IRP Clearinghouse 4.0 Jurisdiction System Specifications ...€¦ · New document for Clearinghouse...

IRP Clearinghouse 4.0

Jurisdiction System Specifications (Revised Final for Data Standardization

Project)

RELEASE 12.04

February September 20175

INTERNATIONAL REGISTRATION PLAN, INC.

Copyright © 20157 IRP, Inc. August2015 February 2017 2

This document was produced by the International Registration Plan (IRP), Inc. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or information storage or retrieval systems, for any purpose other than the intended use by IRP, Inc., without the express written permission of IRP, Inc.

© 20157 IRP. All rights reserved.


Preface (Revision Log)

.

Revision Log Revision# Date Change description

1.0

2.0-2.3

Sept 2015

June-Nov 2016-

New document for Clearinghouse 4.0 and other minor changes. The following changes are the result of a Clearinghouse Data Standardization Project approved by the Board of Directors on January 19, 2016. • A list of standard supplement types, fuel types,

operation types and vehicle types are provided in Appendix E, Data Dictionary. Values for these fields will be validated on front end of application. All recaps not displaying the appropriate values will be rejected.

• The Combined Gross Vehicle Weight field description has changed to allow for Total Axles in this field for the foreign jurisdiction of Quebec. See appendix E, Data Dictionary.

• While the MM15 (vehicle) and MM20 (weight/fee) have always been required with each recap, the system will now validate that each recap includes these records before loading to database. See Appendix B.

• Further specification of corrected recaps is included in Appendix A.

• Unladen Weight (mandatory) and purchase price (mandatory) will now be validated on front end of the application.

• The Purchase date of vehicle goes from optional to mandatory and will be validated on application front end. See Appendix B and Appendix E.

• Pounds versus Kilograms clarified. If foregin jurisdiction Canadian, send Kilograms, if foreign jurisdiction US, send pounds. See Data Dictionary.

• Canadian Exchange Rate goes from optional to mandatory. See Appendix B.

• The Canadian Exchange Date field is change to “Invoice Date” and is a mandatory field. See Appendix B and E.

• Specific instructions for the consistent application of the MM25 record for separating fees for those jurisdictions with more than one fee on their schedule are included in new Appendix I. All fees must be separated in accordance with the Fee Types broken out in Appendix E, Data Dictionary.

• GVW and CGVW are mandatory fields but will now be validated at the front end of the application and if missing, the recap will be rejected.

• Other minor clarifications and explanations.

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• For Error corrections, the supplement type must be EC and must be accompanied by an MM30 text record with an explanation of the error. This will be validated on the front end of the application.

• Added definitions for supplement types and vehicle types.

Feb 2017 2.4 Added/Revised Error codes included in Appendix F. Also corrected inconsistent references to Bus codes from BS to BU throughout the document. Other minor edits.

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Table of Contents

1. INTRODUCTION .............................................................................................................................. 8

1.1 INTENDED AUDIENCE AND OBJECTIVES ......................................................................................................... 8 1.2 SUPPORTING DOCUMENTATION ...................................................................................................................... 8

1.2.1 Implementation Guide............................................................................................................................ 8 1.2.2 IRP Clearinghouse User Manual ........................................................................................................... 8 1.2.3 IRP Jurisdiction Administrator Manual ................................................................................................ 8 1.2.4 Clearinghouse 3.0 Reports Guide .......................................................................................................... 8 1.2.5 IRP Clearinghouse 3.0 and 4.0 FTP Instructions .................................................................................. 9 1.2.6 Business Requirements and Project Definitions .................................................................................... 9

1.3 REQUESTING HELP ......................................................................................................................................... 9 2. ApplicAtion Description ................................................................................................................. 9 3. System Architecture ..................................................................................................................... 12

3.1 OVERVIEW OF SYSTEM ARCHITECTURE ....................................................................................................... 12 3.2 COMMUNICATION SPECIFICATION ................................................................................................................ 15 3.3 SOFTWARE SPECIFICATION ........................................................................................................................... 15

3.3.1 Application Software: .......................................................................................................................... 15 3.3.2 Communication Software: ................................................................................................................... 15

3.4 ............................................................................................................................................................................ 15 3.4.1 Electronic Data Interchange Software: ............................................................................................... 15

3.5 SYSTEM REQUIREMENTS SPECIFICATION ...................................................................................................... 16 3.5.1 Deadlines ............................................................................................................................................. 16 3.5.2 Response time ...................................................................................................................................... 17 3.5.3 Information Availability ....................................................................................................................... 17 3.5.4 Security requirements .......................................................................................................................... 17

Appendix A - Process Description ...................................................................................................... 18 1. Introduction .................................................................................................................................. 19 2. Processes ..................................................................................................................................... 19

2.1 TRANSMITTING A RECAP TO THE CH ............................................................................................................ 19 2.2 PERFORMING AN INQUIRY ON EXISTING RECAP(S) ....................................................................................... 20 2.3 UPDATING A RECAP OR TRANSMITTING A CORRECTED RECAP..................................................................... 20 2.4 PERFORMING NETTING FUNCTION ................................................................................................................ 21

Appendix B - Files Transmitted .......................................................................................................... 22 1. Introduction .................................................................................................................................. 23 2. Required/Optional Fields ............................................................................................................. 23 3. File Formats .................................................................................................................................. 24

3.1 RECAP FLAT FILE ......................................................................................................................................... 24 3.1.1 Description .......................................................................................................................................... 24

4. RECAP FLAT FILE- COBOL Copybook ....................................................................................... 26 Appendix C - Screens .......................................................................................................................... 32 1. Introduction .................................................................................................................................. 33 Appendix D - Reports .......................................................................................................................... 34 1. Introduction .................................................................................................................................. 35

1.1 SAMPLE REPORTS – DESCRIPTION ................................................................................................................ 35 Appendix E - Data Dictionary .............................................................................................................. 36 Appendix F - Error Codes ................................................................................................................... 56 1. DESCRIPTION ............................................................................................................................... 57 Appendix G - Sample Programs ......................................................................................................... 84 1. SAMPLE W .................................................................................................................................... 85 2. SAMPLE R ..................................................................................................................................... 89 Appendix H - Recap Return Data / Recap Purge Process ................................................................. 94 1. Introduction .................................................................................................................................. 95

1.1 PROCESS ....................................................................................................................................................... 95


1.1.1 Jurisdiction Requirements ................................................................................................................... 95 2. Purge Data Process: ..................................................................................................................... 95 Appendix I – MM25 Record Instructions and Examples .................................................................. 961............................................................................................................................................................... 1........................................................................................................................................ INTRODUCTION................................................................................................................................................................ 5

1.1 INTENDED AUDIENCE AND OBJECTIVES ......................................................................................................... 5 1.2 SUPPORTING DOCUMENTATION ...................................................................................................................... 5

1.2.1 Implementation Guide............................................................................................................................ 5 1.2.2 IRP Clearinghouse User Manual ........................................................................................................... 5 1.2.3 IRP Jurisdiction Administrator Manual ................................................................................................ 5 1.2.4 Clearinghouse 3.0 Reports Guide .......................................................................................................... 5 1.2.5 IRP Clearinghouse 3.0 and 4.0 FTP Instructions .................................................................................. 6 1.2.6 Business Requirements and Project Definitions .................................................................................... 6

1.3 REQUESTING HELP ......................................................................................................................................... 6 2. ApplicAtion Description ................................................................................................................. 6 3. System Architecture ....................................................................................................................... 9

3.1 OVERVIEW OF SYSTEM ARCHITECTURE ......................................................................................................... 9 3.2 COMMUNICATION SPECIFICATION ................................................................................................................ 11 3.3 SOFTWARE SPECIFICATION ........................................................................................................................... 11

3.3.1 Application Software: .......................................................................................................................... 11 3.3.2 Communication Software: ................................................................................................................... 11

3.4 ............................................................................................................................................................................ 11 3.4.1 Electronic Data Interchange Software: ............................................................................................... 11

3.5 SYSTEM REQUIREMENTS SPECIFICATION ...................................................................................................... 12 3.5.1 Deadlines ............................................................................................................................................. 12 3.5.2 Response time ...................................................................................................................................... 13 3.5.3 Information Availability ....................................................................................................................... 13 3.5.4 Security requirements .......................................................................................................................... 13

Appendix A - Process Description ...................................................................................................... 14 1. Introduction .................................................................................................................................. 15 2. Processes ..................................................................................................................................... 15

2.1 TRANSMITTING A RECAP TO THE CH ............................................................................................................ 15 2.2 PERFORMING AN INQUIRY ON EXISTING RECAP(S) ....................................................................................... 16 2.3 UPDATING A RECAP OR TRANSMITTING A CORRECTED RECAP..................................................................... 16 2.4 PERFORMING NETTING FUNCTION ................................................................................................................ 17

Appendix B - Files Transmitted .......................................................................................................... 18 1. Introduction .................................................................................................................................. 19 2. Required/Optional Fields ............................................................................................................. 19 3. File Formats .................................................................................................................................. 20

3.1 RECAP FLAT FILE ......................................................................................................................................... 20 3.1.1 Description .......................................................................................................................................... 20

4. RECAP FLAT FILE- COBOL Copybook ....................................................................................... 22 Appendix C - Screens .......................................................................................................................... 28 1. Introduction .................................................................................................................................. 29 Appendix D - Reports .......................................................................................................................... 30 1. Introduction .................................................................................................................................. 31

1.1 SAMPLE REPORTS – DESCRIPTION ................................................................................................................ 31 Appendix E - Data Dictionary .............................................................................................................. 32 Appendix F - Error Codes ................................................................................................................... 51 1. DESCRIPTION ............................................................................................................................... 52 Appendix G - Sample Programs ......................................................................................................... 68 1. SAMPLE W .................................................................................................................................... 69 2. SAMPLE R ..................................................................................................................................... 73 Appendix H - Recap Return Data / Recap Purge Process ................................................................. 78 1. Introduction .................................................................................................................................. 79

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1.1 PROCESS ....................................................................................................................................................... 79 1.1.1 Jurisdiction Requirements ................................................................................................................... 79

2. Purge Data Process: ..................................................................................................................... 79

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55. INTRODUCTION

55.11.1 Intended Audience and Objectives This document presents the IRP Clearinghouse system specifications as they relate to the jurisdiction responsibilities in the IRP Clearinghouse system. The requirements provided are written at a high level; additional detailed implementation specifications should be developed before implementation. The objective is to: • Communicate the system specifications of the IRP Clearinghouse to the jurisdictions

for verification and approval. • Describe the design and architecture of the IRP Clearinghouse to jurisdictions for

verification and approval. • Provide all the information necessary for the development of the IRP Clearinghouse

by jurisdictions. 55.21.2 Supporting Documentation In addition to the Jurisdiction System Specifications document, additional manuals are available. The following documents represent the concepts of the IRP Clearinghouse as defined by the IRP Clearinghouse Committees, and based on the original mainframe based system. Copies of all documents are available on www.irponline.org. 55.2.11.2.1 Implementation Guide This document provides assistance to the jurisdictions in implementing the IRP Clearinghouse by providing a logical methodology for coordinating among the jurisdiction, the IRP Clearinghouse, and the various service providers. 55.2.21.2.2 IRP Clearinghouse User Manual This document serves as the training and help documentation. It includes detailed tutorials on how to view, and back-out recaps; request reports; the jurisdiction’s roles in netting and post-netting procedures and screen prints of all the Clearinghouse screens. This documentation is available at www.irponline.org. . 55.2.31.2.3 IRP Jurisdiction Administrator Manual This document is a guide for the new functionality in Clearinghouse 3.0 and above, for user account management at the jurisdiction level. 55.2.41.2.4 Clearinghouse 3.0 Reports Guide This document includes a visual representation and explanation for all current Clearinghouse reports in Clearinghouse version 3.0 and 4.0, and how each is used by a jurisdiction.

http://www.irponline.org/


55.2.51.2.5 IRP Clearinghouse 3.0 and 4.0 FTP Instructions This document includes detailed instructions for creating a secure FTP connection from the jurisdiction domain direct to the Clearinghouse for versions 3.0 and 4.0. 55.2.61.2.6 Business Requirements and Project Definitions This document provides background information used for the development of the Clearinghouse Web Site system. 55.2.6.11.2.6.1 Business Requirements This document represents the business requirements of the IRP Clearinghouse project. It is intended for those interested in an overview of the data and functional requirements from a business point of view. Its objectives are to provide a current description of the key players, and to identify and describe all the business processes. 55.2.6.21.2.6.2 Project Definitions This document provides an introduction and scope of the Clearinghouse project 55.31.3 Requesting Help Questions and suggestions for enhancements may be directed to IRP, Inc.: Contact: IRP Clearinghouse Support Hours: Monday through Friday 8:00 am - 5 pm Eastern Time Telephone: (703)963-1286 Fax: (703)831-8757 56.2. APPLICATION DESCRIPTION The purpose of the IRP Clearinghouse project is to facilitate the electronic exchange and reconciliation of registration fee information among jurisdictions under the International Registration Plan. Electronic exchange and reconciliation of registration fee information will be facilitated by a central computer system, the Clearinghouse (CH). Participating IRP jurisdictions will transmit registration and fee information to the CH using secure FTP or HTTP over the public Internet. Monthly, all jurisdictional fee information will be “netted” (compared and reconciled with all other participating jurisdictional fee information) so that each participating jurisdiction will either send or receive only one net payment to or from the IRP Clearinghouse Bank. The intended goals for the system are: • Reduce the costs of exchanging remittances between jurisdictions. • Reduce the expense of storage, retrieval and filing of paperwork.


• Lessen the errors and delays associated with the inter-jurisdictional exchange of information and fee remittances.

• Provide timely and accurate exchange of IRP registration and fee information. • Provide a secure environment, with appropriate backup and recovery of data. • Protect motor carrier information exchanged between jurisdictions. • Ensure timely transfer of monies due to the jurisdictions. 56.1.1.12.1.1.1 IRP Clearinghouse (CH)

The IRP Clearinghouse system will:

• Store motor carrier registration information for all participating jurisdictions relating to International Registration Plan;

• Perform registration fee reconciliation (Netting) and provide information to

jurisdictions;

• Facilitate the electronic funds transfer (EFT) function. The CH will NOT:

• Calculate carrier fees;

• Own the jurisdiction data;

• Transmit the jurisdiction data to a third party unless the jurisdiction specifically requests such a transmission;

• Perform the electronic funds transfer.

56.1.1.22.1.1.2 Jurisdictions The term "Jurisdiction" means a state, territory or possession of the United States; province, territory or possession of Canada; and state, territory or possession of Mexico. The participating jurisdictions:

• Defined the business requirements, approved the system specifications, participated in the system testing;

• Conduct acceptance and structured testing;

• Will assist IRP, Inc. in identifying system enhancements;


• Will retain the sole ownership and responsibility for their data;

• Will complete the necessary programming and enhancements to their own business procedures and computer systems to participate in the IRP Clearinghouse.

• Will perform jurisdiction user administration and maintenance in accordance with the Clearinghouse Jurisdiction Administrator’s Manual.

Additional Participating Jurisdictions IRP, Inc. continues to accept requests by jurisdictions to join the IRP Clearinghouse. For more information on jurisdictions planning to join the Clearinghouse, contact the Clearinghouse Program Manager. Additional jurisdictions will:

• Review the business requirements and system specifications;

• Prepare an implementation schedule and budget to integrate the IRP Clearinghouse into their own IRP systems;

• Receive technical assistance from IRP, Inc. as requested by the jurisdiction;

• Will become a full-participant in the IRP Clearinghouse upon completion of

required tests and the user training workshop; 56.1.1.32.1.1.3 IRP Information Technology and Data Services Committee In July of 1999, the IRP Board of Directors made the Clearinghouse Committee a standing committee. It has representation from all four regions, industry, and Canada. In May 2012, the IRP Board of Directors approved a change to the Clearinghouse Committee Charter which changed the name and mission to focus on all IRP information technology and data. This new committee will continue to also focus on Clearinghouse enhancements.

