Entry certification

The NZ Transport Agency Waka Kotahi (NZTA) has prepared this manual to assist vehicle inspectors and inspecting organisations in achieving correct and consistent standards for the pre-registration, inspection and certification of vehicles entering service in New Zealand.

The purpose of this manual is to explain the conditions of appointment and the requirements for the inspection and certification of vehicles that are entering service in New Zealand.

This manual is for NZTA-appointed vehicle inspectors and inspecting organisations. Its scope is to describe the pre-registration procedures and set out the statutory requirements for the entry inspection and certification of motor vehicles when they enter service in New Zealand.

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IMPORTANT: In order to be certified for entry into service, vehicles must comply with the requirements in the Vehicle inspection requirements manual: In-service certification as well as the requirements in this manual. Vehicles must therefore be inspected for compliance with the requirements in both manuals before they can be certified for entry into service. This manual highlights where any requirements in the Vehicle inspection requirements manual: In-service certification manual do not apply at entry (eg brake inspection).

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This manual applies to the entry inspection and certification of all motor vehicles. The only exceptions are new vehicles imported, inspected and certified by the vehicle manufacturers' New Zealand representatives, provided that the representatives have been appointed for the purpose of entry inspection and certification by the NZTA.

This manual sets out what vehicle inspectors and inspecting organisations are required to do.

Amendments to this manual will be issued from time to time as inspection and certification requirements change and improvements are made. Suggestions for improvement can be made using the feedback button found on every page.

The following diagram shows the role of this manual in relation to the certification process and to other relevant manuals.

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Structure of the manual

The manual is structured into five main parts:

1. Introduction explains the duties and responsibilities of the inspecting organisation and vehicle inspector, the pre-registration process, the inspection and certification process, complaints procedures, inspection premises and equipment requirements, and the appointment of vehicle inspectors and inspecting organisations. It also includes definitions and abbreviations, an improvement suggestion form and a form for recording amendments to the manual. The introduction is relevant to all vehicles requiring entry inspection and certification.

2. Pre-registration and VIN explains pre-registration requirements and describes the procedures for using the LANDATA system to check, assign and affix vehicle identification numbers (VINs), and to record vehicle and inspection details.

3. Inspection and certification covers documentation, standards, and inspection requirements for vehicles of groups L, M, N and T.

4. Technical bulletins provide extended explanatory material relating to specific items, referenced throughout this manual.

5. Reference materials provide form templates and examples of required documentation, referenced throughout this manual.

The inspection requirements for the different groups of vehicle components are separated by tab dividers. For each vehicle component or component group, the inspection requirements will include:

• a list of ‘Reasons for rejection’, which specify the vehicle defects that must result in the vehicle being rejected for entry certification. The condition and performance reasons for rejection apply to mandatory, permitted and modified equipment, unless otherwise stated. The NZ Transport Agency has imposed these requirements in accordance with the Land Transport Rule: Vehicle Standards Compliance 2002, section 2.3(1)
• a summary of the legislation that is relevant to the entry inspection and certification of that component or component group. These are broken up, as required, into mandatory and permitted equipment, condition, performance and modification
• additionally, tables, notes and illustrations are included for further guidance.

For some vehicle components or component groups, the inspection requirements will include additional information, such as inspection specifications or guidance on determining compliance.

Offline use

The manual pages can be printed or downloaded in PDF format and saved to your computer for offline and offsite use.

By clicking on the printer or PDF icon near the top right of screen, the manual from the page you are at and any sub-sections will be included.

IMPORTANT: The offline versions of the manual are NOT considered by the NZTA to be accurate other than on the day it was printed (for example, and amendment may come into effect the following day). Printed and PDF copies of this manual or any of its sections should be used for short-term reference only.

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Until a vehicle has undergone the pre-registration process successfully, it cannot be registered. The sequence of events that makes up the pre-registration cycle may vary depending on the vehicle and how it is manufactured or imported. The basic cycles are approved new light vehicles, imported used vehicles and parallel-imported new vehicles.

1 Approved new light vehicles

A new vehicle is required to meet the certification requirements applicable to the date of manufacture. The manufacturer or manufacturer’s representative completes the certification and may also print the MR2A registration form.

2 Imported used vehicles

A used imported vehicle is also required to meet applicable certification requirements. However, compliance is checked and determined by an entry certifier.

The pre-registration process for used imported vehicles may include:

• a border check
• the pre-registration and VIN process
• vehicle inspection and certification.

2.1 Border check

Imported used vehicles must undergo a preliminary border inspection. This:

• records the name of the vehicle importer
• records some basic vehicle information
• identifies any obvious damage to the vehicle.

This information is downloaded to LANDATA and is available to inspecting organisations during the pre-registration process.

2.1.1 Application for exemption from border check requirements

A vehicle owner or entry certifier may apply for an exemption from the requirement to undergo a border check.

A Request for exemption from border check requirements form is available in Reference materials 16. Complete a copy of this and forward it to:

Assessments - Customer Access
NZ Transport Agency
Private Bag 11777
Palmerston North 4442

Fax: 06 953 6267

If the exemption is approved, the NZ Transport Agency will send a letter confirming the exemption.

2.2 VIN process

A vehicle identification number (VIN) is a 17-character series of digits and letters that provides a unique identifying number for every vehicle. The VIN structure is defined by an international standard (ISO 3779). The VIN always contains exactly 17 characters and never contains the letters O, Q and I.

