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 KCOVRS Navigation

Please refer to the Kansas K-COVRS User Guide, Volume 1, Enterprise Level, Section 1.1

1.2 Enterprise

Please refer to the KCoVRS User Guide, Volume 1, Enterprise Level, Section 1.1.1.1

1.3 IRP/CMV

IRP processing includes the following Supplements:

Supplement Abbreviation	Supplement Description	Vehicle Service Abbreviation	Vehicle Description Abbreviation
AAC	New IRP Account New Intrastate Account	AAC	New Customer Account
AFF	IRP Fleet to Fleet Transfer	AFF	Fleet to Fleet – From
XFF	IRP Fleet to Fleet Transfer	AFT	Fleet to Fleet – To
AFL	New IRP Fleet New Intrastate Fleet	AFL	Add Fleet
AJU	IRP Add Jurisdiction	AJU	Add Jurisdiction
AVE	Add Vehicle	AVE	Add Vehicle
AXV	Transfer Plate	AXF	Add with Transfer – From Vehicle
AXV	Transfer Plate	AXT	Add with Transfer – To Vehicle
CFF	IRP 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	IRP Change Weight Group Weight	CWT	Change Weight
DEV	Delete Vehicle	DEV	Delete Vehicle
EOD	IRP Error Correction – DO Vehicle	AVE	Error Correction – Add Vehicle
EOU	IRP Error Correction – UNDO Vehicle
EOD	IRP Error Correction - Do Distance		Error Correction – Do Distance
RCC	Replace Cab Card	RCC	Replace Cab Card
REI	IRP Reinstatement		Reinstatement
RTG	Replace Plate	RTG	Replace Plate
RWC	Renewal	CVF	Renewal – Amend Vehicle
RWC	Renewal	DEV	Renewal – Delete Vehicle
VCV	VIN Correction		VIN Correction
AUD	IRP Audit

The New Account process starts with creating a Common Customer (at the Enterprise Level before creating a new IRP/CMV/Title account (Section 1.2.1.1 Create Customer). The Customer Number and IRP Account Number are one and the same. Account and Customer is common for any IRP or CMV fleet creation.

A New Account is required when creating a new IRP or CMV fleet for the first time.

At the Enterprise Level Main Menu, click on the APPLICATION tab and select IRP & CMV from the list of applications displayed by the drop down menu. The IRP & CMV Main Menu Screen displays next.

· Click on the PROCESS Menu item and select ACCOUNT and then select NEW IRP ACCOUNT. The Customer Search screen will be displayed next

· Enter the account (common customer) number in the Account No. field

· Click on the PROCEED button on the command line at the bottom of the screen

o If the Common Customer record does not exist based on the information entered, the system will display a message that no customer exists for this Account No. The user must go to Customer tab on the Enterprise Level Main Menu to create the Common Customer

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

· Customer Details

o Account No.

o Customer Status

o Carrier Type

o Legal Name

o DBA Name

· Business Customer Details

o USDOT

o TIN

o Contact Name

o Primary Phone and Ext

o Fax number

o Alternate Phone

o Email ID

o Physical Address

o Mailing Address

· IRP Account Details

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

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

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 missing, the user has to add the information in these fields by returning to the Enterprise Level and updating the customer information

o Comments – The user can add free-form comments in this area. After adding content to the Comments box, the user must click on the <Add/Update> button to save the comment in the Account record

NOTE: The user must select the “Delete Allowed” check box before adding comments in order to delete comments in future.

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

In case transaction started with the Intrastate Account , it will navigate to the Intrastate Fleet screen.

1.3.1.2 Add Fleet

Several of the Fleet information fields will default to the values from the Customer Account information. Some of these fields are protected including:

· Account No.

· Account Legal Name

· TIN/USDOT/Carrier Type

· MCS-150 Last Update Date - the date the MCS-150 was last updated for the USDOT on the fleet

· Use IFTA Distance – Not currently used by Kansas – checked

· Physical Address will default from Customer

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

· Mailing Address – If different from the Physical address

· Service Provider – If the carrier has a Service Provider for the fleet the information for that provider must be entered. The designated Service Provider will be able to perform certain supplements for the carrier via external web transactions

o Service Provider - Select the Service Provider from the drop down list.

o Power of Attorney – Click this box if the user has provided a Power of Attorney agreement. If the User selects a Service Provider, this is mandatory.

o Phone, Address, Email, Fax – These fields will be defaulted from the Service Provider Customer Record.

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

· Email Address – This field is required if the Emailer Indicator on the Account screen was checked

· Alternate Phone – Enter this, if known

· Primary Phone No. and extension. – Will default from the IRP Account information and can be changed.

· 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

· Preferred Office Location – This field will default to a location but can be selected from the dropdown list, Only internal user will be able to set this value.

· Fleet Type – Select one of the fleet types from the drop down list provided

· 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
PVT	Private	ALL
FHE	For Hire Exempt	EXEMPT
FOR	For Hire	ALL
FHR	For Hire Rental	ALL, EXEMPT
COM	Common Carrier	ALL, PASSENGERS, HOUSEHOLD GOODS
CON	Contract Carrier	ALL, PASSENGERS, HOUSEHOLD GOODS

Celtic Fleet Type	Kansas Fleet Type
FOR – For Hire	Haul for Hire
Common or Contract	Household Goods
PVT – Private	Private
FHR – For Hire Rental	Rental Carrier

· Fleet Effective Date and Expiration Date

o The Effective Date defaults to the current date.

o Kansas is an “annual registration” jurisdiction; the expiration date will be 12/31/YYYY, regardless of Fleet Effective Date

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

· Wyoming Indicator – Click on this field if the Intrastate Authority for Wyoming applies for a carrier. Default for Kansas carriers does not apply and is unchecked.

· Document Collection – Certain documents are required for a New Fleet creation. If the system can check for the document automatically via a system interface, it will mark the document as being “System Collected” (S). Options for the documents include: C- Collected, N- Not Required, O- Outstanding, and S- System Collected.

o Proof of Insurance – Select the appropriate status from the dropdown list as listed above

o Power of Attorney – Select the appropriate status from the dropdown list as listed above

o IFTA Distance – is carrier going to use IFTA distance as basis for distance

· Comments – Enter the appropriate comment. These comments are displayed on the Fleet Inquiry Screen to internal users only

o Access Level – Select the appropriate access level for the comment from the dropdown list:

§ Internal

§ Public

§ Restricted

o Delete Allowed – Click this box if you want to be able to delete this comment.

· Addr Override – used if the address checking returns an error; however, the address is correct.

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.

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.

The user will be able to add jurisdictions using multiple methods:

1. Selecting the jurisdiction of travel by selecting the jurisdiction on the map (show map), entering the distance and the type (Actual, Estimated, No Travel Intended) and selecting ADD, or

2. Selecting the jurisdiction of travel by selecting the jurisdiction from the dropdown, entering the distance and type of distance and selecting ADD.

3. In addition to individual jurisdictions in the drop down, you can select Surrounding Jurisdictions or All Jurisdictions, select the type of distance and select ADD. This will populate the spreadsheet with the appropriate jurisdictions based on the selection.

After the user enters the jurisdictions, the distance type and distance are required. The month and year will be defaulted to the supplement effective month and year. The user can make adjustments if necessary. Adjustments would only be necessary if the carrier was operating in another jurisdiction and estimated jurisdictions should be calculated using E2 logic.

After reviewing the applicant’s Distance Schedule, the user may data enter the distance for each jurisdiction, or elect to use the estimated distance table.

To use the estimated distance option the user must:

· Check the estimated distance chart check box.

· Adjust the No. of Vehicles as required (The default is 1).

· Set the jurisdiction distance type to “E” for estimated for every jurisdiction with estimated miles.

· When PROCEED is selected the distance for the estimated jurisdictions will populate from the estimated distance table.

The system will calculate the total distances and compare them to the “user entered” totals for each of these:

· Actual.

· Estimated.

· Total Distance.

If the totals do not match the distances entered by the user, the system will display an error message.

In some cases, the registrant will provide actual distance for a new account/fleet. The user will enter the distance type of “A” The actual distance will be indicated as type “A”.

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

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 on the “BACK” button on the command line to make the necessary changes and continue processing. If the user wants to start the jurisdiction distance process over from the start, they can click on the “PROCEED WITH REFRESH” button.

After the distance information has been entered and verified, click on the PROCEED button from the command line 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:

· Select the Weight group type of “Power Unit” or “Semi-Trailer”.

· For Semi-Trailers, Max weight group will be always ‘0’.

· For Power units, 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 (weight override), enter the weight for that jurisdiction.

· Click on 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 screen and then the user must enter an explanation of the 10% weight variance using comments.

· The system will check to insure 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 on the “BACK” button on the command line and the system will display the Jurisdiction weights for changes.

Click on 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 on the <ADD WGT GRP> button on the command line and repeat the steps.

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

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

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. User will be prompted to confirm the delete action.

After all weight groups have been created and verified, click on the “DONE” button on the command line 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 “*”.

At the top of the Vehicle Detail screen there is a feature allowing the user to find an existing vehicle in the IRP 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.

If the vehicle match is exists in NADA or K-CoVRS system, some information will be populated either from NADA lookup or from previous information entered in KCoVRS. The following fields are available for vehicle information:

· VIN

· Year

· Vehicle Type – IRP – drop down available

· Fuel Type – drop down available

· Make – drop down available

· Model

· Seats – entered only for buses

· Number of axles and combined axles.

o If the vehicle type is Bus, then combined axes must equal vehicle axles.

o If the vehicle type is TR or TK, then combined axles must be greater than equal to the vehicle axles.