2.1.1.3.1 In January 2016, the IRP Board of Directors approved a Clearinghouse Data Standardization project recommended by the IRP Information Technology and Data Services. The project included an analysis of data that was inconsistently send by all participating jurisdictions and long standing issues. The committee determined changes that should be made to this specification in order to improve the data which is essential for determining accurate registration fees are sent on a monthly basis. These changes have been

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described in some detail at the beginning of this document in the Revision Log. The changes and other mandatory specifications will be verified and validated by the application upon receipt of a file, to assure that each jurisdiction is in compliance. These system validations will be turned on in a phased approach after gathering input from all participating jurisdictions.

56.1.1.42.1.1.4 Clearinghouse Bank The IRP Clearinghouse Bank is the financial institution/bank, which will house the clearinghouse account and hold all funds until IRP, Inc. performs transfers of reconciled (netted) jurisdictional fees. 56.1.1.52.1.1.5 Jurisdiction Bank Jurisdiction Bank refers to the bank that sends or receives money to or from the Clearinghouse account for the participating jurisdiction. 57.3. SYSTEM ARCHITECTURE 57.13.1 Overview of System Architecture The text below and the picture on the next page explain the high-level working architecture of the IRP Clearinghouse. • The Jurisdiction will send RECAPS using the format described in Appendix B to the

CH using a secure FTP connection or HTTPS over the public Internet. RECAP error reports will be generated and automated system notifications will be sent to the Jurisdiction.

• Each jurisdiction will send all member foreign jurisdiction data to the CH. and not

just the participating jurisdiction data. All base jurisdiction information such as distance, apportioned percentages, and fees must be sent for the base jurisdiction as well.

• Each Jurisdiction is required to have the ability to send only one recap to the CH for

error correction. • Each Jurisdiction will transmit their RECAP FLAT FILE to the Clearinghouse no later

than the 10th calendar day of the month. After the file is updated in the CH, the jurisdiction will review pre netting totals for accuracy and indicate that the files are accurate and ready for netting by placing a check in the box on the verification statement at the bottom of the pre netting summary. Failure to complete this step by the 12th calendar day will trigger a notification to the voting member of that jurisdiction. The Jurisdiction can perform interactive inquiries and retrieve reports by logging into the Clearinghouse over the internet




• The Jurisdiction can request a PDF report for download or print to their local printers. • The jurisdiction must coordinate the flow of information and EFT between its bank

and the Clearinghouse Bank.


IRP CLEARINGHOUSE IRP Bank Jurisdiction

2. Post-netting Notification 3. Remittance- Netting Report for IRP Bank.

1. Receive new recap files prior to netting

IRPCH

Creditor Jurisdictions receive EFT payments Debtor Jurisdictions make EFT payments

1. Transmit Recaps to the Clearinghouse 2. Online view and print IRPCH Screens/ Reports

3. Review Netting Results 4. Transfer funds to IRP Bank. 1. Receive EFT Funding.

Netting Report. 2. Monitor jurisdiction payment data in account 3. Initiate EFT transfers to jurisdictions. IRPCH Jurisdiction

Clearinghouse

Perform Netting Activities 1. Netting Function on 15th day

Inquiries 1. Pre-Netting 5. Recap Inquiry by Date 2. Recap Inquiry by Carrier 6. Recap Status 3. Remittance Netting

Perform Pre Netting Activities 1. Validate Recap Files 2. Create error report. 3. Update Recaps

IRP, Inc.

IRPCH Help Desk

1. Monitor 2. Answer questions. 3. Communicate with Jurisdictions to resolve issues. 4. Maintain IRPCH calendar.

Internet

7. Post-netting Inquiry


57.23.2 Communication Specification

• Web browsers will be used for interactive inquiries. • E-mail services will be used for notifying jurisdictions of CH netting activities unless

otherwise specified. • The amount of time taken for RECAP batch transfer may vary. The following

calculations show the time taken for transfer of files of various sizes under normal conditions.

Line Speed File Size

56KB 128KB 256KB 512KB T1

1 MB 2 min 30 s 1 min 5 s 32 s 15 s 5 s 10 MB 24 min 57 s 10 min 55 s 5 min 25 s 2 min 43 s 54 s 100 MB 4 hr 9 min 39

seconds 1 hr 49 min 13 seconds

54 min 36 seconds

27 min 18 seconds

9 min 3 seconds

57.353.3 Software Specification 57.35.13.3.1 Application Software: Jurisdictions will have to develop specific application software to support the file transfer requirements specified in this document.

57.35.23.3.2 Communication Software:

Refer to the Clearinghouse 3.0 FTP Instructions document for details on creating a secure FTP connection from the jurisdiction domain to the Clearinghouse. Several pieces of software are required for data exchange and user interaction with the system.

Jurisdiction’s systems: FTP Software Compression Software (compatible with Pkzip)

Jurisdiction’ users:

Web browser PDF Reader

57.363.4 57.36.13.4.1 Electronic Data Interchange Software:

Jurisdictions will send recaps using the flat file format specified in Appendix B. Compressed signed decimal fields are coded using the EBCDIC convention common to all mainframe applications.


57.373.5 System Requirements Specification 57.37.13.5.1 Deadlines All participating jurisdictions must adhere to the following deadlines for information flow between the jurisdiction and the CH. 57.37.1.13.5.1.1 Pre-Netting Each jurisdiction must transmit their Recap Flat File to the CH by the 10th calendar day of the month. After the file has been validated, the jurisdiction will receive an error report with a link to the pre netting summary report data in the Clearinghouse. Corrections and adjustments can be made and transmitted to the CH. The jurisdiction will review pre netting totals for accuracy and indicate that the files are accurate and ready for netting by placing a check in the box on the verification statement at the bottom of the pre netting summary. 57.37.1.23.5.1.2 Netting Netting will take place on the 15th calendar day of the month. 57.37.1.33.5.1.3 Post-Netting On the 16th calendar day the jurisdiction can view the Post-netted data. This will include the EFT (Electronic Funds Transfer) Funding Report, the Remittance Netting Report, and Motor Carrier information screens. Each jurisdiction will review the EFT funding report to determine if monies are owed to or from the Clearinghouse account. Post netting detail reports will be available for download by the users, through their web browser. 57.37.1.43.5.1.4 Funds Owed to Clearinghouse account If funds are owed to the CH account the jurisdiction must transfer the funds to the account by the 17th Business day of that month. 57.37.1.53.5.1.5 Funds Owed to the Jurisdiction If the jurisdiction does not owe funds to the Clearinghouse account, nothing needs to be done. The funds received will be transferred to the receiving jurisdiction’s bank within 5 business days of the account being fully funded. This will normally happen at the end of the month. If the account is not fully funded by the second to last business day of the month, partial payments may be initiated. In this case, the remaining funds will be disbursed once received.


57.37.23.5.2 Response time • Interactive inquiries will generally have a response time of around 10 seconds

depending on the Internet connection speed and the size of the resulting data records.

• Files sent to the system are processed serially in the order they are received. The system checks for the presence of a file every minute. Only one file processes in the Clearinghouse at one time.

• The Jurisdictions may send Recaps daily, weekly or monthly at any time of the day. However, all files sent up through the 15th calendar day will be included in the netting run on that day. All files sent on the 16th calendar day and through the end of the month will be included in the next month’s netting.

57.37.33.5.3 Information Availability

• The CH will be available to receive recap information through file transfer mechanisms from the participating jurisdictions seven days a week, 24 hours a day except during periods of regular maintenance.

• On-line access to the CH files will be guaranteed during regular jurisdiction business hours. During the netting process, the system’s availability is not guaranteed.

• The CH is expected to maintain all records that are created for 60 months in an on-line mode. (See Appendix H for information on Data Return)

57.37.43.5.4 Security requirements Jurisdictions will only be able to view the Recap information in the CH. They will not be able to make changes to them by directly logging on to the CH, other than changing the status of a Recap. Only authorized personnel for each jurisdiction can change recap status. All Recap status changes will be tracked by the CH.


Appendix A - Process Description


1. INTRODUCTION This section gives a high level description of the processes of the IRP Clearinghouse as they relate to the processing at the jurisdiction end. 2. PROCESSES 2.1 Transmitting a Recap to the CH This process is performed to transfer RECAP information from the jurisdictions system to the CH. In accordance with the Plan, all fees collected by a participating jurisdiction are to be sent to the Clearinghouse for netting within 30 days. This includes fees resulting from audits. Note: Jurisdictions must have the ability to send one recap to the CH for correction and/or adjustment purposes.

• Jurisdiction formats the data in specified format (flat file format as described in Appendix B) and sends the Recap (daily, weekly or monthly) to the CH.

• CH receives and validates the Recap data. The validated data is written to the CH database.

• CH reports Recap errors to the Jurisdiction. • The Jurisdiction must correct the error(s) and re-send the Recap to the CH.

Note: Jurisdictions may also send self-detected corrections to the CH. There are 2 types of corrections. Corrections occur before netting: Error Corrections - a recap was rejected by the CH validation process The user would re-transmit the single recap to the CH after the information in error has been corrected. Financial Corrections - The fee amount is wrong. There are several ways to deal with this situation within the CH after making the corrections in the jurisdiction’s IRP system. • Transmit the entire recap again using the same registration pay date, and the

current recap is replaced. Original recap was for $180.00, correct amount is $100.00. $100.00 Replaces $180.00 and is included in netting.

• Transmit the entire recap again after "Backing out" the current recap. Original recap

was for $180.00, correct amount is $100.00. $180.00 is backed out. $100.00 is included in netting.


• Transmit another recap for the same account/fleet/supplement using a different registration pay date. Original recap was for $180.00, correct amount is $100.00. Send $80.00 credit. $180.00 and -$80.00 are included in netting.

After Netting has occurred, only adjustments can be made to the CH. • Transmit another recap for the same account/fleet/supplement. Original recap was

for $180.00, correct amount is $100.00. Send $80.00 credit. $180.00 included in previous netting,-$80.00 included in current netting.

• If the initial transaction is a Carrier Credit and the necessary adjustment/correction is

a Carrier Fee, the initial credit will be cancelled and the new fee sent in a Recap for the same account/fleet/supplement using a new registration pay date. For instance, if a Carrier Credit was issued for $50 in January and netted, but instead of a Carrier Credit this transaction should have been a Carrier Fee, then the new transaction to correct the error in the next month will send a Carrier Fee of $100. The first $50 of the Carrier Fee cancels the initial Carrier Credit and the remaining $50 transmits the correct $50 Carrier Fee.

• Error correction recaps will be flagged by supplement type EC as the supplement

type., This supplement type cannot be combined with others.

• The MM30 text record is mandatory with all error corrections and will include text to explain the error..

2.2 Performing an Inquiry on Existing Recap(s) This process is performed to view/retrieve/print Recap data, Pre-netting information, Netting data, Post-netting information and Recap Status information. • The jurisdiction user logs-on to the CH by entering a valid user name and password

on the CH Log-on screen. • The user selects the inquiry to perform from the selection menu and enters the

required data on the CH screen. To view screen and report layouts see the Clearinghouse User’s Manual

2.3 Updating a Recap or Transmitting a Corrected Recap This process is performed to Back-out a recap or to include a backed-out recap. This process also requires logging-on to the CH as described in the previous process. It is explained separately here because unlike other inquiries: • It updates information (the recap status) in the CH database and

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• It can only be performed by users who have the update privileges defined in the CH. • The jurisdiction user with update privileges logs on to the CH by entering a valid

user name and password on the CH Log-on screen. • The user selects the Recap Status Inquiry and enters the required data on the

CH recap status screen. • The query results are displayed on the user’s Recap Status screen. • The user can either change the status of all the Recaps queried or can

change the status of individual Recaps. • Individual or all whole file Recap status is updated and acknowledged and

the Recap Change Status log is updated. 2.4 Performing Netting Function This process performs the activities required to complete the netting cycle. • A notification will be sent to all jurisdictions that have not transmitted their recap files

to the CH by the 10th calendar day of the month • On netting day (15th calendar day) the batch netting function is performed during

business hours. • On completion of the batch netting function a notification is sent to the jurisdictions

from the IRP Support reminding them that if they owe funds what day those funds are due to the CH account.

Note: IRP Clearinghouse Support will send Notifications via e-mail.


Appendix B - Files Transmitted


1. INTRODUCTION This section describes the layout of the Recap Flat File, which can be used by jurisdictions to send data to the Clearinghouse. A full description of each of the data elements defined can be found in the Data Dictionary provided in Appendix E. An electronic copy of each of the copybooks will be provided upon request. Sample programs for writing the Recap Flat File and reading the Validated Recap Flat File using the copybooks can be found in Appendix G. 2. REQUIRED/OPTIONAL FIELDS Throughout this appendix each field is indicated as required or optional. If the field is required, the recap validation program will check for a valid value in the field. A field may be required because it forms part of the database key or because the information is required by the Plan. All pilot jurisdictions received and accepted a list of required fields in June 1996. IRP, Inc. has changed the status of several fields during pilot testing at one or more jurisdictions' request. In January 2016, the Board of Directors approved the IT and Data Services Ccommittee’s recommendation to change three additional fields from optional to mandatory – Unladen Weight, Purchase Price and Canadian Exchange Rate. Additionally, the MM30 text record is required for any recap that is an error correction coded with supplement type EC. Although it may not always be applicable, the MM25 record is mandatory when a foreign jurisdiction fee schedule includes more than one fee and the fee types are defined in Appendix E, Data Dictionary. These fields define parameters for fee calculations and therefore need to be sent for each registration for verification of fees. The Clearinghouse program enforces the field validation program and all required fields are verified as filled when the jurisdiction files are loaded. If errors occur, or required data is missing, jurisdictions must correct the errors in order for the particular registration data to load to the database for netting. if their error threshold was exceeded. Optional fields are not required by the Plan or in the database key, but may provide important information nonetheless. If a jurisdiction collects the data requested by an optional field, it should report it in the optional field. In some cases, however, a jurisdiction may not collect the data requested in the optional field. In this circumstance, a blank option alphanumeric field should be filled with spaces, and a blank optional numeric field should be filled with zeroes.


3. FILE FORMATS 3.1 Recap Flat File Purpose: The Recap Flat File will be used by the jurisdictions to send Recap data to the Clearinghouse.* 3.1.1 Description • The Recap Flat File is a variable length, variable format sequential file. The collating

sequence is EBCDIC standard IBM format for a variable length file. • Each record type contains common (Key) fields; defined by the MM00 record type. The Recap Flat File has the following record types:**

• ‘01’ (MM01): Recap header record- contains message origination information and a count for the number of records (including the header record) in the file. There is only one header record per file.

Record Length = 164

• ‘05’ (MM05): Recap carrier detail- contains information pertaining to the carrier’s name and address. There is one ‘05’ record for each recap in the file.

Record Length = 606

• ‘10’ (MM10): Fleet jurisdiction miles- contains the information regarding the miles registered by the carrier for each foreign jurisdiction. There must be at least one ‘10’ record for each recap.

Record Length = 166

• ‘15’ (MM15): IRP registration data- contains vehicle and registration specific information. There must be at least one ‘15’ record for each recap.

Record Length = 353 Note: This will be validated on the front end and recaps (except for audit recaps) without an MM15 will be rejected.

