Field Descriptions
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13 The RA Screen
About This Screen
The RA screen is used by the Registry of Motor Vehicles to process registration transactions such as renewals, swaps, amendments, etc. This screen has very limited access if you are not a Registry of Motor Vehicles employee. It is, however, available to authorized insurance agents. The Registry of Motor Vehicles has allowed this access in order to make it easier for your customers to do business with the Registry.
Users of the RA screen are required to follow the Driver Privacy Protection Act (DPPA). The DPPA is a federal law that regulates the disclosure and use of personal information contained in motor vehicle records. It restricts who can access personal information and for what purposes. It also regulates how someone who receives this information can use or re-disclose it.
The following is considered personal information and is protected by the DPPA:
♦ Name
♦ Address
♦ Driver's license number
♦ Social security number
♦ Photoimage
♦ Medical or disability information
Social security number, photoimage, and medical or disability information is “highly restricted personal information” and may not be released without the notarized, written, express consent of the person to whom it applies or by judicial order.
Agents shall make no use of the information obtained from the RMV except in connection with their participation as an Agent approved to process RMV plate cancellations. In no event, shall an Agent disclose or convey such information to any third party, other than the person to whom the information pertains, without the prior written consent of the RMV. Anyone who knowingly violates the DPPA is subject to criminal fines.
The RA Screen
Field Descriptions
Function Enter the function-code RA and press Enter to display the Registration Amend screen
Msg Displays system generated messages.
Reg Plt Typ Enter the plate type code that corresponds to the type of
registration you are inquiring about. This field is required when you enter a registration number. For a compete list of plate type codes, see Appendix A.
Reg # Enter the registration number of the plate you are inquiring about.
This field is used in conjunction with the PLT TYP field above.
Clr You may enter the color code of the plate for which you are
inquiring. This is not a required field, but may be helpful to define specific registrations in plate series that have undergone a color conversion. Valid colors are:
Color Code
Title Displays the Massachusetts title number.
VIN Enter the vehicle identification number to inquire. This number can contain up to 17 characters. Most passenger and commercial vehicles since 1981 contain 17 characters. Homemade trailers weighing over 3,000 pounds require a Massachusetts VIN. This field is required, if you do not enter a registration or title.
New Plt Typ RMV use only.
Reg# RMV use only.
Clr RMV use only.
Batch # Displays the system-generated batch number that represents the first transaction that combined this owner and vehicle. This number contains information for tracking purposes.
Act Cd Input one of the following:
Action Code Lic #1 Displays the license number of the primary owner.
FID# Displays the company or corporation’s Federal Identification (FID) number or Employer Identification Number (EIN).
Lease If the vehicle is a lease, ‘Y’ (yes) is displayed in this field. If the vehicle is not a lease, ‘N’ (no) is displayed in field.
Owner1 Name Displays the primary owner’s last name, first name, and middle name. If the owner is a junior, senior, etc., this displays in the middle initial field.
DOB Displays the primary owner’s date-of-birth (mm/dd/yyyy).
Individuals with an X number may display a date-of-birth of (01/01/1901).
Owner2 Name Displays the second owner’s last name, first name, and middle name of the second owner. If the owner is a junior, senior, etc., this displays in the middle initial field.
DOB Displays the secondary owner’s date-of-birth (mm/dd/yyyy).
Individuals with an X number may display a date-of-birth of (01/01/1901).
Corp/Co Name Displays the name of the corporation / company identified by the number in the FID # field.
Mail Addr Displays the corporate owner’s or the primary owner’s mailing address street name or P.O. box.
City Displays the mailing address city or town name.
St Displays the mailing address state name.
Zip Displays the mailing address zip code.
Bldg/Apt Displays the mailing address building or apartment number, if applicable.
Reg Only Mail Displays ‘Y’ (yes) to indicate that the mail address on this record is for this registration only. Displays ‘N’ (no) to indicate that it is not.
Resid Addr Displays the residential street address of the primary owner if it is different than the mailing address. This field is not used for corporations / companies.
City Displays the residential city of the primary owner, if it is different than the mailing address.
St Displays the residential state of the primary owner, if it is different than the mailing address.
Zip Displays the residential zip code of the primary owner, if it is different than the mailing address.
Bldg/Apt Displays the residential address building or apartment number, (if applicable).
Year Displays the year of the vehicle.
Make Displays the make of the vehicle.
Model Displays the model number of the vehicle.
Model # Displays the model number of the vehicle.
Body Style Displays the body style of the vehicle. For a complete list of body styles, see Appendix B.
Color Displays the color of the vehicle.
Cyl Displays the number of cylinders in the engine of the vehicle, if applicable (for example, 4,5,6,8 or RO for Rotary).
Pass Displays the number of passengers the vehicle can transport.
Doors Displays the number of doors on the vehicle.
Tran Displays a code to indicate the type of transmissions in the vehicle:
A (automatic) or M (manual).
Motor Powr Displays a code to indicate the type of fuel used in the vehicle: E (electric), G (gas), D (diesel), P (propane), B (Electric and Gas Hybrid), or C (Gasoline engine that can be easily converted to natural gas, propane, etc.)
