Frequently asked questions: E-Permitting

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The switch to E-Permitting

What is E-Permitting?
E-Permitting is the electronic process used to issue vehicle dealer temporary permits to customers who buy vehicles from Washington-licensed dealerships. These permits are issued with the new online E-Permitting system.
What will I need to access and use the E-Permitting system?
You will need:
  • A computer with any operating system (e.g. Windows) and any of the following browser software:
    • Internet Explorer 6 or newer
    • Firefox 2 or newer
    • Safari 3.1 or newer
  • Internet access (broadband, DSL, or dial-up)
  • A laser or inkjet printer
  • Paper
When will dealers have to start using the new E-Permitting System?
By July 1, 2011, all Washington-licensed vehicle dealers that issue dealer temporary permits will be required to use it. Dealers that don’ apply for E-Permitting by April 1, 2011, are not guaranteed access to the E-Permitting system on July 1, 2011.
Why are dealerships required to use the new E-Permitting system?
The 2008 legislature passed RCW 46.16.045(05), which requires all dealerships to use E-Permitting by July 1, 2011. The bill was passed in an effort to automate the dealer temporary permit process. In the interest of public safety, the bill also enables law enforcement to check E-Permit and paper permit records.
Who is using the new E-Permitting system?
Washington-licensed vehicle, miscellaneous, off-road, and snowmobile dealers and the Department of Licensing. Law enforcement also has access to the permit records created by the system.
What are the benefits of using the E-Permitting system?
  • You don’t have to keep a stack of cardboard permits.
  • You get advanced reporting features to manage dealer temporary permits.
  • You can easily print replacement permits.
  • Law enforcement will have instant access to dealer temporary permit registration information.
How do I get access to the new E-Permitting system?
Follow the steps detailed on Getting started.
Is there a cost to use the E-Permitting system?
No, the system is free of charge. The only expense you may have would be the cost of a computer, printer, printer paper, or Internet access if you need to purchase them.
Do I have to be a member of an association to use the E-Permitting system?
No. The E-Permitting system is intended for all Washington-licensed dealers to use on Washington-licensed vehicles, miscellaneous, off-road vehicles, snowmobiles, trailers, and campers.
Will vessel dealers or miscellaneous-licensed dealers use the E-Permitting system for vessels?
No. The E-Permitting system is only for vehicles. Dealers authorized to sell vessels will still issue cardboard temps.
How are dealerships being notified of the switch to E-Permitting?
In a number of ways:
  • The Washington State Auto Dealers Association, Washington State Independent Auto Dealers Association, and Washington State Motorsports Dealers Association are notifying their members.
  • We are including articles about E-Permitting in the Fair Dealer newsletter.
  • Vehicle licensing offices are providing information to the dealers they do business with.
Once we begin to use E-Permitting, are we required to use it for all our sales or can we gradually switch to the new process?
You aren’t required to use the E-Permitting system until July 1, 2011. After July 1, 2011, you may only use cardboard temps if the E-Permitting system is down or you are at an event selling cars without an Internet connection.
Did you work with the main automotive computer vendors to create a way to transfer data from our main computer system to the E-Permitting system? Are there plans to create one in the future?
No, we discussed this question early in the project and decided it wouldn’t be practical to connect with these products. In order build a system that could transfer data reliably, we would need to know all the products every dealer uses (ADP, Reynolds and Reynolds, etc.). Then, if we make a change to the E-Permitting system that impacts any of these products, the companies would need to change their products within our timeframe to meet our requirements. We would also have to change the E-Permitting system every time any of these companies make a change in their product.

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Forms and SecureAccess Washington

Is there a cost to register with SecureAccess Washington?
No.
What is a location code, and where do I find it?
The location code is assigned by Master Business Licensing when you receive your dealer license. It can be found in the upper right corner of your Master Business License.
We have one dealer number that covers multiple locations. Do I need to send in a separate Vehicle Dealer E-Permit Online Access Application for each location code?
Yes. When you sign up for E-Permitting, you will have to register each location separately. You will need to fill out and send in an application for each physical location you have (not including vessel dealer locations).
Our dealership has more than one dealer license number. Do I need to send in a separate Vehicle Dealer E-Permit Online Access Application for each dealer number?
Yes. You will need to fill out and send in an application for each dealer number you have (not including vessel dealer licenses).
I work for more than one dealership. Do I have to create a separate SecureAccess Washington (SAW) account for each dealership?
Yes.

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E-Permits and cardboard temps

