1 Overview

The objective of the User Guide is to provide a step-by-step description of the new system flow with various screen prints.

1.1 CT DMV IRP Navigation

Please refer to the CT DMV IRP Enterprise User Guide, Volume 1, Section 1.1.

1.2 Home

Please refer to the CT DMV IRP Enterprise User Guide, Volume 1, Section 1.1.1.

1.3 IRP

IRP processing includes the following Supplements:

Supplement Abbreviation	Supplement Description	Vehicle Service Abbreviation	Vehicle Description Abbreviation
AAC	New IRP Account	AAC	New Customer Account
AFL	New IRP Fleet	AFL	Add Fleet
AVE	Add Vehicle	AVE	Add Vehicle
CFF	IRP Change Carrier Type	CFF	Change Carrier Type
CMB	Combined	AVE	Combined – Add Vehicle
CMB	Combined	CVF	Combined – Change/ Amend Vehicle Fee
CVF	Amend Vehicle with Fee	CVF	Change/ Amend Vehicle with Fee
CVN	Amend Vehicle No Fee	CVN	Change/ Amend Vehicle No fee
CWT	IRP Change Weight Group Weight	CWT	Change Weight
DEV	Delete Vehicle	DEV	Delete Vehicle
RCC	Replace Cab Card	RCC	Replace Cab Card
RTG	Replace Plate	RTG	Replace Plate
RWC	Renewal	CVF	Renewal – Amend Vehicle
RWC	Renewal	DEV	Renewal – Delete Vehicle

The New Account process starts with creating a common customer at the Enterprise Level before creating a new IRP account. The customer number and IRP account number are one and the same. Account and Customer are common for any IRP fleet creation.

A new account is required when creating a new IRP fleet for the first time. The external user receives an email consisting credentials to access their IRP account.

After logging in, expand the Services header on the left column of the screen and select IRP. The IRP main menu screen will display the menu to create a new account.

· From the Account menu tile, click New Account. The New IRP Account Customer Search screen will be displayed next

· The account (common customer) number will be prepopulated and disabled in the Account No. field

· Click the PROCEED button on the command line

o If the carrier already has an existing IRP account, the user must create a new fleet or perform the desired transactions (supplements) in an existing fleet. A message will display to notify the user that an account already exists.

o If a carrier already exists as a Common Customer but does not have an IRP account, the New IRP Account Customer Details screen is displayed

1.3.1.1 Add Account

The next step is creating the IRP account profile.

There are several sections on the New Account Screen.

The Customer Details, Address Details, Business Customer Details and Account Details fields populate from the information in the Common Customer and the user cannot change this information.

· Customer Details

o Account No.

o Registrant Type

o Carrier Type

o Legal Name

o Customer Status

o DBA Name

o IFTA Account No.

· Address Details

o Physical Address

o Mailing Address

· Business Customer Details

o USDOT No.

o TIN

o Contact Name

o Email

o Primary Phone

o Alternate Phone

o Fax No.

· IRP Account Details

o Record Retention – is defaulted to checked, field is used to indicate record retention information has been provided

o Account Status – is defaulted to ACTIVE and the user cannot change it

o Email Indicator and Fax Indicator – The user can check one or both of these boxes and the Carrier will receive IRP renewal notices through email and/or fax instead of regular mail. NOTE: If the email/fax information is selected, the user has to add the information in these fields

o Comments – The user clicks the plus (+) or minus (-) icon to expand this section and add free-form comments in this area. After adding text to the comments box, the user must click on the ADD/UPDATE button to save the comment in the account record

Click the PROCEED button to execute the application’s edits and display the validation screen.

The verification screen displays next, showing the user a consolidated view of the Account information. If the user determines some of the information is incorrect, the user can click the BACK button on the command line and the system will display the Account screen again. The user can make the required changes and select PROCEED.

Click the PROCEED button on the command line and the IRP account information will be saved to the database. The IRP Fleet Detail screen will then display.

1.3.1.2 Add Fleet

After creating the IRP account profile the Fleet creation process occurs. Several of the Fleet information fields will default to the values from the Customer Account information.

Some of the fields, which default from the Customer Account, are protected including:

· Account No.

· Registrant Type

· Carrier Type

· Legal Name

· DBA Name

· TIN/USDOT

· Physical Address

· Service Provider

The following fields have a default value or the user will key in the information:

· Mailing Address – If different from the Physical address

· Contact Name – This field defaults from the IRP Account contact information

· Email – The email will default from the IRP Account and can be changed

· Primary Phone No. and extension – Will default from the IRP Account information and can be changed but is required to proceed further

· Alternate Phone – Optional field, enter if known

· Fax No. – Will default from the IRP Account information and can be changed

· Change Address on USDOT – Stores the value of a changed address on USDOT – only valid for the supplement where it is added

· Fleet Type – There are Three types of fleets available, all of which are allowed on the same account

o For Hire Rental Carrier, For Hire and Private

· Commodity Class - After selecting a fleet type, the user will select a Commodity class from the drop down list provided

o The following is the list of acceptable Commodity Classes for each fleet type:

Fleet Type		Commodity Class
FHR	For Hire Rental Carrier	All, EXEMPT
FOR	For Hire	All, Household Goods, Bus
PVT	Private	All

· Fleet Effective Date and Expiration Date

o The Effective Date defaults to the current date and cannot be changed

o CT has staggered quarterly registration for IRP and the Expiration date is based on the effective date of the fleet creation. The expiration date will automatically be generated and protected.

· First Operated Date – Will be defaulted to the current date for all new fleets - Date when fleet was first added in CT and used for informational purposes only

· Wyoming Indicator – Click on this checkbox if the Intrastate Authority for Wyoming applies for a carrier

· Use IFTA Distance – Check on this checkbox to use the IFTA distance as the basis for the distance on the Distance screen

· Comments – The user clicks the plus (+) or minus (-) icon to expand this section and add free-form comments in this area. After adding text to the comments box, the user must click on the ADD/UPDATE button to save the comment in the account record.

After the user enters the fleet information, select PROCEED to execute the edits and display the validation screen. The user should verify the fleet information and select the PROCEED button from the command line at the bottom of the screen to save the Fleet information. The “Distance Details” screen will be displayed next.

1.3.1.3 Add Jurisdiction Distance

The navigation tabs at the top of the screen will indicate that the user is now at the “Distance” step in the New Fleet supplement.

On a New Fleet supplement, all IRP jurisdictions will display on the Distance screen with the month and year defaulted to the supplement effective month and year. The Supplement Details account information populates from the previous screens and is in protected mode. In the Distance Details section, the Reporting From/To fields are auto-populated based on the Fleet Effective Date and the Avg. per Vehicle Distance Chart checkbox is defaulted to check with the Distance Type populated with “E” (Estimated) and the Distance field protected. If the carrier does not provide actual distance/mileage, the user can continue by clicking the PROCEED button to apply the estimated distance for all jurisdictions.