• ‘20’ (MM20): Vehicle jurisdictions- contains information regarding the weight registered for each vehicle for each foreign jurisdiction and the fee collected for each vehicle for each foreign jurisdiction. Each record (foreign jurisdiction) should have a corresponding MM10 (Foreign Jurisdiction) record. There must be at least one ’20’ record for each ‘15’ record.

Record Length = 152

* Recaps for audit netting are to be included in the Recap Flat File for the monthly transmission. ** The Recaps for audit netting will include only the MM05 record, MM10 record, and the MM30 record will remain

optional.

Formatted: Indent: Left: 1", First line: 0"


Note: This will be validated on the front end and recaps (except for audit recaps) without an MM20 will be rejected.

• ‘25’ (MM25): Vehicle jurisdiction fee type- contains the breakdown ( per individual jurisdiction fee schedules) of the fee collected for each vehicle for each foreign jurisdiction. Each record for a foreign jurisdiction should have a corresponding MM10 (Foreign Jurisdiction) record. The MM25 records are required when the jurisdiction fee schedule includes a fee that must be broken out in accordance with the Fee Type list contained in Appendix E, Data Dictionary. The method of separating the fees shall be done in accordance with instructions and examples shown in Appendix I.

Record Length = 131

• ‘30’ (MM30): Adjustment memo text – contains optional memo text data. This record type is optional and can be sent with any recap. The MM30 record is mandatory for all recaps for error corrections sent as supplement type EC.

Record Length = 188

Note: • A blank optional alphanumeric field should be filled with spaces. • A blank optional numeric field should be filled with zeroes. • All numeric fields should be Right Justified, Zero Filled. • All alphanumeric fields should be Left Justified, Space Filled except for the account

base number field which should be Right Justified, Zero Filled. • All dates are in CCYYMMDD format unless noted otherwise. • All times are in HHMMSS format unless noted otherwise. • All zip codes are 99999-9999 with a trailing space. • For the recap record type ‘30’:

• Vehicle Identification Number should be filled with all 9’s. • Foreign Jurisdiction Code should be filled with all 9’s. • Fee Type should be set to the Memo text record sequence number.

Formatted: Indent: Left: 1"


4. RECAP FLAT FILE- COBOL COPYBOOK Level Segment/

Element Format Required/

Optional 03 RECAP-RECORD-MAX-SIZE. 05 FILLER PICTURE X(606). 03 RECAP-COMMON-DATA

REDEFINES RECAP-RECORD-MAX-SIZE.

05 MM00. 10 MM00-CLRGHSE-RECAP-ID. 11 MM00-IRP-REG-YEAR PICTURE X(004). If REC-TYPE ≠ 01

Required else Blank

11 MM00-IRP-ACCT-NUM. If REC-TYPE ≠ 01 Required else Blank

12 MM00-IRP-ACCT-BASE-JURIS PICTURE X(002). If REC-TYPE ≠ 01 Required else Blank

12 MM00-IRP-ACCT-BASE-NUM PICTURE X(007). If REC-TYPE ≠ 01 Required else Blank

11 MM00-IRP-FLEET-NUM. If REC-TYPE ≠ 01 Required else Blank

12 MM00-IRP-FLEET-NUM-9 PICTURE 9(004). If REC-TYPE ≠ 01 Required else Blank

11 MM00-IRP-ACCT-SUPP-NBR. If REC-TYPE ≠ 01 Required else Blank

12 MM00-IRP-ACCT-SUPP-NBR-9 PICTURE 9(004). If REC-TYPE ≠ 01 Required else Blank

11 MM00-FIN-REG-PAY-DATE PICTURE X(008). If REC-TYPE ≠ 01 Required else Blank

10 MM00-VEH-COMMRCL-VIN-HIN PICTURE X(030). If REC-TYPE = 15, 20 or 25 Required else Blank If REC-TYPE = 30, set to all 9’s. All alpha characters must be capitalized.

10 MM00-IRP-FLEET-FOREIGN-JURIS PICTURE X(002). Required if MM00-CLRGHSE-RECAP-REC-TYP = 10,20,25, else blank If REC-TYPE = 30, set to all 9’s

10 MM00-FEE-TYPE PICTURE X(003). Required if MM00-CLRGHSE-RECAP-REC-TYP = 25, else blank If REC-TYPE = 30, set to sequence number

10 MM00-FILLER PICTURE X(009). N/A 10 MM00-CLRGHSE-RECAP-REC-TYP PICTURE X(002). Required 03 RECAP-FILE-HEADER


05 MM01. 10 FILLER PICTURE X(075).


Level Segment/ Element

Format Required/ Optional

10 MM01-TRANSACTION-CNTRL-NUM PICTURE X(009). Optional Will be required for X12

10 MM01-TRAN-ORIGIN. 11 MM01-TRAN-ORIGIN-JURIS PICTURE X(002). Required 11 FILLER PICTURE X(005). 10 MM01-TRAN-SENT-COUNT. 11 MM01-TRAN-SENT-COUNT-9 PICTURE 9(009). Required 10 MM01-TRAN-DATE PICTURE X(008). Required 10 MM01-TRAN-TIME PICTURE X(006). Required 10 MM01-FILLER PICTURE X(050). N/A 03 RECAP-CARRIER-DETAIL


05 MM05. 10 FILLER PICTURE X(075). 10 MM05-MTC-LEGAL-NAME PICTURE X(070). Required if MM05-

MTC-DBA-NAME = Spaces.

10 MM05-CH-TRNSMTD-RANGE-DATE. 11 MM05-CH-TRNSMTD-FROM-DATE PICTURE X(008). Required 11 MM05-CH-TRNSMTD-TO-DATE PICTURE X(008). Required 10 MM05-MTC-OPER-TYPE PICTURE X(002). Required 10 MM05-MTC-USDOT-NUMBER PICTURE X(007). Optional 10 MM05-MTC-EIN PICTURE X(009). Optional 10 MM05-MTC-DBA-NAME PICTURE X(070). Required if MM05-

MTC-LEGAL-NAME = Spaces.

10 MM05-IRP-ACCT-LOCATION-ADDR. Optional 11 MM05-IRP-ACCT-LOCATE-ADDR-1 PICTURE X(035). Required if MM05-IRP-

ACCT-LOCATION-ADDR is supplied

11 MM05-IRP-ACCT-LOCATE-ADDR-2 PICTURE X(035). Optional 11 MM05-IRP-ACCT-LOCATE-CITY PICTURE X(020). Required if MM05-IRP-

ACCT-LOCATION-ADDR is supplied

11 MM05-IRP-ACCT-LOCATE-STATE PICTURE X(002). Required if MM05-IRP-ACCT-LOCATION-ADDR is supplied

11 MM05-IRP-ACCT-LOCATE-ZIP PICTURE X(011). Required if MM05-IRP-ACCT-LOCATION-ADDR is supplied

10 MM05-IRP-ACCOUNT-COUNTY PICTURE X(035). Optional 10 MM05-IRP-ACCT-CONTACT-PHONE PICTURE X(014). Optional 10 MM05-IRP-ACCT-MAILING-ADDR. Optional 11 MM05-IRP-ACCT-MAIL-ADDR-1 PICTURE X(035). Required if MM05-IRP-

ACCT-MAILING-ADDR is supplied.

11 MM05-IRP-ACCT-MAIL-ADDR-2 PICTURE X(035). Optional 11 MM05-IRP-ACCT-MAIL-CITY PICTURE X(020). Required if MM05-IRP-

ACCT-MAILING-ADDR is supplied.




11 MM05-IRP-ACCT-MAIL-STATE PICTURE X(002). Required if MM05-IRP-ACCT-MAILING-ADDR is supplied.

11 MM05-IRP-ACCT-MAIL-ZIP PICTURE X(011). Required if MM05-IRP-ACCT-MAILING-ADDR is supplied.

10 MM05-IRP-FLEET-MILES-KM-IND1 PICTURE X(001). Required 10 MM05-FIN-FEE-CURRENCY-TYPE PICTURE X(003). Required 10 MM05-FIN-EXCHANGE-RATE. 11 MM05-FIN-EXCHANGE-RATE-9 PICTURE

9(3)V9(6). OptionalRequired

10 MM05-FIN-EXCHANGE-RATEInvoice-DATE PICTURE X(008). OptionalRequired 10 MM05-FIN-CHK-FUND-TRANS-NBR PICTURE X(010). Optional 10 MM05-IRP-ACCT-SUPP-TYPE. 11 MM05-IRP-ACCT-SUPP-TYPE-1 PICTURE X(002). Required 11 MM05-IRP-ACCT-SUPP-TYPE-2 PICTURE X(002). Optional/ not allowed if

MM05-IRP-ACCT-SUPP-TYPE-1 = ‘OR’, RE, EC or ‘AU’.

11 MM05-IRP-ACCT-SUPP-TYPE-3 PICTURE X(002). Optional/ not allowed if MM05-IRP-ACCT-SUPP-TYPE-1 = ‘OR’,RE, EC or ‘AU’.

11 MM05-IRP-ACCT-SUPP-TYPE-4 PICTURE X(002). Optional/ not allowed if MM05-IRP-ACCT-SUPP-TYPE-1 = ‘OR’. RE, EC or ‘AU’.

11 MM05-IRP-ACCT-SUPP-TYPE-5 PICTURE X(002). Optional/ not allowed if MM05-IRP-ACCT-SUPP-TYPE-1 = ‘OR’,RE, EC or ‘AU’.

10 MM05-REG-FEE-AMT-PD. 11 MM05-REG-FEE-AMT-PD-9 PICTURE

S9(9)V99. Optional

10 MM05-FILLER PICTURE X(050). N/A 03 FLEET-JURISDICTION-MILES

REDEFINES RECAP-RECORD-MAX-SIZE

05 MM10. 10 FILLER PICTURE X(075). 10 MM10-IRP-FLEET-MILES-TRAVEL. 11 MM10-IRP-FLEET-MILES-TRAVEL-9 PICTURE 9(009). Required 10 MM10-IRP-FLEET-MILES-IND PICTURE X(001). Required 10 MM10-IRP-FLEET-MILES-EST-IND PICTURE X(001). Optional 10 MM10-IRP-FLEET-APPORT-PERCENT. 11 MM10-IRP-FLEET-APPORT-PCT-9 PICTURE

9V9(06). Required

10 MM10-AUTHORITY-INS. 11 MM10-AUTHORITY-INS-9 PICTURE 9(004). Optional 10 MM10-MTC-AUTH-NUM-CAN PICTURE X(010). Optional

1 Distances should be provided either in miles or in kilometers, but not in both.




10 MM10-FIN-CREDIT-FEE-AMT. 11 MM10-FIN-CREDIT-FEE-AMT-9 PICTURE

S9(7)V99. Optional Note: The credit fee amount sent on the flat file will be subtracted from the jurisdiction’s liability. Therefore, in a normal credit fee situation, the amount transmitted would not contain a negative sign.

10 MM10-FILLER PICTURE X(050). N/A 03 IRP-REGISTRATION-DATA


05 MM15. 10 FILLER PICTURE X(075). 10 MM15-REG-EXPIRE-DATE 2 PICTURE X(008). Required

see footnote.

10 MM15-REG-EFFECTIVE-DATE PICTURE X(008). Optional for non-staggered states. For Staggered States see footnote.

10 MM15-IRP-REG-NUMBER-OF-MONTHS. 11 MM15-IRP-REG-NUMBER-OF-MTHS-9 PICTURE 9(002). Required for non-

staggered states. For Staggered States see footnote on previous page.

10 MM15-VEH-COMMRCL-MODEL-YR PICTURE X(004). Required 10 MM15-VEH-COMMRCL-MAKE PICTURE X(005). Required 10 MM15-VEH-COMMRCL-MODEL-NO PICTURE X(006). Optional 10 MM15-VEH-UNLADEN-WGT. 11 MM15-VEH-UNLADEN-WGT-9 PICTURE 9(009). Required 10 MM15-VEH-FACTORY-PURCH-PRICE. 11 MM15-VEH-FACTORY-PURCH-PRICE-9 PICTURE 9(007). Required 10 MM15-VEH-DATE-PURCHASED PICTURE X(008). Optional Required 10 MM15-VEH-COMMRCL-PURCH-PRICE. 11 MM15-VEH-COMMRCL-PURCH-PRICE -9 PICTURE 9(007). Required

2

If MM15-REG-EFFECTIVE-DATE = spaces

Then MM15-IRP-REG-NUMBER-OF-MONTHS is required.

If MM15-IRP-REG-NUMBER-OF-MONTHS = spaces

Then MM15-REG-EFFECTIVE-DATE is required.




10 MM15-VEH-COMMRCL-TYPE PICTURE X(002). Required 10 MM15-VEH-NUM-AXLES PICTURE 9(002). Required if MM15-

VEH-COMMRCL-TYPE not = ‘BSBU’

10 MM15-VEH-EQUIP NUM CAREQUIP-NUM-CAR

PICTURE X(010). Optional Optional

10 MM15-VEH-COMMRCL-FUEL-TYPE PICTURE X(001). Required 10 MM15-VEH-NEW-USED-INDC PICTURE X(001). Optional 10 MM15-IRP-REG-MMYY-VEH-FIRST-REG PICTURE X(006). Optional 10 MM15-VEH-BUS-NUM-PASS. 11 MM15-VEH-BUS-NUM-PASS-9 PICTURE 9(003). Required if MM15-

VEH-COMMRCL-TYPE = ‘BSBU’ and MM15-VEH-BUS-NUM-SEATS = zeros.

10 MM15-VEH-BUS-NUM-SEATS. 11 MM15-VEH-BUS-NUM-SEATS-9 PICTURE 9(003). Required if MM15-

VEH-COMMRCL-TYPE = ‘BSBU’ and MM15-VEH-BUS-NUM-PASS = zeros.

10 MM15-VEH-COMMERCL-HORSEPOWER PICTURE X(004). Optional 10 MM15-OWNER-NAME PICTURE X(035). Optional 10 MM15-OWNER-NAME-COMMRCL PICTURE X(035). Optional 10 MM15-TITLE-NUMBER-COMMRCL PICTURE X(017). Optional 10 MM15-REG-PLATE-NUM PICTURE X(010). Optional 10 MM15-IRP-REG-CAB-CARD-NUM PICTURE X(010). Optional 10 MM15-REG-DECAL-SERIAL-NUM PICTURE X(010). Optional 10 MM15-LEASE-IND PICTURE X(001). Optional 10 MM15-VEH-LEASED-DATE PICTURE X(008). Optional 10 MM15-VEH-STATUS-MCO PICTURE X(002). Optional 10 MM15-CLRGHSE-LBS-KILOGRAMS-IND PICTURE X(001). Required 10 MM15-IRP-REG-CO-LOW-MILEAGE PICTURE X(001). Required if MM00-IRP-

FLEET-FOREIGN-JURIS = ‘CO’

10 MM15-IRP-REG-WY-INTRASTATE-IND PICTURE X(001). Required if MM00-IRP-FLEET-FOREIGN-JURIS = ‘WY’

10 MM15-IRP-FLEET-CO-CODE PICTURE X(001). Required if MM00-IRP-FLEET-FOREIGN-JURIS = ‘CO’

10 MM15-FILLER PICTURE X(050). N/A 03 VEHICLE-JURISDICTIONS


05 MM20. 10 FILLER PICTURE X(075). 10 MM20-REG-GVW. 11 MM20-REG-GVW-9 PICTURE 9(009). Required. Must be in

pounds for US jurisdictions and Kilograms for Canadian jurisdictions.