Where do I purchase E-Permits?
You can purchase up to 99 E-Permits at a time at any vehicle licensing office. But instead of a stack of permits, you will get a receipt for your purchase and an automatic credit to your online account that will allow you to issue the number of permits purchased through the online system.
How do I issue E-Permits?
If you are a Washington-licensed dealer, you will access the E-Permitting system through the Internet on your own computers. To get access to the E-Permitting system, you must first submit a completed Adobe PDF iconVehicle Dealer E-Permit Online Access Application.
Can I purchase E-Permits for my main dealership location and share them with our other locations?
No, each dealership location is set up independently from the others. When you purchase E-Permits from your local licensing office, the permits are only assigned to the dealer number and location code you provide. If you need to send E-Permits to a different location, you must do it at the time of purchase. Simply provide the location code you want to purchase the E-Permits for, and they will be sent electronically to that location.
Will I be able to purchase cardboard temps after July 1, 2011 to use when the E-Permitting system is down?
Yes, you will still be able to purchase cardboard temps after July 1, 2011 if you are signed up for the E-Permitting system. You will only be able to use the cardboard temps as backup if the E-Permitting system is down or if you are selling at an events without Internet connection. You won’t be able to purchase cardboard temps if you aren’t signed up for the E-Permitting system.
Can I file for a refund on cardboard temps that aren’t used by the July 1, 2011 cutoff date?
No, there are no refunds for the cardboard temps. You can use them as backup if the E-Permitting system goes down
Can I apply for a refund on an E-Permit if the purchase of a vehicle from a customer falls through?
No, refunds are only made when a dealer goes out of business.
Our business has just been bought by another dealership. Can I transfer our existing available E-Permits to the new dealership?
No, available E-Permits for one dealer cannot be transferred to another dealer. However, you can request a refund for your remaining E-Permits. The new dealership will have to apply for access to the E-Permitting system for their assigned dealer number and location code, and then purchase new E-Permits for their dealership.

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Using E-Permitting

Are dealers required to enter cardboard temps they issue into the E-Permitting System?
It isn’t required until July 1, 2011. However it is a good idea to enter them in the system so an E-Permit record is created for law enforcement.
Should ORVs and snowmobiles get E-Permits?
Yes. E-Permits will be used for off-road vehicles, snowmobiles, trailers, and campers — everything except vessels.
I have more than one location for my dealer number. How does that work?
When issuing an E-Permit, you will need to provide both your dealer number and the location code so we know which dealership location the E-Permit should be assigned to.
Does the E-Permit application have to be completed at the time of the sale, when the customer is present?
No, but it is recommended for 2 reasons:
  • The Review screen (with optional printout) is used to confirm all of the information is accurate. It is best if customers confirm this information themselves.
  • The registered owners must sign the Temporary Registration form before it is placed in the vehicle. However, it doesn’t have to be witnessed or notarized.
Does E-Permitting automatically calculate the fees for us, or will we still need to manually input the fees?
The E-Permitting system doesn’t contain fee information or automatically calculate the fees. You must manually fill in those numbers.
Are dealers required to keep hard copies of the permit log in their files with the new E-Permitting System?
No, you don’t have to print out the E-Permit Log and Paper Permit Log unless they are needed. Your E-Permit Log and Paper Permit Log are available in the E-Permitting system for 6 years, and you can view or print the logs at any time.
What do we do when the E-permitting system is down and we can’t issue an E-Permit?
Issue a cardboard temp. That is why we recommend each office keep some cardboard temps on hand. As soon as the E-Permitting system is up, you should enter the cardboard temp to law enforcement will have access to the record. Starting July 1, 2011, you will be required to enter the cardboard temp into the system as soon as it is up.
What is the download template for paper permit log used for?
You can print out the template and fill it in by hand if you aren’t entering paper permits into the system. By law, you must maintain a record of each dealer temporary permit form, including:
  • date and location of purchase for each permit and permit number.
  • identification of vehicle delivery on temporary permits.
  • dates of vehicle sales, leases, and deliveries.
You may use the template for manual entry of the required information until July 1, 2011. After July 1, 2011, both paper permits and E-Permits must be entered into the E-Permitting system, and you may issue paper permits only when the E-Permitting system is down. The template will be removed from the system after July 1, 2011.
What goes in the required Driver License area if someone without a driver license wants to purchase a vehicle that will be driven by someone else?
Put “EXEMPT” in the driver’s license/ID card/UBI field.
If we make an error on an E-Permit, can we correct it in the E-Permitting system or do we need a certificate of fact?
It depends on the error and where you are in the process.
  • If you find an error before you finalize the transaction, you can click the “edit” link for that section to go back and make your change.
  • If you find an error after you complete the transaction and print out the permit documents, you cannot go back and make corrections online. You will need to use the same process you use for paper permits for correcting errors.
How do you void a permit after the 96-hour period?
You may use the “revoke” option in the E-Permitting system to void a permit within 96 hours after issuance. After that time has elapsed, you will need to print out the permit and complete a Certificate of Fact to document why it wasn’t properly voided within the 96 hours. You must keep the voided permit in your office for 6 years for audit purposes.
Do we have to notify Department of Licensing when adding, removing, or updating employee information on the E-Permitting system?
Yes, the dealership owner or manager must complete a Adobe PDF iconVehicle Dealer E-Permit Online User List Modification form. The modification form is used to add new users, remove users, or update user information (name change, etc.). The form must contain the correct dealer number or location code of the employee.

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Law enforcement and fraud

Won’t E-Permits make it easier to commit fraud, since they use regular paper?
All E-Permits have supporting records connected to them. Law enforcement can look up these electronic records. If they find that an E-Permit doesn’t have a record or the record doesn’t match the vehicle, law enforcement can issue charges of fraudulent activity. E-Permits are printed on regular paper so all dealerships can use the system with paper purchased locally.
Will law enforcement have access to E-Permit records?
Yes. One of the benefits of the new system is that each E-Permit issued and each paper permit logged into the system creates a record that can be accessed by all levels of law enforcement. The permit records are available to law enforcement immediately after the transaction is completed.

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