In some cases, the registrant will provide actual distance for a new account/fleet. If the carrier provides actual distance, the user can enter this information by:

1. Clicking the “yes” radio button next to the question – “Do you have actual distance for the reporting period?”

2. The Distance field for each jurisdiction will be enabled (available for data entry) and the Type will change to “A” (Actual) but remain in protected mode

3. The system will ensure a carrier has included all the jurisdictions necessary to create a path to the base jurisdiction. If the system cannot find a contiguous path for all jurisdictions specified, an error message displays. The override contiguous jurisdiction indicator will be defaulted to ‘N’ (unchecked) indicating a contiguous check. If the override indicator is checked, the user must provide a comment to indicate a reason for the non-contiguous jurisdictions. There is a Show Map link on this screen to assist users with validating contiguous jurisdiction travel.

There may be documents required for creating the jurisdictions of travel and the appropriate distances.

The system will calculate the total distances (Estimated Distance, Actual Distance, and Total Fleet Distance) and automatically populate them if estimated distance is used. If the user enters Actual distance for each of these distances (Estimated Distance, Actual Distance, Total Fleet Distance), the system will compare the calculated totals to the “user entered” totals. If the totals do not match the distances entered by the user, the system will display an error message.

After all of the distance information is entered, click the PROCEED button on the command line at the bottom of the screen. The system will check for any missing information and calculate the percentage of distance travelled for each jurisdiction. This information will display on the verification screen along with the rest of the jurisdiction information. If there are any changes required, the user can click the BACK button to make the necessary changes and continue processing. If the user wants to remove the distance from jurisdictions and start over, they can click the BACK WITH REFRESH button.

Once the distance information has been entered and verified, click PROCEED and the Fleet Weight Group Detail screen will be displayed.

The navigation tabs at the top of the screen will indicate that the user is now at the “WgtGroup” step in the supplement.

1.3.1.4 Add Weight Group

To enter a weight group for the fleet, do the following:

· Weight Group No. – The field will auto-populate with a number based on existing data. It will display 1 if no weight groups exist or will display the next number in succession for any existing weight group numbers. Select the maximum gross weight for the weight group from the drop down. If you select “Other”, a new field will appear and you must enter the maximum gross weight allowed for that weight group.

· If any of the jurisdictions have a different weight (weight override), enter the weight for that jurisdiction.

· Click the PROCEED button to populate the weight for the remaining jurisdictions and the verification screen will display. If a weight is outside the 10% variance, a warning message will display in the message area at the top of the screen and then the user must enter an explanation of the 10% weight variance using comments.

· The system will check to ensure the weight for each jurisdiction does not exceed the maximum weight allowed in the specific jurisdiction.

· If any of the weights need to be changed, click the BACK button and the system will display the Jurisdiction weights for changes

Click the PROCEED button on the command line and the Weight Group Selection screen will display the new weight group in a selection list along with any other weight groups created.

To create another weight group, click the ADD WEIGHT GROUP button on the command line and repeat the above steps.

To update a weight group, click the “SELECT” link to the left of the weight group number you wish to change and that weight group information will display. You will be able to change the information as required.

To delete a weight group, click the “SELECT” link to the left of the weight group number you wish to delete and that weight group information will display.

Select DELETE WEIGHT GROUP from the command line. If the weight group is not attached to any vehicle currently in the system, the weight group will be deleted. The user will be prompted to confirm the delete action.

After all weight groups have been created and verified, click the DONE button and the Vehicle Detail screen will display. The navigation tabs at the top of the screen will indicate that the user is now at the “Vehicle” step in the supplement.

1.3.1.5 Add Vehicle

The Vehicle Detail screen will gather the information for each vehicle added to the fleet. Mandatory fields are indicated by a red asterisk “*”.

At the top of the Vehicle Detail screen there is a feature allowing the user to find an existing vehicle in CT DMV IRP and perform a VIN intelligence check.

· Enter the VIN and click the COPY FROM button. The system will search for the information and, if found, will populate the vehicle information fields on the Vehicle Detail screen.

If the vehicle match exists in the system, some information will be populated either from the VINntelligence lookup or from previous information entered in CT DMV IRP. The following fields are available for vehicle information:

· VIN – Confirmed using VIN intelligence or entered by user upon search and cannot be changed

· Unit No – Company identifier for the vehicle

· Weight Group No – The drop down lists the valid/available weight group number(s) and associated max gross weight for the fleet. If the user needs to add a weight group, select the WGT GROUP tab at the top of the screen (Navigation tabs) and the Weight Group Selection screen will display. When the weight groups have been updated, the system will return to the Vehicle Detail screen.

· Year – Pulled from VIN intelligence check and cannot be changed

· Body Type - Is pulled from CT DMV IRP or VIN intelligence and protected

· Make – Pulled from CT DMV IRP or VIN intelligence and and protected

· Number of axles and combined axles

o Axles – Pulled from CT DMV IRP if available and protected

o Combined Axles – User must data enter value which must be greater than or equal to the vehicle axles

· Fuel Type – Pulled from CT DMV IRP if available and cannot be changed

· Seats – entered for buses only

· Vehicle Color – select the value from the drop down

· Luggage – entered for buses only and is in disabled mode

· Unladen Weight - Pulled from CT DMV IRP and is in disabled mode

· Base Jurisdiction Gross Weight – Is populated based on the weight group selected and is in disabled mode

· Factory Price - The factory price of the vehicle is required information for the IRP fee computation. If a registrant does not provide the factory price, the system will try to retrieve the factory price from the factory price table. If CT DMV IRP cannot retrieve the factory price, the user must enter it

· Purchase Price – Will display if data is present in CT DMV IRP, otherwise user can data enter

· Purchase Date – Will display if data is present in CT DMV IRP, otherwise user can data enter

· In-StatePlate – Disabled for CT

· TA– This checkbox is disabled by default along with the corresponding TA No. of Days field

· Owner Name – Will display if data is present in CT DMV IRP, otherwise it will default to the name on the fleet or user can data enter

· Owner Phone No – Will display if data is present in CT DMV IRP, otherwise user can data enter

· Carrier Responsible For Safety Fields:

o Safety Responsibility – User can select one of two options, L – Leased or O - Owner

o Safety USDOT - USDOT responsible for safety – prepopulates with the values from fleet if available

o Safety TIN – TIN associated with the USDOT responsible for safety – prepopulates with the values from fleet if available

o Safety Change – User to select if the vehicle responsible for safety is to change within the registration period – defaults to N and user can change to Y

o Change address on USDOT - Allows the user to change the address for the USDOT for this transaction for the credential printing

· Use Existing Plate – In some rare occasions an existing IRP plate may be used when adding a vehicle. User should check the checkbox indicator and the plate number will display if data is present in CT DMV IRPor the user can enter the plate in the Existing Plate field

· Autonomous Vehicle –

· Documentation Requirements for Admin Fee and Fee Calculation - Comprises of several indicators that must be set in order to calculate fees correctly. They are as follows:

o Colorado Trailerindicator – For vehicles traveling to Colorado - If it is a straight truck pulling a trailer and the empty weight of the truck is less than 16,000 pounds, the carrier must indicate a “Y”. The system will be defaulted to ‘N’

o Colorado 10Kindicator – defaulted to ‘Y’ and cannot be changed

§ The fee structure for CO is calculated according to the total national distance traveled by each power unit.

