Recordkeeping for Full Agents and Dealers
In addition to recording their notarial acts in a register, full agents and dealers are required to keep careful records of the official acts they perform as authorized agents of the Department of Transportation (PennDOT). Recordkeeping, as it applies to motor vehicle registration products and signature verifications, requires the same diligence and attention to detail as notarial recordkeeping.
Registration Product Records
Title 67 of the Pennsylvania Code, Transportation, requires each full agent or dealer to provide PennDOT with a report on the temporary registration plates in inventory, within 20 days of PennDOT's request for the information. This means you must know at any given time the quantity, type and sequence numbers of the registration plats in your possession.
PAN's Issuing Agent's Logbook makes complying with the law convenient and easy. In Section 1 of the Logbook, makes complying with the law convenient and easy. In Section 1 of the Logbook, you record the shipments of temporary plates you receive from PennDOT. There are spaces for you to record the dates on which plates are received, the types of plates in the shipments, the number of plates, and the sequence of plate numbers. There is also a space for general remarks about each shipment.
In Section 2, you record information about each applicant and the vehicle to which you issue a temporary registration. For each plate you issue, you record the date, the cusotmer's name and address, the plate number and type, the vehicle identification number (VIN), and proof of insurance information. There is also a space for the type of motor vehicle form used and a space for general remarks about each transaction.
If you keep an accurate and complete record, and you are asked to provide PennDOT with an inventory report, the information you need will be at your fingertips.
NOTE: An Issuing Agent's Logbook is not a substitute for a notary register, nor is it a substitute for keeping the yellow copies of Forms MV-1, MV-4ST, and MV-120 as required by Chapter 43 of Title 67: "The agent's copy of the temporary registration card, copies of related documents including bills of sale when the agent is also the dealer and a copy of the document used for identification and copies of the documents used for insurance verification shall be retained at the place of business of the issuing agent for at least three years and shall be made available for inspection only by police and authorized representatives of the Department. Cards issued in conjunction with the transfer of registration plates shall be kep separate from cards issued in conjunction with temporary registration plates. Cards shall be kept in chronological order according to the date of issuannce."
Signature Verification Records
Section 1103.1(g.1) of the Vehicle Code (75 Pa. C.S.) permits an issuing agent who is licensed as a vehicle dealer; or the issuing agent/dealer's employee, to verify an individual's signature in lieu of notarization on any documents submitted with an application for title. To verify signatures in lieu of notarization, you must be licensed as a vehicle dealer by the State Board of Vehicle Manufacturers, Dealers and Salespersons, and must have a Dealer Identification Number (DIN) that begins with 85, 86, or 87. All other issuing agents must continue to notarize documents.
You or your employee must verify an individual's identity by using at least one form of government-issued photo identification. The Vehicle Code requires you to keep a copy of the form of identification for three years from the date of the verification.
In the space provided for notarization, print legibly the date of the notarization, your own name, the name of the authorized issuing agent or licensed dealership, and the issuing agent's or dealership's dealer identification number (DIN). You must also sign your name legibly.
Although not required by law, PAN recommends that issuing agent/dealers keep an accurate, chronological record of all signature verifications, using PAN's Signature Verification Log. This logbook enables you to record the pertinent facts every time you verify a customer's signature. Each dated record contains the verifying agent's name and title/position, information identifying the customer and the vehicle, the form of ID accepted, and any other remarks. When properly maintained, the Signature Verification Log will provide easy access to verification information and demonstrate the dealer's commitment to regular and accurate recordkeeping.
Registration Product Records
Title 67 of the Pennsylvania Code, Transportation, requires each full agent or dealer to provide PennDOT with a report on the temporary registration plates in inventory, within 20 days of PennDOT's request for the information. This means you must know at any given time the quantity, type and sequence numbers of the registration plats in your possession.
PAN's Issuing Agent's Logbook makes complying with the law convenient and easy. In Section 1 of the Logbook, makes complying with the law convenient and easy. In Section 1 of the Logbook, you record the shipments of temporary plates you receive from PennDOT. There are spaces for you to record the dates on which plates are received, the types of plates in the shipments, the number of plates, and the sequence of plate numbers. There is also a space for general remarks about each shipment.
In Section 2, you record information about each applicant and the vehicle to which you issue a temporary registration. For each plate you issue, you record the date, the cusotmer's name and address, the plate number and type, the vehicle identification number (VIN), and proof of insurance information. There is also a space for the type of motor vehicle form used and a space for general remarks about each transaction.
If you keep an accurate and complete record, and you are asked to provide PennDOT with an inventory report, the information you need will be at your fingertips.
NOTE: An Issuing Agent's Logbook is not a substitute for a notary register, nor is it a substitute for keeping the yellow copies of Forms MV-1, MV-4ST, and MV-120 as required by Chapter 43 of Title 67: "The agent's copy of the temporary registration card, copies of related documents including bills of sale when the agent is also the dealer and a copy of the document used for identification and copies of the documents used for insurance verification shall be retained at the place of business of the issuing agent for at least three years and shall be made available for inspection only by police and authorized representatives of the Department. Cards issued in conjunction with the transfer of registration plates shall be kep separate from cards issued in conjunction with temporary registration plates. Cards shall be kept in chronological order according to the date of issuannce."
Signature Verification Records
Section 1103.1(g.1) of the Vehicle Code (75 Pa. C.S.) permits an issuing agent who is licensed as a vehicle dealer; or the issuing agent/dealer's employee, to verify an individual's signature in lieu of notarization on any documents submitted with an application for title. To verify signatures in lieu of notarization, you must be licensed as a vehicle dealer by the State Board of Vehicle Manufacturers, Dealers and Salespersons, and must have a Dealer Identification Number (DIN) that begins with 85, 86, or 87. All other issuing agents must continue to notarize documents.
You or your employee must verify an individual's identity by using at least one form of government-issued photo identification. The Vehicle Code requires you to keep a copy of the form of identification for three years from the date of the verification.
In the space provided for notarization, print legibly the date of the notarization, your own name, the name of the authorized issuing agent or licensed dealership, and the issuing agent's or dealership's dealer identification number (DIN). You must also sign your name legibly.
Although not required by law, PAN recommends that issuing agent/dealers keep an accurate, chronological record of all signature verifications, using PAN's Signature Verification Log. This logbook enables you to record the pertinent facts every time you verify a customer's signature. Each dated record contains the verifying agent's name and title/position, information identifying the customer and the vehicle, the form of ID accepted, and any other remarks. When properly maintained, the Signature Verification Log will provide easy access to verification information and demonstrate the dealer's commitment to regular and accurate recordkeeping.
