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Dealer Registration Scheme Procedures

Registering a Vehicle

To register a vehicle the authorised representative is required to:

  • complete a registration application
  • issue number plate(s) label and certificate (if applicable)
  • collect fees
  • attach to the application any necessary documents this includes copies of evidence of identity documents

How to complete the Registration Application Form - DRS

Registered Operator

A Registered Operator is the person(s) or body corporate recorded in the register who is responsible for the vehicle but not necessarily the legal owner. The vehicle register is not a register of ownership.

A registered operator is responsible for the vehicle and will be held responsible for its use including:

  • payment of related vehicle fees and charges
  • any related fines and sanctions*, unless, in certain circumstances, the registered operator was not driving the vehicle at the time of the offence
  • ensuring the vehicle is roadworthy
  • notifying the Registrar of Motor Vehicles of any changes to vehicle details.
  • From early 2005, if joint registered operators, only the designated operator will be responsible.

Eligible registered operator

An eligible registered operator is:

  • a person who has reached the appropriate age (see below)
  • a body corporate such as a company (ACN must be provided) or an incorporated association (INC number must be provided)
  • a government department
  • a government authority.

Different registered operator criteria apply for light and heavy vehicles.

Light vehicles ? (Gross Vehicle Mass (GVM) 4.5 tonnes or less)

  • a body corporate (eg. company or incorporated association), or
  • one or two people who are at least 16 years of age.

If two (joint) registered operators are recorded, one of the two registered operators must be recorded as the designated operator of the vehicle.

Heavy vehicles - (GVM over 4.5 tonnes)

  • a body corporate (eg. company or incorporated association), or
  • one person only who is at least 18 years of age

Heavy vehicles cannot be registered in joint names. For all vehicles, a registered operator can no longer be an unincorporated association or a business.

There is provision to record a business or unincorporated association name on the registration record.  The "on behalf of" section on an application is not compulsory, it is provided for client convenience and will be printed on registration papers, however an eligible registered operator must be recorded.

Designated operator

All vehicles with two (joint) registered operators are now required to have a designated operator. The designated operator must be one of the two registered operators and would normally be the usual driver of the vehicle.

Any offence for which an infringement notice is not physically handed to the driver of the vehicle will be issued to the designated operator. This means that payment of the fine and any demerit points will be the responsibility of the designated operator.

If the designated operator was not driving the vehicle at the time of the offence, that operator can complete the statutory declaration, identifying the driver and the infringement notice will be issued to that driver. 

This will not change the registered operators on the records - both will remain.

Eligibility to be a designated operator

The designated operator must;

  • be one of the two registered operators,
  • be at least 16 years of age and
  • have provided their proof of identity (in most cases a Tasmanian driver licence is sufficient).

Dealer Name

Addresses

Clients may have up to three addresses:

  • a residential address (mandatory)
  • a mailing address (optional)
  • a garage address (mandatory)

Residential address

This may be different from a client's mailing address and garage address. Evidence of a residential address is required. See Residential Address Proof documents.

Mailing address

If there is no postal service to a client?s residential address, an address for the service of notices must be provided.

This may be different from a client?s residential and garage address. No evidence of a mailing address is required.

Garage address

Vehicles registered in Tasmania must be garaged here. The garage address is the vehicle?s principal depot or base of operations.

Proof of the existence of a garage address is required. See Garage Address Proof documents.

Dealer Address

Vehicle Details

Make, Model, Series

 Dealer Vehicle Details

 

Main Body Colour, Month and Year of Manufacture

  • The primary body colour
  • Month and year of manufacture which is shown on the compliance plate

Body Types

Dealer Vehicle Type

Dealer bodytype

This section is used to describe the body type and is broken up into 4 sections. Only one of these sections would be used on any one application.

Unladen Mass and Engine Number

The unladen mass is required for trailers only.

The engine number must be taken from the engine block. Under no circumstances is the engine number to be taken from documentation accompanying the vehicle.