If the vehicle travels over 10,000 miles, the default “Y” will use the over-10, 000 miles schedule

o Utah Special Truck indicator - For vehicles traveling to Utah, if the truck type is a cement pump, well boring unit or crane, the user will check the Utah special truck flag. The system will default this field to ‘N’

o New Vehicle- If the vehicle is a new vehicle, a copy of the manufacturer’s certificate of origin is required in order to have the fee calculation use the new vehicle fees table. The system will be defaulted to ‘N’

o CO Special Truck –

Comments – Use the plus (+) or minus (-) icon to expand and close this section and add free-form comments in this area. Select the ADD/UPDATE COMMENT button to apply comments to the record, select the Access Level and indicate whether the comment can be deleted by checking the Delete Allowed checkbox. Enter comments as necessary.

After you have entered the information, click the PROCEED button on the command line and the system will perform edits to ensure that you have entered all the mandatory fields and that they are correct to the extent possible. The validation screen will display.

Click PROCEED to save the vehicle information. A new Vehicle Detail screen will display with empty fields for creation of another vehicle if required.

If some of the information needs to be updated after the vehicle has been stored in the system:

· Click the VEHICLE LIST Button on the command line and a selection list of vehicles added in this supplement will display

· Click any “Select” link to the left of the unit number in the selection list and the vehicle details will display

· Update the vehicle information as required and click the PROCEED button

· Delete the vehicle from the supplement by clicking the CANCEL VEHICLE button on the command line

When vehicle updates are complete, click PROCEED and the verification screen will display.

Confirm the information and then click the PROCEED button from the verification screen and the “Vehicle Details” screen will display.

When you have entered all of the vehicles correctly into the system, click the DONE button and this will display the “Billing Detail” screen. The navigation tabs at the top of the screen will indicate that the user is now at the “Billing” step in the supplement process.

1.3.1.6 Web Processing

The CT DMV IRP system provides External users the ability to perform a number of supplements for submission to an internal review queue at any point of time during the transaction. Internal users at CT DMV IRP will then access these transactions for review, processing and approval.

The limitations for Web Processing by External users include:

Access to only their assigned account – When processing a transaction, the account number will be auto-populated and protected on all CT DMV IRP screens

The Account/Fleet status must be Active

o If the Account/Fleet status is Suspended, an External User has the ability only to make payments

Only one supplement can be open at a time – A supplement must be in invoiced status before an external user can open another supplement
External web users cannot perform a supplement in the current year if the renewal for the next year is opened

When an External user is done adding vehicles, the system displays the Web Processing – Submit screen.

1.3.1.6.1 Web Submit Process

To submit the transaction to the internal review queue, the External user must perform the following steps:

Click Proceed from the Vehicle Details screen and the system will navigate to Web Processing – Submit screen
The Submit screen will autopopulate the following required fields:

o Account No. – autopopulated and protected

o Fleet No.

o Fleet Expiration Year

o Fleet Expiration Month

o Supplement No.

o Status will auto-populate as Pending – and cannot be changed

Select SUBMIT to have all the documents submitted for internal review
Click the “SELECT” link for the appropriate supplement to upload the necessary documents to support the transaction submitted
Use the Browse option to select a file to be uploaded, then click the Upload button to ensure the file is attached to the transaction
External users must:

o Upload one file at a time

o Ensure the file size is less than 4 MB

External users should ensure a valid email address exists on the fleet record to receive email notifications advising that the supplement is ready to be paid online or to receive alerts if additional action is required.

The following supplements can be completed by external users all the way through payment without internal user’s review/approval, unless a plate or sticker needs to be issued, at which point the supplement will go to the queue for internal user to process:

Replace Cab Card
Replace Plate
Replace Sticker

NOTE: External Web users can only open supplements with a status of “Pending”, “Action required” or “Approved”. They will not be able to open any supplement with a status of “In Process.”

1.3.1.7 Billing Process

After the external user submits the transaction for review, the internal user will approve the queued documents and initiate the billing process. The supplement status will change to “INVOICED” from “OPEN”.

The external user will receive an email notifying about the review and approval of the documents that were submitted to the review queue.

1.3.1.8 Payment Details

The external user must perform the following steps to process the payment:

Select Work in Progress from Others menu tile under IRP main menu
The user will navigate to Payment Details screen to complete the payment process

The Cab Card Delivery Type field will be defaulted to PDF
The screen will display the “View Invoice Report” link on the command line for the user to view the detailed invoice report
Click PROCEED to display the Payment Verification screen.

Payment Verification

The user may choose to add this amount to the cart for payment later by clicking the ADD TO CART button and the user will be able to proceed with additional supplement processing. Refer to Section 1.3.1.1.1 Cart Payment, in the Enterprise level User Guide regarding making a payment for an entire cart.

Click the PROCEED button to go directly to the cart payment processing screen. The system will check to ensure a cash drawer is open before you can make a payment.

1.3.2 Work In Progress

The WORK IN PROGRESS (WIP) process will provide a user with the ability to:

· Continue to work after quitting in the middle of a supplement transaction without losing the information processed to that point

· Access unfinished supplement transactions at the point where the last logical piece of work was completed

· To continue processing a supplement:

o Enter the required search fields apart from the account number as it will be populated and protected

o Click the PROCEED button to display a list of available supplements

§ If only one supplement exists, the system will automatically continue to the supplement details

§ If multiple supplements exist, a list of supplements will display and the user will select the desired supplement to continue processing

· A user will not be able to continue a transaction using WIP if the account/fleet status is locked or in suspended supplement status

1.3.3 Supplement Functions

The various supplement transactions can be accessed by clicking a link within the associated menu tile on the IRP Application main menu screen. For example the New Account supplement is located within the Account menu tile, while the New Fleet Supplement is located within the Fleet menu tile. Supplements such as Replace Cab Card and Replace Plate are grouped within the Vehicle Credential menu tile.

The user will click the desired supplement option and then a supplement search screen will appear. At the supplement search screen the user must:

· Enter the required search criteria such as Fleet No. and/or Fleet Expiration Year. Note that the Account No. and Supplement Effective Date will be defaulted and protected

1.3.3.1 Renew Fleet Function

The IRP Renewal process involves the following steps:

· The fleet information/operations must be verified

· The fleet distance must be entered

· Vehicles must be processed including add, change and delete

· CT and foreign jurisdiction fees must be computed

· Payment is recorded

· Credentials are issued

To begin the renewal, the user must perform the following steps:

· Select RENEW FLEET option from the fleet menu tile at the IRP application level

The Account No. will be defaulted and protected.
Enter Fleet Number and Fleet Expiration Year being renewed. If the fleet number is not entered, a selection list of the available fleets will be displayed if there is more than one fleet
Select PROCEED to display the Account screen

1.3.3.1.1 Update IRP Account

Verify the account information

After reviewing the account information:

Select PROCEED to display the Account Verification screen
Select PROCEED at the verification screen to update the account information and proceed to the Fleet Detail screen

1.3.3.1.2 Update Fleet

The registrant can update certain fleet information during renewals such as contact information, mailing address, and fleet type/commodity class, if needed.

The fleet information will populate with the information from the previous year. Legal name and physical address will be populated with the most current information from the customer record. Refer to Section 1.3.1.2 for IRP fleet screen field definitions.

