Motor Dealer’s Guide
to
Vehicle Registration
45071197 July 2011
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Table of Contents
About this guide ..............................................................................................................................................................5
Who should read it?............................................................................................................................... 5
What does it contain?............................................................................................................................ 5
Need more information? ...................................................................................................................... 6
1. How the RTA works with motor dealers.............................................................................................................7
1.1 Acting as a representative of the customer...................................................................... 7
1.2 The authorisation of dealer staff .................................................................................................. 7
1.2.1 POI for individuals.................................................................................................................................. 8
1.2.2 POI for corporations............................................................................................................................. 8
1.3 Dealer Agreement ......................................................................................................................... 13
1. 3.1 The Dealer Vehicle Registration Scheme (DVRS) ....................................................................... 13
1.4 Number Plates................................................................................................................................ 13
1.4.1 Collecting number plates from your controlling Registry........................................................... 13
1.4.2 Ordering and receiving plates through the DNPS ........................................................................ 14
1.4.3 Storage of Plates................................................................................................................................... 14
1.4.4 Issuing Plates ......................................................................................................................................... 14
1.4.5 Return of unallocated number plates............................................................................................... 15
1.4.6 Return of number plates removed from vehicles when registration cancelled, or replaced
with new plates............................................................................................................................................... 15
1.5 Certificates of registration and registration labels................................................................. 15
1.6 Proof of registration entitlement ............................................................................................... 15
1.7 Protection of personal information........................................................................................... 15
1.8 Submitting registration applications and payments................................................................ 15
1.9 Using trader’s plates...................................................................................................................... 16
2. Procedures.................................................................................................................................................................17
2.1 Establishing a registration............................................................................................................. 17
2.1.1 Registering a new vehicle for a person............................................................................................ 17
2.1.2 Registering a new vehicle for a company........................................................................................ 20
2.1.3 Registering a vehicle under the Long Term Registration Scheme ............................................. 23
2.1.4 Registering a demonstrator vehicle.................................................................................................. 24
2.1.5 Registering consuls' vehicles .............................................................................................................. 25
2.1.6 Registering a second-hand unregistered vehicle for a customer ............................................... 26
2.1.7 Registering a second-hand unregistered vehicle for a motor dealer ........................................ 28
2.1.8 'In and out' registrations ..................................................................................................................... 30
2.2 Transferring a registration........................................................................................................... 32
2.2.1Transferring a registered vehicle to the name of a customer ..................................................... 32
2.2.2 Transferring a registered vehicle to your name ............................................................................ 34
2.2.3 Transferring a vehicle with Long Term Registration (LTR) ........................................................ 35
2.2.4 Disposing of a vehicle.......................................................................................................................... 35
2.3 Renewing a registration................................................................................................................ 36
2.3.1 Transferring and renewing a registration at the same time........................................................ 37
2.5 Tutorial - Establishing a registration for a new vehicle......................................................... 38
2.6 Exchanging Number Plates .......................................................................................................... 39
3. Dealer Number Plate System (DNPS).................................................................................................................40
3.1 Dealer Number Plate System (DNPS) Overview .................................................................. 40
3.1.1 Authorisation to use the System....................................................................................... 40
3.1.2 Authorisation to receive delivered plates ............................................................................ 40
3.1.3 Logging In...................................................................................................................................... 41
3.1.4 Changing your password .......................................................................................................... 43
3.1.5 Recovering your password....................................................................................................... 45
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3.1.6 Logging out................................................................................................................................... 47
3.1.7 Support for the System ............................................................................................................. 47
3.2 Number Plate Procedures using the DNPS system .............................................................. 48
3.2.1 Ordering Plates.......................................................................................................................... 49
3.2.2 Receiving Order Confirmation................................................................................................ 54
3.2.3 Enquiries on Order Status........................................................................................................ 55
3.2.4 Receiving the Dispatch Notification....................................................................................... 58
3.2.5 Receipting Orders ...................................................................................................................... 59
3.2.6 Reporting Variances................................................................................................................... 61
3.2.7 Enquires & Reports .................................................................................................................... 63
Appendix A – Vehicle colour and shape codes ......................................................................................................66
Vehicle colour codes ........................................................................................................................... 66
Vehicle shape codes ............................................................................................................................. 66
Appendix B – Usage categories and codes..............................................................................................................68
Outline of usage categories and codes............................................................................................ 68
Registration concessions and exemptions (by usage code)........................................................ 69
Usage descriptions (by usage code) ................................................................................................. 70
AIRP – Airport Vehicle ................................................................................................................................. 70
AMBG – Ambulance (Government-owned) ............................................................................................ 70
AMBU – Ambulance (non-Government) .................................................................................................. 70
BUSG – Business General ............................................................................................................................ 71
CBUS – Charter bus ..................................................................................................................................... 71
CEMP – Consular employees/trade missions .......................................................................................... 71
CHAR – Charity groups ............................................................................................................................... 71
CIVL – Civil defence...................................................................................................................................... 72
DEMN – Demonstration vehicles .............................................................................................................. 72
FIBS – Federal interstate bus ....................................................................................................................... 73
FIPP – Federal interstate primary producer............................................................................................. 73
FIRE – Fire fighting vehicle (not NSW Fire Brigade) .............................................................................. 73
FIRS – Federal interstate trade, other ....................................................................................................... 73
HAND – Transport for people with a disability ..................................................................................... 74
HICR – Hire car ............................................................................................................................................. 74
LIBY – Mobile library..................................................................................................................................... 74
MCRA – Mobile crane .................................................................................................................................. 74
MINE – Mine rescue...................................................................................................................................... 75
MRCH – Mourning coach ............................................................................................................................ 75
NSFB – Fire and rescue, NSW Fire Brigade............................................................................................. 75
OMNI – State Transit Authority bus......................................................................................................... 75
PAST – Rural Lands Protection Board ...................................................................................................... 76
PBUS – Public vehicle, not for hire ............................................................................................................ 76
PLNT – Plant................................................................................................................................................... 76
PNIC – Pensioner, incapacitated ex-serviceperson................................................................................ 77
PNSR - Pensioner........................................................................................................................................... 77
POLC – Police Youth Club.......................................................................................................................... 77
PPG – Primary producer .............................................................................................................................. 78
PPGN – Primary producer seasonal, national charges........................................................................... 78
PRIV – Private use.......................................................................................................................................... 78
RBUS – Bus for hire ...................................................................................................................................... 78
RDWK – Road works................................................................................................................................... 79
RDWN – Road works, national charges................................................................................................... 79
RENV – Rental vehicle .................................................................................................................................. 80
SALE – Re-sale by dealer.............................................................................................................................. 80
SBTX – Stand-by taxi .................................................................................................................................... 80
SCHL – School student driver education ................................................................................................. 80
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SES – State Emergency Services.................................................................................................................. 81
SURF – Surf Lifesaving Club......................................................................................................................... 81
TAXI - Taxi ..................................................................................................................................................... 81
TOW – Tow truck with crane and hook ................................................................................................. 81
TOWT – Tow truck without a crane and hook..................................................................................... 82
Appendix C – Forms....................................................................................................................................................83
Appendix D - Glossary ................................................................................................................................................84
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About this guide
Who should read it?
This guide is for NSW motor dealers who register vehicles for their customers. It is written
for anyone who is involved in preparing a vehicle for registration, including sales staff, clerical
staff and technical staff that inspect and certify vehicles.
What does it contain?
The guide contains everything you need to know to register a vehicle. It consists of two
chapters and three appendices:
Chapter 1 - How the RTA works with motor dealers
This chapter explains:
How a customer may authorise you to register a vehicle for them.
The authorisation of dealer staff to verify and photocopy customer Proof of Identity (POI)
documents and to certify the roadworthiness of vehicles on behalf of the RTA.
Dealer Agreement refers to the Dealer Vehicle Registration Scheme (DVRS) Agreement
Proof of registration entitlement
Requirements to protect personal information.
Chapter 2 - Procedures
This chapter contains step-by-step instructions explaining how to establish, transfer and renew
vehicle registrations. Each procedure consists of three sections:
A checklist that shows all the documents that must be provided.
The procedure itself.
A checklist that shows the documents you must take to the registry.
Chapter 3 – Dealer Number Plate System (DNPS)
This chapter contains step-by-step instructions explaining how to order, receive plates, and
return plates using the DNPS.
Appendix A - Vehicle shape and colour codes
This appendix contains lists of vehicle shape and colour codes that you will need to use when
filling out RTA forms.
Appendix B – Usage codes
This appendix contains lists of usage codes and registration concessions that apply to each
code.
Appendix C - Forms
This appendix contains a list of RTA forms.
Appendix D - Glossary
This appendix contains a glossary of terms used within this guide.
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Need more information?
If you have a question about vehicle registration that this guide does not answer, contact your
local registry manager.
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1. How the RTA works with motor dealers
To register a new motor vehicle for a customer:
You must be authorised to act as the customer’s representative if you do not have an
Dealer Agreement with the RTA, and
Your staff must be authorised by the RTA to:
o Check customer proof of identity (POI), and
o Certify the roadworthiness of new vehicles, if you have an Dealer Agreement
with the RTA.
1.1 Acting as a representative of the customer
Motor Dealers/Organisations that have a current Dealer Agreement are not required to
complete the Representative’s Authority for all transactions.
Motor Dealers/Organisations that do not have an Dealer Agreement must have a
Representative’s Authority for transactions where the dealer/organisation acts as the
customer’s representative.
In some instances a leasing company or fleet manager will arrange for the purchase and
registration of a vehicle on behalf of a customer. In these instances a purchase order will be
supplied by the leasing company or fleet manager to authorise you to register the vehicle in
the name of the lessee or customer. The purchase order must identify the leasing or fleet
management company, the dealer’s name, the make and model of vehicle to be supplied, the
number of vehicles to be supplied and the name and address of the registered operator. The
purchase order must be dated.
1.2 The authorisation of dealer staff
Each member of your staff who will be checking customer POI, certifying the roadworthiness
of vehicles, ordering number plates using the Dealer Number Plate System (DNPS) and
receiving number plates at a registry or using the DNPS must be authorised by the RTA. To
obtain authorisation you must complete a Dealer Services Officer Authorisation form for each
staff member that will be performing these functions and submit it to the local Registry
Services Manager for approval. The form requires the full name, address, driver licence
number and signature of each staff member who will be authorised. Your staff must attend the
motor registry, with a completed Dealer Services Officer Authorisation form and their POI
documents. Additional authorisation by the RTA is required for staff who will access the
Dealer Online or DNPS.
If you change staff you must notify the registry promptly. Authorised dealer staff are not
required to prove their identity each time they attend a motor registry to conduct business on
behalf of the dealer.
Staff who are not authorised by the RTA must not check customer POI documents on behalf
of the RTA, certify vehicles or order or receive number plates at a registry or using the DNPS
System and must prove their identity each time they attend a motor registry.
If authorised staff fail to meet their responsibilities under the scheme, their authorisation to
check POI. certify vehicles, order or receive number plates will be revoked.
Dealer staff must not check POI or certify a vehicle to be registered in their name.
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1.2.1 POI for individuals
Authorised dealer staff must sight original POI documents when registering a vehicle for a
person. Only the POI documents listed on the RTA website
(http://www.rta.nsw.gov.au/licensing/proofidentity/proof_list12.html) can be accepted.
Photocopies and faxed documents must not be accepted.