Under the Land Transport Rule: Vehicle Standards Compliance Amendment 2005 (Rule 35001/2), all vehicles registered or re-registered in New Zealand on or after 1 April 1994 are required to have a VIN assigned and affixed to them, with the following exceptions:

Vehicle type	Description
2	Light trailers (trailers with a gross weight of less than 3501 kg)
3	Tractors (including traction engines)*
4	Self-propelled agricultural machines*
5	Trailers not designed for normal highway use
6	Mobile machines not designed for normal highway use*
12	All-terrain vehicles (ATVs)

* This does not include all-terrain vehicles (ATVs). These vehicles are covered by vehicle type 12.

A vehicle without an identifier must have a VIN assigned in order to meet in-service (WoF/CoF) inspection requirements.

Vehicles currently registered are not required to have a VIN unless the original VIN or chassis number is found to be missing on inspection. However, a vehicle owner may choose to have a VIN assigned to a registered vehicle with an existing identifier for security reasons.

In order to complete the pre-registration process, all required vehicle details must be recorded in LANDATA for the vehicle. When an entry certifier is presented with a vehicle, a query is completed on the VIN or chassis number. If details are available for that vehicle, the LANDATA system will display the details. If the details are not available, they must be entered. When the vehicle file is updated with the new details, the VIN or chassis number will be decoded (if it is a 17-character identifier), or a ‘7AT’ (New Zealand) VIN will be assigned.

2.3 Entry-level inspection and certification

Vehicles must then be inspected to certify that they comply with legal requirements. Upon successful completion of the inspection and certification process, an MR2A registration form will be issued.

3 Parallel-imported new vehicles

A new light vehicle (including a motorcycle) that has been parallel-imported by a private individual or independent dealer is required to meet applicable certification requirements. Compliance must be checked and determined by an entry certifier.

The pre-registration process for parallel-imported new vehicles may include:

• a pre-delivery inspection
• the VIN process
• vehicle inspection and certification.

3.1 Pre-delivery inspection (PDI) (Note 1) (Note 2)

Parallel-imported new vehicles must undergo a pre-delivery inspection (PDI) carried out by an agent appointed by the vehicle manufacturer. This verifies that any outstanding warranty or safety recalls have been attended to, and that various safety systems are armed and checked for operation before the vehicle goes into service.

An entry certifier must retain a copy of the PDI checksheet as evidence that a PDI was carried out.

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IMPORTANT: The VIRM: In-service certification is an integral part of the entry inspection and certification process. A vehicle must be inspected to verify it complies with the requirements set out in the VIRM: In-service certification and in this manual in order to be certified for entry into service. This manual highlights where any requirements in the VIRM: In-service certification manual do not apply at entry (eg brake inspection).

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In order to inspect and certify a vehicle for entry into service the vehicle inspector and inspecting organisation must take the following steps:

1. Know the vehicle inspector’s and inspecting organisation’s responsibilities. Part 1 lists the legal responsibilities. The vehicle inspector and inspecting organisation must read and understand them.

2. Identify the vehicle class. Part 5 of this section provides a table of vehicle classes.

3. Establish whether the vehicle requires inspection and certification for entry into service. Part 6 of this section provides information on vehicles that must be inspected and certified for entry into service.

4. Establish whether the vehicle may be inspected and certified for entry into service. Part 7 of this section lists a number of criteria vehicles must meet before inspection.

5. Establish whether the vehicle complies. Part 8 of this section explains how to use this manual in order to determine a vehicle’s compliance with the requirements.

6. Complete the required inspection documentation (checksheet and LT4085). Part 9 of this section explains the requirements for handling and completing checksheets and LT4085 forms.

7. Record the inspection outcome (record of determination). Part 10 of this section explains how to record inspection results in the NZTA computer system.

8. Issue the WoF or CoF label (evidence of vehicle inspection). Introduction section 3.8 of the VIRM: In-service certification explains the requirements for issuing WoF and CoF labels.

9. Collect fees. Part 12 of this section lists the requirements for the inspecting organisation when charging and collecting fees.

Applicable legislation: Land Transport Rule: Vehicle Standards Compliance 2002 (Rule 35001/1) (‘the Rule’)

1.1 Vehicle inspectors and inspecting organisations (definitions in the Rule)

Vehicle inspector means an individual appointed by the NZTA under section 2.2(1) of the Rule to carry out inspection and certification activities in accordance with requirements and conditions imposed by the NZTA.

Inspecting organisation means a person or organisation appointed by the NZTA under section 2.2(1) of the Rule who is responsible for inspection and certification outcomes.

In this manual, a vehicle inspector or inspecting organisation is one appointed for the purpose of entry inspection and certification or re-registration of used or parallel-imported new vehicles, unless stated otherwise.

To avoid doubt, any reference to a certifier in any legislation, deed of appointment, or any other relevant document is a reference to a vehicle inspector or inspecting organisation (as applicable) appointed by the NZTA under the Rule.

1.2 Inspection and certification activities (section 2.1(1) of the Rule)

Only vehicle inspectors and inspecting organisations appointed by the NZTA may carry out inspection and certification activities as specified in the Land Transport Rule: Vehicle Standards Compliance 2002 and in this manual.

1.3 Primary duty (section 2.1(2) of the Rule)

Vehicle inspectors and inspecting organisations must carry out inspection and certification activities competently and diligently and in accordance with the Land Transport Rule: Vehicle Standards Compliance 2002 and with the requirements in this manual.

