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Motor DealersGuideto VehicleRegistrationJuly 201545071197
Motor Dealers GuideContentsContents . 2About this guide. 6Who should read it? . 6What does it contain? . 6Need more information? . 6How RMS works with Participants . 7Acting as a representative of the customer . 7The authorisation of users . 7POI for individuals . 8POI for organisations . 8Dealer Agreement. 15The Dealer Vehicle Registration Scheme (DVRS) . 15Number Plates . 15Collecting number plates from your controlling registry/service centre . 15Ordering and receiving number plates through the DNPS . 15Storage of number plates . 15Issuing number plates . 16Return of unallocated number plates . 16Return of number plates removed from vehicles when registration cancelled, orreplaced with new plates . 16Certificates of registration and labels . 16Registration start dates . 17Proof of registration entitlement . 17Registered Operators . 17For a person. 17For a company . 17Courtesy name . 17Protection of personal information . 17Submitting registration applications and payments . 18Using trader’s plates . 18Procedures . 19Establishing a registration . 19Registering a demonstrator new vehicle . 19Registering consuls’ vehicles . 19Registering modified vehicles . 19Page 2 of 53
Motor Dealers GuideRegistering cab chassis vehicles . 19Establishing New Vehicles . 21 Process steps . 21 Before you finish. 23Establishing a second-hand unregistered vehicle . 24 Process steps . 25 Before you finish. 26Transferring a registration . 26Transferring a vehicle with Long Term Registration (LTR). 26Transferring vehicles . 27 Process steps . 27 Before you finish. 28Renewing a registration . 29 Process steps . 29 Before you finish. 29Transferring and renewing a registration at the same time. 30 Process steps . 30 Before you finish. 31Disposing of a vehicle . 31 Process steps . 31 Before you finish. 31Exchange of plates . 32 Process steps . 33 Before you finish. 33Vehicle returned to dealer due to finance refused / vehicle faulty or delivery nottaken or incorrect vehicle identifiers . 33Tutorial - Establishing a registration for a new vehicle . 34Appendix A – Vehicle colour and shape codes. 35Vehicle colour codes. 35Vehicle shape codes. 36Passenger Vehicles . 36Tractors & Self Propelled Plant . 36Trucks . 37Trailers . 38Appendix B – Usage categories and codes . 39Outline of usage categories and codes . 39Registration concessions and exemptions (by usage code) . 40Page 3 of 53
Motor Dealers GuideUsage descriptions (by usage code) . 42AIRP – Airport Vehicle. 42AMBG – Ambulance (Government-owned) . 42AMBU – Ambulance (non-Government) . 42BUSG – Business General . 42CBUS – Charter bus . 43CEMP – Consular employees/trade missions. 43CHAR – Charity groups . 43CIVL – Civil defence. 44DEMN – Demonstration vehicles . 44FIBS – Federal interstate bus . 44FIPP – Federal interstate primary producer . 44FIRE – Fire fighting vehicle (not NSW Fire Brigade) . 45FIRS – Federal interstate trade, other . 45HAND – Transport for people with a disability . 45HICR – Hire car . 45LIBY – Mobile library . 45MCRA – Mobile crane . 46MINE – Mine rescue . 46MRCH – Mourning coach . 46NSFB – Fire and rescue, NSW Fire Brigade . 46OMNI – State Transit Authority bus . 46PAST – Rural Lands Protection Board . 46PBUS – Public vehicle, not for hire . 47PLNT – Plant. 47PNIC – Pensioner, incapacitated ex-serviceperson . 47PNSR - Pensioner . 47POLC – Police Youth Club . 48PPG – Primary producer . 48PPGN – Primary producer seasonal, national charges . 48PRIV – Private use . 48RBUS – Bus for hire . 48RDWK – Road works . 49RDWN – Road works, national charges . 49RENV – Rental vehicle . 49SALE – Re-sale by dealer . 50SBTX – Stand-by taxi . 50Page 4 of 53
Motor Dealers GuideSCHL – School student driver education . 50SES – State Emergency Services . 50SURF – Surf Lifesaving Club. 51TAXI - Taxi . 51TOW – Tow truck with crane and hook . 51TOWT – Tow truck without a crane and hook. 51Appendix C – Forms . 52Appendix D - Glossary . 53Page 5 of 53
Motor Dealers GuideAbout this guideWho should read it?This guide is for Participants who register vehicles for their customers. It providesinformation on how to prepare vehicles for registration and includes step-by-stepinstructions on how to conduct transactions.What does it contain?The guide consists of two chapters and four appendices:Chapter 1 - How RMS works with ParticipantsThis chapter explains: How a customer may authorise you to register a vehicle for them. The authorisation of users Dealer Vehicle Registration Scheme (DVRS) Agreement Proof of registration entitlement Requirements to protect personal information.Chapter 2 - ProceduresThis chapter contains step-by-step instructions on how to conduct transactions.Appendix A - Vehicle shape and colour codesThis appendix contains lists of vehicle shape and colour codes.Appendix B – Usage codesThis appendix contains lists of usage codes and registration concessions that applyto each code.Appendix C - FormsThis appendix contains a list of RMS forms.Appendix D - GlossaryThis appendix contains a glossary of terms used within this guide.Need more information?Contact Roads and Maritime on 13 22 13, or visit any registry or service centre.Page 6 of 53
