Insurance IIES Inquiry IIE Resource Guide

NYS DMV maintains a website dedicated to our industry partners in order to assist them in filing electronic insurance transactions in order to satisfy NY DMV requirements. The link to NY’s insurance industry (IIES) website is: https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies

NY’s Insurance Information & Enforcement System (IIES) was developed as a result of enactment of Chapter 678 of the laws of 1997 as amended by Chapter 509 of the laws of 1998. IIES is a comprehensive program designed to monitor the insurance status of vehicles registered in New York State through the use of electronic updates provided by the insurance industry. In addition to continuously monitoring the insurance status of over 10 million active registrations, IIES provides a database of insurance information to law enforcement and has essentially eliminated insurance identification card fraud. New York has one of the lowest uninsured rates in the United States.

IIE Inquiry External (IIES)

IIE Inquiry External is an external application available on the NY DMV’s insurance industry website (IIES website). The application allows authorized users to view the current status of an insurance record. Users can verify if letters, suspension or revocation orders, or restoration notices have been sent to the registrant. It would also show if a record has an open or closed case.

Who can access IIE Inquiry External?

Authorized insurance companies
Authorized servicing agents (vendors)
Authorized insurance company agents and brokers

IIE Inquiry External serves a dual purpose for Users:

View the status of an open letter, suspension or revocation
Confirm the disposition of an electronic insurance transaction to verify if the transaction processed on the open case

Account Set Up

Insurance Companies & Vendors/Servicing Agents

Insurance company liaisons request access for either themselves or other representatives of their insurance company. Only authorized insurance companies that have been issued a 3-digit insurance ICC code are authorized to access our external applications. To apply for access, submit the INSURANCE COMPANY EXTERNAL APPLICATION request available on the IIES website https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies

The request for an account for a servicing agent or vendor must come from the insurance company that you have partnered with. This ensures that the insurance company is aware of the use and access to data for your insureds. The User is responsible for all searches performed under their own account.

Liaisons are also responsible for deactivating users. Each authorized insurance company is required by DMV Regulation to maintain a primary and alternate administrative contact with DMV. We utilize these administrative contacts for authorizing access to DMV applications and for assistance with insurance verification requests. The liaison will submit the ACCESS FORM to [email protected] A User account will be set up with the necessary permissions.

Insurance Agents & Brokers

Property and casualty insurance agents and brokers licensed by the NYS Department of Financial Services Insurance Division (DFS) and authorized to issue 2D bar-coded insurance identification cards are eligible to apply for access. In order to issue ID cards, DFS issues a key and PIN to an agent/broker and that process activates the agent/broker license number in DMV's database. DMV will not grant you access to the IIES application if you have not obtained the key and PIN from DFS.

If you have a license and meet the above requirements, you can apply for an account. As an agent or broker you must select a liaison for your office. Normally this is the license holder. This ensures that the license holder is aware of the use of the account and who has access to the applications, since the licensee is the person held responsible for all searches performed under the account. A license holder can designate another individual as the liaison. However, if that liaison leaves your agency, a new liaison must be assigned to the account. This may cause an interruption in your access while the account is updated with a new liaison. Only the liaison can request an update or password reset for the account as the liaison User ID and password cannot be shared per DPPA rules.

To apply for access: submit the AGENT/BROKER EXTERNAL APPLICATION request form available on the IIES website https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies Liaisons for each company can view all of their users that have access to the system. They must add/remove User ID’s as needed.

DMV Web Applications for Industry Partners

Industry access to applications is available at IIES website: https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies

IIE Inquiry External (IIES)

Allows users to verify if letters, suspension or revocation orders, or restoration notices have been sent to the registrant. It would also show if a record has an open or closed insurance case.

Insurance Transaction Look Up (EDITS)

Allows authorized users to view data and the disposition of an electronic insurance transaction sent by an insurer or its servicing agent. Liaisons with each company should request a list of users that have access to our systems on a yearly basis. They may add/remove User ID’s as needed.

Web Interface Report Download (WIRD)

Allows authorized insurance companies to access the IIES Insurer EDI Transaction Filing Reports through the DMV Application Report link. Filing, Matched Transactions and Summary Reports are viewable for each insurance company. One User ID is assigned to each authorized insurance company. The User ID can be shared within the company.

DIAL-IN

An additional account available for external users is called DIAL-IN. If you regularly need to search DMV records for driver license, registration, vehicle (title) or insurance information, then DIAL-IN is the service you need. Typical clients include attorneys, insurance and private investigators, process servers and building/site security personnel. For more information, please visit the NYS DMV website:

https://dmv.ny.gov/records/dial-search-accounts

DMV Online Transactions for Motorists

Public access is available at https://dmv.ny.gov

Provide Proof of Insurance

Registrants can post insurance information on their own record. This generates an electronic mandatory verification request (MVF) to the insurer. The insurance company will then be required to confirm or deny coverage. Posting of proof is not a substitute for filing an electronic insurance transaction.

Posting proof of insurance via the DMV website is not a valid form of reporting for an insurance company and should not be used to bypass DMV’s filing requirements. This on-line transaction was developed as a service for registrants to answer insurance inquiry letters as an alternative to mailing their proof of insurance. The insurance company should be sending the appropriate EDI filing only, instead of encumbering the system by posting proof of insurance, generating a MVF and then being required to respond to that MVF; which can cause further errors and or delays in the record properly updating in the system.

Insurance Status Check

If the registrant received an inquiry letter or suspension/revocation order from DMV regarding their liability insurance, they can check the status of their insurance on the DMV website.

Insurance Lapse Civil Penalty Payment

Registrants can pay the optional insurance lapse civil penalty fee instead of surrendering their registration and plates for an insurance lapse of 90 days or less. This option can only be used once in the past 36 months.

MyDMV

Additionally, DMV offers personalized and secure online services without the need to mail in forms or make a trip to a local DMV office. Motorists can create a MyDMV account on the DMV website.

IIES DATABASE

All insurance company transactions, corresponding procedural actions and pertinent registration transactions are updated on the IIES database as insurance activity records. Insurance activity represents all types of activity (New Business, Cancellation, sending Inquiry Letters, posting suspensions and revocations, posting paper proof of insurance, registering a vehicle, transferring plate to another vehicle and surrendering plates).

The IIES database contains all insurance information and activities. The database is established on a vehicle registrant record which represents a registered vehicle in NYS at a point in time. A vehicle registrant record may be insured by one or more insurers over time and may have zero, one or more activities, cases or case states.

IIE Inquiry External - IIES

Insurance companies can use the IIES and EDITS applications to aid in reconciling their filings. Common scenarios and errors are presented in this Resource Guide to assist you in resolving acknowledgments and errors received from DMV as well as letters, suspension orders and restoration notices that are received by your insureds.

Access to the IIE Inquiry External (IIES) Application will advise you of the current status of the insurance case on the insured’s registration/insurance record.

The EDITS application will advise you of the status and posting of your filing.

The use of both external applications will assist you in determining the status of your insured’s record. Data is available on the EDITS application for up to 1 year from the submittal date. The EDITS tool is not meant to be distributed to the local or agent level of the company and should be confined to the people in your company or insurance group who are responsible for the transmission, error correction or data quality of IIES transactions.

Agents and brokers only have access to the IIE Inquiry External application, they do not have access to EDITS. Any further resolution of the record must be handled by reviewing your policy information and contacting the insurance company in order for them to review their filings and when necessary, to submit the appropriate filing(s).

To display the IIES data, perform a search by using one of the criteria below:

Document ID number from the letter or notice sent by DMV to the registrant
Vehicle Identification Number (VIN)
Client ID/NYS Driver License Number

If there are multiple records, a list will be displayed. Select the desired record. Your search will result in either an open case or a closed case.

IIES Insurance Record Layout

There are 5 parts to the insurance record:

Client Information
Vehicle Information
Insurance Transactions, Correspondence, Suspension & Revocation Activities
Activity Detail
Case Summary

Client Information

This includes the registrant name. The Federal Driver’s Privacy Protection Act (DPPA) prohibits the sharing of personal information to external users. Therefore, this information is limited.

Vehicle Information

This includes the Vehicle Identification Number (VIN), NYS Plate Number, DMV Registration Class Type, Vehicle Year, Vehicle Make and the date the NY registration expires.

