Appendix 10 - Revision 1.pdf

Functional Requirements: Vehicle Services

Appendix #:

Subject:

Functional Requirements: Vehicles Services

Appendix 10 - Vehicle Services Revision 1 Page 1 of 50

1. Overview

2. General Vehicle Management

3. Vehicle Inquiry

4. Title Management

5. Registration

6. Lien Management

7. Placard Management

8. International Registration Plan (IRP)

9. International Fuel Tax Agreement (IFTA)

10. Fleets, Leasing, Manufacturer, Rental, and Intrastate Commercial

11. Plate Management

12. Unified Carrier Registration (UCR)

13. IRP and IFTA Audits

14. IRP and IFTA Permits

15. Transmittals

16. Certificate of Compliance

17. Dealer Assignments

See Appendix 15 for a complete list of all abbreviations and acronyms.

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1. Overview

One of the SCDMV’s primary responsibilities is the oversight of motor vehicles. The SCDMV provides services to individual owners and businesses. Additionally, the SCDMV collaborates with third parties such as dealerships, Electronic Vehicle Registration (EVR) vendors, Electronic Lien and Title (ELT) vendors, and South Carolina County treasurer offices to deliver these services.

The system shall track the entire lifecycle of each vehicle and support vehicle-related functions and services, Motor Carrier functions, including:

1. Vehicle Inquiry – Provide and access vehicle and customer information before performing title and registration transactions.

2. Vehicle Titling – Management of new and used vehicle titling, including trade-ins, excise tax collection, fee calculations, and title production. This also covers title branding and interactions with national clearinghouses such as NMVTIS.

3. Vehicle Registration – Registration of vehicles for specified non-commercial or commercial purposes, including plate (tag) and decal issuance, renewals, transfers, and registration fee collection.

4. Liens – Track and manage paper-based and electronic liens on vehicles, including the addition, update, and release of liens and the management of authorized lienholders.

5. Placards – Issue and track disability placards to individuals and organizations, including hearing-impaired placards for eligible individuals.

6. International Registration Plan (IRP) – Support and track the motor carrier customers and vehicles to be enrolled into the International Registration Plan (IRP) and facilitate issuance of appropriate credentials and products.

7. International Fuel Tax Agreement (IFTA) – Support and track the motor carrier customers and vehicles to be enrolled into the International Fuel Tax Agreement (IFTA) and facilitate issuance of appropriate credentials and products.

8. Fleet, Leasing, Manufacturer, Rentals, and Intrastate Commercial – Maintenance and tracking of fleet, leased, manufacturer, rental, and intrastate commercial vehicles and products issued to fleet and rental companies.

9. Plate Management – Manage and track various plate categories and types throughout their lifecycle, from issuance to retirement.

10. United Carrier Registration (UCR) – Support the motor carrier customers and vehicles compliance verification with Unified Carrier Registration (UCR) requirements.

11. IRP and IFTA Audits – Support and track the audits of the motor carrier customers who are enrolled in the South Carolina IRP and IFTA programs.

12. IRP and IFTA Permits – Support and track the issuance of temporary permits for IRP and IFTA.

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13. Transmittals – Support and track the receipt, sending and processing of transmittals to IRP and IFTA.

14. Certificate of Compliance (COC) – Support and track the issuance and management of Certificate of Compliance (COC) to motor carrier customers.

15. Dealer Assignments – Support and track all dealer reassignment transactions and dealer inventory.

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2. General Vehicle Management

The following background information applies to all vehicle services and actions that the system shall support.

2.1 Vehicle Management

2.1.1 General Vehicle Descriptions

The system shall track each vehicle as a unique entity. Each vehicle entered into the SCDMV system must have a unique record in the system containing its general vehicle description.

2.1.2 VIN Validation

The system shall implement a function to validate all VINs as they are entered or received using an external source or other SCDMV approved means to remain current with automotive VIN data.

2.1.3 Duplicate VIN

Errors in VIN data may result in vehicles having the same VIN information. While this is generally not acceptable, the system shall be capable of informing the SCDMV to manage situations to determine the error and correct it. When a VIN is being duplicated, the system must alert the user.

2.1.4 Creation of South Carolina Specific VINS

The system shall allow an automated creation and assignment of South Carolina specific VINs for vehicles, trailers, mobile homes, or other applicable vehicles. It shall track available VINs, and manage the assignment process, ensuring previously assigned VINs are not reused, including those stored in legacy systems.

2.1.5 VIN Decode and Populate

The system shall include a VIN decoding function that extracts vehicle data from the VIN, which will be used to pre-populate the vehicle record and support validation and error-checking processes. The system may employ standardized third-party VIN decoding software.

2.1.6 ReVIN

The system shall provide a capability to track when a ReVIN is completed on a vehicle.

The system shall automatically verify with NMVTIS that the vehicle does not have a stolen status.

