Special Fees

Vehicle license registrations and renewals can be a major source of costs incurred by fleet departments. States have specific rules regarding vehicle registration fees, and they often change with new legislation. Registration fees paid last year may not be the best estimation of this year’s fees.

Some states automatically notify organizations of fees due for a specific month, which requires significant review and reconciliation to ensure that overpayments do not occur. In the event of an overpayment, the agency may issue a credit for use in conjunction with future fees. These individual credits need to be tracked and selectively applied to new payments (based on user choice).

Prior to the software release 6.2.1, only after-the-fact recording of license fees and an automated assessment of a fixed amount during end of period-monthly processing were allowed. These methods are static and do not allow proactive management of fees and payments. They also do not promote accurate budgeting.

The software version 6.2.1 includes the following enhancements:

• Data-driven fee structures, including rules based on weights, vehicle age, fuel types, and other parameters  

• Effective and end dates for fee structures so that data may be set up immediately after it is known but not applied until put into effect by legislation  

• Track miscellaneous charges, such as replacement decals and replacement license plates

• Notes functionality

• Less manual data entry, increasing efficiency and accuracy in license renewal processing.