DMV-DIRECT NEWS November 2015

N o v e m b e r | 1 5

Fo r you r dea l e r s h i p’s b i l l i ng c l e r k s , t i t l e p ro c e s s o r s and o f f i c e manage r

Transferring registration in two names to registration in one name Knowing how to mark MV-82 forms when updating a customer’s registration information can be complicated and confusing. Here are the five most common registration-changes we receive questions about, and the correct processes for handling them. The 5 Top Questions on Revising Registrations 1: 4: Transferring plates when a registration is about to expire

Go to section #5 of the MV-82. On the first line, print what the registration currently reads. Then, on the second line, under “changes,” write: “Drop [name].”

A registration can be transferred and renewed at the same time; however, a temporary registration can only be issued for the number of days the customer has left on his/her current registration. (For example, if the customer only has 15 days left on their current registration, a 45-day temporary registration can’t be issued.) Also, remember to mark the “Renew a Registration” box and the “Transfer a Plate Number” box on section #1 of the MV-82.

2:

Adding a name to an existing registration

The New York State DMV does not allow this. To register a second name on an existing vehicle, one must apply for new plates and then apply for a new shared registration with those.

5:

Registering a vehicle to a P.O. Box, instead of a physical home address

After noting the P.O. Box in section #2 of the MV- 82 (“Address where primary registrant receives mail”), enter the customer’s residential street address in the line that reads, “Address where primary registrant resides, if different from mailing address.”

Transferring plates when a customer has changed the name on their drivers’ license, but not their registration

3:

A customer can still transfer the plate in this case. In section #2 of the MV-82, check the “yes” box on the section that reads “Name Change?” Then go to section #5 — on the first line, under “changes”, write the name currently on the registration, then on the next line, write: “Amend registration to match new name on driver’s license.”

Dealers should continue to call DMV-DIRECT with any questions regarding registrations: 718.747.0400

18-10 Whitestone Expressway, Whitestone, NY 11357 • 718.747.0400

N o v e m b e r | 1 5

REMINDERS ABOUT IN-TRANSIT PERMITS

Here are a few rules to keep in mind, when issuing an in-transit permit: • A permit may be issued to a customer who intends to transport the vehicle, in order to register it outside of New York State. One cannot be issued in order to transport a vehicle to be registered in New York State. • An in-transit permit can only be issued for 30 days, and that includes the day on which it was issued. • All issued permits must have both the Issue Date and the Expiration Date completed. The information on Part 1 and Part 2 (front and back) of the permit must be completed as well. Copy the permit’s front and back twice, keep one for internal archiving, and send the other to NYS DMV. • Remove the tear-strip on the right side of the permit, and submit to NYS DMV along with all the necessary copies,

in order to have the permit processed and removed from the dealership’s inventory. • The state of Massachusetts does not recognize in-transit permits from any state — even vehicles with in-transit permits cannot be driven on their roads. • The Buyer Eligibility documents required to issue an in-transit permit (completing an in-transit permit/title application or voiding an in-transit permit) can be found in the Dealer Plate Issuance Manual (MV-461) Section 4.

ACCEPTABLE VEHICLE COLOR RUNDOWN

Listed below are the only registerable colors allowed by the DMV.

Any specialized, manufacturer-specific color names should be designated with the standard color closest to the actual color of the vehicle. In cases where there truly is no color (a car that’s transparent or uses color-shifting “chameleon” paint) or of a concept vehicle (a car covered in murals, etc.), enter “NOCL.” If a vehicle is painted in two colors, use the predominant color. Mislabeling vehicle colors may not result in fines from the DMV; but even minor documentation errors like these can slow down registration processing times, so it helps to keep them in mind. The full list of colors can also be found in the Dealer Plate Issuance Manual (MV-461), in Section C, Appendix C, section 4. If you have any questions about usable colors, feel free to call the DMV-DIRECT office: (718)747-0400.

