New Hampshire
City & Town Clerks’ Association
New Clerk Workshop
April 2, 2012
1
Residency
•
•
•
•
•
Principal place of abode
Where you vote
Where your children go to school
Where you file your federal income tax
Proof of residency includes a utility bill,
statement from your landlord or copy of
your deed
• See Residency Affidavit
2
Checking ID
• When a CTA is processed, please write the
driver license ID number of the person
completing the CTA on the form
• When processing a registration, write the driver
license ID number of the person completing the
registration on the back of the motor vehicle
copy
• The ID is for the person in front of you
processing the transaction whether or not
he/she is the owner.
3
Recent Changes
• Regular veteran plates (VVETE) and ANTI
plates may now be obtained at
substations.
• Midstream plate changes are allowed
anytime during the year
• State Park plates are available for $85.00
per year (not prorated), plus $8.00 for the
plates
4
Important Laws
• RSA 261:46 Non Resident Registrations
• Non-Resident vehicles must be exclusively
garage in the state 365 days per year.
• RSA 261:165 and RSA 41:35
• Deposits must be made at least weekly or when
receipts exceed $1500.00. State deposits must
still be made daily unless the Director has
approved an alternate schedule due to hardship.
Then deposits are every three days.
5
Important Laws
• RSA 261:148- Customer must have prior
years registration or mail-in renewal
notice, to renew registration
• Customer must fill out form RDMV 110
Application for Copy of Registration and
pay $15.00 fee to State and Municipal
Agent fee to Town
•
6
New Registrations
• Customer must have a certificate of origin, title
or dealer prepared title application to register a
vehicle with a model year of 1998 and newer
• Vehicles exempt from title are those with a
model year of 1997 and older. The following is
needed to register an exempt vehicle:
– VIN Verification Form 19A, or
– photocopy of title, or
– copy of current or expired NH registration and (out of
state registration not allowed)
• Bill of Sale –Send in copy for exempt vehicles
only.
7
New Registrations
• Town Fees based on List Price
– Look up list price in Red Book using the make and
model and year of the vehicle
– Use list price in column headed Fact. SRP
Do not use Avg. Retail Value
– Add on miscellaneous equipment for trucks, if
applicable
– Round to nearest hundred ($50+ round up)
– If list price is not in red book call the dealer or ask
customer if they have the sticker price that was on
window
8
What are mill rates?
A mill equals 1/1000 of a dollar and is charged on
each dollar of the vehicle retail list price
• A vehicle is charged 12 months at each mill rate
based on the vehicle model year
• Model Year 2013/2012
=
18 mills
• 2011
=
15 mills
• 2010
=
12 mills
• 2009
=
09 mills
• 2008
=
06 mills
• 2007
=
03 mills
9
Mill Rates cont’d
Example:
A 14-month registration of a 2012 vehicle with a list
price of $10,000 would be charged
12 months @ 18 mills =$180.00
02 months @ 15 mills =$ 25.00
+ $1.00 town clerk fee + $2.50/$3.00 municipal
agent fee + $2.00 title fee, if applicable
Title fee is charged for preparing title or accepting
blue copy of dealer title application
10
State Fees
• State fees are based on weight
– 0-3000 lbs $2.60 per mo.
– 3001-5000 lbs $3.60 mo.
– 5001-8000 lbs $4.60 mo.
– For cars use shipping weight plus 150 lbs per
passenger
• For Trucks and sport utility vehicles use GVW in
Red Book
• Plates cost $4.00 for one, $8.00 a set
• Title application fee is $25.00
11
Preparing a Title Application
• When a customer brings in title from private
sale, signed over to him Clerk prepares title
application
• Check back of title to make sure it is signed over
properly
• Look for buyer and seller signatures and
odometer reading
• Only dealers are allowed to sign over a title
multiple times
• Staple title application on top of title and any
supporting documentation
12
Renewals
• Same vehicle and same owner
• Due in birth month of registrant or month assigned
for the first letter of business, lease or trust
• All renewals are for 12 months
• If previous registration has:
– 7 months @15 mills
– 5 months @12 mills
Renewal would be:
– 7 months @12 mills
– 5 months @ 9 mills
13
Renewals (cont’d)
• Renewals may be done up to 4 months
early (includes month of expiration)
RSA261:62
• Late renewals
– must charge 12 months regardless of
when registrant comes in. If registrant
comes in during the 12th month you
must charge for the past 12 months
14
Transfers
Transfer Types:
•Same owner to same owner
•Lease to Owner
•Owner to Lease
•Lease to Lease
•Surviving Partner
15
Transfers
• When a customer wants to use the same plates
and decals on a different vehicle he may do a
transfer:
– If the old registration is from NH
– If it has the same first owner
– (Exceptions: Lease to owner, owner to lease, lease
to lease and surviving spouse)
– If it has not expired
– If the plate has not previously been on the vehicle
being transferred to
16
Transfers (cont’d)
• Monetary credit is given from old vehicle to new
vehicle.
