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007-14 NMVTIS Inquiry Errors Processing and NMVTIS Specially Marked Envelope

Registration and Title Bulletin - 007–14

Date: March 17, 2014

To: All County Tax Assessor-Collectors

Subject: National Motor Vehicle Title Information System (NMVTIS) Inquiry Errors Processing and NMVTIS Specially Marked Envelope

NMVTIS Error 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 guidelines for the handling of NMVTIS Inquiry Errors and use of the NMVTIS Specially Marked Envelope.

DETAILS

As noted in previous communications, we are scheduled to fully implement NMVTIS on April 22, 2014.

Upon full implementation, an inquiry will be sent from TxDMV Headquarters to NMVTIS for qualifying title transactions to validate key title fields (e.g., Year, Make, Vehicle Identification Number, and Odometer), check for value limiting brands, and validate the surrendered ownership evidence. The inquiry process requires two (2) business days from the date of processing through Registration and Title System (RTS) Point-of-Sale. For example, title transactions with errors processed in RTS on Monday will appear on the automated NMVTIS Inquiry Error Report (at the county’s RTS network printer) on Wednesday morning. In some situations, it may take an additional (third) business day to receive a particular day’s inquiry response.

We are providing you with a “NMVTIS Errors List” job aid (attached), and the NMVTIS Guide will be made available to you March 27, 2014. The NMVTIS Guide will provide you with the policies and procedures for NMVTIS including a description of each error as well as a general solution to resolve the error. For the purpose of providing some insight, NMVTIS inquiry errors fall within one of the following broad categories:

  • Vehicle Related Data Entry
  • Title In-Process in Another State
  • Title History Exists or Does Not Exist (when it should or shouldn’t )
  • Ownership Evidence (Data Entry or Invalid Type)
  • Previously Changed/Replaced VINs
  • Miscellaneous/System Processing

Transactions that generate a NMVTIS error will result in the transaction printing to your daily NMVTIS Inquiry Error Report and the record being marked with a NMVTIS HOLD remark. The NMVTIS HOLD will reflect the date when the remark was applied, not the transaction date. The remark will be visible anywhere that RTS displays remarks.

Upon receiving your daily NMVTIS Inquiry Error Report, you will need to locate the associated title package report and pull the applicable transactions containing the NMVTIS errors. The remaining transactions (that do not contain NMVTIS errors) can be sent to the department no earlier than the next day.

Once you have pulled the appropriate transaction(s), review the transaction(s) focusing on the area(s) identified by the error(s). The “NMVTIS Errors List” job aid will be your first point of reference on what an error means, and the action that is necessary to correct it. The NMVTIS Guide will serve as the more detailed reference point.

If an error is one that you are able to correct, you will do so through the Correct Title Rejection event in RTS. This will remove the NMVTIS HOLD, and the transaction’s inquiry process starts over. If the error was not resolved, additional errors remain (if there were multiple errors on the transaction), or new errors arise, they will result in a new NMVTIS HOLD being applied and the transaction logged on your NMVTIS Inquiry Error Report two days later.

In situations where a single transaction has multiple errors, a single data correction in RTS may resolve multiple errors, and in other circumstances, multiple fields may need to be corrected to resolve the errors.

NMVTIS Specially Marked Envelope
You will also experience errors that you are unable to resolve through RTS. Unresolved errors will require you to submit the transaction through a NMVTIS Specially Marked Envelope (or under a colored coversheet). A NMVTIS Specially Marked Envelope is a county supplied, 8½“ x 11” envelope with “NMVTIS” written on it. The situations in which you will make use of the NMVTIS Specially Marked Envelope are referenced in the “NMVTIS Errors List” job aid and will be further explained in the NMVTIS Guide. These situations involve errors that require research, contacting other states, or providing a notification to the applicant. Please note corrections that can be made through RTS should be made before sending the transaction to the department. Any transactions received by the department requiring correction through RTS will be returned to the county for proper processing.

COUNTY ACTION

Please review the attached “NMVTIS Errors List” job aid to familiarize yourself with the types of errors you may be receiving.

Please begin establishing policies and procedures in your offices for processing NMVTIS errors. Items you should consider include pulling transactions from bundles, reviewing errors, how you will process corrections, and turnaround time for processing required corrections.

Please be on the lookout for additional communications over the next few weeks regarding NMVTIS including the details and schedule for the six NMVTIS training sessions (via Webinars) that will take place in early April.

If a NMVTIS legal restraint is on a record in any other situation, please follow the existing procedures for #CR legal restraint that requires you to contact your local TxDMV Regional Service Center for processing instructions and/or an authorization code.

CONTACT

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

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