1
Overview
The objective of the User Guide is to
provide a step-by-step description of the new system flow with various screen
prints.
Please refer to the BMV Enterprise User Guide, Volume 1,
Section 1.1.
Please refer to the BMV Enterprise User
Guide, Volume 1, Section 1.1.1.
IRP processing includes the following Supplements:
|
Supplement
Abbreviation
|
Supplement
Description
|
Vehicle
Service Abbreviation
|
Vehicle
Description Abbreviation
|
|
AVE
|
Add Vehicle
|
AVE
|
Add Vehicle
|
|
CMB
|
Combined
|
AVE
|
Combined – Add Vehicle
|
|
CMB
|
Combined
|
CVF
|
Combined – Amend Vehicle
|
|
CMB
|
Combined
|
AXV
|
Combined – Add/
Delete Vehicle
|
|
CVF
|
Amend Vehicle with Fee
|
CVF
|
Change/ Amend Vehicle with Fee
|
|
CVN
|
Amend Vehicle No Fee
|
CVN
|
Change/ Amend Vehicle No fee
|
|
CWT
|
IRP Change Weight Group Weight
|
CWT
|
Change Weight
|
|
RCC
|
Replace Cab Card
|
RCC
|
Replace Cab Card
|
|
RTG
|
Replace Plate
|
RTG
|
Replace Plate
|
|
AXV
|
Transfer Registration to New Vehicle
|
AXV
|
Transfer Registration to New Vehicle
|
|
RWC
|
Renewal
|
CVF
|
Renewal – Amend Vehicle
|
|
RWC
|
Renewal
|
DEV
|
Renewal – Delete Vehicle
|
The WORK IN PROGRESS (WIP) process will provide a user
with the ability to:
·
Continue to work after quitting in the middle of a supplement
transaction without losing the information processed to that point
·
Access unfinished supplement transactions at the point where the
last logical piece of work was completed
·
To continue processing a supplement:
o Enter the required
search fields apart from the account number as it will be populated and
protected
o Click the
PROCEED button to display a list of available supplements
§ If only one
supplement exists, the system will automatically continue to the supplement
details
§ If multiple
supplements exist, a list of supplements will display and the user will select
the desired supplement to continue processing
·
A user will not be able to continue a transaction using WIP if
the account/fleet status is locked or in suspended supplement status
The various supplement transactions can be accessed by
clicking a link within the associated menu tile on the IRP Application main
menu screen. For example the Account Inquiry supplement is located within the
Account menu tile, while the New Fleet Supplement is located within the Fleet
menu tile. Supplements such as Replace Cab Card and Replace Plate are grouped
within the Vehicle Credential menu tile.
The user will click the desired supplement option and then
a supplement search screen will appear. At the supplement search screen the
user must:
·
Enter the required search criteria such as Fleet No. and/or Fleet
Expiration Year. Note that the Account No. and Supplement Effective Date will
be defaulted and protected
The IRP Renewal process involves the following steps:
·
The fleet information/operations must be verified
·
The fleet distance must be entered
·
Vehicles must be processed including add, change and delete
·
OH and foreign jurisdiction fees must be computed
·
Payment is recorded
·
Credentials are issued
To begin the renewal, the user must perform the following
steps:
·
Select RENEW FLEET option from the fleet menu tile at the IRP
application level
- The Account No. will be defaulted
and protected
- Enter Fleet Number and Fleet
Expiration Year being renewed. If the fleet number is not entered, a
selection list of the available fleets will be displayed if there is more
than one fleet
- Select PROCEED to display the
Account screen
- Verify the
account information
After reviewing the account information:
- Select PROCEED to display the Account Verification screen
- Select PROCEED at the verification screen to update the
account information and proceed to the Fleet Detail screen
The registrant can update certain fleet information during
renewals such as contact information, mailing address, and fleet type/commodity
class, if needed.
The
fleet information will populate with the information from the previous year.
Legal name, DBA Name, Carrier Type, and physical address will be populated with
the most current information from the customer record and cannot be changed.
The following
fields will be entered by the user as required:
·
Mailing Address – If different from the Physical address
·
Service Provider – If the carrier has a Service provider for the
fleet the information for that provider must be entered. The designated Service
Provider will be able to perform certain supplements for the carrier via
external web transactions
o Service
Provider – Select the Service Provider from the drop down list
o Power of
Attorney Effective / Expiration Dates – The system will auto-populate the Power
of Attorney Effective Date to the current date and Power of Attorney Expiration
Date to the last date of the next year quarter.
o Phone, Address,
Email, Fax – These fields will be defaulted from the Service Provider customer
record
·
Contact Name – This field defaults from the IRP
Account contact information
·
Email – The email will default from the IRP Account and can be
changed
·
Primary Phone No. and extension – Will default from the IRP
Account information and can be changed but is required to proceed further
·
Alternate Phone – Optional field, enter if known
·
Fax No. – Will default from the IRP Account information and can
be changed
·
Change Address on USDOT – Stores the value of a changed address
on USDOT and is protected
·
Fleet Type – There are Three types of fleets available, all of
which are allowed on the same account
o
For Hire Rental Carrier, For Hire and Private
·
Commodity Class - After selecting a fleet type, the user will
select a Commodity class from the drop down list provided
o The following
is the list of acceptable Commodity Classes for each fleet type:
|
Fleet Type
|
Commodity Class
|
|
FHR
|
For Hire Rental Carrier
|
All, EXEMPT
|
|
FOR
|
For Hire
|
All, Household Goods, Bus
|
|
PVT
|
Private
|
All
|
The
following fields will default based on the renewal period (12 months) and
cannot be changed:
o Will default to
the effective date for the next year registration period
·
Fleet Expiration Date
o Will default to
the expiration date for the next year registration period
·
First Operated Date
o Will default
from the previous year
·
Wyoming Indicator – Click on this checkbox if the Intrastate
Authority for Wyoming applies for a carrier
·
Use IFTA Distance – The ‘Use IFTA Distance’ checkbox is defaulted
to unchecked and will be used to populate the distance (mileage) on the
Distance Details page. If the account has more than one fleet, the user will
need to enter this information manually
·
Comments – The user clicks the plus (+) or minus (-) icon to
expand this section and add free-form comments in this area. After adding text
to the comments box, the user must click on the ADD/UPDATE button to save the
comment in the account record.
