Department of Motor Vehicles

NYS DMV Insurance Information & Enforcement System (IIES)

Important Information
June 20, 2018

Contents

OVERVIEW - APPLICATIONS

Web Interface Report Download (WIRD)

Who can access WIRD?

Authorized insurance companies

Account Set Up

DMV Web Applications for Industry Partners available at IIES website

Web Interface Report Download (WIRD)

Insurance Transaction Look Up (EDITS)

IIE Inquiry External (IIES)

DMV Online Transactions for Motorists

• Provide Proof of Insurance
• Insurance Status Check
• Insurance Lapse Civil Penalty Payment

WEB INTERFACE REPORT DOWNLOAD – WIRD LOG-IN

WIRD REPORTS

Filing Report (IIEB215)

Edit Error Report (IIEB184)

Matched Transactions Late Filing Report (IIEB187)

DMV Initiated Verifications (MVF) Report (IIEB189 OLD & IIEB272 NEW) 

• DMV Initiated Verification MVF IIEB189 OLD
• DMV Initiated Verification MVF IIEB272 NEW

Matched Resubmission Report (IIEB180 & IIEB271)

• Matched Resubmission IIEB180 OLD
• Matched Resubmission IIEB271 NEW

New Business Report (IIEB270)

PERFORMANCE NOTICES

Sample Quarterly “Report Card”

Suggestions to Improve Reporting Performance

Late Filings

ADDITIONAL REPORTS

• Current Insurer Report
• Unanswered Mandatory Verification Report

IIES DATABASE

Reconciling Records

EDI TRANSACTION TYPES

NBS - New Business

• NBS Reporting Time Frame
• NBS Effective Date

REI – Reinstatement

• REI Reporting Time Frame
• REI Effective Date

REP – Rescind Electronic Proof

• REP Reporting Time Frame
• REP Effective Date

XLC – Cancellation

• XLC Reporting Time Frame
• XLC Effective Date

REC – Rescind Electronic Cancellation

• REC Reporting Time Frame
• REC Effective Date

MVF – Mandatory Verification Request

• MVF Reporting Time Frame
• MVF Effective Date

NIS – No Insurance

• NIS Reporting Time Frame
• NIS Effective Date

NIA – No Insurance Activity Letter (Inquiry Letter)

TECHNICAL INFORMATION

Electronic Data Interchange (EDI)

Functional Acknowledgement

Data Formatting Requirements

DMV Tracking Number

Archiving

Sequence of EDI Transaction Submission

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

MATCHING/RESOLUTION

Transaction/Record Matching Criteria

EDI Filing Resolution

EDI TRANSACTION PROCESSING

DATA ELEMENTS

• Plate Number 
• Driver License Number 
• Entity Type
• Policy Type
• Policy Number 

DISPOSITION & ERROR CODES REPORTED TO INSURERS

• Resolved Errors
• Unresolved Errors
• Edit Errors
• Resubmission of Notices

NON-REPORTABLE TRANSACTIONS

COMMON SCENARIOS

• No Insurer Verification (NIV) Letter 
• Multiple Cancellations
• Vehicle Replacement 
• Transaction Posts to Another Plate Record on the same VIN
• Dual Insurance Policies in Effect 
• Filings Submitted, Case Still Open or Unresolved
• Cancellation Posted to Record with No Prior New Business on File

FOR HIRE CANCELLATIONS

REGISTRATION CLASS ISSUES

• Dealer/Transporter Transactions
• Political Subdivision/Government Owned Transactions
• Bus Registration (Class 56) Transactions

DO

DON’T

Review & Corrections

NYS LAW & REGULATIONS

Vehicle & Traffic Law

• Article 6: Motor Vehicle Financial Security Act 
• Article 7: Motor Vehicle Safety Responsibility Act 
• Article 8: Indemnity Bonds or Vehicles Transporting Passengers For Hire

Commissioner Rules & Regulations

• Part 32: Insurance Identification Cards
• Part 34: Motor Vehicle Insurance Reporting
• Part 35: Enforcement of Motor Vehicle Liability Insurance Laws

INDUSTRY CONTACT FOR DMV

• Insurance Services Information & Development Unit (ISID) 
• VPASS
• IIES Helpline

OVERVIEW - APPLICATIONS

NYS DMV maintains a website dedicated to our industry partners to assist them in filing electronic insurance transactions in order to satisfy NY DMV requirements. The link to the NY insurance industry 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.

Web Interface Report Download (WIRD) 

WIRD is an external application available on the NY DMV’s insurance industry website (IIES website). The application allows authorized users 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. Since these reports act as a record of the company’s performance and measure your company’s key reporting requirements, the reports are only provided to insurance companies and their designated liaison. One USER ID is assigned to each authorized insurance company. The USER ID can be shared within the company.