– Expiration date must remain same
oExcept in cases of lease/lease, owner/lease,
lease/owner and surviving partner transfers
oCan do a one month transfer and 12-month
renewal on the same vehicle on the same day
oCustomer MUST have current original
registration
oMust pay $15.00 for a certified copy if they
have lost original registration
17
Transfers
(cont’d)
• Same plate number and decal number are
used on new registration
• A second name may be added or deleted
depending on the names on new title (order
on title does not matter)
• Fee calculation for Town is new vehicle fee
less credit for remaining months on old
vehicle + $5.00 transfer fee + $1.00 town
clerk fee + $2.00 title fee, if applicable + MA
fee, if applicable
18
Calculating Transfer Credit
RSA 261:150
• Calculate the number of months from the
present month to the expiration date of old
registration
– This is the number of months of credit that will
be given
• Starting with bottom mill rate calculate the
per month registration fee
19
Calculating Credit
• Example of 5-month transfer
• Old vehicle was charged
– 9 months @ 15 mills
– 3 months @ 12 mills
• Credit given will be
– 3 months @ 12 mills
– 2 months @ 15 mills
20
Transfers
(cont’d)
• Fee for State is calculated in similar
manner
– State transfer fee is $10.00 + $25.00 title
fee if town clerk prepared
– If vehicle goes up in weight category
charge $1.00 per month, per category
– 0-3000 lbs $2.60 per mo.
– 3001-5000 lbs $3.60 mo.
– 5001-8000 lbs $4.60 mo
21
Transfers
(cont’d)
• Do not staple old and new registrations
together, put in numerical order in document
pile
• Municipal Agents send white copy of title
application in with supporting documentation
and retain town clerk copy.
• Keep Town Clerk copy only of title and
registration (old style) if sending customer to
motor vehicle substation to complete
transaction
22
Transfers
(cont’d)
• Lease Vehicle Transfers and Surviving
Partner Transfers are the only time when a
transfer can be made where the first
owner of original registration does not
match the first owner of new registration
• Municipal Agents may process Owner to
Lease, Lease to Owner, Lease to Lease
and surviving partner transfers.
23
Owner to Lease &
Lease to Owner Transfers
• Can be transferred if first name on old
registration will be second name on
leased vehicle registration
• Or, if second name on leased vehicle
will be first name on new registration
• Leasing company is the lessor and is
listed as first owner
• Lessee is listed as second owner
24
Lease Transfers
• On registration the address of the leasing
company is legal address and address of
owner/driver is mailing address
• On title the address of the leasing company is
listed first as mailing address and then the
lessee’s name and address
• Calculate months and amount of credit on old
registration
• New registration expiration date will be based on
the first letter of the Leasing Company name on
owner to lease
25
Lease Transfers
• If expiration on transfer would be less than
5 months, always extend the expiration of
the new registration by 12 months
• There are no 17-month transfers, only 13,
14, 15 or 16 months
• Sometimes number of months credit is
more than charged. No refunds given.
• Transfer can be to same vehicle if
customer purchased his leased vehicle
26
Lease to Lease Transfers
• Transfer can go from one leasing company
to a different leasing company, if the
second owner remains the same
• Expiration date usually changes and new
month decals are issued
• If transfer is from one lease company to
same lease company it is considered
regular transfer and is considered a
regular renewal
27
Surviving Partner/Rights of
Survivorship-RSA 261:17
• The surviving partner may drive on old
registration and plates until they expire
• Must submit copy of death certificate and
title, if they have it
• If title has lienholder, send to title bureau
and they will take care of contacting
lienholder to re-title
• Must re-title, do not charge $25.00, unless
adding a lienholder or a name
28
Survivorship
• If surviving partner comes in during month
of renewal or earlier:
• Prepare title at no charge
• Prepare registration as a survivorship
transfer
• Use same plates, month of expiration will
change and new month decals issued
29
Survivorship
• Transfer credits are allowed
• Example-Old registration expires in
December (deceased birth month)
survivor’s birth month is November and
transfer is done in October. Charge 14
months for new reg (Oct-Nov) Transfer
credit for 3 months (Oct-Dec)
30
Survivorship
• If surviving partner comes in after registration
expires:
• If there are two owners do as a renewal
– Swap the names to make the deceased individual
the second owner and then delete that individual
• If there is one owner
– Release the plates and key as new or;
– Issue new plates and key as new
• Issue new month decals for the plates.
