FREQUENTLY ASKED QUESTIONS
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Currently, only 10% of all dealer transactions are reviewed for accuracy prior to the title being issued. As most dealers are aware, this creates an opportunity for errors in the titling process, incorrect lienholders added and suspense holds. By adding a QA process, which will review 100% of all dealer transactions across the South Carolina, a higher level of title accuracy will be attained, titles will be issued faster and customers will receive better service.
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Effective Nov. 18, 2024, QA becomes a mandatory part of the EVR process. All transactions within your Service Provider will be routed to the QA entity (SCDS) for review prior to being sent to the South Carolina Department of Motor Vehicles (SCDMV).
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After you have finalized the transaction in your EVR Service Provider’s system, the data and documents are sent to the QA team for review, prior to the DMV receiving them. Once reviewed, and Approved, your Service Provider will send the information to the SC DMV for title and plate issuance.
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QA is tasked with ensuring the data within the EVR system matches the information on the associated paperwork. This means all data must match including: Year, Make, Model, Odometer, Owners, Lenders, Sale Price and Signatures. It will also ensure the correct paperwork it utilized for the type of transaction it is.
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The QA entity will reject the transaction and return the reasons for rejection to the Service Provider in order for you to correct the mistakes. You will then resubmit the transaction and it will go through the QA process again.
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QA will reject a packet for the following reasons:
- Data Mismatch- EVR data and documentation are different
- Data Missing on documents- documents are not completed fully
- Documents Missing- documents required for the transaction are not included
- Incorrect Documents- the wrong documents were uploaded
- Signature(s) Missing- one or more documents do not have the correct signature
- Poor Scan Quality- the documents were not scanned correctly
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You can reach out to your Service Provider’s Customer Service team or you can send an email to qarejectionhelp@scdealerservices.com. If agreed, a credit will be issued, and the transaction can be resubmitted to be approved. If the appeal is denied, the Dealer will need to make the requested changes and resubmit for review.
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Your Service Provider (CVR, DDI or TitleTec) will provide this information for you within their system. If the transaction is rejected, they will display for you the reason(s) for rejection and give you the opportunity to correct the mistakes and resubmit.
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SCDS will have 4 business days to approve or reject each transaction. Therefore, dealers should ensure they submit transactions with plenty of time for review. Should the transaction be rejected, allow sufficient time for another review prior to the 45 day cutoff time. If a transaction is not approved prior to 45 days after sale date, a late fee shall be applied to the transaction.
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SCDS operates from 8:00am to 5:00pm Monday through Friday. The staff follows the same holiday schedule as the SC DMV, therefore if the DMV is closed, SCDS is closed. Please keep this in mind as it pertains to long holiday weekends as your deals are approaching the 45 day time limit.
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Yes, per state law, there is a $5.00 charge for the QA process. The $5.00 will be charged by the EVR Service Provider at the time of transaction finalization in their system. You will be charged $5.00 each time the transaction receives a review, which could result in multiple charges for a transaction should it be rejected.
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Yes, per state law, the DMV is charging an electronic document fee of $5.00. This is in addition to the above state QA fee, so the total new charges are $10.00. The Service Provider will collect both fees and pay the entities accordingly.
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The current retention requirements will remain in effect for all documentation. SC Dealer Licensing is the entity which sets these requirements and will conduct all audits of paperwork. As of today, all documentation can be stored electronically as scans, including the title. Please ensure all packets are stored securely and are not accessible by anyone other than staff.
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Yes, by law you are allowed to charge the customer for the QA process and the DMV Document Fee on the Bill of Sale or Buyer’s Order. (If you are currently charging an Electronic Titling Fee, you can add the $10.00 to that line item. If you do not charge a fee, you can add it to your Documentation/Closing Fee as justification to increase your fee.) However, you are only able to recoup the initial $10.00. If the transaction is rejected by the QA entity, the Dealership will have to pay the additional $5.00 charge(s) and will not be able to recoup the additional charges. The DMV Document Fee is only charged once. The $5.00 charge may not be marked up.
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SCDS will be reviewing the data and documents to ensure they match, and all information is included. Some errors which are commonly seen are as follows:
- Missing reassignment on the title from a wholesale or auction
- Incorrect information on the Form 400 compared to the title. This could be VIN discrepancy, Year, Model, etc.
- The Bill of Sale or Lease Agreement information should match what is on the Form 400 in terms of Owners or Lessor & Lessee
- Odometer issues such as mismatch between the PTO & EVR system, brands (marked Actual when the current title states Exempt), etc.
- Omission of Lienholder or an Owner in either the EVR system or on the Form 400. The documents must match what is in the EVR system.
- Incorrect Out of State title number. Dealers often enter a “fake” title number to issue a temp tag and forget to update it to the correct number prior to submission.
- Supporting documents for a name change. These are often left out when the name has yet to be changed with the DMV. You must submit Marriage Certificates or other documents, not just an unofficial “One in the Same”.
Incorrect Proof of Residency documentation.
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Yes, the new process will now allow you to scan and upload the paperwork into the EVR Service Provider’s system instead of mailing to Blythewood. Effective 11/18/24, the DMV will no longer accept the paperwork from dealers and you will be required to upload scans of the documents. Your Service Provider should provide training on how this process is going to work within their system.