10 MM20-REG-COMB-GROSS-WGT. Or Total Axles for QC

11 MM20-REG-COMB-GROSS-WGT-9 or Total Axles for QC.

PICTURE 9(009). Required. Must be in pounds for US jurisdictions and Kilograms for Canadian jurisdictions. For foreign jurisdiction of QC, send total number of axles in accordance with the QC fee schedule.

10 MM20-REG-FEE-1-AMT. 11 MM20-REG-FEE-1-AMT-9 PICTURE

S9(6)V99. Required

10 MM20-CLRGHSE-LBS-KILOGRAMS-IND PICTURE X(001). Required 10 MM20-FILLER PICTURE X(050). N/A 03 VEH-JURIS-FEE-TYPE


05 MM25. 10 FILLER PICTURE X(075). 10 MM25-FEE-AMOUNT. 11 MM25-FEE-AMOUNT-9 PICTURE

S9(4)V99. Required for all jurisdictions with separate fees that have a fee type defined in the Data Dictionary, Appendix E.

10 MM25-FILLER PICTURE X(050). N/A 03 ADJUSTMENT-MEMO-TEXT


05 MM30. 10 FILLER PICTURE X(075). 10 MM30-ADJ-MEMO. 11 MM30-ADJ-MEMO-SEQ-NUM PICTURE 9(003). Required. 11 MM30-ADJ-MEMO-TEXT-DATA PICTURE X(060). Optional. Required for

error corrections and recaps with supplement types EC.

10 MM30-FILLER PICTURE X(050). N/A


Appendix C - Screens


1. INTRODUCTION To view examples of all Clearinghouse screens, please see the Clearinghouse User Manual or contact IRP Clearinghouse Support for further assistance.


Appendix D - Reports


1. INTRODUCTION This section provides a description of the reports in the IRP Clearinghouse system. All reports are available online in PDF format. The Pre Netting Detail, Post Netting Detail and Recap Detail by date range reports are very large and can be downloaded to a local computer. For an in-depth description and tutorial on Clearinghouse reports, see the Clearinghouse Reports Guide. 1.1 Sample Reports – Description Pre-Netting Summary – Provides a hard copy of Pre-Netting Summary inquiry. This report should be used for jurisdictions to verify fee totals collected for foreign jurisdictions. This report will have three sections, the first section for regular recap totals; participating first then non-participating, the second section for audit totals; participating first then non-participating, and the third section for all totals; participating first then non-participating. Pre-Netting Detail – Provides a hard copy of Pre-Netting detail inquiry. Each jurisdiction can receive a report of all the recaps it transmitted to the Clearinghouse prior to netting. This report will have three sections, the first section for regular recap totals; participating first then non-participating, the second section for audit totals; participating first then non-participating, and the third section for all totals; participating first then non-participating. Jurisdictions cannot view other jurisdictions pre-netting data. Error Report - Provides a list of the number of records received, number of records read, valid recaps, the number of errors, and the errors in the validation of a flat file. Recap Status Report – Provides a hard copy of the recap status inquiry Post Netting Summary - Provides a hard copy of the summary of fees collected by a foreign jurisdiction, high-level fee types, vehicle counts, fees, and credits. Post Netting Detail – Provides a hard copy of the detail of fees collected by a foreign jurisdiction by reg year, account number, fleet number, etc. Remittance Netting – Provides a report of fees collected for a foreign jurisdiction and fees collected by the base jurisdiction for a foreign jurisdiction. EFT Report – Provides the outcome of the monthly netting necessary to determine the bank funding and transfer amounts. Recap Information – Provides a hard copy of detail for a selected recap. Contact the IRP Help Desk for examples. Recap Information by date range – Provides foreign jurisdiction recap detail information for a particular date range. – Contact the IRP Help Desk for examples.


Appendix E - Data Dictionary


COBOL NAME NAME TYPE /LEN

DESCRIPTION & VALUES

XXXX-ADJ-MEMO-SEQ-NUM

ADJUSTMENT MEMO SEQUENCE NUMBER

AN 3

Sequence number of the optional adjustment memo text sent with a recap.

XXXX-ADJ-MEMO-TEXT-DATA

ADJUSTMENT MEMO TEXT DATA

AN 60

Optional adjustment memo text sent with a recap.

XXXX-AUTHORITY-INS

SSRS INSURANCE NUMBER OF VEHICLES

N 4

This field will contain the number of vehicles for which the carrier has SSRS insurance.

XXXX-CH-TRNSMTD-FROM-DATE

DATE RANGE FROM

AN 8

The Registration Payment Date for which a process will start from.

XXXX-CH-TRNSMTD-RANGE-DATE

TRANSMITTED RANGE DATE

AN 16

The Registration Payment Date Range of recaps sent. Jurisdictions have the option of sending recap data: 1. Daily, 2. Weekly, 3. Monthly

XXXX-CH-TRNSMTD-TO-DATE

DATE RANGE TO

AN 8

The Registration Payment Date for which a process will end at.

XXXX-CLRGHSE-ERROR-IND

RECAP ERROR INDICATOR

AN 1

An indicator that flags a recap record that is in error. VALUE MEANING/DESCRIPTION 'Y' Yes, an Error has occurred 'N' No, an Error has not occurred

XXXX-CLRGHSE-LBS-KILOGRAMS-IND

POUNDS KILOGRAMS INDICATOR

AN 1

Indicates if the weight is in pounds or kilograms. For each foreign jurisdiction (jurisdiction where carrier is registering to travel) that is Canadian, use kilograms for vehicle weight. For each foreign jurisdiction that is US, use pounds for vehicle weight. VALUE MEANING/DESCRIPTION 'P' Pounds 'K' Kilograms

XXXX-CLRGHSE-RECAP-ID

RECAP IDENTIFIER

AN 27

A given Recap can be identified by the contents of this field. It is composed of the IRP Account #, Fleet, Supplement, Registration Year and Registration Payment Date.

XXXX-CLRGHSE-RECAP-REC-TYP

RECAP RECORD TYPE

AN 2

The type of record that is on a recap flat file. i.e. motor carrier data, fleet data, vehicle data VALUE MEANING/DESCRIPTION '05' Recap Carrier Detail '10' Fleet Jurisdiction Miles '15' IRP Registration Data '20' Vehicle Jurisdictions '25' Vehicle Jurisdiction Fee Type '30' Adjustment Memo Text

Formatted Table




XXXX-DESC-ERROR-ELEMENT-CODE

ERROR ELEMENT CODE

AN 6

The element code for the element in error.

XXXX-DESC-ERROR-RECORD-CODE

ERROR RECORD CODE

AN 2

The error code related to the element in error in the record segment.

XXXX-DESC-ERROR-RECORD-TYPE

ERROR RECORD TYPE CODE

AN 2

The record type code of the record which contains the element in error.

XXXX-FEE-AMOUNT FEE AMOUNT

N 6

The fee amount associated with a fee type. For example, the cab card fee, railroad crossing fee, etc. These are jurisdiction defined and are assigned fee type codes in the chart under Fee Type, below..

XXXX-FEE-TYPE FEE TYPE

AN 3

The coded indicator of the product or service. Break out the fees in the MM25 record according to the Fee Types below and specific instructions in Appendix I.

VALUE DESCRIPTION/

CATEGORY APPLICABILITY

'001' Title

All Jurisdictions

'002' Lien

All Jurisdictions

'003' Registration (primary weight-

based fee)

All Jurisdictions

'004' Special Plate Fee

All Jurisdictions

'005' Custom Fee Type

Sales Tax/Ad Valorem/Owner-

ship

Specified Jurisdictions:

BC - Multijurisdictional Vehicle Tax (MVT)

CO – Ownership Tax

IN- Commercial Vehicle Excise Tax (CVET)

KY – Ad Valorum Fee

Formatted Table

Formatted Table




MB – Prorate Vehicle Tax (PVT)

ME – Ad Valorum Fee

NV – Nevada Basic Governmental Services Tax (BGST)

SK – Prorate Vehicle Tax (PVT)

WV- Ad Valorum Tax

GA Alternative Ad Valorem Tax (AAVT)

'999' Jurisdiction-

defined (Base jurisdiction fee

only)

All Jurisdictions

‘116’ Custom Fee

Type Specified Jurisdictions:

CO – Bridge Safety Surcharge Fee

KS Commercial Vehicle Fee

WA Freight Fee ‘117’ Custom Fee


CO – Road Safety Surcharge

WA VSIF ‘118’ Custom Fee


NY - Dedicated Hwy and Bridge Trust Fund Fee (DHBTF)

‘119’ Custom Fee Type


Formatted Table

Formatted: Not Highlight

Formatted: Not Strikethrough




CO – Additional Registration Surcharge Fee

NH – State of New Hampshire Surcharge Fees

MS – Additional Privilege Tax

‘120’ Custom Fee


CO- Road and Bridge Fee



CO – Age Fee UT – Equalized

Hwy Use Tax WY – Equalized

Hwy Use Tax

‘122' Custom Fee Type


CO - Additional Registration Fee 2

ID – Part II Fee


To be defined in future if necessary


To be defined in future, if necessary

XXXX-FIN-CHK-FUND-TRANS-NBR

CHECK FUND TRANSFER NUMBER

N 10

Check number of check paid to the base jurisdiction by the registrant, or the number of the electronic funds transfer to the base jurisdiction bank by the registrant's bank.

XXXX-FIN-CREDIT-FEE-AMT

CREDIT FEE AMOUNT

N 9

Used by the jurisdictions to credit or refund fees, as a result of an error on part of the jurisdictions, or as a result of the carrier not using a plate. Example: 1. the carrier originally registers 20 vehicles; 2. the carrier will receive 20 plates;

Formatted Table




3. the carrier decides later that they won't use one of the plates; 4. the carrier will be refunded for the unused plate. For Audit Netting Recaps: A negative credit fee amount will be used to indicate the fees the base jurisdiction collects from a carrier due to be distributed to the foreign jurisdictions. i.e. An audit results in an underpayment from the carrier.

XXXX-FIN-EXCHANGE-RATE

EXCHANGE RATE

N 9

Exchange rate of currency into U.S. Dollars.

XXXX-FIN-INVOICEEXCHANGE-RATE-DATE

EXCHANGE RATE INVOICE DATE

AN 8

The date the invoice was generated.for which the exchange rate was chosen.

XXXX-FIN-FEE-CURRENCY-TYPE

FEE CURRENCY TYPE

AN 3

Indicates the type of currency that the fee amount was paid in. US jurisdictions pay Canadian jurisdiction in US dollars. Canadian jurisdictions pay other Canadian jurisdictions in CN dollars and US jurisdictions in US dollars. VALUE MEANING/DESCRIPTION 'US ' U.S. Dollars 'CN ' Canadian Dollars

XXXX-FIN-REG-PAY-DATE

REGISTRATION PAYMENT DATE

AN 8

The process date when the fees were collected. and the actual date the vehicle's registration is processed. This date can also be date the transaction is processed (in the case of an adjustment). For Audit Netting recaps use the date the audit results is entered on the jurisdiction's system.

XXXX-IRP-ACCOUNT-COUNTY

IRP ACCOUNT CARRIER COUNTY

AN 35

The county within the carrier's base jurisdiction which is the principal place for the motor carrier to do business.

XXXX-IRP-ACCT-BASE-JURIS

IRP BASE STATE JURISDICTION CODE

AN 2

The jurisdiction where the IRP registrant has an established place of business, where mileage is accrued by the fleet and where operational records of the fleet are maintained or can be made available. VALUE MEANING/DESCRIPTION ------------------ United States --------------------- 'AK' Alaska 'AL' Alabama 'AR' Arkansas 'AZ' Arizona 'CA' California 'CO' Colorado 'CT' Connecticut 'DC' District of Columbia 'DE' Delaware

Formatted Table




'FL' Florida 'GA' Georgia 'HI' Hawaii 'IA' Iowa 'ID' Idaho 'IL' Illinois 'IN' Indiana 'KS' Kansas 'KY' Kentucky 'LA' Louisiana 'MA' Massachusetts 'MD' Maryland 'ME' Maine 'MI' Michigan 'MN' Minnesota 'MO' Missouri 'MS' Mississippi 'MT' Montana 'NC' North Carolina 'ND' North Dakota 'NE' Nebraska 'NH' New Hampshire 'NJ' New Jersey 'NM' New Mexico 'NV' Nevada 'NY' New York 'OH' Ohio 'OK' Oklahoma 'OR' Oregon 'PA' Pennsylvania 'RI' Rhode Island 'SC' South Carolina 'SD' South Dakota 'TN' Tennessee 'TX' Texas 'UT' Utah 'VA' Virginia 'VT' Vermont 'WA' Washington 'WI' Wisconsin 'WV' West Virginia 'WY' Wyoming --------------------- Canada ------------------------- 'AB' Alberta 'BC' British Columbia 'MB' Manitoba 'NB' New Brunswick 'NL' Newfoundland 'NT' Northwest Territory 'NS' Nova Scotia 'ON' Ontario 'PE' Prince Edward Island 'QC' Quebec

Formatted Table




'SK' Saskatchewan 'YT' Yukon Territory --------------------- Mexico ------------------------- 'MX' Mexico

XXXX-IRP-ACCT-BASE-NUM

IRP BASE ACCOUNT NUMBER

AN 7

A number used for identification purposes and assigned by the base jurisdiction. The base account number assigned by a state is a unique five-digit number. (Note: Some jurisdictions have exhausted the five digit number and now use six digits. We have expanded the length to seven to allow for future growth.)

XXXX-IRP-ACCT-CONTACT-PHONE

IRP ACCOUNT CONTACT TELEPHONE NUMBER

N 14

The phone number of the person who should be contacted in the event there is a problem with or question regarding the IRP application. The number has four separate parts: - First three digits are the area code - Next three digits are the exchange code - Next four digits are the line identifier - Last four digits are the extension.

XXXX-IRP-ACCT-LOCATE-ADDR-1

MOTOR CARRIER LOCATION STREET ADDR 1

AN 35

The line 1 address where the IRP registrant has an established place of business, (a post office box is not considered a physical address), where operational records could be made available, and where mileage is accrued by the fleet. The address must be in the base jurisdiction or a non-IRP jurisdiction.

XXXX-IRP-ACCT-LOCATE-ADDR-2

MOTOR CARRIER LOCATION STREET ADDR 2

AN 35

The line 2 address where the IRP registrant has an established place of business, (a post office box is not considered a physical address), where operational records could be made available, and where mileage is accrued by the fleet. The address must be in the base jurisdiction or a non-IRP jurisdiction.

XXXX-IRP-ACCT-LOCATE-CITY

MOTOR CARRIER LOCATION CITY

AN 20

The city where the IRP registrant has an established place of business, (a post office box is not considered a physical address), where operational records could be made available, and where mileage is accrued by the fleet. The address must be in the base jurisdiction or a non-IRP jurisdiction.

XXXX-IRP-ACCT-LOCATE-STATE

MOTOR CARRIER LOCATION JURISDICTION

AN 2

The state where the IRP registrant has an established place of business, (a post office box is not considered a physical address), where operational records could be made available, and where mileage is accrued by the fleet. The address must be in the base jurisdiction or a non-IRP jurisdiction. VALUE MEANING/DESCRIPTION

Formatted Table




See XXXX-IRP-ACCT-BASE-JURIS for the list of values.

XXXX-IRP-ACCT-LOCATE-ZIP

MOTOR CARRIER LOCATION ZIP CODE

AN 11

The zip code where the IRP registrant has an established place of business, (a post office box is not considered a physical address), where operational records could be made available, and where mileage is accrued by the fleet. The address must be in the base jurisdiction or a non-IRP jurisdiction.