WIRD provides access to the following reports:

• Filing – summary report of all processed transactions over a specified period of time
• Edit Error - summary report by insurance company of all edit errors over a specified period of time
• Matched Transactions Late Filing - listing of a company’s late filings broken down by total number and percentage of transaction types
• DMV Initiated Verifications - summary of mandatory verification requests sent by DMV and the insurance company’s responses to those requests
• New Business – summary report of transactions received, recycled and matched to records

Who can access WIRD?

Authorized insurance companies

Access to this system is limited to authorized insurance companies. Insurance companies with access to this program can view only the transactions sent by them (the insurer) or their servicing agent. Each USER ID is unique for each insurance company that is reporting. If there are several companies within your group, each company will have their own account. You may share the USER ID within your company or group. You may share the USER ID with your servicing agent, however be aware that the servicing agent or vendor may report for other insurance companies outside your group. 

This 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, data quality and performance reporting of IIES transactions.

Account Set Up

Liaisons request access for the company that they represent. Each account is unique for each company/NAIC that is reporting to DMV. Permission must be granted and renewed from the insurance company’s liaison each year to maintain access to transactional data and insurance records. This ensures that the insurance company is aware of the use and access to data for your account. The USER ID is unique and will not change, the password is updated by your company’s liaison.

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

Requests should be sent to the shared DMV mailbox set up exclusively for external account management and password re-sets: [email protected]. No application form is needed. The request must come from the administrative liaison that DMV has on file. Therefore, it is important to keep your administrative (and technical) contacts up to date with DMV.

DMV Web Applications for Industry Partners available at IIES website:

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

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.

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.

IIE Inquiry External (IIES)

Allows users to verify if insurance 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.

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 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.

WEB INTERFACE REPORT DOWNLOAD – WIRD LOG-IN

The WIRD database search options are:

• Company Code (3 digit DMV assigned ICC code)
• Sender Code (designated Sender ID mailbox for transmitting EDI filings)

A search of the database will return:

• Filing – summary report of all processed transactions over a specified period
• Edit Error - summary report by insurance company of all edit errors over a specified period
• Matched Transactions Late Filing - listing of a company’s late filings broken down by total number and percentage of transaction types
• DMV Initiated Verifications - summary of mandatory verification requests sent by DMV and the insurance company’s responses to those requests
• New Business – summary report of transactions received, recycled and matched to records

In an effort to improve performance rates in accordance with regulations and the mutual benefit of our clients we like to remind companies of the availability of WIRD (Web Interface Report Download) accounts. WIRD account(s) allows an Insurance Company to access the Insurer EDI Transaction Filing Reports via the IIES Website. There are several reports that are currently provided under this application that show performance rates, error rates, resubmission rates etc. and should be utilized to determine where improvement may be needed within your current reporting methods. If your company does not currently have access and would like to request access, please use the attached form. One account is given per NAIC to a designated liaison. The account’s may be shared among authorized staff

Access WIRD from the IIES website:  https://dmv.ny.gov/dmv/insurance-information-and-enforcement-system-iies

1. Log in to Insurer EDI Transaction Filing Reports
2. Select DMV Application Reports
3. Select Insurance Information Enforcement System
4. Search by the 3-digit DMV issued Company Code or by the Sender Code
5. Select the remaining search criteria
   1. Choose Year
   2. Report Type
   3. Frequency (weekly, quarterly, yearly, adhoc, rerun)

If there are multiple reports listed for a file name, review each report. Multiple reports are often caused by having multiple Senders associated with an insurance company/NAIC.

WIRD REPORTS

Filing Report (IIEB215)

The Filing Report is compiled of processed transactions over a specific period of time for each insurance company. The report provides the following information: report date; begin and end date of reporting period; total number of days in reporting period; insurance company and servicing agent codes and names as well as statistical data and disposition information.

A filing is a notice submitted to DMV in the manner and format prescribed by DMV Regulations by or on behalf of an insurance company that matches to a DMV registration record either through electronic matching or exceptions resolution processing and is posted to DMV’s insurance information database.

A matched notice (Hit or Resolved No Hit Exception) is a filing. A Hit filing is a notice that directly matches to a record. A Resolved No Hit Exception filing was initially marked as No Hit because it did not match to a record, however after going through resolution processing it matched (resolved) to a record. Any notice returned to an insurance company or servicing agent as an Edit Error or Unresolved No Hit Exception is not a filing. An unresolved No Hit exception went through resolution processing and was rejected because it did not find a matching record.