• Figure mill rate as if a new purchase
31
Trusts RSA 261:62
• Titled in trust name (need to send in 1st and last
page of trust paperwork)
• May be registered in one of two ways
– Name of Trust Only with expiration date of June
the letter “J” (for John) like a company
• Ex. John Smith Revocable Trust of 2012
– Smith, John as first owner, using his birth month
for expiration, and trust as second owner
– Smith, Mary as first owner, using her birth
month for expiration, and trust as second owner
32
Trusts
• Vehicles going from personal name into
trust must have appropriate assignments
on back of title, considered a change of
ownership
• Browser towns need to dummy on title in
MAAP and list trustees as owners
• Title will be issues in trust name only
• Transfer credits are allowed
33
Corporations & DBA’s
• Corporations and LLC’s, are registered
using first letter of business name as
expiration
• Check to make sure they are registered
and in good standing with the Secretary of
State at
www.sos.nh.gov/corporate/soskb/csearch
• DBA’s must be listed as second owner
Don’t need SOS approval for those
34
Corporations
• Address changes done with on-line towns
or substation, customer must provide
– DSMV503-Corporate Name/Address
Change signed by authorized person
with proof of address change and
authorization (Letterhead, business
card)
• Cannot change address of leasing
companies
35
Non-Resident Registrations
RSA 261:46
• Vehicle garaged exclusively in state
• Must register and title. Cannot title only
• Make sure to mark Non-Resident
registrations in the system.
• Out of state address is the mailing address
• NH address is the legal address
36
Non-Resident Registrations
• A business in town with an out of state driver
may be registered in town,
• If it is titled and registered under the business
name only
• As the business is a “resident”, vehicle may be
garaged anywhere
• Driver does not need to be on the registration,
as the owner decides who may use the vehicle
37
Non-Resident Registrations
• An out of state business and the driver is
in town; vehicle can be registered in town
of driver;
• If the person’s name is on the title and
registration and;
• If the vehicle is being garaged in the
driver’s town
38
60-day Hardship Registrations
• Must be a new resident to NH and have
proof of the following:
– Proof that out of state registration is expiring
within 20 days or;
– Insurance expiring within 20 days if that will
cause the registration to expire and/or cancel
in the other state
– And must have an out of state lien holder or
be a leased vehicle
39
60-day Registrations
• Town clerk completes town portion only of title
and registration. Registration must indicate 60
day Hardship. Do not charge title fee of $25.00
• Send customer to substation or Concord to
complete
• Customer will receive a 60-day plate until the
lienholder or lessor sends title to NH
• Title Bureau will then issue the NH title and DMV
will send the customer a set of metal plates and
registration
40
Plate Changes
Reversal of Names
• Plate changes and reversal of names are
allowed anytime during the year.
• Reversal of Names-must have written
statement from primary owner granting
permission to swap names-include in back
of document pile
• Don’t forget to issue new month decals
because expiration date is changing
41
Midstream Plate Changes
• Primary Owner must fill out Application for
Replacement Plates and/or Decals(RDMV125)
• Write “plate change” next to “reason”
• Enter the reason into the system as “lost”
• If switching to an initial plate, primary owner
must fill out Application for Initial Plate form
(RDMV 120)
• Customer must fill out an Application of Copy of
Registration (RDMV 110)
42
Midstream Plate Change
• Enter the reason in the system as “lost”
• Customer must turn in current registration
and plates
• Customer must pay all associated fees
– Plates and duplicate registration fee
• No refunds given if switching to a plate
type which charges lesser fees.
43
Motorcycles RSA 259:63
• Use list price in Power Sport Vehicle Blue
Book for town fees, weight is not needed
• State fee is $1.25 per month plus $1.00 for
Safety Fund
• Transfer fee is $10.00 plus the $1.00
safety fund fee.