Dealer Mass

Fuel Type and Vehicle Identification Number (VIN)

If the fuel type is gas the vehicle must have an installers plate fitted showing:

  • The installers certification number
  • The date fitted; and
  •  The VIN

VIN Details

Vehicle Identification Number (VIN)
The 17 digit VIN must be recorded from the vehicle. To avoid registering an incorrect VIN, numbers and letters must be distinguishable. An example of how these are to be recorded is shown below:
Numeric zero - ?
Letter S - S
Numeric five - 5
Numeric One - 1
Letter G -G  Letter Z - Z
Numeric two - 2
Letter H - H
Numeric four - 4
Numeric seven - 7

VINs may be altered by the manufacturer. If three or less characters are altered they will be crossed (x) or ground out and the change stamped above or below the altered number. If more than three characters are altered the entire old number will be crossed (x) or ground out and the entire new number stamped above or below the old number.

VIN Correction: One of the following codes is required to be recorded on the application directly below the VIN :
Alteration Status  Correction Code
Unaltered VIN
One character altered
Two characters altered
Three characters altered
More than three characters altered (VIN crossed out)
More than three characters altered (VIN machined out)  01
02
03
04
05
06

Dealer fueltype

Cylinders, Rotors, GVM, GCM, Axles, Seats, Engine Capacity, Wheels and VIN Correction

Number of Cylinders or rotors

The number of cylinders is used to calculate the motor tax payable on passenger vehicles with a GVM < 4.5 tonnes.

Gross Vehicle Mass (GVM), Gross Combination Mass (GCM)

GVM/GCM is used to calculate the motor tax payable on vehicles where the GVM is equal to or greater than 3 tonnes.

Axles

The number of axles on a vehicle is required to be recorded for all vehicle types.

Seats

Passenger seating is used to assess motor tax.

Engine Capacity (Motor Cycles Only)

This is used to assess the motor tax for motor cycles and is only required for that class of vehicle.

Wheels

This is used primarily in relation to goods carrying vehicles but is important for all class of vehicles.

VIN Correction

This is only to be used where a VIN has been changed.

Dealer Cyclinders

Inspection and Odometer Reading

In this section the new vehicle box will be ticked unless the vehicle has been inspected by an AIS.

The odometer reading if applicable should be entered.

Dealer Inspection Reason

Vehicle Inspection Details

Compliance Plate

Please indicate if a compliance plate is fitted to the vehicle.

Right Hand Drive

Please indicate if this vehicle has right hand drive.

Individual Inspection

Vehicles that are not registered under a type approval are required to be inspected by an AIS.

Type Approval Inspection

Type Approval Number

When a type approval number has not been issued for a new vehicle, the vehicle must have a full inspection at an Approved Inspection Station (AIS). If your dealership is not an AIS you will need to make an appointment at your nearest AIS.

Dealer Inspection

Has the vehicle been previously registered in Tasmania or elsewhere?

Please indicate whether the vehicle has previously been registered, if yes provide the previous registered operator, registered number and the State, also whether the registration plates have been surrendered.

Dealer Vehicle Registration

Sign the declaration

The declaration on the Application for Registration may be signed by your Authorised Representative if the client has signed for the purchase of the vehicle, or has a letter of intent to purchase, or a Government order. If the vehicle is being used for demonstration purposes the declaration may be signed by an authorised company representative.

