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<B>Error processing SSI file</B><BR> Registration Renewal Error processing SSI file

Vehicle Licensing Guide

Registration Renewal
VLIC-202

Original Date: 07/01/1975
Revision Date: 07/01/2012

PURPOSE:

To provide information and instructions for renewing a vehicle registration.

BACKGROUND:

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Registration renewals that are done in a DMV Select or Customer Service Center (CSC), or through the mail may be renewed for one or two years. Registrations renewed online and by telephone may be renewed for one, two or three years.

DMV sends registration renewal reminders to customers 45 days prior to the expiration date of their registration. Customers may renew their registration early; within 6 months of the expiration date.

Customers may sign up to receive electronic renewal notices by email, phone, or text message for vehicle registrations (decals). This e-notification will take the place of the standard paper registration renewals issued by mail. Once a customer enrolls in e-notification, BOTH vehicle AND driver renewal reminders will be sent electronically.

Customer service representatives (CSR) are responsible for offering the e-notification option to every customer served. Refer to "Electronic Notifications (E-Notification) Requests" (CSCOM-136) for guidelines.

SERVICE FEES AND DISCOUNTS:

Customers save money and time by renewing vehicle registrations (decals) online, by telephone, through the mail or at a DMV Select.

Customers who renew vehicle registrations at a CSC will pay an additional $5 in-person decal renewal fee for each renewal if the renewal could have been processed via other service options. The $5 fee does not apply if in the same visit the customer has additional transactions that MUST be processed at a CSC (may not be processed via other service options). (For a list of transactions for which the $5 fee does not apply, refer to Exempt Service Charge Transactions/Codes.)

Customers renewing an expired registration will be required to pay an additional late fee (refer to the DMV Fee Chart.

DMV offers multiple registration renewal discounts based on years renewed and service option used to process the renewal. For renewal discounts, refer to the Registration Discount/Service Options chart below:
Registration Discount/Service Options
Registration Renewal
MULTI-YEAR DISCOUNT1		 Renewal Processing Location:
CSC DMV
SELECT		 Online Mail Telephone
1-Year $1 Discount - - Y - -
2-Year $2 Discount Y Y - Y Y
2-Year $3 Discount - - Y - -
3-Year $3 Discount2 - - - - Y
3-Year $4 Discount2 - - Y - -

1The discount for one, two or three year renewals is not prorated and not refundable if the registration is canceled before it expires.

2Three year renewal option is available online or by telephone only; does not apply to renewals by mail in a CSC or Select; is not available for vehicles subject to emission requirements as the vehicle must be inspected every two years.

Multi-Year Fee Discount Exceptions:

DEQ REMOTE SENSING PROGRAM:

The Department of Environmental Quality (DEQ) uses Remote Sensing enforcement equipment to monitor vehicles traveling in the Northern Virginia emissions inspection jurisdictions.

Vehicles monitored by DEQ's remote sensing equipment and determined to be "high emitters" (vehicle emissions exceed the allowed limits) are notified by DEQ of the requirement to have the vehicle repaired and inspected.

NOTE 1: Noncompliance with DEQ requirements results in denial of registration renewal until the requirement is satisfied and removed by DEQ or when a passed emissions inspection form or DEQ waiver is submitted to any CSC (refer to VLIC 268).

NOTE 2: A vehicle may be determined to be a "high emitter" and the customer required to comply with DEQ requirements, even if it is not garaged in an emissions jurisdiction. The customer is not required to pay the $2.00 emissions fee.


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REGISTRATION GRACE PERIOD

Military, Diplomatic Service and Civilian Employees

Any of the following persons stationed or serving outside of the United States are granted a 90-day grace period from the date they return to the United States to renew their vehicle registration:

To receive a 90-day grace period, the vehicle must:

TYPE OF SERVICE DOCUMENTS REQUIRED
Active Duty Military Orders or other military documentation demonstrating that the applicant is entitled to the grace period. (military member, spouses and dependents)
Diplomatic Service
  1. Present either of the documents below:
    • Current diplomatic orders, OR
    • A certification letter written on U.S. government letterhead stating the applicant is serving in a diplomatic capacity, or accompanying a diplomat (spouses and dependents), outside of the United States. This letter must include the following:
      • Applicant's name, and
      • Signature by the applicant's supervisor
  2. Copy of applicant's passport or U.S. passport card indicating diplomatic status OR a copy of their employee ID card.
Civilian Employee
  1. Present a copy of either:
    • the U.S. Military Civilian Employee or Government Employee Identification Card, OR
    • the U. S. Military or Department of Defense Contractor Identification Card
  2. A copy of the travel orders or a certification letter, on U. S. government letterhead (for civilian employees, spouses, and dependents) or on contractor's letterhead, signed by the commanding officer/supervisor.

If possible, these vehicle owners may renew their registrations prior to returning to Virginia. They do not have to wait until they are in the grace period to renew.   END REVISION>>>>>


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ONE-MONTH REGISTRATION EXTENSION:

If an unpaid local tax stop for personal property tax (VRWS stop) or parking citation (VRW1 stop) exists on the vehicle record, the customer must check with the locality that placed the stop to have it removed before the registration may be renewed.

