New Hampshire City & Town Clerks’ Association

1. New HampshireCity & Town Clerks’ Association New Clerk Workshop April 2, 2012

2. Residency • Principal place of abode • Where you vote • Where your children go to school • Where you file your federal income tax • Proof of residency includes a utility bill, statement from your landlord or copy of your deed • See Residency Affidavit

3. Checking ID • When a CTA is processed, please write the driver license ID number of the person completing the CTA on the form • When processing a registration, write the driver license ID number of the person completing the registration on the back of the motor vehicle copy • The ID is for the person in front of you processing the transaction whether or not he/she is the owner.

4. Recent Changes • Regular veteran plates (VVETE) and ANTI plates may now be obtained at substations. • Midstream plate changes are allowed anytime during the year • State Park plates are available for $85.00 per year (not prorated), plus $8.00 for the plates

5. Important Laws • RSA 261:46 Non Resident Registrations • Non-Resident vehicles must be exclusively garage in the state 365 days per year. • RSA 261:165 and RSA 41:35 • Deposits must be made at least weekly or when receipts exceed $1500.00. State deposits must still be made daily unless the Director has approved an alternate schedule due to hardship. Then deposits are every three days.

6. Important Laws • RSA 261:148- Customer must have prior years registration or mail-in renewal notice, to renew registration • Customer must fill out form RDMV 110 Application for Copy of Registration and pay $15.00 fee to State and Municipal Agent fee to Town

7. New Registrations Customer must have a certificate of origin, title or dealer prepared title application to register a vehicle with a model year of 1998 and newer Vehicles exempt from title are those with a model year of 1997 and older. The following is needed to register an exempt vehicle: VIN Verification Form 19A, or photocopy of title, or copy of current or expired NH registration and (out of state registration not allowed) Bill of Sale –Send in copy for exempt vehicles only.

8. New Registrations Town Fees based on List Price Look up list price in Red Book using the make and model and year of the vehicle Use list price in column headed Fact. SRPDo notuse Avg. Retail Value Add on miscellaneous equipment for trucks, if applicable Round to nearest hundred ($50+ round up) If list price is not in red book call the dealer or ask customer if they have the sticker price that was on window

9. What are mill rates? A mill equals 1/1000 of a dollar and is charged on each dollar of the vehicle retail list price • A vehicle is charged 12 months at each mill rate based on the vehicle model year • Model Year 2013/2012 = 18 mills • 2011 = 15 mills • 2010 = 12 mills • 2009 = 09 mills • 2008 = 06 mills • 2007 = 03 mills

10. Mill Rates cont’d Example: A 14-month registration of a 2012 vehicle with a list price of $10,000 would be charged 12 months @ 18 mills =$180.00 02 months @ 15 mills =$ 25.00 + $1.00 town clerk fee + $2.50/$3.00 municipal agent fee + $2.00 title fee, if applicable Title fee is charged for preparing title or accepting blue copy of dealer title application

11. State Fees • State fees are based on weight • 0-3000 lbs $2.60 per mo. • 3001-5000 lbs $3.60 mo. • 5001-8000 lbs $4.60 mo. • For cars use shipping weight plus 150 lbs per passenger • For Trucks and sport utility vehicles use GVW in Red Book • Plates cost $4.00 for one, $8.00 a set • Title application fee is $25.00

12. Preparing a Title Application • When a customer brings in title from private sale, signed over to him Clerk prepares title application • Check back of title to make sure it is signed over properly • Look for buyer and seller signatures and odometer reading • Only dealers are allowed to sign over a title multiple times • Staple title application on top of title and any supporting documentation

13. Renewals Same vehicle and same owner Due in birth month of registrant or month assigned for the first letter of business, lease or trust All renewals are for 12 months If previous registration has: 7 months @15 mills 5 months @12 mills Renewal would be: 7 months @12 mills 5 months @ 9 mills

14. Renewals (cont’d) Renewals may be done up to 4 months early (includes month of expiration) RSA261:62 Late renewals must charge 12 months regardless of when registrant comes in. If registrant comes in during the 12th month you must charge for the past 12 months

15. Transfers • Transfer Types: • Same owner to same owner • Lease to Owner • Owner to Lease • Lease to Lease • Surviving Partner

16. Transfers When a customer wants to use the same plates and decals on a different vehicle he may do a transfer: If the old registration is from NH If it has the same first owner (Exceptions: Lease to owner, owner to lease, lease to lease and surviving spouse) If it has not expired If the plate has not previously been on the vehicle being transferred to

