Iowa OVMCS: Vehicle & Motor Carrier Services Overview

1. OFFICE OF VEHICLE & MOTOR CARRIER SERVICES (OVMCS)January 17, 2019

2. Who we are

3. OMCS – county interaction • Motor carrier titles • Registration exceptions in ARTS for vehicles subject to a federal out-of-order services • Proofs of prorate • Title / registration inquiries for vehicles switching from county to IRP registration • Questions about HVUT/2290 forms

4. Accounting – county interaction • Audit county treasurer transactions • E-mail contact if needed for clarification • Compile monthly and annual fee reports • Process refund claims and authorizations • Audit abandoned vehicle reports for reimbursement to law enforcement or private entities • Training & information for counties • Finance / cash drawer transactions • ARTS reports for daily & monthly reconciliation • ARTS voided statements and adjusted journal entries

5. OVS – county interaction • Support all vehicle title & registration • 4.46 million registered vehicles (2017) • Highest … Polk County at more than 554,000 • Lowest … Adams County at just under 8,000 • Direction and support for 99 county treasurers and staff • Process and issue personalized plates • Order special plates • Manage dealer licenses • Process title bonds • Persons With Disability (PWD) placards

6. OVS – county interaction cont. • IT systems • Materials • Title paper • Plate • Stickers • Uniform guidance on state and federal laws • Junk, Salvage, Insurance review • Officials’ plates

7. Key IT systems and acronyms for counties • ARTS – Archon Registration & Title System • Also known as VRT, Vehicle Registration & Titling • ELT – Electronic Lien & Title • ERT – Electronic Registration & Title • New system in initial deployment • NMVTIS – National Motor Vehicle Title Information System • Sponsored through US Department of Justice • Operated by American Association of Motor Vehicle Administrators (AAMVA)

8. ERT next steps • Monthly IT rollouts for bugs and enhancements • Adding additional new dealers – spring 2019 • County Edit – spring 2019 • Adding all new dealers – late spring 2019 • Adding Used Car transactions – late 2019

9. Using the County Manual The manual is a very useful tool To make sure you are getting the current law & processes you should be using the online version. The link is below. https://www.iowadot.gov/mvd/ovs/ctmanual/ctmanual.pdf

10. County Manual chapters • Contact information • Motor vehicle laws & fees • Records systems • Document fees • Vehicle fee charts • Special & miscellaneous plate • Vehicle registration definitions • Registration exemptions • Vehicles subject to registration • Titling of motor vehicles • Credits and refunds • Security interest • Operation of law transfers • Reconstruction, replicas, etc. • Salvage titles & brands • Dealer information • Insurance & departmental stops • NSF, revocations and fines • Driver’s Privacy Protection Act • Miscellaneous

11. Using the County Manual The password is IDOT

12. Using the County Manual • Use the Acrobat Tool bar to use the search feature • You then click on the binocular to do a search • CTRL-F option

13. County Manual update schedule • Upcoming reviews • Sections 1 – 5 feedback due to Task Force January 28th • Sections 6 – 7 feedback due to Task Force February 28th • Sections 8 – 10 feedback due to Task Force March 29th • Sections 11 – 13 feedback due to Task Force April 30th • New sections (planned for May) • Junk – Salvage – Insurance review (JSI) • ERT system

14. Statutes and administrative code • Search for motor vehicle statutes and administrative code https://www.legis.iowa.gov/ • Title & Registration Code starts in 321.1 • Administrative code starts in 761.400

15. ARTS basics • What can ARTS do? • Title & Registrations • Plate inventory • Vehicle data tables • Persons with disability placards • Record for transactions and funds • Records transaction per user • Much, much more

16. ARTS basics – county queue • Roughly there are 167 Discretionary Edits (DE) for vehicle • Clerks can approve lower level edits • County supervisor’s can approve some edits in the queue • DOT has to approve higher edits

17. County queue cont.

18. County queue cont. Slide shows edits that need DOT approval Delinquent vehicle registration with special plate text Stolen vehicle that insurance co is applying for salvage title NMVITS response not yet complete, please valid again

19. Viewing other employees’ work ARTS – Work management > work management control panel > view personal queue

20. Viewing other employees’ work After searching by employee, a table of items will show and you can click and review as needed

21. ARTS basics – reports • Management reports • Reports/Management Reports • Fee Adjustments • Obsolete Titles • Productivity By Transaction • Productivity by User • Void Registrations Void Statements

22. ARTS basics – ordering supplies • Inventory/Manage Orders • All county standard plates are ordered here • County standard large two, one and small plates are ordered automatically by the system • Registrations 2019 and 2020 • Image Units-Lexmark Imaging Units • Lexmark Toner • Printer Maintenance Kit email Paul.Cornelius@iowadot.us

23. Hot topic – specialty plates • Counties can take an application for all special plates • If you take an application also collect payment • Order may be faxed 515-237-3056 • Order may be emailed to Vscusto@iowadot.us • Send the application and the receipt for payment • https://iowadot.gov/mvd/motor-vehicle-home

24. Hot topics – specialty plates

25. Hot topic – personalized plates • Messages governed by Admin Code 761-401.6(321) • Prohibitions • Zeroes • All numbers (reserved for other plate series) • Sexual, vulgar, contempt, prejudice, hostility, insult, racial/ethnic degradation • Swear words or offensive words • Illegal substance or criminal act • Foreign language words in these categories • Iowa DOT makes final decision on plate message; customer has option of a hearing

26. How to report IT problems • If you are having an issue with ARTS contact our office • Call 515-237-3156 or email Vscusto@dotiowa.us • We can determine if it is an issue or user error • Check for emails from the DOT • Alerts are placed in ARTS under Tools/Alerts/View Alerts

27. Key principles - security • Use best practices for IT passwords • Complex • Changed regularly • Protect IT security • Lock down work stations when not in use • Unique ID for all staff and all situations – NO SHARING • Customer data, especially financial • Ensure security of materials and supplies • Plates • Title paper • Stickers

28. Key principles - privacy • Pertinent laws • Federal Driver’s Privacy Protection Act (18 ISC 2721) • Iowa Code 321.11 • Prohibited from disclosing personal information from the motor vehicle record without written consent • Iowa DOT Form 431069 defines allowable requests and uses of data • Help your customers protect their personal data • Don’t handle their credit cards • Encourage them to secure their documents

29. Key principles - integrity • Ensure proper separation of duties (e.g. review / approve) • Monitor integrity of transactions and employees • Maintain consistency in operations and decisions • Help employees understand potential conflicts of interest

30. Upcoming – legislative session • Iowa DOT proposals • A vehicle is wrecked or salvage when insurer owns a vehicle in any state resulting in a paid claim; require owner who brings vehicle into Iowa to apply for an Iowa salvage title. • Check FMCSA clearinghouse prior to CDL issuance • Comply with FMCSA regulations for entry-level driver training • Iowa DOT study • Examined issues relating to revenue contributions from electric vehicles • Identified potential to create supplemental registration fees from EV (similar to 19 other states)

31. We’re in this together! Angel Robinson Angel.robinson@iowadot.us 515-237-3175 Brenda McCuen Brenda.mccuen@iowadot.us 515-237-3030 Tonya Bishop tonya.bishop@iowadot.us 515-237-3141 Daniel Yeh daniel.yeh@iowadot.us 515-237-3325