The Filing Report should be reviewed to compare the volume of processed transactions to matched transactions. This will help determine the accuracy of your filings. Edit errors and late filings are also provided on this report. Reducing the volume of non-reportable transactions will improve DMV processing and reduce returned transactions,

We suggest you review the Quarterly Reports; specifically, the column marked TOTAL for the transaction values. Do not use the tallies on the separate columns for submissions and resubmissions. Review the Quarterly reports in place of the Yearly reports, Late filings are noted at the bottom of the report. The number of days late is broken down into date parameters. Filings that are sent late to DMV impact the insured because DMV sends automatically generated letters based on timing of transactions and events.

The Filing Report is generated weekly and periodically for the insurance company. The report is published on the website and contains the following information:

Edit Error Report (IIEB184)

The Edit Error report is a summary report compiled for each insurance company and its servicing agent of edit errors over a specific period of time. If an insurance company used multiple servicing agents then a summary of the insurance company (across its servicing agents) is included.  

The report provides the following information: report date; begin and end date of reporting period; total number of days in reporting period; insurance company and servicing agent codes and names as well as statistical data and disposition information.

An edit error consists of errors where either:

• The EDI file format is not compliant with DMV’s EDI specifications
• The EDI segment (group of data elements) within the EDI file are not compliant with DMV’s EDI specifications
• The notice submitted is unacceptable for filing purposes because:
  • It is missing information in key data fields
  • It has invalid information in key data fields
  • It was submitted for an excluded registration class

The Edit Error Report is generated weekly and periodically for the insurance company. The report is published on the website and contains the following information:

Matched Transactions Late Filing Report (IIEB187)

The Matched Transactions Late Filing (Profile) Report contains late filings that are received by DMV for each insurance company and its servicing agent over a specific period of time. 

The report provides the following information: report date; begin and end date of reporting period; total number of days in reporting period; insurance company and servicing agent codes and names as well as statistical data and disposition information.

The time frames are prescribed by the Vehicle and Traffic Law and DMV Regulations. A Late Filing is a notice that is not submitted to DMV within these specified time frames.

DMV’s Quarterly Performance Notices are currently collected from the data on the Matched Transactions Late Filing (Profile) Report (IIEB187). (see the section on Performance Notices). Open the weekly report, the data is broken down by transmission date. Compare this information with data transmitted by your company. Data transmitted should be available to your company in your archives. We also suggest you review these reports using “Quarterly” in the search criteria.   

The number of days before a filing is considered late depends on the type of filing submitted and if it’s a resubmission (please review CRR Part 34). For example, NYS DMV requires a NBS to be filed with DMV no later than 7 days after the effective date. NBS filings received later than 7 days would be considered late.

The Matched Transactions Late Filing Profile Report is generated weekly and periodically for the insurance company. The report is published on the website and contains the following information:

DMV Initiated Verifications (MVF) Report (IIEB189 OLD & IIEB272 NEW)

The DMV Initiated Verification Transaction Report is a summary report compiled for each insurance company and its servicing agent of mandatory verification (MVF) requests over a specific period of time. If an insurance company used multiple servicing agents then a summary of the insurance company (across its servicing agents) is included. 

The report provides the following information: report date; begin and end date of reporting period; total number of days in reporting period; insurance company and servicing agent codes and names as well as statistical data and disposition information.

Mandatory Verification (MVF) requests are initiated by DMV due to the absence of electronic insurance information on a specific DMV record on the insurance database (IIES). The MVF transaction requires a confirmation of liability coverage (NBS) or a repudiation of liability coverage (NIS) response from an insurance company. For proper reporting credit you must use the DMV Tracking Number when responding to the MVF.  

The report is generated weekly and periodically for the insurance company. The report is published on the website and contains the following information:

The new report differs from the old report in the following ways:

• The NEW IIEB272 does not specify the exact number of days indicated in the reporting period
• The NEW IIEB272 includes the responses received with the DMV tracking number
• The NEW IIEB272 includes the number of responses returned with an error to the insurance company
• The NEW IIEB272 breaks down the responses received on time and late
• The NEW IIEB272 includes the percentage late
• The NEW IIEB272 includes the percentage of no responses received to the end date of the report

Mandatory Verification Requests (MVF) are sent by DMV when there is no NBS filing on the insurance database to resolve an open case. MVF’s are sent when a registration transaction is processed or when a Proof of Insurance transaction is processed. DMV will send a MVF to the insurance company. A response to the MVF is required to be received within 14 days. A tracking number is sent with the MVF and that tracking number should be returned to DMV in order to give you credit for the response to the verification request. If no response is received for the MVF, a letter is generated to the insured advising that no verification was received from their insurance company, the insured then will have 30 days to resolve the inquiry or a suspension will be issued. We recommend you review the Quarterly reports for the IIEB272 NEW report.

