Vehicle Licensing Guide

Substitute Title
VLIC-156

PURPOSE:

To provide information and instructions on how to issue a substitute title.

BACKGROUND:

A substitute title is issued when information on a title record changes. Some of the reasons for issuing a substitute title are:

• Correct an error on an existing title certificate.
  
  NOTE: If the requested change is due to a DMV error. It must be verified by either reviewing the imaged/microfilmed documents or the documents on hand if they have not yet been submitted to Headquarters.
• The customer has had a legal change of name.
• Change a customer's address and the customer requests an updated title be issued.
• Issue a clear title after liens have been satisfied.
• Change the name of the lienholder.
• Change the name on the title to the survivor having right of survivorship after the death of the co-owner.
• Change the vehicle identification number (VIN) or assign a new VIN to a vehicle currently titled.
  
  NOTE: If the VIN is being corrected, be sure to check the NCIC for a stolen vehicle report before issuing a substitute title. When performing an inquiry on a vehicle record, always inquire by the VIN first to ensure the most current vehicle record is found. If unable to find the vehicle record by VIN, then inquire by customer name, customer number, or title number.

Customers may apply for a Substitute title without first obtaining a replacement title because the current title is lost, stolen, mutilated, destroyed, or illegible when the following conditions exist:

• The surviving owner is applying to delete a deceased owner, or
• The customer/lienholder is applying for a "clear" substitute title after liens have been satisfied.

DMV collects a fee for the issuance of a substitute title certificate, unless it is issued to correct an error made by DMV in issuing the original title certificate. If the error was made by DMV, there will be no charge for the substitute title. If a fee exception exists, CSRs must note the reason on the customer's application.

For Replacement Titles, refer to VLIC-118.
For Supplemental Titles and Transferred Liens, refer to VLIC-113.

CUSTOMER REQUIREMENTS:

1. Submit current title (if applicable)
2. Submit original supporting document(s) required to complete the transaction such as:
   • Name change documents (refer to DMV 141)
   • Certified or notarized death certificate
     
     EXCEPTION: If the customer's record indicates they are DECEASED, no death certificate is required.
   • Lien satisfaction
3. Submit all appropriate applications to change the existing vehicle record (if applicable):
   • For miscellaneous changes, submit an "Application for Change of Record" (VSA 71).
   • For customer and vehicle address changes, submit an "Address Change Request Form" (ISD 01).
   • For customers removing the name of a deceased co-owner, and an e-lien exists on the title, submit an application for "Transfer of Certificate of Title with Lien" (SUT 4).
4. Submit a completed "Application for Supplemental and Transfer Liens or Replacement and Substitute Titles" (VSA 66). The VSA 66 MUST be signed by all owners listed on the vehicle record.
   
   EXCEPTION: The VSA 66 is NOT REQUIRED if the owner is submitting a current title and any of the following conditions exists:
   • The substitute title is replacing a Salvage Certificate with a Title Certificate,
   • The requested change is due to a DMV error that can be determined.
   • The current Virginia certificate of title has been altered,
   • The current Virginia certificate of title has been reassigned incorrectly and a new certificate of title is requested,
   • The surviving owner is requesting to delete a deceased owner's name,
   • The applicant is requesting a "clear" substitute title when the lien(s) has been satisfied.
   NOTE 1: If the vehicle record shows an outstanding lien, the customer must submit that title or a lien release to DMV before a substitute title may be issued.
   
   NOTE 2: If the vehicle record shows an outstanding e-lien, and the applicant is removing the name of a deceased co-owner, no title is required to be presented and no title will be printed.
5. Pay substitute title fee.

NOTE: If the substitute title has a lien, it will be mailed on the next business day to the lienholder from headquarters.

DMV SERVICE PROVIDER'S PROCESS:

1. Verify submitted title certificate is the last issued title.
   • Title document date must be the latest title issued according to the system. Title document dates that are prior to the most current system date may indicate a lien has been placed on the vehicle AFTER the title being presented was issued.
   • If the customer is NOT surrendering the current title and either of the following conditions exists, they are NOT REQUIRED to apply for a replacement title before obtaining a substitute title.
     • The vehicle is titled to multiple owners with rights of survivorship and the surviving owner is applying to remove a deceased owner's name from the title, OR
     • The owner/lienholder is requesting a title after a lien has been satisfied.
2. Verify ALL applications are completed accurately.
   
   
   • The VSA 66 MUST be signed by all owners listed on the vehicle record to authorize changes to the vehicle record.
     
     EXCEPTION: The VSA 66 is NOT REQUIRED if the owner is submitting a current title and any of the following conditions exists:
     
     • The substitute title is replacing a Salvage Certificate with a Title Certificate,
     • The requested change is due to a DMV error that can be determined.
     • The current Virginia certificate of title has been altered,
     • The current Virginia certificate of title has been altered,
     • The applicant is a surviving owner who is submitting the current title to the vehicle,
     • The applicant is requesting a release of lien when the lien has been satisfied AND the applicant is submitting the current title with the lien release.
3. Inquire on vehicle record
   • Always inquire by the VIN first to ensure the most current vehicle record is found.
   • If unable to find the vehicle record by VIN, then inquire by customer name, customer number, or title number.
4. Process requested change to the vehicle record.
   
   NOTE: If customer is requesting a name change, refer to DLG-0501.
5. Check record to ensure no held or stop exists.
   
   NOTE 1: If a "CUST" held exists on the record, ask customer if they would like to release the held. If no lien ever existed and the title was never printed in the past, the release of the CUST held will generate an automatic one-time paper title print at no fee.
   
   NOTE 2: If a "CUST" held exists and the title had a non E-lien or was printed at any time in the past, once the CUST held is released a substitute title transaction must be processed and the fee collected before a title will print.
6. Record legal documents on the application that are reviewed as a part of the verification or authorization process for reissuing the title (i.e., powers of attorney, evidence of ownership, death certificates, etc.).
   
   EXCEPTION: If the customer is not required to submit a VSA 66, the CSR MUST note the reason why a substitute title was issued (in an open area on the title).


<<<<<REVISION

7. Return any documentation presented that is not required for processing a title (e.g. marriage license, divorce decree, death certificate, and/or original power of attorney drafted by a law firm). These documents may be noted on the application but must be returned to the customer.   END REVISION>>>>>
   
   NOTE 1: The signed off title (satisfied lien) MUST be included with the daily work for document preparation IF the customer requests a "clear" substitute title be issued.
   
   NOTE 2: : Lien release letters/documents used to record lien satisfaction MUST be attached to its associated barcode cover sheet and sent for document preparation for sending to Document Imaging.
8. Collect the substitute title fee.
9. Process the substitute title and give to the customer.
   
   NOTE: If a lien exists on the title, the title prints at Central Title Print (CTP) in Headquarters (HQ) and is mailed the next business day to the lienholder.

REFERENCE:

• Code of Virginia § 46.2-627
• Assistant Attorney General Eric K. G. Fiske's 08/02/1999 Memorandum
• CSC Data Entry: CSCNet

CONTACT:

For additional information contact:

• Your CSC Manager/Assistant Manager
• DMV DIRECT Help Desk at (804) 367-6646

PROCEDURE PROPONENT:

VSA/Titles and Registration Division