· Unit No – Company identifier for the vehicle

· Color

· Empty Weight

· The following fields pertain to the vehicle title:

o Title Jurisdiction – User should select the jurisdiction the vehicle is titled in

o Title Document Type – User should select from the drop down

· Copy of Unassigned Title

· E- title / County Title Receipt

· Out of State Title Receipt

· Original MSO / MCO

· Assigned Title

· Court Order

· Repossessed Title

· Bill of Sale

o Title Document Number – Title Number or number associated with the Title Document Type, it is an optional field

· Carrier Responsible For Safety Fields:

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

o Safety USDOT - 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 – user must select either

o Change address on USDOT: allows the user to change the address for the USDOT for this transaction for the credential printing

o MCS-150 Last Updated Date – the date the MCS-150 was last updated for the USDOT for the carrier responsible for safety

· Weight group number – The drop down lists the valid weight groups for the fleet. Each weight group will have the declared gross vehicle weight displayed beside the weight group number. 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.

· Max Desired Weight – Weight vehicle is traveling in Kansas

· Company Owned – if checked defaults the owner address to the fleet physical address

· Owner address – Address of the owner of the vehicle - captured on the screen for the title application

· Inside City Limit - part of sales tax calculation to calculate within the city limit

· Purchase Price – Purchase price of the vehicle

· Purchase Date – Purchase date of the vehicle

· Back Fee Penalty – Kansas has continuous registration – weight fees are calculated from the supplement effective date back to the back fee date.

· Sales Tax – Drop Down indicating type -

o Dealer - residential

o Individual - isolated

o Out of State - compensating

· Taxable Amount – taxable amount for the vehicle

· Sales Tax Paid – amount of sales tax paid

· Lien Holder – indicates that a Lien Holder fee will be charged on the vehicle

· New Kansas Title Required – indicated that title fees will be charged and sales tax as applicable.

· Temp – default to checked to indicate 60 day Temp will be issued for the vehicle.

· 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 KCoVRS cannot retrieve, the user must enter the purchase price.

· Use Existing Plate – in some rare occasions an existing IRP plate may be used when enter a vehicle – user should “check” the indicator and the enter the plate in the Existing Plate field

Documentation Requirements

The Documentation Requirements for Admin Fees and Fee Calculations consists of several indicators that must be set in order to calculate fee correctly as follows:

· Colorado Distance indicator – defaulted to ‘Y’ and can be changed

o The fee structure for CO is a two-tier schedule calculated according to the total national distance traveled by each power unit

· If the vehicle travels 10,000 miles or less nationally, the user will enter an ‘N’ in the space provided

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

· 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’

· MCO provided indicator - 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’

· Colorado Trailer indicator – 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’

The Documentation Requirements Tracking consists of a drop down list of documents that may be required for registration purposes. The user can select the appropriate document from the dropdown list to indicate the status:

· O – Outstanding.

· C – Collected.

· S - System Collected (System controlled).

· N - Not Required.

Comment – Enter comments as necessary.

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

Click the PROCEED button on the command line to save the vehicle information. The 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 on the <VEHICLE LIST> Button on the command line and a selection list of vehicles will display.

· Click on any <SELECT> button 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 on the PROCEED button on the command line.

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

When vehicle updates are complete, click on the PROCEED button on the command line and the verification screen will display.

Click the PROCEED button and the “VEHICLE DETAILS” screen will display.

When you have entered all of the vehicles correctly into the system, click the <DONE> button on the command line 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 Billing Process

The first view of the billing screen does not have fee calculations on it. This screen allows the user to override certain fees if required. When applicable, the user can override fees for vehicles in the fleet by checking the “Waive” indicator next to the fee

Batch Billing is required for larger fleets having more than 100 vehicles.

Quarterly payments – pay in full or pay for each quarter only. Quarterly selection is not mandatory if renewal has quarterly, and following supplement user can make full payment and vice versa.

Click on the PROCEED button on the command line and the system will calculate the fees. The supplement status will go from “Open” to “Invoiced”.

After the supplement is “Invoiced”, the user cannot update the fleet, vehicle, distance, or vehicle information. If changes are required, the user must click on the <CANCEL BILL> button on the command line and then select the appropriate (fleet, vehicle, distance, vehicle) tab at the top of the screen. The system will display the appropriate screen for updates.

After the supplement is in invoiced status and correct information entered, there are several options as follows:

· Invoice Report Type.

o Detail Fees for each Unit

· Electronic Delivery Channel for the Invoice:

o EMAIL

§ The email address will default to the fleet level. The user will be able to update this field. Updating this field will not update the Fleet Level email address

o FAX

§ The fax number will default to the Fleet Level fax number. The user will be able to update this field. Updating this field will not update the Fleet Level fax number

o PDF – View format (default for external user)

§ The user will have the ability to save and/or print either a portion or the entire document from the PDF file

o Print – (only available to HQ users)

After fee type and electronic delivery type have been selected click on the PROCEED button on the command line to produce the invoice. A message will be generated indicating that the Invoice Report was Generated Successfully and that the Billing process was completed successfully and the IRP Payment Details screen will be displayed.

1.3.1.7 Payment Details

After billing, user will navigate to this screen to continue for the payment process. in case of large carrier, user need to check “Batch Credential” check box to push the supplement for the batch credential process after payment collection is completed.

Also, if user has selected Quarterly payment option, here user get chance to change the payment type to “Quarterly” or “full” payment.

Payment Verification

The user may also choose to see the hand log detailed calculation for each unit for each jurisdiction by clicking on the ”SHOW HAND LOG” on the command line. Show Hand Log will not be available in production environment. Hand log shows the supplement and vehicle information. Additionally, for each jurisdiction the last rule change and fee change are shown and also how the fees are calculated for the vehicle.

The user may also choose to see detailed invoice by clicking on View Invoice Report button on the command line.

Click on the PROCEED button on the command line and it will display the verification screen.

The user may choose to add this amount to the cart for payment later by clicking on the “ADD TO CART” button on the command line and the user will be able to proceed with additional supplement processing. Refer to Section 1.2.3.1 Cart Payment for 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 insure a cash drawer is open before you can make a payment. Refer to Section 1.2.3.1.1 Payment Collection to make the payment.

1.3.2 New Interstate Account

The New Account process starts with creating a Common Customer (at the Enterprise Level before creating a new IRP/CMV/Title account (Section 1.2.1.1 New Customer). The Customer Number and IRP Account Number are one and the same.

A New Account is required when creating a new IRP or CMV fleet for the first time.

At the Enterprise Level Main Menu, click on the APPLICATION tab and select IRP & CMV from the list of applications displayed by the drop down sub menu. The IRP & CMV Main Menu Screen displays next.

· Click on the PROCESS tab and select ACCOUNT and then select NEW Intrastate ACCOUNT. The Customer Search screen will be displayed next

· Enter the account (common customer) number in the Account No. field

· Click on the PROCEED button on the command line at the bottom of the screen

o If the carrier already has an existing IRP/CMV 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 Account Detail screen is displayed

1.3.2.1 Add Account

The next step is creating the Intrastate account profile.

There are several sections on the New Account Screen.

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

· Customer Details

o Account No.

o Customer Status

o Carrier Type

o Legal Name

o DBA Name

· Business Customer Details

o USDOT

o TIN

o Contact Name

o Primary Phone and Ext

o Fax number

o Alternate Phone

o Email ID

o Physical Address

o Mailing Address

· IRP/CMV Account Details

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

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

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

o Comments – The user can add free-form comments in this area. After adding content to the Comments box, the user must click on the <Add/Update> button to save the comment in the Account record

NOTE: The user must select the “Delete Allowed” check box before adding comments in order to delete comments in future.

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

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

1.3.2.2 Add Fleet

Several of the Fleet information fields will default to the values from the Customer Account information. Some of these fields are protected including:

· Account No.

· Account Legal Name

· TIN/USDOT/Carrier Type

· MCS-150 Last Update Date - the date the MCS-150 was last updated for the USDOT on the fleet

· Use IFTA Distance – Not currently used by Kansas – checked

· Physical Address will default from Customer

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

· Mailing Address – If different from the Physical address

o Service Provider - Select the Service Provider from the drop down list.

o Power of Attorney – Click this box if the user has provided a Power of Attorney agreement. If the User selects a Service Provider, this is mandatory.

o Phone, Address, Email, Fax – These fields will be defaulted from the Service Provider Record.

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

· Email Address – This field is required if the Emailer Indicator on the Account screen was checked

· Alternate Phone – Enter this, if known

· Primary Phone No. and extension. – Will default from the IRP Account information and can be changed.

· 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

· Preferred Office Location – This field will default to a location but can be selected from the dropdown list

· Fleet Type – either CMV or Semi-Trailer Fleet for All office location

o For HQ – it will also include the Public Utility and Utility Trailer fleets

· Fleet Effective Date and Expiration Date

o The Effective Date defaults to the current date.

o Kansas is an “annual registration” jurisdiction; the expiration date will be 12/31/YYYY, regardless of Fleet Effective Date

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

· Exempt Sales Tax – Fleet is exempt from sales tax and verbiage will print on the cab cad

o Proof of Insurance – Select the appropriate status from the dropdown list as listed above

o Power of Attorney – Select the appropriate status from the dropdown list as listed above

o IFTA Distance – is carrier going to use IFTA distance as basis for distance

· Comments – Enter the appropriate comment. These comments are displayed on the Fleet Inquiry Screen to internal users only

· Access Level – Select the appropriate access level for the comment from the dropdown list:

o Internal

o Public

o Restricted

o Delete Allowed – Click this box if you want to be able to delete this comment.

· Addr Override – used if the address checking returns an error; however the address is correct.

1.3.2.3 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.

Intrastate fleet will show only Kansas as the jurisdiction with 100.00 as the percentage.

Select PROCEED to continue the supplement.

1.3.2.4 Add Weight Group

Weight groups for Intrastate are created automatically and will be available on the vehicle screen for selection.

1.3.2.5 Add Vehicle

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

At the top of the Vehicle Detail screen there is a feature allowing the user to find an existing vehicle in the IRP 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.