2.1.7 Vehicles with a Serial Number

The system shall support vehicles with a Serial Number, such as golf carts. The serial number may be assigned by the manufacturer or assigned by the SCDMV.

The system shall provide a capability to differentiate a serial number from a VIN.

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2.1.8 Vehicles Linked to Related Titles, Registrations, Cases, Liens, and Notes Vehicle data shall be linked to all related documents and transactions, including titles, registrations, cases, liens, and notes, as well as to the owner. Vehicles may exist in the system without an assigned owner.

2.1.9 Vehicle History

The system shall maintain a comprehensive history of all transactions and changes to each vehicle record, accessible to SCDMV Employee/Authorized Agent, regardless of linked entities (individuals, businesses, or legal entities). Vehicle information shall be traceable to provide a complete vehicle history across multiple owners. Vehicle history shall be retained even if ownership transfers out of state or the vehicle is scrapped, until the record is archived or purged according to SCDMV policies.

2.1.10 Links to External Data Sources

The system shall retrieve history, transaction, and status information from external sources to support fraud detection during title and registration transactions. It shall also transmit status updates to external sources as required.

2.1.11 Mileage History

The system shall maintain a mileage history for each vehicle, accessible during titling. If a transaction includes inconsistent mileage data, the system shall issue an alert.

2.1.12 SSN/FEIN Owner Information

The system shall collect and verify the SSN or FEIN of entities conducting title or registration transactions, when not already on file.

2.1.13 USDOT Management

The system shall collect, verify, and manage the USDOT of entities conducting registration transactions, when not already on file.

2.1.14 Owner Identification

The system shall collect and verify owner identification, such as DL/ID numbers, during title or registration transactions when not already on file.

2.2 Title Management

2.2.1 Electronic/Digital Titles

The system shall fully support electronic titling, allowing owners to confirm ownership digitally and request a paper title if needed. In-state title transfers are supported, with out-of-state transfers planned for future capability. Title data shall be stored electronically, enabling SCDMV Employee/Authorized Agent to view, return, and print title records. The system shall comply with AAMVA electronic title guidelines for intra-and interstate transfers as listed at Electronic Titling Assessment - American Association of Motor Vehicle Administrators - AAMVA. The system provided must have an embedded or outsourced electronic titling solution that satisfies SC law.

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2.2.2 Electronic Odometer

The system shall accept electronic odometer disclosures from individuals, businesses, and legal entities, verifying authenticity according to NIST standards.

2.2.3 Titles Printed on Controlled Stock

The system shall support printing titles on demand. The system must require the ability to track a reason for printing of titles. Titles shall be printed on controlled stock with unique serial numbers. The system shall track serial numbers and record the serial number used for each title, supporting reprints as needed.

2.2.4 New Title and Ownership Record

The system shall generate a new South Carolina title record for out-of-state vehicles owned by new residents or for vehicles purchased out-of-state by South Carolina residents. The title will be stored electronically, viewable by customers with an online profile.

2.3 Title Branding

The system shall support title branding to indicate a vehicle’s history or condition.

Authorized SCDMV users shall define and apply brands, including business rules and electronic exchange protocols for title information. Currently supported brands in South Carolina are:

1. Antique – Vehicle must be more than 25 years old to be branded "Antique".

2. Junk – This brand is used when an insurance company declares the vehicle has been damaged to the extent that it cannot be repaired for operation or that it is only of value as a source of parts or scrap metal.

3. Kit Car – A car sold as a set of separate components, designed to be assembled by the purchaser.

4. Lemon Law – A vehicle that was returned to the manufacturer due to mechanical failures.

5. Low Speed Vehicle – A four-wheeled motor vehicle, other than an all-terrain vehicle, whose attainable speed in one mile is more than 20 miles per hour and not more than 25 miles per hour on a level surface and has a Gross Vehicle Weight Rating is less than three thousand pounds.

6. Off Road Use Only – A vehicle whose manufacturer has indicated was not intended for use on public roads or highways.

7. Salvage Rebuilt – This brand is used when a vehicle that has a salvage title, has been repaired and the proper documents have been submitted to the DMV. If a vehicle that has been rebuilt and has a title with a salvage rebuilt brand subsequently sustains collision, flood, or fire damage, the vehicle must be re-branded with the appropriate title brand as if the vehicle had never had the salvage rebuilt brand.

8. Replica – A new vehicle assembled with major component parts built to resemble a specific manufacturer’s make and model that is at least 25 years old.

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9. Reconstructed – A vehicle that has been altered from its original construction by the removal, addition, or substitution of essential parts, new or used.

10. Salvage – This brand is used when a vehicle is declared a total loss by an insurance company, has repairs that exceed 75 percent of the value of the vehicle before the damage occurred, or has damage to the body, unibody, or frame to the extent that it is unsafe to operate.

11. Salvage Fire – This brand is used when a vehicle is declared salvage due to damage caused by a fire. This brand should never be removed and stays with the vehicle throughout the history of the vehicle.

