Agent Service Reminders
E-mail Addresses
The Pennsylvania Department of Transportation (PennDOT) requires all contracted agents and messengers to have and provide PennDOT with an active E-mail address accessible via the Internet.
You must provide your E-mail address to receive information that is no longer being printed and mailed, such as the Driver and Vehicle Services Update. This bulletin is provided only in electronic format, by E-mail or on PennDOT’s Web site, www.dmv.pa.gov/Information-Centers/Business-Partner/Pages/Driver-and-Vehicle-Services-Bulletin.aspx. Please be advised that not receiving these bulletins is a violation of your contract and may cause the suspension or termination of your contract.
If you have not previously submitted an E-mail address, send a message to [email protected]. In your message, list your name, your business name and your agent or messenger service identification number.
If you changed your E-mail address and have not been receiving the Updates that are archived on PennDOT’s Web site, please resubmit your E-mail address.
Remember, the [email protected] address is an E-mail address, not a Web site.
Disposal of Confidential Information
Protecting the confidentiality of customers’ personal information is of paramount concern to PennDOT. Title 67, Chapter 43 of the Pennsylvania Statutes requires agents to keep their copies of temporary registration cards and documents related to applications for title or registration in strict confidentiality. Chapter 43 also requires agents to retain, at their place of business, copies of the temporary registration card (yellow copy) and all related documents for at least three (3) years. At the end of the three (3) year period the records may be destroyed.
Since PennDOT is committed to safeguarding and protecting customer information from unauthorized use or disclosure, PennDOT requires all personal customer information, including customers' names, addresses, vehicle and driver information, and Social Security numbers, any employee notes that contain personal customer information, and all copies of completed or partially completed forms that are being discarded to be either shredded or burned.
Unacceptable disposal includes placing personal customer information in trash bins without first being shredded or burned. Failure to comply with these procedures could result in the suspension or termination of your contract.
Agent Service Training
All agent service providers must attend a PennDOT approved training course every two years as part of the contract requirement. Detailed information about contractual training requirements for agents can be found in the Fact Sheet entitled “Agent Service Training” on PennDOT’s Web site, www.dot.state.pa.us/public/dvspubsforms/BMV/BMV Fact Sheets/fs-agenttrain.pdf.
PAN is a PennDOT-approved agent service training provider. To sign up for a PAN motor vehicle seminar, visit PAN’s Web site, www.notary.org and click on the Education tab. Choose a location to see which PAN seminars are being offered in your area.
Renewal of Contracts
Agent service contracts are for a term of five years beginning on the contract effective date, with an option to renew the contract for additional five-year periods. Approximately 60 days before a contract expiration date, PennDOT sends out a renewal letter asking the agent or messenger to indicate whether they agree to renew the contract.
When you receive a contract renewal letter, read it carefully, making sure that all of the information contained in the letter is correct.
Whether you agree to renew the contract or do not want to renew the contract, you must sign and date the letter and indicate your title. You must return the letter to the address provided no later than ten days prior to the expiration of your contract.
If you are not renewing your contract, you must return all registration products to PennDOT within five days of the contract termination date.
Change of Employees
All agent and messenger services must notify PennDOT when a new employee is hired to handle motor vehicle paperwork or when an employee leaves the agent or messenger service.
Form MV-73B - Messenger and/or Agent Service Employee Report for PennDOT, is available on PennDOT’s Web site at www.dot.state.pa.us/Public/DVSPubsForms/BMV/BMV Forms/MV-73B.pdf.
In addition, at the time of hire and annually thereafter, the employee must provide a verification on oath or affirmation stating that the employee has read and understood the provisions of 75 Pa.C.S. Chapters 11, 13, 23 and 75 and Pa. Code Chapter 43. (These laws can be found on PennDOT’s Web site at www.dmv.pa.gov/Information-Centers/Laws-Regulations/Pages/LawsRegulations.aspx.) New employees must complete a PennDOT-approved basic training course before providing service to the public. Verifications on oath or affirmation and proofs of education must be retained at the agent service’s or messenger’s place of business
Security Reminder
The agent services contract requires that “supplies of temporary cards, plates, permits or other products designated by the Department shall not be held or placed at any time on any workstation area within the grasp of
the public. Individual temporary cards, plates, permits or other products designated by the Department shall at no time be left unattended on any workstation area within the grasp of the public.”
Please be reminded that this includes Forms MV-1, MV-4ST and MV-120.
In addition, agents should at no time share or provide their supply of these forms to other agents for their use. These are secured forms, and therefore, are required to be kept in a secure location at all times.