If the vehicle is found some of the information will be populated either from NADA lookup or MOVRS Web service call or from previous information entered in KCoVRS. The following fields are available for vehicle information:

· VIN

· Year

· Vehicle Type – IRP – drop down available

· Fuel Type – drop down available

· Make – drop down available

· Model

· Seats – entered only for buses

· Number of axles and combined axles. – combined axles are optional here.

o If the vehicle type is Bus, then combined axes must equal vehicle axles.

o If the vehicle type is TR or TK, then combined axles must be greater than equal to the vehicle axles.

· Unit No – Company identifier for the vehicle

· Color

· Empty Weight

· The following fields pertain to the vehicle title:

o Title Jurisdiction – Default to Kanas and disabled.

o Title Document Type – User should select from the drop down

· Copy of Unassigned Title

· E- title / County Title Receipt

· Out of State Title Receipt

· Original MSO / MCO

· Assigned Title

· Court Order

· Repossessed Title

· Bill of Sale

o Title Document Number – Title Number or number associated with the Title Document Type

· Carrier Responsible For Safety Fields:

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

o Safety USDOT - 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 – user must select either

o Change address on USDOT: allows the user to change the address for the USDOT for this transaction for the credential printing

o MCS-150 Last Updated Date – the date the MCS-150 was last updated for the USDOT for the carrier responsible for safety

· Weight group number – The drop down lists the valid weight groups for the fleet. Each weight group will have the declared gross vehicle weight displayed beside the weight group number. 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.

· Max Desired Weight – Weight vehicle is traveling in Kansas

· Company Owned – if checked defaults the owner address and Garaged Physical address to the fleet physical address

· Owner address – Address of the owner of the vehicle - captured on the screen for the title application – Address information will be displayed with suggestion on how to change the address – user can override the address if it is correct.

· Inside City Limit - part of sales tax calculation to calculate within the city limit

· Garaged Physical Address – Kansas only addresses - for CMV fees distribution on Intrastate Fleet Vehicles - Address information will be displayed with suggestion on how to change the address – user can override the address if it is correct

· Purchase Price – Purchase price of the vehicle

· Purchase Date – Purchase date of the vehicle

· Back Fee Penalty – Kansas has continuous registration – weight fees will be calculated from the supplement effective date back to the back fee date.

· Sales Tax – Drop Down indicating type -

o Dealer - residential

o Individual - isolated

o Out of State - compensating

· Taxable Amount – taxable amount for the vehicle

· Sales Tax Paid – amount of sales tax paid

· Lien Holder – indicates that a Lien Holder fee will be charged on the vehicle

· New Kansas Title Required – indicated that title fees will be charged and sales tax as applicable.

· Temp - User should check the indicator if a 60 day Temp will be issued for the vehicle.

· Use Existing Plate – in some rare occasions an existing IRP plate may be used when enter a vehicle – user should “check” the indicator and the enter the plate in the Existing Plate field

· Non Use - if the box is checked, back fee only calculates commercial vehicle fee for Empty weight back to the penalty date - if the box is not checked, calculate both registration and commercial vehicle fee at the Empty weight back to the penalty date

· O – Outstanding.

· C – Collected.

· S - System Collected (System controlled).

· N - Not Required.

Comment – Enter comments as necessary.

Click the PROCEED button on the command line to save the vehicle information. The 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 on the <VEHICLE LIST> Button on the command line and a selection list of vehicles will display.

· Click on any <SELECT> button 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 on the PROCEED button on the command line.

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

When vehicle updates are complete, click on the PROCEED button on the command line and the verification screen will display.

Click the PROCEED button and the “VEHICLE DETAILS” screen will display.

1.3.2.5.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.2.5.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.3 Work-in-Progress

The Work in Progress 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 completed.

· To continue processing a supplement:

o Enter the account number.

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

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

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

1.3.4 Document

1.3.4.1 Update

Documents that were not previously collected during a transaction can be updated via the Document Update transaction.

· Select the Document/Update tab from the IRP/CMV menu and the Supplement Search screen will display.

o Enter the Account No., fleet No., expiration year, and supplement No.

o The Outstanding checkbox will default to check.

o Click on the PROCEED button and a list of vehicles with outstanding documentation will display.

· Update the documentation for the appropriate vehicles by selecting the status from the drop down lists.

· Select PROCEED

· Access the transaction through WIP to continue with the transaction if required to complete the supplement

1.3.4.2 Supplement Documents

Documents that were not previously collected during a transaction can be updated via the Document Update transaction.

· Select the Document/Supplement Documents tab from the IRP/CMV menu and the Supplement Search screen will display.

o Enter the Account No at a minimum

o The Outstanding checkbox will default to check. Only supplements with outstanding document will display. If you need to view all supplements, uncheck the check box.

o Click on the PROCEED button and a list of supplements with outstanding documentation will display. If only one supplement results from the inquiry, the supplement displays in the document collection screen.

o Select a supplement and click on the PROCEED button.

· To add a document:

o Select the document from the drop down

o Select ADD

· Update the documentation for the supplement by selecting the status from the drop down lists.

· Select PROCEED

· Access the transaction through WIP to continue with the transaction if required to complete the supplement

1.3.5 Supplement Functions

Every supplement transaction starts in the same way. To begin a supplement transaction, follow these steps:

· Select the supplement type from the SUPPLEMENT menu selection

· Enter the Account No., fleet, and fleet expiration year

· Adjust supplement date, if necessary

· A select list will display if you only enter an account number or an account number and fleet

Supplement Effective Dates:

· Effective dates cannot be in the future except for the following:

o Renewals can be done up to 90 days in advance of the fleet expiration date.

· Effective dates can be backdated; however, the supplement effective date must greater than the previous supplement for the given account, fleet and registration year.

· Supplement effective date of the renewal is the same as the fleet effective date.

1.3.5.1 Renew Fleet Function

The IRP Renewal process involves the following steps:

· The fleet information must be verified

· The fleet distance must be entered

· Vehicles must be processed including add, change and delete

· Kansas 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 RENEWAL from the supplement menu

Enter the Account No., Fleet Number and Fleet Expiration Year being renewed. If fleet in 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

1.3.5.1.1 Update IRP Account

Verify the account information

o If the Account Name or Address information has changed:

§ The user must click on the <QUIT> button from the Account screen and update the Customer from the Enterprise menu

§ After updating the Customer information, the user will begin the renewal again. The updated information from Customer will display

After reviewing the account information:

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

1.3.5.1.2 Update Fleet

The registrant can update certain fleet information during renewals such as contact information, address, and fleet type/commodity class as described below

The fleet information will populate with the information from the previous year. Legal name and physical address will be populate with the most current information from the customer record. Refer to Section 1.3.1.2 for IRP and Section 1.3.2.2 for Intrastate 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

o Click PROCEED to display the Fleet Verification screen

o Click on the PROCEED button to update the fleet information in the database and proceed to the Distance Detail screen.

1.3.5.1.3 Add Jurisdiction Distance

At fleet renewal time the jurisdiction distance can be actual, estimated, or no-travel intended. The Kansas miles must be included. The screen will pre-populate with the jurisdictions and distance types from the previous year.

After reviewing the applicant’s Distance Schedule, the user may data enter the distance for each jurisdiction, or elect to use the estimated distance table or entering the distance for each jurisdiction.

The user can do the following to adjust the distance as required:

To use the estimated distance option the user must:

· Check the estimated distance chart check box

· Adjust the No. of Vehicles as required by the renewal

· Set the jurisdiction distance type to “E” for estimated for every jurisdiction with estimated miles

· Click the PROCEED button and the distance for the estimated jurisdictions will populate from the estimated distance table

The user will be able to add jurisdictions of travel in one of three methods:

· Selecting the jurisdiction of travel by selecting the jurisdiction on the map (show map), entering the distance and the type (Actual, Estimated) and selecting ADD, or

· Selecting the jurisdiction of travel by selecting the jurisdiction from the dropdown, entering the distance and type of distance and selecting ADD

· Select “Spreadsheet” from the dropdown. The User will enter all the information manually, including the jurisdiction abbreviation, distance type, month and year and distance, if not using the estimated distance chart

If the carrier is no longer traveling to a jurisdiction, select “N” for no travel intended.

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

When the user has entered all the jurisdiction information:

· Enter the Control totals for Total Estimated Distance, Total Actual Distance, and Total Distance

· Click on 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 Display verification screen

· On the validation screen, any jurisdiction in RED, is calculating over 100% and requires review

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

1.3.5.1.4 Update Weight Group

The user should perform the following to update a weight group for the registration year:

From the Weight Group Selection screen:

· View/Update the 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 for the verification screen
From the validation screen, select PROCEED to save the change
If no changes are required, select Go To Weight Group Selection

· 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 on 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 insure 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

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

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

1.3.5.1.5 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 on 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 on the <UPDATE FROM THE PREVIOUS YEAR> button on the command line from the Vehicle Processing screen

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

· Update 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 <UPDATE FROM PREVIOUS YEAR>, if required, prior to adjustments to existing vehicles.

· If no changes are required to any vehicle:

o Click on the <DONE> button.

· To update vehicle information vehicle:

o The user can select <UPDATE VEHICLE INFORMATION> and then select PROCEED to display the Vehicle Detail screen. Refer to Section 1.3.1.5 for IRP vehicles. Refer to Section 1.3.2.5 for Intrastate 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 on 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 on the vehicle.

· To delete a vehicle from the fleet:

o The user can select <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:

§ If the user has returned the plate, indicate either Y (Yes) or N (No).

§ Select PLATE STATUS from the drop down

§ Collect the documents as required

§ 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 on the PROCEED button to save the information.

o Click on 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 vehicle 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 selecting “Select” 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 Billing Details screen.

1.3.5.1.6 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.1.7 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.2 Add Vehicle

Perform the following steps to process an ADD VEHICLE supplement:

· From the IRP/CMV menu, select ADD VEHICLE from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet and fleet expiration year.

o The supplement date defaults to current date, adjust the date, if required. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

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 IRP system. Mandatory fields have an “*” beside them. At the top of the Vehicle Detail screen there is a feature allowing the user to find an existing vehicle in the IRP/CMV database.