Matched Resubmission Report (IIEB180 & IIEB271)

The Matched Resubmission Report is a summary report compiled for each insurance company and its servicing agent of matched resubmissions over a specified period of time. If a company used multiple servicing agents then a summary of the insurance company (across its servicing agents) is included. 

The report provides the following information: report date; begin and end date of reporting period; total number of days in reporting period; insurance company and servicing agent codes and names as well as statistical data and disposition information.

A resubmission is a corrected transaction for an unmatched notice as a result of an Edit Error or Unresolved No Hit Exception. These transactions must be re-submitted to DMV within the specified time frames. Resubmissions must use the same transaction code with the corrected notice for an unmatched transaction that has been returned by DMV; within the time frame specified. Resubmissions must include the DMV tracking number in order to be credited with a response to the request.

The Matched Resubmission Report is generated weekly and periodically for the insurance company. We suggest you review the Quarterly report for the OLD or NEW report. The report is published on the website and contains the following information:

Example of a resubmission:

Insurance company sends a NBS on 01/17/2018 with an effective date of 01/12/2018. The transaction is sent to Recycle and on 03/03/2018 the filing is Unresolved and returned as a U500 error. DMV includes a Tracking Number with the return filing. The vehicle is registered on 04/03/2018 with an effective date of 04/03/2018. The company should use the DMV Tracking Number when they send the NBS filing, using the new/corrected effective date.

New Business Report (IIEB270)

The New Business Report is a summary report compiled for each insurance company and its servicing agent of New Business transactions over a specified period of time. If a company used multiple servicing agents then a summary of the insurance company (across its servicing agents) is included. 

The report provides the following information: report date; begin and end date of reporting period; reporting period; insurance company and servicing agent codes and names as well as statistical data and disposition information.

A New Business is a notification or confirmation of motor vehicle liability coverage.

The New Business Report is generated weekly and periodically for the insurance company. We suggest you review the Quarterly report. The report is published on the website and contains the following information:

PERFORMANCE NOTICES

DMV compiles WIRD Report data and compiles them into notifications. These notices are shared with the insurance company administrative contacts. If your company did not receive a performance notice or if you have questions about the notices you have received; send an email to [email protected]

Performance notifications from DMV will be provided periodically to actively reporting companies. It is the insurance company’s responsibility to review the reports provided on WIRD for a complete account of their performance rates. Our expectation is that insurance companies recognize deficiencies and communicate any improvement opportunities with us. DMV’s Quarterly Performance Notices are currently collected from the data on the Matched Transactions Late Filing (Profile) Report (IIEB187).

DMV’s objective is to provide performance information so that insurance companies can review their performance and determine if their rates are below the standards outlined in regulations. DMV’s expectation is that action is taken to remedy any deficiencies indicated on the reports. Remediation of any deficiencies would in turn reduce the number of inquiry and suspension letters sent to clients and other negative ramifications due to late filings.

Sample Quarterly “Report Card”

 *Late filings must not exceed 10 percent of matched notices (Regulations 34.2).

There are various measurements for performance. DMV tracks timeliness of New Business filings, Cancellation filings as well as responses to requests. Your current Performance Notification provides a focus on New Business filings received by DMV. For information on responses to MVF requests, utilize the DMV Initiated Transaction Report.

To view daily matched transactions in the late filing report, select the following report in WIRD:

MATCHED TRANSACTIONS LATE FILING PROFILE (IIEB187)

• Select 3 digit DMV ICC Code
• Select YEAR
• Select Quarterly
• Select the appropriate quarter ending date for the IIEB187 report

Review the NBS Matched and NBS Late columns. The late filing percentages are depicted in the NBS Late/NBS Match column. Your current quarterly performance measures are taken from the data on this report.

A review of your daily filing data that was transmitted by your company may prove effective when reconciling data over time. The transmitted data should be available in your company archives. DMV returns a functional acknowledgement and error report for all filings received.

If there are spikes in your reporting that occur on a weekly basis, you can investigate the causes for this. If there are certain days with a high percentage of “late” filings, your company can review the days with those higher percentages to try to determine any processing deficiencies. More frequent reporting will also reduce the possibility of sending late transactions.  

Please note that the daily count on the report may not match your transmission exactly; there are other processes such as the recycle file that may cause a small discrepancy (the recycle file runs on weekends).

Suggestions to Improve Reporting Performance:

• Make sure endorsements are reported timely from agent to company
• Make sure all fleet vehicles are properly reported (each VIN must be reported)
• Review your internal process to see if there are improvement opportunities
• Be aware that filings must be timely submitted when assessing policy pricing with customers
• Send EDI transactions to DMV on a daily basis
• Understand NY DMV’s reporting requirements
• Review DMV EDI requirements and Resource Guides, send an email to IIESMAIL if you do not understand a requirement
• If you have data quality issues, review the Edit Error report to isolate problems

Late Filings

These are notices that are not submitted to DMV in accordance with the time frame prescribed by the Vehicle and Traffic Law and DMV regulations, including DMV Motor Vehicle Liability Insurance Reporting (MVLIR) specifications.