The Pennsylvania Department of Transportation (PennDOT) requires all contracted agents and messengers to have and provide PennDOT with an active E-mail address accessible via the Internet.
You must provide your E-mail address to receive information that is no longer being printed and mailed, such as the Driver and Vehicle Services Update. This bulletin is provided only in electronic format, by E-mail or on PennDOT’s Web site, www.dmv.pa.gov/Information-Centers/Business-Partner/Pages/Driver-and-Vehicle-Services-Bulletin.aspx. Please be advised that not receiving these bulletins is a violation of your contract and may cause the suspension or termination of your contract.
If you have not previously submitted an E-mail address, send a message to [email protected]. In your message, list your name, your business name and your agent or messenger service identification number.
If you changed your E-mail address and have not been receiving the Updates that are archived on PennDOT’s Web site, please resubmit your E-mail address.
Remember, the [email protected] address is an E-mail address, not a Web site.
Disposal of Confidential Information
Protecting the confidentiality of customers’ personal information is of paramount concern to PennDOT. Title 67, Chapter 43 of the Pennsylvania Statutes requires agents to keep their copies of temporary registration cards and documents related to applications for title or registration in strict confidentiality. Chapter 43 also requires agents to retain, at their place of business, copies of the temporary registration card (yellow copy) and all related documents for at least three (3) years. At the end of the three (3) year period the records may be destroyed.
Since PennDOT is committed to safeguarding and protecting customer information from unauthorized use or disclosure, PennDOT requires all personal customer information, including customers' names, addresses, vehicle and driver information, and Social Security numbers, any employee notes that contain personal customer information, and all copies of completed or partially completed forms that are being discarded to be either shredded or burned.
Unacceptable disposal includes placing personal customer information in trash bins without first being shredded or burned. Failure to comply with these procedures could result in the suspension or termination of your contract.
Agent Service Training
All agent service providers must attend a PennDOT approved training course every two years as part of the contract requirement. Detailed information about contractual training requirements for agents can be found in the Fact Sheet entitled “Agent Service Training” on PennDOT’s Web site, www.dot.state.pa.us/public/dvspubsforms/BMV/BMV Fact Sheets/fs-agenttrain.pdf.
PAN is a PennDOT-approved agent service training provider. To sign up for a PAN motor vehicle seminar, visit PAN’s Web site, www.notary.org and click on the Education tab. Choose a location to see which PAN seminars are being offered in your area.
Renewal of Contracts
Agent service contracts are for a term of five years beginning on the contract effective date, with an option to renew the contract for additional five-year periods. Approximately 60 days before a contract expiration date, PennDOT sends out a renewal letter asking the agent or messenger to indicate whether they agree to renew the contract.
When you receive a contract renewal letter, read it carefully, making sure that all of the information contained in the letter is correct.
Whether you agree to renew the contract or do not want to renew the contract, you must sign and date the letter and indicate your title. You must return the letter to the address provided no later than ten days prior to the expiration of your contract.
If you are not renewing your contract, you must return all registration products to PennDOT within five days of the contract termination date.
Change of Employees
All agent and messenger services must notify PennDOT when a new employee is hired to handle motor vehicle paperwork or when an employee leaves the agent or messenger service.
Form MV-73B - Messenger and/or Agent Service Employee Report for PennDOT, is available on PennDOT’s Web site at www.dot.state.pa.us/Public/DVSPubsForms/BMV/BMV Forms/MV-73B.pdf.
In addition, at the time of hire and annually thereafter, the employee must provide a verification on oath or affirmation stating that the employee has read and understood the provisions of 75 Pa.C.S. Chapters 11, 13, 23 and 75 and Pa. Code Chapter 43. (These laws can be found on PennDOT’s Web site at www.dmv.pa.gov/Information-Centers/Laws-Regulations/Pages/LawsRegulations.aspx.) New employees must complete a PennDOT-approved basic training course before providing service to the public. Verifications on oath or affirmation and proofs of education must be retained at the agent service’s or messenger’s place of business
Security Reminder
The agent services contract requires that “supplies of temporary cards, plates, permits or other products designated by the Department shall not be held or placed at any time on any workstation area within the grasp of
the public. Individual temporary cards, plates, permits or other products designated by the Department shall at no time be left unattended on any workstation area within the grasp of the public.”
Please be reminded that this includes Forms MV-1, MV-4ST and MV-120.
In addition, agents should at no time share or provide their supply of these forms to other agents for their use. These are secured forms, and therefore, are required to be kept in a secure location at all times.