Motor Dealers GuideHow RMS works with ParticipantsActing as a representative of the customerParticipants that have an Agreement act as RMS’s agents and do not require aRepresentative’s Authority to be completed for all transactions.Participants that do not have an Agreement must have a Representative’s Authorityfor transactions where the Participant acts as the representative for the customer.In some instances a leasing company or fleet manager will arrange for the purchaseand registration of a vehicle on behalf of a customer. In these instances a purchaseorder will be supplied by the leasing company or fleet manager to authorise you toregister the vehicle in the name of the lessee or customer.The purchase order must identify: the leasing or fleet management company the dealer’s name the make and model of the vehicle (s) being supplied the number of vehicles to be supplied the name and address of the registered operatorThe authorisation of usersEach member of your staff who will be transacting business must be authorised byRMS.To obtain authorisation each staff member must complete the User Authorisationform (form 1388) and provide POI to the controlling registry/service centre forapproval to: Act as the representative in doing business with RMS (Applies to allParticipants) Check POI (Applies only to participants with a Agreement) Certify the suitable for safe use of vehicles (Applies only to participants with aAgreement)Authorised users are not required to produce POI when transacting business onbehalf of the participant.Staff who are not authorised by RMS must not check customer POI documents onbehalf of RMS or certify vehicles and must produce POI each time they attend aregistry/service centre.If authorised users fail to meet their responsibilities under the scheme, theirauthorisation to perform these functions will be revoked.You must notify your controlling registry/service centre promptly of any changes toauthorised users.Authorised users must not perform any type of functions for themselves, relatives orfriends.Page 7 of 53
Motor Dealers GuidePOI for individualsAuthorised users must sight original POI documents when transacting business for aperson. Photocopies and faxed documents must not be accepted.Only the POI documents listed on the RMS website can be accepted. See Provingyour identity - Licence - Roads - Roads and Maritime Services .Authorised users are not required to provide photocopies of the following POIdocuments when registering a vehicle for a person: a NSW photo licence that is current or expired within the last two years, a NSW Photo card that is current or expired within the last two years, any List 2 document see List 2Authorised users must provide photocopies of all other POI documents.Customers submitting multiple applications need only present one copy of a relevantproof (eg POI, representative’s authority etc).If a vehicle is to be registered in the name of a person who has not previously donebusiness with RMS, they must attend a registry/service centre, present their POIdocuments and be issued with an RMS customer number. Once a RMS customernumber is issued the individual must return to the participant with their POIdocuments and customer number to enable the transaction to proceed.POI for organisationsAn organisation is a company established by law and registered by the AustralianSecurities & Investment Commission (ASIC), or a corporate body established by anAct of NSW or Federal Parliament, or an incorporated association registered withNSW Fair Trading.Only POI documents listed on the RMS website can be accepted. See Proving youridentity - Licence - Roads - Roads and Maritime Services .If using the printed extract from the ASIC website, it must show: Time and date of extraction from ASIC's website Name of the company Australian Company Number (ACN) or, if an overseas incorporated company,the Australian Registered Business Number (ARBN – see below for moreinformation) Type of company Jurisdiction -- Australian Securities & Investment Commission StatusNote: If the status shows ‘Deregistered’ the vehicle must not be registered inthe company name. This is because the company has been deregistered andis no longer a legal entity.Organisation POI is only required if a vehicle is being registered in the name of acompany that is not already established on RMS system.If the vehicle is being registered in the name of a company which is not alreadyestablished in the RMS system, an authorised company representative must attendPage 8 of 53
Motor Dealers Guidethe registry/service centre in person and provide the company’s POI documents.Copies of original POI documents may be accepted.If the authorised representative is not a Director or an authorised delegate of thecompany they must provide: An Application for Registration form with the Representative’s Authoritysection filled in and signed by a Director or an authorised delegate of thecompany, or A letter of authorisation on a company letterhead signed by a Director or anauthorised delegate of the company.Note: The Director or authorised delegate of a company or the public officerof an incorporated association must state their title after their signature.Customers submitting multiple applications need only present one copy of a relevantproof (eg POI, representative’s authority etc).In the case of an Association, the Public Officer must either attend theregistry/service centre or authorise a representative to attend.The following table outlines POI requirements for different corporations.Page 9 of 53