The following information will default based on the renewal period (12 months) and cannot be changed:

Fleet Effective Date

o Will default to the effective date for the next year registration period

· Fleet Expiration Date

o Will default to the expiration date for the next year registration period

· First Operated Date

o Will default from the previous year

Updates for the Fleet Screen:

· From the Fleet Detail screen:

o Review the fleet information

o Update the values, as necessary

§ The ‘Use IFTA Distance’ checkbox is defaulted to unchecked and will be used to populate the distance (mileage) on the Distance Details page. If the account has more than one fleet, the user will need to enter this information manually.

o Click PROCEED to display the Fleet Verification screen

o Click PROCEED again to update the fleet information in the database and proceed to the Distance Detail screen

1.3.3.1.3 Jurisdiction Distance

At fleet renewal time the Distance Details screen will display with all the jurisdictions listed. The distance type will be defaulted to Actual for the following conditions:

· IFTA distance exists for the reporting period

· IFTA distance does not reflect CT distance

· IFTA distance only shows CT distance

· Carrier had actual distance in any IRP Jurisdiction in the previous registration period (in this case the jurisdiction code will display in RED font)

· If the carrier reported estimated distance in the previous year, but according to IRP plan rules, the carrier does not qualify for a second year of estimated mileage

If the carrier has no distance to report, the user can click the ‘No’ radio button and the Average Per Vehicle Distance Chart will be used.

If the ‘Use IFTA Distance’ checkbox on the fleet screen was checked and the account only has one power unit fleet, the IFTA distance will be pre-populate with the mileage reported Type set to ‘A’. The distance field is enabled for the user to make changes if needed.

The Comment section must be used to add a comment regarding the carrier’s scope of operations.

When the user has entered all the jurisdiction information:

· Enter the totals for Total Estimated Distance or Total Actual Distance, and Total Distance, if required

· If actual distance is entered, check the “We certify that the actual distance submitted is accurate” checkbox

· Click the PROCEED button on the command line and the system will:

o Perform edits including verifying contiguous jurisdictions

o Calculate percentages, and populate estimated distance

o Calculate the Total Estimated Distance or Total Actual Distance

o Display the verification screen

· If the distance is correct, select PROCEED to display the Weight Group Selection screen

1.3.3.1.4 Weight Group

The Weight Group Selection screen for fleet renewal allows the user to perform the following actions:

· Add a new weight group to the fleet. To enter a weight group for the fleet, do the following:

Select the maximum gross weight for the weight group from the drop down. If you select “Other”, you must enter the maximum gross weight allowed for that weight group
If any of the jurisdictions have a different weight, enter the weight for that jurisdiction
Click the PROCEED button on the command line to populate the weight for the remaining jurisdictions and the verification screen will display. If a weight is outside the 10% variance, a warning message will display in the message area at the top of the verification screen. To explain the variance, a comment must be entered
The system will check to ensure the weight for each jurisdiction does not exceed the maximum weight allowed in the specific jurisdiction. If it does, the system will automatically set the weight to the maximum allowed and will display a warning message in the message area at the top of the verification screen. Weights should be verified with the application information and changes discussed with the Customer

o If any of the weights need to be changed, click the BACK button and the system will display the Jurisdiction weights for changes

· View/update weight for any existing weight group

Select the weight group to process, by selecting the SELECT link next to the weight group number
Update the weights required and select PROCEED to go to the verification screen
From the validation screen, select PROCEED to save the change

If no changes are required, select Go To Weight Group Selection

Select DONE when you are finished with weight groups and the Vehicle Processing screen will display.

1.3.3.1.5 Process Vehicle

The vehicle processing on a renewal provides the ability to perform the following vehicle functions:

Update from the Previous Year

o After the renewal is open and is not invoiced, supplement information can be automatically updated in the renewed fleet by clicking the UPDATE FROM THE PREVIOUS YEAR button on the command line and then either:

§ Delete Vehicle

§ Update Vehicle Information

o If the renewal is invoiced (not paid), cancel the invoice first, and then click the UPDATE FROM THE PREVIOUS YEAR button from the Vehicle Processing screen

o If the renewal is paid, the user must create the supplement in the renewal year

· Add a vehicle

· Amend vehicle information

· Delete a vehicle from the fleet

The user can return to the account, fleet, distance, or weight group process by selecting the tab at the top of the screen at any time before invoicing.

· The user must execute the UPDATE FROM PREVIOUS YEAR, if required, prior to adjustments to existing vehicles

· If no changes are required to any vehicle:

o Click the DONE button

· To update vehicle information:

o The user can select the AMEND VEHICLE radio button and then select PROCEED to display the Vehicle Detail screen. Refer to Section 1.3.1.5 for IRP vehicles.

o The user can select the vehicle to change by selecting either the Unit number, VIN, or plate number

o After the user selects the vehicle, the existing vehicle information will display

o The user should update the information as necessary for renewal

o Once the information is changed, click the PROCEED button to perform edits. If the vehicle information passes the edits, the Vehicle Details Verification screen will display.

o From the Verification screen, review the vehicle information and click on the PROCEED button to save the changes to the vehicle.

· To delete a vehicle from the fleet:

o The user can select the DELETE VEHICLE and then select PROCEED to display the Delete Vehicle screen. This is a list of all the active vehicles in the fleet not updated during the renewal process.

o To select a vehicle to delete, check the box next to the unit number you want to delete

o For each delete vehicle the following information must be provided:

§ PLATE STATUS defaults to Deleted which is the only option available

§ Delete/Inactive Date – enter a date

§ A comment can be added if necessary

o Once you have selected all the vehicles you want to delete, select PROCEED to display the verification screen. The verification screen will only display those vehicles you have deleted.

o Click the PROCEED button to save the information

o Click the DONE button after completing all deletions

§ The Vehicle Processing screen will redisplay

· To change/cancel information on vehicles that have already been processed during the renewal:

o Select VEH LIST to display a list of vehicles that have been changed or deleted

The Vehicle List screen will display a list of the vehicles that have been either added, changed, or deleted during the renewal.

The user can do the following:

· Select BACK to return to the Vehicle Processing screen

· Select a vehicle from the list by clicking the “Select” link to the left of the UNIT No.

o This will display a screen depending on the SERVICE TYPE for the vehicle (i.e. change or delete)

o When a user selects a vehicle, the vehicle information will display on the Vehicle Details screen. The user can do one of the following actions:

§ If the user deletes the vehicle from the renewal, the Vehicle Details screen will be protected and the only action you can take is to CANCEL VEHICLE, which will undo the deletion and will add the vehicle back on the renewal.

§ If the vehicle was added or changed, from the vehicle screen the user can either make additional changes or cancel the action

Ø To make changes, update the information and select PROCEED and then select PROCEED from the verification screen to save the changes.

Ø To cancel an added vehicle from the renewal, select CANCEL VEHICLE to delete the vehicle from the renewal

Ø To cancel a change vehicle from the renewal, select CANCEL VEHICLE and the vehicle is processed on the renewal as a no-change vehicle. The vehicle information for the renewal will be the same as the previous year.

· To update information on a previously deleted vehicle:

o The user should select DELETE VEHICLE and then select PROCEED

o From the Delete Vehicle screen, the user should select DELETE VEHICLE to display a list of vehicles deleted during the renewal

o When the changes are finished, select UPDATE to display the verification screen

o From the verification screen, select PROCEED to save the changes to the deleted vehicles

· To end the vehicle processing, the user selects DONE from the Vehicle Processing screen. The system will display the Web Processing - Submit screen.