17. Transfers (cont’d) Monetary credit is given from old vehicle to new vehicle. Expiration date must remain same Except in cases of lease/lease, owner/lease, lease/owner and surviving partner transfers Can do a one month transfer and 12-month renewal on the same vehicle on the same day Customer MUST have current original registration Must pay $15.00 for a certified copy if they have lost original registration

18. Same plate number and decal number are used on new registration A second name may be added or deleted depending on the names on new title (order on title does not matter) Fee calculation for Town is new vehicle fee less credit for remaining months on old vehicle + $5.00 transfer fee + $1.00 town clerk fee + $2.00 title fee, if applicable + MA fee, if applicable Transfers(cont’d)

19. Calculating Transfer Credit RSA 261:150 • Calculate the number of months from the present month to the expiration date of old registration • This is the number of months of credit that will be given • Starting with bottom mill rate calculate the per month registration fee

20. Calculating Credit • Example of 5-month transfer • Old vehicle was charged • 9 months @ 15 mills • 3 months @ 12 mills • Credit given will be • 3 months @ 12 mills • 2 months @ 15 mills

21. Transfers(cont’d) Fee for State is calculated in similar manner State transfer fee is $10.00 + $25.00 title fee if town clerk prepared If vehicle goes up in weight category charge $1.00 per month, per category 0-3000 lbs $2.60 per mo. 3001-5000 lbs $3.60 mo. 5001-8000 lbs $4.60 mo

22. Transfers(cont’d) Do not staple old and new registrations together, put in numerical order in document pile Municipal Agents send white copy of title application in with supporting documentation and retain town clerk copy. Keep Town Clerk copy only of title and registration (old style) if sending customer to motor vehicle substation to complete transaction

23. Transfers(cont’d) Lease Vehicle Transfers and Surviving Partner Transfers are the only time when a transfer can be made where the first owner of original registration does not match the first owner of new registration Municipal Agents may process Owner to Lease, Lease to Owner, Lease to Lease and surviving partner transfers.

24. Owner to Lease &Lease to Owner Transfers • Can be transferred if first name on old registration will be second name on leased vehicle registration • Or, if second name on leased vehicle will be first name on new registration • Leasing company is the lessor and is listed as first owner • Lessee is listed as second owner

25. Lease Transfers • On registration the address of the leasing company is legal address and address of owner/driver is mailing address • On title the address of the leasing company is listed first as mailing address and then the lessee’s name and address • Calculate months and amount of credit on old registration • New registration expiration date will be based on the first letter of the Leasing Company name on owner to lease

26. Lease Transfers • If expiration on transfer would be less than 5 months, always extend the expiration of the new registration by 12 months • There are no 17-month transfers, only 13, 14, 15 or 16 months • Sometimes number of months credit is more than charged. No refunds given. • Transfer can be to same vehicle if customer purchased his leased vehicle

27. Lease to Lease Transfers • Transfer can go from one leasing company to a different leasing company, if the second owner remains the same • Expiration date usually changes and new month decals are issued • If transfer is from one lease company to same lease company it is considered regular transfer and is considered a regular renewal

28. Surviving Partner/Rights of Survivorship-RSA 261:17 • The surviving partner may drive on old registration and plates until they expire • Must submit copy of death certificate and title, if they have it • If title has lienholder, send to title bureau and they will take care of contacting lienholder to re-title • Must re-title, do not charge $25.00, unless adding a lienholder or a name

29. Survivorship • If surviving partner comes in during month of renewal or earlier: • Prepare title at no charge • Prepare registration as a survivorship transfer • Use same plates, month of expiration will change and new month decals issued

30. Survivorship • Transfer credits are allowed • Example-Old registration expires in December (deceased birth month) survivor’s birth month is November and transfer is done in October. Charge 14 months for new reg (Oct-Nov) Transfer credit for 3 months (Oct-Dec)

31. Survivorship • If surviving partner comes in after registration expires: • If there are two owners do as a renewal • Swap the names to make the deceased individual the second owner and then delete that individual • If there is one owner • Release the plates and key as new or; • Issue new plates and key as new • Issue new month decals for the plates. • Figure mill rate as if a new purchase

32. Trusts RSA 261:62 • Titled in trust name (need to send in 1st and last page of trust paperwork) • May be registered in one of two ways • Name of Trust Only with expiration date of June the letter “J” (for John) like a company • Ex. John Smith Revocable Trust of 2012 • Smith, John as first owner, using his birth month for expiration, and trust as second owner • Smith, Mary as first owner, using her birth month for expiration, and trust as second owner

33. Trusts • Vehicles going from personal name into trust must have appropriate assignments on back of title, considered a change of ownership • Browser towns need to dummy on title in MAAP and list trustees as owners • Title will be issues in trust name only • Transfer credits are allowed