Dealers are not required to provide photocopies of the following POI documents when
registering a vehicle for a person:
• a NSW photo licence that is current or expired within the last two years,
• a NSW Photo card that is current or expired within the last two years,
• any List 2 document
(http://www.rta.nsw.gov.au/licensing/proofidentity/proof_list12.html)
Dealers must provide photocopies of all other POI documents.
If a vehicle is to be registered in the name of a person who has not previously done business
with the RTA, they must attend a motor registry, present their POI documents and be issued
with an RTA customer number.
1.2.2 POI for corporations
A corporation is a company established by law and registered by the Australian Securities &
Investment Commission (ASIC), or a corporate body established by an Act of Parliament, or
an incorporated association registered with the Office of Fair Trading.
When registering a vehicle in the name of a corporation, copies of original POI documents
may be accepted.
If a vehicle is being registered in the name of a company that is not already established on the
RTA’s computer system, a company representative must attend the registry in person and
provide the company’s POI documents. If the representative is not a Director or an
authorised delegate of the company, a letter of authorisation must be provided on letterhead
that is signed by a Director or an authorised delegate of the company.
In the case of an incorporated association, the Public Officer must either attend the registry or
authorise a representative to attend.
The table below outlines POI requirements for different corporations.
Evidence for
establishing or
Type of corporation Name of the Issued by
transferring
Act
registration
Companies: Certificate of Corporations Australian
company limited by Registration of a Law 1990 Securities
guarantee Company, with Investment
ACN, or Commission
public company (ASIC)
a current Extract of
the Company, with
proprietary limited
ACN, or
company
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Evidence for
establishing or
Type of corporation Name of the Issued by
transferring
Act
registration
Certificate of
Registration on
Change of Name
with ACN, or
Certificate of
Registration of a
Foreign Company,
with ARBN, or
a printed extract
from the ASIC
website
Government Letter on agency Name of the Act, To be
authorities: letterhead authorising if incorporated supplied by
agencies and departments the registration of the under legislation Government
vehicle and quoting the authority
local governments
Act under which the
cemeteries, parks, public agency is established
hospitals, universities
Statefleet Only Statefleet order To be
form required. supplied by
StateFleet
Church/Religious Certificate of Corporations ASIC
Organisations Incorporation Law 1990
(May be incorporated as a
company by ASIC,
incorporated under
legislation or Letter on letterhead Name of the Act To be
authorising registration supplied by
under the NSW of vehicle and quoting religious
Associations Incorporation Act under which organisation
Act) organisation is
established
Certificate of NSW Office of Fair
Incorporation of Associations Trading
Association Incorporation
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Evidence for
establishing or
Type of corporation Name of the Issued by
transferring
Act
registration
Act 1984
Sporting clubs, non- Certificate of NSW Office of Fair
profit organisations Incorporation of Associations Trading
Association Incorporation
Act 1984
Co-operative societies Certificate of Co-Operatives Office of Fair
Incorporation Act 1992 Trading
Solicitors Certificate of Legal Profession Office of Fair
Incorporation of Act, 2004 Trading
Solicitor Corporation
Trusts Certificate of Corporations ASIC
(incorporated as a Registration, Law 1990
company) with ACN, or
A current Extract of
company limited by the Company, with
guarantee ACN, or
public company Certificate of
proprietary limited Registration on
company Change of Name
with ACN, or
Certificate of
Registration of a
Foreign Company,
with ARBN, or
a printed extract
from the ASIC
website.
Trusts Letter on letterhead Name of the Act To be
(incorporated by an Act of authorising registration supplied by
Parliament) of the vehicle and the Trust
quoting the Act under
which established
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Evidence for
establishing or
Type of corporation Name of the Issued by
transferring
Act
registration
Trusts (unincorporated) Not applicable, as it is
not a legal entity for
registration purposes.
Must register in the
name of an actual
person or a corporation.
Organisations Letter on letterhead Name of the Act, To be
established by an Act of authorising registration if incorporated supplied by
Parliament of the vehicle and under legislation organisation
quoting the Act under
Australian Mutual which established
Provident Society
(AMP)
Australian Gas
Light Company
(AGL)
any organisation
formed to provide
recreation or
amusement, or
promoting
commerce,
industry, art,
science, religion,
charity or other
subjects useful to
community needs
and registered
under the
Companies Act (eg
Leagues, Golf or
Bowling clubs.
Police Boys, Scouts
and other service
groups)
Commonwealth
Government Official document from Name of the Act. To be
LeasePlan authorising a supplied by
LeasePlan Australia trading nominated motor dealer LeasePlan
to register a vehicle on Australia
behalf of LeasePlan trading as
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Evidence for
establishing or
Type of corporation Name of the Issued by
transferring
Act
registration
as DasFleet Australia trading as DasFleet
Dasfleet
OR
Official document from
Dealer with an agreement LeasePlan naming the
acting on their behalf Commonwealth
Government agency that
will be the lessee of the
vehicle.
Official declaration from
LeasePlan that the lease
agreement with the
Commonwealth
Government Agency
covers a period of not
less than three months
Note:the information
above may be provided
in a single document (eg
a LeasePlan Order
Form)
A copy of an extract
from ASIC showing
LeasePlan Australia's can
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1.3 Dealer Agreement
A term ‘Dealer Agreement’ in this guide refers to a binding agreement between the RTA and
approved organisations under the Dealer Vehicle Registration Scheme (DVRS).
1. 3.1 The Dealer Vehicle Registration Scheme (DVRS)
The Roads & Traffic Authority of New South Wales (the RTA) has established a scheme
known has the Dealer Vehicle Registration Scheme (DVRS). Under that scheme Dealers
licensed under the Motor Dealers Act 1974 (NSW), and other entities engaged in the sale,
distribution and management of:
a) New Vehicles, are authorised to inspect, certify and register new vehicles;
b) Second-Hand Vehicles, are authorised to register Second-Hand Vehicles (provided a
current Inspection Report in relation to the Second-Hand Vehicle has been obtained);
and
c) either or both of New Vehicles and Second-Hand Vehicles, are authorised to:
1) transfer and renew registration of vehicles;
2) advise the disposal of vehicles;
3) order number plates as an agent of the RTA using the Dealer Number Plate
System (DNPS) in accordance with the Business Rules and Motor Dealer’s
Guide to Vehicle Registrati006Fn;
4) use the DOL System in accordance with the Business Rules and Dealer Online
User Manual; and
5) perform such other registration functions as the RTA may notify from time to
time.
Dealers must have a signed Dealer Agreement with the RTA to provide the service. The
dealer may then issue number-plates and a registration label so that the vehicle can be driven
away on the day it is purchased.
1.4 Number Plates
If you have an Dealer Agreement with the RTA, number plates are to be:
• ordered and picked up from your registry nominated as the controlling registry in your
Dealer Agreement and/or
• ordered, delivered and received through the DNPS - only available for standard
content special number plates (SNPs), and to dealers with an agreement only.
1.4.1 Collecting number plates from your controlling Registry
Number plates can be collected from the registry nominated as the controlling registry in your
Dealer Agreement.
General Issue plates: You will be given one or more boxes of plates, depending on the volume
of registrations you usually process. You will also be given a Dealer Plate Schedule for each
box of plates.
SNPs:
Standard Content - You will be given one or more boxes of plates, depending on the
volume of registrations you usually process. You will also be given a Dealer Plate Schedule
for each box of plates.
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Personalised and Personalised Plus content must be transacted through the registry.
Dealers are not authorised to order or collect these plates on behalf of customers under
their Dealer Agreement. Dealers must obtain authorisation to act as a representative of
the customer by completing the representative’s authority on the RTA’s Number Plates
and/or Cancellation of Registration form (Form 1038).
The number plates issued to you are recorded and your staff will be asked to sign confirming
that they have received the number plates. Only authorised dealer staff are permitted to
collect a box of general issue number plates from their controlling Registry.
1.4.2 Ordering and receiving plates through the DNPS
Dealers who are authorised to use the DNPS can order standard content SNPs for direct
delivery to your dealership premises.
All users of the system need to complete their own DNPS authorisation form and have them
approved by their controlling registry before they can gain access to the system.
The number plates issued to you are recorded and your staff will be asked to sign confirming
receipt of the plate and receive these plates online in the DNPS. Only DNPS authorised dealer
staff that have been granted access to the DNPS system may place orders for direct delivery.
Only DNPS authorised dealer staff, are permitted to receive directly delivered number plates.
The Dealer is responsible under their Dealer Agreement for ensuring that all number plates
received are the plates which were ordered, and are in acceptable condition to be displayed
on a registered vehicle.
See section 3 for procedures for ordering and receiving number plates using the DNPS.
1.4.3 Storage of Plates
Number plates must be stored in an area that is locked and secure and is only accessed by
Authorised Services Officers, that is staff who have completed a Dealer Services Officer
Authorisation form and been authorised by the RTA. You must notify your controlling registry
if number plates are lost or stolen.
1.4.4 Issuing Plates
Whenever you issue a set of number plates to a vehicle you must record all details on the
Dealer Plate Schedule. The Dealer Plate Schedule must be returned to your controlling motor
registry when completed.
Organisations approved to participate in a dealer agreement are able to issue number plates
and registration labels to new vehicles. The vehicle can then be driven away on the day it is
purchased.
Organisations approved to participate in dealer agreement are able to issue number plates and
registration labels to second-hand vehicles provided the vehicle is registered through Dealer
Online (DOL) and is registered in the motor dealer's name only.
Number plates for second-hand vehicles registered for a customer or not registered through
Dealer Online must be issued by a motor registry only.
You must advise customers if the number plate allocated to the vehicle incurs an annual fee,
Under your dealer agreement you must also ensure the customer receives a copy of the
Special Number Plate - Terms and Conditions, available online at myplates.com.au when you
issue the plates.
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1.4.5 Return of unallocated number plates
Any plate not issued within three months of collection from a registry or date of delivery must
be returned to your controlling motor registry.
1.4.6 Return of number plates removed from vehicles when registration cancelled,
or replaced with new plates
All plates that are removed during the process of cancelling registration or other scenarios
must be returned to any motor registry.
1.5 Certificates of registration and registration labels
Certificates of registration and registration labels must be stored in an area that is locked and
secure. You must notify your controlling registry if number plates are lost or stolen.
1.6 Proof of registration entitlement
To register a second-hand vehicle in a customer’s name or transfer registration to a customer,
documents must be provided to prove how that vehicle came into the customer’s possession
or control. These documents are called proof of registration entitlement. Motor dealers
must supply a copy of the Motor Dealer’s Notice Form 3, 4, 5, 6 or 8 when registering a
vehicle in the name of a customer.
Motor dealers are not required to provide proof of registration entitlement when registering
a new vehicle, registering a second-hand vehicle in the dealer’s name or transferring
registration into the dealer’s name.
1.7 Protection of personal information
You must ensure that all personal information relating to the registration of motor vehicles is
collected, accessed, used, disclosed and disposed of in accordance with the NSW Privacy and
Personal Information Protection (Privacy) Act 1998 and the Privacy Act 1988.
Registration certificates contain personal information that must be protected. They must be
stored securely in an area that is locked and only accessed by authorised staff. They must not
be copied or retained in any format. In all cases Registration certificates must be promptly
delivered to the registered operator and not kept at the dealer premises any longer than
necessary.
