Arizona Vehicle Title and Registration Policy

Purpose:
This policy outlines the procedures and compliance requirements for titling vehicles in the state of Arizona to ensure that [Dealership Name] adheres to Arizona state laws, including timely and accurate processing of vehicle titles.

1. General Policy Statement

[Dealership Name] is committed to ensuring that all vehicles sold by the dealership are titled in compliance with Arizona state laws. This includes accurate submission of required documents, timely title processing, and adherence to state deadlines to protect customer interests and maintain dealership compliance.

2. Scope

This policy applies to all dealership personnel involved in the sale, trade-in, financing, or administration of vehicle transactions requiring title transfer in Arizona.

3. Responsibilities

3.1 Title Clerk

Ensure all required documentation is complete, accurate, and submitted within Arizona’s prescribed timelines.
Maintain records of title applications and associated documents.

3.2 Sales Department

Collect all necessary customer information and trade-in titles during the vehicle sale process.
Provide clear instructions to customers regarding titling and registration responsibilities, if applicable.

3.3 Compliance Officer

Monitor dealership compliance with Arizona titling laws.
Conduct periodic reviews of titling processes to identify and address compliance gaps.

4. Policy Provisions

4.1 Titling Deadlines

If the dealer issued a 45 day Temporary Registration Permit (TRP), Arizona law requires that the dealership submit title and registration applications to the Arizona Department of Transportation (ADOT) Motor Vehicle Division (MVD) within 30 calendar days of the sale or delivery of a vehicle to the customer.
For leased vehicles or financed sales, ensure that lienholder information is accurately recorded on the title application.

4.2 Required Documentation

The following documents must be collected and submitted with title applications:

Manufacturer’s Certificate of Origin (MCO) (for new vehicles) or the previous title (for used vehicles).
Arizona Title and Registration Application (Form 96-0236).
Lienholder Authorization (if applicable).
Proof of vehicle inspection for out-of-state titles (Level 1 Inspection, if required).
Customer identification, as required by the Arizona MVD.
Payment for applicable title and registration fees.

4.3 Trade-In Titles

Verify the accuracy and validity of the title for all trade-in vehicles.
Ensure the customer has signed the title as the seller and that the dealership is listed as the purchaser.
Transfer trade-in titles to the dealership’s name before resale.

4.4 Fees and Payments

Collect all applicable titling fees, registration fees, and taxes from the customer at the time of sale. Title and Registration fees must be calculated using the Fee Calculation service provided by the dealer suite in either Service Arizona or MVDNOW.
Provide the customer with a detailed receipt showing all fees paid.
Submit payments to the Arizona MVD along with the title application.

4.5 Out-of-State Titles

For vehicles with out-of-state titles, ensure the title is properly endorsed and accompanied by any necessary supporting documents.
Verify whether a Level 1 Inspection is required by the Arizona MVD and arrange for the inspection before submitting the title application.

4.6 Temporary Registration

Issue a 45 day Temporary Registration Permit (TRP) to customers at the time of vehicle delivery. Note: a 45 day TRP does not negate the requirement for a dealer to have the title and registration paperwork submitted to MVD within 30 days after the sale of the vehicle.
Provide the customer with clear instructions for using the temporary registration.

4.7 Record Retention

Retain copies of title applications, supporting documents, and receipts for a minimum of three years or as otherwise required by Arizona law.
Maintain secure storage for all title-related documents to prevent unauthorized access.

5. Monitoring and Auditing

Conduct regular audits of title applications to ensure accuracy and timeliness.
Monitor compliance with Arizona’s titling deadlines and take corrective actions for any delays or errors.

6. Customer Communication

Provide customers with copies of their title and registration paperwork upon completion.
Notify customers promptly if there are any delays or issues with title processing.

7. Penalties for Non-Compliance

Non-compliance with Arizona titling laws can result in:

Penalties or fines imposed by the Arizona MVD.
Customer dissatisfaction or complaints.
Reputational harm to the dealership.
Employees found in violation of this policy may face disciplinary action, up to and including termination.

8. Policy Updates

This policy will be reviewed and updated annually or as changes to Arizona vehicle titling laws or dealership operations occur.

Acknowledgment
I acknowledge that I have read and understand the Arizona Vehicle Titling Policy and agree to abide by its provisions.

Employee Signature: ___________________________
Date: ___________________________

Manager Signature: ___________________________
Date: ___________________________

This policy ensures compliance with Arizona’s titling laws, promotes efficiency in the title transfer process, and provides a positive customer experience.