12. Salvage Flood – This brand is used when a vehicle is declared salvage due to damage caused by a water. This brand should never be removed and stays with the vehicle throughout the history of the vehicle.

13. Salvage Fire Rebuilt – This brand is used when a vehicle that has a Salvage Fire title has been repaired, and the proper documents have been submitted to the SCDMV.

The Salvage Fire brand must remain on the title, and the Salvage Fire Rebuilt brand can be added.

14. Salvage Flood Rebuilt – This brand is used when a vehicle that has a Salvage Flood title has been repaired, and the proper documents have been submitted to the SCDMV. The Salvage Flood brand must remain on the title, and the Salvage Flood Rebuilt brand can be added.

15. Special Construct – A vehicle that is at least 25 years old and of a model year after 1948; or was manufactured to resemble a vehicle 25 or more years old and of a model year after 1948; and has been altered from the manufacturers original design;

or has a body constructed from non-original materials.

2.3.1 Transfer Upon Death (TOD) Designation

The system shall allow a Transfer Upon Death (TOD) to be added to the title record and will be printed on the paper title and will be visible on electronic title.

2.3.2 Vehicle Ownership

The system shall track and manage information for all vehicle owners, including private individuals, businesses, trusts, and public agencies, ensuring no duplicate owner records. Existing records shall be linked to driver/owner information where it is possible to maintain a unique representation of each entity.

2.3.3 Liens Tracked with Title

The system shall record and manage lien information, including status changes, additions, releases, and modifications. Lien status will be factored into title transactions and may restrict title issuance. Transactions with lienholders shall be conducted electronically via the ELT vendor system. Paper notifications are generated only on an exception basis.

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2.3.4 Title Design and Barcoding

Title documents shall include barcodes or QR codes representing all vehicle information.

The document design shall be flexible, allowing for additional data or formatting changes.

2.3.5 Titles Centrally Issued

Title transactions shall be completed with customer receipts generated locally, while title production is handled centrally. The system shall track title production and mailing.

2.4 Registration Related

2.4.1 Registration Document Design and Barcoding

Registration documents shall include vehicle, owner, and operator information, jurisdiction, weight, and other relevant details, including county. Barcodes or QR codes shall be added as needed.

2.4.2 County Property Tax Payment Verification

The system shall support validation of county property tax payment.

The system will need to transmit data to counties to generate tax and registration notices and receive data on county tax payments.

2.4.3 2290 Compliance The system shall have the capability in the future to interface with a third-party to verify and validate 2290 compliance.

2.4.4 Insurance Information Verification

The system shall verify insurance information for registration transactions, using a third-party interface to confirm coverage.

2.4.5 Staggered and Variable Registration Expirations

The system shall support the adjustment of expiration dates and variable registration periods as needed.

2.4.6 VIN-less Registrations

The system shall support VIN-less registrations for businesses authorized to operate multiple vehicles (e.g., dealerships, manufacturers, and incentive plates), tracking the required criteria, timeframes, and renewal requirements for each case.

2.4.7 Registration Notation

Customers who have disabilities such as hearing impaired, autistic, handicapped, or any other criteria SCDMV approves can add a notation to their registration. This notation is accessible to South Carolina law enforcement during registration checks, facilitating appropriate communication during traffic stops.

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2.5 Vehicle Services Enhancements

The SCDMV seeks to enhance its vehicle management processes by leveraging new technologies and optimizing business workflows. The system shall address these improvements as outlined below.

2.5.1 Notification to County on Mobile Home Status Change

The system shall provide real-time or near real-time notifications to county offices when a mobile home is de-titled and converted to real property.

2.5.2 Electronic Receipt of Court Orders

The system shall facilitate the electronic receipt and processing of court orders related to vehicle titling, ensuring document authenticity verification.

2.5.3 Enhanced Visibility for Company-Managed Products

The system shall improve tracking and visibility for specialty programs, such as employee benefit (e.g., BMW) and car rentals through CVR (e.g., Enterprise), to reduce plate waste and improve inventory tracking.

2.5.4 Streamlined Abandoned Vehicle Processing

The system shall streamline abandoned vehicle processing and provide online options for customer and business inquiries and reporting on abandoned vehicles.

2.6 Validation Checks

1. Vehicle Status: The system shall validate vehicle status for each transaction using

SCDMV data, including checks for mileage, insurance status, current owner, registration, lien, registered usage, and stolen vehicle records. External validations shall also be performed using sources like NMVTIS.

2. Customer Identity: The system shall ensure appropriate identification verification for all individuals, displaying an SCDMV digital photograph for agent confirmation.

3. Customer Privileges: The system shall confirm that the customer’s privileges to register a vehicle or conduct transactions are in good standing. This check extends to dealerships, ensuring they meet necessary standing requirements for transaction authorization.

4. Title or Ownership Status: The system shall verify vehicle title or ownership status, including current version validity, electronic title information, and hard stops that may impact the transaction. Title issuance shall be restricted until all previous title information is processed.