Registration certificates that are not required such as duplicate certificates or those with
printing errors must be disposed of appropriately and protected from unauthorised access, use
or disclosure. Appropriate disposal methods include shredding the documents or returning
them to the RTA for disposal. The documents must not be disposed of as normal wastepaper.
Dealer Online or DNPS users must also ensure that copies of DOL or DNPS printouts that
contain personal information are protected. They must be stored securely in an area that is
locked and only accessed by authorised staff. These printouts must also be disposed of
appropriately and protected from unauthorised access, use or disclosure as described above.
1.8 Submitting registration applications and payments
To make your job easier:
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Check that the forms are filled in correctly and that you have supplied all the required
documents.
Keep a credit in your account with the RTA so that if required registry staff can use these
funds, with your approval, to cover unforeseen charges such as additional motor vehicle
tax when transferring a registration from a pensioner.
You may pay your registration transactions using a credit card. You must provide a
completed and signed credit card authorisation slip. RTA accepts credit cards from
American Express, Diners Club International, Mastercard and Visa.
1.9 Using trader’s plates
Trader’s plates are issued to dealers for use on unregistered vehicles for demonstration
purposes, or to move vehicles to another dealership or vehicle fitter without having to register
them.
To apply for a set of trader’s plates, contact your Registry Services Manager. Trader’s plates
are renewed on 31 December every year.
When you use your trader’s plate you must record the details of the journey using a copy of
the Trader's Plate Record of Use.
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2. Procedures
This chapter contains step-by-step instructions explaining how to establish, transfer and renew
vehicle. The procedures are written in a style which features the roles of salesperson, vehicle
inspector and registration clerk. In your dealership, the roles may have different names or
may be done by different people, but the procedure will be much the same. The checklists for
these procedures list all the documents the RTA requires for each transaction.
2.1 Establishing a registration
You will need to establish registration when you register a:
New vehicle.
Vehicle with cancelled registration.
Vehicle currently or previously registered interstate.
2.1.1 Registering a new vehicle for a person
A vehicle may only be registered in the name of a single person. A vehicle cannot be
registered in joint names.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
Before you start
To have a new vehicle registered in a person’s name, the following documents must be
provided:
A completed and signed Application for Registration form.
Photocopies of the customer’s proof of identity (POI) documents, if required.
Proof of entitlement to register the vehicle (not required if the vehicle is registered by a
motor dealer).
Purchase order, if supplied, or letter of authorisation, if required.
A current inspection report from an Authorised Unregistered Vehicle Inspection Station
(Note that this is not required for new vehicles registered by dealers with an Agreement
unless there is no RTA issued Road Vehicle Descriptor for the vehicle in which case a blue
slip and weighbridge ticket must be provided).
A valid green slip that matches the proposed registration period.
Evidence of eligibility for a concession, if required e.g. a Pensioner Concession Card.
A Description of Heavy Vehicle form and weighbridge ticket if the vehicle is a heavy
vehicle.
Payment.
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Process steps
To register a vehicle in a person’s name:
This person Must do this
Salesperson 1. Ask the customer to fill in and sign the Application for
Registration form.
(authorised by the RTA to check POI)
2. If you do not have an Dealer Agreement with the RTA
and you register the vehicle for the customer, the
customer must sign the Representative’s Authority,
provide a letter authorising you to act as their
representative or supply a purchase order.
3. Check the customer’s POI and evidence of eligibility for a
concession (if required). Photocopy the documents.
Vehicle inspector 1. Check the vehicle identifiers.
(authorised by the RTA to inspect and 2. Check that the vehicle is roadworthy and meets the
certify vehicles) requirements of the Road Transport (Vehicle Registration)
Act 1997 and Regulation 2007.
3. Certify the Application for Registration form.
4. If you do not have an Dealer Agreement with the RTA
you must provide an inspection report from an
Authorised Unregistered Vehicle Inspection Station (blue
slip).
Registration clerk 1. Complete the vehicle identification and specification
details from the Road Vehicle Descriptor sheet for that
vehicle. Ensure that the application form is completed.
Note: Light caravans / camper trailers (shape code – CVT)
with an Aggregate Trailer Mass up to and including 4.5
tonnes may record on the Application for Registration a
tare mass up to 5% greater than the certified tare mass.
Any other variances less than or greater than 5% of the
certified tare mass will require an unregistered vehicle
safety inspection report (blue slip) issued by an RTA
Authorised Unregistered Vehicle Inspection Station and
weighbridge ticket.
2. Calculate the registration charges for the vehicle.
3. Check that the period of the green slip matches the
period of the registration. If they don’t match, the RTA
can’t accept the green slip.
4. Attach the inspection report (if required), green slip,
photocopies of POI (if required), evidence of eligibility for
a concession (if required), purchase order or letter of
authorisation (if supplied) and Description of Heavy
Vehicle form and weighbridge ticket (if required) inside
the Application for Registration form with a paper clip
(not staples).
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Vehicle inspector 1. If you have an Dealer Agreement, put the plates and the
registration label onto the vehicle and record the plate
(authorised by the RTA to inspect and
and registered operator details on the Dealer Plate
certify vehicles)
Schedule.
Registration clerk 1. Take the application form to the registry as specified in
the Dealer Agreement.
2. If you do not have an Dealer Agreement with the RTA,
you as the representative, or the customer, must take the
documents to the registry to get a set of plates and a label.
Before you finish
Check that you have these documents to take to the registry:
A completed and signed Application for Registration form
Photocopies of POI documents, if required.
Proof of entitlement to register the vehicle, if required.
An inspection report, if required.
A valid green slip that matches the proposed registration period.
Evidence of eligibility for a concession, if required.
A Description of Heavy Vehicle form and weighbridge ticket, if required.
Payment.
19
2.1.2 Registering a new vehicle for a company
A vehicle can only be registered in the name of a corporation. A vehicle cannot be registered
in a trading name or the name of an unincorporated body.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
Before you start
To register a vehicle in the name of a company, the following documents must be provided:
A completed and signed Application for Registration form. (if a purchase order is provided,
the customer declaration is not required to be signed).
Photocopies of the company’s POI documents i.e. a copy of the Certificate of Registration
of a Company issued by the Australian Securities and Investment Commission (ASIC) or a
printed extract from the ASIC website. The extract from the ASIC website must show
the:
o Time and date of extraction from the ASIC website.
o Name of the company.
o Australian Company Number (ACN).
o Type of company.
o Jurisdiction – Australian Securities & Investments Commission.
o Status.
If the status shows ‘Deregistered’ the vehicle must not be registered in the
company name. This is because the company has been deregistered and is no
longer a legal entity.
Proof of entitlement to register the vehicle (not required if the vehicle is registered by a
motor dealer).
Purchase order, if supplied, or letter of authorisation, if required.
A current inspection report from an Authorised Unregistered Vehicle Inspection Station
(not required for vehicles registered by dealers with an Dealeer Agreement unless there is
no RTA issued Road Vehicle Descriptor for the vehicle in which case a blue slip and
weighbridge ticket must be provided).
A valid green slip that matches the proposed registration period.
Evidence of eligibility for a concession, if required e.g. declaration of eligibility for a
registration concession.
A Description of Heavy Vehicle form and weighbridge ticket if the vehicle is a heavy
vehicle.
Payment.
20
Process steps
To register a vehicle on behalf of a company:
This person Must do this
Salesperson 1. Ask the customer to fill in and sign the Application for
Registration form (if a purchase order is provided, the
(authorised by the RTA to check POI)
customer declaration is not required to be signed).
2. If you do not have an Dealer Agreement with the RTA and
you will register the vehicle for the customer, the customer
must sign the Representative’s Authority, provide a letter
authorising you to act as their representative or supply a
purchase order.
3. Check the customer’s POI and evidence of eligibility for a
concession (if required). Photocopy the documents.
Vehicle inspector 1. Check the vehicle identifiers.
(authorised by the RTA to inspect and 2. Check that the vehicle is roadworthy and meets the
certify vehicles) requirements of the Road Transport (Vehicle Registration)
Act 1997 and Regulation 2007.
3. Certify the Application for Registration form.
4. If you do not have an Dealer Agreement with the RTA you
must provide an inspection report from an Authorised
Unregistered Vehicle Inspection Station (blue slip).
Registration clerk 1. Complete the vehicle identification and specification details
from the Road Vehicle Descriptor sheet for that vehicle.
Ensure that the application form is completed.
2. Calculate the registration charges for the vehicle.
3. Check that the period of the green slip matches the period
of the registration. If they don’t match, the RTA can’t accept
the green slip.
4. Attach the inspection report (if required), green slip,
photocopies of POI, evidence of eligibility for a concession (if
required), purchase order or letter of authorisation (if
supplied) and Description of Heavy Vehicle form and
weighbridge ticket (if required) inside the Application for
Registration form with a paper clip (not staples).
Vehicle inspector 1. If you have an Dealer Agreement, put the plates and the
registration label onto the vehicle and record the plate and
(authorised by the RTA to inspect and
registered operator details on the Dealer Plate Schedule.
certify vehicles)
Registration clerk 1. Take the application form to the registry as specified in the
Dealer Agreement.
2. If you do not have an Dealer Agreement with the RTA, you
as the representative, or the customer, must take the
documents to the registry to get a set of plates and a label.
21
Before you finish
Check that you have these documents to take to the registry:
A completed and signed Application for Registration form (If a purchase order is provided,
the customer declaration is not required to be signed). Photocopies of POI documents.
Proof of entitlement to register the vehicle, if required.
Purchase order, if supplied, or letter of authorisation, if required.
An inspection report, if required.
A valid green slip that matches the proposed registration period.
Evidence of eligibility for a concession, if required.
A Description of Heavy Vehicle form and weighbridge ticket, if required.
Payment.
22
2.1.3 Registering a vehicle under the Long Term Registration Scheme
A vehicle can only be registered in the name of a corporation. A vehicle cannot be registered
in a trading name or the name of an unincorporated body.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
Long Term Registration (LTR) is a pilot scheme that allows selected fleet customers to
register new vehicles for two or three years. Only new vehicles that do not require an
inspection for the first five years and are registered by a dealer with an Agreement are eligible
for LTR. The vehicle will be issued with a registration label for the term of the registration.
For example a vehicle registered in 2009 for a three year registration term will be issued with
a 2012 registration label.
Registration charges are based on the fees that apply when registration is established. These
charges are paid in instalments. Two instalments are paid for two year registration terms and
three instalments are paid for three year registration terms. The initial instalment together
with stamp duty is paid when registration is established. A green slip for 12 months must also
be provided when registration is established. Second and third instalment payments together
with CTP must be provided by the customer prior to the second and third year anniversary of
the registration start date.
Fleet customers will indicate on their order forms if registration is for one, two or three years.
If the vehicle is to be registered for two or three years this should also be recorded on the
Application for Registration form on page 2 in the Dealers, RTA and agencies section.
Before you start
For documents required see 2.1.2 Registering a new vehicle for a company.
Process steps
For procedures for registering a vehicle with LTR see 2.1.2 Registering a new vehicle for a
company.
Before you finish
For the list of documents to be taken to the registry see 2.1.2 Registering a new vehicle for a
company.
23
2.1.4 Registering a demonstrator vehicle
A demonstrator vehicle can only be registered in the name of a person or a corporation. A
vehicle cannot be registered in joint names, a trading name or the name of an unincorporated
body.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
A demonstrator vehicle must be a new vehicle and may only be registered for 12 months,
registration may not be renewed. It must be registered in the name of a licensed motor
dealer. Demonstrator vehicles are exempt stamp duty. A Stamp Duty Exemption Authority
must be provided with the Application for Registration form.