XXXX-IRP-ACCT-LOCATION-ADDR

IRP ACCOUNT LOCATION ADDRESS

AN 108

The address where the IRP registrant has an established place of business, (a post office box is not considered a physical address), where operational records could be made available, and where mileage is accrued by the fleet. The address must be in the base jurisdiction or a non-IRP jurisdiction. The delimited text is as follows: Address Element # Maximum Length Characters Street Address A 35 + 1 for separator A/N Street Address B 35 + 1 for separator A/N City or Town 20 + 1 for separator A/N State 2 + 1 for separator A/N Zip Code 11 + 1 for separator A/N Allow @ as separator and ; as ending delimiter. Unused character positions cannot be used to extend the maximum length of any address element.

XXXX-IRP-ACCT-MAIL-ADDR-1

MOTOR CARRIER MAILING STREET ADDR 1

AN 35

The address line 1 where all credentials are sent. Many jurisdictions require a street address since plates are mailed by UPS and bulky items cannot be placed within the box. A post office box number can also be included for mailing invoices and other credentials.

XXXX-IRP-ACCT-MAIL-ADDR-2

MOTOR CARRIER MAILING STREET ADDR 2

AN 35

The address line 2 where all credentials are sent. Many jurisdictions require a street address since plates are mailed by UPS and bulky items cannot be placed within the box. A post office box number can also be included for mailing invoices and other credentials.

XXXX-IRP-ACCT-MAIL-CITY

MOTOR CARRIER MAILING CITY

AN 20

The city where all credentials are sent. Many jurisdictions require a street address since Plates are mailed by UPS and bulky items cannot be placed within the box. A post office box number can also be included for mailing invoices and other Credentials.

XXXX-IRP-ACCT-MAILING-ADDR

IRP ACCOUNT MAILING ADDRESS

AN 108

The address where all credentials are sent. Many Jurisdictions require a street address since plates

Formatted Table




are mailed by UPS and bulky items cannot be placed within the box. A post office box number can also be included for mailing invoices and other credentials. The delimited text is as follows: Address Element # Maximum Length Characters Street Address A 35 + 1 for separator A/N Street Address B 35 + 1 for separator A/N City or Town 20 + 1 for separator A/N State 2 + 1 for separator A/N Zip Code 11 + 1 for separator A/N Allow @ as separator and ; as ending delimiter. Unused character positions cannot be used to extend the maximum length of any address element.

XXXX-IRP-ACCT-MAIL-STATE

MOTOR CARRIER MAILING STATE

AN 2

The state where all credentials are sent. Many jurisdictions require a street address since plates are mailed by UPS and bulky items cannot be placed within the box. A post office box number can also be included for mailing invoices and other credentials. VALUE MEANING/DESCRIPTION See XXXX-IRP-ACCT-BASE-JURIS for the list of values.

XXXX-IRP-ACCT-MAIL-ZIP

MOTOR CARRIER MAILING ZIP

AN 11

The zip code where all credentials are sent. Many jurisdictions require a street address since plates are mailed by UPS and bulky items cannot be placed within the box. A post office box number can also be included for mailing invoices and other credentials.

XXXX-IRP-ACCT-NUM IRP ACCOUNT NUMBER

AN 9

A number used for identification purposes and assigned by the base jurisdiction. The account number begins with the two-letter postal abbreviation for the base jurisdiction followed by a unique five-digit number. (Note: Some jurisdictions have exhausted the five-digit number and now use six digits. We have expanded the length to seven to allow for future growth.)

XXXX-IRP-ACCT-SUPP-NBR

SUPPLEMENT NUMBER

N 4

A four digit number assigned by the jurisdiction (typically assigned consecutively) indicating the supplement for an IRP application. The original application would contain 0000 in the supplement number. For Audit Netting Recaps the number must be > 900 VALUE MEANING/DESCRIPTION

Formatted Table




*9 Numeric validation XXXX-IRP-ACCT-SUPP-TYPE

SUPPLEMENT TYPE

AN 10

Up to five codes indicating a type of supplement. VALUE MEANING/DESCRIPTION ‘AA’ Audit Assessment ‘AD’ Administrative (for NJ, NY) ‘AF’ Amend Fleet ‘AJ’ Add Jurisdiction' ‘AM’ Amend Fleet (IA) ‘AS' Added State ‘AU’ Audit Recap ‘AV' Add Vehicle/Amend Vehicle ‘AW’ Amend Weight ‘CA' Change Contact/Address ‘CA’ Cancelled ‘CC' Classification Change ‘CJ’ Change Jurisdiction ‘CN’ Cancelled ‘CO' Change Vehicle Ownership ‘CR’ Cab Card Replacement ‘CV’ Change Vehicle ‘DF’ Delete Vehicle-full refund ‘DP’ Delete Vehicle-part refund ‘DV' Delete Vehicle ‘ED’ Error Correction (IA) ‘FT’ Fleet to Fleet transfer ‘IC' Insurance Change ‘MV' Move Vehicle to Other Fleet ‘NF’ New Fleet ‘NI’ New IRP account ‘OR' Original ‘PR’ Plate Replacement ‘RC' Replace Credential ‘RE' Renewal ‘RF’ Renewal Fleet ‘RV’ Replace Vehicle ‘TR' Transfer ‘VT’ Vehicle Plate Transfer ‘WC’ Weight Change ‘WD' Weight Decrease ‘WI' Weight Increase ‘XX’ Multiple Transactions–verify with base jur Applications: The following codes shall be used alone to indicate an original or renewal application. OR Original (cannot be combined with other codes) - Use for the first registration of a carrier or new fleet of an existing carrier. RE Renewal (Ccannot be combined with other codes) - Use for the annual renewal of an existing carrier fleet.

Formatted Table




Audit: AU Audit Recap (Ccannot be combined with other codes) - Use only for an official audit with an audit report in accordance with the Plan. Supplements – Except for EC which must be used alone, up to five of the following codes can be used together to describe the supplemental application. EC Error Correction (cannot be combined with others.) - Use to correct an error in a previous supplement that has been netted. AV Add Vehicle. Use to add a vehicle to a fleet. DV Delete Vehicle - Use to delete a vehicle from a fleet. WC Weight Change - Use when the weight has changed for a vehicle. VC Vehicle Change - Use for all changes to a vehicle except weight. Examples include model year, price, type, operation, fuel, number axles, etc. TV Transfer Vehicle – Use to transfer the registration from one vehicle to another in the same fleet.. MV Move Vehicle – Use when moving a vehicle from one fleet to another.

XXXX-IRP-FLEET-APPORT-PERCENT

APPORTIONED PERCENTAGE

N 7

The proportion of registration fees that the carrier is being charged in a particular jurisdiction under the IRP. For Audit Netting recaps use the audited percentage.

XXXX-IRP-FLEET-CO-CODE

STRAIGHT TRUCK PULLING TRAILER CODE

AN 1

Used to calculate fees for Colorado. Indicates a straight truck with unladen weight between 10,000 and 16,000 pounds that will be used in conjunction with a trailer. Registration fees will be based on gross weight instead of unladen weight. VALUE MEANING/DESCRIPTION 'Y' Straight truck with unladen weight

between 10,000 and 16,000 lbs that will be used in conjunction with a trailer in Colorado

'N' Fleet will not contain a straight truck w/unladen weight between 10,000 and 16,000 lbs that will be used in conjunction w/a trailer in Colorado.

XXXX-IRP-FLEET-FOREIGN-JURIS

IRP FOREIGN/REGIS JURISDICTION CODE

AN 2

The jurisdiction where a given fleet is requesting to register to operate under IRP. VALUE MEANING/DESCRIPTION

Formatted Table




See XXXX-IRP-ACCT-BASE-JURIS for the list of values.

XXXX-IRP-FLEET-MILES-EST-IND

IRP EST MILES - SECOND YR INDICATOR

AN 1

A code indicating whether the fleet miles traveled in a jurisdiction reported on the IRP application are estimated for the second year in a row. VALUE MEANING/DESCRIPTION 'Y' Miles reported are estimated for second or more years in a row. 'N' Miles reported are actual miles traveled in a jurisdiction, or a first year estimate. Under FRP, choose N for all registrations.

XXXX-IRP-FLEET-MILES-IND

IRP EST/ACTUAL MILES INDICATOR

AN 1

A code indicating whether the miles reported in the fleet miles traveled field are actual or estimated. For Audit Netting recaps use the indicator from the original miles. VALUE MEANING/DESCRIPTION 'A' Actual 'E' Estimated (under FRP - Average Per Vehicle Distance chart)

XXXX-IRP-FLEET-MILES-KM-IND

MILES KILOMETERS INDICATOR

AN 1

Indicates if mileage is in kilometers or miles. VALUE MEANING/DESCRIPTION 'K' Kilometers 'M' Miles

XXXX-IRP-FLEET-MILES-TRAVEL

IRP FLEET REGISTRATION JURIS MILES

N 9

For a jurisdiction in which fleet will declare operations for the next (or remainder of the current) registration year, the actual miles a a fleet traveled in a given jurisdiction in the previous reporting period; or the estimated miles expected to travel in a given jurisdiction in the next registration year or remainder of the current registration year for partial year registrations. For Audit Netting recaps use the miles audited or all 9's.

XXXX-IRP-FLEET-NUM

IRP FLEET NUMBER

N 4

A four-digit number which indicates the registrant's fleet. If only one fleet, the number is 0001. The fleet number is used in conjunction with the account number for identification. The numbers are typically assigned consecutively. For Audit Netting Recaps use the fleet number that was audited. VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-IRP-REG-CAB-CARD-NUM

IRP REGISTRATION CAB CARD NUMBER

AN 10

The identification number assigned to a permanent (as opposed to provisional) cab card for a permanent registration.

Formatted Table




XXXX-IRP-REG-CO-LOW-MILEAGE

CO LOW MILEAGE INDICATOR

AN 1

Some jurisdictions allow vehicles to travel up to 10,000 miles without paying fees. This indicates if the vehicle has traveled over 10,000 miles. VALUE MEANING/DESCRIPTION 'Y' Yes, vehicle has traveled less than 10,000 miles 'N' No, vehicle has not traveled less than 10,000 miles

XXXX-IRP-REG-MMYY-VEH-FIRST-REG

MONTH YEAR VEHICLE FIRST REGISTERED

AN 6

The month and year the vehicle was first registered.

XXXX-IRP-REG-NUMBER-OF-MONTHS

NUMBER OF MONTHS

N 2

This is the number of months that the registration will apply and fees are paid for the IRP Registration Year. If a registration is issued anytime during the month, that month is counted in the number of registration months and fees are assessed for the entire month.

XXXX-IRP-REG-WY-INTRASTATE-IND

WY INTRASTATE OPERATIONS INDICATOR

AN 1

Some jurisdictions have a different fee calculation for vehicles that travel intrastate only. VALUE MEANING/DESCRIPTION 'Y' Yes, vehicle travels intrastate in Wyoming only 'N' No, vehicle does not travel intrastate in Wyoming only

XXXX-IRP-REG-YEAR IRP REGISTRATION YEAR

AN 4

The registration year is the 12 month period during which the registration plates issued by the base jurisdiction are valid, according to the laws of the base jurisdiction. For Audit Netting Recaps, use the year being audited.

XXXX-JURISDICTION-NAME

JURISDICTION NAME

AN 25

Descriptive name of jurisdiction within scope of AAMVAnet systems.

XXXX-LEASE-IND LEASE INDICATOR

AN 1

This field defines whether the vehicle is leased. If so, the owner name is the name of the vehicle lessee. VALUE MEANING/DESCRIPTION Y Yes, vehicle is leased and owner name field. blank No, the vehicle is not leased.

XXXX-MTC-AUTH-NUM-CAN

CANADIAN PROVINCE OPERATING AUTH NUM

AN 10

An identification number issued by a Canadian Province or Territory to a carrier to operate for-hire in Canadian commerce.

XXXX-MTC-DBA-NAME

DOING BUSINESS AS NAME

AN 70

The name under which a company or individual operates or conducts business. Not a legal name.

Formatted Table




XXXX-MTC-EIN MOTOR CARRIER EIN

AN 9

Employer Identification Number as assigned by the Internal Revenue Service. This cannot be an SSN.

XXXX-MTC-LEGAL-NAME

CARRIER LEGAL NAME

AN 70

The name of an individual, partnership or corporation responsible for the transportation of persons or property. This is the name that is recognized by law.

XXXX-MTC-OPER-TYPE

TYPE OF OPERATION CODE

AN 2

A code indicating the type of business for which the carrier is engaged. These are jurisdiction defined. For Audit Netting recaps use the operation type code from the fleet that was audited Values: PC Private Carrier HG Household Goods FH For Hire

XXXX-MTC-USDOT-NUMBER

US DOT NUMBER

AN 7

A unique identifier assigned to a motor carrier by the Federal Highway Administration - a division of the U.S. Department of Transportation - which authorizes a company to operate as a motor carrier.

XXXX-OWNER-NAME OWNER NAME

AN 35

The name of the owner of a vehicle. The Owner name may be the name of an individual or the name of a business. If the owner is a business, the owner is free form. If the owner is an individual, one of the following formats is used. VEHICLE SYSTEMS INDIVIDUAL NAME FORMAT: Last name, first name, middle name(s) and suffix of owner. Prefix (Dr., Ms., etc.) is treated as the first name if used. An '@' is used between names, i.e., Smith@John@William. Acceptable suffixes: Junior JR Senior SR First 1ST Second 2ND Third 3RD Fourth 4TH Fifth 5TH MOTOR CARRIER INDIVIDUAL NAME FORMAT: Last name, first name, middle name(s) and suffix of owner. Prefix (Dr., Ms., etc.) is treated as the first name if used. Acceptable suffixes: Junior JR

Formatted Table




Senior SR First 1ST Second 2ND Third 3RD Fourth 4TH Fifth 5TH

XXXX-OWNER-NAME-COMMRCL

OWNER NAME

AN 35

The name of the titled owner of a vehicle or trailer. Owner name may be the name of an individual or the name of a business. If the owner is a business, the owner name is a free-form, 35 character, AN field. If the owner is an individual, the owner name requires the following format: Last name, first name, middle name(s) and suffix of owner. Prefix (Dr., Ms., etc.) is treated as the first name if used. Acceptable suffixes: Junior JR Senior SR First 1ST Second 2ND Third 3RD Fourth 4TH Fifth 5TH

XXXX-REG-COMB-GROSS-WGT

REGISTERED COMBINED GROSS VEH WEIGHT/Total Axles

N 9

The unladen weight of the vehicle (e.g. single- unit truck, truck combination) plus the weight of the maximum load for which vehicle registration fees have been paid. So, for a truck not towing a trailer, this is the empty weight of the truck, including driver and full fuel tanks, plus the maximum payload or cargo carried on the truck. For a motor vehicle towing a trailer or semi-trailer, this is the empty weight of the vehicle including the driver and full fuel tanks, the empty weight of the trailers or semi-trailers, plus the maximum payload or cargo to be carried on the trailers or semi-trailers. For a bus, this is the empty weight of the bus including the driver and full fuel tanks, plus the maximum load in pounds of passengers, packages and luggage when the bus is loaded to capacity. For the fForeign jurisdiction of Quebec, enter the total number of axles in this field according to the definition of total axles on the Quebec fee schedule.

XXXX-REG-DECAL-SERIAL-NUM

REGISTRATION DECAL SERIAL NUMBER

AN 10

The identification number assigned to a sticker attached to a permanent registration plate when it is renewed for the current year.

XXXX-REG-EFFECTIVE-DATE

REGISTRATION EFFECTIVE DATE

AN 8

The Registration Effective Date is the date that the current registration became effective. This may or may not be the original registration date. The date

Formatted Table




format is CCYYMMDD. XXXX-REG-EXPIRE-DATE

REGISTRATION EXPIRATION DATE

AN 8

The Registration Expiration Date is the date that the current registration expires. The date format is CCYYMMDD.