Bus Displays a code to indicate the type of bus, if applicable.
Valid codes are:
Code Bus Type
D Department of Public Utilities
P
Seats Displays the number of seats in the vehicle if one of the following plate types was entered:
Wgt Displays the weight of the vehicle in pounds if one of the following plate types were entered:
Commercial Trailer
Sym Displays the Massachusetts insurance symbol code of the vehicle.
PR Displays a code to indicate the type of passive restraints the vehicle is equipped with, if applicable.
Code
Active (manual or both sides)
Driver side air bag, passenger side unknown Air bags both sides, seat belt system unknown
Driver side air bag, passenger side automatic seat belts Air bags on both sides, manual seat belt system
Air bags on both sides, automatic seat belt system Dual Airbags Front and Sides / Active Belts
Driver side air bag, passenger side manual seat belts Passive (automatic on both sides)
Unknown
CSV Displays a code to indicate if the vehicle is classified as a commonly stolen vehicle: ‘Y’=Yes, ‘N’=No, ‘M’=Maybe Status / Date Displays the primary / secondary status and an associated date.
The date is the same as or beyond the original issue date of the registration. For a complete list of status codes, see Appendix B.
Reg Exmt Registration exempt; Displays ‘Y’ (yes) if vehicle is exempt.
Displays ‘N’ (no) if vehicle is not exempt.
Use Tax Vehicles weighing over 55,000 pounds must have a waiver. If a vehicle falls into this category, ‘Y’ (yes) is displayed in this field, if not, ‘N’ (no) is displayed.
TTL Rev Displays ‘Y’ (yes) if there are review codes on the title. Displays
‘N’ (no) if there are no review codes on the title.
Ins Typ Displays the type of insurance. ‘P’ indicates the type is a private passenger; ‘C’ indicates that the type is commercial.
Ins Co Displays the three-digit insurance company code and name.
Reg Eff Dt Displays the date the registration became effective.
Reg Rein Displays the date the registration was reinstated (if applicable).
Reg Exp Dt Displays the date the registration expires.
Reg Fee Displays the registration fee.
Pay Method RMV use only.
Spec Plt Fee RMV use only.
Amt Tendered RMV use only.
Total Fees RMV use only.
Change RMV use only.
Type RMV use only.
Card Number RMV use only.
Expire Date RMV use only.
Procedures
Inquiring on a Registration
1. Enter RA in the FUNCTION field and press Enter to display the RA screen. The following message displays:
ENTER PLATE TYPE AND REGISTRATION OR VIN
2. Enter the appropriate information in the REG PLT TYP, REG#, CLR, and / or VIN # fields and press Enter.
3. The system displays the Registration Amend information for the registration that was entered.
When no information is available, the following message displays:
REGISTRATION RECORD NOT FOUND FOR THIS KEY
When a Duplicate VIN or Registration is Entered
If you enter a duplicate registration or VIN number, the follow message displays:
DUPLICATES EXIST-PRESS ENTER TO RESOLVE Press Enter.
The system displays the URSR or URSV screen and the duplicate registration or vehicle identification numbers.
Move the cursor to the desired information and press F9. This redisplays the RA screen with the selected registration or vehicle information.
Processing a Plate Return
Plate return transactions are processed when customers want to cancel their registrations by physically returning their plates. A customer’s plate return receipt will print remotely at the RMV ITD in Chelsea and will be mailed directly to the customer’s mailing address listed in the ALARS database.
When customers must cancel their registrations, they may physically return their plates to you. Agents are no longer required to return their plates at an RMV branch. Destroy the plates you receive from customers by folding them in half or cutting them in half.
When plates are returned to you, process the plate return online by taking the following steps.
1. Collect the plates that are being canceled from the customer.
2. Access the ALARS online system and go to the RA screen. The screen message reads ENTER REQUIRED FIELDS.
3. Enter the plate type and registration number of the vehicle record you want to display and press Enter (or [Esc] [Esc] [Enter]). The desired record displays and the screen message reads PLEASE KEY ACTION CODE - ENTER.
4. Verify that the record that displays is the correct record so you do not cancel the wrong plate. In addition, verify that the address on the screen is correct by following Driver Privacy Protection Act (DPPA) procedures.
If the address is incorrect, inform the customer that you cannot process the plate return and that he or she must call the RMV’s Phone Center to change his or her address. Do not process a plate return if the address in the system is incorrect.
If the address is correct, enter a P in the Action Code field and press Enter (or [Esc] [Esc] [Enter]). The message reads NO ERRORS FOUND PRESS F12 TO UPDATE.
5. Press the F12 key (or, if your keyboard is configured differently, [Esc] [Esc] 1, 2) to complete the transaction and cancel the plate. The message reads POST COMPLETE.
The next day, one receipt for the plate return prints at the remote location, the Commonwealth’s ITD in Chelsea, and is mailed to the customer.
6. Explain to the customer that the RMV will mail one receipt to him or her. If the customer wants a receipt immediately to take home, you can screen hop from the RA screen to the RI screen using the F6 key and screen print the RI screen for the customer. If you provide the customer with a screen print, please be sure that it does not violate the DPPA.
