F = Foreign | H = Hold | I = Impound | J = Junk | L= Locate | M = Message | N = NSF
S = Stolen/Stop | T = Transfer | V = VIN Error | W = Warrant / Withhold

In order to provide additional information in regards to a vehicle, the Division has a method of adding status codes and messages to a vehicle record. This information is helpful to the next person who views the record or needs additional information in order to process a vehicle transaction. There are specific types of codes that are used for specific reasons, and it is very important that you use the correct code. An incorrectly coded message can impact further vehicle transactions and cause undue difficulty for customers and your fellow co-workers.

GENERAL INFORMATION

• Before removing a message print a history that includes the complete message.
• Attach the history to the rest of the documents required to process the transaction.
• Prepare a “Documents for Microfilming” coversheet before forwarding Surrendered or Foreign titles to microfilm, or when sending miscellaneous documents to the microfilm unit.
• A coversheet should print when entering a Junked status.
• Messages entered on records should be clear, necessary, and as short as possible.
• Be sure to use the correct status code.
• The date entered in the date field is always the date the message was entered.
• Any further date should be a part of the message. For example, the date a vehicle was sold.
• The LOGON ID (AMVC _ _ _) of the person who entered the message and the office location number should be a part of most messages entered. Example: IAS/222 (Ima Sample / Sample Location Number)
• Please do not use the following characters in the status comments field: “!”, “@”, “#”, “$”, “%”, “^”, “&”, “*”, “(“, “)”, “+”, and “=”.
• See the Employee site for DMV and Business Partner Location Numbers.

STATUS CODES AND WHAT THEY MEAN

F = Foreign Transfer:

• Entered by DMV when another state has taken in an Alaska title and issued a title in that state. The Alaska title is returned to us by the state or jurisdiction that issued the new title.
• Entered by DMV when a list of serial numbers or a batch of Alaska titles are received from another state with a notice that the vehicles have been issued titles in that state.
• Removed when the vehicle is returned to the State of Alaska AND the foreign title is surrendered or when proof is received that a registration was issued in another state, but not a title. If there is a lienholder, it may be processed as an NTI.
• A renewal notice is not generated when this status is on the record.

DO NOT enter a foreign transfer on the record when a customer tells you that they have titled their vehicle in another state. Use a transfer pending (T) unless we have been advised by another state of a transfer.

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H = Hold Message:

• Entered by the Registrar when there is a dispute of ownership.
• Previously entered by Field Services* when a transaction had been processed in a non-terminal office and further document(s) were needed to clear the record. *Field Services was absorbed by Contract Services. DMV no longer has any non-terminal offices
• Removed by the Registrar or Contract Services when the situation has been resolved.
• A renewal notice is not generated when this status is on the record.

In the second example, Contract Services need an odometer statement (OS) to clear the hold.

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I = Impounded Vehicle:

• Entered by law enforcement.
• Entered by the Municipality of Anchorage (MOA) when they seize a vehicle for a DUI (Driving Under the Influence).
• DMV cannot delete these messages.
• Entries by a law enforcement agency may be processed as usual for a title and registration.
• A vehicle that has been impounded by the MOA for DUI seizure will need documentation from the courts, i.e. a judgment forfeiting the vehicle to the MOA. (T-250)
  

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J = Junked Vehicle:

• Entered by DMV when notified by an insurance agency that the vehicle has been totaled.
  • Compare the title number on the surrendered title, or the title number on the transfer pending notice, to determine that a newer title has not already been issued. Do this by reviewing the history of the vehicle. Pay particular attention to the dates on the documents presented when issuing a new RECONSTRUCTED title.
• Entered by DMV when JUNKED written on face of title and surrendered to DMV.
• Entered by DMV Fiscal when Request for Refund states the vehicle was junked.
• Entered by DMV when a Notice of Acquisition and Intent to Dismantle or Junk Vehicle (Form 849) completed and submitted to DMV.
  • Check the record prior to entering the message to assure that a Reconstructed Vehicle Title “REC” has not already been issued. A vehicle that has been reconstructed may be totaled again in a subsequent crash. A new reconstruction affidavit and vehicle inspection will be required to issue a new title. Dates of occurrences, i.e. crash date, issue date of previous title and message entry dates would all receive consideration as to their chronological importance.
• When a title is surrendered to DMV, vehicle can be sold with bill of sale.
• When title has not been surrendered, need original title or lost title affidavit to issue a title.
• Vehicle must be reconstructed prior to title issuance. (T-270)
• A renewal notice is not generated when this status is on the record.
  