Before you start
To register a demonstrator vehicle the following documents must be provided:
A completed and signed Application for Registration form.
Photocopies of POI documents (not required if you have an Agreement with the RTA).
A current inspection report from an Authorised Unregistered Vehicle Inspection Station
(not required for vehicles registered by dealers with an Dealer Agreement unless there is
no RTA issued Road Vehicle Descriptor for the vehicle in which case a blue slip and
weighbridge ticket must be provided).
A valid green slip that matches the proposed registration period.
A current Stamp Duty Exemption Authority.
Payment.
Process steps
The procedure for registering a demonstrator vehicle is the same as that for registering a new
vehicle as explained in 2.1.2 Registering a new vehicle for a company.
Before you finish
Check that you have these documents to take to the registry:
A completed and signed Application for Registration form.
Photocopies of POI documents, if required.
An inspection report, if required.
A valid green slip that matches the proposed registration period.
A current Stamp Duty Exemption Authority.
Payment.
24
2.1.5 Registering consuls' vehicles
A vehicle may only be registered in the name of a single person (consul) or organisation
(consulate). A vehicle cannot be registered in joint names.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
All consuls' vehicles must be registered at Botany Motor Registry.
Before you start
To have a new vehicle registered for a consul the following documents must be provided:
A completed and signed Application for Registration form.
Photocopies of the customer’s proof of identity (POI) documents, if required.
Proof of entitlement to register the vehicle (not required if the vehicle is registered by a
motor dealer)
Purchase order, if supplied, or letter of authorisation, if required.
A current inspection report from an Authorised Unregistered Vehicle Inspection Station
(not required for vehicles registered by dealers with an Dealer Agreement unless there is
no RTA issued Road Vehicle Descriptor for the vehicle in which case a blue slip and
weighbridge ticket must be provided).
A valid green slip that matches the proposed registration period.
An original approval letter from the Department of Foreign Affairs and Trade (DFAT).
Payment.
Process steps
The procedure for registering a consul's vehicle is the same as that for registering a new
vehicle for a person as explained in 2.1.1. Only Botany Motor Registry can register these
vehicles.
Before you finish
Check that you have these documents to take to the registry:
A completed and signed Application for Registration form.
Photocopies of POI documents, if required.
Proof of entitlement to register the vehicle, if required.
Purchase order, if supplied, or letter of authorisation, if required.
An inspection report, if required.
A valid green slip that matches the proposed registration period.
Payment.
An original approval letter from the Department of Foreign Affairs & Trade.
25
2.1.6 Registering a second-hand unregistered vehicle for a customer
A vehicle can only be registered in the name of a person or a corporation. A vehicle cannot
be registered in joint names, a trading name or the name of an unincorporated body.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
This procedure explains how to register an unregistered second-hand vehicle, such as a vehicle
with cancelled registration or a vehicle previously or currently registered interstate. Number
plates for second-hand unregistered vehicle for a customer must only be issued by a motor
registry.
Under no circumstances must a vehicle be registered that has non-original identifiers, an
identification irregularity, or is less than ten years old and has been written off. These vehicles
must be inspected at an RTA Vehicle Identification Inspection Unit before being registered.
Before you start
To register a second-hand unregistered vehicle for a customer the following documents must
be provided:
A completed and signed Application for Registration form.
Photocopies of the customer’s POI documents, if required.
Proof of entitlement to register the vehicle (a copy of the Motor Dealer’s Notice Form 3,
4, 5, 6 or 8).
A current inspection report from an Authorised Unregistered Vehicle Inspection Station.
A valid green slip that matches the proposed registration period.
A Description of Heavy Vehicle form and weighbridge ticket if the vehicle is a heavy
vehicle.
Payment.
Note: To register a modified vehicle a weighbridge ticket, and an engineering certificate from
an RTA recognised signatory must also be provided. Any enquires about these vehicles can be
directed to the RTA’s Technical Enquires Unit on 1300 137 302.
26
Process steps
To register a second-hand vehicle:
This person Must do this
Salesperson 1. Ask the customer to fill in and sign the Application for
Registration form.
(authorised by the RTA to check POI)
2. If you do not have an Dealer Agreement with the RTA
and you will register the vehicle for the customer, the
customer must sign the Representative’s Authority,
provide a letter authorising you to act as their
representative or supply a purchase order.
3. Check the customer’s POI and evidence of eligibility for
a concession (if required). Photocopy the POI
documents, if required.
4. Fill out the Motor Dealer’s Notice (Form 3, 4, 5, 6 or 8)
and provide a copy to the customer.
Registration clerk 1. Ensure that the application form is completed.
2. Calculate the registration charges for the vehicle.
3. Check that the period of the green slip matches the
period of the registration. If they don’t match, the RTA
can’t accept the green slip.
4. Attach the inspection report, green slip, photocopies of
POI, Motor Dealer’s Notice (Form 3, 4, 5, 6 or 8),
weighbridge ticket and engineering certificate (if
required) and Description of Heavy Vehicle form and
weighbridge ticket (if required) inside the Application
for Registration form with a paper clip (not staples).
Note: Inspection report and green slip not required to be
presented if forwarded to the RTA electronically.
Registration clerk 1. Take the documents to the registry to get a set of
number plates and a registration label.
Before you finish
Check that you have these documents to take to the registry:
A completed and signed Application for registration form.
Photocopies of POI documents, if required.
Proof of entitlement to register the vehicle; that is Motor Dealer’s Notice (Form 3, 4, 5, 6
or 8).
An inspection report.
A valid green slip that matches the proposed registration period.
A weighbridge ticket and engineering certificate from an RTA recognised signatory, if
required.
A Description of Heavy Vehicle form and weighbridge ticket, if required.
27
Payment.
Note: Inspection report and green slip not required to be presented if forwarded to the RTA
electronically.
2.1.7 Registering a second-hand unregistered vehicle for a motor dealer
Second-hand vehicles can be registered through Dealer Online providing the vehicle is
registered in the Motor Dealers name only. Number plates for second-hand vehicles not
registered through Dealer Online must only be issued by a motor registry.
Under no circumstances must a vehicle be registered that has non-original identifiers, an
identification irregularity, or is less than ten years old and has been written off. These vehicles
must be inspected at an RTA Vehicle Identification Inspection Unit before being registered.
Before you start
To register a vehicle in the name of a motor dealer the following documents must be
provided:
A completed and signed Application for Registration form.
A current inspection report from an Authorised Unregistered Vehicle Inspection Station
A valid green slip that matches the proposed registration period
A Description of Heavy Vehicle form and weighbridge ticket if the vehicle is a heavy
vehicle.
Payment.
Process steps
To register a second-hand vehicle for a motor dealer:
This person Must do this
Registration clerk 1. Fill in and sign the Application for Registration form.
2. Calculate the registration charges for the vehicle.
3. Check that the period of the green slip matches the
period of the registration. If they don’t match, the
RTA can’t accept the green slip.
4. Attach the inspection report, green slip, Description of
Heavy Vehicle form and weighbridge ticket (if
required) inside the Application for Registration form
with a paper clip (not staples).
Note: Inspection report and green slip not required to be
presented if forwarded to the RTA electronically.
5. Take the documents to the registry to get a set of
number plates and a registration label.
Before you finish
Check that you have these documents to take to the registry:
28
A completed and signed Application for registration form.
An inspection report.
A valid green slip that matches the proposed registration period.
A Description of Heavy Vehicle form and weighbridge ticket, if required.
Payment.
Note: Inspection report and green slip not required to be presented if forwarded to the RTA
electronically.
29
2.1.8 'In and out' registrations
If you have an Dealer Agreement with the RTA you may exchange number-plates as part of an
'in and out' registration, i.e. when a customer buys a new vehicle, but wants to retain the set of
number-plates currently on their old vehicle for the new vehicle. In this case, remove the
plates from the old vehicle and, if they are in good condition, put them on the new vehicle. If
the plates are not in a good condition advise the customer to have the number-plates remade.
Fix a new set of plates to the old vehicle.
‘In and Out' registrations may only be done between vehicles registered in exactly the same
name.
Before you start
To do an 'in and out' registration the following documents must be provided:
The current Certificate of Registration and number plates.
A completed and signed Application for Registration form.
Photocopies of the customer’s POI documents, if required.
Proof of entitlement to register the vehicle (not required if the vehicle is registered by a
motor dealer).
A purchase order, if supplied, or letter of authorisation, if required.
A current inspection report from an Authorised Unregistered Vehicle Inspection Station
(not required for vehicles by dealers with an Dealer Agreement unless there is no RTA-
issued Road Vehicle Descriptor for the vehicle in which case a blue slip and weighbridge
ticket must be provided).
A valid green slip that matches the proposed registration period.
Evidence of eligibility for a concession, if required.
Payment.
30
Process steps
To do an 'in and out' registration:
This person Must do this
Vehicle inspector 1. Enter the number-plate of the old vehicle in the Plate
Issue field of the Application for Registration (lower
(authorised by the RTA to inspect and
right hand corner of page 3 of the form).
certify vehicles)
2. Issue a new set of number-plates, put them on the old
vehicle, and put the original set and the new label on
or the new vehicle.
3. Cross out the plate number in the Plate Number field
Registration clerk of the Certificate of Registration for the old vehicle,
and write the new number plate below the field.
4. Follow the rest of the procedures for registering a
vehicle for a person (2.1.1) or company (2.1.2).
Before you finish
Check that you have these documents to take to the registry:
The Certificate of Registration for the old vehicle.
A completed and signed Application for Registration form (if a purchase order is provided,
the customer declaration is not required to be signed).
Photocopies of POI documents, if required.
Proof of entitlement to register the vehicle, if required.
A purchase order, if supplied, or letter of authorisation if required.
An inspection report, if required.
A valid green slip that matches the proposed registration period.
Evidence of eligibility for a concession, if required.
Payment.
31
2.2 Transferring a registration
You may need to transfer a vehicle registration in the following circumstances:
When you sell a registered vehicle to a customer who wants you to act as their
representative and arrange the transfer of the registration for them.
When you buy a vehicle from another dealer, an auction house, or a customer.
2.2.1Transferring a registered vehicle to the name of a customer
A vehicle can only be registered in the name of a person or a corporation. A vehicle cannot
be registered in joint names, a trading name or the name of an unincorporated body.
A courtesy name field of 40 characters is available if an operator elects to record additional
information, such as the name of a business or an organisation, but not a person’s name. It is in
breach of privacy legislation to record the name of a person as a courtesy name. The courtesy
name will be printed on the Certificate of Registration.
This procedure explains how to transfer the registration of a vehicle on behalf of a customer
when you sell them a registered vehicle.
Before you start
To transfer the registration of a vehicle into a customer's name, the following documents must
be provided:
A completed and signed Application for Transfer form.
Photocopies of the customer’s proof of identity (POI) documents, if required.
Proof of entitlement to register the vehicle Motor Dealer’s Notice (Form 3, 4, 5, 6 or 8) ).
Evidence of eligibility for a concession, if required.
Payment.
Process steps
To transfer a vehicle registration for a customer:
This person Must do this
Salesperson 1. Ask the customer to fill in and sign the Application for
Transfer of Registration form.