Updates for the Fleet Screen:
·
From the Fleet Detail screen:
o Review the
fleet information
o Update the
values, as necessary
o Click PROCEED
to display the Fleet Verification screen
o
Click PROCEED again to update the fleet information in the
database and proceed to the Distance Detail screen
At fleet renewal time the Distance Details screen will display
with all the jurisdictions listed. The distance type will be defaulted to
Actual for the following conditions:
·
IFTA distance exists for the reporting period
·
IFTA distance does not reflect ID distance
·
IFTA distance only shows ID distance
·
Carrier had actual distance in any IRP Jurisdiction in the
previous registration period (in this case the jurisdiction code will display
in RED font)
·
If the carrier reported estimated distance in the previous year,
but according to IRP plan rules, the carrier does not qualify for a second year
of estimated mileage
If the carrier has no distance to report, the user can
click the ‘No’ radio button and the Average Per Vehicle Distance Chart will be
used.
If the ‘Use IFTA Distance’ checkbox on the fleet screen
was checked and the account only has one power unit fleet, the IFTA distance
will be pre-populated with the mileage reported Type set to ‘A’. The distance
field is enabled for the user to make changes if needed.
The Comment section must be used to add a comment
regarding the carrier’s scope of operations.
When the user has entered all the jurisdiction
information:
·
Enter the totals for Total Estimated Distance or Total Actual
Distance, and Total Distance, if required
·
If actual distance is entered, check the “We certify that the
actual distance submitted is accurate” checkbox
·
Click the PROCEED button on the command line and the system will:
o Perform edits
including verifying contiguous jurisdictions
o Calculate
percentages, and populate estimated distance
o Calculate the
Total Estimated Distance or Total Actual Distance
o Display the verification
screen
·
If the distance is correct, select PROCEED to display the Weight
Group Selection screen
The Weight Group
Selection screen for fleet renewal allows the user to perform the following
actions:
·
Add a new weight group to the fleet. To enter a weight group for
the fleet, do the following:
- Select the maximum gross weight
for the weight group from the drop down. If you select “Other”, you must
enter the maximum gross weight allowed for that weight group
- If any of the jurisdictions have
a different weight, enter the weight for that jurisdiction
- Click the PROCEED button on the
command line to populate the weight for the remaining jurisdictions and
the verification screen will display. If a weight is outside the 10%
variance, a warning message will display in the message area at the top
of the verification screen. To explain the variance, a comment must be
entered
- The system will check to ensure
the weight for each jurisdiction does not exceed the maximum weight
allowed in the specific jurisdiction. If it does, the system will
automatically set the weight to the maximum allowed and will display a
warning message in the message area at the top of the verification
screen. Weights should be verified with the application information and
changes discussed with the Customer
o If any of the weights need to be changed, click the BACK button and
the system will display the Jurisdiction weights for changes
·
View/update weight for any existing weight group
- Select the weight group to process, by selecting the
SELECT link next to the weight group number
- Update the weights required and select PROCEED to go to the verification screen
- From the validation screen, select PROCEED to save the
change
- If no changes are required, select Go To Weight Group
Selection
Select DONE when you are
finished with weight groups and the Vehicle Processing screen will display.
The vehicle processing on a renewal provides the ability
to perform the following vehicle functions:
- Update from the Previous Year
o After the
renewal is open and is not invoiced, supplement information can be automatically
updated in the renewed fleet by clicking the UPDATE FROM THE PREVIOUS YEAR
button on the command line and then either:
§
Delete Vehicle
§
Update Vehicle Information
o If the renewal
is invoiced (not paid), cancel the invoice first, and then click the UPDATE
FROM THE PREVIOUS YEAR button from the Vehicle Processing screen
o If the renewal
is paid, the user must create the supplement in the renewal year
·
Add a vehicle
·
Amend vehicle information
·
Delete a vehicle from the fleet
The user can return to the account, fleet, distance, or
weight group process by selecting the tab at the top of the screen at any time
before invoicing.
·
The user must execute the UPDATE FROM PREVIOUS YEAR, if required,
prior to adjustments to existing vehicles
·
If no changes are required to any vehicle:
o
Click the DONE button
·
To update vehicle information:
o
The user can select the AMEND VEHICLE radio button and then
select PROCEED to display the Vehicle Detail screen
o
The user can select the vehicle to change by selecting either the
Unit number, VIN, or plate number
o
After the user selects the vehicle, the existing vehicle
information will display
o
The user should update the information as necessary for renewal
o
Once the information is changed, click the PROCEED button to
perform edits. If the vehicle information passes the edits, the Vehicle Details
Verification screen will display.
o From
the Verification screen, review the vehicle information and click on the
PROCEED button to save the changes to the vehicle.
·
To delete a vehicle from the fleet:
o
The user can select the DELETE VEHICLE and then select PROCEED to
display the Delete Vehicle screen. This is a list of all the active vehicles in
the fleet not updated during the renewal process.
o
To select a vehicle to delete, check the box next to the unit
number you want to delete
o For
each delete vehicle the following information must be provided:
§ PLATE
STATUS defaults to Deleted which is the only option available
§ Delete/Inactive Date
– enter a date
§ A
comment can be added if necessary
o
Once you have selected all the vehicles you want to delete,
select PROCEED to display the verification screen. The verification screen will
only display those vehicles you have deleted.
o
Click the PROCEED button to save the information
o Click
the DONE button after completing all deletions
§ The Vehicle
Processing screen will redisplay
·
To change/cancel information on vehicles that have already been
processed during the renewal:
o Select VEH LIST
to display a list of vehicles that have been changed or deleted
The Vehicle List screen will display a list of the vehicles
that have been either added, changed, or deleted during the renewal.
