Required Multi-Factor Authentication
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All DMVdesk users must use MFA starting November 1, 2024.
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New MVR access to Alaska and Georgia
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Our list of states keeps growing!
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Here’s a list of reminders when submitting bundles to ensure a smooth process:
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- Remove all staples, paperclips, labels and tape from your documents.
- DMV file copies should be in portrait format and placed on top of each transaction in your bundle.
- Make sure all documents are legible and are dark enough to scan.
- Envelopes should not be overstuffed in order to prevent them from opening during transit.
- All bundles must be submitted within 5-10 days of the E-File date to allow enough time for audit and submission to BPA (Business Partner Automation) within the 20-day timeframe. The California Code of Regulations 225.39 a(12) states, “The first-line service provider shall be responsible for submitting all transactions to the department within 20 days of the date the transaction was processed.”
- Missing bundles in excess of 20 days requires the first-line service provider to notify the BPA non-compliance managers. Once notified, the second-line business partner (SLBP) will have 20 days to produce the missing items. If the item is not received after 20 days, BPA may send an inspector to the SLBP location to recover the missing item(s).
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There have been misunderstandings whether transactions or bundles are being held because they are incomplete or lacking information. Let’s look at the differences between what can be corrected versus what is non-compliant.
Missing documents, information and signatures can be corrected
If a transaction is missing a document(s), information, signatures, etc., the transaction should still be submitted with the bundle within the allotted time frame. While this will require correction later, the good news is that, according to BPA standards, the transaction itself will not be considered "missing" or non-compliant.
Please be sure to provide your correction documents within 20 days of the audit date so that we can process them in a timely manner, and ultimately, avoid any VLT Stops.
Missing bundles or entire transactions that are missing are non-compliant
However, a transaction is considered non-compliant when you have not submitted any documents for that transaction within the allotted time frame.
Any missing bundles or a completely missing transaction will be reported as non-compliant and your dealership is at risk of E-Filing/service interruption.
So, make sure every transaction and bundle is submitted on time. Corrections may be sent in separately and will be processed in a timely manner.
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Did you know that you can find the latest VIN memos from the DMV right on your dashboard within DMVdesk? Keep up to date with the latest announcements and sign up to receive updates emailed to your inbox as soon as they come out!
After logging into DMVdesk, go to the Dashboard tab. On the right hand side under VIN memos, select Click here to view all VIN memos.
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This will take you to all the VIN memos listed by year. These VIN memos include notices about the changes in the process of applying for disabled veterans plates (now the REG 256V form), the revised VIN verification form, emission compliance for heavy duty vehicles, and more!
To sign up and receive new memos from California DMV as they come out, click the Register to receive alerts link on the left. Or click the link here to go directly to the page. Reach out to your Account Executive to answer any questions you have regarding DMV VIN memos.
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Starting November 1, 2024, DMVdesk will require all users to enroll in multi-factor authentication (MFA), adding an additional layer of security to your DMVdesk login.
Using a combination of authentication methods, MFA boosts security by preventing malicious actors from gaining access via a user’s basic credentials (username and password). MFA was made available last year and has been highlighted in our Quick Tips Newsletters.
To ensure you’re prepared for this change, please verify that all emails and phone numbers are up to date in your DMVdesk profile. Reach out to your Account Executive today and enroll in MFA so you’re ready to go before the deadline! Any users not enrolled after the deadline will be required to set up multi-factor authentication during login.
Be sure to enroll by November 1st!
For more info about MFA and to learn how to enroll ahead of the deadline, click the image below to read our MFA FAQ. Feel free to contact your Account Executive or Support Team if you have any questions.
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If you post fees on an item and later realize it needs to be removed from the record, it’s actually quite simple to accomplish through the use of a P35 — a DMV transaction code indicating the removal of money from a VIN record.
There are a few reasons you may need that “post fees” transaction removed from the record. But while the DMV will not honor all P35 requests, the most common ones that are honored are these:
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- Fees were posted in error on a void/unwind deal — such as if the customer never took delivery, or the vehicle left the state and was not registered here.
- A duplicate title is needed for transfer, but RDF (Report of Deposit of Fees) for the new customer stops you from ordering a duplicate title.
- The current lienholder will not release the electronic title due to new customer RDF on record.
- The incorrect transaction type was posted incorrectly.