· Enter the VIN and click on 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.

· Refer to Section 1.3.2.5 for the Intrastate vehicle screen detail.

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 above reference section for details.

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 will be followed:

· Click on the “VEHICLE LIST” Button on the command line and a selection list of vehicles will be displayed.

· Click on any “Select” button 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 on the “PROCEED” button on the command line.

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

When all of the vehicle updates have been made click on the “PROCEED” button on the command line and the verification screen will be displayed. Click the “PROCEED” button 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.

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

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

1.3.5.2.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.2.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.3 Transfer Plate

Perform the following steps to process a TRANSFER PLATE supplement:

· From the IRP/CMV menu, select TRANSFER PLATE from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., Fleet, and Fleet Expiration Year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. The credit will be calculated from the supplement effective date. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

· Select the PROCEED button from the command line on the screen 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 declared gross weight will be displayed.

· To view the detail per jurisdiction, select the weight group number from the list.

o Select GO TO WTG SELECTION to return to the list.

· To return to the Vehicle Details screen, select DONE.

· To add a weight group, select ADD WGTGROUP.

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 replace vehicle the user wants to change to an existing vehicle 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” vehicle information, perform the following:

· The Unit number, VIN, and PLATE fields contain the information for the vehicles currently registered to the account.

· The user can select from the list or type either the Unit no, VIN, or plate. Only one of the values should be entered.

· Select COPY FROM 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 “Old” vehicle information, perform the following:

· Refer to Section 1.3.1.5 for the IRP vehicle detail screen.

· Refer to Section 1.3.2.5 for the Intrastate vehicle screen detail.

After you have entered the information, click on 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 the “PROCEED” button on the command line 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 will be followed:

· Click on the “VEHICLE LIST” Button on the command line and a selection list of vehicles will be displayed.

· Click on any “Select” button 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 on the “PROCEED” button on the command line.

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

When all of the vehicles have been entered correctly into the system click on the “DONE” button on the command line and the “Billing Detail” screen will be displayed. The navigation tabs at the top of the screen will indicate that the user is now at the “Billing” step in the supplement process.

1.3.5.3.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.3.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.4 Delete Vehicle

Perform the following steps to process a Delete Vehicle supplement:

· From the IRP/CMV menu, select <DELETE VEHICLE> from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the account No., fleet, and fleet expiration year.

· The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

· Select PROCEED to display the Delete Vehicle Selection Details screen.

The Delete Vehicle Selection Details screen allows the following actions:

· 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 OR

o For large fleets with multiple pages of vehicles, enter either a unit number, VIN, or plate number and select FIND to display a particular vehicle in the list.

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

§ If the user has returned the plate, indicate either Y (Yes) or N (No).

§ Plate Status – select from drop down

· DEL – Deleted

· INA - Inactive

§ Deletion date - must be equal to or greater than supplement effective date

§ Collect the documents as required

§ A comment can be added if necessary.

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

· To undo the delete, select DEL VEH to display a list of vehicles deleted during this supplement.

From this screen the user can do the following:

· Select BACK to return to the previous screen with no updates.

· Update the vehicle(s).

o Update the information for the vehicle(s).

o Select UPDATE.

o Select PROCEED from the validation screen to save the updates.

· Cancel the delete vehicle from the supplement.

o Select the SELECT link to the left of the UNIT No.

o Vehicle detail page will display.

o Select CANCEL VEHICLE to cancel the vehicle from the supplement.

When all the vehicles to be deleted have been selected, select DONE to proceed to the Billing Details screen.

1.3.5.4.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.4.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.5 IRP Change Weight Group

Perform the following steps to process an Update Weight Group Weight supplement:

· From the IRP/CMV menu, select CHANGE WEIGHT GROUP from the SUPPLEMENT tab

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules.

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

· Weight Group Selection Details screen allows the following actions:

o The user can select only one weight group per supplement for change. Select the weight group number you wish to change by selecting 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 jurisdictions.

§ The system will run a check to insure 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, select GO TO WEIGHT GROUP SELECTION.

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

1.3.5.5.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.5.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.6 IRP Add Jurisdiction

Perform the following steps to process an IRP Add Jurisdiction supplement:

· From the IRP/CMV menu, select IRP ADD JURISDICTION from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas’s business rules. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

o Select PROCEED to display the Distance Details Screen.

The Distance Details screen allows the following actions:

· Change an existing jurisdiction that has a distance type of “N” – no travel intended.

o Update distance.

o Update distance type.

o Enter distance – if distance type is actual.

· To add a new jurisdiction:

o Select the jurisdiction from the jurisdiction list or from the map.

o Enter the distance and distance type.

o Select ADD to add to the grid.

· Override if jurisdictions are not contiguous and add a comment. The system will determine if a carrier has included all the jurisdictions necessary to create a path to the base jurisdiction. If a path is not found for all jurisdictions, an error message will be displayed. The user can override the contiguous validation and provide a comment or add the “missing” jurisdictions to create a valid path. The error will indicate which jurisdiction(s) are in error.

· The user must enter the total Estimated, total Actual, and overall total Distance.

· If the new jurisdiction has a distance type of Estimated and the carrier provides the estimated distance, a comment must be included .

· Select PROCEED when you are finished to display the verification screen.

The verification screen will display with the percentages and jurisdiction information provided. Jurisdictions highlighted in RED are being penalized and total over 100%. The system will display “over 100%” information on the screen. The “over 100%” field will contain the total percentage calculated in excess of a 100%.

· Select PROCEED when you are finished to continue to the Weight Group Selection screen.

· Select BACK to go back and change information.

· Select BACK with REFRESH to go back to the previous screen and perform a REFRESH of the screen at the same time.

From the Weight Group Selection screen, the user can do the following:

· For add jurisdictions, the system has automatically set the maximum gross weight for each weight group for each jurisdiction added. The user can select any weight group to change the weight for the newly added jurisdictions. The weight for the new jurisdiction will be displayed in the weight screen. Refer to Section 1.3.1.4 Add Weight Group.

· To adjust a weight, select the weight group number by selecting the SELECT link associated with the weight group and the Weight Group Details screen will display.

· For any added jurisdiction, the weight can be updated.

· Select DONE from the Weight Group Selection screen to display the Billing Details screen.

1.3.5.6.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.6.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.7 Replace Cab Card

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

· From the IRP/CMV menu, select REPLACE CAB CARD from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

o Select PROCEED to display the Replace Cab Card Selection screen.

The Replace Cab Card Selection 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 are for paging through a vehicle list if the fleet has a large number of vehicles, or

o Enter the Unit No., VIN or Plate number and select FIND – 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

· When applicable, the user can override the fees by selecting the FEE OVERRIDE checkbox.

· Select PROCEED to display the validation screen.

· Select PROCEED from the validation screen to save the vehicles. You will return to the active list of vehicle in case you want to replace cab cards on additional vehicles.

K-COVRS 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:

· Select VEHICLE LIST 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 selecting the check box next to the vehicle and select PROCEED.

· Select DONE 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:

· Select BACK to go back to the previous screen.

· Update a vehicle(s).

o Update the vehicle information.

o Check the Update check box.

o Select UPDATE.

· Cancel a vehicle from the supplement.

o Select the “SELECT” link to the left of the vehicle.

o K-COVRS will display the vehicle detail screen.

o Select CANCEL VEHICLE at the bottom of the screen or select BACK to go back to the previous screen.

After you are done with updates, the Replace Cab Card screen will once again display.

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

1.3.5.7.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.7.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.8 IRP Fleet To Fleet Transfer

Fleet to Fleet transfer moves a vehicle in one fleet to another fleet within the same account. The fees are charged similar to a transfer. Some jurisdictions fees differ from a transfer when transferring between fleets.

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

· From the IRP/CMV menu, select FLEET TO FLEET TRANSFER from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year of the fleet the vehicle is being transferred to.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules.

o Select PROCEED to display the From Fleet Vehicle Selection Details screen.

· From Fleet Vehicle Selection Details screen allows the following actions:

o Enter the fleet number the vehicles are coming “From”.

o Select PROCEED to receive a list of vehicles in the “From” fleet.

o Select a vehicle to transfer by selecting the vehicle.

o The Vehicle Detail screen will display for the selected vehicle.

From the Vehicle Detail screen, you can do the following:

· Enter the Unit No.

· Select the correct weight group.

o If you need to add a weight group, select the WTGROUP tab and proceed to add the weight group.

o After completing the new weight group, the user will be transferred back to the Fleet to Fleet Transfer Vehicle Detail screen.

· Update the vehicle information as allowed.

· Select PROCEED to continue to the verification screen.

· Select PROCEED from the verification screen to save the vehicle and proceed back to the From Fleet Vehicle Selection Details screen.

From the Fleet to Fleet Transfer screen, you can do the following:

· Select another vehicle to transfer.

· Select VEH LIST to view, update or delete a vehicle in the supplement.

· Select DONE to proceed to the Billing screen.

1.3.5.8.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.8.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.9 Replace Plate

Perform the following steps to process a Replace Plate supplement:

· From the IRP/CMV menu, select REPLACE PLATE from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

o Select PROCEED to display the Replace Plate Vehicle Selection Details screen.

Replace Plate Selection Details screen allows the following actions:

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

o Checking the check box next to the unit number for the vehicle.

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

o For large fleets, the user may enter the Unit No., VIN or Plate number and select FIND – 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 Plate screen:

· Select the REASON from the drop down.

· Waive the Plate Fee with Override Fee

· Select PROCEED to display the validation screen.

· Select PROCEED from the validation screen to save the vehicles. You will return to the active list of vehicle in case you want to replace plates on additional vehicles.

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

· Select VEHICLE LIST 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 selecting the check box next to the vehicle and select PROCEED.

