GIADA Member Update

28
Jan

Common ETR Questions

Need guidance on processing a new ETR deal? Have a burning question about a deal that you need answers to ASAP? No worries, the ETR and Titles team at GIADA have come together to form a list of common ETR questions that dealers often ask:

Are there any transactions that should not be processed through ETR? When would I need to do a New TOP only deal?
Certain transactions aren’t processed through ETR. These include transactions that are exempt from TAVT, such as title applications for certain disabled veterans and non-resident service members, trucks and charter buses registering under the International Registration Plan (IRP), vehicles purchased by government entities, loaner vehicles, and vehicles titled in a dealer’s name. These transactions will continue to be processed directly through the County Tag Office, rather than through ETR. Contact the County Tag Office in the county where the buyer resides for acceptable submission methods.

How do I cancel an ETR deal after the deal has been finalized in TitleTec?

DOR will cancel the ETR record within 60 days of the sales date. The ETR cancellation letter and lien release – f applicable – must be sent in to the dealership QA scanning facility. The scanning facility will send the letters and lien release to DOR to have the ETR record cancelled.

The sale did not go through?
Below are the requirements on the letters for DOR to cancel the ETR record:
– The owner (s) name(s), vehicle description (vin #, yr. & make) and the reason of the cancellation. This letter must be on dealership’s letterhead, signed and notarized. No exceptions.
– If there was a lien issued with the deal, then a lien release (ELT or not) must be submitted. This letter must be on the lienholder’s letterhead, showing the owner(s), name(s), vehicle description (etc.) and no interest in the vehicle, notarized and signed. No exceptions.
– When a tag (plate) or temp tag is active then that tag must be cancelled. We do not want active tag floating around on cancelled ETR records. This can cause a lot of fraud. So the tag (Plate) needs to be turned in for cancellation and if a TOP then a MV-300 for can be completed.
– DOR will notify the QA scanning facility that the ETR record has been cancelled. The QA scanning facility with notify the dealer the ETR record has been cancelled. The dealership must notify TitleTec the ETR cancelled has been cancelled by DOR to avoid any penalty fees.

We selected “New Plate & Title” – how long until the customer’s tag is mailed to them?
After a deal shows as “Final & Scanned” and “Successfully Transmitted to the State” – it usually takes 3-5 Business Days for the DOR to mail the customer’s tag.

What do we do if it’s well past the average 3-5 Days?
Tags can get lost in the mail, and if this happens to your customer, you may contact the DOR (855-406-5221) for information & instructions on obtaining that tag.

How long does it take for the customer to get their title?
After a deal shows as “Final & Scanned” and “Successfully Transmitted to the State” – it usually takes 7-10 Business Days for the DOR to mail the customer’s title.

We are a Lien Holder – where does our title go?
If you are adding a lien in GA – you should be set up with ELT. It’s mandatory in GA and allows you to access your titles electronically (you can print and mail later in the case of a pay off or repossession). If you are still risking manually adding a lien, anticipate the title being mailed, if it’s not held by the state for any reason.

How long does it take for my paperwork to be scanned?
Usually 7 business days. You may check the status of your deals by going to the “Process Deals” tab in the bottom left hand corner of the page, then “My Deals” in the upper left hand corner. You may search by T21 ID to see status or notes. By clicking on the T21 ID link, you’ll be able to see additional information on the scanning tab as well.

I’m getting messages that I have late documents – what do I do?
It’s very important that all documents are received in a very timely manner. Deals don’t move up the line at a QA Center if they were sent in late. It would be wise to scan & email forms such as the MV-34 to etr@giada.org or fax to 470-231-2420, so they may be expedited for scanning.

How do I see what fees are being withdrawn from my bank account?
If you go to “Dealer Billing” in the bottom left hand corner, then “Dealer Statement” in the upper left hand corner, you will be able to see your transactions. By clicking on the hyperlinked terms, you can see additional & specific information about your deals.

Couldn’t find your question/answer here? Contact Gia Short, Title Specialist, at 770-745-9650 to set an appointment for solutions to your ETR/Title issues!

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