34. Corporations & DBA’s • Corporations and LLC’s, are registered using first letter of business name as expiration • Check to make sure they are registered and in good standing with the Secretary of State at www.sos.nh.gov/corporate/soskb/csearch • DBA’s must be listed as second owner Don’t need SOS approval for those

35. Corporations • Address changes done with on-line towns or substation, customer must provide • DSMV503-Corporate Name/Address Change signed by authorized person with proof of address change and authorization (Letterhead, business card) • Cannot change address of leasing companies

36. Non-Resident Registrations RSA 261:46 • Vehicle garaged exclusively in state • Must register and title. Cannot title only • Make sure to mark Non-Resident registrations in the system. • Out of state address is the mailing address • NH address is the legal address

37. Non-Resident Registrations • A business in town with an out of state driver may be registered in town, • If it is titled and registered under the business name only • As the business is a “resident”, vehicle may be garaged anywhere • Driver does not need to be on the registration, as the owner decides who may use the vehicle

38. Non-Resident Registrations • An out of state business and the driver is in town; vehicle can be registered in town of driver; • If the person’s name is on the title and registration and; • If the vehicle is being garaged in the driver’s town

39. 60-day Hardship Registrations • Must be a new resident to NH and have proof of the following: • Proof that out of state registration is expiring within 20 days or; • Insurance expiring within 20 days if that will cause the registration to expire and/or cancel in the other state • And must have an out of state lien holder or be a leased vehicle

40. 60-day Registrations • Town clerk completes town portion only of title and registration. Registration must indicate 60 day Hardship. Do not charge title fee of $25.00 • Send customer to substation or Concord to complete • Customer will receive a 60-day plate until the lienholder or lessor sends title to NH • Title Bureau will then issue the NH title and DMV will send the customer a set of metal plates and registration

41. Plate Changes Reversal of Names • Plate changes and reversal of names are allowed anytime during the year. • Reversal of Names-must have written statement from primary owner granting permission to swap names-include in back of document pile • Don’t forget to issue new month decals because expiration date is changing

42. Midstream Plate Changes • Primary Owner must fill out Application for Replacement Plates and/or Decals(RDMV125) • Write “plate change” next to “reason” • Enter the reason into the system as “lost” • If switching to an initial plate, primary owner must fill out Application for Initial Plate form (RDMV 120) • Customer must fill out an Application of Copy of Registration (RDMV 110)

43. Midstream Plate Change • Enter the reason in the system as “lost” • Customer must turn in current registration and plates • Customer must pay all associated fees • Plates and duplicate registration fee • No refunds given if switching to a plate type which charges lesser fees.

44. Motorcycles RSA 259:63 • Use list price in Power Sport Vehicle Blue Book for town fees, weight is not needed • State fee is $1.25 per month plus $1.00 for Safety Fund • Transfer fee is $10.00 plus the $1.00 safety fund fee. • Title needed for model year 1998 and newer • Motorcycle license necessary to drive cycle with 50’cc’s or more

45. Motorcycles • Motorcycle plate fee is $4.00 • IMOTO plates are allowed 5 character with the exception of initial veteran plates which have four characters • Veteran, handicap and purple heart motorcycle plates are available • Inspections are done annually in June

46. Mopeds RSA 259:57 • 1 Moped plate issued at substations • There are no town fees for mopeds • Municipal Agents are allowed to renew mopeds and collect the municipal agent fee • No titles needed for mopeds • Mopeds do not require inspection

47. Trailers RSA 259:5 • Includes campers, 5th wheel, utility, and snowmobile trailers • List price and weights can be obtained at www.rvvaluesonline.com • Trailers 3001 lbs (GVW) and greater, model year 1998 and newer, require title or certificate of origin • Trailers 3001 lbs (GVW) and greater, model year 1997 and older require bill of sale and VIN verification (Form 19A), copy of NH registration or copy of title.

48. Homemade Trailers (TRAI) • Homemade trailers 3001 lbs and greater need: • Highway inspection • Statement of Construction Form • Form 19A • NH Inspections done at Salvage & Overweight Certification locations • After inspection, Officer issues NH VIN for $30.00 and gives customer form DSMV547

49. Trailers • Home made trailers & manufactured trailers 3000 lbs and less, with no VIN, need a TDMV19A form stating VIN is missing • NHTR VIN is then issued by Town Clerk or Substation • Use weight chart for state fees • Make is HMDE

50. Motor Homes • Issue 2 PASS plates (IPASS and ICPAS are) • Body style-MTRHM • Inspections done yearly by July 1 • Make is based on manufacturer of chassis or ‘truck’ part • Model is based on manufacturer of ‘home’ part