Insurance Transactions

This includes Inquiry Letters and Correspondence sent to the registrant as well as Suspension and Revocation Notices sent to the registrant or licensee.

Activity Detail

The activity detail has 10 fields. Some of these fields may have no data. All of the activities are displayed in effective date order. The activities can be sorted to aid in reconciliation.

Activity – The code associated with a transaction received or an action taken. If you hover over this data element, the description of the code will display. See the list of IIES Activity Codes and descriptions at end of this document
Reference Number – Unique 12-digit reference number that ties activities on a case together, may contain zeros to denote that the activity is not associated with any case. Selecting the Reference Number provides a pop-up window for the Case Summary (explained below). If a record contains identical Reference Numbers, they will all show the same (current) Case Summary.
Effective Date - Effective date of the activity or, in the case of a suspension or revocation the date it is effective. The effective date of a letter is the date it was mailed. The data is displayed as MM/DD/YYYY. This field will be filled for every activity.
Insurer – The insurance company numeric code (ICC) and issuer name associated with the activity. If an activity is not related to an insurance activity (i.e. expiration or plate surrender) this field may be blank.
Policy Number - This is the insurance policy number. This field may be blank.
Source – There are 5 sources codes:
1. IO - Generated by a DMV Issuing Office
2. ISB - Generated by the DMV Insurance Services Bureau
3. SYS - Generated by the automated insurance system
4. EDI - Submitted by the insurance company and received electronically
5. WEB - Insurance information was posted by the registrant on DMV’s web site
Submission Date - This is the submission date or mailing date or post date of the activity shown. It will be displayed as MM/DD/YYYY
Reason - Indicates the reason for the given activity. See list of IIES Reason Codes and descriptions at end of this document
Doc ID - A unique 10-digit reference number printed and bar coded on letters, suspension and revocation notices. The field will be filled if the activity is a document sent to the registrant.
Undel – “Y” will be displayed if the correspondence was returned to DMV as undeliverable

* An asterisk denotes that an activity is unprocessed and will be processed during the next batch cycle (usually overnight)

Case Summary

The Case Summary provides the current Case State of the activity. The Case State is displayed at the bottom of the pop up window. The summary is read from the top of the window to the bottom. The Activity Code and Open Date are the initial activity that created the case; usually a XLC (cancellation). The Close Activity and Close Date are what set or cleared the case; usually NBS (New Business). The Case State advises the current state of the case (i.e.: FIQ, IRS, DRS). Case States are referenced in the list of Case State Codes at the end of this guide.

EXAMPLE:

Case Summary
Open Activity: XLC
Open Date: 05/21/2017

Close Activity: NBS
Close Date: 06/21/2017

Case State: DRS

Open Case

The information returned includes the Client and Vehicle Information along with the specific case information on the IIES record. The display will provide the activities on the record.

The remaining information displayed will indicate the Activity Code, Case State Code and Reason Code (see the list of codes at the end of this guide)
The data can be sorted by each column to aid in reconciliation
Place your cursor over the Activity or Reason Code being displayed to obtain additional information about that data element
Selecting the Reference Number will display the Case Summary (information is displayed as a “pop-up” window)
- If there are multiple Reference Numbers of the same number, the Case Summary will provide identical information on each Reference Number

Closed Case

A Closed Case will return the following response when you attempt to search the record: There is a record on the IIES database that matches the information you entered. However, DMV will not display the record since there is no open letter, suspension, revocation or pending case on file.

A closed case will normally indicate that the case has been resolved and no further action is needed.

Search by document ID Number to determine if there is an open case for that activity
If the case is closed for that document number then the associated activity should also be closed
If your insured received a current letter or notice, contact the Industry Helpline to determine if the case state is accurate

Reconciling Records

If you have access to EDITS and the case state is not closed and the electronic filing transaction submitted by your company should have rescinded or closed the case, you should review your EDITS filing to confirm the resolution. Review the EDITS Resource document on the IIES website to reconcile these transactions.

EDI TRANSACTION TYPES

NBS – New Business
REI – Reinstatement
REP – Rescind Electronic Proof
XLC – Cancellation
REC – Rescind Electronic Cancellation
MVF – Mandatory Verification Request (always sent by DMV to an insurance company)
NIS – No Insurance

The following transaction is added to a record when there is no electronic proof of insurance on file:

NIA – No Insurance Activity (inquiry letter generated to the registrant as a result of a renewal or inquiry by DMV)

NBS - New Business

A notification or confirmation of motor vehicle liability insurance coverage. This transaction is required to be filed for the following business events:

New policy issued (all vehicles)
Vehicle (s) added to in-force policy
Vehicle replacement on an in-force policy
Policyholder (all vehicles) moved within insurer group
Confirm coverage in response to MVF
For-hire registration renewal (except taxi & livery)

NBS Reporting Time Frame

No later than 7 days after the effective date
Response to MVF – no later than 14 days after the MVF sent date
- MVF is sent when your required NBS transaction is not on the record
- Include the DMV tracking number for proper reconciliation of the filing and to aid in performance measuring
Resubmission – no later than 21 days after DMV returns a transaction as an error or unresolved no-hit
- Include the DMV tracking number for proper reconciliation of the filing and to aid in performance measuring

NBS Effective Date

Actual date that insurance became effective
MVF effective date

Do not send the following dates: processing, issuance, mailing, policy number change date or any other date.

REI – Reinstatement

A notification that motor liability insurance coverage has been reinstated or restored. The REI effective date is compared to the previously submitted XLC cancellation effective date to determine if there is a lapse of coverage. A REI is not the same as a Rescission of Cancellation (REC). A REI is used when the XLC was valid and the policy was then reinstated.

This transaction is required under the following business events:

Policy reinstatement (all vehicles)
Vehicle reinstated to in-force policy

REI Reporting Time Frame

No later than 7 days after reinstatement
Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit

REI Effective Date

Actual reinstatement date

Do not send a REI if you have not sent a XLC.
Send a REC instead of a REI if you need to negate or nullify the XLC.

REP – Rescind Electronic Proof

An electronic notification that rescinds or annuls a previously submitted New Business (NBS) or Reinstatement (REI) transaction. A rescission transaction “takes back” a previous transaction submitted to DMV that has matched and posted (Direct Hit or Resolved Disposition) to an individual IIES database record.

The REP effective date must be the same as the effective date of the NBS or REI transaction being rescinded. Upon receiving, matching and posting a REP transaction, the IIES database will no longer show the reporting company as the “insurer of record” unless there is other electronic proof submitted by that company.

IIES is programmed to take various actions, depending on the situation, including backing out of any letters or administrative sanctions that may have been taken. Registrants will be notified by DMV if letters or suspensions/revocations are rescinded or issued. A REP rescinds or annuls a NBS or REI that matched and posted to a record. Send a REP if:

NBS or REI transaction excluded by law from being reported to DMV
NBS transaction (correct at the time of submission) when the policy was later flat cancelled, i.e., insurance coverage never provided.
Send a REC for the XLC as well
NBS or REI transaction that an insurer determines was matched and posted to the incorrect IIES database record by DMV’s electronic exceptions resolution program (R500 or R600 Disposition), use the information provided on the R505/R605 to send the REP
REI that was submitted in error (coverage not reinstated)

REP Reporting Time Frame

No later than 7 days after DMV request or discovery that REP is needed

REP Effective Date

Same date and NAIC code as the NBS or REI

A REP will not rescind a transaction that did not post to a record.
A REP can only rescind a NBS or REI that has posted to the record and it must be from the same ICC/NAIC.

XLC – Cancellation

A notification that motor vehicle liability insurance coverage has been cancelled, terminated or suspended, whether initiated by the insurance company or insured.

This transaction is required under the following business events:

Policy has been cancelled, terminated, suspended or non-renewed (all vehicles)
Vehicle deleted (not replaced) from in-force policy
Liability coverage suspended for vehicle on in-force policy

XLC Reporting Time Frame

No later than 30 days after the effective date
Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit
For Hire – no less than 20 days prior to the effective date

XLC Effective Date

Actual date that coverage was cancelled
It must be the same date provided to the policyholder
It may be the date requested by the policyholder or the effective date of superseding coverage from another insurer

Do not send the following dates: administrative, mailing, processing, policy number change or any other date.