Regulations specify that upon receipt of notice from the Department that late filings exceed 10 percent of matched notices, an insurance company or servicing agent shall take immediate steps to determine the reason(s) for such performance, formulate a remediation plan to correct deficiencies and fully implement such remediation plan to reduce late filings in its submissions to the department.

The Matched Transactions Late Filing (Profile) Report is prepared weekly and periodically for each insurance company. Insurance companies have access to this report from their WIRD account.

Late filings have serious ramifications on the insurance company, insured /registrant and on DMV.

• Mandatory verification requests are sent to insurance companies when a transaction is not received or posted to a record in a timely manner.
• The company must receive, handle and process all verification requests.
• DMV sends letters and suspension notices to the insured when filings are not posted on a record.
• The insured must contact their agent, broker or company to attempt to resolve their problem.
• The insured may also cause a duplication of effort when they contact DMV via telephone or correspondence.
• DMV often must refer them back to the insurance company to resolve their issue.
• The insured may operate the vehicle while the record indicates it is not insured. This could lead to tickets, arrest and impound of their vehicle.

ADDITIONAL REPORTS

Current Insurer Report

DMV can provide a list of VINs where your insurance company is indicated as the current insurer of record. A report of VINs is provided which indicates the following information:

Registrant name
Vehicle information
Type of registration
Registration validation & expiration dates
Policy Information
Effective date (this is the effective date of the EDI transaction type below)
Received date (date DMV received the EDI transaction)
EDI transaction (type)

You can compare the DMV current insurer list with your book of business to compare DMV’s list of registrants indicating your company as the insurer of record. DMV can prepare a report for you if you submit a request to our email address.

To reduce the volume of records on the current insurer report, make sure you are only reporting filings per DMV Regulations. Non-reportable filings will add your company as the insurer of record. Additionally, do not report New Business or Reinstatement transactions in order to correct filings if you do not actually insure the registrant/VIN for the date of the filing.

Unanswered Mandatory Verification Report

DMV can provide a list of VIN’s where there are unanswered MVF’s on file for your insurance company. MVF’s are required to be responded to by either submitting a New Business or No Insurance filing in response to the MVF. A response to a MVF was required to be filed with DMV no later than 14 days after the MVF transaction date. In order to receive proper credit for the response to the MVF, you must use the DMV tracking number on your response. The Unanswered MVF report has the following information:

Registrant name
Vehicle Information
MVF effective date (date we are attempting to confirm coverage for)
Report date (date MVF was sent to you)
Case State
Resubmission Number (DMV tracking number)
Activity Code

IIES DATABASE

All insurance company filings, 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.

Reconciling Records

Insurance companies can use the IIES and EDITS applications to aid in reconciling their transactions. 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 transactions and when necessary, to submit the appropriate filing(s).

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 transaction 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 transaction 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 vehicle liability insurance coverage has been reinstated or restored. The REI effective date is compared to the previously submitted cancellation (XLC) 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 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 transaction 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:

1. Required NBS or REI transactions are submitted to DMV and
2. Required NBS or REI transactions are submitted (and resubmitted if unmatched) to DMV in a timely manner and
3. 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 transaction 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 transaction 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.

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 an 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) 

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.

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.

1. 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.
2. Do not use null values.
   • (a) Use spaces for alphanumeric fields with no value.
   • (b) Use zeroes for numeric fields with no value.
3. All alphabetic characters must be in UPPER CASE.
4. The standard date field format is YYMMDD (year, month, day).
5. An additional date field will contain CC (century) and must only contain the values “19” or “20” (as appropriate).
6. All mandatory fields must always contain data.
7. All Numeric fields (type = Numeric) must be right justified.
8. 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 tracking number is available in EDITS.

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.

Archiving

DMV trading partners, insurance companies and servicing agents should have their EDI Archiving turned on to allow data retrieval.

Each insurance company, trading partner or vendor is responsible for data sent by DMV once the data is received into the partner’s mailbox. A Value Added Network (VAN) offers a recovery or archiving of data lost in the system and the partner must have accessibility to retrieve that data. If you are unaware or unfamiliar with this process, contact your VAN network provider and be sure that archiving is turned on for retrieval of files.

DMV does not archive EDI transactions that are being sent by DMV (MVF’s); therefore, DMV cannot “re-send” these requests to you. However, if your archiving is on, then theoretically, you should be able to retrieve the MVF from your files.  

