Vehicle Qualifications

• The fleet must contain 10 or more vehicles within the Tax Class B category:

  • • Gross Vehicle Weight (GVW) Truck

    • Gross Vehicle Weight (GVW) Tractor

    • Light Truck

    • Recreational Truck

    • Farm Truck

    • Farm Tractor

    • Special Use Truck

    • Miscellaneous Truck

• The total ownership tax and license fees for the above vehicles must equal $1,000.00 or more.

• All vehicles must be titled and registered in the same name.

• All emissions and insurance requirements must be met at the time of vehicle registration at the County Motor Vehicle Office.

• Proof of payments/exemptions regarding the Heavy Vehicle Use Tax (HVUT) must be provided at the time of vehicle registration at the County Motor Vehicle Office.

• The 2nd and 3rd payment installments of the annual Registration Fees (License Fees & Ownership Tax) will be paid directly to the Department. Each fleet owner must provide a ‘Bank Letter of Credit’, a ‘Certificate of Deposit’, or ‘Performance Bond’ for an amount equal to, and not less than the remaining Balance Due.

• If the company fleet drops below 10 vehicles, it cannot continue to participate in the Installment Payment Plan.

Note: Vehicles cannot be added or deleted once the original application is submitted. Vehicles may be added or deleted at the time of the next year’s application only.

SAMPLE: Application for the Installment Payment Program

Installment Payment Request

Minimum of 10 Vehicles Required

ALL REQUESTS MUST BE PROCESSED AT THE DEPARTMENT

In Person: Division of Motor Vehicle By Mail: Division of Motor Vehicle

Vehicle Services Unit Vehicle Services Unit

1881 Pierce Street PO Box 173350

Lakewood CO 80214 Denver, CO 80217-3350

TELEPHONE: 303-205-5608

COMPANY NAME: _______________________________________________________________________

CURRENT FLEET #_______________________________________________________________________

OWNER NAME: _________________________________________________________________________

LEGAL ADDRESS: ________________________________________________________________________

COLORADO CITY/ZIP: _____________________________________________________________________

MAILING ADDRESS: ______________________________________________________________________

CITY/ZIP: ____________________________________________________________________________

CONTACT PERSON: ______________________________________________________________________

PHONE NUMBER: _______________________________________________________________________

BASE COUNTY: _________________________________________________________________________

IF THE VEHICLES ARE REGISTERED IN MORE THAN ONE COUNTY, EACH COUNTY MUST BE LISTED WITH THE NUMBER OF VEHICLES IN

EACH COUNTY. (If more spaces are needed for additional counties, please attach a separate sheet.)

COUNTY ___________

#OF VEHICLES ___________

COUNTY ___________

# OF VEHICLES ___________

COUNTY ___________

#OF Vehicles ___________

COPIES OF ALL CURRENT REGISTRATIONS MUST BE ATTACHED. PROCESSING CANNOT OCCUR UNTIL THE REGISTRATION DOCUMENTS ARE SUBMITTED. ANY CHANGES TO PREVIOUS GROSS VEHICLE WEIGHT OR CARRIER TYPE (common/contract or private) MUST BE NOTED ON THE COPY OF THE REGISTRATION DOCUMENT FOR EACH VEHICLE.

__________________________________________________ _______________

SIGNATURE OF OWNER/AGENT DATE

__________________________________________________

DEPARTMENT USE ONLY DATE ACCEPTED

__________________________________________________

INSTALLMENT FLEET NUMBER ASSIGNED

Application Processing

Upon receipt of the completed application form and copies of the vehicle registrations for the fleet, the Department will complete the following:

• Assign a unique installment fleet number to the account. This fleet number will be an extension of the county fleet number but will be in the 90000 series.

• A breakdown of fees due each county and the total of the license fees and ownership taxes due for the 1st, 2nd, and 3rd installment payments will be computed.

  • • Total the license and ownership and any other applicable fees (E470, RTD, City, and County sales tax, etc.) for a grand total.

    • Determine 3 payment schedules and notify the fleet applicant of the first payment and required security instruments necessary for the remaining 2 payments.

    • The first payment schedule will include 1/3 of the license and ownership fees and any other applicable fees (E470, RTD, etc.).

    • Second and third payments will each equal 1/3 of license and ownership fees.