5. Vehicle Value: The system shall capture multiple vehicle values, including MSRP, sale price, and trade-in value, which may be verified through a third-party service.

Valuation data falling outside prescribed thresholds shall trigger an override or fraud alert, prompting investigation before continuing the titling process.

6. Lien Information: The system shall check the status of any liens on the vehicle title and ensure that only vehicles with clear titles and valid sales documentation can be transferred.

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7. Insurance Information: The system shall verify vehicle insurance status in real time, utilizing third-party insurance verification to confirm accuracy for transaction processing.

8. Title Stock Verification: The system shall verify the paper title is not being issued on a stolen inventory item. This check shall apply to both the in-state and out-of-state paper titles.

2.7 Taxes/Fee

The system shall automatically calculate fees such as Sales Tax, IMF, and Road Use Fee in accordance with South Carolina Laws. The system must allow for exceptions and allow the user to select from a list of possible exceptions.

2.8 System Features

1. The system shall track, validate, and decode vehicle information automatically.

2. The system shall interface and validate tax payment.

3. The system shall automatically calculate taxes and fees and based on configurable business rules.

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3. Vehicle Inquiry

3.1 Overview

The system shall support inquiries for vehicle and customer data and return relevant information.

3.2 Process Descriptions

The system shall support the vehicle inquiry functionality as outlined below.

3.2.1 Inquire on Customer and Vehicle Data

The customer, SCDMV Employee/Authorized Agent and other interested parties will inquire on the customer and vehicle data to verify if the customer and vehicle exist in the system.

1. If the customer exists in the system, the matching customer information is returned to the inquirer. If the customer does not exist, no customer exists is sent back to the inquirer.

2. If the vehicle exists in the system, the system returns the matching vehicle information along with the current ownership details. If the vehicle does not exist, no vehicle exists is returned to the inquirer.

The data returned to the inquirer will depend on the role-based access.

3.2.2 Process Customer and Vehicle Data Inquiry from EVR Vendor When a request for customer or vehicle information is received from the EVR vendor system, the following actions shall occur:

1. If the customer exists in the system, the matching customer information is returned to the EVR vendor system. If the customer does not exist, a basic customer record with a unique identifier is created, and this new information is sent to the EVR vendor system.

2. If the vehicle exists in the system, the system returns the matching vehicle information along with the current ownership details, which may include an individual customer, business customer, dealer, or other legal entity. If the vehicle does not exist, a new record is created, and confirmation of this new entry is returned to the EVR vendor system.

3.3 System Features

1. The system shall track transaction details for all customer and vehicle data inquiries.

2. The system shall record the EVR vendor system that initiated the inquiry on the customer and vehicle data.

3. The system shall retain all vehicle and customer data that has been queried, without deletion.

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4. Title Management

4.1 Overview

A title may be issued to a customer who needs a certificate of ownership for a new or used vehicle. This transaction includes mobile homes and other special vehicles.

This process can be initiated online using the SCDMV Portal, at an SCDMV branch office location, at a dealership, and other available channels in future.

The transaction may need to be electronically routed to the central office Title Unit. In the future, the system shall provide the capability to send the printed title to the customer only upon request. For in-state title transfers, electronic records are maintained by SCDMV shall be sufficient to continue with the titling transaction.

For all title transactions, the system will verify whether the vehicle and customer exist in the system. If neither does not exist, a new record will be created.

Prior to issuance of title, title brand and stolen information is verified with the AAMVA/NMVTIS system.

The title issuance information is reported to AAMVA/NMVTIS.

4.2 Electronic Titling

The system provided must have an embedded or outsourced electronic titling solution that satisfies all South Carolina laws.

4.3 Process Descriptions – New Title

The system shall support the new title-related functionality as listed in the below sub-sections.

4.3.1 Process New Title-SC Dealer Purchase – Title Transaction Initiated The system will verify the title and registration transaction data received from the EVR QA system. The inventory used in this transaction may be a temporary tag which is valid for 45 days or existing plate that was transferred from another vehicle the customer owns. The date when the transaction is received is noted in the system to start the counter for receiving the finalized transaction. The system will send the transaction identifier to the dealer through the EVR vendor system interface.

4.3.2 Process New Title-SC Dealer Purchase – Title Transaction Finalized For the finalized title transaction data, the dealer will need to send the transaction identifier previously assigned to this transaction. The system will verify if any of the information sent from the initial title transaction is changed and make updates appropriately. The system will finalize the transaction by issuing a permanent registration with a plate and decal, collection of payment, and marking the transaction as paid. If there is a lien, the lien is finalized, and lienholder is notified of the title information through the ELT vendor. If the lienholder is not an ELT participant, then the

Appendix 10 - Vehicle Services Revision 1 Page 13 of 50 lienholder is notified directly using other communication channels. If there is no lien on the vehicle an electronic notification of the new title is sent to the customer.