• Title needed for model year 1998 and
newer
• Motorcycle license necessary to drive
cycle with 50’cc’s or more
44
Motorcycles
• Motorcycle plate fee is $4.00
• IMOTO plates are allowed 5 character with
the exception of initial veteran plates
which have four characters
• Veteran, handicap and purple heart
motorcycle plates are available
• Inspections are done annually in June
45
Mopeds RSA 259:57
• 1 Moped plate issued at substations
• There are no town fees for mopeds
• Municipal Agents are allowed to renew
mopeds and collect the municipal agent
fee
• No titles needed for mopeds
• Mopeds do not require inspection
46
Trailers RSA 259:5
• Includes campers, 5th wheel, utility, and
snowmobile trailers
• List price and weights can be obtained at
www.rvvaluesonline.com
• Trailers 3001 lbs (GVW) and greater, model year
1998 and newer, require title or certificate of
origin
• Trailers 3001 lbs (GVW) and greater, model year
1997 and older require bill of sale and VIN
verification (Form 19A), copy of NH registration
or copy of title.
47
Homemade Trailers (TRAI)
• Homemade trailers 3001 lbs and greater need:
– Highway inspection
– Statement of Construction Form
– Form 19A
• NH Inspections done at Salvage & Overweight
Certification locations
• After inspection, Officer issues NH VIN for
$30.00 and gives customer form DSMV547
48
Trailers
• Home made trailers & manufactured
trailers 3000 lbs and less, with no VIN,
need a TDMV19A form stating VIN is
missing
• NHTR VIN is then issued by Town Clerk or
Substation
• Use weight chart for state fees
• Make is HMDE
49
Motor Homes
• Issue 2 PASS plates (IPASS and ICPAS
are)
• Body style-MTRHM
• Inspections done yearly by July 1
• Make is based on manufacturer of chassis
or ‘truck’ part
• Model is based on manufacturer of ‘home’
part
50
Motor Homes
• As of January 2009 the Recreational
Vehicle Blue Book will no longer be
printed.
• List price and weights can be obtained at
www.rvvaluesonline.com or call 1-800964-4617 to sign up for fee of $49.00
• The price is $49.00 for NH Town Clerks
(Make sure to mention you are a NH Town
Clerk)
51
Motor Homes
• Titles needed for 1998 and newer
• VIN verification 19A for 1997 and older
• New motor homes may have two
certificate of origins; one for the truck part
and one for home part. Send both in.
• Use newer CO for model year on title and
registration
52
Antique Vehicle RSA 259:4
• Vehicle must be 25 years old
– In its 26th year
– In 2012, 1986 and older qualify
• Town fee based on list price
• State fee is $.50 per month for cars and trucks,
$.20 per month for trailers and motorcycles (plus
$1.00 for motorcycle safety fund).
• `
53
Antique Motor Vehicles
• 2 ANTI plates issued from Concord
• IANTI plates may have up to six
characters
• IANTI plates may be processed by
Municipal Agents providing customer is
going from an ANTI to IANTI
• Antique trailer and antique motorcycle
plates are available.
• Antique tractor plates do not exist.
54
Antique Titles
• Upon request by customer, the following shall be
required with a title application TDMV23
prepared by town clerk
• A prior NH or out of state title.
• Or if a title doesn’t exist, a prior NH or out of
state original registration and VIN Verification
Form TDMV19a
• Or a copy of a NH registration and the TDMV19a
• If none of the above are available, a notarized
TDMV105 Affidavit of Ownership and TDMV19a
55
Farm Tractors RSA 261:83
• 1 TRAC plate
• Antique tractor plates and vanity
tractor plates do not exist
• State fees are $.15 per month
• Farm tractors are not titled
56
Farm Tractors RSA 261:83
• Town fees are the minimum local fees
• The farm tractor must be used exclusively
for agricultural purposes
• If farm tractor is used for hire it is
considered construction equipment
• Lawn mowers cannot be registered to
travel on the road if they do not have
stoplights, turn signals, etc.
57
Agricultural Vehicles RSA 261:82
• Town fees are the minimum $5.00 plus
town clerk and MA fees
• To be eligible for AGRI plates the vehicle
must be used solely for agricultural and
farming purposes and may only travel
within a 20 mile radius of the farm.
• Town shall have applicant sign affidavit
stating they fully understand the limitations
concerning the use of the vehicle.