1.4 Inspection and certification activities that can be carried out (section 2.2(2) of the Rule)

Vehicle inspectors and inspecting organisations may carry out only those inspection and certification activities for which the NZTA has appointed them.

1.5 Responsibilities to the general public

Vehicle inspectors and inspecting organisations must maintain control of the certification process, charging a reasonable fee and providing courteous service and accurate information to members of the public.

1.6 Requirements, conditions and period of appointment (section 2.3(1) of the Rule)

The NZTA may specify the period of appointment for a vehicle inspector and inspecting organisation and may impose requirements and conditions as to the performance of the inspection and certification activities, including the performance of those activities at individual sites.

1.7 Driver licence

Vehicle inspectors must hold a current driver licence for the vehicles that they are inspecting.

1.8 Fit and proper person (section 2.3(3) of the Rule)

A vehicle inspector or inspecting organisation must be, and continue to be, a fit and proper person.

1.9 Document retention (section 2.3(4) of the Rule)

A vehicle inspector or inspecting organisation must:

a) keep, for at least two years, the original of any documents that have been collected in the certification process

b) keep the following documents in a retrievable form for at least three years:

c) keep heavy vehicle specialist certificates (LT400) for the life of the vehicle.

1.10 Advise incorrect certification and/or vehicle defects (section 2.3(4) of the Rule)

A vehicle inspector or inspecting organisation must:

a) advise the NZTA as soon as practicable if there is a reason to believe that the inspection and certification of a vehicle has been carried out incorrectly

b) advise the NZTA as soon as practicable after becoming aware of a defect in a manufacturer’s production run or quality control process that may affect the safety performance of a vehicle that has been inspected and certified.

1.11 Delegation (section 2.4(1) of the Rule)

A vehicle inspector or inspecting organisation may not delegate any function or power to carry out inspection and certification activities for which they were appointed, except under conditions specified by the NZTA in writing.

The only tasks that may be delegated to non-approved staff are administrative processes such as recording vehicle attributes and standards markings or removing and replacing components to enable the inspection process to be carried out.

2.1 Inspecting and certifying a vehicle for entry into service (section 6.3(2) of the Rule)

The inspection and certification of a vehicle for entry into service must be carried out in accordance with requirements and conditions imposed by the NZTA.

The vehicle inspection must be completed before a vehicle can be released from the IO to correct any faults identified during the inspection. If an IO wishes to use an alternative procedure, they must contact the NZTA - Technical Services, Vehicles team for approval.

2.2 Determining compliance of a vehicle (section 6.4(1) of the Rule)

A vehicle may be certified for entry into service only if a vehicle inspector or inspecting organisation has identified the vehicle and has determined, on reasonable grounds, that the vehicle:

a) is safe to be operated, and

b) has been designed and constructed using components and materials that are fit for their purpose, and is within safe tolerance of its state when manufactured or modified, and

c) complies with the applicable requirements (all of which are contained or referred to within this manual and the VIRM: In-service certification), and

d) has not suffered water or fire damage as specified by the NZTA (see paragraph 2.5 below), and

e) has undergone specialist inspection and certification as required by paragraphs 2.6 to 2.10 below and that the specific aspects of the vehicle have been certified.

2.3 Information to take into account when determining compliance of a vehicle (section 6.4(3) of the Rule)

In making a determination, a vehicle inspector or inspecting organisation must take into account:

a) information, if any, recorded when the vehicle was inspected at the border of which the inspector or organisation is aware, and

b) information obtained from inspecting the vehicle and associated documents, and

c) additional relevant information, if any, about the vehicle issued by a manufacturer, modifier, repairer or other relevant person of which the inspector or organisation is aware.

2.4 Information received from other sources

To ensure consistency of procedures and standards, local IOs must refer any queries or variations to their technical manager for clarification. Technical managers will liaise with the NZTA to further clarify any query or variation as required.

2.5 Water- or fire-damaged vehicles (section 11.1 of the Rule)

The NZTA may, by way of notice in the New Zealand Gazette, specify the extent of water damage that makes it impractical to determine by way of an inspection whether a water- or fire-damaged vehicle is safe to be operated. A vehicle having sustained water or fire damage to the extent specified by the NZTA – whether that damage has been repaired or not – cannot be certified for entry into service in New Zealand (see Technical Bulletin 2).

2.6 Vehicle repair specialist inspection and certification (section 6.5(1)(a) of the Rule)

Vehicle repair specialist inspection and certification is required if a vehicle has been repaired because of, or following, significant damage or deterioration to its structure, chassis, body-to-chassis attachment, suspension or occupant protection system.

Vehicle structure – Threshold for requiring specialist repair certification (in the Inspection and certification section of this manual, section 3-4), sets out the degree of damage or repair permitted to a vehicle undergoing entry certification before repair certification is required.

Specialist repair certifiers may choose to accept variations from the vehicle manufacturer’s specification for a vehicle’s critical dimensions, provided it can be shown that any variation will not adversely affect the safety of the vehicle or its operation. Any variation must be noted and explained on the LT308 or LT400. An IO does not have to accept any variation if there is concern that safety has been compromised.

2.7 Alternative fuel system inspection and certification (section 6.5(1)(b) of the Rule)

Alternative fuel system inspection and certification is required if a vehicle is fitted with an alternative fuel system that is in working order.