NOTE 1: Noncompliance with personal property tax or parking citation requirements result in denial of registration renewal until the requirement is satisfied and removed by the locality.

NOTE 2: CSCs and DMV Selects may issue a one-time, one-month registration extension to allow the customer to continue driving legally while he satisfies the requirements of the stop.

Points to remember:

CUSTOMER REQUIREMENTS:

  1. Submit a completed "Vehicle Registration Renewal Notice," VSA-2, or "Application for Registration," VSA-14.
  2. Pay required fees.

DMV SERVICE PROVIDER'S REQUIREMENTS:

  1. Accept the customer's completed VSA-2 or VSA-14.
  2. Verify that the insurance certification has been completed.
  3. Determine the length of the registration period requested by the customer.

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    NOTE: If the customer requests a registration period between 12 and 24 months and ANY of the following conditions exist, advise the customer that the vehicle is NOT ELIGIBLE FOR MULTI-YEAR registration:
    • Uninsured (UMV fee is required.) (Refer to VLIC-A-5.)
    • Subject to the payment of the Federal Heavy Vehicle Use Tax (HVUT). (Refer to VLIC-A-20.)
    • Registered on a quarterly basis
    • Has less than 24 months remaining on the emissions inspection validity (applies to a 2 year registration only)
    • Renewal is for a one-year permanent truck or tractor registration. (Refer to VLIC-310).

      NOTE: Three year renewals are available when renewing by telephone or online only and are not available for customers whose vehicle is subject to emissions requirements.
  4. License plates can be renewed for up to 9 months after the expiration of the registration period. For renewal of expired license plates, select the appropriate processing option from the chart below:

    REGISTRATION RENEWAL
    BASED ON REGISTRATION EXPIRATION AND VEHICLE USE
    PLATES EXPIRED FOR:
    PROCESS REGISTRATION AS FOLLOWS:
    Less than one month
    • Do not change the current month expiration date
    • Collect the total fee* for the length of the registration period
    • Issue year decals
    More than one month, less than nine months

    (vehicle has been driven since expiration)
    • Do not change the current month expiration date
    • Collect the total fee* for the length of the registration period
    • Issue year decals
    More than one month, less than nine months

    (customer states vehicle has not been driven since expiration)
    • Prorate from current month to the expiration date generated by the system
    • Collect prorated fees* to the generated expiration date
    • Give customer appropriate year decal
    More than nine months
    • Change the expiration date to 1 or 2 years from the current month (customer's option)
    • Collect the total fee for the length of the new registration period
    • Issue month and year decals for the new registration
    * Expired registrations processed as a renewal will be charged an additional late fee, unless the customer is eligible for a waiver (refer to Step 7).

  5. Process the registration renewal in the system.
    • Customers with an unpaid local tax stop/parking violation stop may be issued a one-month extension if the registration:
      • Is valid and unexpired, and
      • Is due to expire before the end of the current month, and
      • Has not already been issued a one-month extension for a personal property tax/parking violation stop during the current registration period.
    • The $5 in-person decal renewal fee does not apply when issuing the one-month registration extension for unpaid local tax or parking citation stops. However, once the locality stop is complied, the customer must renew online or by phone to avoid the $5 in-person fee.
    • For unpaid local tax stops, refer to VLIC-302.   END REVISION>>>>>
  6. Write the assigned log number on the application.
  7. Collect the required fees.
    • Expired registrations processed as a renewal will be charged an additional late fee.
      • The following will not be charged a late fee:
        • Disabled Veteran, Purple Heart or other no-fee plates
        • Immobile Vehicles
      • The following may receive a waiver of the late fee:
        • Civilian employees, diplomats, members of the military (including their dependents and/or spouse) deployed overseas at the time of the vehicle's registration expiration.
          • The customer MUST present an appropriate proof document listed on the Registration Grace Period section above that indicates they were serving overseas at the time of the registration expiration.

            NOTE: Ensure the late fee overseas waiver exception is used for these customers (This will also automatically waive the $5 in-person service fee.)
        • Dealer work processed at a CSC
        • Reactivated plates
          • To receive this exception, the customer MUST have re-activated their license plates at the time of renewal.
    • Motor Vehicle Safety Inspection Program, Emergency Medical Service Fee (EMS), Motorcycle Safety Training surcharge on motorcycle licenses, and Emissions Inspection fees CANNOT be prorated. However, local vehicle registration (LVR) fees and the alternative fuel tax fee (for electric motor vehicles), if applicable, CAN be prorated. (Refer to VLIC-200A.)   END REVISION>>>>>
  8. Give the customer:
    • Appropriate decals
    • Computer-generated owner's registration card
  9. Remind the customer of the following Virginia requirements:
    • State inspection to be performed on the vehicle and to display the state inspection sticker on the windshield, AND
    • Locality sticker or decal

      NOTE: Some localities do not require sticker/decal to be displayed on a vehicle, however payment of the local registration fee is still required. Advise the customer to check with the appropriate locality for its requirements.

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REFERENCE:

CONTACT:

For additional assistance:

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

PROCEDURE PROPONENT:

VSA/Titles and Registration Division

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