58
Agricultural Vehicles
• 2 AGRI plates substations and some
MA locations
• State fee is $.30 per month
• Vehicles registered with AGRI plates
need to be inspected annually but the
inspection requirements are limited
59
Requesting Refunds
• Refunds take 12-16 weeks to be processed
• The registrant must send the above with a letter
explaining why they are requesting a refund to the
following address:
Department of Safety
Division of Motor Vehicles
Bureau of Registrations- Refund Desk
23 Hazen Drive
Concord, NH 03305
60
Large Trucks
61
Large Trucks
• PASS plates for trucks up to 26,000 lbs.
• COMM plates for trucks over 26,000 lbs.
– Commercial plates are available at
substations.
• APRO plates are for trucks that travel in
other states and engage in interstate
operations
– All APRO State work is processed in
Concord or Twin Mt. DMV substation
62
Large Trucks
• Large Trucks include F450, F600, Dump
Trucks, Logging Trucks, Peterbilt’s,
Kenworth’s, etc.
• Heavy Trucks are those with 3 or more
axles.
• Light Trucks no more than 2 axles.
• Tractor-trailer is truck-tractor and semitrailer
• See definitions chart
63
Large Trucks
• List price is found in the Truck Blue Book
which is divided into three categories
– Heavy Duty, Medium Duty, and Light Duty
• Begin with make and model
• Portion of VIN is listed with model
• If necessary, ask customer for assistance
finding correct model
• Suggested Factory Price is used for list
price of truck tractor
64
Large Trucks
• Weight is based on the number of axles of
truck-tractor or truck tractor and semi
trailer combined (weight + what it carries)
• State has limits on amount of weight Town
can put on registration. To be safe use
GVW in blue book.
• Customer usually gets overweight
certification to add/change the weight on
registration
65
• Overweight locations in binder
Large Trucks
• Maximum weight allowed without overweight
certification
• 2 axle truck-33,400 lbs
• 3 axle truck-55,000 lbs
• 4 axle truck-60,000 lbs
• 5 or more axle truck-tractor-80,000 lbs
• Town clerk cannot put more than 80,000 lbs on a
registration
• MAAP will give error of ‘Gross Weight is greater
than axles allowed’.
66
Large Trucks
• Trucks 18,001 lbs and greater with 3 axles
need to be titled regardless of year
• Trucks 18,001 lbs and greater with 2 axles
are only titled for 15 years
• Example:
– Two axle truck-33,400 lbs-titled for 15 years
– Three axle truck-55,000 lbs-always titled
regardless of model year
67
Large Trucks
• Dump Trucks
• Look up list price of truck tractor
• Add on for dump body list price
– Look up in truck body blue book or ask
customer
• Always add chassis and cab list price to
truck body list price
68
Semi Trailers
• Semi trailers have separate registration
from truck tractor
• Town fee is based on list price
• Body Style is SEMIT
• Leave weight blank on registration
when doing new
• No plates or decals may be issued
69
Semi Trailers
• Must be done at any DMV substation or
Concord
• Each truck-tractor registered with the
State is allowed one semi trailer at no
cost at the State level.
• A customer with one truck-tractor and 3
semi trailers will be charged for 2 semi
trailers.
70
Questions
• True or False. A 1973 Truck with 3 axles
weighing over 18,001lbs is exempt from
title requirements.
• How much weight is the town allowed to
put on a 3-axle Log Truck registration?
• Mr. Jones owns one truck-tractor and
three semi-trailers. How many semitrailers does he pay for at the town and
state level?
71
Construction Equipment RSA 259:42
• Construction Equipment receive (1)
CONEQ plate.
• New construction equipment
transactions are processed at Concord
or MV substations.
• Municipal Agents may do renewals.
• Construction equipment is not titled
• See handout
72
Construction Equipment
• The following types of construction
equipment should have a body style of
CONET and plate type CONEQ:
• Generator, Compressor, Cement
Mixer, Saw Rig, Log Splitter, Grader,
Loader, Excavator, Backhoe, Wood
Chipper, Construction Wagon, and
Message Board
73
Construction Equipment
• Town fee is prorated and based on
the weight chart below. Contact
dealer or ask customer for weight
0
7,501
15,001
50,001
80,001
to
to
to
to
to
7,500 lbs
15,000 lbs
50,000 lbs
80,000 lbs
999,000 lbs
$25.00
$50.00
$100.00
$200.00
$300.00
74
Construction Equipment
• The following types of construction
equipment have body style and plate type
CONEQ:
• Bulldozers, rollers, scrapers, spreaders,
pavers, mixers, retreading machines,
power shovels, rooters, scarifiers, etc.
• These types do not travel on the road
• Town and State fee will be $25.00 per
year, prorated based on length of
75
registration