New York Codes, Rules and Regulations › Title 15 - Department of Motor Vehicles › Chapter I - REGULATIONS OF THE COMMISSIONER › Subchapter C - INSURANCE › Part 34 - Motor Vehicle Liability Insurance Reporting › Section 34.10 - Manual reporting for dealer and transporter registration classes

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
Applicability.
Any insurance company authorized to write motor vehicle
					 liability insurance coverage in New York State or the New York Automobile
					 Insurance Plan (NYAIP) subject to reporting requirements of article 6 of the
					 New York State Vehicle and Traffic Law for which non-specific vehicle insurance
					 ID cards are issued for dealer and transporter registration classes as provided
					 for in Part 32 of this Title shall meet reporting requirements in the manner
					 prescribed in this Part.
(b)
Conditions of reporting.
The required submission of written notices for initial load
					 (LOD), new business (NBS), reinstatement (REI), cancellation (XLC) and no
					 insurance (NIS) as well as resubmissions and required responses to DMV
					 initiated manual mandatory and negative verification notices shall be made, in
					 writing, within the time frames prescribed by this Part. Except for differences
					 attributable to manual reporting, all requirements and definitions provided in
					 this Part are applicable unless specifically excluded. Notices for specific
					 vehicles,
e.g.,
service, parts delivery and rentals registered
					 in other classes that may be insured under the same insurance policy shall be
					 reported electronically in accordance with this Part, including DMV MVLIR
					 specifications.
(c)
Mandatory verification.
Absence of proof of insurance submitted by an insurance
					 company results in the generation of a manual verification (MVF) letter. A
					 sample is provided in subdivision (j) of this section. An authorized insurance
					 company representative shall provide the required information, sign, date and
					 return the letter so that it is received by DMV no later than 14 days after the
					 date of the letter.
(d)
Negative verification.
An integrated letter/computer printout sent to an insurance
					 company by DMV that provides a record of each dealer/transporter registration
					 in DMV's insurance information database that reflects such insurance company as
					 the insurer of record. A sample is provided in subdivision (k) of this section.
					 Such paper computer printout information is limited to that proof of insurance
					 previously provided by an insurance company or the New York Automobile
					 Insurance Plan (NYAIP) to DMV via notices prescribed by this Part. A NVF notice
					 requires a cancellation (XLC) response from an insurance company no later than
					 30 days after the date of the letter/computer printout only if the
					 dealer/transporter registration is no longer insured. An insurance company
					 shall not submit any other type of notice to DMV in response to a NVF
					 notice.
(e)
Format and
				  content.
Notices shall be transmitted on or under an insurance
					 company's letterhead in a typewritten, typeset or computer generated format.
					 Each transaction shall be in a separate notice for each policy and insured.
					 Information items shall be inserted and single space listed on a line-by-line
					 basis as shown in the sample dealer/transporter notice. Information must be
					 coded in accordance with the dealer/transporter manual reporting data field
					 requirements set forth in subdivision (h) of this section. Notices shall be on
					 81/2 inch by 11 inch paper and shall replicate the sample provided in
					 subdivision (i) of this section.
(f)
Frequency of filing.
An insurance company shall submit notices as required to
					 comply with reporting time frames prescribed by this Part. An insurance company
					 may submit notices daily.
(g)
Confirmation of filing
				  receipt.
Upon receipt of a dealer/transporter notice, the department
					 shall return a copy of the notice to the insurance company indicating date of
					 receipt, the disposition of the notice and whether the notice was submitted in
					 a timely manner.
(h)
Dealer/transporter manual reporting data field requirements.
Refer to the technical filing specifications for format
					 information. All fields are required unless specified otherwise: insurance
					 company name; NAIC code; NYS insurance company code; authorized
					 representative's name; authorized representative's address; authorized
					 representative's e-mail address and telephone number; notice (transaction)
					 type; effective date or cancellation effective date; policy number; insured
					 name; date of birth and gender, if individual; NYS driver's license number or
					 Federal tax ID number, as applicable; address including street, city, state and
					 zip code; all additional insured names and name variations; repeat descriptive
					 elements for additional insured names and name variations, as necessary;
					 actual/estimated number of NYS dealer/transporter license plates; and NYS
					 dealer/transporter license plate numbers (if available).
Note:
DMV must identify all dealer/transporter registrations
					 covered under a policy. Insurance companies reporting notices for
					 dealer/transporter registrations shall provide all additional insured names,
					 name variations and mailing addresses, if different. Additional insured names
					 and name variations include different names under which the company is doing
					 business,
e.g.,
different dealerships at different
					 locations.
Note:
Both the actual/estimated number of NYS dealer/transporter
					 license plates and NYS dealer/transporter license plates numbers shall be used
					 by DMV to help ensure that notices are matched and posted to all individual
					 registration records.