The user can do the following:
·
Select BACK to return to the Vehicle Processing screen
·
Select a vehicle from the list by clicking the “Select” link to
the left of the UNIT No.
o This will
display a screen depending on the SERVICE TYPE for the vehicle (i.e. change or
delete)
o When a user
selects a vehicle, the vehicle information will display on the Vehicle Details
screen. The user can do one of the following actions:
§ If the user deletes
the vehicle from the renewal, the Vehicle Details screen will be protected and
the only action you can take is to CANCEL VEHICLE, which will undo the deletion
and will add the vehicle back on the renewal.
§ If the vehicle was
added or changed, from the vehicle screen the user can either make additional
changes or cancel the action
Ø To make changes,
update the information and select PROCEED and then select PROCEED from the
verification screen to save the changes.
Ø To cancel an added
vehicle from the renewal, select CANCEL VEHICLE to delete the vehicle from the
renewal
Ø To cancel a change
vehicle from the renewal, select CANCEL VEHICLE and the vehicle is processed on
the renewal as a no-change vehicle. The vehicle information for the renewal
will be the same as the previous year.
·
To update information on a previously deleted vehicle:
o
The user should select DELETE VEHICLE and then select PROCEED
o
From the Delete Vehicle screen, the user should select DELETE
VEHICLE to display a list of vehicles deleted during the renewal
o
When the changes are finished, select UPDATE to display the
verification screen
o From
the verification screen, select PROCEED to save the changes to the deleted
vehicles
·
To end the vehicle processing, the user selects DONE from the
Vehicle Processing screen. The system will display the Web Processing - Submit
screen.
The BMV system provides External users the ability to
perform a number of supplements for submission to an internal review queue at
any point of time during the transaction. Internal users at BMV will then
access these transactions for review, processing and approval.
The limitations for Web Processing by External users
include:
- Access to only their assigned account – When processing a transaction,
the account number will be auto-populated and protected on all BMV screens
- The Account/Fleet status must be Active
o
If the Account/Fleet status is Suspended, an External User has
the ability only to make payments
- Only one supplement can be open at a time – A supplement
must be in invoiced status before an external user can open another
supplement
- External
web users cannot perform a supplement in the current year if the renewal
for the next year is opened
When an
External user is done adding vehicles, the system displays the Web Processing –
Submit screen.
1.3.2.1.6.1 Web Submit Process
To submit
the transaction to internal review queue, the External user must perform the
following steps:
- Click Proceed from the Vehicle Details screen and the
system will navigate to Web Processing – Submit screen
- The Submit screen will autopopulate and disable the
following fields:
o
Account No.
o
Fleet No.
o
Legal Name
o
Fleet Expiration Year
o
Fleet Expiration Month
o
Supplement No.
o
Status will default to Pending and cannot be changed
To submit the document:
- Enter the VIN, use the Browse option to select a file to
be uploaded, then click the Upload button to ensure the file is attached
to the transaction
- External users must:
- Upload one file at a time
- Ensure the file size is less than 4 MB
- Once all the required documents are uploaded, select
SUBMIT to have all the documents submitted for internal review
- OR check the “I will fax or email my support documents for
this transaction to the IRP Processing center” checkbox and click Proceed
For the Renew Fleet supplement, a user with ‘Registrant’
role can skip the Submit Process and click Proceed to complete the supplement.
External users should ensure a valid email address exists on
the fleet record to receive email notifications advising that the supplement is
ready to be paid online or to receive alerts if additional action is required.
NOTE: Users with ‘Trusted Carrier’ role are allowed to
complete all supplements without submitting support documents. External Web
users can only open supplements with a status of “Pending”, “Action required”
or “Approved”. They will not be able to open any supplement with a status of
“In Process.”
After the external user submits the transaction for review,
the internal user will approve the queued documents and initiate the billing
process.
·
The external user can continue the supplement through Work in
Progress. The supplement status will change to “INVOICED” from “OPEN”.
- Click Proceed from the Billing screen to navigate to
Payment screen
1.3.2.1.8 Payment Details
After this, the Payment details process starts. On the
Payment Details screen:
- The Cab Card Delivery Type field will be defaulted to PDF
- The screen will display the “View Invoice Report” link on
the command line for the user to view the detailed invoice report
- Click PROCEED to display the Payment Verification screen
The user may choose to add this amount to the cart for
payment later by clicking the ADD TO CART button and the user will be able to
proceed with additional supplement processing. Refer to Section 1.3.1.1.1 Cart
Payment, in the Enterprise level User Guide regarding making a payment for an
entire cart.
OR
Click the PROCEED button to go directly to the cart payment
processing screen. The system will check to ensure a cash drawer is open before
you can make a payment.
1.3.2.2
Change Weight Group
Perform the following steps to process a Change Weight
Group supplement:
·
From the IRP application level menu, click the CHANGE WEIGHT
GROUP link from the Weight Group menu tile
·
From the Supplement Search screen, enter the following:
o
Fleet No. and Fleet Expiration Year to narrow down the search
o
The supplement effective date is defaulted to the current date
and can be changed
o Select
the PROCEED button from the command line on the screen to display the Weight
Group Selection Details screen
·
The Weight Group Selection Details screen allows the following
actions:
o
The user can select only one weight group per supplement to
change. Select the weight group number you wish to change by clicking the “SELECT”
link next to the weight group number.
o The
current weight group information will display on the Fleet Weight Group Details
screen.
o Change the
weights for the jurisdiction(s)
§ The system will run a
check to ensure the maximum combined gross weight does not exceed the maximum
weight allowed in a specific jurisdiction
§ The system will
verify if the declared weight for each jurisdiction is within or less than 10%
variance of the Base jurisdiction’s weight. However, the system will provide a
comment field for weights that exceed the 10% variance if a registrant provides
sufficient information. If the registrant does not provide the necessary
information, the supplement cannot proceed.
o
Select PROCEED when you are finished to display the verification
screen
o If
you do not want to change any weight, click the GO TO WEIGHT GROUP SELECTION
button
When you are finished, select DONE to go to the Fleet
Vehicle Detail screen. The transaction will be queued for internal review. Once
it is approved, the external user can process billing using Work in Progress.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
After this Payment details process starts. To get the details
of the payment process please refer to the Section 1.3.2.1.8.
