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004-14 Title Package Processing

Registration and Title Bulletin - 004–14

Date: March 6, 2014

To: All County Tax Assessor-Collectors

Subject: Title Package Processing

Rejection Requests Email List

These documents contain text of correspondence sent by TxDMV to the county tax assessor-collectors, statutory agents who provide vehicle registration and titling services for citizens in Texas. This information is provided to apprise the general public of issues affecting the state’s vehicle titling and registration process.

PURPOSE

To provide new guidelines for the handling of Title Packages as a result of directly mailing Title Packages to the TxDMV imaging vendor.

DETAILS

We are piloting a process of having counties directly mail Title Packages to the TxDMV imaging vendor. Over the course of the next year, the department will phase-in counties using this process until all counties are participating. This change requires that only Specially Marked Envelopes and Title Package Reports be mailed to TxDMV Headquarters for processing. To begin preparing your county offices for this program, changes to title package processing are being implemented.

Elimination of the Rejection and Resubmit Specially Marked Envelopes
Effective immediately, all rejection requests must be submitted electronically to your local TxDMV Regional Service Center. Please discontinue submitting rejection requests via the method of making a photocopy of the Form VTR–500-RTS, writing “REJECTION” on it, and submitting it in the Specially Marked Envelope. A list has been attached containing the office email address for each TxDMV Regional Service Center where you must submit electronic rejection requests.

Effective immediately, all resubmits must be processed through the Correct Title Rejection event (CTRL-E) in RTS even when a data entry correction is not required. Resubmits for missing signatures, forms, or other paper documentation, which do not affect the way the record is entered into RTS, should now be processed through the Correct Title Rejection event. When processing these “corrections,” process the transaction through the event from start to finish without making any data entry modifications. Upon completing this process, a new Form VTR–500-RTS is generated with a new document number. This will clear the “REJECTION” from the record and allow the transaction to be processed as normal. This eliminates the special handling requirement for these transactions.

Title Package Processing
Mailing Title Packages directly to the vendor makes following the Title Package Assembly Procedures even more important. Extra attention should be given to Specially Marked Envelopes, as transactions placed in these envelopes will continue to be sent to the TxDMV. Including these transactions (which must be placed in a Specially Marked Envelope) with the Title Packages will result in the original transaction going to the vendor rather than to the TxDMV. Imaging may take two to four weeks, thus any transactions that require special handling will be delayed until the transaction becomes available in the TxDMV imaging database.

Under the new procedure, the Specially Marked Envelopes now include:

  • Apportioned RPO
  • Red Flag
  • Special Handling
  • Specialty Plate Applications

As a reminder, please note that when submitting specialty plate applications, only the plate application should be submitted in the Specially Marked Envelope. The title transaction should be placed in the Title Package with all other transactions from that day.

The department has noticed that many transactions containing legal restraints are not being placed in the Specially Marked “Special Handling” Envelope. Please ensure that all transactions with any type of legal restraint (CR, DCYM, OP, OR, etc.) are placed in the Special Handling Envelope.

COUNTY ACTION

Please begin processing all rejection requests electronically and eliminate any use of the paper request method and Rejection Specially Marked Envelope immediately. Rejection requests must now be emailed directly to your local TxDMV Regional Service Center. The email must only include the Vehicle Identification Number, Document Number, the reason for rejection, and whether or not the paperwork is still in your office. Do not include any additional information such as the license plate number or scanned copies of the receipt. A list has been attached containing the office email address for each TxDMV Regional Service Center.

Please begin processing all resubmits through the Correct Title Rejection event and eliminate any use of the Resubmit Specially Marked Envelope immediately.

Please review current Title Package Assembly Procedures (packaging, bundling, and Specially Marked Envelopes), noting the elimination of the Rejection and Resubmit Specially Marked Envelopes, with your staff to ensure proper packaging and bundling. Current procedures can be found in Chapter 2, Section 2.3 “Title Transaction Assembly Procedures” of the Motor Vehicle Title Manual. This will assist you when you are instructed to begin mailing directly to the imaging vendor.

A new NMVTIS Specially Marked Envelope will be used beginning in April 2014. Details regarding its necessity and use will be provided in a future Registration and Title Bulletin (RTB). Be on the lookout for future RTBs and communications from the department regarding NMVTIS and direct mailing to the imaging vendor. The next revision of the TxDMV Motor Vehicle Title Manual will reflect the aforementioned changes to the Title Package Assembly Procedures.

CONTACT

If you have any questions, please contact your local TxDMV Regional Service Center.

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