REC – Rescind Electronic Cancellation

An electronic notification that rescinds or annuls a previously submitted Cancellation (XLC) transaction. An insurer is “taking back” a XLC with a specific cancellation effective date for a vehicle registered to a particular individual or organization.

The REC effective date must be the same as the cancellation effective date of the XLC transaction being rescinded.

IIES is programmed to take various actions, depending on the situation, including backing out of any letters or administrative sanctions that may have been taken. Registrants will be notified by DMV if letters or suspensions/revocations are rescinded or issued. A REC rescinds a XLC that matched and posted to a record. Send a REC if:

XLC transaction excluded by law from being reported to DMV
XLC transaction (correct at the time) that is superseded by a second XLC transaction that backdates or changes a cancellation effective date
XLC transaction that an insurer determines was matched and posted to the incorrect IIES database record by DMV’s electronic exceptions resolution program (R500 or R600 Disposition)

REC Reporting Time Frame

No later than 7 days after DMV request or discovery that REC is needed

REC Effective Date

Same date and NAIC code as the XLC

A REC will not rescind a transaction that did not post to a record.
A REC will only rescind a XLC that has posted to the record and it must be from the same ICC/NAIC.

MVF – Mandatory Verification Request

A MVF is sent by DMV to an insurance company or servicing agent due to the absence of electronic insurance information on a specific DMV record on the insurance database (IIES). A MVF transaction requires a confirmation of liability coverage (NBS) or a repudiation (denial) of liability coverage (NIS) response from an insurance company.

A MVF transaction asks the following question:

Did the insurance company insure this vehicle and registrant on the effective date provided by DMV via MVF? Yes or No

An answer of Yes is a NBS transaction response using the MVF effective date and tracking number.

An answer of No is a NIS transaction response using the MVF effective date and tracking number.

The data elements included in the MVF must be used in the insurance company’s NBS or NIS response. The insured name on the MVF is the name your company is verifying. Do not add or change the insured name when you respond to the MVF. If the MVF is not satisfied, IIES processing then proceeds to the next steps, i.e., letter and suspension if electronic proof is still missing.

If the MVF you receive has a policy number that does not match your records, send a response to the MVF using the current/correct policy number. Make sure the vehicle information, insured information, effective dates all correspond to your policy information if you are verifying coverage. Additionally, do not submit a NIS with the MVF effective date and a NBS with another effective date. Simply submit a NBS using the tracking number and corrected effective date.

A MVF transaction requires electronic verification (from the insurance company) of paper insurance information submitted to DMV as a result of:

A registration transaction processed by DMV for a registrant
An inquiry letter or suspension/revocation order sent to a registrant

MVF Reporting Time Frame

No later than 14 days after DMV’s mandatory request transaction date
- Include the DMV tracking number for proper reconciliation of the filing and to aid in performance measuring

MVF Effective Date

Same date and NAIC code as the date on the MVF

MVF transaction volume for an insurance company is based on whether:

Required NBS or REI transactions are submitted to DMV and
Required NBS or REI transactions are submitted (and resubmitted if unmatched) to DMV in a timely manner and
Required NBS or REI transactions have compatible and complete information than enables matching and posting to IIES database records

NIS – No Insurance

A repudiation (denial) of motor vehicle liability insurance coverage in response to a DMV initiated mandatory verification (MVF) transaction. The insurance company is advising that the paper proof of insurance accepted by DMV is invalid and/or fraudulent.

An insurance company or servicing agent shall exercise due diligence when submitting a no insurance (NIS) notice to DMV in response to a DMV initiated mandatory verification (MVF) transaction. An insurance company or servicing agent shall not submit a NIS notice to DMV if the vehicle is insured by said insurance company indicated on the MVF.

This transaction is required under the following business event:

Denial of coverage in response to a MVF
- The insurer is advising DMV that the paper proof accepted by DMV is invalid or fraudulent

NIS Reporting Time Frame

No later than 14 days after the MVF sent date
- Include the DMV tracking number for proper reconciliation of the filing and to aid in performance measuring
Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit
- Include the DMV tracking number for proper reconciliation of the filing and to aid in performance measuring

NIS Effective Date

MVF effective date

A NIS can only be sent in response to a MVF.
To “rescind” a NIS you must send a NBS or REI with the same effective date of the NIS.

NIA – No Insurance Activity Letter (Inquiry Letter)

No Insurance Activity letters are sent to registrants when there is no electronic proof of insurance on file.

The letter instructs the registrant to submit insurance information on the DMV website. The entry of paper proof of insurance by the registrant will post the proof and send a mandatory verification request (MVF) to the insurance company.

If you are the insurer return a New Business (NBS) with the MVF effective date provided on the letter.
If you have cancelled coverage after that effective date respond to the MVF with a NBS and then send a Cancellation (XLC).
If you are not the insurer, respond to the MVF with a No Insurance (NIS) transaction.
If no paper proof entry has been made and you are sending a EDI transaction on behalf of the insured that has received an Inquiry Letter, send a NBS with the effective date of the No Insurance Activity as indicated on the bottom of the letter.

TECHNICAL INFORMATION

Electronic Data Interchange (EDI)

Functional Acknowledgement

The EDI information transfer occurs when an insurance company or servicing agent sends an electronic file in X12 format containing sets of transactions. These transactions represent business events that must be reported to DMV and are formatted according to the X12.811 standard. This information is outlined in the DMV Motor Vehicle Liability Insurance Reporting Implementation Guide (MVLIR). This Guide is posted on the IIES website.

Upon receipt of the file by NYS DMV the transactions will be translated using a commercial software package. If the file format or segments (group of data elements) within the file are not compliant with the EDI specification, a 997 transaction will be returned with an error code to the insurance company/servicing agent indicating that the interchange has been rejected. In addition, an automated e-mail, which further describes the translation error, is generated and sent to the EDI technical contact. It is therefore critical to keep your technical contact information up to date with DMV.

The following are DMV translator identified error scenarios:

Required segments are missing
Required data elements are missing
Data elements are invalid
- Incorrect number of characters
- Incorrect value according to the specifications as outlined in the MVLIR

Each transmission that passes through the translator without error will be acknowledged with a 997 transaction that is returned to the sender. DMV application programs will process transactions that continue through the translator. Any errors found at the application program level will be returned with the appropriate error code(s) as an 811 transaction.

DMV will send an ANSI X12 997 Functional Acknowledgment transaction to insurance companies in response to all transmissions received by DMV. If a transaction has no errors, insurers may use the 997 Functional Acknowledgment as proof of receipt and acceptance of the data as provided. If no 997 Acknowledgment is received, then it should be assumed that your filing did not translate, nor post to a record.

If a transaction received by DMV contains errors in data, insurers will also receive an ANSI X12 811 transaction containing error codes (up to five) as defined in the MVLIR. Likewise, insurers will be required to send an ANSI X12 997 Functional Acknowledgment transaction to DMV for every transaction set received.

Data Formatting Requirements

Several data formatting guidelines must be followed when reporting to DMV.

EDI fields are variable length, followed by a delimiter. DMV utilizes the asterisk “ * “ as a data element separator, and therefore it cannot exist within the content of any data element. The tilde “~” is used as a segment terminator, and also cannot exist within the content of any data element.
Do not use null values.
- a. Use spaces for alphanumeric fields with no value.
- b. Use zeroes for numeric fields with no value.
All alphabetic characters must be in UPPER CASE.
The standard date field format is YYMMDD (year, month, day).
An additional date field will contain CC (century) and must only contain the values “19” or “20” (as appropriate).
All mandatory fields must always contain data.
All Numeric fields (type = Numeric) must be right justified.
All alphanumeric fields (type = Alphanumeric) must be left justified.

DMV Tracking Number

DMV assigns a unique tracking number to DMV initiated Mandatory Verification Requests (MVF) transactions that are sent to insurance companies or their vendors. In addition, tracking numbers are assigned to unresolved no-hit exception errors and certain edit error transactions that are returned by DMV to the company/vendor.

The specific tracking number must be returned to DMV with the corresponding MVF response (NBS or NIS) or with the resubmission transaction. If there are two outstanding tracking numbers for the same insured/registrant name and vehicle; the tracking number for the most recent DMV notice shall be used.

Tracking number is not utilized for matching transactions to DMV records, however it is used to calculate your company’s performance. Return the DMV tracking number in order to receive the “credit” for responding to that request.

