DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES DMV STUDY STREAMLINING IFTA AND IRP PROCESSES Reba Calvert, Administrative Officer III, DMV John Panza, Director Excise Tax Division, DOR April 5, 2018
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES Session Law 2017-57 DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES SECTION 34.33.(a) Study. – The Division of Motor Vehicles of the Department of Transportation, in consultation with the Department of Revenue, shall study streamlining the processes motor carriers must follow to comply with the requirements of the International Fuel Tax Agreement and the International Registration Plan to receive registration plates, motor carrier licenses, and motor carrier decals. The study shall include an examination of the feasibility of consolidating the processes within the Division of Motor Vehicles. SECTION 34.33.(b) Report. – The Division of Motor Vehicles shall submit its findings under subsection (a) of this section, including any legislative recommendations, to the Joint Legislative Transportation Oversight Committee by March 1, 2018. 2
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES TASKS • Research streamlining the processes for motor carriers to comply with the International Fuel Tax Agreement (IFTA) and the International Registration Plan (IRP) requirements for plates, licenses, and decals. • Examine the feasibility of co-locating Department of Revenue (DOR) employees within the Division of Motor Vehicles (DMV) Charlotte State IRP Office to process motor carrier licenses and decals. 3
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES Definitions • IRP The International Registration Plan (or IRP) is a registration reciprocity agreement between the contiguous United States and Canadian provinces, which provides apportioned payments of registration fees, based on the total distance operated in participating jurisdictions. – Independent organization initially developed by American Association of Motor Vehicle Administrators (AAMVA) to govern reciprocity for apportioned vehicles – Regulates how each state registers apportioned vehicles • Each carrier is registered in their home state but can legally operate in other states • Fees paid to the home state but sent to a clearinghouse to be distributed 4
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES DMV FINDINGS Existing Locations Division of Motor Vehicles IRP office • 1425 Rock Quarry Road Suite 100, Raleigh • 6016 Brookshire Blvd, Charlotte Recent Process Improvements • Statewide online services for renewals • Electronic image of cab cards authorized • Full reciprocity with plan states & jurisdictions 5
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES DMV FINDINGS Process Improvements under Review • Enhance statewide service for initial applicants • Electronic credentials • Accept electronic documents for renewals • Re-vamping DOT web service portal Communications Improvements planned • YouTube video detailing step by step online services • Utilize social media platforms to provide the videos and instructional material • Provide educational packets to truck dealerships on the licensing process 6
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES IRP Workload 2015 - 2017 IRP New Fleets & Renewed by Year 9000 8000 7810 7000 7143 6909 6000 5000 4000 3000 2000 2107 1956 1942 1906 1890 1770 1000 28% 29% 23% 0 New Fleets Accounts Accounts Percentage New Fleets Accounts Accounts Percentage New Fleets Accounts Accounts Percentage renewed in renewed renewed renewed in renewed renewed renewed in renewed renewed office online online office online online office online online IRP Totals 2015 IRP Totals 2016 IRP Totals 2017 7
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES IRP Workload 2015 - 2017 IRP New Fleets & Renewed Totals 25000 21862 20000 15000 10000 5000 5833 5738 27% 0 New Fleets Accounts renewed in office Accounts renewed online Percentage renewed online IRP Totals 2015 - 2017 8
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES Definitions • IFTA The International Fuel Tax Agreement (or IFTA) is an agreement between the 48 contiguous states of the United States and the 10 Canadian provinces to simplify the reporting of fuel use by motor carriers that operate in more than one jurisdiction. 9
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES DOR FINDINGS Existing Locations Department of Revenue IFTA Office • 1429 Rock Quarry Road Suite 105, Raleigh Former Location until 2011 Department of Revenue IFTA Office • 6016 Brookshire Blvd, Charlotte (Services offered online and in Raleigh) Recent Process Improvements • Online license renewals and quarterly tax submissions • Resumed annual motor carrier seminars (2014) • New statewide enhanced call services • Electronic image of IFTA licenses authorized • Faxing temporary IFTA decals for active plan participants 10
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES DOR FINDINGS Process Improvements under review • Re-vamping web service portal • Submit initial application online • Electronic credentials Communications Improvements planned • YouTube video detailing step by step online services • Utilize social media platforms to provide the videos and instructional material • Provide educational packets to truck dealerships on the licensing process 11
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES IFTA Workload 2015 - 2017 IFTA License Issued & Renewed Online by Year 25,000 22,871 22,302 21,539 20,000 15,000 10,000 10,043 6,843 6,073 5,000 28% 31% 44% 0 Number of license Renewed online Percentage issued Number of license Renewed online Percentage issued Number of license Renewed online Percentage issued issued online issued online issued online IFTA Totals 2015 IFTA Totals 2016 IFTA Totals 2017 12
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES IFTA Workload 2015 - 2017 IFTA License Issued & Renewed Online Totals 80,000 70,000 66,712 60,000 50,000 40,000 30,000 22,959 20,000 10,000 34% 0 Total number of licenses issued 2015-2017 Renewed online Percentage issued online Total 2015 - 2017 13
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES Cost Estimate to House DOR Employees in Charlotte DMV • Start up first year = $198,477 (Supplies, telephones, furniture, computers, software, maintenance agreements, training, total: 27,140) – Employee costs $171,337 • 2x Information Processing Technicians, grade 63 • 1x Supervisor, grade 67 • Recurring annual expense = $179,146 14
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES Risks • IFTA renewals are seasonal (Sept. 1 st – Dec. 31 st ) • Unknown Charlotte IFTA customers • Timeline for hiring and training of new DOR Charlotte staff • DOR computer system requires modifications • Truck parking limited • >1 year lead time for expansion 15
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES Conclusion • DOR and DMV recommend DOR continue to issue IFTA licenses and decals at the Raleigh office and online • DOR and DMV recommend not co-locating in Charlotte DMV office • DOR and DMV recommend each agency continue process and educational opportunity improvements 16
DMV/STUDY STREAMLINING IFTA AND IRP PROCESSES QUESTIONS ? 17
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