RGACM Billing Procedures

RGACM agrees to abide by a client specific billing arrangement for professional and administrative charges that are typically negotiated and agreed upon prior to the handling of any assignment. Your billing guidelines will be prepared in a written format so as to be available for reference at any of our offices. An arrangement may include flat rates, scheduled rates, fixed time increments for specific limited assignment tasks, fixed fees for certain administrative tasks, and agreed upon hourly rates which may vary from our suggested hourly rates.

Typically, RGACM’s assignment handling is billed on a time and expense method based on the actual time spent by an adjuster providing the services. Our standard or suggested billing schedule is referenced below. Time is billed at the applicable hourly rate at the time such services are performed. Time is recorded for each task in minimum increments of 1/10th of an hour per task, round up to the next 1/10th of an hour when the prior 1/10th of an hour is exceeded. Travel time by vehicle is billed at actual time and wait time incurred. When handling multiple files for the same client, travel and wait time is prorated.

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File Expenses

Photographs             $1.00
Fire Reports              Cost + $2.00
Police Reports          Cost + $2.00
Title Searches           Cost + $2.00
Mileage                     Prevailing IRS Rate

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Each adjuster’s invoice is supplemented with a time and activity log sheet. Invoicing is typically done at the conclusion of a claim file or on an interim basis (monthly, quarterly, etc.) as your needs require.

RGACM does not alter the adjuster’s hourly rate or the clerical and administrative charges for after-hours assignments or “special rush” handling requirements.

Drive Time and Mileage Charges

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When any vehicular travel is required on a file, drive time and mileage charges are applicable on each file and each necessary trip. Drive time and mileage are calculated using an Internet service such as Google Maps (or a similar Internet tool) for round-trip travel. In the event that abnormal road construction or inclement weather impacts the published round trip time, RGACM reserves the right to recoup the additional travel time. The round trip mileage and trip time are billed from the employee’s office location, whether or not the employee is departing to the loss location from their office location.

When an adjuster is traveling by any means, or waiting in connection with multiple assignments from the same client, travel time, waiting time, and mileage will be prorated for that day’s activities.

For all assignments, RGACM issues an Acknowledgment of Assignment, specifying the assigned adjuster, within one business day. Typically, inspection appointments are scheduled within 24-hours of assignment. An Inspection Report will be issued by the designated adjuster with his or her preliminary comments and suggested loss estimate. First Reports are generated by the assigned adjuster per a prearranged agreement or notification from our client. Subsequent Status Reports are typically issued at 30-day intervals, or in keeping with a client’s specific requests.

Payment is due net-30 days from date of invoice. Past due accounts will be subject to a service charge of 1 ½ % per calendar month.

Last Updated January 30, 2026