(authorised by the RTA to check POI)
2. If you do not have an Dealer Agreement with the RTA and
you transfer the vehicle for the customer, the customer
must sign the Representative Authority.
3. Fill out the Motor Dealer’s Notice (Form 3, 4, 5, 6 or 8)
and the back of the Certificate of Registration if you have it.
4. Check the customer’s POI and evidence of eligibility for a
concession (if required). Photocopy the documents if
required.
5. Give the customer the pink copy of the completed Motor
Dealer’s Notice (Form 3, 4, 5, 6 or 8).
32
Registration clerk 1. Ensure that the Application for Transfer of Registration
form is completed.
2. Take the completed Application for Transfer of Registration
form and the green copy of the completed Motor Dealer’s
Notice (Form 3, 4, 5, 6 or 8) and the Certificate of
Registration (if available), to the motor registry within 14
days of the date of purchase. Alternatively, you can process
the transfer through Dealer Online.
If the customer decides to attend a registry to transfer the registration of a vehicle, tell them
that they must transfer the vehicle into their name within fourteen days of the date of
purchase to avoid incurring a late transfer surcharge.
Before you finish
Check that you have these documents to take to the registry
A completed Application for Transfer of Registration form.
Photocopies of POI documents, if required.
Proof of entitlement to register the vehicle, Motor Dealer’s Notice (Form 3, 4, 5, 6 or 8).
Evidence of eligibility for a concession, if required.
Payment.
33
2.2.2 Transferring a registered vehicle to your name
This procedure explains how to transfer the registration of a vehicle that you acquire either
when a customer trades in a vehicle, or you buy a registered second-hand vehicle. You are
required to transfer the registration of all vehicles that you acquire into your name within 14
days of the date of acquisition.
Before you start
To transfer the registration of a vehicle to your name the following documents must be
provided:
A completed and signed Application for Transfer of Registration form or an Application
for Transfer/Refund of NSW Registration for Motor Dealers form.
Payment.
Process steps
To transfer the registration of a vehicle to your name:
This person Must do this
Registration clerk 1. Ask the customer to fill in the back of the Certificate
of Registration, and remind them to send a Notice of
Disposal to the RTA for their own protection.
2. Complete an Application for Transfer of Registration
form nominating the dealer as the new operator or an
Application for Transfer/Refund of NSW Registration
for Motor Dealers form.
3. Take the application form to the motor registry for
processing. Alternatively, you can process the transfer
through Dealer Online.
Before you finish
Check that you have these documents to take to the registry:
A completed Application for Transfer of Registration form or an Application for
Transfer/Refund of NSW Registration for Motor Dealers form.
Payment.
34
2.2.3 Transferring a vehicle with Long Term Registration (LTR)
Before you purchase a vehicle with LTR check the following details online at myRecords to
determine whether additional instalment payments or green slip insurance is required prior to
the expiry of the registration:
The registration expiry date.
The date to which instalments have been paid.
The date to which the vehicle has a valid green slip.
Follow the procedures outlined in 2.2.1 Transferring a registered vehicle to the name of a
customer or 2.2.2 Transferring a registered vehicle to your name.
2.2.4 Disposing of a vehicle
You can record a Notice of Disposal online at myRTA.com or through Dealer Online.
Alternatively complete the back of the Certificate of Registration, a Notice of Disposal form or
a Bulk Notice of Disposal (see Appendix C) and lodge it at a motor registry.
35
2.3 Renewing a registration
Have the vehicle inspected at an e-Safety Check station, if required and purchase a green slip. .
You can renew a registration online at myRTA.com, through Dealer Online or at a Motor
Registry.
Before you start
To renew a vehicle's registration you must provide:
The Renewal Notice or current Certificate of Registration, if available.
An eSafety check inspection report, if required
A valid green slip that matches the proposed registration period
Payment.
Note: Inspection report and green slip not required to be presented if forwarded to the RTA
electronically.
Process steps
To renew a vehicle’s registration:
This person Must do this
Registration clerk 1. Check that all the details on the new Certificate of
Registration are correct.
2. You must provide an eSafety check inspection report, if
required, and a current green slip.
Note: Inspection report and green slip not required to be
presented if forwarded to the RTA electronically.
3. Renew the registration at a motor registry. Alternatively
you can renew a registration online at myRTA or through
Dealer Online.
Before you finish
Check that you have these documents to take to the registry:
The Renewal Notice or current Certificate of Registration, if available.
An eSafety check inspection report (if required)
A valid green slip that matches the proposed registration period
Payment.
Note: Inspection report and green slip not required to be presented if forwarded to the RTA
electronically.
36
2.3.1 Transferring and renewing a registration at the same time
This procedure explains how to transfer and renew the registration of a vehicle you have just
bought.
Before you start
To transfer and renew a registration the following documents must be provided:
A completed and signed Application for Transfer of Registration form or an Application
for Transfer/Refund of NSW Registration for Motor Dealers form.
An eSafety check inspection report (if required).
A valid green slip that matches the proposed registration period
Payment.
Note: Inspection report and green slip not required to be presented if forwarded to the RTA
electronically.
Process steps
To transfer and renew registration of a vehicle:
This person Must do this
Registration clerk 1. Fill in and sign the Application for Transfer of
Registration form or an Application for
Transfer/Refund of NSW Registration for Motor
Dealers form
2. You must provide an eSafety check inspection report,
if required and a current green slip
Note: Inspection report and green slip not required to be
presented if forwarded to the RTA electronically.
3. Take the completed Application for Transfer of
Registration form or an Application for
Transfer/Refund of NSW Registration, to the motor
registry within 14 days of the date of purchase.
Alternatively, you can process the transfer and
renewal through Dealer Online.
Before you finish
Check that you have these documents to take to the registry:
A completed Application for Transfer of Registration form or an Application for
Transfer/Refund of NSW Registration for Motor Dealers form.
An eSafety check inspection report (if required).
A valid green slip that matches the proposed registration period.
Payment.
Note: Inspection report and green slip not required to be presented if forwarded to the RTA
electronically.
37
2.5 Tutorial - Establishing a registration for a new vehicle
This section is a step-by-step exercise that takes you through a sample vehicle registration.
Let's imagine that Ms Stephanie Buyer has decided to buy a new small sedan from your
dealership. This is what you should do:
1. Ask Stephanie to give you her POI documents. Only documents that are listed in the RTA
information brochure ‘How to prove who you are to the RTA’ can be accepted.
2. Check that Stephanie has completed the Application for Registration form correctly and
that she has signed the declaration and representative’s authority (if required).
3. Photocopy Stephanie’s POI documents, if required. On page 2 of the Application for
Registration form in the Section for Dealers, RTA and agencies enter Stephanie’s POI
details and enter your own details verifying that you have sighted Stephanie’s original POI
documents.
4. If you have an Dealer Agreement with the RTA check that the vehicle is roadworthy and
meets the requirements of the Road Transport (Vehicle Registration) Act 1997 and
Regulations 2007 fill in the vehicle identification and specification details and certify that
the vehicle details have been inspected and are correct and certify that the vehicle is
roadworthy.
5. If you do not have an Dealer Agreement with the RTA, an inspection report from an
Authorised Unregistered Vehicle Inspection Station must be provided. The authorised
examiner must complete the vehicle identification and specification details and record the
inspection report details (not required to be presented if forwarded to the RTA
electronically).
6. Calculate the registration charge for the vehicle and record the charges on the back page
of the Application for Registration form. You can include the registration costs in the
price of the vehicle, but do not include them when calculating stamp duty. Ask Stephanie
for payment.
7. Attach a valid green slip, inspection report if required, photocopies of POI and evidence of
eligibility for a concession, if applicable, inside the Application for Registration form not
required to be presented if forwarded to the RTA electronically).
8. .If you have an Dealer Agreement with the RTA, put plates and a registration label onto
the vehicle and record the number plate and label number on the application form. Give
Stephanie the keys to the car. She can now drive the car.
9. Take the Application form to the motor registry specified in the Dealer Agreement within
the time frame specified in the Dealer Agreement.
10. If you do not have an Dealer Agreement with the RTA, you as the customer’s
representative must take the documents to get a set of number plates and a registration
label. Once these are fitted to the vehicle Stephanie may drive away.
Note: If the sale of a vehicle does not proceed and the vehicle has been registered, that is the
number plate and label have been fitted, the registration must be cancelled or transferred to
another operator. Any vehicle that has been registered must not be reregistered as a new
vehicle.
38
2.6 Exchanging Number Plates
Number plates may be exchanged between two currently registered vehicles.
Standard content and personalised plates may be exchanged:
Between vehicles registered in the same name.
Between members of an immediate family (parents, children, siblings, grandparents and
grandchildren)
Between company and employee.
Between associated companies.
To exchange number plates the following documents must be provided:
A completed and signed Number Plate and/or Cancellation of Registration form (Form
1038) including the Representative’s Authority (if required).
The current Certificate of Registration for both vehicles, if available.
Evidence of family or company relationship, if required.
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3. Dealer Number Plate System (DNPS)
This chapter contains instructions explaining how to order and receive number plates using
the online Dealer Number Plate System (DNPS).
3.1 Dealer Number Plate System (DNPS) Overview
The DNPS is an internet based application that enables authorised dealers with an agreement
to order standard content special number plates and have them directly delivered to their
Dealer business premises.
3.1.1 Authorisation to use the System
In order to access the DNPS, a Dealer must be approved by the RTA. Only authorised dealer
staff may access the DNPS.
The RTA has engaged Plate Marketing Pty Ltd (PML) to engage and train Dealers in the use of the
DNPS. Dealers will receive an invitation to use the DNPS from PML.
If you wish to accept the invitation to access the DNPS you must complete the following forms
and return them to your controlling registry:
Dealer Authorisation Form [RTA form TBC] – Dealer Number Plate System
User authorisation [RTA form TBC] – Dealer Number Plate System
Add/Change Security Administrator Form [RTA form TBC] – Dealer Number Plate
System
Once your forms are processed:
PML will contact the Dealer and organise training on the system at your dealership.
The DNPS administrator will issue an Office Number to the Dealer for each location that
is associated with the dealer delivery address. The Office Number identifies the Dealer and
Dealer location in the DNPS.
The DNPS administrator will issue each individual user with their own user ID and
password for the system. Every person authorised to use the system must only use their
own user ID and password.
o You should change the password issued to you to your own chosen
password as soon as possible. Should you forget your password, a password
recovery feature is available.
o It is a requirement under the dealer agreement to keep your password a
secret and not disclose it to any other person, or allow any other person to
use your username and password to access the system.
For more information on gaining access to the DNPS contact PML on 13 1758 or
dealercontact@myplates.com.au.
3.1.2 Authorisation to receive delivered plates
The courier that delivers the plates to your dealership will be given a list of the DNPS
authorised dealer staff who are may receive the number plates. These staff will be required to
produce their driver’s license each time that they receive delivery of the number plates.
40
3.1.3 Logging In
The following screen will appear when you are successfully connected to the DNPS:
Enter your username and passwords in the fields provided and click on the Login button.
The DNPS screen shown below will appear if your login is successful.
41
The screen has a number of sections. The following table explains the purpose of each section.
The most used section is the Quick Start.
Welcome This section is used to display your name and the company
name you are registered to.
Quick Start A menu is displayed here. Each line has a link to one of the
menu options. You will spend most of your time using these
options: enter orders, view order status and access reports.