Perform the following steps to process an ADD VEHICLE
supplement:
·
From the IRP application level menu, select ADD VEHICLE from the Vehicle
menu tile
·
From the Fleet Search screen, enter the following:
o Enter the Fleet
and Fleet Expiration Year; Account No. is prepopulated and protected
o The supplement
date defaults to the current date and cannot be changed
o
Select PROCEED to display the vehicle detail screen
The Vehicle Detail screen captures
the information for each vehicle the user wants to add to the fleet and
register into the BMV system. Mandatory fields have a red asterisk “*” beside them. At the top of the Vehicle Detail
screen there is a feature allowing the user to find an existing vehicle in the BMV
database.
·
Enter the Title No.,
Document Control No., Title Jurisdiction and click the COPY FROM button. The system
will search for the information and will populate the vehicle information
fields on the Vehicle Detail screen
If the vehicle match exists in the system, some
information will be populated either from the ATPS lookup or from previous
information entered in BMV. The following fields are available for vehicle information:
·
VIN – Confirmed using VIN intelligence or entered by user upon
search and cannot be changed
·
Unit No – Company identifier for the vehicle
·
Weight Group No – The drop down lists the valid/available weight
group number(s) and associated max gross weight for the fleet. If the user
needs to add a weight group, select the WGT GROUP tab at the top of the screen
(Navigation tabs) and the Weight Group Selection screen will display. When the
weight groups have been updated, the system will return to the Vehicle Detail
screen.
·
Year – Pulled from VIN intelligence check and cannot be changed
·
Body Type - Is pulled from BMV or VIN intelligence and protected
·
Make – Pulled from BMV or VIN intelligence and protected
·
Number of axles and combined axles
o Axles – Pulled
from BMV if available and protected
o Combined Axles
– User must data enter value which must be greater than or equal to the vehicle
axles
·
Fuel Type – Pulled from BMV if available and cannot be changed
·
Seats – entered for buses only
·
Vehicle Color – select the value from the drop down
·
Luggage – entered for buses only and is in disabled mode
·
Unladen Weight - Pulled from BMV and is in disabled mode
·
Base Jurisdiction Gross Weight – Is populated based on the weight
group selected and is in disabled mode
·
Factory Price - The factory price of the vehicle is required
information for the IRP fee computation. If a registrant does not provide the
factory price, the system will try to retrieve the factory price from the
factory price table. If BMV cannot retrieve the factory price, the user must
enter it
·
Purchase Price – Will display if data is present in BMV,
otherwise user can data enter
·
Purchase Date – Will display if data is present in BMV, otherwise
user can data enter
·
In-StatePlate – Disabled for OH
·
TA – This checkbox is disabled by default along with the corresponding
TA No. of Days field
·
Owner Name – Will display if data is present in BMV, otherwise it
will default to the name on the fleet or user can data enter
·
Owner Phone No – Will display if data is present in BMV,
otherwise user can data enter
·
Owner Code – Select from the drop down. The options include
L-Leased and O-Owner
·
Owner TIN – Enter the owner TIN no.
·
Logo Plate – Check this checkbox to assign Logo Plate for the
vehicle
·
Carrier Responsible For Safety Fields:
o Safety USDOT -
USDOT responsible for safety – prepopulates with the values from fleet if
available
o Safety TIN –
TIN associated with the USDOT responsible for safety – prepopulates with the
values from fleet if available
o Safety Change –
User to select if the vehicle responsible for safety is to change within the
registration period – defaults to N and user can change to Y
o Change address
on USDOT - Allows the user to change the address for the USDOT for this
transaction for the credential printing
·
Use Existing Plate – In some rare occasions an existing IRP plate
may be used when adding a vehicle. User should check the checkbox indicator and
the plate number will display if data is present in BMV or the user can enter
the plate in the Existing Plate field
·
Documentation Requirements for Admin Fee and Fee Calculation - Comprises of several indicators that must be set in order to
calculate fees correctly. They are as follows:
o
Colorado Trailer indicator – For vehicles traveling to Colorado
- If it is a straight truck pulling a trailer and the empty weight of the truck
is less than 16,000 pounds, the carrier must indicate a “Y”. The system will be
defaulted to ‘N’
o
Colorado 10K Indicator – defaulted to ‘Y’ and cannot be
changed
§ The fee structure for
CO is calculated according to the total national distance traveled by each
power unit
- If the
vehicle travels over 10,000 miles, the default “Y” will use the over-10,
000 miles schedule
o
Utah Special Truck indicator - For vehicles
traveling to Utah, if the truck type is a cement pump, well boring unit or
crane, the user will check the Utah special truck flag. The system will default
this field to ‘N’
o
New Vehicle - If the vehicle is a new vehicle, a copy of
the manufacturer’s certificate of origin is required in order to have the fee
calculation use the new vehicle fees table. The system will be defaulted to ‘N’
o
CO Special Truck – This indicator suggests whether the
vehicle is Colorado vehicle. Check this indicator if the vehicle body type is a
Wrecker.
Comments – Use the plus (+) or minus (-) icon to expand and close this
section and add free-form comments in this area. Select the ADD/UPDATE COMMENT
button to apply comments to the record, select the Access Level and indicate
whether the comment can be deleted by checking the Delete Allowed checkbox. Enter
comments as necessary.
After you have entered the information, click the PROCEED
button on the command line and the system will perform edits to ensure that you
have entered all the mandatory fields and that they are correct to the extent
possible. The validation screen will display.
Click the PROCEED button on the command line to save the
vehicle information. The Vehicle Detail screen is displayed to add another
vehicle, if required.
If any vehicle information entered is incorrect, it needs
to be changed or the vehicle needs to be deleted after it is stored within the
system, perform the following steps:
·
Click the VEHICLE LIST button on the command line and a selection
list of vehicles will be displayed
·
Click any “Select” link to the left of the unit number in the
selection list and the vehicle details will be displayed
·
Update the vehicle information as required and click the PROCEED
button
·
Delete the vehicle from the supplement by clicking the CANCEL
VEHICLE button
When all of the vehicle updates have been made, click
PROCEED and the verification screen will be displayed. Click the PROCEED button
on the verification screen and the Vehicle Details screen will be displayed.
If you need to add a weight group for the IRP vehicles,
select the WTG GROUP tab at the top, in the navigation flow.