Sequence of EDI Transaction Submission

EDI transaction processing has specific rules that will disallow certain transactions to be filed if they do not follow logical rules.

For instance:

Multiple cancellation filings are generally prohibited from being submitted and will be returned as an error
Flat cancellations, where the NBS and XLC share the same effective date will be disallowed

If you are attempting to backdate a cancellation, send the Rescission of Cancellation (REC) for the current or incorrect filing and then, the next day, send the XLC for the correct date of cancel. The REC will negate the XLC on file and allow a “new” XLC to be filed on the record. This will reduce the number of multiple submission errors returned by the system. Additionally, if you are rescinding a cancellation, do not send a Reinstatement to attempt to clear XLC if you do not insure the vehicle.

DMV has created a Disposition & Error Code List on the IIES website: https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies which provides a detailed explanation of each error to assist you in reconciling these transactions.

IIES Processing & Registration/License Record (DMV System) Updates

DMV retrieves EDI transaction files once a day (at approximately 5:00 am, except for Sundays and holidays) through an automated system. Transactions are processed during the day and registration/license records are updated overnight. Each transmission that passes through our EDI translator without error will be acknowledged with a 997 (Functional Acknowledgment) transaction which is returned to the sender. If you have access to EDITS you can see the current status of the transaction.

NYS DMV application programs will process those transactions that pass through the translator. Any errors found at the application program level will be returned with the appropriate error code(s) as an 811 transaction. Errors are returned the day after the transactions are processed.

If the volume of transactions (vehicle count not number of policies) that you need to submit is over 5,000 transactions per day, then DMV needs prior notification of this. You must send an email to IIESMAIL and receive confirmation from DMV that it is okay to submit a large file. We may ask you to send in more than one interchange so that these transactions do not interrupt normal processing.

MATCHING/RESOLUTION

Transaction/Record Matching Criteria

EDI transactions are matched to individual IIES database records in accordance with the following criteria.

No other data elements are used.

IIES Matching (H Disposition)

VIN and Vehicle’s NYS License Plate Number
VIN and NYS Driver’s License Number (or FEIN)
VIN and 3 of Name* and DOB (if individual)
VIN and 3 of Name*

Exceptions Resolution Matching (R Disposition) - High Level View

5, 3 and 1 of Name** and DOB*** and a single VIN from the registration file that matches the submitted VIN @ 70% or greater

* First 3 letters of the last name (individual) or company name (organization)

a. SMI for SMITH JOHN A
b. MOH for MOHAWK VALLEY DENTAL CARE PC

** First 5 letters of the last name, first 3 letters of the first name, first letter of the middle name (individual)
First 5 letters of the first name component, first 3 letters of the second name component, first letter of the third name component (organization)

*** DOB for individual or zip code for organization

EDI Transaction Resolution

IIES will automatically set up cases, monitor them and send out letters, suspensions, revocations and verification transactions as necessary. Transactions are received and matched against DMV registration records.

For Cancellations, if no match or direct hit (H) is found, the appropriate error code will be returned as either:

E (Edit error) or
U (Unresolved) or
Combination of both codes or
R (Resolved)

For New Businesses, if no match or direct (H) is found, the appropriate error code will be returned as either:

E (Edit error) or
U (Unresolved) or
Combination of both codes or
R (Resolved)

Certain business transactions can open (create) a case:

Receipt of Cancellation (XLC) without offsetting New Business (NBS)
Receipt of No Insurance (NIS) response
An original or re-registration transaction processed by DMV
Mandatory Verification (MVF) request

The case state represents the action that has been taken for the case. For example, FIQ indicates an Inquiry Letter has been sent.

EDI TRANSACTION PROCESSING

Review the IIES EDITS Resource Guide for more information.

DATA ELEMENTS

Plate Number

The NY plate number is used for high level transaction matching. Using the plate number in your transaction will ensure the filing matches to that specific record. However, other data will not be confirmed or checked when using the plate number. Therefore, it is critical that you verify the name on the registration record with the name on the policy as well as using the correct plate number (and be aware of your effective date) when sending transactions. Adding a plate number to your filing will effectively “force” the filing on the registration record, regardless of the information in the filing (the VIN and plate will match, no other data elements will be considered).

Using the plate number in your NBS or REI transaction will allow you to post a transaction to a record that has now been replaced with another plate. Example: The insured’s VIN is associated with two registration plate records. The current plate number is XYZ123 and the previous plate record for the VIN is ABC123. You need to submit a transaction on the prior record for the VIN; you must include the plate number ABC123 on your transaction.

Using the plate number in your REC or REP transaction will allow you to remove a previously matched XLC or NBS/REI filing from a record. Example: The insured’s VIN is associated with two registration plate records. The current plate number is XYZ123 and the previous plate record for the VIN is ABC123. If your transaction posted to the incorrect plate/record, you need to submit a rescission transaction on the incorrect plate for this VIN. To do this, you must include the plate number on your transaction. We strongly encourage you to have this capability added to your program. Without this ability, the IIES business unit must manually manipulate each record and post the transactions. Manual manipulation of records can cause errors and may delay the posting of your transactions, which will ultimately affect our mutual clients.

Driver License Number

The NYS driver license number is also used in high level transaction matching. The NY driver license number is nine digits and is used when reporting transactions for individuals (the nine-digit Federal Employee ID Number, FEIN, is used for reporting organizational names). If the driver license number is not known, you may use nine zeros for this field (000000000).

An insurer is required to report an individual's NYS Driver's License Number if the individual has a New York Driver’s License or an organization's Federal Taxpayer ID. Insurers who record and report NYS Driver's License Numbers and Federal Taxpayer ID's will benefit from a higher rate of matched vehicles, resulting in fewer errors and resubmissions.

Entity Type

The transaction for the insured must include the Entity Type. Refer to the MVLIR for transaction formatting. One of the following must be selected:

Entity type 1 = individual
Format name for individual (DOB & Gender are required)

Entity type 2 = organization
Format name for organization (includes trusts, DBA’s and corporations)

Transactions will err if the entity type is not properly indicated and does not match the registration record.

Policy Type

The transaction for the insured must include the Policy Type. Refer to the MVLIR for transaction formatting. One of the following must be selected:

1 = personal

2 = commercial

3 = for hire

4 = DMV USE ONLY - unknown – this is only allowed to be sent by DMV when the policy type is unknown

5 = for hire; plate surrender prior or equal to the XLC effective date

6 = for hire; NBS or REI from different insurer with an effective date prior or equal to the XLC effective date

7 = for hire; XLC posted and vehicle was replaced on the registration record prior to the XLC effective date. XLC effective date for the new vehicle equal to the XLC on the replaced vehicle

8 = dealer/transporter registration

If DMV sends a MVF using a specific policy number, respond to the MVF with the tracking number and correct the policy number, if needed.

If DMV sends a MVF using a specific policy type, it is critical that you respond according to policy type.

For example: If you do not insure a policy type 1 – Personal, then you must respond NIS to the verification request.

Likewise, if you do not insure a policy type 3 – For Hire, then you must respond NIS to the verification request.

However, if the MVF indicates a policy type 3 – For Hire and the vehicle is a bus or ambulance and the vehicle is not For Hire (exemption forms must be filed at time of registration) you may respond using a policy type 2 – Commercial.

Policy Number

DMV posts the policy number to IIES records when an Insurance ID Card is scanned. The policy number originates from the proof of insurance provided by the company/agent/broker on the Insurance ID card. The ID card is used to generate a registration document by DMV.

When a DMV Office or an insured enters proof of insurance information for their record, they enter the policy number as part of the Post Proof of Insurance transaction. This policy number is provided to you when DMV generates the MVF.

Policy number is not used in ANY of DMV’s electronic processes
Policy number is not used for matching transactions
Policy number is included with MVF transactions as an aid for the insurer to identify the insured
Insurers should not send transactions to DMV because of a change in the policy number in their system

Disposition & Error Codes Reported to Insurers

NOTE: While this information is technical in nature, we are providing it to our users so they have a basic understanding of our processes. Technical assistance with any filing must be directed to the insurance company or vendor that is responsible for sending EDI transactions to NYS DMV. Access to EDITS is only provided to authorized users to view the status of an electronic transaction through the IIES database. Permission to access the EDITS application is granted by the insurance company. Errors must be reviewed before subsequent submission of a filing. Errors are only reviewable by authorized users at the company or vendor level.

