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Online Fleet

The Online Fleet Automated Interface System provides an electronic link between DMV and companies wishing to title and license their own vehicles from their company location.

The fleets may be comprised of rental vehicle or non-rental vehicles. Rental vehicles are vehicles owned by a company and rented for less than a 12-month period. Non-rental vehicles can be vehicles leased to companies or individual customers for more than a 12-month period. Non-rental fleets can also belong to companies (such as a trucking company or a utility company) that would like to title and license their own vehicles from their place of business using a third party vendor software program.

The interface provides a means for the fleets to issue registration cards, metal license plates and decals at the point where the company is located or at the location of the rental fleet. DMV's files are immediately updated to reflect the new owner of the vehicle. A certificate of title is mailed to the fleet once the Electronic Funds Transfer is received from its vendor.

An online fleet may also title and license vehicles for another company using the third party software if they have provided DMV with a Power of Attorney from the company. The Power of Attorney must be granted to the specific person or persons who will process the transactions.

The interface is facilitated by software and hardware provided by approved third party vendors under contract with the fleet. Please refer to Online Dealer/Fleet Contacts for vendor contact information.

Benefits

  • DMV provides a courier service to pick up the documents and deliver them to DMV headquarters for auditing and microfilming, eliminating the need to deliver any paperwork to a DMV Customer Service Center (CSC).
  • No checks need be written as all taxes and fees are transferred electronically.
  • The company can issue its metal plates, cards, and decals at its site, which allows immediate use of the fleet vehicles.
  • If the customer has ordered a special plate, the plates and decals are mailed directly to the customer from DMV's manufacturing facility.
  • The fleet is performing this function on its own vehicles, as opposed to a dealer, who performs them for its customer. Therefore, no commission is provided by DMV to a fleet participant.

Process

The process begins with the fleet receiving the new vehicle and the Manufacturer's Certificate (or Statement) of Origin (MCO or MSO).

  1. Using the vendor's software and hardware, the fleet completes the electronic application for title and registration, including lienholder information if appropriate.
  2. The fleet removes the license plates and decals from the inventory at the fleet site, as managed and indicated by the inventory system, and prints a registration card. Rental fleets may choose to print the registration cards at a later time.
  3. DMV returns the appropriate information, including the title and log numbers, through the vendor's host system back to the fleet.
  4. The fleet writes the log number on the assignment side of the MCO or MSO, stamps the back of the MCO or MSO with its identifying stamp, and adds the date of the transaction, plate number, and plate expiration date. If the vehicle is new, no title application form need be completed. If the vehicle is used, the title and a paper title application form must be submitted to DMV.
  5. If a vendor is used, the vendor withdraws the funds from the fleet's account to cover the fees and taxes due to DMV, forwards those funds to DMV's account via an Electronic Funds Transfer within seven days of the transaction, and sends DMV a deposit certificate.
  6. If a vendor is not used, the fleet withdraws the funds from the fleet's account to cover the fees and taxes due to DMV, and forwards those funds to DMV's account via an Electronic Funds Transfer.
  7. The fleet must provide all documentation for transactions submitted along with the daily reports. The documentation is sent to DMV using DMV's courier service, which is provided at no cost to the fleet.
  8. DMV prints the titles and mails them to either the fleet or the lienholder, whichever is appropriate.
  9. If the vehicle does not have a lien, the fleet may request that DMV not print a title at the time of titling. The title may be printed at a later date at no fee.

Responsibilities

Vendor (If Used)

  • Trains fleet personnel
  • Acts as liaison between the fleet and DMV
  • Deposits funds into DMV's account on a daily basis
  • Performs daily reconciliation and produces summary reports
  • Manages inventory of license plates and decals
  • Ensures that the fleet complies with DMV's procedures

Fleet (Using a Vendor)

  • Submits the electronic application transaction for titles and registrations
  • Prints registration cards
  • Forwards daily reports and ownership documents directly to DMV

Fleet (Not Using a Vendor)

  • Develops and tests appropriate software and interface to DMV's computer system
  • Develops procedures for training and monitoring of fleet personnel
  • Deposits funds into DMV's account on a daily basis
  • Performs daily reconciliation and produces summary reports
  • Manages inventory of license plates and decals
  • Submits the electronic application transaction for titles and registrations
  • Prints registration cards
  • Forwards of daily reports and ownership documents directly to DMV

DMV

  • Performs quality control desk audits
  • Provides assistance to the vendors and fleets with unusual situations
  • Performs consignment and delivery of inventory items to the fleet site
  • Prints and mails titles

Contacts

For contact information for DMV and authorized vendors, please refer to Online Dealer/Fleet Contacts.

Participants

Review a list of Online Fleet Participants.