1.3.3.1.6 Web Processing – Submit

After this, the Web Processing – Submit process begins.

To get details on submitting the required documents to the review queue, refer to Section 1.3.1.6.

1.3.3.1.7 Billing Process

After this, the BILLING PROCESS starts.

To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.1.8 Payment Details

After this, Payment details process starts.

To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.2 Add Vehicle

Perform the following steps to process an ADD VEHICLE supplement:

· From the IRP application level menu, select ADD VEHICLE from the Vehicle menu tile.

· From the Fleet Search screen, enter the following:

o Enter the Fleet and Fleet Expiration Year; Account No. is prepopulated and protected

o The supplement date defaults to the current date and cannot be changed

o Select PROCEED to display the vehicle detail screen

The Vehicle Detail screen captures the information for each vehicle the user wants to add to the fleet and register into the CT DMV IRP system. Mandatory fields have a red asterisk “*” beside them. At the top of the Vehicle Detail screen there is a feature allowing the user to find an existing vehicle in the CT DMV IRP database.

· Enter the VIN and click the COPY FROM button. The system will search for the information and will populate the vehicle information fields on the Vehicle Detail screen

· Refer to Section 1.3.1.5 for the IRP vehicle detail screen

Click the PROCEED button on the command line to save the vehicle information. The Vehicle Detail screen is displayed with empty fields for the creation of another vehicle if required. Refer to the screen and paragraphs referenced above for details.

If some of the vehicle information is wrong, needs to be changed or vehicles need to be deleted after the vehicle has been stored in the system, perform the following steps:

· Click the VEHICLE LIST button on the command line and a selection list of vehicles will be displayed

· Click any “Select” link to the left of the unit number in the selection list and the vehicle details will be displayed

· Update the vehicle information as required and click the PROCEED button

· Delete the vehicle from the supplement by clicking the CANCEL VEHICLE button

When all of the vehicle updates have been made, click PROCEED and the verification screen will be displayed. Click the PROCEED button on the verification screen and the Vehicle Details screen will be displayed.

If you need to add a weight group for the IRP vehicles, select the WTG GROUP tab at the top, in the navigation flow.

· Select ADD WTG GROUP, select the weight and then select PROCEED. After selecting PROCEED from the verification screen, the system displays the Vehicle Details screen so the user can add the vehicle.

When all of the vehicles have been entered correctly into the system, click the DONE button and the Web Processing - Submit screen will be displayed.

1.3.3.2.1 Web Processing – Submit

After the vehicle and/or weight group is added as desired, the Web Processing – Submit process begins. Refer to section 1.3.1.6 to get the details on submitting required documents to the review queue.

1.3.3.2.2 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.2.3 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.3 Add/Delete Vehicle (Add with Transfer)

CT DMV IRP provides the ability to add a new vehicle and delete an existing vehicle and issue a new plate using the Add/Delete Vehicle supplement. The transfer vehicle must be in the same account and fleet.

Perform the following steps to process an ADD/DELETE VEHICLE supplement:

· From the IRP application level menu, select Add/Delete Vehicle from the Vehicle menu tile

· From the Fleet Search screen, enter the following:

o The Account No. is populated and protected

o Enter Fleet No. and Fleet Expiration Year to narrow down the search

o The supplement effective date is defaulted to the current date and cannot be changed. The credit will be calculated from the supplement effective date. Refer to Section 1.3.3 for CT business rules on supplement dates.

· Select the PROCEED button and the Vehicle Screen displays

The Vehicle Details screen allows the following actions:

For IRP, to review or add a new weight group

To review or add a weight group, select the WTG GROUP tab. Only new weight groups can be added. Existing weight groups can be viewed but cannot be changed.

· Existing weight groups and their associated base jurisdiction and maximum gross weight will be displayed

· To view the detail per jurisdiction, click the “Select” link of the weight group number to be viewed

o Select the GO TO WEIGHT GROUP SELECTION button to return to the list

· To return to the Vehicle Details screen, select DONE

· To add a weight group, click the ADD WEIGHT GROUP button

o Enter the information and select PROCEED to validate

o Select PROCEED from the verification screen to save

To add a new vehicle

The Vehicle Details screen will display. The Vehicle Detail screen is used to enter the information for each replacement vehicle the user wants to add using an existing vehicle plate in the fleet.

At the top of the Vehicle Detail screen there is a feature allowing the user to find the “NEW” vehicle in the database.

Enter the VIN and click on the COPY FROM button. The system will search for the information and, if found, will populate the vehicle information fields on the Vehicle Detail screen.

· The Vehicle Details screen captures all information about the new vehicle and some required information about the old vehicle

To enter the “Old” (Deleted Vehicle Details) vehicle information, perform the following:

· The Unit number, VIN, and Plate No. fields contain the information for the vehicles currently registered to the account

· The user can select from the list (click inside on of the fields to display the list) or type either the Unit No., VIN, or Plate – only one of the values should be entered

· Select the SEARCH button in this section to display the remaining information about the old vehicle

· DELETION DATE defaults to the supplement effective date

· Select the DELETE REASON from the drop down

To enter the “NEW” vehicle information, perform the following:

· Refer to Section 1.3.1.5 for the IRP vehicle detail screen

Click the PROCEED button on the on the validation screen to save the vehicle information. The Vehicle Detail screen will be displayed with empty fields for creation of another vehicle if required.

If some of the vehicle information is wrong and needs to be changed or vehicles need to be deleted after the vehicle has been stored in the system, the following steps are to be followed:

· Click the VEHICLE LIST button on the command line and a selection list of vehicles will be displayed

· Click any SELECT link to the left of the unit number in the selection list and the vehicle details will be displayed

· Update the vehicle information as required and click the PROCEED button

· Delete the vehicle from the supplement by clicking the CANCEL VEHICLE button

When all of the vehicle updates have been made, click PROCEED and the verification screen will be displayed. At the Verification screen, click the PROCEED button and the “VEHICLE DETAILS” screen will be displayed.

When all of the vehicles have been entered correctly into the system click the DONE button on the command line and the Web Processing - Submit screen will be displayed.

1.3.3.3.1 Web Processing – Submit

After this, the Web Processing – Submit process begins. Refer to section 1.3.1.6 to get details on submitting the required documents to the review queue.

1.3.3.3.2 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.3.3 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.4 Delete Vehicle

To delete a vehicle from the fleet, perform the following steps to process a Delete Vehicle supplement:

· From the IRP application level menu, select DELETE VEHICLE from the Vehicle menu tile

· From the Fleet Search screen, enter the following:

o The Account No. will be defaulted and protected

o Enter desired Fleet No. and Fleet Expiration Year

· The supplement effective date is defaulted to the current date and cannot be changed. Refer to Section 1.3.3 for CT business rules on supplement dates.

· Select PROCEED to display the Delete Vehicle Selection Details screen

The Delete Vehicle Selection Details screen allows several actions to be performed:

· Select the vehicle to be deleted. To select the vehicle do one of the following:

o Check the SELECT checkbox next to the vehicle to be deleted from the list of active vehicles

o For large fleets with multiple pages of vehicles, enter either a unit number, VIN, or plate number in the Vehicle Search section and click the SEARCH button to display a particular vehicle in the list.

o For each delete vehicle the following information must be provided:

§ Plate Status defaults to Deleted

§ Deletion date – defaults to the current date but user can change the date which must be equal to or less than the current date

§ A comment can be added if necessary

· Selecting PROCEED will display the selected vehicle in a verification screen and selecting PROCEED at the verification screen removes the vehicles from the active vehicle list and allows the user to select another vehicle, if required.