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 transactions 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)

1. VIN             and       Vehicle’s NYS License Plate Number
2. VIN             and       NYS Driver’s License Number (or FEIN)
3. VIN             and       3 of Name* and DOB (if individual)
4. 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 Filing 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 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 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:
 Insurance Transaction Lookup - EDITS - Resource Guide 

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 transaction will effectively “force” the filing on the registration record, regardless of the information in the transaction (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

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 transaction. Errors are only reviewable by authorized users at the company or vendor level.

Disposition acknowledgments 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, please refer to the EDITS Resource Guide available on the IIES website: Insurance Transaction Lookup - EDITS - Resource Guide 

Resolved Errors

R### Indicates a resolved no-hit exception.

• The data did not exactly match a registration record
• The transaction was matched to a registration record through an exceptions resolution process
• Information from both the transaction and the “matched” registration record are viewable in EDITS
• The “###” contains an error code that specifies which incoming field(s) were used for resolution
• The “###” will also identify a late filing

A transaction with a resolved no-hit exception disposition code will contain the following information:

• One or more error segments at the policy and/or vehicle levels
• These segments will be followed by the insurer provided policy and/or vehicle information
• The error code will specify which incoming field(s) were used during the NYS DMV exception resolution process
• An error segment (R505, R605) and information from the specific DMV’s Registration record that the transaction was matched and posted to will also be sent

How to correct a resolved transaction

The error reported will include the DMV registration record that was matched (plate, vehicle, name, driver license) to help you determine if the transaction matched to the correct record.

• If the resolution is correct, no action is needed
• If the resolution is incorrect, the transaction must be corrected
  • Send REP transaction to rescind the NBS/REI
    • Use the information contained in the error returned by DMV (R505, R605) to ensure that the REP posted to the intended record
    • Resubmit any required transaction after corrections to the record have been made
  • Send REC transaction to rescind XLC
    • Use the information contained in the error returned by DMV (R505, R605) to ensure that the REC posted to the intended record
    • Resubmit any required transaction after corrections to the record have been made
  • DMV can move the filing if the reason for the resolution is a 70% VIN match along with 3 of Name match, however it may be faster for you to send a corrected transaction than to have a manual correction processed by the DMV business unit

Examples of Resolved Errors

R500 - MATCHED RECORD AFTER RESOLUTION

R505 - Associated DMV registrant information (returned with R500)

R600 – MATCHED RECORD AFTER RESOLUTION – LATE FILING

R605 - Associated DMV registrant information (returned with R600)

The R505 and R605 contain information from DMV’s registration record, this information will aid you in resolving the error

• If the registrant is your insured, no further transactions or error corrections are needed
  • Update your records accordingly, so future transactions are accurate
• If the registrant is not the primary or additional insured, you can do one of several things:
  • If appropriate, add the registrant to the policy, include the insured on future transactions
  • Send a REP or REC to “remove” the filing from the record
  • Contact DMV. DMV may be able to remove the transaction from the record; however, it may be faster for you to send the REP/REC filing than to have a manual correction processed by the DMV business unit
• The late filing data is calculated on the Filing Report available on the WIRD application
  • Late filings can be captured from weekly, quarterly or yearly reports
  • The Filing Report breaks down the filings into lateness categories by number of days late

Unresolved Errors

U### Indicates an unresolved no-hit exception.

• A matching registration record has not been found after exceptions resolution process
• The transaction has not posted to the insurance database
• Information from the transaction along with any associated errors is viewable in EDITS

A transaction with an unresolved no-hit disposition code will contain the following information:

• One or more error segments at the policy and/or vehicle levels will be followed by the insurer provided policy and/or vehicle information
• The error code will specify which incoming field(s) was unmatched
• An error segment (U605) and information from a specific NYS DMV Registration record may also be sent, (e.g., in cases of an exact match on VIN but no match on name)

How to correct an Unresolved transaction

Your error reporting will include the transaction that was not matched.

• Review the results to determine the type of error, use the detailed Disposition and Error Code List to aid in resolving the error
• Use the associated return information from DMV to correct the error
• Confirm that you have the correct information
• Contact your insured if the vehicle registration record does not exist
• Resubmit the transaction after correcting the error
• If the transaction did not post to a record and it should not be submitted, no action is needed
• Any transactions sent to Recycle will either post (you will separate receive notification if this occurs) or be returned with either U500 or U600

Examples of Unresolved Errors

U500 - UNMATCHED RECORD – NO VIN OR NAME HIT

• This error code advises you that there is no matching registration record with the data that matches the information on your transaction
  • The VIN is not on our database or
  • The vehicle is not (yet) registered in NYS
• Verify that you have the correct VIN and name and resubmit as needed
• Confirm with the insured why they have not registered the vehicle yet and resubmit as needed

