50,000 Greater

1 3.50 3.00 2.50 2.00 1.50 1.00

2 7.00 6.00 5.00 4.00 3.00 2.00

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 3 10.50 9.00 7.50 6.00 4.50 3.00

4 14.00 12.00 10.00 8.00 6.00 4.00

5 17.50 15.00 12.50 10.00 7.50 5.00

6 21.00 18.00 15.00 12.00 9.00 6.00

7 24.50 21.00 17.50 14.00 10.50 7.00

8 28.00 24.00 20.00 16.00 12.00 8.00

9 31.50 27.00 22.50 18.00 13.50 9.00

10 35.00 30.00 25.00 20.00 15.00 10.00

11 38.50 33.00 27.50 22.00 16.50 11.00

12 42.00 36.00 30.00 24.00 18.00 12.00

13 45.50 39.00 32.50 26.00 19.50 13.00

14 49.00 42.00 35.00 28.00 21.00 14.00

15 52.50 45.00 37.50 30.00 22.50 15.00

16 56.00 48.00 40.00 32.00 24.00 16.00

17 59.50 51.00 42.50 34.00 25.50 17.00

18 63.00 54.00 45.00 36.00 27.00 18.00

19 66.50 57.00 47.50 38.00 28.50 19.00

20 70.00 60.00 50.00 40.00 30.00 20.00

21 73.50 63.00 52.50 42.00 31.50 21.00

22 77.00 66.00 55.00 44.00 33.00 22.00

23 80.50 69.00 57.50 46.00 34.50 23.00

24 84.00 72.00 60.00 48.00 36.00 24.00

25 87.50 75.00 62.50 50.00 37.50 25.00

26 91.00 78.00 65.00 52.00 39.00 26.00

The following is a list of the required information, documents and invoices that must be
attached when applicable to the claim. Please see the most current version of the Warranty
Training guide for details.

Details of:
 Problem description: Original customer complaint. What was the problem?
 Explanation of diagnosis/troubleshooting: What steps were taken to determine the
problem?
 Explanation of repairs/replacement parts: What was repaired or replaced to resolve
the problem?
 Supporting details: Any other information pertinent to the claim (examples: Tech
Service tech on site (provide name), policy concession number, fleet program
number, explanation of excessive labor hours, etc.).

Please Note:

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  Provide the most information and details available to ensure quicker claim
processing & field issue resolution.
 If the claim relates to a previous claim or field test, please provide the number in
the field provided.
 These three sections should not contain all the same information.

Parts:
 Proof of parts purchased, which must be a Waukesha part sales invoice. No longer
required for claims submitted October 1, 2021 or later.
 Where parts are not purchased from Waukesha, follow WEDA690A or WEDA714
as applicable. Invoices are still required. We do not cover replacement parts from
Third Parties.
 If the failed part came from a free of charge shipment from Waukesha, this should
be noted in the Supporting details.
 Parts should be circled on the invoices
 Failed parts should not be dissembled. Manufacturers such as Waukesha and all
of our Suppliers state that disassembling parts voids the warranty (unless a rebuild
kit is used, in which parts removed during rebuild should be retained).

In addition, claims involving defective service parts must also include:

 Defective part NOT installed: Proof of service part(s) purchased by the customer
from an authorized distributor with Date of sale.
 Defective part installed: Proof of the service part installation date (Work Order, Part
invoice, Service Report, etc.)

Labor & Mileage:

 Service reports to support hours claimed
 Start and end times each day
 Hours totaled for each day
 Technician name
 Date of work for each day/each tech
 Engine serial number
 Explanation of work each day
 Service reports showing mileage for each day, if claimed
 Warranty does not cover: Wait time, customer delays, etc.

Technician Expenses:
 Expense reports and receipts showing accommodation, meals, tolls, and
commercial passenger transportation expenses.
 If per diem is paid to techs, this must be clearly documented.

Freight
 Invoices to support costs
 Parts shipped from Waukesha (handling cannot be claimed on the
same parts)
 Freight to ship parts to site (within reason)
 Claimed through Fulfillment on an OS&D claim. NOT through Warranty
 Can only be claimed once the Warranty claim has been processed for
payment.
 Freight can be:
 Emergency fees (Not Warranty)

Customs brokers payments

 Please see WEDA 569B for complete customs charge requirements.

Sublet parts and Sublet labor

 Actual invoices for sublet parts and labor claimed
 Sublet parts:
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 Any Waukesha parts purchased from another Solution Provider used
for repair (See WEDA690A or WEDA714 as applicable). We do not
cover replacement parts from Third Parties.
 Any incidental parts such as fasteners, tubing etc. (within reason)
 Does not include consumables such as cleaners, adhesives, shop
towels, packaging etc.
 Taxes are not covered.
 Sublet Labor: Third party labor charges (example: Welder)
 Note: Waukesha does not cover repair labor by Customers or other
unauthorized technicians.

Additional supporting information:

 Photographs: preferably all in a Word, Excel or PowerPoint document
 Oil analysis reports and oil change interval documentation for any internal engine
failures.
 Operating logs
 Alarm codes, systems screen information from HMI, ECU downloads or any other
supporting information for controls failures and other failures where ECU data
supports the failure analysis.
 Pictures of failed part serial number, dates codes, etc.
 Copies of third-party reports regarding claim
 Approvals or discussions with Waukesha representatives

Charges not covered by Warranty include, but not limited to:

 Consumables
 Tool rentals or purchases

The Warranty Application homepage, Documents tab, provides the current Warranty training
guide and other documents regarding Warranty, that includes useful templates, as noted in the
training guide, to help with your submission process. Please review and consult these
documents on a regular basis to ensure you have the most accurate information. They are
updated periodically.

Please contact the Warranty department with any questions or comments:

Waukesha.Warranty@innio.com

Thank you for your attention and best regards,

The INNIO Waukesha Warranty Team

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