Disposition and errors codes are returned back to insurers/vendors when a transaction posts to a record, resolves to a record or is unmatched and returned to company/vendor. There is a Disposition and Error Code List on the IIES website: https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies Transactions that are returned must be reviewed to determine if the transaction needs to be corrected and re-submitted or if the transaction should not be resubmitted. Resubmitted transactions must be returned 14 days after the receipt of the error from DMV.

For assistance on EDIT errors, insurance companies should refer to the EDITS Resource Guide available on the IIES website: https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies

NON-REPORTABLE TRANSACTIONS

NYS Commissioner Regulations, Part 34 describe the requirements for insurance companies to report electronic auto liability insurance filings with DMV. Certain filings are prohibited per Regulations. These are called non-reportable filings. The following transactions are not required, or are excluded by, or specifically prohibited by statute, regulation or specification from being reported to DMV:

Transactions for excluded classifications are prohibited

Sending these filings encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors.

Motorcycles, all-terrain vehicles, snowmobiles, vessels, non-commercial trailers
Police and fire vehicles
Government vehicles registered in the municipality name, including those with diplomatic plates
The EDI system will automatically return certain transactions as errors
Vehicles registered in the International Registration Plan (IRP) class

NOTE: Some filings will post to records (IRP), however processing will not occur (no case will be created)

New Business transactions for certain policy renewals are prohibited

Sending renewal NBS filings for Personal policies encumbers our systems, adds redundant filings to our records, and causes unnecessary processing and resolution for insurance companies and vendors.

NBS filings may cause your company to be listed as the insurer of record after you have cancelled the policy. A REP must be filed to rescind an invalid posted NBS.

Renewal filings are only required for certain commercial and For Hire class registrations (bus, school car, rental, hearse, ambulance)

Non-liability related transactions including administrative and incidental activities for policy changes are prohibited

Filings that pertain to non-liability reasons cause inquiry letters or suspension notices to be generated to the insured/registrant

Amending vehicle, name, address, driver or other descriptive information including policy number, coverage limits, non-liability coverage (e.g., collision and comprehensive)
Reactivating cancelled policies to make premium adjustments
Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or REP to rescind the New Business

Cancellation transactions are prohibited if policyholder was moved to another company within the same group (different NAIC code) with no lapse in coverage

These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel
Only send NBS from the “new” company

Cancellation transactions are prohibited for a vehicle replaced with another vehicle on a policy remaining in force

These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel on the “old” vehicle
Only send NBS for the “new” vehicle

NOTE: Whenever plates are transferred to another vehicle, the insured is required to submit an Insurance ID card with the notation of “Vehicle Replacement” on the ID card. The DMV office requires this notation on the ID card when they process a plate transfer transaction; this ensures that the client is transferring the plates to another vehicle. No cancellation is allowed per CRR 34.1.12 on the old, replaced vehicle. A New Business is required for the added vehicle. When the agent/broker issues an ID card with the Vehicle Replacement notation, this information must be shared from the broker/agent to the company in order for the proper filings to be submitted.

Cancellation and New Business transactions that represent steps in an administrative rewrite or reissuance of a policy when there is no lapse in liability coverage are prohibited

These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

A cancellation is a notification that the insurance coverage has been cancelled, terminated or suspended, whether initiated by the insurance company or the insured. Cancellations can only be sent for following business events:

Policy cancellation or non-renewal (every vehicle covered by the policy at the time of cancellation or nonrenewal)
Vehicle dropped without replacement from an in-force policy
Liability insurance suspended on a vehicle that remains on an in-force policy
Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel

A New Business is a confirmation of motor vehicle liability insurance coverage. New Businesses shall be submitted for the following business events:

Policy issuance (every vehicle covered under the policy at the time of issuance)
Vehicle(s) added to an in-force policy
Replacement vehicle(s) added to an in-force policy
Vehicle(s) moved to another insurer within an insurance company group
Renewal of a for hire policy (all for hire vehicles only)
Confirmation of insurance in response to a DMV initiated mandatory verification (MVF) transaction
Incorrect filings that have posted must be rescinded by filing a REP to rescind the New Business

Cancellation and Reinstatement transactions for the same insured/vehicle for the same effective date within the same transmission are prohibited

Sending these filings in the same transmission encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

The Cancellation must be filed and posted to the record first in order for the subsequent Reinstatement to be posted
The transactions must be filed separately in different transmissions

Cancellation transaction at expiration of registration/policy that coincides with a coterminous or fixed registration expiration (Commercial or For Hire policy) are prohibited

Sending Cancellation filings for Fixed registration expiration policies encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

Registrations with Fixed expiration dates require the insurance policy period to be the same as the registration term
When the registration expires, the policy expires
Registrations that have Fixed expirations dates do not allow a Cancellation to be filed for the date of registration expiration
Registrations with Fixed Expirations dates include: Bus, Rental, School Car, Hearse, Ambulance
A bus has a fixed expiration and the policy expires when the registration expires; a cancellation is prohibited at expiration
The policy is also expected to renew at the same time as the registration; therefore, a New Business is required for the registration renewal date
Cancellations for Policy Type 3 that are submitted with an effective date equal to the expiration of the registration are returned as errors to the Sender
- If you sent a Cancellation for Policy Type 2, the filing will be allowed to post to the record; you must rescind these filings by sending a REC

Reinstatement transactions are prohibited unless a Cancellation was previously submitted to DMV

Sending these filings encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

A Reinstatement transaction is a notification that motor liability insurance coverage has been reinstated or restored.
A REI transaction should not take the place of a NBS
If the REI posted to the record in error, it must be rescinded by filing a REP transaction

Transactions for cancelled policies that were reactivated to make administrative changes unrelated to this program (e.g. premium adjustment) are prohibited

These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or by sending a REP to rescind the New Business

Transactions for premium quotes when the requester never accepted the policy, flat cancel (XLC effective date equals NBS effective date) are prohibited

These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or by sending a REP to rescind the New Business

Transactions for vehicles not registered in New York State are prohibited

Sending these filings encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or by sending a REP to rescind the New Business

Transactions for vehicle owner policyholders (e.g., lessors, drivers) who are not NYS registrants are prohibited

These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

Sending these filings encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

Filings are excluded for vehicle owners (titleholders), lessors, lessee, lien holders, loss payees and drivers who are not registrants
Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or by sending a REP to rescind the New Business

Multiple submission of the same exact transaction record within the same transmission

Sending these filings encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or by sending a REP to rescind the New Business for the invalid transaction

Multiple submission of the same exact transaction record, without correction or cause, within different transmissions

Sending these filings encumbers our systems and causes unnecessary processing and resolution for insurance companies and vendors

Incorrect filings that have posted must be rescinded by filing a REC to rescind the Cancel or by sending a REP to rescind the New Business for the invalid transaction
These filings cause inquiry letters and suspension notices to be generated to the insured/registrant

COMMON SCENARIOS

No Insurer Verification (NIV) Letter

The No Insurer Verification (NIV) Letter is generated when an insurance company does not respond to DMV’s Mandatory Verification Request (MVF).

Any insurance proof that is posted on a record, such as the insurance card that is provided by the insured when a vehicle is registered or the insurance card provided in response to a DMV Inquiry Letter, must be electronically verified with the insurer. The insurance company is required to either confirm coverage by sending a New Business/Reinstatement or to respond No Insurance (NIS) invalidating the paper proof. If the insurer does not respond within 14 days of the posted proof date or Registration transaction date, an NIV Inquiry Letter will be sent out to the registrant. This letter advises the registrant that DMV contacted the insurer of record to verify coverage, however no adequate response was received from the insurance company. The letter instructs the registrant to contact the insurer and have them electronically verify coverage with DMV. If DMV does not receive electronic verification within 30 days of the date of the letter, the registrant will be suspended.

If electronic verification of insurance is not received from an insurer, it can lead to the registrant being suspended.
When DMV is contacted by the registrant, DMV advises the motorist to contact the insurance company.
When correspondence is received by DMV, an email outreach to the insurance company may be sent requesting the filing to be submitted.