4.3.3 Other New Title Transactions

1. In-State Transfer – In this process, a title is issued to a vehicle for in-state transfer.

2. Out-of-State Move-in – In this process, a title is issued to a vehicle for an out-of-state transfer, that is, the vehicle has an existing out of state title and now the customer is requesting a South Carolina title.

3. Transfer Without Sale – In this process, the vehicle ownership is changed from one (or more) owner(s) to another (one or more) owner(s) without a sale. This type of transfer will include inheritance or gifting.

4. Branded Title – In this process, a new title is issued to a vehicle with a brand. This will include the brands permitted by the South Carolina statute.

5. Imported Vehicle – In this process a new title is issued to an imported vehicle. The system and the SCDMV Employee/Authorized Agent must ensure that an imported vehicle meets US standards and is ready to be titled and registered in the US.

6. Out-of-State title and In-State Customer – In this process a new title is issued to a vehicle with an out-of-state title transfer, that is, the vehicle has an existing out-of-state title, and the customer is a South Carolina resident and requesting a South Carolina title. The vehicle ownership changes from an out-of-state customer to in-state resident.

7. Process New Title with Registration Card – In this process, the title is issued to a vehicle with an out-of-state registration card, if the customer is not able to furnish the out-of-state title during SC titling process. The title will be issued a hold status until the out-of-state title is received at the SCDMV.

4.4 Process Descriptions – Support and Manage Title

The system shall support and manage the title functionality as listed in the below sub-sections.

4.4.1 Issue Duplicate or Replacement Title

In this process, a duplicate or a replacement title document is processed.

The customer may request a duplicate or a replacement title if they have lost or misplaced the title.

4.4.2 Cancel Title

When canceling a title, it dissociates the vehicle owner from the vehicle. The system shall update and record the cancellation of the title.

If the title is canceled, and has a lien, the system shall notify the lienholder that the title on this vehicle is canceled.

A notification is also generated and sent to the vehicle owner that the title is canceled.

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4.4.3 Surrender Title

The system shall mark a title surrendered if a notification is received that the vehicle is titled in an out-of-state jurisdiction.

The notification can come directly from the out of state jurisdiction or through the AAMVA/NMVTIS interface.

4.4.4 Update or Correct Title Record

An update or correction may be required, if the lienholder name has changed, or customer wants to update existing information on the title, including name of the vehicle owner(s). An update or correction may be initiated by the customer, dealer, lienholder, or SCDMV Employee/Authorized Agent.

The system shall send a notification to the lienholder and the vehicle owner of any updates or changes made. The update or correction may result in additional fees being charged to the requesting party.

4.4.5 Place Hold on Title Record

If information on the title record cannot be verified, if there is a pending title from the lienholder or fraud is detected, a hold is placed on the title and will not print any title documents.

Once the investigation is complete or complete paperwork is received, the title hold will be removed, and normal titling process will continue.

4.5 Title Branding

4.5.1 Brand a Title

When a title is branded, the system shall record this information on the vehicle and the brand is added to the vehicle. A new title may be issued with the brand recorded on it.

The brand and change in the vehicle condition is reported to AAMVA/NMVTIS system.

4.6 Abandoned Vehicle

4.6.1 Process Abandoned Vehicles

The system shall allow receipt of abandoned vehicle notifications, which will be forwarded to the appropriate business unit to verify. The notification can be received from law enforcement agencies or customers (via the web portal). The system shall notify the vehicle owner of the abandoned vehicle for them to respond appropriately. A notification is sent to AAMVA/NMVTIS about the abandoned vehicle.

4.7 Employee Benefit Program

4.7.1 Process Vehicles in Employee Benefit Program

The system shall support the management and tracking of vehicles that are titled and registered through the employee benefit program. The system shall provide better visibility for the companies that want to manage their own products.

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The business pays a flat fee for each plate (currently, $900.00 or more per plate), and does not pay any other registration fees. These plates (and vehicles) are not required to provide county property tax receipts.

4.8 Mobile Home

4.8.1 De-Title Mobile Home

When the request to convert a mobile home to real property is received, the system will process this request and change the title on this vehicle title. The system will also verify if the mobile home has a lien and where the mobile home is going to reside. The system will generate and send a notification to the owner of the mobile home and lienholder about the change in the status of this mobile home to real property.

The system will also generate and send a notification to the county office when the status of the mobile home has changed to real property.

4.9 Title Lock

The Title Lock capability is identified as a capability which will be available to the customer if they would like to monitor the title on their vehicle. Customers with vehicles that have high value, or antique value may want to ensure that they get notified if there is any activity such as who accessed their vehicle title, who requested information, etc.

4.9.1 Add Title Lock

In this process, the customer or the vehicle owner requests a title lock to be added to their vehicle title.

To add a title lock on a vehicle, the requesting customer’s information and relevant contact information is verified to receive alerts. The system will also capture the ‘Power of Attorney’ on the individuals who may be authorized to make changes or release the Title Lock.