· Select DONE 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:

Select BACK to go back to the previous screen.
Update a vehicle(s).

o Update the vehicle information.

o Check the Update check box.

o Select UPDATE.

Cancel a vehicle from the supplement.

o Select the “SELECT” link to the left of the vehicle.

o KCoVRS will display the vehicle detail screen.

o Select CANCEL VEHICLE at the bottom of the screen or select BACK to go back to the previous screen.

After you are done with updates, the replace plate screen will once again display.

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

1.3.5.9.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.9.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.10 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 a IRP Change Carrier Type supplement:

· From the IRP/CMV menu, select IRP CHANGE CARRIER TYPE from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

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:

PVT	ALL, LOGS
FHE	EXEMPT
FOR	ALL, Gravel
FHR	ALL, EXEMPT
COM	ALL, PASSENGERS, HOUSEHOLD GOODS
CON	ALL, PASSENGERS, HOUSEHOLD GOODS

o Select PROCEED and verify the changes.

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

1.3.5.10.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.10.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.11 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/CMV menu, select AMEND VEHICLE WITH FEE from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas 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

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.

§ Enter PROCEED from the validation screen to save.

o Select DONE to return to the Vehicle Details screen.

Select a vehicle to amend.

o Select either the UNIT No., VIN, PLATE No., from the CHANGE VEHICLE DETAIL control.

o Select FIND to populate the vehicle information to the VEHICLE DETAILS area.

K-COVRS will populate the screen with the vehicle information from K-COVRS. Once the vehicle information is populated to the screen, update the fields as required.

Refer to Section 1.3.1.5 IRP Add Vehicle for detailed field information on IRP vehicles.

Refer to Section 1.3.2.5 Intrastate Add Vehicle for detailed field information on Intrastate vehicles. For trailers if VEHICLE TYPE is changed, a new plate is issued.

VIN correction must be done using the VIN Correction supplement. Refer to Section 1.3.5.14 VIN Correction supplement.

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, the select VEHICLE LIST on the command line to display a vehicle selection list.

Select the vehicle you need to update or review 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 vehicle requiring change are processed, select DONE to proceed to the Billing Details screen.

1.3.5.11.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.11.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.12 Amend Vehicle Without Fee

This transaction will only charge Kansas administrative fees. IRP fee related changes are not made with the Amend Vehicle without Fee supplement. Changes allowed include unit number, insurance information and ownership.

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

· From the IRP/CMV menu, select AMEND VEHICLE WITHOUT FEE from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas business rules on supplement dates.

o Select PROCEED to display the Amend Vehicle without Fee Details screen.

· Select a vehicle to be amended

o Select either the UNIT No., VIN, PLATE No., from the CHANGE VEHICLE DETAIL control.

o Select FIND to populate the vehicle information to the VEHICLE DETAILS area.

K-COVRS will display the Vehicle Details with the populated information for the vehicle K-COVRS. Once the vehicle information is populated to 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.

Refer to Section 1.3.2.5 Intrastate Add Vehicle for detailed field information on Intrastate vehicles. Except for VIN and Weight Group all information can be changed.

Any information that effects fees must be updated prior to doing the amend vehicle supplement. VIN correction is done using the VIN Correction supplement. Refer to Section 1.3.5.14 VIN Correction.

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, the select VEHICLE LIST on the command line to display a vehicle selection list.

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

When all the vehicles requiring change are processed, select DONE to proceed to the Billing Details screen.

1.3.5.12.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.12.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.13 Change Name

Use this supplement for Name and address changes.

Perform the following steps to process a Change Name supplement:

· From the IRP/CMV menu, select CHANGE NAME from the SUPPLEMENT tab.

· From the Fleet Search screen, enter the following:

o Enter the Account No., fleet, and fleet expiration year.

o The supplement effective date is defaulted to the current date. The user can change the date based on Kansas business rules. Refer to Section 1.3.4 for Kansas 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:

§ USDOT.

§ Name

§ Contact name, email, cell phone, phone, extension, and fax.

§ Preferred Office Location

§ Service Provider

§ Addresses – all.

§ Comments.

o Select PROCEED and validate the changes.

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

1.3.5.13.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.13.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.14 VIN Correction

Perform the following steps to process a VIN Correction supplement:

· From the IRP/CMV menu, select VIN CORRECTION from the PROCESS/VEHICLE tab.

· From the Supplement Search screen, enter the following:

o Enter the Account No., fleet No., fleet expiration year and supplement No.

o Select PROCEED to display the VEHICLE SEARCH screen.

· From the Vehicle Search screen, enter the following:

o Select the “SELECT” link on the left of the UNIT No. to display the Vehicle Details screen.

· From the Vehicle Details screen, enter the new VIN and select FIND.

o The update information from the KCoVRS is displayed.

o Select PROCEED to display the Vehicle verification screen.

o Select PROCEED to return to the Vehicle Search screen.

· To correct additional VINs – repeat the steps above starting with the Vehicle Search screen.

· To review or cancel the VIN correction, select “Cancel Vehicle”.

o A list of vehicles that are being corrected will display.

§ The new and old VIN numbers will be displayed.

§ Select the “SELECT” link associated with the vehicle that is to be cancelled.

§ The Vehicle Details screen will display, select “CANCEL VEHICLE”.

· To complete the transaction select DONE to display the Billing Details screen.

1.3.5.14.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.14.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.15 IRP Fleet Reinstatement

This supplement is used when a carrier has not been operating in Kansas and IRP fees are not due for the full renewal period. A Reinstatement supplement is done for every year the carrier was not in service in Kansas. Perform the following steps to process a Fleet Reinstatement supplement:

· Select PROCESS/Fleet/REINSTATEMENT from the IRP/CMV menu.

· Enter the Account No., fleet number, and the last registration year for the account.

· Select PROCEED to display the distance information

· The Distance Type will be updated to “N” – No Travel Intended and the distance to zero for all jurisdictions.

· Select PROCEED to save the changes and proceed to the Billing Details screen.

1.3.5.15.1 Billing Process (Reinstatement)

· From the Billing Detail screen:

o No fees will be charged.

o Select PROCEED to finish the reinstatement process for the account No., fleet and registration year.

The reinstatement supplement is closed after billing.

Repeat this process for every year except the year you are performing the renewal for the carrier.

Once the registration year reinstatements have been completed, a renewal supplement should be performed for the current year registration. According to the IRP plan, if the carrier has been out of business for a period of 18 months, they are eligible for first year estimated distance. NOT ALL CARRIERS WILL QUALIFY FOR THIS. The following procedures outline how to adjust the distance for the first year estimates.

· The Distance screen will display all previously selected jurisdictions with a Distance Type of “N” and a Distance of zero.

o Update the distance and jurisdictions as required.

o Update the Total Estimated Distance, Total Actual and Total Fleet Distance.

o Update the Distance Type to either A – Actuals, E – Estimated, or N- No Travel

o Adjust the jurisdiction year to the current fleet effective year, if the carrier is eligible for first year estimates (E1) to the effective month and year of the fleet. If the carrier is not eligible for first year estimates, and is using estimates, do not change the month and year of the distance.

o Select PROCEED to display the Distance verification screen.

§ Note that the Distance Type is now an “E1” and the percentage is 100%.

Select PROCEED to display the Weight Group Selection Details screen.

o Select DONE if all weight groups are present or follow the steps in a normal renewal to Add additional weight groups or change an existing weight group.

Vehicles are not brought forward from previous registration years, so each vehicle will need to be added to the renewal.
Complete the renewal as you would a normal renewal. Refer to Section 1.3.4.1 Renewal.

1.3.5.16 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 Vehicle, Delete Vehicle, and Amend Vehicles with Fees within the same supplement.

From the IRP/CMV menu, select COMBINED from the SUPPLEMENT tab.
From the Supplement Search screen, enter the following:

o Enter the Account No., fleet No., and Fleet Expiration Year.

o The supplement date defaults to current date, adjust the date, if required.

o Select PROCEED to display the VEHICLE PROCESSING screen.

· From the VEHICLE PROCESSING screen, you can do the following:

o Add a new vehicle.

o Update vehicle information.

To add a vehicle:

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

o The user should enter all the vehicle information as required and select PROCEED. For details on the add vehicle information refer to the New Account/Add Vehicle section for either IRP (1.3.1.5) or Intrastate Account (1.3.2.5).

o Once the vehicle is added, the user will return to the screen above.

· To update vehicle information vehicle:

o The user can select UPDATE VEHICLE INFORMATION 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 should 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 on the vehicle

· The Vehicle Processing screen will redisplay.

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

o To change/cancel a previously “modified” vehicle – Includes added, deleted or updated vehicles.

o The user should select VEH LIST to display a list of vehicles that has been changed, added or deleted with this supplement.

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

The user can do the following:

· Select BACK to return to the Vehicle Processing screen

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

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

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.

1.3.5.16.1 Billing Process

After this, the billing process starts. To get the details of the billing process please refer to the Section 1.3.1.6 or for online users click here.

1.3.5.16.2 Payment Details

After this Payment details process starts. To get the details of the payment process please refer to the Section 1.3.1.7 or for online users click here.

1.3.5.17 IRP Do Distance

To correct a supplement that that has been remitted, the user must process a Correction supplement. Distance related corrections will be processed through the IRP Do Distance Correction supplement. This supplement will adjust fees for every vehicle and supplement for the registration year. Do Distance Corrections can be done on New Account, New Fleet, Add Jurisdiction and Renewal supplements.

To access the correction process function,

· Select the ADMIN/IRP Error CORRECTION/ Do-Distance tab from the IRP/CMV menu.

· Enter the appropriate Account No, fleet number, fleet expiration and select PROCEED.

· Select the appropriate supplement to display the correction screen. If more than one supplement exists, K-COVRS will display a selection list.

Once the supplement is selected, the Distance screen will display. There are two parts to the screen: an area for edits (above the command line) and an area for reference (below the command line).

