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
Blank ID Docs Stolen in Syria and P.R. May Show Up at Dealerships
In the fall of 2015, the Islamic State seized some 3,800 blank Syrian passports from former government buildings in Raqqa. DMV learned of this from the U.S. Department of Homeland Security, which sent alerts to law enforcement agencies nationwide notifying them of the breach. DMV subsequently informed GNYADA. The serial numbers of the stolen passports are as follows:
If any of these compromised passports or birth certificates are provided as a Point of ID in your store, please contact local authorities immediately. Thwarting Phony Document Usage Dealers have to be vigilant about spotting falsified documents — they must follow the steps in their Red Flags Rules Policies, in order to prevent identity theft. The following might seem like unneeded reminders, but they’re critical precautions nevertheless: • Make sure the face on the ID is also the face of the person that’s in the store. • If an ID has a peeling edge, tug it to make sure it hasn’t been lifted further. • Make sure all holograms are reflecting correctly. • Hold ID documents up to a black light. Much like paper currency, many have watermarks woven into them as security features. If youhave any questions or concerns about the compromised blank documents referenced above or about identity theft in general, please contact the Association: 718.746.5900.
Also around the time of this theft, nearly 4,000 blank birth certificate templates were stolen during a break-in at the Puerto Rico Vital Statistics Office. The serial number ranges to watch out for here are:
D6988901 – D6990400 D7079201 – D7081600
DMV-DIRECT Milestones Recognized On December 16, DMV Executive Deputy Commissioner Terri Egan visited Whitestone to attend the ten-year anniversary celebration of GNYADA’s Center for Automotive Education and Training and also to acknowledge DMV-DIRECT’s milestones of 20 years of operation and three-million transactions processed .
18-10 Whitestone Expressway, Whitestone, NY 11357 • 718.747.0400
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ORDERING LICENSE PLATES AND IN-TRANSIT PERMITS — A STEP-BY-STEP LOOK
Dealers who participate in the DMV’s Dealer Plate Issuance Program must use form MV-464L, to submit orders for license plates (either passenger or commercial) and in-transit permits. That form can be located and printed from the DMV web site: www.dmv.ny.gov. Individual orders consist of one to four boxes/packages, for both plates and permits. (Both come in sets of 25.)
list the number of packages, the permit sequence for each package, and the control number assigned to each shipment. If everything syncs up between the letters and their corresponding shipments, return the tear strip in the envelope provided. Keep the top half of the confirmation letter for recordkeeping purposes, in case of an audit. If the dealer finds any packages or boxes to be missing from the shipment, they actually can’t begin the tracing process until one week after the confirmation letter is received. This grace period allows the shipper to track down and deliver any outstanding packages. If the shipment is still not found, DMV must get confirmation from the shipping service that there is no record of that shipment being signed for, before they can send replacements. If shipments that were declared lost are ultimately delivered, the dealer should contact DMV Plate Issuance immediately at 518.473.8889 for instructions. The plates or permits in these packages cannot be used. At that time, the dealer can review the contents of the box/envelope to verify that the plates and permits are in sequential order and are all individually accounted for, per the confirmation letter. If upon opening a package, the dealer discovers plates/permits that are missing, mixed up, or mutilated, notify DMV in writing on dealership letterhead. Send the letter, along with evidence of the error, to the Dealer Plate Issuance Unit; DMV will replace at no extra charge. Again, keeping the shipments sealed until their contents are ready to be issued assures that any such problems did not occur at the dealership. Once a shipment has been confirmed, those boxes and envelopes should be kept sealed until opened for issuance.
DMV will ship boxes of plates and packages of permits to the dealership’s place of business at no cost to the dealer. Dealers should not open shipments of permits or plates until they have confirmed the shipment and are ready to issue them.
There are several reasons DMV insists upon this. Firstly, it’s mandatory to issue plates and permits in their proper sequence; having more than one open box of permits/plates increases the likelihood of a dealer accidentally grabbing from the wrong pile. Also, the contents of open boxes are far easier to tamper with. DMV will know if plates/permits are being issued out of order, and they could fine or suspend your dealership from the Plate Issuance Program as a result.