The customer or the vehicle owner can request periodic, event based or fraud-related alerts.

A fee may be charged for adding, and a periodic fee for monitoring, a lock on the title record, which may be a monthly, quarterly, or yearly fee.

4.9.2 Manage Title Locks

The customer / vehicle owner who added a lock on the title record will request the information on the title lock to be updated. If the customer / vehicle owner has a Power of Attorney on the title lock record, the person identified in the Power of Attorney can request an update on the title lock record, including releasing the title lock.

4.9.3 Generate Title Lock Alerts

The system will generate alerts and / or notifications as per the specifications identified on the Title Lock record. The alert may be generated if the system identifies that the alert generating event has occurred and / or criteria is met. The alert will be generated

Appendix 10 - Vehicle Services Revision 1 Page 16 of 50 to the customer / vehicle owner or person identified on the Power of Attorney. The alert notification will be sent to the customer’s preferred contact method, including e-mail and/or text to the provided phone number, including customer’s account profile.

4.10 System Features

1. The system shall have the capability to generate and send an electronic notification of the title and who is the custodian of the title.

2. The system shall have the capability to generate and send a title transfer token per the AAMVA’s electronic title guidelines.

3. The system shall provide a capability to view electronic title records to the customer, if they have an online profile with the SCDMV.

4. The system shall have the capability to generate a new ownership information relayed back to the EVR vendor system and dealership, if they desire to receive it after title processing is complete in the SCDMV system.

5. A paper title may not be automatically issued to the customer, but a notification of title and ownership information is sent to the customer.

6. The system shall have the capability to turn off the duplicate or replacement title issue process, if not required in future.

7. The system shall provide the capability to add, modify or delete brands as applicable.

8. The system shall have the capability to turn on and off the Title Lock process, if not desired or required in future.

9. The system shall provide the capability to add more business entities into the Employee Benefit Program, as desired by the SCDMV.

10. The system shall keep log of all alerts generated along when the alert was generated, who it was generated for and what event caused the alert to occur.

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5. Registration

5.1 Overview

The registration is typically completed with the titling process. The registration may be done without a title depending on the type of vehicle being registered.

5.1.1 Vehicle Registration and County Property Taxes

1. Vehicle registration will be renewed following the payment of county property taxes.

2. County property taxes are due annually and must be paid at the respective county offices.

3. Registration renewals can be completed at county offices along with property tax payment.

4. The renewal notification process is detailed in the Common Functions appendix under the Renewal section.

5.1.2 Registration Only

The system shall allow vehicles to be registered with or without processing a South Carolina title. If there is an out-of-state title, the system shall have the capability to track ownership using the most recent out-of-state title. If no title exists, the system shall have the capability to track ownership of vehicles using only the registration process.

5.2 Process Descriptions

The system shall support the following registration-related functions.

5.2.1 Process Initial Registration

During initial registration, customers will receive a new license plate or may request to transfer a license plate from an existing vehicle. The SCDMV Employee/Authorized Agent or system must confirm that county property taxes have been paid. If taxes are unpaid, registration cannot proceed. Insurance information must be self-certified and verified through a third-party system.

Upon initial registration, a license plate, decal, and registration document are issued as proof of registration.

5.2.2 Issue Temporary Registration

The system shall issue a temporary registration for a configurable period (currently 45 days) if the license plate is unavailable, or property taxes are pending.

5.2.3 Issue Duplicate or Replacement Registration

If a customer requests a duplicate or replacement plate or decal due to loss, theft, or damage, the system shall issue a new item with the same expiration as the original. If less than 90 days remain on the original registration, the system shall verify if property taxes are paid to renew. Duplicate plates may not have the same number combination

Appendix 10 - Vehicle Services Revision 1 Page 18 of 50 as the original, except for personalized plates, which will be reproduced and shipped from a central location.

5.2.4 Update or Correct Registration

Updates or corrections to active registrations can be initiated by the customer or an SCDMV Employee/Authorized Agent. Updates may include name or address changes, incorrect VINs, or plate number errors.

5.2.5 Renew Registration

The renewal process includes payment of applicable registration fees, issuance of new decals, and a new plate if it’s a replating year. The system verifies payment of county property taxes; if unpaid, the customer is prompted to pay before renewing. Insurance information is verified through a third-party system. Renewals can be completed at a county office, via the SCDMV website, or at an SCDMV Self Service Terminal. The website may offer online tax payment options if the county supports it.

5.2.6 Process License Plate Return

Once a plate is marked as returned, the system notifies the insurance verification system, confirming that the vehicle no longer requires insurance.

5.2.7 Suspend Vehicle Registration

Registration may be suspended for non-compliance. The system generates a notification to the vehicle owner with the suspension date and instructions to resolve the issue. While suspended, no other registration transactions can be performed on the vehicle.

5.2.8 Reinstate Vehicle Registration

Registration is reinstated once the vehicle owner meets compliance requirements. If registration is not expired, it is reactivated; if expired, the owner is notified to renew.