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To prepare the paperwork for this correction:
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- Start with a new REG 256 — Statement of Facts and make sure the VIN is present at the top of the form.
- In Section G, request a P35 to remove the RDF from the record.
- Provide the following information:
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- The list of reasons for needing the P35
- The amount being refunded
- The dealership name and address to where the refund is to be sent
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- Print and sign your name at the bottom, with the name of your dealership stamped or written out next to your signature.
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Once complete, you must send it out to be processed. However, where you send it depends on who posted the fees.
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- E-Filed: email it to help@vitu.com
- SPU: email it to spu@vitu.com
- DMV Field Office: Mail or walk the request directly into the DMV field office that posted fees.
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Regardless of the email’s destination, make sure to have some sort of reference in the subject line of the email, such as “RDF Removal,” “Remove post fees,” or “P35 request,” etc.
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If your Florida deal includes a Lienholder, please pay attention to the following tip. When looking through the Dynamic Checklist in the Merged Document generated for your transaction, you’ll see this checkbox shown below, requiring the ELT number.
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To help you find the ELT number, notice that it refers you to the Lienholder Information sheet appearing after the checklist in that same Merged Document, shown below. Simply click the link to download the Florida ELT Participant Information list.
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If you follow the instructions on this sheet, the FL ELT Codes spreadsheet that downloads contains a Customer Number column. This detail is frequently overlooked: the FL ELT code must match this Customer number and not the FEID number.
Just remember that the information you need is in the Lienholder Information sheet of the Merged Documents where you can find instructions for this along with the link to the FL ELT Codes spreadsheet.
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For New Hampshire deals, please realize that we are unable to verify if a registrant has not established residency with the town office, which can cause delays with vehicle registration. So it’s important that if their out-of-state or New Hampshire driver license does not match their paperwork, you must find out if they have physically established residency in their town office BEFORE submitting the paperwork. Otherwise, the town office may stop the deal at the time of processing.
Note: In some towns, the registrant must establish residency in person before being able to register any vehicle.
Here are a few additional tips that can help:
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- If your registrant recently obtained a New Hampshire license, the paper copy of the Driver License is acceptable, but they must establish residency.
- If they're transferring plates and it's being registered in the same town, the ORIGINAL registration is already a requirement, so no other proof of residency is necessary.
- If they're NOT transferring plates, get a copy of the renewal notice or previous registration in their name for the town where they're registering their vehicle.
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We thank you for any help in speeding up the process!
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We now have access to Alaska and Georgia
Our MVR access continues to grow because we’re determined to provide you with the most convenient way possible to process your NTX transactions. Take a look at this breakdown showing the states where you can process right inside your transaction and the states that require a few extra steps.
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When processing your transaction, it asks for the Purchase Date — this is the date that you are “selling” the vehicle to NTX. This sale date will also be displayed on the Montana title. It is important that the Purchase Date entered is NOT after the vehicle was sold to consumers or auctions.
NTX auditors do not have visibility into whether the acquired vehicle has been resold, so it is up to the dealership to avoid date discrepancies.
Best practice
When entering in the Purchase Date in Vitu, use either the same date that the vehicle was acquired (as on the bill of sale where you are the purchaser) or a date close to the acquisition date. This will guarantee that the new title will not have a purchase date that supersedes any other sales.
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Send your completed entry to cafunfacts@vitu.com, along with your name and contact information. We will randomly select one winner from the current entries. The winner will receive a $25 Amazon gift card.
Submit your response no later than November 5, 2024. The winner will be notified by November 11, 2024. Please limit responses to one email per person. Allow up to one week for delivery of the prize to your email address.
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Last Month’s Stress Buster Winner
Congratulations to the winner of last month’s Stress Buster Contest!
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Curious about our past Quick Tips?
Use the links below to view the last six months of Quick Tips on the web.
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29901 Agoura Road, Agoura Hills CA 91301
Office Phone: 818-706-1949 • Office Fax: 818-707-7786 • help@vitu.com
Office Hours: Monday to Friday, 9:00 a.m. to 5:00 p.m.
If you have a registration question or support issue, we're always here for you –
24 hours a day, 7 days a week.
Call toll free: 877-368-3375
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For 2024, Vitu’s Marketing Team harnessed AI to create a collection of visually captivating, if not 100% accurate, images from across the nation here.
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