Insurance companies are required to reply to Verification requests. If your customers are receiving these letters, contact IIESMAIL to determine the cause. DMV can assist you in reviewing EDITS to determine if a filing was sent, returned as an error or if the filing was never submitted. DMV’s goal is to reduce the number of these letters sent to our mutual customers.

Multiple Cancellations

Multiple Cancellations on a registration record often cause Letters or Suspensions to be issued to the registrant.

The IIES database is designed to reject multiple cancellation filings by sending an error message when DMV receives multiple Cancellations from the same insurance company if there is no coverage on file.

In order for a policy to cancel more than once, a Reinstatement, New Business or Rescission of Cancel must be received between the cancellation filings. Because DMV does not know which cancellation is the “true” cancel, DMV cannot correct the record or assist the registrant. The incorrect Cancel must be resolved by a Reinstatement or Rescission. DMV will advise the registrant to contact the insurance company for resolution.

Vehicle Replacement

When a registrant’s plates are transferred from one vehicle to another vehicle, the insured is required to submit a NYS Insurance ID card with the notation of “Vehicle Replacement” indicated on the ID card. The DMV office requires this notation on the Insurance ID card when they process a plate transfer transaction. This process ensures that the client is transferring the plates to another vehicle. No cancellation is allowed per Regulation on the old, replaced vehicle. A new business is required for the added vehicle. This vehicle replacement information should be shared from the broker/agent to the company in order for the proper filings to be submitted.

If your insured recently received a letter or suspension notice, use the Document ID on the letter to confirm coverage. When the letter or notice is generated, the CURRENT VIN is printed on the document, however the issue may pertain to the prior VIN on the registration record. Searching by the Document ID will provide you with the VIN that has the issue.

Transaction Posts to Another Plate Record on the same VIN

A common scenario occurs when a filing is submitted on a VIN and the transaction posts to another vehicle record (for the same VIN) that was previously registered in that same name. For example, VIN 12345 was registered to SMITH ADAM, however it is now registered to SMITH ROBERT. If the filing is submitted prior to the registration record being created, the filing may match to ADAM SMITH’s record. Include the CID for ROBERT so the filing will post to ROBERT’s record.

Dual Insurance Policies in Effect

In cases of dual insurance coverage, a NBS or REI may be needed with an effective date other than the effective date coverage started. This is because the IIES system has specific parameters in place, based on filing effective dates that will or will not allow the filings to match (map) to one another and close an outstanding case. Dual insurance coverage as a whole is rare however, below are two common scenarios that occur:

The client has maintained two or more policies for a period of time.
For example: Registrant obtains a policy with Company A and then obtains a policy from Company B. Client does not cancel policy with Company A until 90 days after the policy began with Company B. Due to the large gap in time (90 + days) a NBS for the effective date of the cancellation from Company A is required from Company B.

Registrant maintains multiple policies and cancels two or more at the same time.
For example: Client maintains dual coverage with Companies A & B. Client then obtains coverage from Company C and cancels both policies with Companies A & B. The New Business from Company C will only match and close one of the Cancellations received. A NBS or REI for the second Cancellation must be submitted.

Filings Submitted, Case Still Open or Unresolved

Insurance companies send transactions to DMV which are then received and matched to VIN records. Transactions are matched to records by either a direct Hit or by Resolving to the record. Direct Hit transactions match to records directly by using the specific data elements (Plate Number, Driver License Number, 3 of Name, etc.) included in the filing. It is important that the data elements are submitted to DMV accurately. If a transaction has incorrectly resolved to a record by DMV’s resolution processing, DMV can often move those filings. However, transactions that are matched to a record as a result of a direct Hit, will not be moved by DMV to another record. A review of the transaction in EDITS will indicate how the filing matched and posted to a record. You may submit an email request to DMV to move a filing, however, it may be faster for your company to submit a REC or REP to rescind the incorrect filing.

DMV’s matching criteria has specific rules for transactions submitted with:

Plate Number – the plate number on your transaction will cause the transaction to post to that specific plate record

Driver License Number (CID) or Federal Employer ID Number for an organization – the CID or FEIN on your transaction will cause the transaction to post to that specific record for that individual or organization; include the License or Employer number for the registrant, not for a driver or a spouse and do not send the FEIN number for another organizational name.

3 of Name – the 3 of name includes punctuation and spaces (A;B;C;AUTO is not the same as ABC;AUTO)

You can confirm the status of the filing by using EDITS, along with a review of IIES.

Send an email to IIESMAIL and request a review of the VIN record if any of the following occur:

If the case is still open and your filing should have closed the case
If you can determine that the filing posted to another plate for the same VIN
If you receive a MVF after a filing matched and posted to a record
If you need a resolved filing moved and the registrant is suspended
If there are multiple suspensions with different effective dates that are open for the same reference number on a record

The following scenarios should be corrected by the insurance company:

Cancellations for replaced vehicles when the policy remains in force
The filing you submitted is for the incorrect Name, VIN, etc. – send REP to rescind NBS, send REC to rescind XLC
If the VIN on DMV records is incorrect and is in the process of being corrected, send the NBS for the VIN on our records to resolve any open Letters or Suspensions, when the record is corrected, DMV will review EDITS for the filing with the correct VIN and post accordingly. If there is no filing, a MVF will be sent after the record is corrected.
Filings posted on records for drivers that are not registrants must be removed by rescinding the filing
Filings for Flat Cancels (policy never accepted) must be removed by rescinding the filing
Cancellation posted on a record with no prior NBS on file

Cancellation Posted to Record with No Prior New Business on File

A Cancellation posted to a record without a prior New Business often create a Letter or Suspension to be issued to the registrant. This scenario can occur for a number of reasons including:

The Cancellation is valid, however the prior NBS did not post to the record
- Solution: Send NBS for the date the policy was issued, or when the vehicle was added to the policy
The Cancellation belongs on another vehicle record
- Solution: Send REC to rescind filing, resubmit corrected filing on proper record if necessary
The Cancellation was filed Late and posted to the Current record instead of the prior record for that same VIN
- Solution: Send REC to rescind the filing, resubmit corrected filing on proper record if necessary

FOR HIRE CANCELLATIONS

Per regulations For Hire Cancellations (XLC's) must be received by NYS DMV a minimum of twenty (20) days prior to the cancellation effective date per NYS VTL, Article 8, Section 370.1(b). The only exceptions are if there is a plate surrender or superseding coverage on a record. Please ensure a timely submission to allow for corrected re-submissions, as DMV will not manually post For Hire cancellations.

A XLC can be filed after the twenty (20) day filing requirement if one of these three scenarios are present:

The plates have been surrendered to NYS DMV and the surrender has been recorded on the registration record. A XLC with an effective date equal to or after the surrender date will be accepted if the transaction lists the policy type of five (5).

A NBS or reinstatement (REI) transaction from a different insurer has posted to the insurance record. A XLC with an effective date equal to or after the NBS or REI effective date will be accepted if the transaction lists the policy type of six (6).

Since the XLC must be received prior to its effective date, registration transactions such as vehicle replacement (transfer of plates) can be processed while the policy is still in effect. If a XLC posted to the insurance record of the replaced vehicle, a XLC with the same effective date and NAIC/ICC code can be sent for the new vehicle with the policy type of seven (7).

Please remember, a XLC need not be filed for coterminous policies and registrations. A transaction with the same effective date as a fixed registration expiration date will not post and will be returned with error code E780 – Invalid termination date for FH vehicles. As long as the insured was properly advised of the cancellation or non-renewal, no electronic filing is required or allowed.

REGISTRATION CLASS ISSUES

h6>Dealer/Transporter Transactions

Dealer and transporter registration classes do not have a VIN associated with the registration record. The classes are Dealer (DLR-62), Motorcycle Dealer (MCD-64) and Transporter (TRA-66). A dealer or transporter is a person, firm, association, or corporation engaged in the retail or wholesale business of buying, selling, or dealing in motor vehicles or requiring the limited operation of motor vehicles to deliver, repair or improve or install vehicles. There are also specific requirements for the issuance of NYS Insurance Identification Cards for these registrants.

Mandatory Verifications

When a registration and license plate are issued or paper proof of insurance is entered, DMV will send an electronic MVF to the insurer the next day.