The following can be done:

· Update the distance or the distance type.

o User may change either the DISTANCE or the distance TYPE on any jurisdiction that is part of the supplement being corrected.

· Add additional jurisdictions.

o Select the jurisdiction from the JURISDICTION LIST drop down or from the map

o Enter the DISTANCE.

o Enter the DISTANCE TYPE.

o Select ADD to add the jurisdiction to the grid.

· Update the supplement number.

o If the carrier has Add Jurisdiction supplements in the registration year, the jurisdiction can be moved to another supplement number by selecting the supplement number from the drop down.

· Enter the Estimated Distance, Actual Distance and Total Fleet Distance control totals.

· Select PROCEED to recalculate the percentages based on the updated information.

From the validation screen, select PROCEED to accept the changes. Select BACK to make additonal changes.

Complete the supplement through payment.

1.3.5.18 IRP Do Vehicle

To correct a supplement that has been remitted, the user must process a Correction supplement.

Vehicle related corrections will be processed through the UNDO Vehicle and Do Vehicle corrections. For example, if an incorrect vehicle was included in an ADD Vehicle supplement, the incorrect vehicle must be deleted through the UNDO Vehicle correction supplement. The UNDO supplements will provide a full refund for each jurisdiction, which is different than a Delete vehicle supplement, which does not provide a full refund. A DO Vehicle correction supplement will be processed to add the correct vehicle.

The Do Vehicle correction will add the appropriate vehicle if required.

To access the correction process,

· Select the ADMIN/CORRECTION/DO VEHICLE tab from the IRP/CMV menu.

· Enter the appropriate Account number, fleet number, fleet year and select PROCEED.

· Select the appropriate supplement to display the correction screen. Supplement available for the DO VEHICLE correction will display in the grid.

· K-COVRS will display the DO VEHICLE error correction screen.

· Correcting an ADD-VEHICLE supplement.

o Select PROCEED.

o Vehicle Detail screen will display.

o Follow same process as an Add Vehicle supplement. Reference Section 1.3.1.5 IRP Add Vehicle.

· Correcting a Transfer Plate supplement.

o Select PROCEED to display a list of vehicle to identify the “Old” Vehicle.

o Once the old vehicle is identified, Vehicle Detail screen will display.

o Follow the same process as a Transfer Plate supplement. Refer to Section 1.3.5.3 for Transfer Plate.

· Select DONE to proceed to the Billing Details screen.

· Complete the Do Vehicle correction supplement through payment.

1.3.5.19 UNDO Vehicle

To correct a supplement that has been remitted, the user must process a Correction supplement.

To access the correction process:

· Select the ADMIN/CORRECTION/UNDO VEHICLE tab from the IRP/CMV menu.

· Enter the appropriate Account number, fleet number, and fleet expiration year and select PROCEED.

· Select the appropriate supplement to display the correction screen. Supplement available for the DO VEHICLE correction will display in the grid.

· K-COVRS will display the UNDO VEHICLE screen.

· Select PROCEED to display a list of vehicle available on the supplement for the UNDO action.

· Select a vehicle by selecting the link beside the UNIT NO. and select PROCEED to display the vehicle information.

If the correct vehicle is displayed:

Select PROCEED to confirm the UNDO action and return to the selection screen.

· Select DONE to proceed to the Billing Details screen from the selection screen

· Complete the UNDO Vehicle correction supplement through payment.

1.3.5.20 Cancel IRP Fleet Reinstatement

This supplement is used when a carrier has been reinstated, but the reinstatement needs to be removed.

· Select SUPPLEMENT/ CANCEL REINSTATEMENT from the IRP/CMV menu.

· Enter the Account No., fleet number, and the last registration year for the account.

· Select PROCEED to display the distance information.

· The selected Reinstatement will be listed, and can be cancelled by clicking the <CANCEL> button.

1.3.6 Inquiry Function

The system will provide the user with the capability to perform enquiries on all of the IRP related information using the tree structure. All of the enquiries are available on the Inquiry Tab on the IRP/CMV Main Menu.

Perform the following steps to generate an inquiry related to a specific account or fleet:

· From the IRP/CMV menu, select one of the following from the INQUIRY tab.

o Account

o Fleet

o Distance

o Weight Group

o WGT Group Supplement Base

o Vehicle Transaction

o Vehicle

o Supplement

o Fee Schedule

o Jurisdiction Fee Inquiry

o Factory Price

o IRP Error Correction

o USDOT Vehicle Inquiry

o Vehicle Cab Card Inquiry

o TA Inquiry

o Comment Inquiry

· At a minimum one search criteria must be entered and it is usually the Account No. 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 user will be able to navigate by using the First, Previous, Next, and Last Page links that are provided just above the results.

· 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 Select BACK to return to the search result screen.

o Select <CLOSE> to close the Inquiry screen and return to the IRP Level menu.

To view the structure of the entire account, select the SELECT link on the left side.

· 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 with a registration year, they will appear as a separate line under the Fleet List.

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

· 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.

USDOT Vehicle Inquiry

TA Inquiry

Comment Inquiry

The comment inquiry facilitates user to search the comments by providing account number/TIN/DOT/Legal name and the system will produce a list of all of the comments associated with the account. Also the user can search the comments by fleet number and fleet expiration year.

The external users can only be able to query public comments for their accounts.

The service providers will be able to query public comments from fleets that they have been assigned.

1.3.7 Additional Functions

1.3.7.1 Account Maintenance

The system will provide the facility to maintain the account information outside of the supplement processing.

Perform the following steps to update account information without generating a supplement. Cab cards are not generated as part of account maintenance.

· From the IRP/CMV menu, select UPDATE ACCOUNT from the PROCESS/ACCOUNT tab.

· From the Customer Search screen, enter the following:

o Enter the Account No.

o Select PROCEED to display the Update Account screen.

Changes to Business Customer information are made first in Common Customer at the Enterprise Level. The user will be able to update the account status and various processing flags. The following items are changeable:

· Status.

o Active.

o Inactive – Supplements cannot be processed.

o Suspended Payment – Safer (Code 961) – TA Suspensions

o Suspended Other – Safer (Code 950) – PRISM OOS

· Record Retention – record retention requirement have been provided

· “No Suspension” indicator – the account cannot go into suspension for any reason – batch jobs will not create correspondence or update the status to suspended.

· “No Purge” indicator – indicator to the purge process that information associated with the account (i.e. fleets etc.) cannot be purged. Default value will be “unchecked” for account to be purged..

· Email Notification – Carrier will receive renewal notice by email.

· FAX Notification – Carrier will receive renewal notice by FAX.

· Lock for Audit - Locked stops all processing WIP, creation, and payment of supplements. Not reported to Safer.

· “TA Privilege” suspension – provide a checkbox and entry field for the last date the account cannot received TAs.

· Lock for TA Indicator - Locked stops all processing WIP, creation of supplements Payment will be allowed; however a warning message will be displayed. Not reported to Safer.

· SELF ISSUE PLATE ACCOUNT – the account can issue plates from their stock of inventory

· NO QUARTERLY PAYMENT DATE – Carrier is not eligible for quarterly payment until the date indicated

· MCSIP Level – used to indicate the reason for the PRISM OOS suspension – select from the drop down

· Comments can be added as required. Select PROCEED to save the updated information.

1.3.7.2 Fleet Maintenance

The system will provide the facility to maintain the fleet information outside of the supplement processing. Perform the following steps to update Fleet information without generating a supplement. Cab cards are not generated as part of Fleet Update.

From the IRP/CMV menu, select UPDATE FLEET from the PROCESS/FLEET tab.
From the Fleet Search screen, enter the following:

o Enter the Account No., fleet No., fleet expiration year.

o Select PROCEED to display the Fleet Details screen.

In addition to the status, additional fleet information can be changed such as contact information, and Service Provider. Fleet information that requires the reprint of a cab card is done through supplement processing such as Change Carrier Type or Change Operating As.

· EXEMPT SALES TAX – indicates fleet is exempt from sales tax

· PREFERRED OFFICE LOCATION – designates the preferred office location for the carrier’s fleet

· CUSTOM HARVESTER INDICATOR – indicates that this is a Custom Harvester fleet

· IRP AUDIT – indicating the fleet is recommended for an IRP audit

1.3.7.3 Vehicle Maintenance

The user will use Vehicle Maintenance to place a Prism Suspension on a vehicle. Do the following:

· Select VEHICLE MAINTENANCE from IRP/CMV -> Process -> Vehicle -> Vehicle Maintenance

· Enter search criteria as applicable

· Select PROCCED to provide a list of vehicles matching the criteria

· Select a vehicle from the list using the VIEW on the left side of the vehicle row.

· Select SUSPEND from the CHANGE VEHICLE STATUS drop down

· Select <DONE> to finalize the vehicle suspension.

The vehicle will be included in the batch suspension process for updates to FMCSA in the nightly run.

1.3.8 Reprint Functionality

The system provides the ability to reprint the following:

· Renewal Notices.

· Invoice.

· Cab Cards.

· Shipping Documents.

· TA

To reprint, select one of the items listed above from the Reprint tab on the IRP/CMV menu.

1.3.8.1 Reprint Renewal Notice

To reprint a renewal notice do the following:

· Select RENEWAL NOTICE from the REPRINT tab on the IRP/CMV Main Menu.

· Enter at a minimum the Account number and Fleet Expiration Year.

· Select PROCEED to display a list of fleets for the entered search parameters.

· Select the ELECTRONIC DELIVERY CHANNEL from the drop down.

o PDF will display in a PDF file.

o FAX will display the fax number of the fleet and allow the user to change the fax number.

o EMAIL will display the email address on the fleet and allow user to change the email address.

· Select a fleet by selecting the SELECT link to the left of the fleet.

· Select PROCEED to generate the Renewal Notice.

1.3.8.2 Reprint Invoice

To reprint an invoice do the following:

· Select INVOICE from the REPRINT tab on the IRP/CMV Main Menu.