Customer Details Your details which will include your title and dealership
details.
Customer Logins This is a list of all the registered logins available to your
dealership.
Customer Group The group to which you belong.
Plate Contract The specific plate manufacturing contract that the menu
above applies and interacts with. This is a link to the RTA
web site.
Items displayed as underlined are links that each have an associated action linked to them.
Clicking on an email address (example@licensys.com) would bring up your e-mail client.
Clicking on a word will take you to the relevant page associated with that action (Logout,
Receive Order, DNPS Home)
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3.1.4 Changing your password
Log into the DNPS as you need to be logged in to change your password
The Change Password link is located at the bottom of the screen. Click on this link to start
the process.
The Change Password screen shown below will appear.
You will be required to enter the new password twice as indicated below. This is to ensure
that you do not mistakenly enter any wrong characters as the characters are not displayed
during entry.
Click on the Submit button.
43
Note: There are rules relating to the choice of the password. If your chosen password does
not meet these requirements a message will be displayed and you will have to choose a new
password. The rules are displayed on the screen above your username.
After checking your new password the system will ask you to confirm the password change.
Click on the OK button.
A final screen will appear confirming that your password has successfully been changed. The
screen is shown below. Your new password will be active from your next log in.
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3.1.5 Recovering your password
At the bottom of the login screen you will find the link Recover Password. Click on this link.
The password recover screen shown below appear.
Enter your username and your email address as shown in the screen below.
Click on the Send Email button. Please note that the password will only be sent if the email
address you enter matches the address in the database.
45
A screen confirming that your password has been email to you will appear and the email
should arrive in your Inbox shortly.
An email containing your password will be sent to your nominated email address. An example
of such an email is shown below.
46
3.1.6 Logging out
Click on the Logout link to end your interaction with the web site. The location of the link is
shown on the screen below.
You will automatically be logged out of the system after 20 minutes of inactivity. You must
logout of the system once you have completed your tasks.
The logged-out screen shown below will appear to confirm you have been logged out.
3.1.7 Support for the System
For all system support issues for the DNPS contact:
Attention: Licensys Support
rta_admin@licensys.com
(02) 9729 0222
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3.2 Number Plate Procedures using the DNPS system
This section describes the various aspects of using the system to order, report on received
plates and track plates through the DNPS. The following diagram breaks down the flow of
each process outlined in more detail in the following section.
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3.2.1 Ordering Plates
To ordering plates via the DNPS web site::
1. Log into the website.
2. Select Create New Order from the menus.
3. Enter the quantities.
4. Confirm the order.
5. Logout.
Note: Only one order per login session will be accepted. The order may however include
multiple products. If you wish to enter more than one order you are required to logout and
log back in after each order. This rule does not apply to any reports or queries.
Step 1: Log in to the DNPS. Use your web browser to connect to the following web site:
http://licensys-ebusiness.com
The following screen will appear when you are successfully connected to the DNPS:
Enter your username and passwords in the fields provided and click on the Login button.
The screen shown below will appear if your login is successful.
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Step 2: Select the Create New Order link by clicking on the underlined text as shown in
the picture below.
A Product Order form will be displayed.
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As can been seen above the screen displays the plate type, catalogue number, an image and the
order quantities. The quantities do not refer to singe plates or pairs of plates but the quantity
of boxes.
Step 3: Enter the required quantities of boxes into the fields provided.
It is not necessary to enter a 0 into a field if you do not need any of those plate types. The
system will treat any blank field as a zero field.
After entering the order quantities click on the Enter button to proceed to the Confirm
Order screen.
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Step 4: The Confirm Order screen will appear.
The Confirm Order screen will only display the plate types that you have included in your
order and the number of boxes of each type. There is also a field to enter an optional
comment.
The purpose of the Confirm Order screen is to allow you to check the plate types and that
their order quantities are correct. If you need to make changes, you may:
Add another product to the order.
Remove a product from the order.
Cancel the order and all items on the order.
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Once you have checked your order and made the final adjustments, click on the Confirm
and Send Order button.
The Order Completions screen, seen below, will be displayed to show that your order has
been accepted and to provide you with a reference order number.
Step 5: To return to the menus select the eBusiness Home link or to logout simply click on
the Logout link. The locations of these two links are shown below:
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3.2.2 Receiving Order Confirmation
A copy of the order will be emailed to you to confirm the order. Below is an example of such
an email.
Open the email. An example of the content of the order confirmation email is shown below:
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3.2.3 Enquiries on Order Status
All Authorised users of the system associated with a particular Dealer are permitted to
enquire and view all orders underway for that Dealer.
There are a number of enquiries available.
Orders > In Process This enquiry only shows the orders that are still in process.
Orders > View All This enquiry shows all orders. This includes all current and
completed orders.
Note: DPNS Orders will not appear instantly after they are entered, as they need to be
received and processed by the manufacture first. This takes place every hour on the hour.
Decide on the appropriate report. The steps for viewing both reports are described in the
following sections.
Orders > In Process
To view the in process orders follow these steps.
Step 1: Log on to the DNPS using your username and password.
Step 2: Locate the Quick Start section. Select the Orders > In Process link from the
Quick Start menu as shown below:
The report will be displayed on your screen as can be seen in the example below:
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The fields in the report have the following meaning:
Method This provides and indication of how the plates were
ordered.
EB = via the DNPS eBusiness web site.
Order ID The Manufacturers order number.
Order Date The date on which the plates were ordered.
Office Number The information entered into the Office Number field during
the creation of your DNPS account.
Customer Your dealership name.
Product A description of the product.
Ordered The quantity of boxes that were ordered.
Dispatched The quantity of boxes that were dispatched.
Delivered The quantity of boxes that were delivered. This is based on
courier information received.
Receipted The quantity of boxes that have been receipted by the
dealer.
To return to the menus select the eBusiness Home link or to logout simply click on the
Logout link. The locations of these two links are shown below:
Orders > View All
Step 1: Log on to the DNPS using your username and password.
Step 2: Locate the Quick Start section. Select the Orders > View All link from the Quick
Start menu as shown below.
Step 3: Enter the start date and end date of the period for which you wish to view orders
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The default starting date will be the first day of the current year and the default end date will
the today's date.
You may limit the search further by entering a value into the Office No: field.
After making any adjustments to the date or Office fields, click on the Search button.
Step 4: The report will be displayed on your screen as can be seen in the example below:
The fields in the report have the following meaning:
Method This provides an indication of how the plates were ordered.
EB = via the DNPS.
Order ID The Manufacturer order number.
Order Date The date on which the plates were ordered.
Office Number The information entered into the Office Number field during
the creation of your DNPS account.
Customer Your dealership name.
Product A description of the product.
Ordered The quantity of boxes that were ordered.
Dispatched The quantity of boxes that were dispatched.
Delivered The quantity of boxes that were delivered. This is based on
courier information received.
Receipted The quantity of boxes that have been receipted by the
dealer.
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Step 5: Click on the OrderId item link to view the various dates associated with this order.
The link is shown below:
The resulting screen:
To return to the menus select the eBusiness Home link or to logout simply click on the
Logout link.
3.2.4 Receiving the Dispatch Notification
As soon as your order has been are dispatched by the Manufacturer you will receive an email
notification and the status of your order on the DNPS will be updated to reflect this. Below is
an example of such an email arriving in an Inbox.
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Open the email. The email contains a report which lists the boxes that have been despatched.
An example of the content of the dispatch notification email is shown below:
3.2.5 Receipting Orders
Only DNPS authorised dealer staff may receive plates. Use this procedure when your order is
received.
The Dealer must ensure that:
The correct number of plates have been delivered;
There are pairs of matching plates (where applicable e.g. motorcycle plates only have one
to a set); and
The plates are in good condition, suitable to be attached to a registered vehicle.
If any of these conditions are not met, you must record these as ‘variances’ on the order
receipt page against the order. (See 3.2.7 Reporting Variances for more information)
When the variances have been recorded, you must acknowledge the receipt of orders.
Step 1: Log on to the DNPS using your username and password.
Step 2: Locate the Quick Start section. Select the link from the Quick Start menu as shown
below: Order > Receipt
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Step 3: The Order Receipt screen will be displayed. An example is shown below:
A list of your orders will be displayed with a check box next to each line item. The fields on
the screen have the following meaning:
OrderID The Manufacturer order number.
Order Date The date on which the plates were ordered.
Product Code The product code
Product Name The name of the product
Package A description of the box contents
Qty Ordered The quantity ordered
Qty Supplied The quantity supplied
Products Supplied The product description
Variances Use this link to enter product variances or plate issues
Step 4: Referencing the box numbers on the deliveries that you have received, tick each box
number that has been received.
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If you are receipting all of the orders simply tick the Tick All box located to the left of the
Receive button.
3.2.6 Reporting Variances
Authorised Dealer staff must count the plates and ensure that the plates are not:
Damaged
Incorrect Content
Mismatched
Missing
Poor Quality
Step 1: Log on to the DNPS using your username and password.
Step 2: To report any of these issues with plates click the Variances link located to the left
of the tick box when receipting in an order.
The variances screen will be displayed.
Note: To create a variance for a plate that has already been receipted, go directly to the
Variance Summary Menu from the main menu and select Add a new Variance Link. Enter in
the plate characters and proceed as per the next steps.
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Step 3: Select the appropriate action by selecting the drop-down dialog box that corresponds
to the content in variance. Note that you may enter an optional comment into the note field.
Step 4: After selecting the appropriate variances select the Confirm Variances button or
the Cancel button to return to the receipt screen.
Note: This following steps are only required for plates that have not been received already.
Step 5: Click on the Receive button located at the bottom of the tick box column when you
have finished receipting plates.
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A confirmation window will appear. Click on the OK button to complete the process.
The Order Receipt Completed screen will be displayed.
To return to the menus select the eBusiness Home link or to logout simply click on the
Logout link. The locations of these two links are shown below:
3.2.7 Enquires & Reports
Dealer Plate Schedule Form
As required under 1.4.4, Dealer Plate Schedules must be completed for all plates issued by the
Dealer. Dealer Plate Schedules are packed with your plate boxes from the manufacturer and
are also available through the DNPS system reporting functions. If you loose the schedule you
can download another one by performing the following steps:
Step 1: Log on to the DNPS using your username and password.
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Step 2: Locate the Quick Start section. Select the Order > View All link from the Quick
Start menu as shown below.
Step 3: Select the start date and end date of the period for which you wish to view orders.
The default starting date will be the first day of the current year and the default end date will
the today's date. You may enter an Office Number to limit the selection if you have more than
one location associated to your dealership.
Step 4: After making any adjustments to the date fields or Office fields, click on the Search
button.
From the report, select the order number by clicking on the underlined order number. This
will display a detailed screen with information on this order.
At the bottom left of the detailed order screen is a link to download or open up an electronic
copy of the Dealer Plate Schedule Form 1092).
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Step 5: Click on the link Dealer Plate Schedule Form 1092 to open the form.
The form may contain multiple pages as can be seen in the example below:
To return to the menus select the eBusiness Home link or to logout simply click on the
Logout link. The locations of these two links are shown below:
As soon as schedules are completed they need to be returned to your controlling registry
identified in your Dealer Agreement.