(i)
Sample dealer/transporter notice:
INSURANCE COMPANY LETTERHEAD
Date: 00/00/0000
To: NYS Department of Motor Vehicles
RESERVED
					 FOR
Insurance Services Bureau
DMV USE
6 Empire State Plaza
					 Albany, New York 12228
In accordance with Article 6 of the NYS Vehicle and Traffic
					 Law and section
					 34.11(h) 
					 of the Regulations of the Commissioner, the following dealer/transporter
					 vehicle liability insurance information is submitted to NYS DMV:
____________________________________________________
Insurance company
					 ___________.........................................................
NAIC code
					 ___________..........................................................................
NYS insurance company code
___________................................................................
Authorized representative's name
					 ___________...................................................
Authorized representative's address
					 ___________..............................................
___________.......................................................................................
Authorized representative's e-mail address & telephone
					 # ___________ _____________________________________________
__________________________________________
Notice (transaction) type
___________......................................................
Effective date or cancellation effective date
___________.............................................................................................
__________________________________________________
__________________________________________________
Policy number
___________..............................................................
__________________________________________________
__________________________________________________
Insured name
___________..................................................
Date of birth and gender (if individual)
					 ___________............................................
NYS driver's license number or federal tax ID number
					 ___________....................................................
Address
					 ___________..................................................................
______________________________________________
** REPEAT AS
					 NECESSARY**
....................................................
Additional insured name
___________........................................................
Date of birth and gender (if individual)
					 ___________........................................
NYS driver's license number or federal tax ID number
					 ___________.......................................................................
Address
					 ___________....................................................................................
______________________________________________________
______________________________________________________
Actual/estimated number of NYS license plates
					 ___________.......................................................................
NYS license plate numbers (if available)
					 ___________..................................................................................
___________........................................................................
___________.........................................................................
___________...........................................................................
(j)
Sample dealer/transporter mandatory
				  verification letter.
......................................................................................................................
DATE:
					 99/99/9999........................................................................................
INSURANCE COMPANY NAME
STREET
CITY, STATE ZIP CODE
Dear IIES Liaison:
We received paper proof of insurance naming your company as
					 provider of motor vehicle liability coverage for the dealer/transporter
					 registration described below. Title 15, NYCRR 34 requires that you provide the
					 requested information and return this letter to NYS DEPARTMENT OF MOTOR
					 VEHICLES, FINANCIAL SECURITY BUREAU, BOX 2725, EMPIRE STATE PLAZA, ALBANY, NEW
					 YORK 12214-0281.
Your response to DMV must be received within 14 days
					 of the date of this letter. If we do not receive a timely response from you, we
					 will suspend this registrant's dealer/transporter registration.
YOU MUST SELECT 1, 2 0R 3. IF YOU SELECT 3, YOU
					 MUST SELECT A OR B.
[] 1. A policy was in effect on 99/99/9999 (NBS)
[] 2. A policy was in effect on (NBS)
[] 3. A policy was not in effect
[] A. We never insured this registrant (NIS)
[] B. We canceled coverage for this registrant on
					 (XLC)
IF APPLICABLE:
Is the policy number correct? [] Yes [] No, the correct
					 policy number is:
Authorized Signature: Date:
Note: The effective date listed in 1. and below may be the
					 registration date, the policy effective date from paper proof of insurance, or
					 an accident/ticket incident date.
REGISTRANT: NAME STREET CITY, STATE, ZIP CODE
INSURANCE CO:
999 - 999999999999999999999999
POLICY NUMBER:
99999999999999999999999999
EFFECTIVE DATE:
99/99/9999
PLATE NO. & TYPE:
99999999 - 99 - 999
1d bar-code
DEALER/TRANSPORTER MVF:
99/99/9999
DOCUMENT NO.:
9999999999
(k)
Sample dealer/transporter negative verification letter/printout.
..............................................................................................................
DATE
					 99/99/9999...............................................................................
INSURANCE COMPANY NAME
STREET
CITY, STATE ZIP CODE
Re: NEGATIVE VERIFICATION
Dear IIES Liaison:
Attached is a list of registrant(s) from the IIES database
					 with 9999999999999999999999999999999 as the insurer of record. Section 313.4 of
					 the New York State Vehicle and Traffic Law requires that you review the list
					 and notify DMV of any registrants you DO NOT INSURE. Any response to DMV must
					 be received within 30 days of the date of this letter.
Your response, on official company letterhead, must be in
					 the format and contain all data prescribed by Title 15 NYCRR Part 34. Please
					 mail this information to the address below:
NEW YORK STATE DEPARTMENT OF MOTOR VEHICLES, FINANCIAL
					 SECURITY BUREAU, BOX 2725, EMPIRE STATE PLAZA, ALBANY, NY 12214-0281
Do not respond to DMV to confirm coverage.
REGISTRANT NAME REGISTRANT ADDRESS
POLICY NUMBER PLATE NUMBER - TYPE
REGISTRANT NAME REGISTRANT ADDRESS
POLICY NUMBER PLATE NUMBER - TYPE
REGISTRANT NAME REGISTRANT ADDRESS
POLICY NUMBER PLATE NUMBER - TYPE