XXXX-REG-FEE-1-AMT

REGISTRATION FEE 1 AMOUNT

N 8

The total fee required for the registration of a vehicle in a jurisdiction using the jurisdictions fee schedule. If the jurisdiction only has one fee schedule, this is the total registration fee in the jurisdiction.

XXXX-REG-FEE-AMT-PD

REGISTRATION FEE AMOUNT PAID

N 11

The total fee paid for the registration of a vehicle in a jurisdiction. Format is $$$$.cc.

XXXX-REG-GVW REGISTERED GROSS VEHICLE WEIGHT

N 9

The unladen weight of the vehicle (e.g., single-unit truck, truck combination) plus the weight of the maximum load for which vehicle registration fees have been paid within a particular jurisdiction.

XXXX-REG-PLATE-NUM

PLATE NUMBER

AN 10

The characters assigned to a registration plate or tag affixed to the vehicle, assigned by the jurisdiction. VALUE MEANING/DESCRIPTION Patterns defined by each jurisdiction

XXXX-TITLE-NUMBER-COMMRCL

TITLE NUMBER

AN 17

A unique set of alphanumeric characters assigned to the certificate of title or non-transferable (non- resident) title for a vehicle or trailer. Assigned by the titling jurisdiction.

XXXX-TOTAL-ERROR-RECAPS

TOTAL NUMBER OF RECAPS IN ERROR

N 7

The number of recaps sent by the transaction originator that are in error.

XXXX-TOTAL-ERRORS

TOTAL NUMBER OF ERRORS

N 9

The number of errors found in the recaps sent by the transaction originator.

XXXX-TOTAL-RECAPS

TOTAL NUMBER OF RECAPS

N 7

The number of recaps sent by the transaction originator.

XXXX-TOTAL-VALID-RECAPS

TOTAL NUMBER OF VALID RECAPS

N 7

The number of recaps sent by the transaction originator that are valid.

XXXX-TRAN-DATE X12 TRANSACTION SET DATE SENT

AN 8

The date the transaction was sent.

XXXX-TRAN-ORIGIN X12 INTERCHANGE SENDER ID

AN 7

Identification code published by the sender for other parties to use as the receiver ID to route data to them; the sender always codes this value in the sender ID element.

XXXX-TRAN-RECEIVED-COUNT

TOTAL NUMBER OF RECORDS RECEIVED

N 9

The number of records/segments received from the transaction sender.

Formatted Table




XXXX-TRANSACTION-CNTRL-NUM

X12 TRANSACTION SET CONTROL NUMBER

AN 9

Identifying control number that must be unique within the transaction set functional group assigned by the originator for a transaction set.

XXXX-TRAN-SENT-COUNT

TOTAL NUMBER OF RECORDS SENT

N 9

The number of records/segments sent by the transaction originator.

XXXX-TRAN-TIME X12 TRANSACTION SET TIME SENT

AN 6

The time the transaction was sent.

XXXX-VEH-BUS-NUM-PASS

BUS NUMBER OF PASSENGERS

N 3

The rated passenger capacity of a bus. Number of passengers is not always equal to number of seats. Some jurisdictions use number of passengers vs. number of seats. VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-VEH-BUS-NUM-SEATS

BUS NUMBER OF SEATS

N 3

The rated seat capacity of a bus. VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-VEH-COMMERCL-HORSEPOWER

COMMRCL VEHICLE HORSEPOWER

AN 4

The rated capacity of the engine of a bus. (This is used for buses only.) VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-VEH-COMMRCL-FUEL-TYPE

COMMERCIAL VEHICLE FUEL TYPE

AN 1

A code representing the type of fuel used to operate a vehicle on public highways. Examples are D - Diesel, P - Propane, etc. These codes are jurisdiction defined. Values: D Diesel G Gasoline E Electric O Other

XXXX-VEH-COMMRCL-MAKE

COMMERCIAL VEHICLE MAKE

AN 5

The distinctive (coded) name applied to a group of commercial vehicles or trailers by a manufacturer. Codes are usually found in the NCIC Code Manual, 1994. However, if the base jurisdiction has adopted different criteria, these will have to be obtained from that jurisdiction. VALUE MEANING/DESCRIPTION See NCIC code definition.

XXXX-VEH-COMMRCL-MODEL-NO

COMMERCIAL VEHICLE MODEL NO

AN 6

A number or a name given by a manufacturer to a group of vehicles with similar size, shape, configuration or structure.

Formatted Table




XXXX-VEH-COMMRCL-MODEL-YR

COMMERCIAL VEHICLE MODEL YEAR

AN 4

The year which is assigned to a vehicle or trailer by the manufacturer. Format is CCYY.

XXXX-VEH-COMMRCL-PURCH-PRICE

COMMRCL VEHICLE PURCHASE PRICE

N 7

The actual purchase price paid for a vehicle or trailer by the current owner, including modifications made to the vehicle. VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-VEH-COMMRCL-TYPE

COMMERCIAL VEHICLE TYPE

AN 2

The type of vehicle operated for the transportation of persons or property in the furtherance of any commercial or industrial enterprise, for hire or not for hire. Not all states will use all values. Values: BU Bus – a motor vehicle designed to carry passengers. Includes limousines and vans. TK Truck (straight) – a power unit designed, used, or maintained primarily for the transportation of property. TR Tractor - A motor vehicle designed and used primarily for drawing other vehicles, but not so constructed as to carry a load other than part of the weight of the vehicle and load so drawn. TT Truck Tractor – A motor vehicle designed and used primarily for drawing other vehicles, but so constructed as to carry a load other than a part of the weight of the vehicle and load so drawn. TW Wrecker

XXXX-VEH-COMMRCL-VIN-HIN

COMMERCIAL VEHICLE ID NO (VIN)

AN 30

A unique combination of alphanumeric characters that identifies a specific commercial vehicle. The VIN is affixed to the vehicle in specific locations and formulated by the manufacturer. State agencies under some controlled instances may assign a VIN to a vehicle. This field is left justified and is large enough to accommodate VINs created before the 1982 standard of 17 characters. VALUE MEANING/DESCRIPTION reference VINA

XXXX-VEH-DATE-PURCHASED

VEHICLE PURCHASE DATE

AN 8

The date a vehicle was purchased by the current owner. Format is CCYYMMDD.

XXXX-VEH-EQUIP-NUM-CAR

VEHICLE EQUIPMENT NUMBER

AN 10

A number, assigned by the registrant of the commercial vehicle or trailer, to identify the vehicle or trailer in the fleet. No two units in a fleet can have the same number. A.K.A. vehicle unit number or owner's equipment number.

XXXX-VEH-FACTORY-PURCH-PRICE

VEHICLE FACTORY

N 7

Ninety percent of the manufacturer's list price of the vehicle when new, including all improvements and modifications attached to the vehicle and used

Formatted Table




PURCHASE PRICE

during the period the license is valid. Trade-in and sales or use tax should be excluded. . If the carrier does not provide the information, refer to individual jurisdiction Fee Schedules for guidelines. Format is $,$$$,$$$. VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-VEH-LEASED-DATE

VEHICLE LEASED DATE

AN 8

The date on which the vehicle is leased.

XXXX-VEH-NEW-USED-INDC

VEHICLE NEW/USED INDICATOR

AN 1

This code represents whether the vehicle/vessel is new or used. VALUE MEANING/DESCRIPTION "N" New "U" Used

XXXX-VEH-NUM-AXLES

VEHICLE NUMBER OF AXLES

AN 2

A count of common axles of rotation of one or more wheels of a vehicle, whether power driven or freely rotating. VALUE MEANING/DESCRIPTION *9 Numeric validation

XXXX-VEH-STATUS-MCO

MCO VEHICLE STATUS

AN 2

This field contains codes to show the most recent activity of a vehicle. VALUE MEANING/DESCRIPTION '01' Stolen '02' Sold out of state '03' Donated '04' Repossessed '05' Recovered stolen '06' Dismantled '07' Scrapped '08' Destroyed '09' Active

XXXX-VEH-UNLADEN-WGT

VEHICLE UNLADEN WEIGHT

N 9

The weight of the vehicle fully equipped for service, not including the weight of the payload (i.e., empty weight). The unladen weight is also known as the scale weight. VALUE MEANING/DESCRIPTION *9 Numeric validation

Formatted Table


Appendix F - Error Codes


1. DESCRIPTION Recaps are received by the Clearinghouse Information System in a flat file format. This file can be sent daily, weekly or monthly. When a file is received by the Clearinghouse, the data in the file is validated and checked for errors. An error report is then produced. This section describes each of the possible errors and gives a description of the error, as well as the probable cause of the error and the recommended course of action to resolve the error.

Error Code Description Probable Cause of Error Recommended Action

000001 The recap record type is equal to spaces

One of the record in the file does not have record type

Recap record type is required

000002 The recap record type is invalid.

One of the record in the file has an invalid record type

The valid record types are 01,05,10,15,20,25 and 30

000003 Base Jurisdiction has changed, file is invalid.

Base jurisdiction is not the same jurisdiction for all the records and it cannot be null

Base jurisdiction is not the same jurisdiction for all the records and it cannot be null

010001 Header record is missing. There is no MM01 record in the file

There should be one MM01 record in the data file

010002 More than one header record is present.

There should be only ONE MM01 record per file

There should be only ONE MM01 record per file

010101 ControlNumber is required

The ControlNumber on the recap record type 01 is equal to spaces

Verify that the ControlNumber on the recap record type 01 is not equal to spaces

010201 JurisdictionCode is required

The JurisdictionCode on the recap record type 01 is equal to spaces

Verify that the base jurisdiction code on the recap record type 01 is not equal to spaces

010203

Jurisdiction on header record does not match parameter

The JurisdictionCode on the recap record type 01 is different than the base jurisdiction

Verify that the jurisdiction code on the recap record type 01 is same as the base jurisdiction.

010301 VersionNo is required

The VersionNo on the recap record type 01 is equal to spaces

Verify that the version number on the recap record type 01 is not equal to spaces


Error Code Description Probable Cause of Error Rec3ommended Action

010402 TotalSentRecords is not a valid type

TotalSentRecords on recap record type 01 is not numeric

Verify that total send records on the recap record type 01 is numeric and greater than zero.

010403 Header record count does not match record count sent

TotalSentRecords on recap record type 01 is wrong

Verify that total send records on the recap record type 01 is equal to total number of records including the record type 01 in the file.

010501 DateSent is required

The DateSent on the recap record type 01 is equal to spaces

Verify that the date sent on the recap record type 01 is not equal to spaces

010601 TimeSent is required

The TimeSent on the recap record type 01 is equal to spaces

Verify that the time sent on the recap record type 01 is not equal to spaces

050004 Did not find the expected record type 05

Record type 05 is missing for a given recap.

Verify that there is one record type 05 present in the recap records.

050005 More than one record type 05 present

There are duplicate record type 05 present in the file

Verify that there should be only one record type 05 in a given recap

050006 Recap carrier is missing the record type 10

There is no recap record type 10 for this recap.

Verify that a recap record type 10 is present for the recap

050008 Missing MM15 (Vehicle) Record

Record Type 15 is missing for the record type 05.

Verify that a record type 15 is present for the recap.

050009 MM30 Record Required

MM30 record is not present on transaction with EC supplement type.

Verify that supplement type EC transactions include an MM30 record.

050099 System error System error Reload file.

050101 RegistrationYear is required

The RegistrationYear on the recap record type 05 is equal to spaces or zeros

Verify that the registration year on the recap record type 05 is not equal to spaces


050102 RegistrationYear is not a valid type

The registration year on the recap record type 05 is not numeric

Verify that the registration year on the recap record type 05 is a numeric value



Verify that the jurisdiction code on the recap record type 05 is not equal to spaces


050203 Recap carrier record invalid base jurisdiction code

The JurisdictionCode in recap record type 05 is not same as the jurisdiction code in record type 01

Verify that jurisdiction code in recap record type 05 is same as the jurisdiction code in record type 01.

050301 AccountNumber is required

The AccountNumber on the recap record type 05 is equal to spaces

Verify that the account number on the recap record type 05 is not equal to spaces.

050401 FleetNumber is required

The FleetNumber on the recap record type 05 is equal to spaces

Verify that the fleet number on the recap record type 05 is not equal to spaces.

050501 SupplementNumber is required

The SupplementNumber on the recap record type 05 is equal to spaces

Verify that the supplement number on the recap record type 05 is not equal to spaces

050601 RegistrationPaymentDate is required

The RegistrationPaymentDate on the recap record type 05 is equal to spaces

Verify that the registration payment date on the recap record type 05 is not equal to spaces

050602 RegistrationPaymentDate is not a valid type

The registration payment date on the recap record type 05 is not numeric

Verify that the registration payment date on the recap record type 05 is a numeric value

050703 Recap carrier record is missing a name

Carrier legal name and carrier business name both empty in recap record type 05

Verify that either carrier legal name or carrier business name present in recap record type 05.

050801 TransactionDateRange

The TransactionDateRange on the recap record type 05 is equal to spaces

Verify that the transaction date range on the recap record type 05 is not equal to spaces


050903 Recap carrier record invalid operation type code

Operation type code supplied is not one defined in the specification data dictionary.of the operation type code for a given jurisdiction

Provide operation type code which is defined in the specification data dictionary.in OperationTypeCodeLoopkUp table for a given jurisdiction



051303

Data IRP-ACCT-LOCATION-ADDR is invalid

Carrier location address in recap record type 05 is incomplete.

Carrier location address is optional, if provided verify that address line1, city, state and postal code are present/

051603

Recap carrier record invalid address jurisdiction code

Recap carrier address jurisdiction code is not a valid IRP jurisdiction code.

Verify that carrier address jurisdiction code is a valid US/Canada jurisdiction code.

052003

Data IRP-ACCT-MAINING-ADDR is invalid:

Carrier mailing address in recap record type 05 is incomplete.

Carrier mailing address is optional, if provided verify that mailing address line1, city, state and postal code are present/

052303

Recap carrier record invalid mailing address jurisdiction code

Recap carrier mailing address jurisdiction code is not a valid IRP jurisdiction code.

Verify that carrier mailing address jurisdiction code is a valid US/Canada jurisdiction code.

052501 MileageInd is required

The MileageInd on the recap record type 05 is equal to spaces

Verify that the mileage indicator on the recap record type 05 is not equal to spaces

052503

Recap carrier record invalid data miles kilometers

The miles/kilometers indicator on the recap record type 05 is not equal to "K" or "M".

Verify that the miles/kilometers indicator on the recap record type 05 is set to "K" or "M".

052601 CurrencyType is required

The CurrencyType on the recap record type 05 is equal to spaces

Verify that the currency type indicator on the recap record type 05 is not equal to spaces

052603

Recap carrier record invalid data fee currency type

The fee currency type on the recap record type 05 is not equal to "US" or "CN".

Verify that the fee currency type on the recap record type 05 is set to "US" or "CN".

Formatted Table


052701 Missing Canadian Exchange Rate

The exchange rate on the recap record type 05 is equal to zero.

Verify that the exchange rate on the recap record type 05 is a numeric value and greater than zero.

052802

ExchangeRateInvoice Date is not a valid type

The Invoice dateexchange rate date on the recap record type 05 is not numeric

Verify that the Invoice dateexchange rate date on the recap record type 05 is a numeric value

053001 SupplementType is required

The SupplementType on the recap record type 05 is equal to spaces

Verify that the supplement type on the recap record type 05 is not equal to spaces

Formatted Table



053001 SupplementType is required

The SupplementType on the recap record type 05 is equal to spaces


053002 Recap carrier record invalid audit supplement type

Supplement type of Audit recap is not AU

For Audit records the supplement type should be AU only.