· Enter at a minimum the Account number, Fleet Number and Fleet Expiration Year.

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

· Select the ELECTRONIC DELIVERY CHANNEL from the drop down.

o PDF will display in a PDF file.

o FAX will display the fax number of the fleet and allow the user to change the fax number.

o EMAIL will display the email address on the fleet and allow the user to change the email address.

· Select an invoiced supplement by selecting the SELECT link to the left of the supplement.

· Select PROCEED to generate the invoice.

1.3.8.3 Reprint Cab Cards

Use this function to reprint a cab card due to a paper jam. To charge a fee for a duplicate cab card perform a Replace Cab Card supplement.

To reprint cab cards do the following:

· Select CAB CARDS from the REPRINT tab on the IRP/CMV Main Menu.

· Enter at a minimum the Account number, Fleet Number and Fleet Expiration Year.

· Select PROCEED to display a list of vehicles by supplement for the entered search parameters.

· Select the ELECTRONIC DELIVERY TYPE from the drop down.

· Check the Reprint all Vehicles check box to reprint all the vehicles.

· Select the vehicles.

o Select the check box to the left of the vehicle individually or,

o Select the check box to the left of UNIT No. to select and deselect all the vehicles in the list.

· Select GENERATE to generate the selected cab cards.

1.3.8.4 Reprint Shipping Document

To reprint a shipping document, do the following:

· Select SHIPPING DOCUMENT from the REPRINT tab on the IRP/CMV Main Menu.

· Enter at a minimum the Account number, Fleet Number and Fleet Expiration Year and Supplement No.

· Select the ELECTRONIC DELIVERY TYPE from the drop down.

o PDF will display in a PDF file.

o FAX will display the fax number of the fleet and allow the user to change the fax number.

o EMAIL will display the email address on the fleet and allow the user to change the email address.

· Select a supplement by selecting the SELECT link to the left of the supplement.

· Select PROCEED to generate the shipping document.

1.3.8.5 Reprint TA

To reprint a shipping document, do the following:

· Select TA from the REPRINT tab on the IRP/CMV Main Menu.

· Enter at a minimum the Account number, Fleet Number and Fleet Expiration Year and Supplement No.

· Select PROCEED to display a list of TAs for the entered search parameters.

· Select the ELECTRONIC DELIVERY CHANNEL from the drop down.

o PDF will display in a PDF file.

o FAX will display the fax number of the fleet and allow the user to change the fax number.

o EMAIL will display the email address on the fleet and allow the user to change the email address.

o PRINT

· Check the Reprint all Vehicles check box to reprint all the vehicles.

· Select the vehicles.

o Select the check box to the left of the vehicle individually or,

o Select the check box to the left of UNIT No. to select and deselect all the vehicles in the list.

· Select PROCEED to generate the TA(s).

1.3.9 Administrative Functions

1.3.9.1 Reports

Multiple reports are accessible through the KCoVRS IRP/CMV application.

To access the reports select the ADMIN/REPORT tab from the IRP/CMV menu. The following reports are available:

· IRP Annual Report

· Jurisdiction Fee Summary

· Daily User Report

· Account List Report

· View Transmittal Report

· Non-Renewed Account Report

· Administrative Fee Revenue

· TA Report

· Supplement Tracking

· Incomplete Temporary Report

· Year End Vehicle

· Equipment by USDOT

· Vehicle GVW Fees

· Unit Status

· Originals Not Paid

· CMV Vehicle Registration Report

· Outstanding Partial Payment

· Denial/Suspension Report

· CSR Ledger Report

1.3.9.1.1 IRP Annual Report

Enter the expiration year for the desired report and select a delivery method from the dropdown list to generate the report as a PDF.

1.3.9.1.2 View Transmittal Report

To view the transmittal reports select the report type from the dropdown and the transmittal month from the dropdown and click on the PROCEED button at the bottom.

Transmittal reports include the following:

· Audit Uniform Transmittal Notice

· Error Correction Transmittal Recap

· IRP Transmittal

· Summary Report

· Transmittal Recap

· Uniform Transmittal Notice

· Refund Transmittal

1.3.9.1.3 Jurisdiction Summary Report

To generate the Jurisdiction Summary report, enter the FROM and TO date, select the CMV FLEET TYPE from the Drop Down list and click on the PROCEED button.

1.3.9.1.4 Account List Report

To Generate the Account List report, enter the REGISTRATION YEAR and click PROCEED.

1.3.9.1.5 Non-Renewed Account Report

To generate the Non-Renewed Account report, select the CVM FLEET TYPE from the drop down, enter the FLEET REGISTRATION YEAR and click PROCEED.

1.3.9.1.6 Daily User Report

From the Admin/Report menu do the following:

· Select Daily User Report

· Enter the Inventory Date

· Enter the User ID (optional)

· Select the Report By from the drop down

· Select the Service Location from the drop down

· Select the County (optional based on Report By and Service Location)

· Select PROCEED.

1.3.9.1.7 TA Report

From the Admin/Report menu do the following:

· Select TA Report

· Enter the FROM and TO Date

· Select the CMV FLEET TYPE from the drop down

· Select the REPORT TYPE from the drop down

· Select PROCEED.

1.3.9.1.8 Ledger Report

Ledger reports will provide transaction information on a daily basis or range of dates for a given user, office and overall summary. The reports will be used to verify K-COVRS transactions on the Office Deposit as well as providing additional breakdowns to KDOR and County Offices financial. They will also be used to balance the monthly IRP transmittals to the clearinghouse.

To access the daily ledger reports for IRP, select Ledger Reports from the Admin tab on the IRP/CMV menu. The reports include:

· Summary Daily Receipt Report

o Allows the user to select a range of dates.

· Daily Detail Report

o Provides detailed information by user within an office

o Transactions that resulted in a negative net due are recorded separately

· Web Summary Report

o Transactions that were paid by external web users

· Daily Ledger

o Summary information for each user and office as well as a grand total

o Transactions that resulted in a negative net due (Refunds) are recorded separately

Ledger Report

· Select the REPORT TYPE from the drop down

· Enter the FROM and TO DATE

· Select the REPORT TYPE from the drop down

· Select the SERVICE LOCATION from the drop down

· Select the COUNTY from the drop down (optional)

1.3.9.1.9 CSR Ledger Report

From the ADMIN menu, pick CSR Ledger Report.

· Select the Payment Date

· SERVICE LOCATION is the Service Location of the user logged in

· Click PROCEED.

1.3.9.1.10 Supplement Tracking Report

· From the ADMIN/REPORT menu, select SUPPLEMENT TRACKING REPORT.

· Enter FROM DATE and TO DATE

· Select the CMV FLEET TYPE from the drop down

· Select PROCEED to create the report

1.3.9.1.11 Incomplete Temporary Report

· From the ADMIN/REPORT menu, select INCOMPLETE TEMPORARY REPORT.

· Enter FROM DATE and TO DATE

· Select the CMV FLEET TYPE from the drop down

· Select PROCEED to create the report

1.3.9.1.12 Year End Vehicle Report

· From the ADMIN/REPORT menu, select YEAR END VEHICLE REPORT.

· Enter REPORT YEAR

· Select the CMV FLEET TYPE from the drop down

· Select PROCEED to create the report

1.3.9.1.13 Equipment by USDOT Report

· From the ADMIN/REPORT menu, select EQUIPMENT BY USDOT REPORT.

· Enter USDOT NO

· Enter FLEET EXPIRATION YEAR

· Select PROCEED to create the report

Need screen shot

1.3.9.1.14 Vehicle GVW Fees Report

· From the ADMIN/REPORT menu, select VEHICLE GVW FEES REPORT.

· Select the CMV FLEET TYPE from the drop down

· Enter FROM DATE and TO DATE

· Select PROCEED to create the report

1.3.9.1.15 Unit Status Report

· From the ADMIN/REPORT menu, select UNIT STATUS REPORT.

· Enter the ACCOUNT, FLEET NUMBER, FLEET EXPIRATION YEAR

· Enter the SUPPLEMENT NUMBER (optional)

· Select PROCEED to create the report

· If supplement number was not provided, select SUPPLEMENT to create the report

1.3.9.1.16 Originals Not Paid Report

From the ADMIN/REPORT menu, select ORIGINALS NOT PAID REPORT.

Enter the FLEET EXPIRATION YEAR
Select PROCEED to create the report

1.3.9.1.17 CMV Vehicle Registration Report

From the ADMIN/REPORT menu, select CMV VEHICLE REGISTRATION REPORT.

Enter the REPORT YEAR
Select PROCEED to create the report

1.3.9.1.18 Outstanding Partial Payment Report

From the ADMIN/REPORT menu, select CMV VEHICLE REGISTRATION REPORT.

· Enter FROM DATE and TO DATE

· Select QUARTER from the drop down

Select PROCEED to create the report

1.3.9.1.19 Denial/Suspension Report

From the ADMIN/REPORT menu, select DENIAL/SUSPENSION REPORT.

· Enter the REPORT TYPE

· Enter FROM DATE and TO DATE

Select PROCEED to create the report

Need screen shot

1.3.9.2 Batch Processes

1.3.9.2.1 Overview

The user interface for all batch processes consists of the following processes:

· Submit batch process to execute.

· Perform enquiries about the status of the execution.

· View logs.

· View Report/Results.

The IRP Transmittal batch process will be used as an example.

Do the following to submit the job for execution:

· Select the BATCH PROCESS from the drop down.

· Enter the required parameters.

o For FROM DATE and TO DATE and OPERATION CODE

· Select PROCEED to submit the job for execution.

· Select BATCH INQUIRY to see the status of the job.

To see job status do the following:

Selct the BATCH JOB from the drop down.
Enter an RUN FROM DATE.
Enter a RUN TO DATE.
Optionally, enter a status, IP adress, or specific user id.
Select PROCEED to display the results.
Select VIEW link to the right of the batch job to review the log information.

Display of the log information.

Return back to the main batch processing screen.

