Original Date: 11/25/2008
Revision Date: 08/25/2025

DESCRIPTION:

A physical inventory of all license plates, decals, blank titles, permits, and VIN plates in stock at Customer Service Centers (CSC) and DMV Selects is performed annually using dual control (designated employee performs inventory count, management verifies count performed). The date of the physical inventory will be determined by CSMA management each year and communicated to personnel responsible for conducting the inventory. All inventory adjustments are to be processed no later than close of business on the day the inventory was conducted or the next DMV business day. All report documents are retained at the CSC and copies are provided to the district office.

The Inventory Activity Report used in reconciling the physical inventory for Fiscal Year End consists of the following sub-reports

• Summary
• Status-Document (Titles)
• Status-Decal
• Status-Plate/Permit/VIN
• Status - Other Government Agencies

The Asset Management Accountant at Headquarters (HQ) will send a reminder to each district that includes the due date for the District Managers to submit the inventory certification.

ANNUAL INVENTORY PROCESS:

1. Management prints a working copy of the Inventory Activity Reports. Use the date the physical inventory is conducted for the beginning and ending date.
2. Designated employee(s) conducts inventory count from the working copy of reports by checking on-hand inventory item counts and serial numbers against the inventory item counts on the MySelect Inventory Activity reports and record discrepancies on the report for each of the following stock items:
   
   1. Title documents and series
   2. Decal counts and series
   3. License plate counts and series
   4. VIN plates
   5. Overload permits
   6. EZ Pass Transponders (Standard and Flex)
   7. VDH Secure Paper
3. Management verifies counts are complete and retains the inventory reports and notes for any adjustments.

INVENTORY PROCESS COMPLETION:

1. If Inventory Activity reports and the physical inventory items on-hand in the CSC are NOT in balance, the CSC Manager will:
   • Review the reports and make adjustments to inventory to balance the physical count with the system (refer to CSCOM-301).
   • Document adjustments to inventory by recording on the working copy of the reports.
   • After all adjustments have been completed, request a new print of the final:
     • Inventory Activity Summary
     • Status-Document (Titles)
     • Status-Decal
     • Status-Plate/Permit/VIN
     • Exceptions Activity Report - Inventory & Title Document
     • Status - Other Government Agencies
   • Compare the physical counts to inventory amounts on the final inventory reports. If discrepancies exist, make needed adjustments to ensure the physical counts reconcile with final reports and print final reports again.
     <<<<<REVISION
2. Once the Inventory Activity reports and the physical inventory items on-hand are in balance, prepare all inventory reports and documents for distribution, as follows:
   • CSC manager or assistant manager AND designated inventory count employee(s) signs and dates all Inventory reports (working and final copies) and places them in the following order:
     
     • Both sets of Inventory Activity Summary and sub-reports
     • Both sets of Inventory Status Reports
     • Exceptions Activity Report - Inventory and Title Document Report
     • All supporting documentation
   • Make 1 photocopy of all inventory reports and sub-reports, (incorrect and corrected) including all supporting documents used in completing the inventory.
     END REVISION>>>>>
3. Distribute Inventory reports and documents as follows:
   • Mail the photocopy to the District Office.
   • Retain all original, signed reports (incorrect and corrected) retained in the CSC for 3 years (refer to CSCOM-1101).
   • The District office submits a certification statement to Comptroller, certifying inventory (in all district offices) was completed as required and all information recorded in the system is accurate.

FOR INVENTORY DISCREPANCIES REQUIRING IMMEDIATE NOTIFICATION, REFER TO CSCOM-904.