053004 Additional Supplement Types Not Allowed

OR, RE, AU and EC supplement types cannot be combined with other supplement types

When sending OR, Re, AU and EC, these supplement types must be sent alone.

053005 Supplement Type Not Valid

The Supplement type on the recap record type 05 is not one included in the specification data dictionary..

Verify that the supplement type on the recap record type 05 is one that is included in the specification data dictionary.

053103 Invalid registration fee amount

Registration Fee Amount in recap record type 05 is not valid

Verify Registration Fee Amount in MM05 is S9(9)V99 format

100004 Fleet jurisdiction duplicate foreign jurisdiction

There are two 10 recap records that have the same following information : - Recap ID -Foreign jurisdiction

Remove the duplicate recap type 10 record

100007 Missing MM20 Jurisdiction Fee Record

MM20 record is not present in recap file. This applies to all recaps except Audit.

Verify that all recaps (except for audit) have an MM20 record for each foreign jurisdiction.










100203

Recap fleet registration record invalid base jurisdiction code


















100401100601

FleetNumber is requiredRegistrationPaymentDate is required

The FleetNumber on the recap record type 10 is equal to spacesThe RegistrationPaymentDate on the recap record type 10 is equal to spaces

Verify that the fleet number on the recap record type 10 is not equal to spaces.Verify that the registration payment date on the recap record type 10 is not equal to spaces

100501100602

SupplementNumber is requiredRegistrationPaymentDate is not a valid type

The SupplementNumber on the recap record type 10 is equal to spacesThe registration payment date on the recap record type 10 is not numeric

Verify that the supplement number on the recap record type 10 is not equal to spacesVerify that the registration payment date on the recap record type 10 is a numeric value

100701 ForeignJurisdictionCode is required

Foreign jurisdiction code on recap record type 10 is equal to spaces

Verify that the foreign jurisdiction code on the recap record type 10 is not equal to spaces

100703 Recap fleet registration record invalid foreign jurisdiction

Foreign jurisdiction code in recap record type 10 is not a valid IRP jurisdiction code.

Verify that foreign jurisdiction code is a valid US/Canada jurisdiction code.

100801 JurisdictionMiles is required

Jurisdiction miles on recap record type 10 is equal to spaces or zeros

Verify that the jurisdiction miles on the recap record type 10 is not equal to spaces or zeros.

Formatted Table


100802 JurisdictionMiles is not a valid type

The jurisdiction miles on the recap record type 10 is not numeric

Verify that the jurisdiction miles on the recap record type 10 is a numeric value

100901 EstimatedActualInd is required

Estimate or actual indicator on recap record type 10 is equal to spaces

Verify that estimated actual indicator on the recap record type 10 is not equal to spaces

101102 ApportionedPercentage is not a valid type

The apportioned percentage on the recap record type 10 is not numeric

Verify that the apportioned percentage on the recap record type 10 is a numeric value

101203 Fleet jurisdiction invalid miles indicator

The estimated/actual miles indicator on the recap record type 10 is not equal to "A" or "E".

Verify that the estimated/actual miles indicator on the recap record type 10 is set to "A" or "E".

101303 Fleet jurisdiction invalid second year indicator

The second year indicator on the recap record type 10 is not equal to "Y" or "N" or space.

Verify that the second year indicator on the recap record type 10 is set to "Y" or "N" or space.

101403 Invalid Credit Fee Amount

Credit Fee Amount in recap record type 10 is not valid

Verify Credit Fee Amount in MM10 is S9(7)V99 format



101203 Fleet jurisdiction invalid miles indicator

The estimated/actual miles indicator on the recap record type 10 is not equal to "A" or "E".

Verify that the estimated/actual miles indicator on the recap record type 10 is set to "A" or "E".

101303109999

Fleet jurisdiction invalid second year indicatorUnable to process record type 10

The second year indicator on the recap record type 10 is not equal to "N" or space.There was an interruption in the process

Verify that the second year indicator on the recap record type 10 is set to ""N" or space.Reload file.

101403150004

Invalid Credit Fee AmountRecap carrier audit record registration not accepted

Credit Fee Amount in recap record type 10 is not validFor audit recaps, thee should not be any record type 15 in the recap records

Verify Credit Fee Amount in MM10 is S9(7)V99 formatFor audit recaps, thee should not be any record type 15 in the recap records

150005 IRP registration missing record type 20

There is no recap record type 20 for this recap

Verify that a recap record type 20 is present for the recap

150006 IRP registration duplicate VIN number

There areis more than one record for the same VIN and recapID

Verify that there is only one record type 15 for a given recapID and Vin number.




150102 Registration year is not a valid type






150203 IRP registration record invalid base jurisdiction




















150701 VinNo required

The VIN number on the recap record type 15 is equal to spaces


150801 RegistrationExpirationDate is required

Registration expiration date on the recap record type 15 is equal to spaces


150802 RegistrationExpirationDate is not a valid type

The registration expiration date on the recap record type 15 is not numeric

Verify that the registration expiration date on the recap record type 15 is a numeric value

150902 RegistrationEffectiveDate is not a valid type

The registration effective date on the recap record type 15 is not numeric

Verify that the registration effective date on the recap record type 15 is a numeric value

050903 Recap Carrier Record Invalid Operation Type Code

The vehicle operation type on the recap record type 15 is not a value included in the specification data dictionary.

Verify that the vehicle operation type on the recap record type 15 is equal to a value included in the specification data dictionary.


151002 NumOfMonth is not a valid type

The Number of Month on the recap record type 15 is not numeric

Verify that the number of month on the recap record type 15 is a numeric value

151101 ModelYear required

Vehicle model year on recap record type 15 is equal to zero


151102 Modelyear is not a valid type

The model year on the recap record type 15 is not numeric

Verify that the model year on the recap record type 15 is a numeric value

151103 Invalid model year

The model year on the recap record type 15 is less than 1900

The model year on recap record type 15 should be greater than 1900

151201 Make is required

Vehicle make e on the recap record type 15 is equal to spaces




151201 Make is required

Vehicle make on the recap record type 15 is equal to spaces

Verify that the vehicle make on the recap record type 15 is not equal to spaces

151401 UnladenWt is required

Vehicle unladenWeight on the recap record type 15 is equal to zero


151402 UnladenWt is not a valid type

The unladen weight on the recap record type 15 is not numeric

Verify that the unladen weight on the recap record type 15 is a numeric value

151501 FactoryPurchasePrice is required

Vehicle factory purchase price on the recap record type 15 is equal to zero


151502 FactoryPurchasePrice is not a valid type

The factory purchase price on the recap record type 15 is not numeric

Verify that the factory purchase price on the recap record type 15 is a numeric value

151601 Missing Purchase Date.

The purchase date on the recap record type 15 is equal to 0.

Verify that the purchase price on the recap record type 15 is a numeric value and greater than zero.

151602 PurchaseDate is not a valid type

The factory purchase date on the recap record type 15 is not numeric

Verify that the factory purchase date on the recap record type 15 is a valid date

151701 PurchasePrice required

Vehicle purchase price on the recap record type 15 is equal to zero

Verify that the purchase price on the recap record type 15 is a numeric value and greater than zero

151801 Vehicle Type required

Vehicle type e on the recap record type 15 is equal to spaces

Verify that the type on the recap record type 15 is not equal to spaces

151802 Vehicle Type not valid

Vehicle type on the recap record type 15 is not one included in the specification data dictionary.

Verify that the vehicle type on the recap record type 15 is one that is included in the specification data dictionary.

151803 IRP registration is missing the bus information

The following fields on the recap record type 15 are equal to zeros : - the bus number of passengers - the bus number of seats

When the vehicle is a bus, vehicle type = "BSBU ", the bus number of passengers and or the bus number of seats are required


151901 Vehicle Type Required The vehicle type in the type 15 record is equal to spaces Enter the vehicle Type.

151902 NoOfAxles is not a valid type

The number of axles on the recap record type 15 is not numeric

Verify that the number of axles on the recap record type 15 is a numeric value



151901 Vehicle Type Required

The vehicle type in the type 15 record is equal to spaces Enter the vehicle Type.

151902152003

NoOfAxles is not a valid typeIRP registration record missing number of axles

The number of axles on the recap record type 15 is not numericIf the vehicle type is not bus, number of axles is required.

Verify that the number of axles on the recap record type 15 is a numeric valueFor all vehicle types except buses, vehicle type = BS, the vehicle number of axles is required. Verify that the vehicle number of axles on the recap record type 15 is greater than zero.

1521032 IRP registration fuel type is required.

The vehicle fuel type on the recap record type 15 is equal to spaces. For all vehicle types except trailers, vehicle type = "FT" or "ST", Tthe vehicle fuel type is required.

Verify that the vehicle fuel type on the recap record type 15 is not equal to spaces

152103 IRP registration Invalid Fuel Type

The vehicle fuel type on the recap record type 15 is not a value included in the specification data dictionary.

Verify that the vehicle fuel type on the recap record type 15 is equal to a value included in the specification data dictionary.

152203 IRP registration invalid new used indicator

The vehicle new/used indicator on the recap record type 15 is not valid.

Verify that the vehicle new/used indicator on the recap record type 15 is set to "N" or "U" or spaces.

153303 IRP registration invalid lease indicator

The lease indicator on the recap record type 15 is not valid

Verify that the lease indicator on the recap record type 15 is set to "Y" or "N" or spaces.

153402 LeaseDate is not a valid type

The lease date on the recap record type 15 is not numeric

Verify that the lease date on the recap record type 15 is a valid date

153601 WeightIndicator required

Vehicle weight indicator on the recap record type 15 is equal to spaces

Verify that the weight indicator on the recap record type 15 is not equal to spaces

153603 IRP registration invalid pounds kilo indicator

The pounds/kilograms indicator on the recap record type 15 is invalid

Verify that the pounds/kilograms indicator on the recap

Formatted Table


record type 15 is set to "P" or "K" or spaces

153603 Invalid Weight Indicator

The weight indicator is not P for US jurisdictions or K for Canadian jurisdictions.

Verify that the weight indicator is P for US jurisdictions and K for Canadian jurisdictions.

153703

IRP registration invalid COLORADO code indicator

The Colorado low mileage indicator on the recap record type 15 is not valid

When the foreign jurisdiction is equal to "CO", the Colorado low mileage indicator is required. Verify that the Colorado low mileage indicator on the recap record type 15 is set to "Y" or "N" or spaces.



153703 IRP registration invalid COLORADO code indicator

The Colorado low mileage indicator on the recap record type 15 is not valid

When the foreign jurisdiction is equal to "CO", the Colorado low mileage indicator is required. Verify that the Colorado low mileage indicator on the recap record type 15 is set to "Y" or "N" or spaces.

153803 IRP registration invalid Wyoming intrastate indicator

The Wyoming intrastate operations indicator on the recap record type 15 is not valid.

When the foreign jurisdiction is equal to "WY", the Wyoming intrastate operations indicator is required. Verify that the Wyoming intrastate operations indicator on the recap record type 15 is set to "Y" or "N" or spaces.

153903 IRP registration invalid pulling trailer code

The Colorado straight truck pulling trailer code on the recap record type 15 is not valid.

When the foreign jurisdiction is equal to "CO", the Colorado straight truck pulling trailer code is required. Verify that the Colorado straight truck pulling trailer code on the recap record type 15 is set to "Y" or "N".

159999 Unable to process record type 15

200004 Did not find expected record type 15

Record type 15 is missing for the VIN

Verify that a record type 15 is present for the recap


Record type 10 is missing for the foreign jurisdiction

Verify that record type 10 with the same foreign jurisdiction as record type 20 is present in the recap

200006 Vehicle jurisdiction duplicate foreign jurisdiction

There is a duplicate record type 20 present in the recap

Verify that there are no duplicate foreign jurisdiction records in record type 20 with record type 20

200007 Missing Fee Type for Jurisdiction XX

For every MM20 there should be at least one MM25 record.

Verify that there is at least one MM25 record for each MM20 record.




Formatted Table



The registration year date on the recap record type 20 is not numeric

Verify that the registration year date on the recap record type 20 is a numeric value








200203 Vehicle jurisdiction record invalid base jurisdiction code





















200703 Vehicle jurisdiction record invalid foreign jurisdiction




200801 Foreign jurisdiction code required

Foreign jurisdiction code on the recap record type 20 is equal to spaces

Verify that the mileage indicator Foreign jurisdiction code on the recap record type 20 is not equal to spaces

200901

Gross vehicle weight is requiredMissing Gross Vehicle Weight

Gross vehicle weight on the recap record type 20 is equal to zero or spaces.

Verify that the currency type indicator on the recap record type 20 is not equal to spaces Verify that Gross Vehicle Weight is not equal to zero or spaces.

200902 Gross vehicle weight is valid type

The gross vehicle weight date on the recap record type 20 is not numeric

Verify that the gross vehicle weight on the recap record type 20 is a numeric value



200902 Gross vehicle weight is valid type

The gross vehicle weight date on the recap record type 20 is not numeric.

Verify that the gross vehicle weight on the recap record type 20 is a numeric value.

201001

Combined gross vehicle weight is requiredMissing Combined Gross Vehicle Weight,

Combined gross vehicle weight on the recap record type 20 is equal to zero or spaces.

Verify that the supplement type on the recap record type 20 is not equal to spacesVerify that Combined Gross Vehicle Weight is not equal to zero or spaces.

201002 Combined gross vehicle weight is not valid type

The combined gross vehicle weight date on the recap record type 20 is not numeric

Verify that the combined gross vehicle weight on the recap record type 20 is a numeric value

201002 Invalid total Axles for QC

Combined gross vehicle weight for the foreign jurisdiction of QC is a value greater than 20.

Verify that the Combined gross vehicle weight for the foreign jurisdiction of QC is less than 21.

201101 Registration fee amount is required

Registration fee amount on the recap record type 20 is equal to zero

Verify that the registration fee amount on the recap record type 20 is not equal to spaces

201103 Invalid Registration Fee Amount

Registration Fee Amount in recap record type 20 is not valid

Verify Registration Fee Amount in MM20 is S9(6)V99 format

201203 Vehicle jurisdiction invalid pounds kilo indicator

The pounds/kilograms indicator on the recap record type 20 is invalid

Verify that the pounds/kilograms indicator on the recap record type 20 is set to "P" for US jurisdictions and or "K" for Canadian jurisditctions.,or spaces

209999 Unable to process record type 20

Interruption in the load process Reload file.


Record type 15 is missing for the VIN Record type 15 is missing for the VIN

Verify that a record type 15 is present for the recap


For every MM25 record there should be one corresponding MM20 record

Verify that there is a corresponding MM20 record for the foreign jurisdiction.

250006 Did not find expected record 25

For every MM20 there should be at least one MM25 record

Verify that there is at least one MM25 record for each MM20 record.




Formatted Table



The registration year date on the recap record type 25 is not numeric













250303 Vehicle jurisdiction fee type invalid base jurisdiction code


















250703 Vehicle jurisdiction fee type invalid foreign jurisdiction



250801 Foreign jurisdiction code required

Foreign jurisdiction code on the recap record type 25 is equal to spaces


Formatted: Left

Formatted: Left


250901 Fee type is required

Fee type on the recap record type 25 is equal to spaces




251001 Fee amount is required

Fee amount on the recap record type 25 is equal to spaces


251003 Invalid Fee Amount Fee Amount in recap record type 25 is not valid

Verify Fee Amount in MM25 is S9(4)V99 format

259999 Unable to process record type 25 Interruption in load process Reload file.

30001 MM30 record required when supplement Type EC used

MM30 record is not present on transaction with EC supplement type

Verify that supplement type EC transactions include an MM30 record.