5.3 Specialty and Personalized Plate

5.3.1 Registration – Specialty Plate

Specialty plate registrations may incur additional fees and require supporting documentation. Plates may be issued over the counter, if available, or shipped from a central location.

5.3.2 Registration – Personalized Plate

Personalized plate registrations may require system verification against an offensive words list. Customers can request personalized plates at any SCDMV office or online, with the option to provide multiple plate choices. If the requested plate is already issued, an alternative must be selected. Approved personalized plates are manufactured and shipped from a central location.

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5.4 Registration for Vehicle Serial Number

Some vehicles do not have VINs assigned to them, only a Serial Number. The system shall process registrations for these vehicles and issue them appropriate products, such as a decal. The system shall track such vehicles and notate these are vehicles with serial numbers.

5.5 System Features

1. When transferring a plate to a newly titled vehicle, the system shall issue a new registration document with the same plate number, which may be a regular, specialty, or personalized plate.

2. The system shall be configurable to adjust registration periods as needed for different vehicle types and classifications.

3. The system shall support the issuance of a temporary registration if a plate is unavailable at the time of registration.

4. The system shall support multiple temporary registration periods, configurable as needed.

5. The system shall allow issuing additional temporary registrations if the current one expires before the permanent registration can be provided.

6. The system shall support multiple channels for initial registration, requesting duplicate or replacement registrations, requesting updates or corrections to vehicle registrations and for registration renewals and property tax payments.

7. The system shall prevent further registration transactions if the vehicle registration is suspended.

8. The system shall block vehicle registration transactions if hard stops are present on the customer’s account or vehicle.

9. The system shall track all license plate returns, ensuring these plates are ineligible for reissuance. Some specialty and personalized plates may be exceptions to this rule.

10. Some vehicles may only be registered using the process defined in ‘Process Initial Registration’ but may not be issued a title.

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6. Lien Management

6.1 Overview

The system will manage lienholders and liens. Liens will be processed electronically via an Electronic Lien and Title (ELT) vendor, with support for paper-based liens and the option to mail or email lien information.

The system will enable lienholders to electronically submit and release lien information via the ELT vendor interface. Some lienholders may have an out-of-country address as their primary contact.

6.2 Process Descriptions – Lien

6.2.1 Add New Lien

The system will allow a new lien to be added to a vehicle’s ownership and title record, linking it to the vehicle owner.

The system will notify all lienholders and vehicle owners electronically when a new lien is added, and the title is being held electronically.

The lien priority will be determined by the date the lien was added or other criteria defined by the SCDMV.

6.2.2 Release a Lien

The system will allow a lien to be released upon receiving a lien release notification from the lienholder. Once a lien is released, the priority order of any remaining liens will be updated as needed, and notifications will be sent to affected lienholders.

If the released lien is the last lien on the vehicle, the system will generate an electronic title without a lien. The vehicle owner will receive a notification with an option to print the title.

6.2.3 Update a Lien

The system will allow updates to existing liens. Lien updates can be initiated by the vehicle owner, lienholder, or dealer (if the transaction is dealer-initiated) and may also be made by the SCDMV employee if corrections are required after document review.

Updates may include correcting or changing the lienholder name, customer details, or lien date.

When a lien is updated, notifications will be sent to the lienholder and the vehicle owner as appropriate.

6.2.4 Process Automated Lien Release

The system will automatically release a lien after a specified period (currently 12 years) if no release notification is received from the lienholder. The system will notify SCDMV Employee/Authorized Agent of liens approaching the 12-year mark. If no further action is taken, the lien will be automatically released, and the System will generate a notification to SCDMV Employee/Authorized Agent listing the liens that have been

Appendix 10 - Vehicle Services Revision 1 Page 21 of 50 released. A lien can be extended for a configurable time period at the lienholder’s request.

6.3 Process Description – Lienholder

6.3.1 Create a Lienholder

The system will allow the creation of a new lienholder record with a unique lienholder identification number. The lienholder’s contact information and, optionally, the ELT provider for electronic notifications must be provided. Each lienholder will be assigned a unique identifier and will be able to view all vehicles on which they have an active lien.

If the lienholder is new to South Carolina, a notification will be sent inviting them to join the ELT program if they are not already enrolled.

6.3.2 Update or Correct Lienholder Information

The system will allow updates to existing lienholder information. Updates may be initiated by the lienholder, requested by the SCDMV, or made by SCDMV Employee/Authorized Agent if errors are found. Changes may include updating the lienholder’s name, contact information, address, or ELT provider.

If there is a change in the lienholder information, it will be updated on all vehicles with active liens from that lienholder. The system will retain both the previous and updated lienholder names for reference, and users will be able to search liens by either name.

Lienholders will also be able to release liens using either the old or new name.

6.4 System Features

1. Electronic Notifications – All lien notifications will be sent electronically to the ELT vendor. For non-participants, paper notifications will be generated.