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Documents must be scanned utilizing an actual scanner which places the document into a PDF format. Pictures taken with your phone will be rejected by the QA Entity as these will be too large of a format and typically are of poor quality. The requirements of the scanner are as follows:
- Minimum of 200dpi, 400dpi is maximum due to file size requirements
- Color scans of the documents (the Title must be scanned in color)
- PDF format is required by the SC DMV. Your Service Provider may be able to convert from a TIFF or other format, but please consult with them
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The current retention requirements will remain in effect for all documentation. SC Dealer Licensing is the entity which sets these requirements and further information will be forthcoming on this. As of today, the paper title must be kept in its original format however all other documentation can be stored electronically as scans. Certainly you can also scan the title and keep it with the packet. Hopefully the requirement to keep the paper title will be removed.
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The short answer is No. There are fields on each form which are required to be complete and the DMV may have accepted it with blanks previously. However, part of the objective of the QA process is to ensure paperwork is completed correctly and completely. Since transactions will be reviewed by QA prior to the DMV receiving the data, there is now an opportunity to ensure it is correct. If your DMS does not complete all applicable fields, please work with them now to correct or be prepared to hand write the information.
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There are a couple of forms where issues have been identified during the pilot process. From the pilot, SCDS has commonly seen the following missing/blank fields on different forms:
Form 400: Prior Title State, Prior Title Number, Empty Weight, Fuel Type
PTO: Amount (Sale or Financed Amount), Date, Lienholder, Plate designation
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The TI-006 and MV-93/94 have the information required to be submitted as Proof of Residency (POR). Please note, if there are co-owners, the POR can be provided for either owner.
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Below are some examples:
- Fuel type mismatch: EVR states gas and the Form 400 states Hybrid. This must match as it impacts the Registration Fees associated with the plate.
- Purchase date: The Purchase Date must match in EVR, Form 400 and BOS. If you are delivering the vehicle on a different date than when you generate the Temp Tag, ensure the dates match prior to submission.
- Lienholder Missing: Either EVR or the Form 400 list a lienholder but not the other. Both EVR and the Form 400 must match.
- Owner Address: The Owner’s Address must match in EVR and the Form 400. If not, the address should be changed at www.scdmvonline.com and a Form 4057 must be included with the packet.
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No, both owners must sign the Form 400 to establish the initial title for the vehicle being purchased. After the title is issued, then only one of the owners would be required to transact on the vehicle. The DMV has granted a grace period until 1/31/25 for this change to be implemented.
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The system limitation is 20 documents. Therefore, if you receive 12 pages of military orders for example, just upload the first couple of pages which list the full name, duty station, date of orders, etc. There is not a need to include every single page. The same would be true for Proof of Residency documents or other multi-page items.
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No, the new process is just like the old one in which you could submit an unlimited number of transactions in a bundle and mail to Blythewood.
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The DMV has created an inbox where you can send Rejection Disputes after you have contacted qarejectionhelp@scdealerservices.com and still disagree. Please send emails to EVRQARejectionDispute@scdmv.net. This email is only to be utilized to submit a formal request to adjudicate whether a rejection was justified or not. It is not to be used for general questions.
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Documents have to be scans in PDF format in order to be accepted by the DMV. There are multiple options for scanners for your phone (CamScanner or GeniusScan are options) which provides a PDF quality scan of a document to submit. You are not allowed to simply take pictures of the entire packet and submit those to your Service Provider. The transaction will be rejected if the documents are not as clear as scanning them through a true scanner.
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If the LES states that their home state is different than SC (they are paying state income taxes in another state), then QA needs to validate their SC address. Please include the SC credential in the documents as Proof of Residence or provide the TI-006 and Proof of Residence documentation.
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All standard trucks, vans and passenger vehicles can be processed through EVR if they are stock equipment. If the Body Style is “CC”, and the chassis was upfitted with a body after manufacture (therefore creating a consolidates SC title), these types of vehicles must be walked in to the DMV. There is a title mismatch issue in the DMV’s system causing the need to walk these in. QA will do its best to reject these with the message to walk the vehicle in if we identify it is a problematic title.
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Since there are 2 separate parties involved in a lease, an Owner and a Registrant, the lease is different than a retail purchase. For signatures, both parties should sign the 400 since it is both a Titling & Registration document which impacts both parties. They can sign in the Owner & Co-Owner boxes or one on top of the other, that does not matter, but both should sign. For the PTO, the Lessor should sign the main section of the PTO and the Lessee sign the Property Tax Section for the plates. If you have POA for both parties, a single signature is acceptable. If the Lessee has POA for the Lessor, then a single signature is acceptable.
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Yes. Effective 1/31/25, if there are co-owners on the vehicle, regardless of the And/Or relationship, both owners must sign the Form 400. The reason is the title has not been established yet, therefore the selected relationship does not exist in law. As such, both owners must agree to the information contained within the 400 to establish the title and the relationship for future transactions.
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Yes. Effective 1/31/25, an owner must sign in the Property Tax Section to designate whether they are Purchasing or Transferring a plate. Previously, it only had to be signed if a new plate was being purchased, but this requirement has changed. If it is a lease, the Lessee should sign in the Property Tax Section for the plate. If you are using your old stock of PTOs which say, “if purchasing plate”, you can continue to utilize those, but the customer must still sign.