·
Select ADD WTG GROUP, select the weight and then select PROCEED.
After selecting PROCEED from the verification screen, the system displays the
Vehicle Details screen so the user can add the vehicle.
When all of the vehicles have been entered correctly into
the system, click the DONE button and the Web Processing - Submit screen will
be displayed.
After the vehicle and/or weight group is added as desired,
the Web Processing – Submit process begins. Refer to section 1.3.2.1.6 to get
the details on submitting required documents to the review queue.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
1.3.2.3.3 Payment
Details
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
1.3.2.4 Transfer Registration to New
Vehicle
BMV
provides the ability to add a new vehicle and delete an existing vehicle and
issue a new plate using the Transfer Registration to New Vehicle. The transfer
vehicle must be in the same account and fleet.
Perform the following steps to process a TRANSFER
REGISTRATION TO NEW VEHICLE supplement:
·
From the IRP application level menu, select Transfer Registration
to New Vehicle from the Vehicle menu tile
·
From the Fleet Search screen, enter the following:
o
The Account No. is populated and protected
o
Enter Fleet No. and Fleet Expiration Year to narrow down the
search
o The
supplement effective date is defaulted to the current date and cannot be
changed. The credit will be calculated from the supplement effective date.
·
Select the PROCEED button and the Vehicle Screen displays
The Vehicle Details screen allows the following actions:
For IRP, to
review or add a new weight group
To review or add a weight group, select the WTG GROUP tab.
Only new weight groups can be added. Existing weight groups can be viewed but
cannot be changed.
·
Existing weight groups and their associated base jurisdiction and
maximum gross weight will be displayed
·
To view the detail per jurisdiction, click the “Select” link of
the weight group number to be viewed
o Select the GO
TO WEIGHT GROUP SELECTION button to return to the list
·
To return to the Vehicle Details screen, select DONE
·
To add a weight group, click the ADD WEIGHT GROUP button
o Enter the
information and select PROCEED to validate
o Select PROCEED
from the verification screen to save
To add a new vehicle
The Vehicle Details screen will display. The Vehicle
Detail screen is used to enter the information for each replacement vehicle the
user wants to add using an existing vehicle plate in the fleet.
At the top of the Vehicle Detail screen there is a feature
allowing the user to find the “NEW” vehicle in the database.
Enter the Title No., Document Control No., and Title
Jurisdiction and click on the COPY FROM button. The system will search for the
information and, if found, will populate the vehicle information fields on the
Vehicle Detail screen.
·
The Vehicle Details screen captures all information about the new
vehicle and some required information about the old vehicle
To enter the “Old” (Deleted Vehicle Details) vehicle
information, perform the following:
·
The Unit number, VIN, and Plate No. fields contain the
information for the vehicles currently registered to the account
·
The user can select from the list (click inside on of the fields
to display the list) or type either the Unit No., VIN, or Plate – only one of
the values should be entered
·
Select the SEARCH button in this section to display the remaining
information about the old vehicle
·
DELETION DATE defaults to the supplement effective date
·
Select the DELETE REASON from the drop down
To enter the “NEW” vehicle information, perform the
following:
·
Refer to Section 1.3.3.2 for the IRP vehicle detail screen
After you have entered the information, click the PROCEED
button on the command line and the system will perform edits to ensure that you
have entered all the mandatory fields and that they are correct to the extent
possible. The validation screen will display.
Click the PROCEED button on the on the validation screen
to save the vehicle information. The Vehicle Detail screen will be displayed
with empty fields for creation of another vehicle if required.
If some of the vehicle information is wrong and needs to
be changed or vehicles need to be deleted after the vehicle has been stored in
the system, the following steps are to be followed:
·
Click the VEHICLE LIST button on the command line and a selection
list of vehicles will be displayed
·
Click any SELECT link to the left of the unit number in the
selection list and the vehicle details will be displayed
·
Update the vehicle information as required and click the PROCEED
button
·
Delete the vehicle from the supplement by clicking the CANCEL VEHICLE
button
When all of the vehicle updates have been made, click
PROCEED and the verification screen will be displayed. At the Verification
screen, click the PROCEED button and the “VEHICLE DETAILS” screen will be
displayed.
When all of the vehicles have been entered correctly into
the system click the DONE button on the command line and the Web Processing -
Submit screen will be displayed.
After this, the Web Processing – Submit process begins.
Refer to section 1.3.2.1.6 to get details on submitting the required documents
to the review queue.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
1.3.2.5 Amend Vehicle With Fees
This supplement is performed when a vehicle needs to be
amended and IRP fees are due based on the changes. Perform the following steps
to process an Amend Vehicle with Fee supplement:
·
From the IRP application level menu, select AMEND VEHICLE WITH
FEES from the Vehicle menu tile.
·
From the Fleet Search screen, enter the following:
o
Fleet No., and Fleet Expiration Year; The Account No. is
defaulted and protected
o
The supplement effective date is defaulted to the current date
and cannot be chnaged.
o
Select PROCEED to display the Amend Vehicle Details Screen (see
below)
The Amend Vehicle Details screen allows the following
actions:
·
Select the WGT Group tab, then review existing weight groups or
add a new weight group
o To review
select the weight group number from the list
§ Existing weight
groups and their associated base jurisdiction and declared gross weight will be
displayed
§ Select GO TO WGT
SELECTION to return to the list
o To add a weight
group, select ADD WGT GRP
§ Enter the information
and select PROCEED to validate
§ Click the PROCEED button
from the validation screen to save
o Select DONE to
return to the Vehicle Details screen
- Select a vehicle to amend
o
Enter either the Unit No., VIN or Fleet No. in the CHANGE VEHICLE
DETAILS section
o Click
the SEARCH button to populate the vehicle information in the VEHICLE DETAILS
area
BMV will populate the screen with the vehicle information
from the system. Once the vehicle information is populated on the screen,
update the editable fields as required.
Refer to Section 1.3.2.3 IRP Add Vehicle for detailed
field information on IRP vehicles. If the fleet type of the added vehicle is
different than the existing vehicle in the fleet, a new plate will be issued.