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Appendix A – Vehicle colour and shape codes
Vehicle colour codes
Colour Codes Khaki 200
Beige 390 Maroon 220
Black 20 Orange 240
Blue 40 Pink 260
Bronze 60 Purple 280
Brown 80 Red 300
Chrome 90 Sign writing 410
Cream 100 Silver 320
Fawn 120 Tan 400
Gold 140 Turquoise 340
Green 160 White 360
Grey 180 Yellow 380
Vehicle shape codes
Passenger Vehicles Tractors & Self Propelled Plant
Bus BUS Agricultural Plant AGP
Convertible CON Bulldozer DZP
Coupe COU Concrete Mixer CMP
Forward Control Passenger Vehicle FCV Dump Truck / Rock Buggy DTP
Motor Cycle CYC Earthwork Plant EWP
Motor Cycle With Side Car CYS Fire Fighting Plant FFP
Sedan SED Fork-Lift FLP
Small Bus SBS Honey Extracting Plant HEP
Station Wagon WAG Industrial Plant INP
Three Wheel Car TWC Lawn mower LWN
Mobile Barrier Stall BSP
Mobile Crane MCP
Mobile Workshop MWP
Recreational Plant REP
Rescue Vehicle RVP
Road Work Plant RWP
Three Wheel Truck TWP
Tractor TRP
Tractor pre 21/10/94 TRT
Trucks Trailers
Animal Carrier AC Agricultural Plant Trailer APT
Air Compressor Trailer AIT
Animal Carrier Trailer ACT
Barrier Stall / Totalisator Trailer BST
Boat Trailer BTT
Bolster Trailer BLT
Box Trailer BXT
Bulk Carrier Trailer BCT
Caravan Trailer CVT
Concrete Carrier Trailer CCT
Concrete Mixer Trailer CMT
Dolly Trailer DLT
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Dump Truck Trailer DTT
Earthwork Plant Trailer EPT
Electrical Plant Trailer ELT
Bolster BOL Fire Fighting Plant Trailer FFT
Bulk Carrier/Hopper BC Honey Extracting Plant Trailer HPT
Compactor CPA Industrial Plant Trailer IPT
Concrete Carrier CC Jinker Trailer JKT
Mobile Home MH Low Loader Trailer LOT
Motor Vehicle Carrier VC Motor Vehicle Carrier Trailer VCT
Panel Van PVN Pantechnicon Trailer PAT
Panel Van With Side Windows PVW Plant Trailer OPT
Panel Van With Windows & Seat/S PVS Recreational Plant Trailer RPT
Panel Van with Windows & Seats 4WD PVF Refrigerated Van Trailer RVT
Pantechnicon PAN Roadwork Plant Carrier Trailer RCT
Prime Mover PMV Roadwork Plant Trailer RWT
Refrigerated Van RV Semi Trailer SMT
Table Top With Fittings TTF Table Top With Fittings Trailer TFT
Table Top Without Fittings TT Table Top Without Fittings Trailer TTT
Tanker TNK Tanker Trailer TKT
Tipper TPR Tipper Trailer TPT
Tow Truck TOW Van Trailer VNT
Utility UTE
Van VAN
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Appendix B – Usage categories and codes
Usage codes are codes the system uses to fit a vehicle into a pre-defined category. Each
category has its own set of rates and exemptions.
Outline of usage categories and codes
Airport Vehicle AIRP Police Youth Club POLC
Ambulance (Government owned) AMBG Primary Producer PPG
Ambulance (Non Government) AMBU Primary Producer – national charges PPGN
Bus for hire RBUS Private use PRIV
Business General BUSG Public Vehicle, not for hire PBUS
Charity Groups CHAR Rental Vehicle RENV
Charter Bus CBUS Re-sale by Dealer SALE
Civil Defence CIVL Road Works RDWK
Consular Employees / Trade Missions CEMP Road Works – national charges RDWN
Demonstration Vehicles DEMN Rural Lands Protection Board PAST
Federal Interstate Bus FIBS School Student Driver Education SCHL
Federal Interstate Primary Producer FIPP Stand-by Taxi SBTX
Federal Interstate Trade, other FIRS State Emergency Service SES
Fire and Rescue, NSW Fire Brigade NSFB State Transit Authority Bus OMNI
Fire Fighting Vehicle (not NSWFB) FIRE Surf Lifesaving Club SURF
Hire Car HICR Taxi TAXI
Mine Rescue MINE Tow Truck With Crane & Hook TOW
Mobile Crane MCRA Tow Truck Without Crane & Hook TOWT
Mobile Library LIBY Trader Plates TRAD
Mourning Coach MRCH Transport for People with a Disability HAND
Pensioner PNSR
Pensioner Incapacitated Ex- PNIC
serviceperson
Plant PLNT
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Registration concessions and exemptions (by usage code)
Legend
Y Fee payable
Exempt No fee payable
Declaration If the customer wants a tax concession they must complete and sign the relevant sections
of the Declaration of eligibility for a registration concession form.
Note: Trailers do not need third party compulsory (CTP) personal injury insurance - they are
covered by CTP insurance on the hauling unit.
Usage Rego
Road (Weight) Tax CTP Evidence Required
Code Fee
AIRP Y Exempt Y Nil
AMBG Y 100% Business Y Nil
AMBU Y Exempt Y Declaration
BUSG Y 100% Business Y Nil
CBUS Y 100% Business Y Ministry of Transport Accreditation
CEMP Y Exempt Y Current DFAT ID Card
CHAR Y 100% Private Y Authority to Fundraise
CIVL Y Exempt or 100% Business Y Declaration
DEMN Y 100% Business Y Exemption Authority
FIBS 100% Business Y Declaration
FIPP Y 100% Business Y Primary Producer Declaration
FIRE - company Y 12% Business Y Nil
FIRE - council Y Exempt Y Declaration
FIRS Y 100% Business Y Declaration
HAND Y Exempt Y Declaration
HICR Y 100% Business Y Ministry of Transport Accreditation
LIBY Y 100% Private Y Nil
MCRA Y 55% Business if for hire, 12% if not Y Declaration
MINE Y Exempt or 100% Business Y Declaration
MRCH Y 100% Business Y Nil
NSFB Y 100% Business Y Nil
OMNI Y 100% Business Y Nil
PAST Y 55% Business Y Declaration
PBUS Y 100% Business Y Nil
PLNT Y 12% Business Y Nil
PNIC Exempt Exempt Y Centrelink validation
PNSR Exempt Exempt Y Centrelink validation
POLC Y 55% Private Y Declaration
PPG Y 55% Business or 100% Private Y Declaration
PPGN Y National Charges apply Y Primary Producer Declaration
PRIV Y 100% Private Y Nil
RBUS Y 100% Business Y Ministry of Transport Accreditation
RDWK Y Exempt Y Declaration
RDWN Y National charges apply Y Nil
RENV Y 100% Business Y Nil
SALE Y 100% Private or 100% Business Y Dealer Licence
SBTX Y 100% Business Y Nil
SCHL Y 55% Private Y Declaration
SES Y Exempt Y Declaration
SURF Y Exempt Y Declaration
TAXI Y 100% Business Y Ministry of Transport Accreditation
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Usage Rego
Road (Weight) Tax CTP Evidence Required
Code Fee
TOW Y 30% Business or 55% Business Y Declaration
TOWT Y 100% Business Y Nil
Usage descriptions (by usage code)
AIRP – Airport Vehicle
Evidence required Nil.
Vehicle Use Restricted to roads within the confines of an airport
Similar use codes Nil.
AMBG – Ambulance (Government-owned)
Evidence required In the name of NSW Ambulance Service.
Vehicle Use Used to carry sick or injured people and other work connected with the NSW
AmbulanceService.
Vehicles owned by the NSW Ambulance Service that are not used to carry sick or
injured people must be given usage code BUSG Business, but can have appropriate
body shape code (eg PVN, SBS, BUS, PVS, PVW, RVP, SED, SNO, VAN, WAG, UTE,
PVF).
Similar use codes Nil.
AMBU – Ambulance (non-Government)
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Used to carry sick or injured people. Not used for pleasure or for any purpose that is
not connected with the operation of an Ambulance service (eg PVN, SBS, BUS, PVS,
PVW, RVP, SED, SNO, VAN, WAG, UTE, PVF).
Concession does not entitle operator to fit flashing lights and sirens. Only vehicles
used solely by the Ambulance Service of NSW as defined under the Ambulance
Service Act 1990 or a vehicle delegated by the Ambulance Service of NSW, under
their delegated authority, may be fitted with flashing lights and sirens.
Not applicable to the NSW Ambulance Service. (See usage code AMBG).
Similar use codes MINE, CIVL
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BUSG – Business General
Evidence required Shown on application forml.
Vehicle Use All organisations, including Government departments, must use this code unless
specifically covered by another usage code. Individuals must use this code if the vehicle
is used for any purpose other than those described in use code PRIV - private use,
(except pensioners).
Similar use codes Nil.
CBUS – Charter bus
Evidence required Ministry of Transport accreditation.
Vehicle Use Vehicle used for long distance, tourist and charter services to take passengers for an
agreedfee.
Plates are TV type
Similar use codes RBUS
CEMP – Consular employees/trade missions
Evidence required Consular Employees must present a current ID card issued by the Department of
Foreign Affairs and Trade (DFAT), stating that they are a Consular Employee.
Trade Missions must present a current DFAT ID Card.
Note: Standard plates to be used.
Vehicle Use N/A
Similar use codes Nil.
CHAR – Charity groups
Evidence required Extract from the ABN website at www.abn.business.gov.au that identifies the
organisation as income tax exempt
Organisations not listed on the ABN website as income tax exempt must provide one
of the following to be eligible for private rates of motor vehicle tax.
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Authority to fundraise under the Charitable Fundraising Act, 1991 issued by the Office
of Liquor, Gaming and Racing or
A stamp duty exemption letter issued by the Office of State Revenue, or
An endorsement from the Australian Taxation Office (ATO) as an ‘income tax exempt
charity’ or a ‘deductible gift recipient charity’..
Vehicle Use Used by a religious, charitable or benevolent organisation for any purpose. Vehicle
must be registered in the name of an organisation.
Similar use codes PRIV to be used for charities that are income tax exempt only
CIVL – Civil defence
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193) if not a NSW
Government owned vehicle.
Vehicle Use Any motor vehicle used by a civil defence group, an industrial mutual aid group or a
rescue organisation solely in connection with civil defence work or the work of rescue
or aid of persons arising from some general emergency or catastrophe or from
drought, flood, fire or similar emergency. The vehicle must be registered in the name
of the body controlling that work.
Industrial mutual aid groups are supplementary to the State Emergency Services and
Civil Defence organisations. They consist of a number of industrial and commercial
organisations located in a particular area which join forces to assist one another in the
event of a disaster, emergency or attack on their property or personnel.
These private organisations require vehicles such as fire-fighting equipment which
would be used on the streets only in emergencies. Rescue organisations are clubs
formed by volunteers who train for and participate in rescue work in connection with
floods, land and water accidents and the like.
Similar use codes MINE, AMBU, SES
DEMN – Demonstration vehicles
Evidence required An Exemption Authority issued by the Motor Traders' Association on behalf of the
Office of State Revenue. This exemption relates to stamp duty. If an exemption is not
obtained, the vehicle must use codes BUSG or SALE.
Vehicle Use Demonstration vehicle used by a licensed motor dealer solely or primarily for the sale
of another new vehicle of the same class.
Similar use codes Sale.
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FIBS – Federal interstate bus
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use To carry people to or from any other State or Territory for hire or reward in
accordance with the Interstate Road Transport Act 1985.