In all other cases the declaration must be completed by the registered operator/s.

v

How to Register New and Used Vehicles - ODRS

New Vehicles

To register a new vehicle:

Login to the website. 
Navigate to the registered users section and click 'Vehicle Registration'.  A page will be displayed showing the functions available to the dealer relating to vehicle registrations. 
Click 'Register a New Vehicle'.  The vehicle registration form will be displayed consisting of the following fields:

Title -

  • Mr, Miss, Mrs etc - single registered operators.
  • Joint - two registered operators (a designated operator must be nominated).
  • Company/Incorporation - Company/Incorporated Association.
  • Government/Government - State Government, G Plates, yellow disc label, Motor Tax and Duty not payable.
  • Government/Private Plates - State Government, Private Plates, Registration Label, Motor Tax and Duty payable.
  • Local Government - Local Government, Private Plates, Motor Tax and Duty payable.
  • Commonwealth/Private Plates - Commonwealth Government, Z Plates, Registration Label, Motor Tax and Duty not payable.
  • Commonwealth/Lease - Commonwealth Government, Z Plates, Registration Label, Motor Tax and Duty not payable.
  • GBE - Government Business Enterprise (Aurora, Forestry etc.), Private Plates or Selected/Custom Plates, Registration Label, Motor Tax and Duty payable.
  • State Fire Commission - State Government, motor tax, duty and MAIB stamp duty not payable. 

Given Names -  

  • Cannot be blank unless the vehicle is registered to company, incorporated association or government. 

Date of Birth -

  • Cannot be blank unless the vehicle is registered to company or government.
  • If two (joint) registered operators, the designated operator date of birth is required. 

ACN / Incorporation Number -

  • Required if the vehicle is registered to a company, incorporation or incorporated association.

Identity Verified -

  • This box must be checked/ticked before the registration can be completed.

On Behalf of Joint Owners or Unincorporated Business -

  • Complete when registered operator has a business name - optional.

Designated Operator

  • Complete when joint registered operators. The Designated Operator must be one of the two registered operators.
  • The designated operator must comply with Proof of Identity requirements. 
  • Driver Licence Number  is to be recorded.

Driver Licence Number
   

  • Insert the licence number of the designated operator if available.

Residential/Company Address

Postal Address -

  • Clicking the 'As Above' button will copy the residential address.

Garage Address -

  • Postcode must be Tasmanian.  Clicking the 'As Above' button will copy the residential address.  The garage addressed verified box must be checked/ticked before the registration can be completed.

 Concessions -

  • Select the appropriate concession.

Effective Date -

  • Defaults to today's date but can be any date.

Common Expiry Date -

  • Should be left blank unless common expiry is to be used.

Registration Period -

  • Twelve or six months for Light Vehicles. Three, six or twelve months for Heavy Vehicles

Fleet Discount -

  • Select yes if the registered operator is entitled to a fleet discount on duty

Make -

  • Make a selection from the list of valid vehicle codes

Model

Series

Registration Number

Type Approval Number

Market Value

Main Body Colour -

  • Make a selection from the list of valid colour codes

Month and Year of Manufacture/Compliance

Body Type

Details -

  • Any extra details about the vehicle

Engine Number

Fuel Type -

  • Make a selection from the list of valid fuel type codes

Vehicle Identification Number -

  • Must be 17 digits

Number of cylinders

GVM -

  • Specified in tonnes. Only vehicles with a GVM less than or equal to 4.5 tonne can be registered. GVM must be specified for vehicles with a body type of: Van, Utility or Tray. 

Number of Axles

Number of Seats

Number of Wheels

Odometer reading -

  • Optional

AIS Number -

  • Must be entered if an inspection has been undertaken.

Don't Charge Plate Fee -

  •  Check/Tick the vehicle has custom or selected plates assigned to it and those plates are re-used.

When all the required details have been entered click the 'Next' button to continue. If there are errors, a message will be displayed describing the error/s. The field/s that have problems are highlighted in pink, re-enter correct details. If there are no errors a page will be displayed showing the fee calculations for the registration.

If the fees do not show the correct calculations click the 'Back' button to go back to the registration form and correct any errors. If everything is correct click the 'Next' button to save the registration details to the database.

Click the 'Print' button to print the Registration Application. A new window will open displaying a file in PDF format displaying the Registration Application; this page is to be printed on the Laser printer, close page to return to registration and click the 'Next' button.