2.8 Low volume vehicle specialist inspection and certification (section 6.5(1)(c) of the Rule)

Low volume vehicle (LVV) specialist inspection and certification may be required if a light vehicle has been modified so as to affect its compliance with an applicable requirement since it was manufactured, last certified for entry or last certified as a low volume vehicle.

2.9 Heavy vehicle specialist inspection and certification (section 6.5(1)(d) of the Rule)

Heavy vehicle specialist inspection and certification may be required if a heavy vehicle has been modified so as to affect its compliance with an applicable requirement since it was manufactured or last certified for entry or for modification. This includes modifications to its chassis, brakes, log bolster attachments, towing connections or load anchorages.

2.10 Other specialist certification (section 6.5(1)(e) of the Rule)

Other specialist inspection and certification may be required in accordance with an applicable requirement, or as required by the NZTA.

2.11 Modified vehicles not requiring specialist certification (section 6.5(3) of the Rule)

Specialist inspection and certification of a modified vehicle is not required, if:

a) the vehicle has been inspected by a vehicle inspector or inspecting organisation appointed for the purposes of entry inspection and certification in accordance with this manual and the VIRM: In-service certification, and the inspector or organisation is satisfied, on reasonable grounds, that the risk of injury to any person has been minimised, or

b) the vehicle was modified for the purposes of law enforcement or the provision of emergency services, that is, equipped for the attendance of fires, for ambulance duty or as a police vehicle.

3.1 NZ Transport Agency may monitor and review performance (section 3.1(1) of the Rule)

The NZTA may monitor and review the performance of a vehicle inspector or inspecting organisation in complying with the requirements and conditions imposed by the NZTA, including the performance of inspection and certification activities at individual sites.

3.2 Providing information to the NZ Transport Agency (section 3.1(2) and (3) of the Rule)

In monitoring and reviewing performance, the NZTA may require a vehicle inspector or inspecting organisation to undergo such monitoring and review, and provide such information as the NZTA reasonably considers relevant. A vehicle inspector or inspecting organisation must comply with a requirement from the NZTA.

3.3 Costs of monitoring and review (section 3.1(4) of the Rule)

A vehicle inspector or inspecting organisation must bear the costs of the monitoring and reviewing of their performance in accordance with any prescribed fee.

4.1 Investigations (section 3.2(1) of the Rule)

If the NZTA has reason to believe that a vehicle inspector or inspecting organisation has failed to comply with any of the conditions of their appointment, or has failed to comply with the Land Transport Rule: Vehicle Standards Compliance 2002, the NZTA may require the inspector or organisation to undergo investigation and to provide such information as the NZTA reasonably considers appropriate.

4.2 Notification of action (other than immediate suspension/imposition of conditions) (section 3.2(3) of the Rule)

Following an investigation and before carrying out action, the NZTA must notify the vehicle inspector or inspecting organisation in writing of:

a) the action that is being considered, and

b) the reasons for the action that is being considered, and

c) the date by which submissions may be made to the NZTA in respect of the action that is being considered, which must be at least 21 days after the notice was given, and

d) where appropriate, the date on which the action that is being considered will take effect. This must be at least 28 days after the notice was given, unless the NZTA determines otherwise.

4.3 Responding to a notification of action (section 3.2(5) of the Rule)

If a vehicle inspector or inspecting organisation is notified as above, they must ensure that all information that they wish the NZTA to consider in relation to the action being considered is received by the NZTA within the period specified in the notice or within any further period that the NZTA may allow.

4.4 NZ Transport Agency must consider submissions (section 3.2(6) of the Rule)

The NZTA must consider the submissions made and information supplied, and must:

a) decide whether or not to take the action that is being considered, and

b) provide written notification, as soon as is practicable, to the vehicle inspector or inspecting organisation of:

i. the NZTA’s decision, and

ii. if appropriate, the date on which the action is to take effect, and

iii. if appropriate, the right of appeal under section 106 of the Land Transport Act 1998.

4.5 Immediate suspension or imposition of conditions (section 3.3(1) of the Rule)

If the NZTA has reason to believe that a vehicle inspector or inspecting organisation has failed to comply with a condition of their appointment or with the Land Transport Rule: Vehicle Standards Compliance 2002, and presents a significant risk to land transport safety, the NZTA may suspend, with immediate effect, the whole or any part of the appointment, or impose any conditions on the appointment.

4.6 Notification of immediate suspension or imposition of conditions (section 3.3(2) of the Rule)

Where the NZTA suspends the whole or any part of an appointment, or imposes conditions on the appointment, the NZTA must notify the vehicle inspector or inspecting organisation in writing of:

a) the grounds for the suspension or imposition of conditions

b) the fact that the inspector or organisation may make submissions to the NZTA

c) the right of appeal under section 106 of the Land Transport Act 1998.

4.7 The NZ Transport Agency must consider submissions following immediate suspension or imposition of conditions (section 3.3(3) of the Rule)

The NZTA must, as soon as practicable, consider any submission made and notify the inspector or inspecting organisation in writing of the result of any such consideration.

4.8 Duration of immediate suspension or imposition of conditions (section 3.3(5) of the Rule)

A suspension or imposed condition remains in force until the NZTA has determined the action to be taken and that action has been taken.

4.9 Withdrawal of immediate suspension or imposition of conditions (section 3.3(4) of the Rule)

The NZTA may at any time withdraw a suspension or imposed condition.

4.10 Right of appeal (section 3.3(6) of the Rule)

A vehicle inspector or inspecting organisation may appeal under section 106 of the Land Transport Act 1998 against a decision by the NZTA to immediately suspend or impose conditions.