From this screen the user can select PROCEED from the validation screen to save the updates.

When all the vehicles to be deleted have been selected, select DONE to proceed to the Web Processing - Submit screen.

1.3.3.4.1 Web Processing – Submit

After this, the Web Processing – Submit process begins. Refer to section 1.3.1.6 to get details on submitting the required documents to the review queue.

1.3.3.4.2 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.4.3 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.5 Change Weight Group

Perform the following steps to process a Change Weight Group supplement:

· From the IRP application level menu, click the CHANGE WEIGHT GROUP link from the Weight Group menu tile

· From the Supplement Search screen, enter the following:

o Fleet No. and Fleet Expiration Year to narrow down the search

o The supplement effective date is defaulted to the current date and cannot be changed

o Select the PROCEED button from the command line on the screen to display the Weight Group Selection Details screen

· The Weight Group Selection Details screen allows the following actions:

o The user can select only one weight group per supplement to change. Select the weight group number you wish to change by clicking the “SELECT” link next to the weight group number.

o The current weight group information will display on the Fleet Weight Group Details screen.

o Change the weights for the jurisdiction(s)

§ The system will run a check to ensure the maximum combined gross weight does not exceed the maximum weight allowed in a specific jurisdiction

§ The system will verify if the declared weight for each jurisdiction is within or less than 10% variance of the Base jurisdiction’s weight. However, the system will provide a comment field for weights that exceed the 10% variance if a registrant provides sufficient information. If the registrant does not provide the necessary information, the supplement cannot proceed.

o Select PROCEED when you are finished to display the verification screen

o If you do not want to change any weight, click the GO TO WEIGHT GROUP SELECTION button

o When you are finished, select DONE to go to the Fleet Vehicle Detail screen. The transaction will be queued for internal review. Once it is approved, the external user can process billing using Work in Progress.

1.3.3.5.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.5.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.6 Replace Cab Card

Perform the following steps to process a Replace Cab Card supplement:

· From the IRP application level menu, click the REPLACE CAB CARD option from the Vehicle Credential menu tile.

· From the Fleet Search screen, enter the following:

o Fleet No., and Fleet Expiration Year; Account No. is defaulted and protected

o The supplement effective date is defaulted to the current date and cannot be changed. Refer to Section 1.3.3 for CT business rules on supplement dates.

o Select PROCEED to display the Replace Cab Card Selection screen

The Replace Cab Card Vehicle Details screen allows the following actions:

· Indicate the vehicle(s) for the replace cab card by doing one of the following:

o Check the check box next to the unit number for the vehicle

o The Next and Previous buttons just below the vehicle list are for paging through a vehicle list if the fleet has a large number of vehicles, or

o Enter the Unit number, VIN or Plate number and click the SEARCH button – once the vehicle information is found it will display in the selection list

Select PROCEED when you are finished to display a screen with the selected vehicles

On the Replace Cab Card screen:

· Select an appropriate Reason from the drop down list

· Select PROCEED to complete the process

· The system will return to the active list of vehicle(s) in case you want to replace cab cards on additional vehicles

CT DMV IRP will display the list of active vehicles that have not been selected for replacement cab cards. From this screen the user can do the following:

· Click the VEHICLE LIST button to display a list of vehicles processed in this supplement. You can change the information on any vehicle or cancel the vehicle from the supplement

· Select additional vehicles for replacement cab cards by clicking the check box next to the vehicle and then select PROCEED

· Click the DONE button when you are finished to display the Billing Details screen

Select VEHICLE LIST to update or cancel a vehicle from the supplement and the list of vehicles processed in the supplement will be displayed.

You can do the following from this screen:

· Click the BACK button to go back to the previous screen

· Update a vehicle(s)

o Update the vehicle information

o Check the Update check box

o Click UPDATE

· Cancel a vehicle from the supplement

o Click the “Select” link to the left of the vehicle

o CT DMV IRP will display the vehicle detail screen

o Click the CANCEL VEHICLE button at the bottom of the screen to remove it from the supplement or click the BACK button to go back to the previous screen

After you have completed all the updates, the Replace Cab Card screen will display once again.

· Select DONE when you are finished to display the Billing Details screen

1.3.3.6.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.6.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.7 Replace Plate

Perform the following steps to process a Replace Plate supplement:

· From the IRP application level menu, select REPLACE PLATE from the Vehicle Credential menu tile

· From the Supplement Search screen, enter the following:

o Fleet No., and Fleet Expiration Year; Account No. is defaulted and protected

o The supplement effective date is defaulted to the current date and cannot be changed. Refer to Section 1.3.3 for CT business rules on supplement dates.

o Click PROCEED to display the Replace Plate Vehicle Selection Details screen

Replace Plate Vehicle Details screen allows the following actions:

· Indicate the vehicle(s) to receive a replacement plate by doing one of the following:

o Click the check box next to the unit number for the vehicle

o For large fleets, the user may enter the Unit No., VIN or Plate number and click the SEARCH button. Once the vehicle information is found it will display in the selection list

Click PROCEED when you are finished to display a screen with the selected vehicles

On the Replace Plate screen:

· Select a REASON from the available dropdown list, which include:

o OTHR – Other

o CORR – Correction

o DMGD – Damaged

o LOST – Lost

o STLN – Stolen

· The Plate checkbox will default to checked and cannot be changed

· A comment box is available to add text, if desired

· The TA checkbox will default to checked and cannot be changed

· Select PROCEED to complete the process. You will return to the active list of vehicles in case you want to replace plates on additional vehicles.

CT DMV IRP will display the list of active vehicles that have not been selected for replacement plates. From this screen the user can do the following:

· Click the VEHICLE LIST button to display a list of vehicles processed in this supplement. You can change the information on any vehicle or cancel the vehicle from the supplement.

· Select additional vehicles for replacement plates by clicking the check box next to the vehicle and then click PROCEED

· Click the DONE button when you are finished to display the Billing Details screen

Select VEHICLE LIST to update or cancel a vehicle from the supplement and the list of vehicles processed in the supplement will be displayed.

You can do the following from this screen:

Click the BACK button to go back to the previous screen
Update a vehicle(s)

o Update the vehicle information

o Check the Update check box

o Click UPDATE

Cancel a vehicle from the supplement

o Click the “SELECT” link to the left of the vehicle

o CT DMV IRP will display the vehicle detail screen

o Select CANCEL VEHICLE at the bottom of the screen to remove the vehicle from the supplement or select BACK to go back to the previous screen

After you have completed the updates, the replace plate screen will once again display.

· Click DONE when you are finished to display the Billing Details screen.

1.3.3.7.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.7.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.8 IRP Change Carrier Type

Use this supplement when a carrier is changing either their fleet type or commodity class during the registration year. Normally, this is done during renewal.

