Manuals and Procedures

Vehicle Licensing Guide

Sending Documents to Quality Control Review (QCR) for Auditing
VLIC-76

 Original Date: 12/23/1996
Revision Date: 12/15/2005

PURPOSE:
To provide DMV personnel with information and instructions for sending vehicle documents to Quality Control Review (QCR) for vehicle audit.

BACKGROUND:
DMV has been working to reduce the volume of documents that are sent for auditing and to streamline the process for the CSC's to submit documents to QCR for auditing.

Information pertaining to forwarding other than Customer Records Division documents is contained in the Customer Service Center Operations Manual (CSCOM-1001).

DMV SERVICE PROVIDER'S PROCESS:
SENDING DOCUMENTS TO QUALITY CONTROL REVIEW

Forward only the following title application documents to QCR for vehicle audit.

<<<<<REVISION
PRIMARY TITLING DOCUMENTS

VSA 56Application for Salvage Certificate
VSA 57Application for Non-Repairable Certificate
VSA 3Certification of Recovered Stolen Vehicle
LSD 4Notification of Owner Retained Late Model Vehicle
LSD 5Rebuilt Salvage Vehicle Disclosure Statement
VAD 20Re-Assignment of Title by Motor Vehicle Dealer
VSA 3Certificate of Title
VSA 17AApplication for Certificate of Title and Registration
VSA 17BApplication for Certificate of Title-Manufactured Home
VSA 66Application for Replacement Certificate of Title; Supplemental Lien; Transfer of Lien
Out of state certificate of title (this can also be a secondary document)
END REVISION>>>>>

SECONDARY TITLING DOCUMENTS

IS 23Verification of Vehicle Examination
VSA 41Mechanics and Storage Lien Application
VAD 70A         Power of Attorney to Sign for Owner
VADA 116       Odometer Disclosure Statement
VSA 5Odometer Disclosure Statement
VSA 12Affidavit in Lieu of Title Certificate
VSA 24Statement of Authority to Assign Title When Owner is Deceased
VSA40Affidavit of Compliance Under Abandoned Motor Vehicle Act
VSA71Application for Change of Record
Manufacturer Certificate of Origin
Dealer Bill of Sale (if used to validate any portion of title transaction)
Retail Bill of Sale (if used to validate any portion of title transaction)
Private/Individual Bill of Sale (if used to validate any portion of title transaction)
Lien Release Letters/Documents
Mechanics'/Storage Lien (Please send all paperwork associated with Mechanics'/Storage Lien Title Application

DESTROYING DOCUMENTS AT THE CSC

Vehicle documents that are used to validate portions of the title transaction, but that do not appear on the list should be photocopied, the original returned to the customer and the photocopy sent to QCR. All other documents are to be destroyed after the daily audit in accordance with established CSCOM-1001 procedures unless documents are suspected to be fraudulent.

PREPARING DOCUMENTS FOR BATCHING

Be sure to make the following steps part of your daily audit batching procedure:

  1. Ensure that the correct title number is on all primary documents.

  2. Ensure that the Document Imaging Barcode Cover Sheet for each transaction is placed on top of its matching documents.

    NOTE 1: Barcode cover sheets should print for title issue, replacement, substitute, supplemental, reprint, maintain lien, any maintain title transaction and sales and use tax adjustment transactions.

    NOTE 2: Tellers are responsible to ensure a Document Imaging Barcode Cover Sheet is present for each transaction that requires one and that the customer and transaction information printed on the barcode cover sheet matches the same information as shown on the attached documents. Failure to do this will result in QCR recording an audit discrepancy on the teller's record.

  3. Ensure the "Teller Batch Cover Sheet" covers each teller's work.

  4. Remove all staples.


    5. NOTE: Paper clips (or rubber bands if needed) are ONLY used for VEHICLE AUDIT documents to secure each transaction's documents together and to keep individual teller work in bundles for sending to QCR. QCR will remove all paperclips and rubber bands.

  5. Photocopy both sides (if applicable) of torn documents and place together with the originals.

  6. Photocopy both sides (if applicable) of small documents and place together with the originals.

    NOTE 1: DO NOT tape small documents to other documents or paper. Since both sides of a document are imaged at the same time, taping may cause important information to be lost. Also, tape may jam the document imaging equipment.

    NOTE 2: Photocopying smaller documents ensures that the information does not get lost even if the original document becomes misplaced.

  7. Ensure that all documents are flat and UNFOLDED.

  8. Assemble all vehicle audit work sent to QCR in the following order (refer to "Quality Control Review (QCR) Vehicle Audit Tips"):

    • Quality Control Review Sheet (CSMA 06)
    • CSC Daily Reports - Working Copies
    • Titles With Liens for Mailing (titles only) - All Tellers'
    • License Plate Surrender Receipts - All Tellers'
    • Remaining Teller Vehicle Work - In Individual Bundles with the "Teller Batch Cover Sheet" covering each teller's work.

  9. Bind all individual teller's batched work together in order by teller number.

  10. Place all documents bundled behind the Quality Control Review Sheet (CSMA 06). (Refer to VLIC-75.)

  11. Ensure that the work date and CSMA 06 date is the same.

    NOTE: Work from a previous date must be placed behind a separate CSMA Quality Control Review Sheet (CSMA 06) dated for the previous date.

  12. Place all vehicle work bundles in the UPS envelope to be sent to QCR with the rest of the Headquarters mail.

REFERENCE:

  • Code of Virginia: §§ 46.2-216 and 42.1-76 et seq.
  • CSC Data Entry: CSCNet
  • CSC Document Distribution (CSCOM-1001)

CONTACT:
For additional information contact:

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

PROCEDURE PROPONENT:
Internal Audit