4.11 Costs of investigations (section 3.2(7) of the Rule)

The NZTA may require a vehicle inspector or inspecting organisation to bear the costs associated with an investigation or remedial action in accordance with any prescribed fee.

4.12 Remedial action, suspension, revocation (section 3.2(2) of the Rule)

If, following an investigation, the NZTA is satisfied that the vehicle inspector or inspecting organisation has failed to comply with any of the conditions of their appointment, or failed to comply with the Land Transport Rule: Vehicle Standards Compliance 2002, the NZTA may do one or more of the following:

a) require that remedial action, such as training, be undertaken by the inspector or organisation

b) suspend the whole or any part of the appointment of the inspector or organisation for a specified period or until specified conditions are met

c) revoke the whole or any part of the appointment of the inspector or organisation.

4.13 Obligation to comply (section 3.2(8) of the Rule)

A vehicle inspector or inspecting organisation must comply with a requirement of the NZTA in relation to paragraphs 4.1, 4.11 and 4.12.

A vehicle inspector or inspecting organisation can only inspect and certify vehicles for entry into service which belong to the classes for which they have been appointed by the NZTA, and for which they have a current driver licence.

• Refer to Technical bulletin 3 for guidance when determining the vehicle class for a modified vehicle.

All motor vehicles require inspection and certification for entry into service, except for the following:

• vehicles of class AB, TA or TB
• armoured vehicles used exclusively as equipment of the New Zealand Defence Force
• traction engines
• mechanically propelled rollers
• tractors (other than agricultural tractors) and machines, including trailers, for use solely in agricultural, land management or roading operations, whether for traction or otherwise
• agricultural motor vehicles
• vehicles registered for use on a road in a country other than New Zealand that are not going to be in New Zealand for a continuous period of more than 18 months (see Technical bulletin 5 – Inspection requirements for temporary vehicle imports)
• vehicles listed below:

a) pedestrian-controlled goods service vehicles

b) vehicles propelled and supported solely by self-laying tracks

c) vehicles used on roads only in road construction zones in accordance with notices declaring those zones

d) vehicles that are used on a road only when crossing or proceeding along a section of the road where the vehicles have been authorised to operate by an authorisation of a road-controlling authority that requires:

i. a written agreement by the vehicle’s operator or the person for whom the vehicle is being operated, to construct, reconstruct, maintain, or restore to the satisfaction of the road-controlling authority all or part of the road used by the vehicle, and

ii. the erection and maintenance of warning devices, signs or control devices as required by the road-controlling authority and the director, and

iii. where the use of the road does not consist solely of the direct crossing of the road, the prior approval of the NZ Transport Agency

e) all-terrain vehicles that are used on a public highway

f) motor vehicles exclusively designed and used on a road for driving, carrying or propelling any of the following, which must be permanently attached to the vehicle:

i. aerodrome runway sweepers

ii. electrical substations

iii. filters for transformer oil

iv. log haulers that are stationary when hauling logs

v. aero engine test benches

g) tractors owned by a local authority and used exclusively for the construction, maintenance or mowing of stopbanks and the banks of rivers, streams, drains, canals or other watercourses

h) mobile or movable huts, galleys or similar motor vehicles that are used on a road solely in connection with the construction or maintenance of roads

i) tractors used exclusively for shunting railway rolling stock

j) traction engines

k) forklifts

l) aerodrome crash fire tenders that are used on a road only in emergencies

m) trailers while being drawn by a motor vehicle specified in (n) to (s) of this schedule

n) motor vehicles, used exclusively in connection with the embarking and disembarking of ships’ passengers or for loading and unloading ships’ mail, cargo, and passengers’ baggage, and used on a public highway only when proceeding unladen from one wharf to another wharf or from its usual place of storage to a wharf and returning to that place of storage

o) motor vehicles designed exclusively or principally as part of the armament of the New Zealand Defence Force

p) cable jinkers

q) front-end loaders

r) log skidders

s) tractor cranes

t) rough-terrain cranes

u) mobile crushing and screening plane machines, which are mounted on trailers

v) motor graders

w) motor scrapers

x) trailer scrapers

y) plant for servicing oil-filled cables

z) post debarkers

aa) saw bench apparatus

bb) forestry chippers

cc) tree feller bunchers

dd) trench diggers and excavators

ee) vehicles that are always used unladen on the road and that are designed exclusively for carrying earth or other bulk materials

ff) mobile concrete mixers that are mounted on tractors

gg) a vehicle that is similar in design, construction or purpose to a vehicle listed above that cannot be categorised by vehicle class.

A vehicle that requires inspection and certification for entry into service (see part 6) can be inspected and certified for entry into service only if:

a) the vehicle’s identity (by VIN or chassis number) is established without doubt, and

b) the vehicle has been inspected at the border in accordance with section 4 of Land Transport Rule: Vehicle Standards Compliance 2002 (applies only to used vehicles that are to be registered in New Zealand for the first time), and

c) the VIN process has been completed (see Pre-registration and VIN), and

d) the vehicle owner has presented proof that he/she is lawfully entitled to the vehicle.

To establish whether a vehicle complies:

1. Select the relevant sections in both the VIRM: In-service certification and this manual that set out the requirements for the vehicle class and/or type.

2. Inspect the vehicle and accompanying documentation in order to determine whether the vehicle complies with the requirements set out in both manuals (unless stated otherwise, equipment labelled ‘permitted’ must comply with legal requirements). The process for determining compliance with approved standards is outlined in Flowchart 1. Determining compliance with approved standards.