Motor Dealers GuideType of corporationEvidence for establishing or transferringregistration Certificate of Registration of a Company,with ACN, orpublic company a current Extract of the Company, withACN, orproprietary limited company Certificate of Registration on Change ofName with ACN, or Certificate of Registration of a ForeignCompany, with ARBN, or a printed extract from the ASIC websiteCompanies:company limited by guaranteeGovernment authorities:agencies and departmentslocal governmentsLetterhead authorising the registration of thevehicle and quoting the Act under whichincorporatedName of the ActIssued byCorporations IC)Name of the ActTo be supplied byGovernmentauthoritycemeteries, parks, public hospitals, universitiesStateFleetFor vehicles ordered through or registered inStateFleet ONLY a StateFleet order form isrequired.To be supplied byStateFleetNo letterhead (as above) is required unless theorganisation needs to be established on DRIVES.Page 10 of 53
Motor Dealers GuideChurch/Religious Organisations(May be incorporated as a company by ASIC,Certificate of IncorporationCorporations Act2001(Commonwealth)ASICLetterhead authorising registration of vehicleand quoting Act under which incorporatedName of the Actunder whichincorporatedTo be supplied byreligiousorganisationCertificate of Incorporation of Association or anAssociation Extract which shows the status asregistered.AssociationsIncorporation Act2009 (NSW)NSW Fair TradingSporting clubs, non-profit organisationsCertificate of Incorporation of Association or anAssociation Extract which shows the status asregisteredAssociationsIncorporation Act2009 (NSW)NSW Fair TradingCo-operative societiesCertificate of IncorporationCo-Operatives(Adoption ofNational Law) Act2012 (NSW)NSW Fair Tradingincorporated under legislation or under theAssociations Incorporation Act (NSW)Page 11 of 53
Motor Dealers GuideOwners’ CorporationsLetterhead from the strata managing agent,indicating the owners' corporation nameauthorising registration of the vehicle, AND a LandTitles search displaying the owners' corporationname, AND a copy of a resolution at a generalmeeting of the owners corporation appointing thestrata managing agent,To be supplied bythe strata managingagent, and the Landand PropertyManagementAuthority.Strata SchemesManagement Act1996 (NSW)To be supplied bythe owners’corporation and theLand and PropertyManagementAuthorityStrata SchemesManagement Act1996 (NSW)Schedule 9, CI 28of the LegalProfession Act,2004 (NSW)NSW Fair TradingORLetterhead from the owners’ corporation indicatingthe owners’ corporation name and authorisingregistration of the vehicle, AND a Land Titlessearch displaying the owners’ corporation name.Note: The name of the owners’ corporation mustbe recorded in DRIVES as displayed on the LandTitles search, eg ‘The Owners- Strata Plan No12345’.SolicitorsCertificate of Incorporation of SolicitorCorporationPage 12 of 53
Motor Dealers GuideTrustsIncorporated as a company company limited by guarantee public company proprietary limited company Certificate of Registration, with ACN, or A current Extract of the Company, withACN, or Certificate of Registration on Change ofName with ACN, or Certificate of Registration of a ForeignCompany, with ARBN, or a printed extract from the ASIC website.TrustsIncorporated by an Act of ParliamentLetterhead authorising registration of thevehicle and quoting the Act under whichincorporatedTrustsUnincorporatedNot applicable, as it is not a legal entity forregistration purposes. Must register in the nameof an actual person or a corporation.Organisations established by an Act ofParliamentLetterhead authorising registration of the vehicleand quoting the Act under which incorporated Australian Mutual Provident Society(AMP) Australian Gas Light Company (AGL) Organisations formed to providerecreation or amusement, or promotingcommerce, industry, art, science,religion, charity or other subjects usefulto community needs (eg Leagues, Golfor Bowling clubs. Police Youth, Scoutsand other service groups)Corporations Act2001(Commonwealth)ASICName of the Actunder whichincorporatedTo be supplied bythe TrustName of the Actunder whichincorporatedTo be supplied byorganisationPage 13 of 53
Motor Dealers GuideCommonwealth GovernmentLeasePlan Australia trading as DasFleetORParticipant with an agreement acting on theirbehalfOfficial document from LeasePlan authorising anominated motor dealer to register a vehicle onbehalf of LeasePlan Australia trading asDasfleetName of the Actunder whichincorporatedTo be supplied byLeasePlanAustralia trading asDasFleetOfficial document from LeasePlan naming theCommonwealth Government agency that will bethe lessee of the vehicle.Official declaration from LeasePlan that thelease agreement with the CommonwealthGovernment Agency covers a period of not lessthan three monthsNote: the information above may be provided ina single document (eg a LeasePlan Order Form)A copy of an extract from ASIC showingLeasePlan Australia's ACNAboriginal and Torres Strait IslanderCorporationsCertificate of IncorporationCorporations(Aboriginal andTorres StraitIslander) Act 2006(commonwealth)Registrar ofAboriginal andTorres StraitIslanderCorporationsLocal Aboriginal Land CouncilsLetterhead quoting the Act, AND a copy of theMinisterial order constituting a Local AboriginalLand Council area, published in the NSWGovernment Gazette.Note: The name of the Local Aboriginal LandCouncil must be recorded in DRIVES asdisplayed in Ministerial orderAboriginal LandRights Act 1983(NSW)To be supplied bythe Local AboriginalLand Council.Page 14 of 53