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L = Locate:

• Entered and removed by law enforcement.
• This message essentially means that law enforcement is keeping tabs on this person. Contact law enforcement after processing a transaction for a person with a locate and advise of any new address, etc.

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M = General Message:

• Entered and removed by a DMV representative or business partner.
• A renewal notice is still generated when this status is on the record.

Disability or Veteran Plates: Enter a message to identify which owner qualified for the plates, even when there is only one owner. In the following example, the vehicle is owned by Chris and Dora Stephens. The message indicates that Chris qualified for the disability plates and the POW plates.

Refund Requests: Entered when a customer requests refund of registration fees paid in error and Fiscal has backdated the record.

Returned Items: In the following example, the license plates were returned by the post office and are at Office 222. The message was entered by Ima Sample.

Senior Citizen: Enter a message to identify which owner qualified for the exemption, even when there is only one owner. In the following example, the vehicle is owned by Elizabeth and Charles Buckingham. The message indicates that Elizabeth completed the Senior Exemption Affidavit.

Temporary Permits: (T-90) The applicant paid $130.00 for registration, title, and lien fees and presented a Kansas title and registration. The applicant did not have the power of attorney used to sign off the title.

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N = Returned Check (NSF) Message:

• Previously entered by Fiscal Services when a check is returned by the financial institution, usually for Non-Sufficient Funds (NSF) or stop payments.
• Contact Fiscal Services when you see this message on a record. (Appendix A)
• Automatically removed when full payment has been made on the returned check.
• Removed by Fiscal Services when situation has been resolved or when title is being transferred.
• A renewal notice is not generated when this status is on the record.

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S = Stop Message or Stolen Vehicle Status:

STOP

• Entered by DMV when an error was made on a record and the title is required to correct it.*
• No further action can occur until the stop has been cleared.
• A renewal notice is not generated when this status is on the record.

*When the error does not involve the title, use an “M” instead of an “S”.

In the following example, a title was in the name of John and Tammy Jones. Only John signed off the title; therefore, a release is needed from Tammy. The backup paperwork is in Office 222 and the message was entered by Ima Sample.

STOLEN VEHICLE

• Entered and removed by law enforcement.
• Refer the individual to the agency that entered the message.

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T = Transfer Pending:

• Entered by DMV when a customer submits the bottom portion of the title advising that the vehicle was sold.
• Entered by DMV when a customer submits a completed Form 820. (Sale of Vehicle)
• Entered by DMV Fiscal when Request for Refund states that the vehicle was sold.
• Check the record FIRST to assure the transfer has not occurred prior to entering message.
• Removed by DMV when the title is transferred to the new owner(s).
• A renewal notice is not generated when this status is on the record.
• Title must be transferred before renewal can occur. (T-170)

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V = VIN Error:

• Entered by IM Station when VIN on vehicle does not match registration.
• Removed by DMV when the VIN is verified and corrected, if applicable.
• A renewal notice is not generated when this status is on the record.
• Title must be corrected before further renewals can occur.

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W = Warrant or Withhold:

WARRANT

• Entered and removed by law enforcement. (We should only see traffic warrants.)
• If the warrant is for a moving violation, direct the individual to the courthouse to clear their warrant status. You may not issue a driver’s license to a customer that has an outstanding moving violation.
• An ID may be issued regardless of warrant status.

Note: If you see a criminal warrant, notify IT (Information Technology) for assistance.

WITHHOLD

• Entered and removed by Field Services (Now Contract Services).
• Transaction has not been processed. Awaiting further document to process.
• Entered when further documentation is needed in order to process a transaction received from a non-terminal office. Note: There are no longer any non-terminal offices.
• Contact Contract Services for information and procedures.

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Cross Reference:

HISTORY:

4/28/09 ~ Added reference to characters that are not to be used in comment fields.

8/31/03 - Updated to show that Fiscal enters J, M and T messages when they receive refund requests on vehicles that have been junked, sold or when a person was not informed they were eligible for a senior exemption. Bullet added under "N" regarding the system automatically updating the records when an NSF has been cleared up. Enter title number in a Junked message, when applicable. Additional information added under the Reconstructed Vehicle information. Message for Disability plates or senior exemption clarified that you enter the message even if there is only one owner on the record.

2/9/05 - Coversheet information added for Junked, surrendered or foreign titles. Add a message to the record to show which owner qualified for Veteran plates, even when there is only one owner.

6/06 - Added information regarding VIN errors.

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