To review the logs for completed jobs do the following:

· Select the BATCH PROCESS.

· Select VIEW LOG – mandatory parameters do not have to be entered.

· Select VIEW link to the right of each log to display.

· Delete old logs by selecting the delete checkbox and DELETE REPORTS.

To review the reports/results for sucessfully completed jobs do the following:

· Select the BATCH PROCESS.

· Select VIEW reports – mandatory parameters do not have to be entered.

· Select VIEW link to the right of each report to display.

· Delete old reports by selecting the delete checkbox and DELETE REPORTS.

1.3.9.2.2 Estimate Distance

Use Estimated Distance to calculate the estimated distance chart as required by the IRP plan. The process provides a report of the chart and makes the chart available for use by KCOVRS.

The input parameters are:

· Estimated Year.

· Number of Years.

Estimated Year is the distance year to start with and the Number of Years is the number of years to use in the calculation. According to the IRP plan, you calculate the estimated distance chart once every three years; however, you can calculate it once a year.

1.3.9.2.3 IRP Transmittal Reports

To generate IRP Transmittal Reports, perform the following steps from the IRP level menu.

· Select ADMIN/BATCH PROCESS to display the Batch Process screen.

· Select IRP Transmittal from the Batch Process dropdown box.

· Enter the appropriate dates.

· Select the appropriate Operation Code listed below.

o All – Users will run this to generate the transmittal for the given period. User will enter the time period for the transmittal.

o The remaining options are used to assist with balancing concerns and are normally used by support staff.

§ Initialize Data.

Ø Creates detail information.

§ Summary Report.

Ø Generate information for the summary reports.

§ Clearing House and Records to be Remitted.

Ø Once the reports are balanced, the clearinghouse files are created.

§ Generate Reports.

Ø Inserts a record in the Recap table and generates the following reports:

Ø Audit Uniform Transmittal Notice.

Ø Error Correction Transmittal Recap.

Ø IRP Transmittal.

Ø Summary Report.

Ø Transmittal Recap.

Ø Uniform Transmittal Notice.

Ø Refund Transmittal.

1.3.9.2.4 Remittal Process

Once the Transmittal files have been sent to the Clearinghouse and verified for accuracy, the IRP supplements included in the transmittal are updated with a remitted date. Usually this function is performed by support personnel.

1.3.9.2.5 Renewal Notice

The renewal notices generate monthly for IRP and are normally generated 90 days prior to the fleet expiration date.

To begin the process, do the following:

· Select “All Account“ from Account drop down.

· Enter the Renewal Year.

· Enter the Fleet Expiration Month.

1.3.9.2.6 MCS150

To perform this function, do the following:

· Enter the location of the MCS150 file.

· Select PROCEED to load the file.

1.3.9.2.7 Suspension

To perform this function, do the following:

· Enter the RUN DATE

· Select PROCEED to submit the job for execution

· Creates the letters for the suspension process and updates the accounts to suspended.

1.3.9.3 Generate Address Label

Generate address labels either generates address labels for one carrier or a group of carriers (active or all).

To generate for SELECTED CARRIERS:

· Select “SELECT CARRIERS” from the drop down.

· Enter the ACCOUNT No.

· Enter the FLEET EXPIRATION YEAR.

· Select PROCEED to generate the labels.

To generate for ALL/ACTIVE CARRIERS:

· Select either ALL CARRIERS or ACTIVE CARRIERS from the drop down.

· Enter the FLEET EXPIRY YEAR if required.

· Enter FLEET EXPIRY MONTH, if required.

· Select PROCEED to generate the labels.

1.3.9.4 Update Supplement Effective Date

The system will provide the facility to update a supplement effective date. This is used if the supplement effective date was entered incorrectly at the beginning of a supplement. The supplement effective date is used for the calculation of fees and therefore the supplement would need to be re-invoiced; therefore, the supplement must be in open status to change the date. Function cannot be done on converted supplements. Changing supplement effective date on supplement zero will not change the expiration date of the fleet.

Do the following to change the supplement effective date:

· Enter the account number.

· Select PROCEED.

· A list of open supplements will be displayed.

· Select the supplement you want to change.

· The update screen will display the old effective date. Set the new effective date.

· Select PROCEED.

· A Validation screen will display. The supplement will calculate the fees for the number of registration months. Make sure it is correct.

· Either select UPDATE to save the changed date or BACK to change the date again.

· Advise the IRP processor to go to WIP to recalculate the invoice.

1.3.10 IRP Audit

1.3.10.1 Audit Selection

Audit select assists the auditors in selecting accounts for audit. To create and audit selection sample do the following:

· Select AUDIT SELECTION from the ADMIN/IRP Audit tab.

· Enter the AUDIT YEAR for the data being sampled.

· Enter ANALYSIS DURATION (YEARS) – the number of years to analysis for the sample.

· Select either one county or ALL from the COUNTY CODE drop down.

· Select APPLICATION IRP

· Enter a SAMPLE NAME – used for searching only.

· Enter the AUDITOR NAME – used for searching only.

· Select SAMPLING STRATIFICATION - stratification

· Enter the SAMPLE PERCENTAGE – should be 100.

· Select PROCEED and the system will display the accounts/fleets that match the selection criteria.

From the selection screen, the authorized user can do the following:

· Adjust the LARGE and SMALL threshold amounts – based on number of units.

· ADD ACCOUNT – enter an account number not in the list and select ADD.

· Delete an account – select the DELETE checkbox next to the account and select DELETE.

· Select PROCEED to finalize the list of accounts/fleets for the sample.

· Select PROCEED from the verification screen – system will gather all the information required for the accounts/fleets specified and display the criteria screen.

From the criteria screen, the authorized user can select SIMPLE or ADVANCED. The simple screen sets the criteria base on Levels. The levels coincide with the number of selection criteria on the ADVANCED screen. Level 1 will select the first criteria at 100%; Level 2 will select the first two criteria each at 50%, etc.

The criterion is used to assign a point value for ranking the accounts/fleets.

On the advanced screen, the user can select the criteria and a high/low designation to adjust the weighted points assigned.

Select PROCEED after the criteria are provided. The system will calculate the point values for each account/fleet and display the REPORT screen.

From the Report screen, the authorized user can do the following:

· Indicate the percentage of large, medium and small account to include in the reports

· Select reports – some of the reports are provided below

o Account by weight

o Summary

o Detail

o Sample Vehicle

o Stratification

· Export to Excel – exports the report to excel

· Save the selection for later retrieval

Summary Report

Account by Weight report

Account Detail Report

1.3.10.2 Audit Upload

Do the following to upload audit results from a predefined XML file:

· Select AUDIT UPLOAD from the Audit menu

· On the Audit Upload screen enter the following:

o Use BROWSE to find the flat file on the local computer drive.

· Select PROCEED – If edits are passed, the audit results will be uploaded.

1.3.10.3 Audit Download

The audit download function allows the download of fleet information for use by the auditor. The output file is a predefined XML file provided by KS.

To download information, the authorized user does the following:

· Select AUDIT DOWNLOAD from the Audit tab

· Enter the ACCOUNT NO.

· Enter the FLEET NO.

· Enter the FLEET EXPIRATION YEAR

· Select PROCEED to gnerate the file.

· Select the “Click Here” to download the XML file to a local directory

· Sample XML Download file

1.3.10.4 Audit Select WIP

To do Work-in-Progress for Audit Select, the authorized user can do the following:

· Select Audit Select WIP from the Audit tab

· Enter one of the following to identify the audit sample:

o AUDIT YEAR

o SAMPLEID

o SAMPLE NAME

o AUDITOR NAME

· Select PROCEED to display a list of sample that match the criteria

· Select the SAMPLE NAME to continue with the audit sample.

1.3.10.5 Audit Carrier Report

To create the Apportioned Vehicle list do the following:

· Select Carrier Report Vehicle List from the ADMIN -> IRP Audit tab

· Enter FLEET EXPIRATION YEAR

· select PROCEED to create the report

· An Excel Spreadsheet is provided with the list of carriers and applicable information

1.3.10.1 Audit Inquiry

The audit inquiry function allows the user to perform an inquiry on an uploaded file and provides the ability to add the payment date for the IRP transmittal processing.

To perform and inquiry/update, the authorized user does the following:

· Select AUDIT INQUIRY from the ADMIN -> IRP AUDIT tab

· Enter at a minimum the ACCOUNT NO

· Select PROCEED to display a list of uploaded audit files

· Select VIEW on the right side of the item to review or update

· Once the audit information is displayed, the user can select QUIT or update the PAYMENT DATE and select PROCEED to save the payment date.

Appendix A - Acronyms

Supplement Abbreviation	Supplement Description	Vehicle Service Abbreviation	Vehicle Description Abbreviation
AAC	New Account	AAC	New Customer Account
AFF	Fleet to Fleet Transfer	AFF	Fleet to Fleet – From
XFF	Fleet to Fleet Transfer	AFT	Fleet to Fleet – To
AFL	New Fleet	AFL	Add Fleet
AJU	Add Jurisdiction	AJU	Add Jurisdiction
AVE	Add Vehicle	AVE	Add Vehicle
AXV	Transfer Plate	AXF	Add with Transfer – From Vehicle
AXV	Transfer Plate	AXT	Add with Transfer – To 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
EOD	Error Correction – DO Vehicle	AVE	Error Correction – Add Vehicle
EOU	Error Correction – UNDO Vehicle
RCC	Replace Cab Card	RCC	Replace Cab Card
REI	Reinstatement		Reinstatement
RTG	Replace Plate	RTG	Replace Plate
RWC	Renewal	AVE	Renewal – Add Vehicle
RWC	Renewal	CVF	Renewal – Amend Vehicle
RWC	Renewal	DEV	Renewal – Delete Vehicle
RST	Replace Validation Sticker	RST	Replace Validation Sticker
VCV	VIN Correction	VCV	VIN Correction
EOD	Do Distance		Error Correction – Do Distance