Motor Dealers GuideDealer AgreementThe term Agreement refers to the Dealer Vehicle Registration Scheme (DVRS) whichis a binding agreement between RMS and the approved Participant.The Dealer Vehicle Registration Scheme (DVRS)Dealer Vehicle Registration scheme (DVRS) is for Participants to perform registrationrelated services referred to in Clause 3 and Schedule 6 of the Agreement.Number PlatesIf you have an Agreement with RMS, number plates are to be: ordered and picked up from your controlling registry/service centre nominatedin your Agreement and/or if authorised ordered, delivered and received through the Dealer NumberPlate System (DNPS)Collecting number plates from your controlling registry/servicecentreNumber plates can be collected from your controlling registry/service centrenominated in your Agreement.You will be given a certain number of general issue and/or standard content ‘specialnumber plates’, depending on the volume of registrations you usually process and aPlate Schedule listing each plate.Only authorised users are permitted to collect number plates from their controllingregistry/service centre and will be asked to sign confirming they have received thenumber platesOrdering and receiving number plates through the DNPSIf you have an Agreement with RMS, authorised users may use the DNPS to orderstandard content special number plates and have them delivered directly to yourpremises. See DNPS manual. (link)Storage of number platesNumber plates must be stored in an area that is locked and secure and is onlyaccessed by authorised users. You must notify your controlling registry/servicecentre if number plates are lost or stolen.Page 15 of 53
Motor Dealers GuideIssuing number platesNumber plates must be issued in numerical order and the details record on the PlateSchedule. The Plate Schedule must be returned to your controlling registry/servicecentre when completed.Authorised users approved to participate in an agreement are able to: New Vehicles:oissue number plates and interim labels (if applicable).If the customer’s number plates are stored at a Council Agency youmust provide the completed Application for Registration form and acopy of schedule 1 of the Agreement to the Council Agency for thenumber plates to be released. Second-hand Vehicles:oissue number plates provided the vehicle is registered via DealerOnline and is registered in the motor dealers name only.Number plates for second-hand vehicles registered for a customer or not registeredvia Dealer Online must be issued by a registry/service centre only.You must advise customers if the number plate allocated to the vehicle incurs anannual fee,Heavy vehicles (greater than 4.5 tonnes Gross Vehicle Mass) may only displaystandard yellow plates, personalised standard yellow or black plates or PersonalisedPlus custom yellow plates.Return of unallocated number platesAny number plate not issued within three months of collection or date of deliverymust be returned to your controlling registry/service centre.Return of number plates removed from vehicles when registrationcancelled, or replaced with new platesAll number plates that are removed during the process of cancelling registration orother scenarios must be returned to any registry/service centre.Certificates of registration and labelsCertificates of registration and interim labels (if applicable) must be stored in an areathat is locked and secured and is only accessed by authorised users. You must notifyyour controlling registry/service centre if any certificates of registration or interimlabels are lost or stolen.Interim labels are only to be used for vehicles over 4.5 tonnes Gross Vehicle Massand the expiry date recorded must be three months from the date the label is fitted.Page 16 of 53
Motor Dealers GuideRegistration start datesThe start date of the registration is the date on which the number plateswere attached to the vehicle.Proof of registration entitlementTo register a second-hand vehicle in a customer’s name or transfer registration to acustomer, proof of registration entitlement is required.Motor dealers must supply a copy of the Motor dealer’s notice see NSW Fair Tradingwhen registering a vehicle in the name of a customer.Motor dealers are not required to provide proof of registration entitlement whenregistering a new vehicle, registering a second-hand vehicle in the dealer’s name ortransferring registration into the dealer’s name.Registered OperatorsA vehicle can only be registered in the name of a person or legal entity.For registration purposes a legal entity is: A natural person or A company registered by the Australian Securities & Investment Commission(ASIC), or A corporate body established by an Act of NSW or Federal Parliament.For a personA vehicle may only be registered in the name of a single person. A vehicle cannot beregistered in joint names.For a companyA vehicle can only be registered in the name of an in
Appendix A - Vehicle shape and colour codes . This appendix contains lists of vehicle shape and colour codes. Appendix B - Usage codes . This appendix contains lists of usage codes and registration concessions that apply to each code. Appendix C - Forms . This appendix contains a list of RMS forms. Appendix D - Glossary