U600 - UNMATCHED RECORD – VIN HIT

• This error advises you that the VIN matches a record; however, the insured name is not the registrant name
• The U605 provides the registrant information
  • Use this to determine who the registrant is and resubmit your transaction in the corrected name if they are your insured

Note: When a transaction is received for a corporation (entity type 2), the U600 is recorded on EDITS, but the U600 error is not reported back to the sender. Additionally, when the transaction is for a corporation and the entity type is “2” and the transaction is a New Business and the transaction is sent to recycle, you receive the U700 error, (without the corresponding U600). You must review EDITS to aid in reconciling your record.

U700 - UNMATCHED RECORD SENT TO RECYCLE

• This error code only applies to NBS transactions
• This is an informational code that tells you there is no matching record and the transaction will recycle for up to 52 days from its effective date
• There is no registration record with the data that matches the information on your transaction
• This error does not require a resubmission
  • The recycle file runs on weekends
  • If a transaction does not find a matching record after the recycle period, it is returned to the insurer with the appropriate U error code

 Typical U700 Scenario:

• Insured obtains a policy and insurance identification card from the agent/broker or insurance company
• New Business is reported from agency level to the company
• New Business filing is sent to DMV within 7 days of the issuance of the policy
  • New Business attempts to locate the record by VIN matching, NBS sent to recycle
• Insured visits a NY DMV office to register their vehicle, provides the ID card for proof of insurance
• DMV creates Registration record
• New Business is pulled from the IIES recycle filing on the weekend and matches to the record
• Registration case is closed and no Letters or Mandatory Verifications are sent

A review of EDITS would indicate that the transaction was erred as a U700
A review of IIEO INQUIRY EXTERNAL would advise you that there are no open cases in this scenario. “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.”  

Edit Errors

E### Indicates an edit error in the data received due to missing or invalid information in one or more of the data fields.

• DMV has not posted the data to the insurance database
  • The E045 (NYS Driver License Number/Federal Taxpayer ID Invalid) edit error is informational only, the transaction will post if this is the only error
• The “###” contains an error code that specifies which incoming field(s) were in error
• If more than one field is in error, multiple error segments will be present
• Information from the transaction along with the associated errors is viewable in EDITS

How to correct Edit Errors

Your error reporting will include the transaction that was not matched.

• Review the results to determine the type of error, use the detailed Disposition and Error Code List to aid in resolving the error
• Use the associated return information from DMV to correct the error
• Confirm that you have the correct information
• Contact your insured if needed
• Resubmit the transaction after correcting the error
• If the transaction did not post to a record and it should not be submitted, no action is needed
• Any transaction sent to Recycle will either post (you will receive separate notification if this occurs) or be returned with either U500 or U600. However, if you know the transaction is in error, you should submit a corrected transaction. Do not wait for the transaction to err and the system to generate a letter or suspension notice to the insured.
• If the resolution is incorrect, the transaction must be corrected
  • Send REP transaction to rescind NBS/REI
  • Send REC transaction to rescind XLC
  • DMV can move the filing if the reason for the resolution is a 70% VIN match, however sending a corrected transaction may be handled quicker than a manual correction by the DMV business unit
  • DMV will not remove the filing if your transaction was a Hit using plate, Driver license number

A review of EDITS would indicate that the transaction erred and provide the associated error code
A review of IIEO INQUIRY EXTERNAL should advise you that there is an open case on the record. Review the record to aid you in determining how to resolve the error. If your transaction did not post to the intended record, it must be corrected, even if IIEO indicates the case is closed.

Examples of Common Edit Errors

Your error reporting will include the edit error to help you determine the type of error. Some common codes that are returned via an 811 transaction to insurers/vendors are listed below. All edit errors must be resubmitted with the exception of the E045 error.

E045 - NYS DRIVER LICENSE NUMBER INVALID

• While this error is informational, the data is required if you have it
• A resubmitted transaction is not needed if this is the only error, all future transactions should include the license/FEIN number

E110 - INSURED DATE OF BIRTH INVALID FORMAT

• The date of birth must be submitted in the format of YYMMDD

E755 - DATE OF BIRTH NOT PROVIDED FOR INDIVIDUAL

• A date of birth is required for an individual
• Re-submit the transaction with the proper date of birth

E760 - GENDER NOT PROVIDED FOR INDIVIDUAL

• The gender is required for an individual
• Re-submit the transaction with the proper gender