Perform the following steps to process an IRP Change Carrier Type supplement:

· From the IRP application level menu, select IRP CHANGE CARRIER TYPE from the FLEET menu tile

· From the Fleet Search screen, enter the following:

o Fleet No., and Fleet Expiration Year; the Account No. is defaulted and protected

o The supplement effective date is defaulted to the current date and cannot be changed.

o Select PROCEED to display the Fleet Details screen

· The Fleet Details screen allows the following actions:

o The screen indicates the current values of the Fleet type and Commodity Class

o The user will update as required by selecting the new type and commodity class from the drop down

The following is the list of acceptable Commodity Classes for each Fleet Type:

FHR	All, Exempt
FOR	All, Household Goods, Bus
PVT	All

o Select PROCEED and verify the changes

o When you are finished, select PROCEED to go to the Fleet Vehicle Detail Verification screen

o After verifying the information, click the PROCEED button to move to the Billing screen where a success message will display at the top of the screen to indicate the IRP Change Carrier Type update was applied.

1.3.3.8.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.8.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.9 Amend Vehicle With Fee

This supplement is performed when a vehicle needs to be amended and IRP fees are due based on the changes. Perform the following steps to process an Amend Vehicle with Fee supplement:

· From the IRP application level menu, select AMEND VEHICLE WITH FEES from the Vehicle menu tile.

· From the Fleet Search screen, enter the following:

o Fleet No., and Fleet Expiration Year; The Account No. is defaulted and protected

o The supplement effective date is defaulted to the current date and cannot be chnaged. Refer to Section 1.3.3 for CT business rules on supplement dates.

o Select PROCEED to display the Amend Vehicle Details Screen (see below)

The Amend Vehicle Details screen allows the following actions:

· Select the WGT Group tab, then review existing weight groups or add a new weight group

o To review select the weight group number from the list

§ Existing weight groups and their associated base jurisdiction and declared gross weight will be displayed

§ Select GO TO WGT SELECTION to return to the list

o To add a weight group, select ADD WGT GRP

§ Enter the information and select PROCEED to validate

§ Click the PROCEED button from the validation screen to save

o Select DONE to return to the Vehicle Details screen

Select a vehicle to amend

o Enter either the Unit No., VIN or Fleet No. in the CHANGE VEHICLE DETAILS section

o Click the SEARCH button to populate the vehicle information in the VEHICLE DETAILS area

CT DMV IRP will populate the screen with the vehicle information from the system. Once the vehicle information is populated on the screen, update the editable fields as required.

Refer to Section 1.3.1.5 IRP Add Vehicle for detailed field information on IRP vehicles. If the fleet type of the added vehicle is different than the existing vehicle in the fleet, a new plate will be issued.

To amend the vehicle:

· Update the information on the screen as required

· Select PROCEED to execute edits and display the validation screen

· Select PROCEED from the verification screen to save the vehicle information

Follow the same procedure for the vehicles requiring changes.

If you need to update a previously updated vehicle, click the VEHICLE LIST button on the command line to display a vehicle selection list.

Select the vehicle you need to update or review by clicking the “Select” link and proceed as before.

If you need to delete a vehicle from the supplement, select VEHICLE LIST to display a vehicle selection list. Select the vehicle you need to cancel. Once the vehicle is displayed, you may select CANCEL VEHICLE on the command line to delete the vehicle from the supplement.

When all the required changes are processed, click DONE to proceed to the Web Processing – Submit screen to submit the required documents.

1.3.3.9.1 Web Processing – Submit

After this, the Web Processing – Submit process begins. Refer to section 1.3.1.6 to get details on submitting the required documents to the review queue.

1.3.3.9.2 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.9.3 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.10 Amend Vehicle Without Fees

This transaction will only charge CT administrative fees. IRP fee related changes are not made with the Amend Vehicle without Fees supplement. Changes allowed include unit number, owner information and Safety TIN/USDOT.

Perform the following steps to process an Amend Vehicle without Fees supplement:

· From the IRP application level menu, select AMEND VEHICLE WITHOUT FEES from the Vehicle menu tile.

· From the Fleet Search screen, enter the following:

o Fleet No., and Fleet Expiration Year; the Account No. is defaulted and protected

o The supplement effective date is defaulted to the current date and cannot be changed. Refer to Section 1.3.3 for CT business rules on supplement dates.

o Select PROCEED to display the Amend Vehicle without Fees Details screen

· Select a vehicle to be amended

o Select either the Unit No., VIN or Plate No., from the CHANGE VEHICLE DETAIL section

o Click the SEARCH button to populate the vehicle information to the VEHICLE DETAILS area

CT DMV IRP will display the Vehicle Details populated from the vehicle information in the system. Once the vehicle information is populated on the screen, update the fields as required.

Refer to Section 1.3.1.5 IRP Add Vehicle for detailed field information on IRP vehicles. Only information that does not affect IRP fees can be changed.

To amend the vehicle:

· Update the information on the screen as permitted/required

· Select PROCEED to execute edits and display the validation screen

· Select PROCEED from the verification screen to save the vehicle information

Follow the same procedure for any other vehicles requiring changes.

If you need to update a previously updated vehicle, then click the VEHICLE LIST button on the command line to display a vehicle selection list.

Select the vehicle you need to update or review and proceed as before.

When all the vehicles requiring change are processed, click the DONE button to proceed to the Web Processing – Submit screen.

1.3.3.10.1 Web Processing – Submit

After this, the Web Processing – Submit process begins. Refer to section 1.3.1.6 to get details on submitting the required documents to the review queue.

1.3.3.10.2 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.10.3 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.11 Change Fleet Details

Use this supplement for fleet detail changes from the enterprise customer such as updated Legal Name, Physical address, USDOT/TIN from the common customer screen and prepopulate on the screen. At the end of the transaction, system also generates all the cabcards for the vehicles with the updated information. Additionally, user can update mailing address and contact information on the screen.

Perform the following steps to process a Change Fleet Details supplement:

· From the IRP application level menu, select CHANGE FLEET DETAILS from the fleet menu tile

· From the Fleet Search screen, enter the following:

o Fleet No., and Fleet Expiration Year; the Account No. is defaulted and protected

o The supplement effective date is defaulted to the current date and cannot be changed. Refer to Section 1.3.3 for CT business rules on supplement dates.

o Select PROCEED to display the Fleet Details screen.

The Fleet Detail screen allows the following actions:

o The screen indicates the current values of the fleet information

o The following is a list of the fleet information that may be modified with this supplement:

§ Contact name, email, primary phone, alternate phone and fax number

§ Mailing address

§ Update Service Provider information

§ Comments

o Select PROCEED and validate the changes

o When you are finished, select PROCEED to go to the Fleet Vehicle Detail screen

1.3.3.11.1 Billing Process

After this, the billing process starts. The supplement is queued for internal user to review. Once the internal user approves the supplement, the external user can procees billing. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.11.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.3.12 Combined

This supplement is used when multiple vehicle transactions need to be processed during the same supplement. The Combined Vehicle supplement allows the user to Add Vehicles, Delete Vehicles, and Amend Vehicles with Fees within the same supplement.