2. Configurable Lien Expiration – The system will allow configurable default lien expiration periods and extension options.

3. Automated Lien Release Processing – Lien release information received through the

ELT vendor will automatically update lien records without SCDMV Employee/Authorized Agent involvement, generating notifications for all relevant parties.

4. Optional Vehicle Owner Notifications – The system will have a configurable option to notify vehicle owners of changes to lienholder information.

5. Display of Updated Lienholder Information – Customers accessing their online profile will be able to view both current and previous lienholder information for their vehicle.

6. Change Tracking and Alerts – The system will track changes to lienholder information and generate alerts to authorized SCDMV employee if frequent changes are detected within a specified time period.

7. Verification of Out-of-State Lienholders – The system will verify out-of-state lienholders before vehicle title transfer if the vehicle is titled in another jurisdiction.

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8. Configurable Entity Types for Liens – The system will allow configuration of eligible entities permitted to add a lien to a vehicle.

9. Configurable Lien Limits – The system will support multiple liens per vehicle ownership and title record, with flexibility to adjust this limit if needed.

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7. Placard Management

7.1 Overview

The system shall support all functions related to Disability and Hearing-Impaired Placards, incorporating handling for all disability requirements. Upon notification of the customer's death, placards must be marked as invalid. Facilities that transport disabled passengers may also request plates or placards for their vehicles.

The system shall support online renewals and requests for placards and facilitate the electronic submission of information from physicians. Disability placards can be issued as temporary or permanent based on the type of disability as indicated by the physician.

All placards are issued with a photo of the customer from the SCDMV records, one taken at an SCDMV branch office, or one provided by the customer. Placards are issued from a central location.

7.1.1 Disability and Hearing-Impaired Placards

Disability and hearing-impaired placards are issued to individual customers and are not linked to specific vehicles. The number of placards issued per individual is subject to SCDMV business rules.

7.1.2 Disability and Hearing-Impaired Placard Requirements

To be eligible for disability plates or placards, a customer must submit certification from an authorized medical provider. The system shall record disability information as part of the customer’s profile. Individuals may be able to renew a placard through the SCDMV Portal.

7.2 Process Descriptions

7.2.1 Issue Disability Placard to Individual – Temporary

A temporary disability placard, valid for 4 months to 1 year, is issued to an individual customer and is non-renewable. The customer must provide medical certification.

7.2.2 Issue Disability Placard to Individual – Permanent

A permanent disability placard, valid for 4 years and renewable, is issued to an individual customer. Medical certification is required.

7.2.3 Issue Disability Placard to Business – Permanent

A permanent disability placard, valid for 4 years and renewable, may be issued to a business that transports disabled individuals. The business must provide appropriate documentation to demonstrate eligibility. Businesses may receive multiple placards, one per vehicle used to transport disabled passengers. Business may be required to submit a list of vehicles used for transport.

7.2.4 Renew Placard for Individual

In this process, an individual’s disability or hearing-impaired placard is renewed.

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7.2.5 Issue Hearing Impaired Placard to Individual – Permanent A permanent hearing-impaired placard, valid for 4 years and renewable, may be issued to an individual. Certification of hearing impairment from a physician or audiologist is required.

7.2.6 Issue Replacement Placard

A replacement placard may be issued if an existing disability or hearing-impaired placard is reported as lost, stolen, or damaged. The original placard must not be expired; if expired, a new placard request is necessary.

7.2.7 Update or Correct Placard Information

This process allows updates or corrections to placard information. The customer or SCDMV Employee/Authorized Agent may initiate updates or corrections based on errors or changes to the customer’s information, such as a name change, address, or contact details. The existing placard must not be expired; if it is, the customer must request a new placard.

7.3 System Features

1. The system shall track all disability placards issued to individual and business customers.

2. The system shall alert a SCDMV Employee/Authorized Agent if a customer requests more than a specified number of temporary disability placards within a certain timeframe.

3. Before issuing a new placard, the system shall verify whether a specific type of placard has already been issued to the individual or at the specified address.

4. The number of disability placards issued to a business shall not exceed the number of vehicles registered to the business.

5. The process for renewing placards for business customers shall be the same as for issuing new placards to businesses.

6. A business customer may request a replacement placard if one is lost, stolen, or damaged. A business customer may request a change or correction to a placard if there are updates to their information, such as a name change, merger, address, or contact details.

7. The system shall monitor for potential fraudulent placard use, such as multiple placards issued to a single residential location, customers requesting both temporary and permanent placards simultaneously, or other scenarios as defined in the system.

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8. International Registration Plan (IRP)

8.1 Overview

The system shall support the creation and maintenance of IRP accounts for motor carrier customers, in accordance with the International Registration Plan guidelines.

The registration and inventory issued to vehicles registered in the IRP program will be handled separately as per the regulations provided by the IRP Inc.

The customer may be eligible to be enrolled into IRP program and issued an IRP registration if they meet the…