E700 - MULTI SUBMISSION, SAME TRANS, SAME INTERCHANGE

• A filing has been received that is a duplicate of one that has already posted to a record
• Check EDITS to determine the disposition of the original transaction, the original transaction may have resolved to a record and correction may be needed
• You may want to check your transaction submittal methodology to reduce these duplicate errors
• If the insured still has an open case that should have been closed by the transaction, send an e-mail to IIESMAIL

E705 - MULTI SUBMISSION, SAME TRANS, DIFFERENT INTERCHANGE

• A filing has been received that is a duplicate of one that has already posted to a record
• Check EDITS to determine the disposition of the original transaction, the original transaction may have resolved to a record and correction may be needed
• If the insured still has an open case that should have been closed by the transaction, send an e-mail to IIESMAIL

 E745 - INTERCHANGE HAS A XLC & NBS, SAME EFF-DTE, VEHC & NAME

• Review your transactions
• The effective date must not represent an administrative, mailing processing or other date

 E820 - INTERCHANGE HAS A XLC & REC, SAME EFF-DTE, VEHC & NAME

• Review your transactions
• The transaction must not represent an administrative or reissuance of the policy

Resubmission of Notices

An insurance company or servicing agent shall resubmit, using the same transaction code, a corrected NBS, REI, XLC or NIS notice for an unmatched notice (edit error or unresolved no-hit exception) returned by DMV.
Resubmissions must be the result of a previous error/disposition condition (edit error, unresolved no-hit exception, 997 transaction error, 811 transaction error, or non-receipt of a 997 transaction interchange acknowledgment from DMV).

NBS Resubmission Reporting Time Frame
Resubmission – no later than 21 days after DMV returns a transaction as an error or unresolved no-hit
Include the DMV tracking number, when provided, for proper reconciliation of the filing and to aid in performance measuring

REI Resubmission Reporting Time Frame
Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit
Include the DMV tracking number, when provided, for proper reconciliation of the filing and to aid in performance measuring

XLC Resubmission Reporting Time Frame
Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit
Include the DMV tracking number, when provided, for proper reconciliation of the filing and to aid in performance measuring

NIS Resubmission Reporting Time Frame
Resubmission – no later than 14 days after DMV returns a transaction as an error or unresolved no-hit
Include the DMV tracking number, when provided, for proper reconciliation of the filing and to aid in performance measuring

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 using a 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 using a 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 vehicle 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 transaction was sent, returned as an error or if the transaction 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 transaction 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 electronically send transactions to DMV which are then received and matched to VIN records on IIES. 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 transaction 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

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

DO

• Check IIES if you have access to determine the status of a record
• Check IIES and EDITS to confirm your filing posted to the correct record
• Use the DMV Tracking Number when responding to a MVF or NIS
• Keep your administrative contacts up to date
• Keep your technical (EDI) contact up to date
• Review your error and resolution reports and make necessary corrections

DON’T

• File non-reportable transactions because they cause Letter and Suspensions to be issued
• Post paper proof of insurance on the DMV website instead of sending your required filings

Review & Corrections

Record Review: If you do not have access to the insurance database through the DMV applications (IIE Inquiry External or EDITS) or if your question is on a closed record, call the IIES Help Line at 518-402-2175. The Line is staffed from 9:00 AM to 3:30 PM EST. The IIES Help Line may ask you to send an e-mail to [email protected] if your question requires further review or a record correction.

Record Corrections: If a transaction posted to the wrong record, correction of the record is needed, etc. send an e-mail to [email protected]

For all other questions, such as clarification of Commissioner Regulations, transaction filing specifications, technical assistance, Insurance ID cards, IIES business rules, certification & testing, etc. send an e-mail to  [email protected]

Priority Requests: In a situation (e.g. motorist arrested because of a suspension/revocation) where immediate assistance is required call ISID at 518-402-2130.

NYS LAW & REGULATIONS

Vehicle & Traffic Law

• Article 6: Motor Vehicle Financial Security Act
• Article 7: Motor Vehicle Safety Responsibility Act
• Article 8: Indemnity Bonds or Vehicles Transporting Passengers For Hire

This information is available online through The NYS Legislature (scroll down to VAT).

Commissioner Rules & Regulations

• Part 32: Insurance Identification Cards
• Part 34: Motor Vehicle Insurance Reporting
• Part 35: Enforcement of Motor Vehicle Liability Insurance Laws

The Regulations of the Commissioner of Motor Vehicles (NYCRR Title 15) are available online through the NYS Department of State.

INDUSTRY CONTACT FOR DMV

Insurance Services Information & Development Unit (ISID)
Industry Liaison, Education, System Refinement, Technical
Contact us by IIESMAIL
[email protected]

VPASS
Access to DMV external applications, password issues
Contact us by VPASS mailbox:
[email protected]

IIES Helpline
Telephone assistance for insurance industry, routine record verifications: 
518-402-2175