From the IRP application level menu, select COMBINED from the Vehicle menu tile.
From the Supplement Search screen, enter the following:

o Fleet No. and Fleet Expiration Year; the Account No. is defaulted and protected

o The supplement date defaults to current date and cannot be changed

o Select PROCEED to display the Vehicle Processing screen

· At the Vehicle Processing screen there are two radio buttons which can be selected one at a time to do the following:

o Add a new vehicle

o Amend or update vehicle information

To add a vehicle:

o The user can click the ADD VEHICLE radio button and then select PROCEED to display the Vehicle Detail screen

o The user should enter all the vehicle information as required and then select PROCEED. For details on the add vehicle information refer to the New Account/Add Vehicle, refer to section 1.3.1.5

o Once the vehicle is added, the user will return to the Vehicle Processing screen displayed above

· To amend vehicle information:

o The user can click the AMEND VEHICLE radio button and then select PROCEED to display the Vehicle Detail screen

o The user can select the vehicle to change by selecting either the Unit number, VIN, or Plate Number

o Once the vehicle is selected, the existing vehicle information will display

o The user is then able to update the information as necessary

o Once the information is changed, select PROCEED to perform edits. If the vehicle information passes the edits, the Vehicle Details Verification screen will display.

o From the Verification screen, review the vehicle information and select PROCEED to save the changes made to the vehicle

· The user will again be returned to the Vehicle Processing screen

To change/cancel information on vehicles already having been processed during the renewal; OR to change/cancel a previously “modified” vehicle (including added, deleted or updated vehicles), a user can do the following:

· Click the VEHICLE LIST button to display a list of vehicles that have been changed, added or deleted with this supplement

At the Vehicle Selection Details screen for a COMBINED VEHICLE supplement, the user can do the following:

· Select BACK to return to the Vehicle Processing screen

· Select a vehicle from the list by clicking the SELECT link to the left of the Unit No.

o When a vehicle is selected, the vehicle information will display on the Vehicle Details screen. The user can do one of the following actions:

§ If the vehicle was deleted, the Vehicle Details screen will be protected and the only action you can take is to CANCEL VEHICLE, which will undo the delete adding the vehicle back to the fleet.

§ If the vehicle was added or changed, from the vehicle screen the user can either make additional changes or cancel the vehicle from this supplement.

§ To make changes, update the information and select PROCEED and then select PROCEED from the verification screen to save the changes.

§ To cancel an added vehicle, select CANCEL VEHICLE to delete the vehicle from the fleet.

§ To cancel a change vehicle, select CANCEL VEHICLE and the vehicle will be cancelled from this supplement.

1.3.3.12.1 Web Processing – Submit

After this, the Web Processing – Submit process begins. Refer to section 1.3.1.6 to get details on submitting the required documents to the review queue.

1.3.3.12.2 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.7.

1.3.3.12.3 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.8.

1.3.4 Inquiry Function

The system will provide the user with the capability to perform inquiries on all of the IRP related information using the tree structure. The various inquiry options are available in the corresponding menu tile at the IRP application level menu. Below is a list of available inquiries from the IRP application level menu.

· From the Account menu tile:

o Account Inquiry

· From the Fleet menu tile:

o Fleet Inquiry

· From the Weight Group menu tile:

o Weight Group Inquiry

o Weight Group Supplement Base Inquiry

· From the Vehicle Inquiry menu tile:

o Vehicle Inquiry

o Vehicle Supplement Inquiry

· From the Additional Inquiries menu tile:

o Supplement Inquiry

· From the Distance menu tile:

o Distance Inquiry

o AVD Chart Inquiry

To generate an inquiry related to a specific account or fleet, the user will perform the following steps:

· At a minimum one search criteria must be entered and usually the Account No. is defaulted and protected prior to selecting PROCEED

· The grid displays the search results based on the search criteria entered

· Paging is available on the screen. If more than one page of results are found, the buttons at the bottom right of the list will be enabled and allow the user to navigate by clicking the First, Previous, (Page Number), Next or Last links.

· Select the VIEW link on the right to review the details of a specific inquiry/supplement

o For the example, the Fleet Level details are displayed

o Click the CLOSE button to return to the search result screen or click the PRINT button on the view screen to print the account/fleet/vehicles details

o Click the QUIT button on the search result screen to close the Inquiry screen and return to the IRP Level menu

To view the structure of the entire account, click the TREE link to the left of the Account No. in the grid.

· The account structure will appear on the left side of the result screen including all registration years as well as fleets and supplements within the registration year.

· If multiple fleets exist within a registration year, they will appear as a separate line under the Fleet List.

· Each level with a “+” can be expanded or if a “-“ is displayed can be collapsed

· The expansion of the Supplement will display all supplements that have taken place for the associated fleet within a given registration year.

· The expansion of the supplement will reveal the vehicles associated with the supplement.

· To view details at any level select the link and a detail screen will display, for this example the Fleet link was accessed which displays detailed Fleet information. Use the scroll bar to the right of the screen to view additional details for this supplement.

1.3.5 Reprint Functionality

The system provides the ability to reprint the following:

· Invoice

· Renewal Notice

To reprint, select one of the items listed above from the Reprint menu tile at the IRP application level menu.

1.3.5.1 Reprint Invoice

To reprint an invoice do the following:

· Select INVOICE from the reprint menu tile at the IRP application level menu

· The Account No. is defaulted and protected. Enter Fleet No. and Fleet Expiration Year to narrow down the search

· Select PROCEED to display a list of invoiced supplements for the entered search parameters

· Select the INVOICE REPORT TYPE from the drop down list which includes the following:

o Summary Invoice

o Detail Fees for each unit (default)

o Detail Fees for each unit by Jurisdiction

· The ELECTRONIC DELIVERY TYPE is defaulted to PDF and disabled

· Select an invoiced supplement by clicking the “SELECT” link to the left of the Account No.

· Select PROCEED to generate the invoice

1.3.5.2 Reprint Renewal Notice

To reprint a renewal notice do the following:

· Select RENEWAL from the REPRINT menu tile at the IRP application level menu

· The Account No. is defaulted and protected. Enter Fleet No. and Fleet Expiration Year to narrow down the search

· Select PROCEED to display a list of fleets that match the search parameters entered

· The ELECTRONIC DELIVERY TYPE is defaulted to PDF and disabled

· Select a fleet by clicking the “SELECT” link to the left of the Account No.

· Select PROCEED to generate the Renewal Notice.

Appendix A - Acronyms

Supplement Abbreviation	Supplement Description	Vehicle Service Abbreviation	Vehicle Description Abbreviation
AAC	New Account	AAC	New Customer Account
AFL	New Fleet	AFL	Add Fleet
AVE	Add Vehicle	AVE	Add Vehicle
CFF	Change Carrier Type	CFF	Change Carrier Type
CFN	Change Name	CFN	Change Fleet Name
CMB	Combined	AVE	Combined – Add Vehicle
CMB	Combined	CVF	Combined – Change/ Amend Vehicle Fee
CMB	Combined	DEV	Combined – Delete Vehicle
CVF	Amend Vehicle with Fee	CVF	Change/ Amend Vehicle with Fee
CVN	Amend Vehicle No. Fee	CVN	Change/ Amend Vehicle No. fee
CWT	Update Weight Group Weight	CWT	Change Weight
DEV	Delete Vehicle	DEV	Delete Vehicle
RCC	Replace Cab Card	RCC	Replace Cab Card
RTG	Replace Plate	RTG	Replace Plate
RWC	Renewal	AVE	Renewal – Add Vehicle
RWC	Renewal	CVF	Renewal – Amend Vehicle
RWC	Renewal	DEV	Renewal – Delete Vehicle