STANDARD COLOR Code

STANDARD COLOR

Code

Black

BK

White

WH

Green

GR

Gold

GL

Red

RD

Pink

PK

Blue

BL

Yellow

YW

Maroon

MR

Purple

PR

Tan

TN

Light

LT

Brown

BR

Dark

DK

Orange

OR

Gray*

GY

* If you have a silver car, DMV asks you to list it as gray

Below is a list of DMV documents and the minimum retention period for each. Please note that these storage durations are the suggested minimum; however, business practices or laws may require records to be preserved for longer. Some of the below documents can be stored electronically as well; those retention regulations are the same as their paper counterpart’s — electronic records must be readily accessible in the event of an audit. DMV Record Retention GUIDELINES

2016 INSPECTION STICKER GUIDELINES

Beginning in January 2016, your New York State Inspection stickers will need to display a 2017 expiration date. Dealers should secure their stock by placing orders now — several thousand inspection stations will be ordering stickers at the same time, and delivery can take several weeks.

Dealers have two options for ordering inspection stickers:

OPTION 1 Order through DMV’s website: www.dmv.ny.gov/inspection/order-inspection-certificate Ordering online requires the following information: • the dealership facility number • the type of stickers needed • an email address to receive order confirmation OPTION 2 Complete an order form online, and then print it for mailing. Regular and overnight mailing instructions are included on the order form: www.dmv.ny.gov/forms/vs113I.pdf Order statuses can be checked by calling the Vehicle Safety automated response system (518.474.2398) and following the instructions. The service is available 24 hours a day, seven days a week. Dealerships must provide their facility number to use this service. Order statuses can also be looked up online at: https://process.dmv. ny.gov/safirelookup/ Checking status online requires dealerships to provide their facility number, facility ZIP code and an email address.

Minimum time of retention

DMV Record

Book of Registry (Police Books)

3 Years

Daily Plate Issuance Log

5 Years

In-Transit Permit Log

5 Years

MV-50

5 Years

Secure Power of Attorney

5 Years

(MV-93)

GNYADA suggests that dealers order stickers as soon as possible, in order to have the proper supply in-house by January 1st. Please call DMV-DIRECT at 718.747.0400 if you have questions about ordering inspection stickers.

Odometer Statements

5 Years

(MV-103)

Customer Files/

10 Years

Deal Jackets

TEAM MEET THE

First row: Violetta. Middle row from left to right: Jean Marie, Patti, Khema, Melvin, David, Raj, Ann. Back row from left to right: Lynn, Jessie, Elizabeth, Yvonne and Stewart.

Speaking of that entry step, Yvonne and David are our “dynamic duo” of processing. Both are responsible for entering all information into the DMV system, in order to generate registrations and the titles. After the registration documents are printed by Yvonne or David, it’s time for Violetta to check for accuracy. Violetta also follows up with dealers about missing information or minor errors, so we don’t have to reject or delay work when errors can be fixed at this level. Violetta also totals up transmittals and writes out the checks. This brings us to Khema , our newest addition to DMV- DIRECT. Khema is being cross trained on editing, closing transmittals and much more. She’s currently our “floater” in case someone is ill or on vacation. DMV-DIRECT is currently the only titling and registration office in New York State that also processes Connecticut transactions for dealers. Patti is the dealers’ contact regarding Connecticut registrations. She also is responsible for processing all of the other out-of-state work. Jessie is our bookkeeper — she also processes VIN searches, license searches and VIN abstracts.

Our office, even with all the paperwork we process and one of the lowest rejection rates in the state, operates with a staff of just 13 people. Each staff member is committed to making your processing and transaction experiences as smooth as possible. Here’s a closer look at our dedicated team and what they do: Jean Marie is the General Manager of DMV-DIRECT. She has over 28 years’ experience in the automotive industry, many of them in billing. She also oversees the daily operations, lends a hand whenever and wherever needed, and is the instructor for the Association’s Billers Workshop. Raj is the Manager of DMV-DIRECT and has been with us since we opened our doors 20 years ago. Raj assists with everything: editing, processing, answering questions, correcting issues. He also collaborates with the local DMV offices, in the event that work needs to go there for processing. Lynn is our receptionist. She doesn’t just answer the phones and greet guests — she also receives all incoming work, opens customers’ deals, makes daily logs of all work processed, and packages all outbound work to the dealers. Melvin , Elizabeth , Ann and Stewart are our editors. These four meticulously pour over all the work we do, to make sure everything is complete and correct. They also do all the coding, to enable our processors to enter info expeditiously.

News is published by a subsidiary of GNYADA, a not-for-profit organization representing franchised new car dealers in the New York metropolitan area. We are located at 18-10 Whitestone Expressway, Whitestone, NY 11357