IMPORTANT: When inspecting a vehicle for entry into service, inspectors must inspect in full each item covered in both the VIRM: In-service certification and this manual (unless stated otherwise). This manual highlights where any requirements in the VIRM: In-service certification manual do not apply at entry (eg brake inspection). If the full inspection of a particular item requires the removal or disassembly of parts, these parts must be removed or disassembled.

3. The vehicle inspector or inspecting organisation may refuse to inspect a vehicle because:

a) the vehicle is presented in such a condition that inspection is unreasonably difficult or cannot be completed (eg components covered in dirt, components missing etc), or

b) the vehicle has an insecure load.

4. Where a vehicle inspector determines that a reason for rejection in either the VIRM: In-service certification or this manual applies to a vehicle, the vehicle inspector must reject the vehicle for entry into service.

5. Where the vehicle inspector requires further information in order to determine compliance with a requirement, the inspector must reject the vehicle until the information has been obtained.

Determining compliance of a vehicle component or system with approved standards usually involves:

a) inspecting the actual component or system, and

b) inspecting relevant documentation.

Flowchart 1. Determining compliance with approved standards illustrates the process of determining whether a component or system complied with approved standards at the time of manufacture of a vehicle.

Flowchart 1. Determining compliance with approved standards

 

Applicable legislation: Land Transport Rule: Vehicle Standards Compliance 2002, section 2.3

9.1 Checksheets

The vehicle inspector must use an Transport Agency-approved checksheet. Checksheet specification and approval application forms are available from the Technical Services Vehicles team of the Transport Agency (email: vehicles@nzta.govt.nz). The checksheet must be completed legibly and in full.

A vehicle inspector can determine one of two outcomes:

a) Passed inspection: Record the determination and issue a WoF or CoF label as set out below

b) Failed inspection: Record the determination as set out below. The reasons for the failed inspection must be clearly stated.

If requested, a copy of the checksheet must be supplied to the vehicle owner.

9.2 The vehicle compliance certificate (LT4085)

If, following the inspection of a vehicle and accompanying documentation, a vehicle inspector determines that the vehicle complies with all applicable requirements in the VIRM: In-service certification and in this manual, the inspector must issue an LT4085 vehicle compliance certificate.

The inspector must complete the LT4085 form in every detail and sign it. Sample vehicle compliance certificates (LT4085s) are shown in Reference material 5.

Applicable legislation: Land Transport Rule: Vehicle Standards Compliance 2002, section 6.6.

The vehicle inspector must:

• record the inspection outcome (pass, fail) in the LATIS system (the record of the inspection outcome in LATIS is the ‘record of determination’), and
• enter the inspection outcome into the system before the vehicle leaves the premises of the inspecting organisation.

Refer to the VIRM: In-service certification, section 3.8.

Important: If a vehicle is unregistered, the WoF label must be completed with the VIN or chassis number, rather than the vehicle registration number, recorded on the reverse side of the label.

A CoF can be issued in the same way, but only for a vehicle that doesn't require a CoL, such as a light rental vehicle (other than PSVs or tow service vehicles).

Applicable legislation: Land Transport (Certification and Other Fees) Regulations 2014.

The fee to be paid by an applicant for inspection and certification of a vehicle for entry into service is the amount fixed by the inspecting organisation that is reasonable, having regard to:

a) the time spent in inspecting the vehicle to ascertain whether it complies with the relevant requirements, and

b) any fees payable to the NZTA, and

c) any standard or usual rate at which the inspecting organisation imposes charges for other work carried out in respect of motor vehicles.

12.1 Duplicate evidence of vehicle inspection

The fee to be paid by the operator of a motor vehicle to an inspecting organisation for a duplicate of an evidence of vehicle inspection is $7.70.

Encourage customers to direct any complaints to the inspecting organisation in the first instance.

To ensure that all written complaints are investigated, the inspecting organisation must maintain an effective complaints management process in accordance with the Performance review system (PRS) manual and provide the following:

a) a clear and concise statement that recognises the positive value of complaints

b) clear and concise instructions to all customers on how to register a complaint. This can be accomplished in several ways, for example:

c) a straightforward explanation of the expected standards for resolution and the customer’s right to appeal to the NZTA if they are dissatisfied with the proposed resolution

d) documentation of complaint investigations, prepared in accordance with the PRS manual so that details of the investigation can be readily checked

e) acknowledgment in writing of all written complaints within three working days, with the investigation completed and a resolution proposed to the complainant within 20 working days, of the complaint being made

f) a record of all complaints, both verbal and written, recorded in accordance with the PRS manual

g) directions, for any customer who wishes to make a complaint or appeal a decision made by an inspecting organisation, to use the NZTA free phone 0800 699 000.

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Inspecting organisations must:

• have premises and equipment that comply with all applicable requirements set out in this section
• continue to comply with all applicable requirements set out in this section
• maintain their premises and equipment in a good state of repair at all times
• have brake performance testing equipment calibrated at least every 12 months, or more frequently if required by the brake performance testing equipment manufacturer.