Insurance Transactions

There are specific values required when reporting dealer/transporter registrations in addition to the other EDI data segments:

Vehicle Identification Number - In lieu of a specific VIN, a “dummy VIN” is required: “NYDLR62MCD64TRA66”
Century of the Vehicle - Must contain the value of “20”
Year of the Vehicle - Must contain the value of “06”
Make of the Vehicle - Must contain the value of “NONE”
Policy Type - Must contain the value of “8”
Vehicle’s NYS License Plate Number – the dealer or transporter plate number must be included

Political Subdivision/Government Owned Transactions

Official plates are issued to Political Subdivision (PSD) for the following entities:

Government Municipalities
Volunteer Fire
Volunteer Ambulances

While government municipalities normally receive PSD/Official plates, they may be eligible to receive other types of registration plates (passenger, trailer, commercial). Regardless of the type of registration plate (Official or passenger, etc.); government entities are required to use the insurance code ICC 994, even if a NYS Bar-Coded Insurance Identification Card is presented. NYS Vehicle & Traffic Law §321 exempts government owned vehicles from the insurance requirements as defined in Article 6 of the NYS V&TL. If an insurance Cancellation transaction is posted on a government owned vehicle, the registration may be suspended. Transactions are prohibited from being sent on government owned vehicles.

Volunteer Fire and Ambulance companies have the authority to be issued Official plates as long as certain criteria is met for the type of vehicle being registered and they have proper authorization from DMV. However, these vehicles are NOT exempt from NYS insurance requirements. The registrant must provide a NYS Bar-Coded Insurance Identification Card. Transactions must be submitted for these registrants.

Bus Registration (Class 56) Transactions

Class 56 - Buses can be registered with For Hire insurance or non-For Hire (commercial) insurance coverage.

Buses that are not operated as For Hire (no fees are charged for the transportation of their passengers) are exempt from For Hire insurance requirements. In these instances, the registrant must complete the Exempt Vehicle Certificate (MV-197) form and present it to the DMV when the vehicle is registered.

The registrant must also provide an Insurance Identification Card (FS-20) instead of a For Hire Certificate (FH-1) of Insurance.

The type of insurance is communicated by the insured based on the use of the vehicle to the broker, agent or insurance company. The insurance agent then issues the appropriate insurance ID card to the insured so they can register the vehicle.

The insurance company then sends a New Business with the appropriate policy type (commercial or For Hire).

Remember

Insurance policy (Commercial or For Hire) period is coterminous (the same as) with the registration period

Registration effective date is “fixed”: March 1
Registration expiration date is “fixed”: February 28 (29th in leap years)
Insurance policy period must be effective March 1
Policy must expire when the registration expires

Insurance renewal filings (New Business filings) are required at renewal

The New Business must accurately reflect the appropriate policy type (commercial or For Hire)

NYS Insurance ID Card must be effective March 1 or for the effective date of when a vehicle is being added to a policy

The expiration date on the ID card must be March 1 (12:01 am)
Commercial policies must be issued with a FS-20 ID cards
For Hire policies must be issued with a FH-1 ID cards

Insurance Companies are prohibited from filing a cancellation on the expiration date (March 1st ) of a policy

CODES

**IIES Activity Codes**
CODE	ACTIVITY	DESCRIPTION
CLR	LICENSE CLEARANCE	License suspension period has been served and the suspension termination fee has been paid.
CVP	CIVIL PENALTY- PAID	The registrant has paid the civil penalty associated with a chargeable lapse.
CVR	CIVIL PENALTY- REJECTED	The civil penalty submitted was not accepted and was returned to the registrant.
DMV	LETTER-DEALER/TRANS MAN VERIF	A mandatory verification letter for a Dealer/Transporter registration was sent to the insurance company by ISB.
EXR	EXPIRED REGISTRATION	Registration has expired.
GDR	GO DATE REACHED	The registration suspension period has been served.
IPA	INSURANCE PROOF- ACCEPTABLE	Registrant has provided acceptable paper proof of insurance. It has been posted by DMV Issuing Office, Insurance Services Bureau or via the WEB.
IPU	INSURANCE PROOF-UNACCEPTABLE	Registrant has provided unacceptable paper proof of insurance.
LDT	LICENSE SUSP DEF TEM	A definite license suspension has been terminated. The suspension period has been served.
LIR	LICENSE SUSP INDEF-RESC	An indefinite license suspension has been rescinded.
LNI	LETTER- NO INSURER VERIFICATION	A letter has been sent to the registrant stating that no insurer has verified insurance coverage in response to a MVF.
LOD	INITIAL LOAD	Insurance information on the vehicle was received during the initial load of a company's book of business. NO LONGER ALLOWED
LSA	LICENSE SUSP AMEND	License suspension amended.
LSD	LICENSE SUSP DEF	Definite license suspension. The lapse of insurance is over 90 days.
LSI	LICENSE SUSP INDEF	Indefinite license suspension
LSN	LICENSE SUSP (NIS) INDEF	Indefinite license suspension. The insurance company submitted an electronic No Insurance transaction (NIS).
LSV	LICENSE SUSP (NIV) INDEF	Indefinite license suspension. No insurer response verifying coverage was received.
LTF	LETTER	First Inquiry letter sent as a result of an electronic cancellation (XLC).
LTJ	LETTER- REJECTED	Rejection letter sent. It contains the reason the proof provided was unacceptable.
LTR	LETTER- RESCINDED	Indicates that a rescission of inquiry letter (LTF) has been sent.
LTS	LETTER- SECOND	Indicates that a second inquiry letter has been sent. The proof sent in response to the first inquiry was unacceptable.
MVF	MANDATORY VERIFICATION REQUEST	Indicates that a mandatory verification transaction has been sent to the insurer.
NBS	NEW BUSINESS	Electronic new business transaction or new insurance coverage.
NIS	NO INSURANCE	Indicates that a registrant does not have insurance with a specified company. The insurer sent an electronic NIS transaction.
OPA	OTHER PROOF - ACCEPTABLE	Indicates that a registrant has provided acceptable proof other than insurance.
OPU	OTHER PROOF - UNACCEPTABLE	Indicates that the proof of other than insurance was unacceptable.
PSB	PLATE SURRENDERED BULK	Indicates that the plate was surrendered and processed by the central office.
PSM	PLATE SURRENDERED MODIFICATION	Indicates that the plate was modified and processed by the central office.
PSV	PLATE SURRENDERED VOLUNTARY	Plate surrender
REC	RESCIND ELECTRONIC CANCELLATION	The insurance company rescinded the cancellation (XLC) it had previously filed.
REG	REGISTRATION	Vehicle has been registered. If the vehicle is for-hire, it indicates registration renewals as well.
REP	RESCIND ELECTRONIC PROOF	The insurance company rescinded the proof of insurance (NBS or REI) it had previously filed.
REI	REINSTATEMENT	The insurer has submitted an electronic reinstatement transaction.
RIR	REG SUSP INDEF- RESC	An indefinite registration suspension has been rescinded.
RRR	REG REVOCATION-RESC	A revocation has been rescinded. Applies to for-hire vehicles only.
RRV	REG REVOCATION	Registration revocation was issued. Applies to for-hire vehicles only.
RSA	REG SUSP AMEND	Registration suspension amended.
RSD	REG SUSP DEF	Definite registration suspension was issued.
RSI	REG SUSP INDEF	An indefinite registration suspension was issued.
RSN	REG SUSP (NIS) INDEF	An indefinite registration suspension was issued due to an insurer filing a no insurance (NIS) response to DMV's mandatory verification request (MVF).
RSV	REG SUSP (NIV) INDEF	An indefinite registration suspension was issued because the insurance company did not respond to DMV’s mandatory verification request (MVF).
UND	UNDELIVERABLE	Correspondence was returned to DMV as undeliverable.
VRP	VEHICLE REPLACEMENT	Vehicle has been replaced by a new vehicle on the same registration record.
XLC	CANCELLATION	Insurance company has reported a termination of insurance.