• A notification letter will be sent to the applicant of the amount of the fees due for each installment, and the amount required for the performance bond, bank letter of credit or certificate of deposit. The first of these payments must be returned to the Department specified by the deadline in the notice.

• An authorization letter will be sent to the applicant stating the voucher amount covered for the registration year. This voucher/letter will need to be submitted to the county when vehicle registration is due. Counties will not process the vehicle registrations without this letter.

• The authorization letter will include:

  • • Fleet Company’s Name

    • Address

    • Installment Fleet Number

    • Amount Covered by the Authorization Letter (Voucher Amount)

• During the fifth month of registration, the Department will issue billing letters to each of the fleet owners, notifying them of the pending payment.

• During ninth month of registration, the Department will issue billing letters to each of the fleet owners, notifying them of the pending payment.

Fleet company responsibilities are:

• Must apply to the Department for inclusion into the Installment Program.

  • • The fleet company must present a list of vehicles to be included.

    • A bank letter of credit, certificate of deposit, or performance bond must be returned to the Department.

    • Upon renewal the fleet owner must present the Authorization Letter/ Voucher Amount to the County Motor Vehicle office on the day the Installment fleet vehicles are renewed and pay applicable 1st Installment fees.

    • The Fleet owners will remit the second and third installment payment directly to the Department.

Installment payments are to be remitted to:

Dept of Revenue

Division of Motor Vehicle

Vehicle Services Unit

PO Box 173350

Denver, CO 80217-3350

County responsibilities:

• Verify the list of vehicles to be registered against the authorization letter from the Department.

• Change the fleet number of each of the vehicles listed by the fleet owner.

• Register all of the installment fleet vehicles for the entire 12-month period and collect all applicable 1st Installment fees.

• Process and other fee transaction on the permit program using ‘S3’ as the other fee Indicator and showing the voucher amount as a negative total.

Special assumptions/requirements/conditions:

• If the fleet owner adds a vehicle to their fleet, the new vehicle will have a partial year registration until the following registration cycle when it can be added to the installment program.

• If a fleet owner registers his fleet in multiple counties:

  • • A copy of the initial authorization letter will be forwarded to each county, along with a list of the fleet vehicles registered in the county.

    • The second and third payments are the TOTAL due for each period and are remitted to the Department.

Sample Authorization Letter

November 30, 2005

ABC Company

123 Main St

Denver, CO 80221

Re: Installment Payment Fleet Number: 90000

Program Year: 2009

Authorization Letter

Your request to participate in the Installment Payment Program has been approved. This letter MUST be presented to Denver County

Motor Vehicle Office when you register your fleet vehicles.

Your first installment payment, $6,143.98, plus any additional fees required by Denver County, will be due upon vehicle registration in

December. All vehicles in the fleet will need to be registered at the same time.

This letter will serve as notification to Denver County Motor Vehicle Office that two-thirds of your ownership taxes and license fees are

covered by the Fleet Installment Payment and will be collected by the State of Colorado, Dept of Revenue, Division of Motor Vehicles

in accordance with the Colorado Revised Statute 42-3-109-5(1)(e).

Voucher amount covered by this letter of authorization: $12,287.92

Denver County 01

cc: Denver County Motor Vehicle

Receipting the Authorization Voucher on the Permit Program

When the Installment Fleet Company is ready to register their vehicles, the County will renew all the vehicles in the usual manner. The amount shown on the authorization letter is considered the ‘Voucher Amount’ that will be deducted from the total amount paid to the County. The voucher amount is entered on the Permit Program as an “Other Fee Transaction” using the Other Fee Code, “S3”. The amount of the voucher is shown as a negative dollar amount on the Other Fee Transaction in order for the End of Day and End of Month Reports to balance. The fleet owner will pay the difference between the total renewal amount and the permit voucher amount.

EXAMPLE: Total Renewal Amount = $ 93,688.00

Permit Voucher Amount= $ 62,458.67

County Collects Difference $ 31,229.33

Renewal Sort/Extract Error Report

The Renewal Sort/Extract in The Coming Year will list the Installment Fleet Company on the Renewal Error Report. The Installment Fleet Company will appear as an Error Type – VOUCHER FLEET#. The County will need to verify with the Department that the vehicles and fleet company shown on the Renewal Error Report are still participating in the Installment Fleet Plan prior to printing the renewals.