1 Premises specifications

Minimum access, exit and turning circle specifications

Specification	Vehicle class
	LA, LB, LC, LD	LE, MA, MC, MD1, MD2, NA	MD3, MD4, ME, NB, NC, TC, TD
Minimum access and exit width	2.4m	2.8m	3.0m
Minimum access and exit height	2.0m	3.0m	4.5m
Minimum level approach to roller brake machine (measured from the centre of the rollers)	2.0m	5.0m	19m
Minimum level exit from roller brake machine (measured from the centre of the rollers)	2.0m	5.0m (Note 1)	19m
Minimum turning radius	5.0m	8.0m	12.5m (Note 2)
Marked turning circle diameter	N/A	N/A	25m (Note 3)

The candidate must:

a) have held a Transport Agency-approved in-service inspector authority appropriate to the class of vehicles they will inspect for a minimum of six months (Note 1), and

b) if you have been out of the trade for more one year and less than five years before applying, you must provide evidence of any training carried out within the last six months to bring your skills up to date with the current entry level requirements, and

c) demonstrate a comprehensive knowledge of applicable statutory provisions and vehicle standards relating to entry certification sufficient to inspect a vehicle in accordance with this manual, and

d) have sound knowledge of common vehicles and their components and systems sufficient to inspect them in accordance with this manual and the VIRM: In-service certification, and

e) be a fit and proper person (section 2.6 of the Rule); the criteria considered with any application include:

i. criminal history

ii. transport-related offences

iii. relevant complaints

iv. the public interest such as relevant warnings, penalties and disciplinary actions imposed, and

f) have a current driver licence for the class(es) of vehicles they will inspect (Note 2).

When a vehicle is presented for pre-registration, the vehicle must be inspected and the chassis or frame number, or vehicle identification number (VIN), must be located on the vehicle (Table 4-1-1 describes permitted VIN locations).

The entry certifier must then check to see if a record of the vehicle already exists in the LANDATA computer system. If a vehicle record does exist, the entry certifier must ensure that the record is correct. If no record exists, and the vehicle is a used import, the owner must apply to Transport Agency for a border check exemption before the entry certifier can create a record in LANDATA for that vehicle.

If assistance is required in determining which is the correct record to use, or if a record cannot be found when there should be one, contact the Transport Agency on 0800 804 580, or fax the Commercial Licencing Team, Vehicle Certifier Administration on 06 953 6267.

• Vehicles registered in New Zealand prior to 1996 or vehicles that have undergone a border inspection only will often be recorded with a vehicle identifier that does not match the vehicle. In such cases, care must be taken to use the search procedures to find these vehicle records.
• Always ensure that the correct VIN, chassis or frame number has been keyed.

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1 VIN, chassis and frame numbers

To have a vehicle record, a vehicle must have a vehicle identifier. This will be a vehicle identification number (VIN), or a chassis or frame number.

A VIN is a series of digits and letters structured so that every vehicle has a unique identifying number, according to an international standard (ISO 3779). The VIN always contains exactly 17 characters and never contains the letters O, Q or I.

1.1 Recording vehicle identifiers

Spaces should never be keyed for VIN, chassis or frame numbers. Some may exist in historical records; these should be corrected wherever possible.

A VIN may physically have punctuation characters but these must never be recorded or keyed.

A dash may be recorded in a frame or chassis number.

1.2 Vehicles with two identifiers

Occasionally, a vehicle may be presented with two vehicle identifiers (ie two VINs, or a VIN and a chassis number).

For example:

A European vehicle sourced from the United States of America (US) may have two VINs assigned if the original European VIN does not meet US standards.

A vehicle previously registered in Japan may have a Japanese chassis number assigned in addition to the original manufacturer’s identifier.

In such cases, an entry certifier must note what the identifiers are and must explain why there are two identifiers in the Notes screen.

1.2.1 Recording a vehicle with a VIN and a chassis number

Enter:

• the VIN in the VIN field, and
• the chassis number in the chassis number field.

Important: The chassis number can only be keyed after all the attributes have been recorded using the VIN number as the identifier.

1.2.2 Recording a vehicle with two legally affixed VINs

Record:

• the VIN from the previous registration record in the VIN field, and
• the other VIN in the chassis number field.

In cases where this may cause confusion (eg the previous registration record VIN is not as visible as the other VIN, or would not be used in a manufacturer’s recall), the opposite may be recorded if approval is given by the Vehicle Certifiers Registers team.

1.3 VIN, chassis or frame number removed or damaged during repair

For all vehicles, if the VIN, chassis or frame number has been damaged or removed during repair or the vehicle has two identifiers as a result of the repair, an entry certifier must:

1. complete a ‘VIN approval’ form (Reference material 53), attach specific information relating to the repairs, and forward it to:

Delivery, Customer Access, Assessments
NZ Transport Agency
Private Bag 6995
Wellington 6141

Fax: 04 894 5011

2. verify the VIN or chassis number from other sources (eg the original parts, registration papers, purchase receipts, insurance documentation), and key all details in LANDATA using this number

3. verify that any vehicle identifiers on discarded parts have been erased/destroyed

4. always record an explanation in the notes screen.

1.4 VIN, chassis or frame number not found, or modified/tampered with

For all vehicles, if the VIN, chassis or frame number cannot be located or the identifier that has been located appears to have been modified, removed, tampered with, or appears to be a reproduction, an entry certifier must:

1. complete a ‘Vehicle report’ form (Reference material 54) and email it to NIC@police.govt.nz, and

2. complete a ‘VIN approval’ form (Reference material 53) and forward to:

Exemptions
Customer Assessments
NZ Transport Agency
Private Bag 6995
Wellington 6141

3. attempt to find a VIN or chassis number from other sources (eg registration papers, purchase receipts, insurance documentation), and key all details in LANDATA using this number

4. if an identifier still cannot be found, access the VIN screen without entering an identifier. A blank screen will display. All details are to be keyed and a record created for the vehicle

5. always record an explanation in the notes screen

6. do not approve the vehicle for registration until approval is given by the Transport Agency.