The declaration on the Application for Registration may be signed by your Authorised Representative if the client has signed for the purchase of the vehicle, or has a letter of intent to purchase, or a Government order. If the vehicle is being used for demonstration purposes the declaration may be signed by an authorised company representative. In all other cases the declaration must be completed by the registered operator/s.

Click the 'Print' button to print the Registration Certificate and Label. A new window will open displaying a file in PDF format displaying the details of the registration; this page is to be printed on the Certificate printer, close page to return to registration and click the 'Next' button.

To complete the registration process click on the 'Finish' button you will be returned to the vehicle registration section of the site.


Used Vehicles

To register a used vehicle:

Login to the web site.
Navigate to the registered user section and click 'Vehicle Registration'. A page will be displayed showing the functions available to the dealer relating to vehicle registrations.
Click 'Register a Used Vehicle'. The used vehicle registration form consists of all the fields previously described in 'New Vehicles', in addition the following fields are to be completed from the Registration Inspection Application.

  • Inspected By
  • Inspection Date
  • AIS Number
  • Examiner Number
  • Report Number
  • Reason for Inspection
  • Previous Registration Number
  • State Previously Registered

To complete the process follow steps as described in New Vehicles.
Cancelling a Registration

A vehicle registration may only be cancelled before it has been added to a batch.

To cancel a registration:

Navigate to the current registrations.
Click on the registration you wish to cancel. At the bottom of the screen is a box with two buttons: 'Cancel' and 'Cancel and Reuse Details'.
Click 'Cancel' to cancel the registration or click 'Cancel and Reuse Details' to cancel the registration and reuse the details so modifications can be made.

Multiple Registrations

When entering details for multiple registrations as in Hire & Drive vehicles it is possible to reuse previous registration details.
Navigate to the current registrations.
Click on the registration you wish to reuse. At the bottom of the screen is a box with a 'Reuse Details' button.
Click 'Reuse Details' to reuse the details so modifications can be made.

To complete the process follow steps as described in New & Used Vehicles procedures. 

Current Registrations

The current registration page lists all registrations made by the Dealer that have not yet been added to a batch. The Dealer can click on a registration to view that application.

Creating a Batch

Navigate to the current registrations page. All current registrations will be listed in date/time order of when they were entered (oldest first).
At the bottom of the page is an area to specify your payment details.

If you choose to pay by credit card the total value of the batch cannot exceed $5000. For payment by Direct Deposit see Payment of Batch.

Once you have entered your details click 'Create Batch' and a new batch will be created. Notification that the batch has been created will be emailed to the Service Tasmania.

Separate batches will be made for both new and used vehicle registrations.

Printing Batches

Previous batches displays a list of batches sent to Service Tasmania in date/time order (newest batches are displayed first). To print the batch, locate the batch and click on the 'Print' button.

Rejected Registrations

If a registration is unable to be processed by Service Tasmania, it will be rejected and removed from the batch.. You will receive an e-mail detailing the registration and batch number together with a reason why the registration has been rejected.

It is imperative that you action these rejections immediately.

When a registration has been rejected by Service Tasmania it is possible to reuse the details by navigating to 'Rejected Registrations' area. Select the registration you wish to reuse, scroll down to the 'Reuse Details' button and click on that button.

To complete the registration process follow steps as described in New and Used Vehicles procedures.

Payment of Batch

You will receive notification (email) from Service Tasmania that a batch has been processed. When the batch is to be paid for by direct deposit you have 24 hours from notification to lodge that money in DIER's bank account. There is also a requirement that you fax the EFT Remittance Advice to the Finance Branch on 6233 6489.

Evidence of Identity (EOI)

Authorised Representatives must verify the clients' identity when arranging registration. Documents presented as EOI must be in English or accompanied by a translation from an accredited translator. The evidence of identity must show the client's name and signature.

If a designated operator is required, EOI requirements must be met.

Three types of evidence of identity are required:

  • evidence of identity (primary)
  • evidence of age (primary)
  • evidence of address (secondary)

For a list of acceptable documents for evidence of identity, age, residential and garage address click here.

