State of Alaska
Division of Motor Vehicles
Standard Operating Procedures
SOP No.: R-215 Page No.: 1
Effective: March 26, 2009
Subject: Supersedes: R-215 Dated: 6/12/06
MAILOUT RENEWAL REGISTRATIONS
 Form No.: 815, 821, 836, A-7001
Statute: AS 28.10.108 (e), (f) & (g) Regulation: AAC

Registration not Received | Returned by Post Office

Alaska law requires that every vehicle owner be notified by mail when a vehicle registration is expiring [AS 28.10.108(h)]. The Division* mails a registration renewal application (Form 815), commonly referred to as a "pre-bill" or "mailout", approximately 45 days prior to the expiration of the vehicle registration. The application is mailed to the registered owner's last known mailing address (as shown on DMV records) and identifies the vehicle, owner(s), and the fees required to renew. The pre-bill also lets the owner know if any additional requirements must be met prior to renewing the registration. (i.e. I/M requirements, military affidavit, proof of heavy vehicle use tax, etc.)

*As of 2001, these are mailed by a contractor, not DMV.

This SOP covers ONLY the procedures for registrations that are mailed to DMV. See R-210 for information on other renewal options, including registrations that are processed in person.

The Mail Services Unit located at the Anchorage Field Office processes the majority of the applications; however, they may be mailed to any field office. In order to assure receipt of the renewed registration before the expiration date, the envelope must be postmarked no later than the 5th day of the vehicle registration expiration month.

RENEWAL PROCEDURES

Normally, the customer will mail both parts of Form 815. They may also send just one portion of the form, an old registration, a letter requesting renewal, a Vehicle Transaction Application (Form 821) or a check with the license plate number in the “memo” section. All of these are acceptable to use for renewal as long as the fees are correct and the other registration requirements have been met. Print a vehicle history prior to renewing the registration when a pre-bill or last registration was not provided. Retain the history as your back-up document.

When corrections to fees, etc. are made on the pre-bill, make the change to BOTH copies.

1.   Did the vehicle owner move to another city? If no, continue to #2.
    a) Did the Taxable Location change? (R-190). If no, continue to #2.
.  
  • Refigure the tax. Line through the old tax and write in the correct tax.
.   b)
Did the I/M requirement change? (R-430) If no, continue to #2.
.  
  • .Write in or line through the inspection fee.
  • Correct the “Emission Inspection Required” field to show the new requirement.
    c) Is there a military exemption on the vehicle? If no, continue to #2.
   
  • When the person has moved out of Alaska, a Leave and Earnings Statement (LES) showing “AK” as the home of record is required to renew the registration.
2.   Annual registration requested? (Commercial Vehicles only, R-5) If no, continue to #3.
    a) Vehicle Transaction Application (Form 821) or other request for annual registration.
    b) Line through the fees and replace with annual fees. (Registration, I/M and MVRT)
    c) Discard Part B. Retain Part A for your back-up. A new registration MUST be printed.
3.   Class code change requested by customer? If no, continue to #4.
    a) Replace registration fee with the correct registration fee.
    b) Replace class code with the correct class code.
    c) Replace MVRT with the correct MVRT.
    d) When changing from non-commercial to commercial, start registration over. All registration requirements must be met. Print a new registration to reflect the new month/year.
4.   Senior Exemption, original? (R-185) If no, continue to #5.
    a) Assure affidavit was completed in full, signed and notarized.
    b) Check the customer name on a Function 15 to see if the customer has a senior exemption on another vehicle.
5.   Military Exemption, original? (R-220) If no, continue to #6.
    a) Check affidavit to assure it was completed in full, signed and notarized.
    b) State of residence cannot be Alaska.
    c) Mailing and residence address must be in Alaska.
6.   Disability Exemption, original? (R-327) If no, continue to #7.
    a) Assure Form 861 was completed in full, the disability is marked as "Permanent" and the form was signed by a health care professional.
    b) Check the customer name on a Function 15 to see if the customer has a Disability exemption on another vehicle, or already has a vehicle with class code HH, DD or DV. 
7.   Refigure the fees, if applicable, and write in the total fees due.
8.   Correct fees received?
    a) No - Start an error letter. Be sure to mark ALL ADDITIONAL ITEMS REQUIRED to process the registration.
    b) Yes - Make sure the check was signed, the written amount matches the numeric amount, the date is acceptable and the check meets DMV requirements (A-140).
9.   Assure any additional requirements have been met. For example: Military affidavit, proof of heavy vehicle use tax (R-107), or PRISM (R-108). Check document(s) carefully to assure the paperwork has been completed properly and meets our requirements.
10.   Assign the appropriate year tab to the renewal. Provided there is not any back-up documentation, write the tab number in the box in the upper left corner of both Part A and B and staple the tab to back of Part B on the left side. Print a registration (Form 836) when there is any type of back-up documentation.  (Affidavit, IRS 2290, etc.)
11.   Staple any affidavits to the back the DMV copy of Form 836, if applicable.
12.   Stamp check with deposit stamp. Write the plate number(s) in the space provided and initial.
13.   Renew the registration:
    a) No changes or back-up document – Process several at once using a Function 7.
    b) Changes or back-up document – Process one at a time using a Function 6. Make the following changes, when applicable:
   
  • Update the address.
  • Update the class code.
  • Enter “M”, “S”, "D" or “A” in the tax field.
  • Enter “Y” in the rental field for annual registration requests.
  • Enter “N” for heavy vehicle use tax for vehicles under 8,000 pounds. Enter "Y" when vehicle is 8,000 pounds or above, regardless of any exemption, etc.
  • Correct the color.
  • Enter the unit number.
  • Print registration if customer did not send both parts of Form 815, requested annual registration or made a change to the class code.
14.   Enter a message (T-4) with the name of the person when processing an original senior or disability exemption. Example: Senior is David Jackson ISA/222
15.   If you cannot renew due to non-compliance with the I/M program, update the address using a Function 12, if applicable. Complete an error letter, remove the tab, white-out the assigned tab on both copies and send ALL ITEMS back to the customer with a RUSH envelope.
16.   When the transaction cannot be processed due to PRISM, continue in ALVIN until a letter is printed for the customer.
17.   Mail Part B (with the tab attached) to the customer. NOTE: When the vehicle is being leased, try to send the registration and tab back to the address it was sent from, instead of to the leasing company.
18.   Retain Part A or the DMV Copy of Form 836 and any back-up in your daily work, in the order it was processed. Note the form of payment received. (CA = Cash, CK = Check, CC = Credit Card)

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RETURNED BY THE POST OFFICE

Occasionally, a renewed registration will be returned by the post office due to the address. When this occurs, check to see if it was an error that prevented the registration from being delivered (i.e.: no postage, placed in envelope incorrectly). If so, correct the error and resend the registration. If not, place a message (T-4) on the record stating that it was returned and your office location. Example: Rtnd by PO ISA/222. Place the returned registration in the file or other location designated by your office for returned mail.

REGISTRATION NOT RECEIVED - See R-210 for procedures.

Cross reference:

R-005 Biennial Registration T-004 Status Codes and Messages
R-107 Heavy Vehicle Use Tax    
R-108 PRISM    
R-185 Senior Citizen Exemption A-140 Check Policy
R-190 Motor Vehicle Registration Tax    
R-210 Renewal of Registration    
R-220 Military Exemption    
R-430 Emissions Control Inspection Program    

HISTORY:

03/26/09 ~ Added reference to PRISM and disability exemption.

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