Plate are NV type
Similar use codes FIRS,FIPP
FIPP – Federal interstate primary producer
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Solely used by an eligible primary producer (see code PPG for definition) to carry
primary produce interstate in accordance with the Interstate Road Transport Act
1985.
Plates are NV or NT (trailer) type
Similar use codes FIBS, FIRS
FIRE – Fire fighting vehicle (not NSW Fire Brigade)
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Fire fighting - other than NSW Fire Brigade vehicles.
Company-operated vehicle - used on road and road related areas solely for and in
connection with the control of bush fires.
Council-operated vehicle - used for bush fire control. May also be used for road
maintenance, repair and construction, but not for any other purpose.
Similar use codes NSFB
FIRS – Federal interstate trade, other
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Used solely to carry goods to or from another State or Territory for trade in
accordance with the Interstate Road Transport Act 1985.
Plates are NV or NT (trailer) type.
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Similar use codes FIBS, FIPP
HAND – Transport for people with a disability
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Applies to all passenger vehicles owned by Welfare and Community Transport
Organisations used solely or principally for the transport of intellectually and mobility
impaired persons and, to a limited extent, for the delivery of work from sheltered
workshops.
This concession is not available to private operators or government agencies.
Similar use codes AMBU
HICR – Hire car
Evidence required Letter of accreditation from NSW Ministry of Transport.
Vehicle Use Private hire vehicle.
For the carriage of passengers for payment, but does not stand for hire on a road or
road related area.
Plates are HC type. If not accredited and a restricted private hire vehicle BUSG usage
code and standard plates.
Similar use codes Nil.
LIBY – Mobile library
Evidence required Nil.
Vehicle Use Mobile Library.
Similar use codes Nil.
MCRA – Mobile crane
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Applies to a vehicle which is, or has permanently affixed to it, a crane. The vehicle is
not suitable for carrying any load other than accessories, is not used or let for hire and
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will not be used to perform work on behalf of any person other than the owner.
Similar use codes If crane is let for hire use BUSG.
MINE – Mine rescue
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193) if not owned
by Government Department.
Vehicle Use Used solely for mine rescue work in accordance with the Mines Rescue Act 1994.
Similar use codes AMBU, CIVL
MRCH – Mourning coach
Evidence required Nil.
Vehicle Use Used solely for the carriage of passengers in connection with their attendance at a
funeral.
Similar use codes Nil.
NSFB – Fire and rescue, NSW Fire Brigade
Evidence required Nil.
Vehicle Use Applies to specially constructed fire fighting vehicles for the Board of Fire
Commissioners of NSW.
Similar use codes FIRE
OMNI – State Transit Authority bus
Evidence required Nil.
Vehicle Use A bus operated by the State Transit Authority to carry passengers at separate fares.
Plate types
MO – country passenger services
M – city passenger services
O
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Similar use codes PBUS, RBUS
PAST – Rural Lands Protection Board
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Solely used in carrying out functions of a Rural Lands Protection Board to maintain and
improve stock routes and public watering places and to control and eradicate noxious
animals, weeds and insects.
Notes:
1. Motor car usage code = BUSG
2. Motorcycle usage code = PRIV
3. Vehicles such as utilities and tabletops = PAST
4. Self-propelled plant, trailers used solely to carry plant, tractors used to
supply motive power for plant, for hauling trailers carrying plant, usage code
= PLNT
5. Caravans used as sleeping quarters or store, usage code = PLNT.
Similar use codes Nil.
PBUS – Public vehicle, not for hire
Evidence required Nil.
Vehicle Use Vehicle used to carry passengers but not for fare or consideration (eg patrons of clubs
or hotels, residents of a nursing home, parishioners of a church etc).
Standard plates only
Similar use codes RBUS, OMNI
PLNT – Plant
Evidence required Nil.
Vehicle Use A machine or implement that can't carry any load other than tools and accessories
necessary for the operation of the vehicle.
Similar use codes Nil.
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PNIC – Pensioner, incapacitated ex-serviceperson
Evidence required Sight any of the following documents:
1. 'GOLD' health card endorsed 'TPI' or 'EDA' issued by the Department of
Veterans' Affairs.
2. A document from the Department of Veterans' Affairs stating that the
applicant is in receipt of a disability pension of 70% or higher of the general
rate, or an Intermediate pension.
3. Pensioner eligibility must be verified electronically with Centrelink.
Vehicle Use The exemption also applies to pensioners who own vehicles that are subject to
National charges.
Similar use codes PNSR
PNSR - Pensioner
Evidence required A Pensioner Concession Card (PCC) or
A Centrelink (DSS) Confirmation of Concession Card Entitlement (CCCE) form,
providing the PCC which is indicated on the form is stamped by Centrelink. Ensure
the customer has indicated private use on the application form or
For war widows under 60 years of age, a DVA Gold Card endorsed ‘War Widow or
For war widows 60 years of age or older, a current NSW PCC.
Pensioner eligibility must be verified electronically with Centrelink.
Vehicle Use The exemption also applies to pensioners who own vehicles that are subject to
National charges.
Similar use codes PNIC
POLC – Police Youth Club
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use The vehicle must be owned by, and registered in the name of, a Police-citizen's youth
club and used solely for purposes associated with the work of the club.
Similar use codes Nil.
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PPG – Primary producer
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193 or Section
one of the Primary Producer Declaration.
Vehicle Use A primary producer or rural co-operative society is entitled to the private tax rate for
a car or station wagon and a concession for a truck, tractor or trailer that is mainly
used in connection with primary production. Vehicles must not be hired out.
Primary producers who want to register caravans for sleeping quarters or storage of
stores must use usage code PLNT.
Similar use codes FIPP, RURL, PAST
PPGN – Primary producer seasonal, national charges
Evidence required Nil.
Vehicle Use Primary producer vehicles over 4.5 tonnes GVM. Vehicle must not be hired out.
Similar use codes Nil.
PRIV – Private use
Evidence required Private use indicated on application form.
Vehicle Use Used substantially for social, pleasure or domestic purposes.
This code also applies to vehicles owned by ministers of religion.
Similar use codes Nil.
RBUS – Bus for hire
Evidence required Ministry of Transport accreditation.
Vehicle Use A public passenger vehicle used to carry passengers on regular passenger services for
fare or consideration.
Plates are
MO – for country passenger service
M – for city passenger service
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O
Similar use codes CBUS
RDWK – Road works
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use If owned by a Council, Park or Cemetery Trust, the vehicle will be used solely for or
in connection with the:
1. construction, maintenance or repair of roads, bridges or cemeteries
including supervising such work; or
2. removal of garbage or night soil; or
3. rolling or maintenance of tennis courts, cricket pitches, lawns or pathways;
or
4. improving the surface of the ground or similar work
and is not let for hire.
A General Roadwork vehicle will be used solely for:
1. the construction, maintenance or repair of roads or bridges; or
2. the removal of garbage or night soil;
and is
1. self-propelled plant;
2. a roadwork plant trailer; or
3. a trailer used to carry roadwork plant.
Similar use codes FIRE
RDWN – Road works, national charges
Evidence required Nil.
Vehicle Use National road usage charges apply.
All vehicles used for roadworks over 4.5 tonnes GVM, used solely or principally for
road maintenance and construction. This does not include a vehicle designed to carry
passengers or a load.
Similar use codes Nil.
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RENV – Rental vehicle
Evidence required Nil.
Vehicle Use A motor vehicle which is let for hire without a driver (not plant).
Similar use codes BUSG
SALE – Re-sale by dealer
Evidence required The customer must provide the dealer's licence number and indicate resale on the
application form. The dealer status must be recognised by DRIVES.
Vehicle Use Second hand vehicles held for resale by a licensed motor dealer.
Similar use codes DEMN
SBTX – Stand-by taxi
Evidence required Nil.
Vehicle Use To be registered as a motor car and is not to be licensed under the Passenger
Transport Act 1990.
A stand-by taxi may operate only in place of a licensed taxi which is temporarily out of
use because of the need for it to be repaired or serviced.
Similar use codes TAXI
SCHL – School student driver education
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use For vehicles used solely or principally by a Government school or a registered non-
Government school for the purpose of driver education of students.
Similar use codes Nil.
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SES – State Emergency Services
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193) must be
provided for vehicles other than NSW Government owned vehicles.
Vehicle Use The vehicle is used in connection with civil defence work or the work of rescue or aid
of persons arising from some general emergency or catastrophe or from drought,
flood, fire or similar emergency. The vehicle must be registered in the name of the
body controlling that work.
Similar use codes CIVL, FIRE, NSFB
SURF – Surf Lifesaving Club
Evidence required Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Applies to vehicles (including trailers) owned by surf life saving clubs which are used
solely to transport or haul surf rescue boats.
Similar use codes Nil.
TAXI - Taxi
Evidence required Letter of approval from NSW Ministry of Transport.
Vehicle Use For the carriage of passengers for payment and which stands for hire on a road or
road related area.
Plates are of type T or TC.
Similar use codes Nil
TOW – Tow truck with crane and hook
Evidence required Licensed operators must provide a letter of authorisation from the Tow Truck
Licensing and Compliance Branch of the RTA to register, renew or transfer a tow
truck registration.
Declaration of Eligibility for a Registration Concession (RTA Form 1193).
Vehicle Use Includes vehicles that partially lift and tow other vehicles, but not vehicles that carry
other vehicles.
A vehicle which has permanently affixed to it, a crane or similar device for lifting a
vehicle partially clear of the ground and is equipped to maintain it in such a position
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while towing it. It is not suitable for carrying other loading except accessories.
Similar use codes TOWT
TOWT – Tow truck without a crane and hook
Evidence required Nil.
Vehicle Use Tow truck that carries (not tows) other vehicles, ie tilt tray trucks and trailers used to
carry other vehicles.
All applicants for tow truck registrations should be referred to the Tow Truck
Licensing and Compliance Branch of the RTA before registration.
Similar use codes TOW
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Appendix C – Forms
The following forms are used by dealers and can be obtained from the RTA website
www.rta.nsw.gov.au or your local motor registry:
Application for Registration [RTA form1009]
Application for Transfer of Registration [RTA form1010]
Application for Transfer/Refund of NSW Registration for Motor Dealers [RTA form 1316]
Dealer Plate Schedule [RTA form 1092]
Dealer Services Officer Authorisation [RTA form 1388]
Declaration of Eligibility for a Registration Concession [RTA form 1193]
Description of Heavy Vehicle [RTA form 1120]
Number Plates [RTA form1038]
Notice of Disposal [RTA form1147]
Dealer Online - Dealer Authorisation Form [RTA form 1330]
Dealer Online - Dealer User system authorisation [RTA form 1332]
Dealer Online - Dealer Security Administrator authorisation [RTA form 1386]
Dealer Number Plate System - Dealer Authorisation Form [RTA form 1596]
Dealer Number Plate System - User system authorisation [RTA form 1597]
Dealer Number Plate System – Add / Change Security Administrator [RTA form 1598]
Dealer Number Plate System – Request for Password Reset/Extend/Expire User [RTA form
1599]
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Appendix D - Glossary
DNPS Dealer Number Plate System
NSW New South Wales
P, P+ Personalised and Personalised Plus plates
PDF Portable Document Format
PML Plate Marketing Pty Ltd
Qty Quantity
RTA Roads and Traffic Authority
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