Establishing an Organisation's Identity

An organisation can establish its identity by demonstrating its legal status.

A company MUST provide:

  • full name including Pty Ltd, Ltd, Co or Inc
  • Australian Company Number Certificate (ACN) issued by the Australian Securities and Investments Commission (ASIC).

Incorporated associations MUST provide:

  • full name
  • Incorporated Association Number (INC) on the Certificate of Incorporation obtained through the Office of Consumer Affairs & Fair Trading, or interstate equivalent.

The following organisations do not have to produce EOI:

  • government agencies and departments;
  • local government.

Instead they need to provide a government order, or a letter of intent to purchase on the organisation's letterhead.

When an agent or representative registers a vehicle on behalf of someone else

The agent registering the vehicle must provide evidence of identity for themselves plus evidence that they are authorised to act on the other person's behalf.

The agent must also provide evidence of the registered operator's identity and addresses.

If an agent can't establish the identity of the registered operator the vehicle must not be registered.

Leasing or Fleet Management Companies

The leasing/fleet management company must provide evidence of the customer's identity and an order or letter of intent to purchase.

Dealer Office

How to issue Number Plates and Labels

Issue Standard Plates and Label

The authorised representative will need:

  • one set of number plates
  • registration label or government label
  • daily summary

*Note: Government vehicles may require either an ordinary or a government issue plate. The plate requirement will be stated on the order form or letter of intent to purchase. If a government plate is required then place a government label on the windscreen instead of an interim label.

  • Issue plates and interim labels in numerical sequence
  • Upon completing the application enter the plate and interim label numbers on the daily summary.
  • Record vehicle details on the interim label and sign. Attach the plates to the vehicle, place the label on the lower left hand side of the windscreen of the vehicle, or anywhere to the rear of a trailer or motor cycle.
  • If an interim label is completed incorrectly, enter the number in the daily summary, attach the label to the summary, and issue the next label in the sequence.
  • If you are "on-line" there is no requirement to issue an interim label, as you have the facility to issue a registration certificate and label directly to the customer.

Issue Custom/Selected Plates and Label

The authorised representative will need:

  • one set of standard number plates
  • 2 interim labels
  • daily summary
  • application for Replacement Number Plates form
  • custom/selected number plates from client's trade-in vehicle
  • if you are a member of the "on-line" scheme, you will need a registration certificate and label.

The procedure to be followed is dependent on whether the custom/selected plates are:

  1. currently on a trade-in vehicle or another vehicle registered in client's name; or
  2. held at a Service Tasmania shop.

a)    Plates attached to a Trade-in (or another) Vehicle

  • Complete Replacement Number Plate form if the client is trading in the vehicle.
  • Record details of the trade-in vehicle on an interim label. Secure standard plates and the label to the vehicle. Place the label on the lower left hand side of the windscreen of a vehicle, or anywhere to the rear of a motor cycle.
  • Do not charge the standard plate fee but the replacement plate fee which must be added to the total cost of the registration. On the Daily Summary sheet record this amount in the Plate Fee column.
  • Attach the custom/selected plates and interim label to the new vehicle, and note the custom/selected plate number on the application for registration.

Note: If a client is trading in a vehicle and no longer wishes to retain their custom/selected plates, standard plates are issued to the trade-in vehicle as per above (a) and the custom/selected plates must be returned to a Service Tasmania shop.

b)    Plates held at a Service Tasmania Shop

  • Record the plate number on the application for new registration.
  • Record vehicle details on the interim label
  • Secure the label to the lower left hand side of the windscreen of a vehicle, or anywhere to the rear of a motor cycle.
  • Do not charge the standard or the replacement plate fee.
  • Inform the client that they need to collect the plates from a Service Tasmania shop and they have seven (7) days in which to attach the plates to the new vehicle.

If you have any questions regarding the Dealer Registration Scheme Manual please contact Transport Enquiry Service on 1300 851 225.

Contact DIER