7. Print the RI screen after processing the plate cancellation. Circle the cancel date in the Status/Date field and forward the screen print to your “mother company”
as proof of registration cancellation.
8. Destroy the canceled plates by folding them in half or cutting them in half.
Processing a Lost Plate Cancellation
You should process lost plate cancellation (C-19) transactions when customers want to cancel their registrations but have no plates to physically turn in (e.g., their plates have been lost or stolen). The customer no longer has to retain a copy of the C-19 affidavit.
Instead, one copy of the customer’s system-generated C-19 receipt prints remotely at the RMV ITD in Chelsea and is mailed directly to the customer’s mailing address listed in the ALARS database.
1. Instruct the customer to complete a C-19 form. To ensure proper processing, please keep a copy of the C-19 form in your customer’s file.
2. Access the ALARS online system and go to the RA screen. The message reads ENTER REQUIRED FIELDS.
3. Enter the plate type and registration number or the VIN of the vehicle record you want to display and press Enter (or [Esc] [Esc] [Enter]). The record displays and the message reads PLEASE KEY ACTION CODE - ENTER.
4. Verify that the record that displays is the correct record so you do not cancel the wrong plate. In addition, verify that the address on the screen is the correct one by following DPPA procedures.
If the address is incorrect, inform the customer that you cannot process the plate return and that he or she must call the RMV’s Phone Center to change his or her address. Do not process a plate cancellation if the address in the system is incorrect.
If the address is correct, enter a C in the ACTION CODE field and press Enter (or [Esc] [Esc] [Enter]). The screen message reads NO ERRORS FOUND PRESS F12 TO UPDATE.
5. Press the F12 key (or, if your keyboard is configured differently, [Esc] [Esc] 1, 2) to complete the transaction and cancel the plate. The screen message reads POST COMPLETE.
The next day, one receipt for the lost plate return cancellation prints at the remote location, the Commonwealth’s ITD in Chelsea, and is mailed to the customer.
6. Explain to the customer that one receipt will be mailed to him or her. If the customer wants a receipt immediately, you can screen hop from the RA screen to the RI screen using the F6 key and screen print the RI screen for the customer. If you provide the customer with a screen print, please be sure that it does not violate the DPPA.
7. Print the RI screen after processing the plate cancellation. Circle the cancel date in the STATUS/DATE field and forward the screen print to your “mother company” for proof of registration cancellation.
If you cancel the wrong plate in the system, you will not be able to reactivate it. The RMV Helpline will have to reactivate it for you. It is very important that you notify the Helpline of the error immediately, because the plate that you mistakenly
canceled is no longer valid. The customer may unknowingly drive with the canceled plate, which is illegal. Therefore, it is critical that you have the customer’s plate
reactivated.
For the RMV Helpline to reactivate the plate, you must neatly complete a Plate Cancellation Error Fax sheet (see Appendix J) and fax it to the RMV Helpline at 857
368-0819. Be sure to supply the plate number that you canceled in error. Please make additional copies of this error fax sheet for future use.
The RMV Helpline is available from 8 a.m. to 6 p.m. Monday through Friday. Because the Helpline receives a high volume of calls, you will not receive a follow-up phone call stating that the plate you mistakenly canceled was reactivated. If you would like to check to see if the Helpline has corrected your error, you can access the record on the RI
screen. If the error has not been corrected after 2 hours, please fax the information again and note that you are making a second request for assistance.
As an insurance agent, you will not be able to process address changes. When a customer’s address is incorrect in the RMV’s system, instruct the customer to call the RMV’s Phone Center at 857-368-8000.
Do not process the customer’s plate cancellation if his or her address is incorrect in the system. The U.S. Post Office does not forward the RMV’s mail. Therefore, when a transaction is processed with the incorrect address, the canceled plate receipt is first mailed to the wrong address, and then it is returned to the RMV.
To support the DPPA, the customer should provide you with his or her current mailing address. For example, you should say, “Please tell me your current mailing address.” Do not ask, “Is your correct address 100 Main Street?”
Policy Information
It is very important that you understand all RMV policies and procedures for plate return and plate cancellation transactions. It is also important that you process plate return and plate cancellation transactions carefully and correctly.
If a customer calls to say that he or she lost his or her receipt or never received the receipt in the mail, first make sure that the plate was cancelled by going to the RI screen and looking at the STATUS/DATE field. If the plate was cancelled and the customer did not receive the receipt, refer the customer to the RMV’s Phone Center. You will not be able to process duplicate receipts for customers.
Remember, with this new, online system, the RMV no longer prints two plate receipts for each customer. Tell the customer that the RMV will mail one receipt to him or her
directly and that he or she should keep the receipt for his or her records.
You must follow all rules and requirements to continue participating in this program. The RMV will be monitoring all transactions to ensure that you remain in compliance. The RMV can trace all transactions you process to your agent’s identification (ID) number.
Any agent with five or more errors within 30 days will lose the security needed to process plate return and cancellation transactions.