To amend the vehicle:
·
Update the information on the screen as required
·
Select PROCEED to execute edits and display the validation screen
·
Select PROCEED from the verification screen to save the vehicle
information
Follow the
same procedure for the vehicles requiring changes.
If you need to update a previously updated vehicle, click the VEHICLE LIST button on the command
line to display a vehicle selection list.
Select the
vehicle you need to update or review by clicking the “Select” link and proceed
as before.
If you need to delete a vehicle from the supplement, select VEHICLE LIST
to display a vehicle selection list. Select the vehicle you need to cancel.
Once the vehicle is displayed, you may select CANCEL VEHICLE on the command
line to delete the vehicle from the supplement.
When all the required changes are processed, click DONE to
proceed to the Web Processing – Submit screen to submit the required documents.
After this, the Web Processing – Submit process begins.
Refer to section 1.3.2.1.6 to get details on submitting the required documents
to the review queue.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
This transaction will only charge ID administrative fees.
IRP fee related changes are not made with the Amend Vehicle without Fees
supplement. Changes allowed include unit number, owner information and Safety
TIN/USDOT.
Perform the following steps to process an Amend Vehicle
without Fees supplement:
·
From the IRP application level menu, select AMEND VEHICLE WITHOUT
FEES from the Vehicle menu tile.
·
From the Fleet Search screen, enter the following:
o
Fleet No., and Fleet Expiration Year; the Account No. is
defaulted and protected
o
The supplement effective date is defaulted to the current date
and cannot be changed.
o Select
PROCEED to display the Amend Vehicle without Fees Details screen
·
Select a vehicle to be amended
o
Select either the Unit No., VIN or Plate No., from the CHANGE
VEHICLE DETAIL section
o Click
the SEARCH button to populate the vehicle information to the VEHICLE DETAILS
area
BMV will display the Vehicle Details populated from the vehicle
information in the system. Once the vehicle information is populated on the
screen, update the fields as required.
Refer to Section
1.3.2.3 IRP Add Vehicle for detailed field information on IRP vehicles. Only
information that does not affect IRP fees can be changed.
To amend the vehicle:
·
Update the information on the screen as permitted/required
·
Select PROCEED to execute edits and display the validation screen
·
Select PROCEED from the verification screen to save the vehicle
information
Follow the same procedure for any other vehicles requiring
changes.
If you need to update a previously updated vehicle, then
click the VEHICLE LIST button on the command line to display a vehicle
selection list.
Select the
vehicle you need to update or review and proceed as before.
If you need to
delete a vehicle from the supplement, select VEHICLE LIST to display a vehicle
selection list. Select the vehicle you need to cancel. Once the vehicle is
displayed, you may select CANCEL VEHICLE on the command line to delete the
vehicle from the supplement.
When all the vehicles requiring change are processed, click
the DONE button to proceed to the Web Processing – Submit screen.
After this, the Web Processing – Submit process begins.
Refer to section 1.3.2.1.6 to get details on submitting the required documents
to the review queue.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
This supplement is used when multiple vehicle transactions
need to be processed during the same supplement. The Combined Vehicle
supplement allows the user to Add Vehicles, Delete Vehicles, and Amend Vehicles
with Fees within the same supplement.
- From the IRP application level
menu, select COMBINED from the Vehicle menu tile.
- From the Supplement Search
screen, enter the following:
o
Fleet No. and Fleet Expiration Year; the Account No. is defaulted
and protected
o
The supplement date defaults to current date and cannot be
changed
o Select
PROCEED to display the Vehicle Processing screen
·
At the Vehicle Processing screen there are two radio buttons
which can be selected one at a time to do the following:
o
Add a new vehicle
o
Amend or update vehicle information
To add a vehicle:
o
The user can click the ADD VEHICLE radio button and then select
PROCEED to display the Vehicle Detail screen
o
The user should enter all the vehicle information as required and
then select PROCEED. For details on the add vehicle information refer to the
New Account/Add Vehicle, refer to section 1.3.2.3
o Once
the vehicle is added, the user will return to the Vehicle Processing screen
displayed above
·
To amend vehicle information:
o
The user can click the AMEND VEHICLE radio button and then select
PROCEED to display the Vehicle Detail screen
o
The user can select the vehicle to change by selecting either the
Unit number, VIN, or Plate Number
o
Once the vehicle is selected, the existing vehicle information
will display
o
The user is then able to update the information as necessary
o
Once the information is changed, select PROCEED to perform edits.
If the vehicle information passes the edits, the Vehicle Details Verification
screen will display.
o
From the Verification screen, review the vehicle information and
select PROCEED to save the changes made to the vehicle
·
The user will again be returned to the Vehicle Processing screen
To
change/cancel information on vehicles already having been processed during the
renewal; OR to change/cancel a previously “modified” vehicle (including added,
deleted or updated vehicles), a user can do the following:
·
Click the VEHICLE LIST button to display a list of vehicles that
have been changed, added or deleted with this supplement
At the Vehicle
Selection Details screen for a COMBINED VEHICLE supplement, the user can do the
following:
·
Select BACK to return to the Vehicle Processing screen
·
Select a vehicle from the list by clicking the SELECT link to the
left of the Unit No.
o When a vehicle
is selected, the vehicle information will display on the Vehicle Details
screen. The user can do one of the following actions:
§ If the vehicle was
deleted, the Vehicle Details screen will be protected and the only action you
can take is to CANCEL VEHICLE, which will undo the delete adding the vehicle
back to the fleet.
§ If the vehicle was
added or changed, from the vehicle screen the user can either make additional
changes or cancel the vehicle from this supplement.
§ To make changes,
update the information and select PROCEED and then select PROCEED from the
verification screen to save the changes.
§ To cancel an added
vehicle, select CANCEL VEHICLE to delete the vehicle from the fleet.
To cancel a change vehicle, select CANCEL VEHICLE and the
vehicle will be cancelled from this supplement.
After this, the Web Processing – Submit
process begins. Refer to section 1.3.2.1.6 to get details on submitting the
required documents to the review queue.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
1.3.2.8 Replace Cab Card
Perform the following steps to process a Replace Cab Card
supplement:
·
From the IRP application level menu, click the REPLACE CAB CARD option
from the Vehicle Credential menu tile.
