Top 10 Title Tips

It is no secret that PennDOT Auditors and Inspectors are out and about. Auctions, dealerships and tag agencies throughout the state are on the receiving end of this crackdown on both items covered in Title 75 as law, and policy or procedures published both in “Driver and Vehicle Services Updates” and “Fact Sheets”.

These are the TOP 10 items we see regularly in our PIADA Special Services Title Department. Make sure that submitted documents are fully complete and the supporting documents are presented in the manner PennDOT suggests as “best practices”. Not only will following these keep you clear of problems down the road, but will help in expediting your retail title work.

Any and all DMV forms (including titles) need ALL applicable sections completed in full.

• Yes, this means checking those annoying little no 2nd lien check box on the MV-1 and MV-4 (PA Title), fuel type, vehicle type and condition.
• This also includes Driver’s License numbers, DIN#s and Dates of Birth where indicated.
• Please use BLACK or BLUE ink only.
• Single line corrections are the only acceptable means. Any questions on how, please call!

The following are NEVER accepted on ANY DMV forms or documents:

• Overwriting
• Scribbling Over
• Correction fluid or tape
• Erasable Ink
• Pencil or Marker
• Correction of mileage
• Correction of Notarization or Witness sections

ALL information on DMV forms (including titles) MUST exactly match the retail customer’s PA Driver’s License or Identification.

• If the customer has recently moved, an Address Update Card must be submitted with the valid Driver’s License or Identification. (Instant address changes may be obtained via the PennDOT website at www.pa.gov/agencies/dmv.html.)

Every DMV form or application must be accompanied by a copy of the front and back of the PA Driver’s License or Identification.

• Copies provided must be FULLY clear and legible. (Scanning is used on the barcodes.)
• One person’s ID per page – only on one side of the paper. PennDOT frequently rejects applications with copies on both sides of the paper.
• PennDOT wants all Driver’s License and ID copies to be the ORIGINAL size. They are beginning to reject applications with enlarged identification.

All full and tag agents MUST run a Driver’s License or Identification verification (DLDV) at the time of delivery of the vehicle. PennDOT is watching the dates on the original DLDVs to match the delivery date reported.

Copy of insurance cards MUST state “Pennsylvania Financial Responsibility”, be an original size copy and the only document on the page. Acceptable Proof of Financial Responsibility (Insurance):

• Valid Insurance Card
• Declaration Page
• Full Insurance Policy
• Full PAIP Application
• Email of Screen Shot of Electronic Card as prescribed in published Fact Sheet

MILEAGE – the easiest thing to mess up, the hardest and longest to fix!

• Please, please be sure that EVERY document matches the actual mileage on the vehicle recorded on the date of the purchase.
• Mileage on a title can NOT be overwritten or corrected (even with an Affidavit).
• There is no quick or easy way to correct mileage - 2 years’ inspection records or repair orders, a full write up, an MV-41 with mileage verification and 6-8 weeks’ minimum.

POWER OF ATTORNEY FORM usage:

• A Power of Attorney can NOT be used to sign another Power of Attorney.
• Best Practice Note: if every retail customer signs a “Limited” or “Restricted” Power of Attorney, the dealership has 90 days to use this POA to complete, correct, or sign any DMV forms on behalf of the customer for that specific VIN# (suggest using one for the purchased unit and one for any traded units).
• ONLY ONE SECURE POWER OF ATTORNEY may be utilized PER Dealer, PER VIN#. If your dealership took the vehicle in trade and utilized a Secure Power of Attorney to facilitate the trade, that SAME Secure Power of Attorney MUST be used to complete the retail sale of the vehicle prior to the receipt of the title.

FOR FULL and TAG AGENTS who utilize “Non- Notary Witness” in lieu of notarization:

• You can NOT witness your own signature.
• In addition to the signature of someone on your contract or the dealer themselves, the Dealership Name, DIN, and print the Name clearly or stamped below the signature.

A few personal requests from our staff here at PIADA Special Services Title Department, to HELP US PROCESS YOUR WORK AND YOUR CUSTOMERS’ WORK FASTER! For those members who utilize our retail customer titling and registration, or onsite PA dealer and salvage certificate services:

• PLEASE use paperclips rather than staples to secure your documents, if we miss a staple the scanners eat your forms – every form is scanned.
• Please submit one check per item submitted – if there is something wrong with one, the entire batch is not held up.
• Please write legibly so that we do not need to delay processing while we call to decipher difficult handwriting.
• We do offer Credit Card payment options (3% surcharge) or free ACH payment options, please contact Steve for more details on setting up ACH payments.

THANK YOU FOR TRUSTING US WITH YOUR IMPORTANT DOCUMENTS! Contact our Title Department at 717-238-9002