300102 Registration year is not a valid type






















300701 Sequence number required

The sequence number on the recap record type 30 is equal to spaces

Verify that the sequence number on the recap record type 30 is not equal to spaces



Appendix G - Sample Programs


1. SAMPLE W This program uses the IRPCHRI copybook to create a Recap Flat File.

IDENTIFICATION DIVISION. PROGRAM-ID. SAMPLEW. DATE-COMPILED. ****************************************************************** * * * THIS PROGRAM IS AN EXAMPLE OF HOW TO USE THE COPYBOOK * * PROVIDED FOR THE RECAP FLAT FILE, IRPCHRI, TO WRITE * * A FILE FOR TRANSMISSION TO THE IRP CLEARING HOUSE. * * * ****************************************************************** EJECT ****************************************************************** **** **** **** E N V I R O N M E N T D I V I S I O N **** **** **** ****************************************************************** ENVIRONMENT DIVISION. CONFIGURATION SECTION. SOURCE-COMPUTER. IBM. ****************************************************************** ** ** ** I N P U T - O U T P U T S E C T I O N ** ** ** ****************************************************************** INPUT-OUTPUT SECTION. FILE-CONTROL. SELECT RECAP-FILE ASSIGN TO IRPRECAP. ****************************************************************** **** **** **** D A T A D I V I S I O N **** **** **** ****************************************************************** DATA DIVISION. ****************************************************************** ** ** ** F I L E S E C T I O N ** ** ** ****************************************************************** FILE SECTION.


FD RECAP-FILE LABEL RECORDS ARE STANDARD BLOCK CONTAINS 0 CHARACTERS RECORDING MODE IS V RECORD CONTAINS 131 TO 606 CHARACTERS DATA RECORDS ARE MM01-REC MM05-REC MM10-REC MM15-REC MM20-REC MM25-REC MM30-REC. 01 MM01-REC PIC X(164). 01 MM05-REC PIC X(606). 01 MM10-REC PIC X(166). 01 MM15-REC PIC X(353). 01 MM20-REC PIC X(152). 01 MM25-REC PIC X(131). 01 MM30-REC PIC X(188). EJECT ****************************************************************** ** ** ** W O R K I N G S T O R A G E S E C T I O N ** ** ** ****************************************************************** WORKING-STORAGE SECTION. 01 FILLER. 05 FILLER PIC X(48) VALUE '***** SAMPLEW WORKING-STORAGE STARTS HERE *****'. 05 W-WHEN-COMPILED PIC X(20). 01 WS-AREA. 05 WS-NUM-REC-OUT PIC S9(09) COMP-3 VALUE +0. 05 WS-SAVE-COMMON-DATA PIC X(75) VALUE SPACES. EJECT 01 WS-RECAP-RECORD-WORK-AREA. COPY IRPCHRI. 01 FILLER PIC X(46) VALUE '***** SAMPLEW WORKING-STORAGE ENDS HERE *****'. EJECT ****************************************************************** **** **** **** P R O C E D U R E D I V I S I O N **** **** **** ****************************************************************** PROCEDURE DIVISION.


S0000-MAINLINE. ** OPEN THE FILES OPEN OUTPUT RECAP-FILE. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA. ** SET THE CONSTANT VALUES IN THE COMMON DATA AREA ** AND SAVE IN WORKING STORAGE MOVE RECAP-COMMON-DATA TO WS-SAVE-COMMON-DATA. ** WRITE RECAP CARRIER DETAIL MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '05' TO MM00-CLRGHSE-RECAP-REC-TYP. WRITE MM05-REC FROM RECAP-CARRIER-DETAIL. ADD +1 TO WS-NUM-REC-OUT. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA. ** WRITE FLEET JURISDICTION MILES MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '10' TO MM00-CLRGHSE-RECAP-REC-TYP. WRITE MM10-REC FROM FLEET-JURISDICTION-MILES. ADD +1 TO WS-NUM-REC-OUT. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA. ** WRITE IRP REGISTRATION DATA MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '15' TO MM00-CLRGHSE-RECAP-REC-TYP. WRITE MM15-REC FROM IRP-REGISTRATION-DATA. ADD +1 TO WS-NUM-REC-OUT. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA. ** WRITE VEHICLE JURISDICTIONS MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '20' TO MM00-CLRGHSE-RECAP-REC-TYP. WRITE MM20-REC FROM VEHICLE-JURISDICTIONS. ADD +1 TO WS-NUM-REC-OUT. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA.


** WRITE VEH JURIS FEE TYPE MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '25' TO MM00-CLRGHSE-RECAP-REC-TYP. WRITE MM25-REC FROM VEH-JURIS-FEE-TYPE. ADD +1 TO WS-NUM-REC-OUT. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA. ** WRITE ADJUSTMENT MEMO TEXT MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '30' TO MM00-CLRGHSE-RECAP-REC-TYP. WRITE MM30-REC FROM ADJUSTMENT-MEMO-TEXT. ADD +1 TO WS-NUM-REC-OUT. MOVE SPACES TO WS-RECAP-RECORD-WORK-AREA. ** WRITE RECAP FILE HEADER ADD +1 TO WS-NUM-REC-OUT. MOVE WS-SAVE-COMMON-DATA TO RECAP-COMMON-DATA. MOVE '01' TO MM00-CLRGHSE-RECAP-REC-TYP. MOVE WS-NUM-REC-OUT TO MM01-TRAN-SENT-COUNT-9. WRITE MM01-REC FROM RECAP-FILE-HEADER. ** CLOSE THE FILES CLOSE RECAP-FILE. DISPLAY 'IRP RECAP RECORDS WRITTEN: ' WS-NUM-REC-OUT. GOBACK.


2. SAMPLE R This program uses the IRPCHVO copybook to read the Validated Recap Flat File.

IDENTIFICATION DIVISION. PROGRAM-ID. SAMPLER. DATE-COMPILED. ****************************************************************** * * * THIS PROGRAM IS AN EXAMPLE OF HOW TO USE THE COPYBOOK * * PROVIDED FOR THE VALIDATED RECAP FLAT FILE, IRPCHVO, TO * * READ THE FILE TRANSMITTED FROM THE IRP CLEARING HOUSE. * * * ****************************************************************** EJECT ****************************************************************** **** **** **** E N V I R O N M E N T D I V I S I O N **** **** **** ****************************************************************** ENVIRONMENT DIVISION. CONFIGURATION SECTION. SOURCE-COMPUTER. IBM. ****************************************************************** ** ** ** I N P U T - O U T P U T S E C T I O N ** ** ** ****************************************************************** INPUT-OUTPUT SECTION. FILE-CONTROL. SELECT VAL-RECAP-FILE ASSIGN TO VALRECAP. ****************************************************************** **** **** **** D A T A D I V I S I O N **** **** **** ****************************************************************** DATA DIVISION. ****************************************************************** ** ** ** F I L E S E C T I O N ** ** ** ****************************************************************** FILE SECTION.


FD VAL-RECAP-FILE LABEL RECORDS ARE STANDARD BLOCK CONTAINS 0 CHARACTERS RECORDING MODE IS V RECORD CONTAINS 181 TO 657 CHARACTERS DATA RECORDS ARE MM89-REC MM90-REC MM91-REC MM92-REC MM93-REC MM94-REC MM95-REC. 01 MM89-REC PIC X(279). 01 MM90-REC PIC X(657). 01 MM91-REC PIC X(216). 01 MM92-REC PIC X(403). 01 MM93-REC PIC X(202). 01 MM94-REC PIC X(181). 01 MM95-REC PIC X(238). EJECT ****************************************************************** ** ** ** W O R K I N G S T O R A G E S E C T I O N ** ** ** ****************************************************************** WORKING-STORAGE SECTION. 01 FILLER. 05 FILLER PIC X(48) VALUE '***** SAMPLER WORKING-STORAGE STARTS HERE *****'. 05 W-WHEN-COMPILED PIC X(20). 01 WS-AREA. 05 WS-NUM-REC-IN PIC S9(09) COMP-3 VALUE +0. 05 WS-EOF-SW PIC X VALUE 'N'. 88 EOF-YES VALUE 'Y'. EJECT 01 WS-VAL-RECAP-RECORD-WORK-AREA. COPY IRPCHVO. 01 FILLER PIC X(46) VALUE '***** SAMPLER WORKING-STORAGE ENDS HERE *****'. EJECT ****************************************************************** **** **** **** P R O C E D U R E D I V I S I O N **** **** **** ******************************************************************


PROCEDURE DIVISION. S0000-MAINLINE. ** OPEN THE FILES OPEN INPUT VAL-RECAP-FILE. ** READ THE VALIDATED RECAP FILE AND PROCESS PERFORM S1000-READ-AND-PROCESS THRU S1000-EXIT UNTIL EOF-YES. ** CLOSE THE FILES CLOSE VAL-RECAP-FILE. DISPLAY 'VALIDATE RECAP RECORDS READ: ' WS-NUM-REC-IN. GOBACK. S1000-READ-AND-PROCESS. MOVE SPACES TO WS-VAL-RECAP-RECORD-WORK-AREA. ** READ A RECORD READ VAL-RECAP-FILE INTO WS-VAL-RECAP-RECORD-WORK-AREA AT END MOVE 'Y' TO WS-EOF-SW GO TO S1000-EXIT. ADD +1 TO WS-NUM-REC-IN. ** CHECK RECORD TYPE, PROCESS ACCORDINGLY ** TYPE = '89' IF VAL-RECAP-FILE-HEADER-TYP PERFORM S2000-PROCESS-MM89 THRU S2000-EXIT ELSE ** TYPE = '90' IF VAL-RECAP-CARRIER-DETAIL-TYP PERFORM S2100-PROCESS-MM90 THRU S2100-EXIT ELSE ** TYPE = '91' IF VAL-FLEET-JURIS-MILES-TYP PERFORM S2200-PROCESS-MM91 THRU S2200-EXIT ELSE ** TYPE = '92' IF VAL-IRP-REGISTRATION-DATA-TYP PERFORM S2300-PROCESS-MM92 THRU S2300-EXIT


ELSE ** TYPE = '93' IF VAL-VEHICLE-JURISDICTIONS-TYP PERFORM S2400-PROCESS-MM93 THRU S2400-EXIT ELSE ** TYPE = '94' IF VAL-VEH-JURIS-FEE-TYPE-TYP PERFORM S2500-PROCESS-MM94 THRU S2500-EXIT ELSE ** TYPE = '95' IF VAL-ADJUSTMENT-MEMO-TEXT-TYP PERFORM S2600-PROCESS-MM95 THRU S2600-EXIT ELSE ** UNDEFINED RECORD TYPE ENCOUNTERED DISPLAY ' UNKNOWN RECORD TYPE READ' DISPLAY ' RECORD TYPE = ' MM99-CLRGHSE-RECAP-REC-TYP MOVE 'Y' TO WS-EOF-SW. S1000-EXIT. EXIT. S2000-PROCESS-MM89. **** PROCESS DATA IN VAL-RECAP-FILE-HEADER S2000-EXIT. EXIT. S2100-PROCESS-MM90. **** PROCESS DATA IN VAL-RECAP-CARRIER-DETAIL S2100-EXIT. EXIT. S2200-PROCESS-MM91. **** PROCESS DATA IN VAL-FLEET-JURISDICTION-MILES S2200-EXIT. EXIT. S2300-PROCESS-MM92. **** PROCESS DATA IN VAL-IRP-REGISTRATION-DATA S2300-EXIT. EXIT. S2400-PROCESS-MM93. **** PROCESS DATA IN VAL-VEHICLE-JURISDICTIONS S2400-EXIT. EXIT. S2500-PROCESS-MM94. **** PROCESS DATA IN VAL-VEH-JURIS-FEE-TYPE S2500-EXIT.


EXIT. S2600-PROCESS-MM95. **** PROCESS DATA IN VAL-ADJUSTMENT-MEMO-TEXT S2600-EXIT. EXIT.


Appendix H - Recap Return Data / Recap Purge

Process


1. INTRODUCTION In November 2000 the IRP, Inc. Board of Directors approved the recommendation from the Clearinghouse Committee to reduce storage time from 3 years to 18 months. With this a return data process has been developed. This appendix provides information on the process and the mechanism by which the data file will be returned to the requesting jurisdiction, and the requirements for the data return. New technology implemented for Clearinghouse 34.0 now allows storage of up to 60 months of on-line data. 1.1 Process The jurisdictions will have the capability to request online, a flat file of data to be extracted to include only those recaps within a specific month. Each jurisdiction will receive the data specifically related to their jurisdiction and not necessarily the whole recap. The information pertaining to miles traveled in their jurisdiction and all information from Carrier level down to vehicle level, if available, will be included in this flat file.

• The CH Selection Menu screen will have an option for requesting data be

returned to the base jurisdiction. • The requesting jurisdiction has to be the base jurisdiction logged on. • The user has the option to select one foreign jurisdiction or all foreign

jurisdictions. • The data requested will be limited to a maximum of one month based on Reg

Pay Date or Netting date. • Identical requests cannot exist. A message will be displayed stating if an

identical request exists and the most recent request will not be processed. • Foreign Jurisdiction is optional, and if entered has to be a valid jurisdiction. • If Netting Date is not selected, Registration Pay Date Range From is required

and has to be a valid date. • If Netting Date is not selected, Registration Pay Date Range to is required and

has to be a valid date and greater than Registration Pay Date Range From. 1.1.1 Jurisdiction Requirements

• The returned data will be transmitted to the requesting jurisdiction through the secure FTP connection used for file transmission to the Clearinghouse. For jurisdictions that do not have a secure FTP connection, there is an option for a manual download.

• Any questions can be directed to IRP Clearinghouse Support.

2. PURGE DATA PROCESS: There will be a yearly scheduled job that will purge data older than 60 months.


Appendix I – MM25 Record Instructions and Examples

Formatted: Level 1



1 MM25 RECORD

The following are instructions for creating the MM25 record which separates jurisdiction fees when there is more than one fee on a jurisdiction fee schedule. a. Use the Fee type table included in Appendix E, Data Dictionary to determine

the Fee type code for each separate fee for each jurisdiction. b. For each jurisdiction, separate the basic weight fee (003) and each separate

fee as applicable to each jurisdiction using the MM25 record. c. In most cases, all individual fees for each jurisdiction will add up to the total

apportioned fee for that jurisdiction. However, for those jurisdiction who add up the separate fees prior to applying the apportioned percentage, because of rounding, it is possible that the individual fees will not add up exactly to the total apportioned fee. See example below.

d. The Apportioned Fee column total must equal the Fee Type Amount column total in most cases. There may be a small discrepancy due to the fact that some jurisdictions add up their separate fees prior to applying the apportioned

Formatted: Numbered + Level: 1 + Numbering Style: 1, 2,3, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" +Indent at: 0.5"

Formatted: Normal, No bullets or numbering


Formatted: Normal, Indent: Left: 0.5"



Formatted: List Paragraph, Numbered + Level: 1 +Numbering Style: a, b, c, … + Start at: 1 + Alignment: Left +Aligned at: 0.5" + Indent at: 0.75"

Formatted: Normal


Formatted: Font: Not Bold

Formatted: Left, Numbered + Level: 1 + Numbering Style:a, b, c, … + Start at: 1 + Alignment: Left + Aligned at: 0.5"+ Indent at: 0.75"

Commented [CRT1]: Is this paragraph bold for a reason?




percentage. Therefore, rounding could cause the totals to be off by a small amount.


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