·
From the Fleet Search screen, enter the following:
o
Fleet No., and Fleet Expiration Year; Account No. is defaulted
and protected
o
The supplement effective date is defaulted to the current date
and cannot be changed
o Select
PROCEED to display the Replace Cab Card Selection screen
The Replace Cab Card Vehicle Details screen allows the
following actions:
·
Indicate the vehicle(s) for the replace cab card by doing one of
the following:
o
Check the check box next to the unit number for the vehicle
o
The Next and Previous buttons just below the vehicle list are for
paging through a vehicle list if the fleet has a large number of vehicles, or
o Enter
the Unit number, VIN or Plate number and click the SEARCH button – once the
vehicle information is found it will display in the selection list
- Select PROCEED when you are
finished to display a screen with the selected vehicles
On the Replace Cab Card screen:
·
Select an appropriate Reason from the drop down list
·
Select PROCEED to complete the process
·
The system will return to the active list of vehicle(s) in case
you want to replace cab cards on additional vehicles
WVMCS will display the list of active vehicles that have
not been selected for replacement cab cards. From this screen the user can do
the following:
·
Click the VEHICLE LIST button to display a list of vehicles
processed in this supplement. You can change the information on any vehicle or
cancel the vehicle from the supplement
·
Select additional vehicles for replacement cab cards by clicking
the check box next to the vehicle and then select PROCEED
·
Click the DONE button when you are finished to display the
Billing Details screen
Select VEHICLE LIST to update or cancel a vehicle from the
supplement and the list of vehicles processed in the supplement will be
displayed.
You can do the following from this screen:
·
Click the BACK button to go back to the previous screen
·
Update a vehicle(s)
o Update the
vehicle information
o Check the
Update check box
o Click UPDATE
·
Cancel a vehicle from the supplement
o Click the “Select”
link to the left of the vehicle
o WVMCS will
display the vehicle detail screen
o Click the CANCEL
VEHICLE button at the bottom of the screen to remove it from the supplement or click
the BACK button to go back to the previous screen
After you have
completed all the updates, the Replace Cab Card screen will display once again.
·
Select DONE when you are finished to display the Billing Details screen
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
After this Payment details process starts. To get the details
of the payment process please refer to the Section 1.3.2.1.8.
Perform
the following steps to process a Replace Plate supplement:
·
From the IRP application level menu, select REPLACE PLATE from
the Vehicle Credential menu tile
·
From the Supplement Search screen, enter the following:
o
Fleet No., and Fleet Expiration Year; Account No. is defaulted
and protected
o
The supplement effective date is defaulted to the current date
and cannot be changed.
o Click PROCEED
to display the Replace Plate Vehicle Selection Details screen
Replace Plate Vehicle Details screen allows the following
actions:
·
Indicate the vehicle(s) to receive a replacement plate by doing
one of the following:
o
Click the check box next to the unit number for the vehicle
o For
large fleets, the user may enter the Unit No., VIN or Plate number and click
the SEARCH button. Once the vehicle information is found it will display in the
selection list
- Click
PROCEED when you are finished to display a screen with the selected
vehicles
On the Replace Plate screen:
·
Select a REASON from the available dropdown list, which include:
o
OTHR – Other
o
CORR – Correction
o
DMGD – Damaged
o
LOST – Lost
o
STLN – Stolen
·
The Plate checkbox will default to checked and cannot be changed
·
A comment box is available to add text, if desired
·
The TA checkbox will default to checked and cannot be changed
·
Select PROCEED to complete the process. You will return to the
active list of vehicles in case you want to replace plates on additional
vehicles.
BMV will display the list of active vehicles that have not
been selected for replacement plates. From this screen the user can do the
following:
·
Click the VEHICLE LIST button to display a list of vehicles
processed in this supplement. You can change the information on any vehicle or
cancel the vehicle from the supplement
·
Select additional vehicles for replacement plates by clicking the
check box next to the vehicle and then click PROCEED
·
Click the DONE button when you are finished to display the
Billing Details screen
Select VEHICLE LIST to update or cancel a vehicle from the
supplement and the list of vehicles processed in the supplement will be
displayed.
You can do the following from this screen:
- Click the BACK button to go back
to the previous screen
- Update a
vehicle(s)
o
Update the vehicle information
o
Check the Update check box
o Click
UPDATE
- Cancel a
vehicle from the supplement
o
Click the “SELECT” link to the left of the vehicle
o
BMV will display the vehicle detail screen
o Select
CANCEL VEHICLE at the bottom of the screen to remove the vehicle from the
supplement or select BACK to go back to the previous screen
After you have completed the updates, the replace plate
screen will once again display.
·
Click DONE when you are finished to display the Billing Details
screen.
After this, the billing process starts. To get the details
of the billing process please refer to the Section 1.3.2.1.7.
1.3.2.9.2
Payment Details
After this Payment details process starts. To get the
details of the payment process please refer to the Section 1.3.2.1.8.
1.3.3
Inquiry Function
The system will provide the user with the capability to perform
inquiries on all of the IRP related information using the tree structure. The
various inquiry options are available in the corresponding menu tile at the IRP
application level menu. Below is a list of available inquiries from the IRP
application level menu.
·
From the Account menu tile:
o
Account Inquiry
·
From the Fleet menu tile:
o
Fleet Inquiry
·
From the Weight Group menu tile:
o
Weight Group Inquiry
o
Weight Group Supplement Base Inquiry
·
From the Vehicle Inquiry menu tile:
o
Vehicle Inquiry
o
Vehicle Supplement Inquiry
·
From the Additional Inquiries menu tile:
o
Supplement Inquiry
·
From the Distance menu tile:
o
Distance Inquiry
To
generate an inquiry related to a specific account or fleet, the user will
perform the following steps:
·
At a minimum one search criteria must be entered and usually the
Account No. is defaulted and protected prior to selecting PROCEED
·
The grid displays the search results based on the search criteria
entered
·
Paging is available on the screen. If more than one page of
results are found, the buttons at the bottom right of the list will be enabled
and allow the user to navigate by clicking the First, Previous, (Page Number), Next
or Last links.