The DMV sends the dealership a confirmation letter when they ship the boxes (one for plates and one for in-transits). The plate letter lists the number of boxes and the range of covered numbers in each, which should be compared against what is written on the
boxes. Do this with the in-transit letter and its corresponding packages as well. (Again, do not open the boxes/packages, at this time.) Each plate letter will include the dealer’s name, the facility ID number, and the number of boxes shipped, with the numbers listed in sequence. The letter for in-transits will
REGISTERING VEHICLES TO UNINCORPORATED ORGANIZATIONS
Form MV-74 certifies that a vehicle is compliant with New York State emissions regulations. Environmental agencies aren’t going to be relaxing their emissions standards anytime soon; therefore, it’s important that dealerships keep close tabs on the vehicles they register, from an environmental standpoint. An MV-74 needs to be used when registering out-of- state titles (or other ownership types) for any of the following vehicles: - Passenger vehicles (6,000 pounds or less) model year 1996 or newer - Light duty trucks (8,500 pounds or less) model year 2000 or newer - Medium duty vehicles (14,000 pounds or less) model year 2004 or newer - Heavy duty vehicles, otto-cycle or diesel vehicles (14,001 pounds or more) model year 2005 or newer (Any out-of-state title with 7,500 miles or less also requires this form.) All of the above are designed to ensure that vehicles registered in New York are meeting the State’s emissions standards. Those standards follow the ones put forth by the California Air Resources Board (CARB), as well as those set by the U.S. Environmental Protection Agency. Selling a vehicle that doesn’t meet emissions standard can result in fines as high as $10,000 for the first vehicle, and higher for subsequent violations. (A vehicle’s GVWR can usually be found on a sticker on the inside of the driver’s door.) If your dealership needs to order MV-74s, contact your service provider or DMV-DIRECT (718.747.0400), to have a copy faxed to you. (The form is not available for download online.) Certification of EMISSIONS COMPLIANCE
Everyone’s heard of the “company car”. However registering a vehicle to an unincorporated organization can prove a unique (and confusing) wrinkle to this process. All that’s needed to register a vehicle to a corporation is the corporate filing receipt, which is a fairly quick and easy document for a dealership to get its hands on. An unincorporated organization, however, doesn’t have one of these — they’re not an official corporation, usually indicated by the absence of an “Inc.” at the end of their name. Here are some common examples: labor unions, social clubs, lodges, political parties, LLCs, churches and some large trade and professional associations. Below is a list of documents that are acceptable proofs of these organizations’ status. For smaller organizations: — Federal ID number — Sales Tax Exempt Certificate (ST-119.1) — Sales Tax Certificate of Authority (DTF-17A) — “Doing Business As” (DBA) filing receipt, issued by a County Clerk — Partnership filing receipt, issued by a County Clerk — Limited Liability Company’s or partnership’s filing receipt from the Department of State (DOS 1025) — Any current NYS registration or title in the organization’s name.
For a larger organizations: — A Federal Tax Return — Copy of the bylaws — Copy of the organization’s charter
Dealership employees who are unfamiliar with how to process the above items, and need to register a vehicle to an Unincorporated Organization, can always call DMV-DIRECT at 718.747.0400.
HOLIDAY SCHEDULE 2016 We want our members to have as much advance notice as possible on when our office will be closed for holidays. It’s important to be aware of these dates, to make sure you have all the plates, MV-50 books, etc. you need. Please plan accordingly!
DAY OF THE WEEK
New Year’s Day
Dr. Martin Luther King, Jr Day
08 11 24 25 26
Election Day Veterans’ Day
Christmas Day *
Christmas Day (Observed)
* When the holiday falls on a Sunday it is observed on the following Monday.
> As soon as an MV-50 book is completed, it must be sent out. This is the only sure safeguard against running out of forms. Dealerships will occasionally hold onto completed MV-50 books, either because they don’t have time to put the forms in order or they want to save on shipment. This is a risky move, though, as the DMV won’t send the dealership a new book until they’ve received a completed one.
> Don’t forget GNYADA’s Billers Workshop coming up on April 6! This seminar trains dealership billers to process transactions as efficiently and effectively as possible. Call the GNYADA Education and Training team to register: 718.640.2012. > All motor vehicle work is to be sent to DMV within five calendar days — not five business days — of a temporary registration issuance. This is still the number one DMV violation!
early- year reminders
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