**IIES Case State Codes**
CODE	DESCRIPTION
CDB	Closed, registration suspension period served, license fee paid
CDR	Closed, registration suspension period served
CDV	Closed, registration revocation period served
CLA	Closed but amendable
CLC	Closed but complied
CLN	Closed, non-chargeable lapse
CLS	Case closed
DBS	Definite registration & license suspensions
DLR	Definite license suspension, registration suspension period served
DLS	Definite license suspension
DRL	Definite registration suspension, license term fee paid
DRR	Definite registration revocation – for-hire only
DRS	Definite registration suspension
FIQ	First inquiry letter
IBS	Indefinite registration & license suspensions
ILS	Indefinite license suspension
IRS	Indefinite registration suspension
NEW	New case
NOC	No open case
SIQ	Second inquiry letter
SMV	MVF process has begun or MVF has been sent to insurer

**IIES Reason Codes**
CODE	REASON	DESCRIPTION
A01	VEHICLE SOLD	Acceptable proof confirming the sale of the vehicle was provided.
A02	VEHICLE REGISTERED OUTS	Acceptable proof vehicle was registered in another state submitted.
A03	VEHICLE REPOSSESSED	Acceptable proof of repossession submitted.
A04	VEHICLE IMPOUNDED	Acceptable proof of impound submitted.
A05	VEHICLE STOLEN	Acceptable proof of vehicle being stolen submitted.
A06	REGISTRANT DECEASED	Death certificate and proof of insurance received.
A07	HOSPITALIZATION EXEMPTION	Acceptable proof that the registrant was hospitalized and unable to fulfill insurance requirements provided.
A08	SPOUSAL THEFT	Acceptable proof received verifying this situation.
A09	NEGLIGENCE/MALFEASANCE	Acceptable proof received that insurance cancellation or lack of insurance was due to the negligence or malfeasance of someone other than the registrant.
A10	OTHER- SEE COMMENTS	Other proof accepted-see activity detail.
A11	VEHICLE JUNKED	Acceptable proof that vehicle was junked submitted.
A12	PLATES STOLEN, LOST, CONFISCATED	Acceptable proof that the plates were stolen was submitted.
A13	SECURED STORAGE	Acceptable proof that the vehicle was in commercial secured storage during the insurance lapse period was submitted.
A14	REPAIR SHOP	Acceptable proof that the vehicle was in a licensed repair shop during the insurance lapse period was submitted.
A15	VEHICLE TOTALED	Acceptable proof that the vehicle was totaled and ownership was transferred to the insurer.
A16	EXPIRED LEASE	Acceptable proof that the vehicle was returned to the lessor (title holder).
A17	DFI ILLEGAL REGISTRATION	Registration was illegally obtained.
A18	VEHICLE SHIPPED OOC	Acceptable proof that the vehicle was removed from the continental US
A19	MILITARY DEPLOYMENT	Acceptable proof that the registrant was summoned to emergency military service.
A20	TEMPORARY NON-RESIDENT	Acceptable proof that the registrant was a student, stationed or temporarily employed in another state and their NYS registered vehicle was with them.
R01	REJECTED: CANCELLING CO	Insurance ID card provided was from the canceling company, and the effective date of coverage was before the termination date.
R02	NO PROOF SUBMITTED	No proof was attached to correspondence.
R03	REJECTED: VEH REG OUTS	Vehicle registered in another state. No acceptable proof of registration and/or plate surrender provided.
R04	REJECTED: INS CO NYS	Insurance company is not licensed to write auto liability coverage for NY registered vehicle.
R05	REJECTED: VEH SOLD	Acceptable proof confirming the sale of the vehicle has not been provided. It must include the date of sale, the name of the buyer and complete vehicle information.
R06	REJECTED: VEH REPOSSESSED	Vehicle repossessed. A copy of the repossession notice or letter from the lending institution giving date of repossession, registrant’s name and vehicle information is required.
R07	REJECTED: VEH IMPOUNDED	Vehicle impounded. A copy of the impound receipt showing date, length of impoundment and that the vehicle has not been recovered is required.
R08	REJECTED: VEH STOLEN	Vehicle claimed to be stolen, but an acceptable theft report has not been provided.
R09	LAPSE UNDER 91 DAYS	A lapse of insurance under 91 days was established from proof previously submitted. The plates must be surrendered or civil penalty paid (if eligible).
R10	LAPSE 91 DAYS OR MORE	A lapse of insurance over 90 days was established from proof previously submitted. The plates and driver’s license must be surrendered.
R11	REJECTED: REGISTRANT DECEASED	No copy of death certificate, insurance proof or plate surrender provided.
R12	REJECTED: INFORMATION MISSING	Proof submitted did not contain all necessary information.
R13	REJECTED: DIFFERENT VEHICLE	Proof submitted was for a different vehicle than the vehicle described on the letter or suspension or revocation notice.
R14	REJECTED: PROOF ILLEGIBLE	Proof submitted was illegible.
R15	REJECTED: PREMIUM NOTICE/BILL	Premium notices or bills are not acceptable proof of insurance.
R16	REJECTED: HOSPITALIZATION	Hospitalization proof was rejected.
R17	REJECTED: SPOUSAL THEFT	No acceptable proof submitted. A copy of the theft report from police or insurance company showing dates is needed. If vehicle is recovered, a copy of current insurance ID card must be included.
R18	REJECTED: NYAIP CARD	New York Auto Insurance Plan Card temporary insurance ID card (ICC 999) was submitted as proof. An insurance ID card from the insurance company assigned by the Plan must be provided.
R19	REJECTED: OTHER	The proof submitted did not fit any of the rejection codes. A manual letter of explanation was sent.
R20	REJECTED: EDI TRANSACTION REQ.	Electronic proof from an insurance company must be submitted
R21	REJECTED: VEH JUNKED	Proof submitted for junked vehicle has been rejected.
R22	REJECTED: PLATES STOLEN	Stolen plates proof is inadequate.
R23	REJECTED: VEH TOTALED	Vehicle claimed to be totaled, inadequate proof submitted.
R24	REJECTED: REPAIR SHOP	Repair shop documents submitted were inadequate.
R25	REJECTED: SECURED STORAGE	Vehicle storage documents submitted were inadequate.
R26	REJECTED: 2D BAR CODED ID CARD	Bar coded ID card submitted does not meet acceptable standards for insurance ID cards.
R27	REJECTED: LETTER AS INS PROOF	Paper proof of insurance other than a 2D bar coded insurance ID card was rejected.
R28	REJECTED: MULTIPLE CANCELLATIONS	Insurer must electronically rescind the incorrect cancellation.
R29	REJECTED: EXPIRED LEASE	Proof submitted was inadequate or incomplete.
R30	REJECTED: VEHICLE SHIPPED OOC	Proof submitted was not acceptable.
R31	REJECTED: MILITARY DEPLOYMENT	Proof such as military ID, deployment papers, current NYS Insurance ID Card, etc. inadequate or not submitted.
R32	REJECTED: TEMPORARY NON-RESIDENT	Proof inadequate or not submitted.
R33	REJECTED: COMPLIANCE	Proof of plates surrendered, lost or stolen must be submitted in addition to proof other than insurance (OPA) documentation.
R34	REJECTED: REGISTRANT DECEASED/REG EXP	Received death notification. This results in an invalid registration and transfer of ownership of the vehicle.
R35	REJECTED: INSURANCE /REGISTRATION NAME DIFFERENT	Paper proof submitted was not acceptable. The insured name on the insurance ID card must match the registrant’s name.
R36	318.13 REQUEST DENIED	Proof submitted was not acceptable. A letter with an explanation was mailed to the registrant.
LOD	INITIAL LOAD	Insurance information on the vehicle was received during the initial load of a company's book of business. The IIES LOD period for all insurers was in 2000 at IIES implementation.
IPA	INSURANCE PROOF ACCEPTABLE	Registrant has provided acceptable proof of insurance.
OPA	OTHER PROOF ACCEPTABLE	Acceptable proof other than insurance was provided.
NBS	NEW BUSINESS	The insurance company has filed an electronic new business transaction.
REC	RESCIND ELECTRONIC CANCELLATION	The insurance company has electronically rescinded a cancellation (XLC) that it had previously filed.
REG	REGISTRATION	Vehicle has been registered and if the vehicle is for-hire, it indicates registration renewals as well.
REP	RESCIND ELECTRONIC PROOF	The insurance company electronically rescinded proof of insurance (NBS or REI) that it had previously filed.
REI	REINSTATEMENT	The insurer has submitted an electronic reinstatement of insurance transaction.
XLC	CANCELLATION	Insurance company has electronically reported a termination, cancellation or non-renewal of insurance.

Department of Motor Vehicles