·
Select the VIEW link on the right to review the details of a
specific inquiry/supplement
o
For the example, the Fleet Level details are displayed
o
Click the CLOSE button to return to the search result screen or
click the PRINT button on the view screen to print the account/fleet/vehicle
details
o Click
the QUIT button on the search result screen to close the Inquiry screen and
return to the IRP Level menu
To view the structure of the entire account, click the TREE
link to the left of the Account No. in the grid.
·
The account structure will appear on the left side of the result
screen including all registration years as well as fleets and supplements
within the registration year.
·
If multiple fleets exist within a registration year, they will
appear as a separate line under the Fleet List.
·
Each level with a “+” can be expanded or if a “-“ is displayed
can be collapsed
·
The expansion of the Supplement will display all supplements that
have taken place for the associated fleet within a given registration year.
·
The expansion of the supplement will reveal the vehicles
associated with the supplement
·
To view details at any level select the link and a detail screen
will display, for this example the Fleet link was accessed which displays
detailed Fleet information. Use the scroll bar to the right of the screen to
view additional details for this supplement
1.3.4
Reprint Functionality
The system provides the ability to reprint the following:
·
Invoice
·
Cabcard
·
TA
·
Renewal Notice
To reprint, select one of the items listed above from the
Reprint menu tile at the IRP application level menu.
1.3.4.1 Reprint Invoice
To reprint an invoice do the following:
·
Select INVOICE from the reprint menu tile at the IRP application
level menu
·
The Account No. is defaulted and protected. Enter Fleet No. and
Fleet Expiration Year to narrow down the search
·
Select PROCEED to display a list of invoiced supplements for the
entered search parameters
·
Select the INVOICE REPORT TYPE from the drop down list which
includes the following:
o
Summary Invoice
o
Detail Fees for each unit (default)
o
Detail Fees for each unit by Jurisdiction
·
The ELECTRONIC DELIVERY TYPE is defaulted to PDF and disabled
·
Select an invoiced supplement by clicking the “SELECT” link to
the left of the Account No.
·
Select PROCEED to generate the invoice
1.3.4.2 Reprint Cab Card
To reprint the Cab Card, do the following:
·
Select CAB CARD from the reprint menu tile at the IRP application
level menu
·
The Account No. is defaulted and protected. Enter Fleet No. and
Fleet Expiration Year to narrow down the search
·
Select PROCEED to display a list of paid supplements for the
entered search parameters
·
Select a supplement from the grid by clicking the “SELECT” link
to the left of the Account No.
·
Select PROCEED to generate the Cab Card
To reprint a renewal notice do the following:
·
Select TA from the REPRINT menu tile at the IRP application level
menu
·
The Account No. is defaulted and protected. Enter Fleet No. and
Fleet Expiration Year
·
Select PROCEED to display a list of records that match the search
parameters entered
·
The ELECTRONIC DELIVERY TYPE is defaulted to PDF
·
Select a record by clicking the “SELECT” link to the left of the Account
No.
·
Select PROCEED to generate the TA
To reprint a renewal notice do the following:
·
Select RENEWAL from the REPRINT menu tile at the IRP application
level menu
·
The Account No. is defaulted and protected. Enter Fleet No. and
Fleet Expiration Year to narrow down the search
·
Select PROCEED to display a list of fleets that match the search
parameters entered
·
The ELECTRONIC DELIVERY TYPE is defaulted to PDF and disabled
·
Select a fleet by clicking the “SELECT” link to the left of the Account
No.
·
Select PROCEED to generate the Renewal Notice
1.3.5
Administrative
This batch process will generate excel files for renewal having large number of vehicles.
·
From the IRP application level menu, select Active Fleet Vehicles Report from the Administrative menu tile
·
Enter the Account No., Fleet No., Fleet Expiration Year, Fleet Expiration Month and Supplement No. for which the renewal supplement is in an Open status
·
If a supplement contains over 1000 vehicles, the system will generate an excel file in batches with 1000 vehicles in each file
·
Click the PROCEED button to execute this batch process
1.3.5.2
Bulk Renewal
This batch process will allow to upload excel files for Bulk Renewal to perform deletions, plate requests with no changes to VR, and VR changes such as unit number or weight groups within one file.
·
From the IRP application level menu, select Bulk Renewal from the Administrative menu tile
·
Enter the Account No., Fleet No., Fleet Expiration Year, Fleet Expiration Month and Supplement No. for which the renewal supplement is in an Open status
·
Upload an excel file with modified information of vehicles for the renewal
·
The system will allow to upload only one file at a time
·
Click the PROCEED button to execute this batch process
·
The system will validate the uploaded file’s information and process the vehicles for Amend, Delete and Renewal supplements if there are no errors
·
If the batch process executes successfully, the user will be notified
Appendix
A - Acronyms
|
Supplement
Abbreviation
|
Supplement
Description
|
Vehicle
Service Abbreviation
|
Vehicle
Description Abbreviation
|
|
AVE
|
Add Vehicle
|
AVE
|
Add Vehicle
|
|
CMB
|
Combined
|
AVE
|
Combined – Add Vehicle
|
|
CMB
|
Combined
|
CVF
|
Combined – Amend Vehicle
|
|
CMB
|
Combined
|
AXV
|
Combined – Add/
Delete Vehicle
|
|
CVF
|
Amend Vehicle with Fee
|
CVF
|
Change/ Amend Vehicle with Fee
|
|
CVN
|
Amend Vehicle No Fee
|
CVN
|
Change/ Amend Vehicle No fee
|
|
CWT
|
IRP Change Weight Group Weight
|
CWT
|
Change Weight
|
|
RCC
|
Replace Cab Card
|
RCC
|
Replace Cab Card
|
|
RTG
|
Replace Plate
|
RTG
|
Replace Plate
|
|
AXV
|
Transfer Registration to New Vehicle
|
AXV
|
Transfer Registration to New Vehicle
|
|
RWC
|
Renewal
|
CVF
|
Renewal – Amend Vehicle
|
|
RWC
|
Renewal
|
DEV
|
Renewal – Delete Vehicle
|