1.5 Vehicle matched on the vehicle of interest database

When a vehicle identifier is specified in the LANDATA system, the system also searches against the ‘vehicle of interest’ (VOI) system on the enforcement database to determine whether a vehicle with the same identifier has been reported stolen.

If a match is found on the VIN screen, the following warning message will display, along with the details of the vehicle(s) found: ‘Vehicle identifier matched on external system’.

This message may be displayed even if the vehicle details are not available on the LANDATA database. The warning message is deliberately vague, so it does not raise any suspicion if the vehicle owner or dealer happens to see the message.

1.5.1 What to do if a match is found

If the warning message is displayed, or if there are any doubts regarding a vehicle’s identity, proceed with the VIN allocation without arousing suspicion.

If a ‘Vehicle report’ form (Reference material 54) has not already been submitted for the vehicle, one should be completed and emailed to the NZ Police immediately. If you are unable to email the report immediately, do it as soon as possible. If, for any reason, you are unable to complete a ‘Vehicle report’ form or forward it to the NZ Police, contact the Transport Agency as soon as possible to report the event. Try to note all details that may help identify the vehicle and any person(s) associated with it. Do not place yourself or your colleagues at risk. You should continue with all phases of the certification process, except approving the vehicle for registration and printing the MR2A registration form. In such cases, approval for registration can only be carried out if the vehicle match is removed, or approval is granted by the Transport Agency.

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When accessing the VIN screen, LANDATA checks for all records recorded against a VIN, chassis or frame number. This captures multiple vehicles with the same chassis or frame number, and vehicles with multiple records.

If there are multiple records available for a vehicle identifier, the ‘VIN authority allocation/confirmation’ screen will display with a list of records found for the specified identifier (see Figure 1-2-1).

Spaces in chassis or frame numbers

When transmitting from the escape field, the system will only read as far as the next space (eg if ‘VIN GC5 123456’ is keyed, LANDATA will only read ‘VIN GC5’. The correct record will not display).

Some older records have a space in the chassis or frame number. For these vehicles:

1. type >VIN< in the escape field and transmit

2. a blank VSPCV screen will display

3. enter the chassis or frame number with the space in the VIN/chassis field and transmit

4. LANDATA will recognise the complete number as it will read the whole number between the delimiters (> <).

1 Used vehicles

See Table 1-2-1.

2 Vehicles undergoing re-registration

In 1986 the motor vehicle register (MVR) was computerised. This means only paper records will exist for most vehicles registered in New Zealand prior to 1986. A record will exist in LANDATA for most vehicles on the road in New Zealand from 1986 onwards, although the chassis number is recorded incorrectly in a number of cases.

In March 1994 LANDATA was introduced. However, its use was limited to assigning VINs to vehicles and recording entry certification. Vehicles were still registered separately on the MVR system. Duplicate records still exist in LANDATA (the VIN and the MVR record), although in most cases the records have been merged. In October 1995, the MVR was copied onto LANDATA and it was fully phased out by the beginning of 1996. Therefore, whether or not a vehicle record exists on LANDATA will depend on when it was last registered. If you suspect a vehicle record should be on LANDATA but you cannot find one, fax the details to Vehicle Certifiers Registers on 06 953 6282 and request a LANDATA search.

See Table 1-2-2.

2.1 If a vehicle record is found but the chassis field is blank

The record will not be accessible from the VIN screen.

Contact the Transport Agency on 0800 804 580 or fax the Commercial Licencing Team, Vehicle Certifier Administration on 06 953 6282 for assistance.

3 New and scratch-built vehicles

New and scratch-built vehicles may have been entered into LANDATA by another entry certifier. In this case, the existing record must be used.

If the warning message ‘Warning VIN does not decode – Contact TRC 0800 804 580’ displays, do not continue until the VIN has been decoded.

The Transport Agency will attempt to decode the VIN from their sources. If this is not possible, the vehicle owner/importer must provide decode data.

If no record exists, a record must be created using a blank VIN screen.

A scratch-built vehicle must not be recorded using the existing record of a donor vehicle.

4 Permanent registration of a temporary import

A temporarily imported vehicle that is presented to an entry certifier for permanent registration is required to go through the full certification process. In some cases this may require the applicant to apply for a border check exemption.

There is no requirement for the owner to provide a letter from Customs authorising the owner to have their vehicle permanently registered in New Zealand.

Table 1-2-1

Step	Action
1	Type >VIN< in the escape field and transmit The ‘VIN authority allocation/confirmation’ screen displays
2	Does the vehicle have an identifier?	NO	Transmit A blank ‘VIN allocation’ screen displays Continue from Pre-registration and VIN 2 – Vehicle attributes)
		YES	Type the vehicle identifier in the VIN/chassis field and transmit LANDATA will search for a vehicle record for the identifier entered Note : If the identifier has 17 characters (excluding punctuation characters) and does not contain the letters I, O or Q, it is likely to be an ISO VIN. In this case, type the identifier without punctuation characters. If the identifier does not appear to be an ISO VIN, type the punctuation characters but not spaces
3	Is a vehicle found to match the identifier?	NO	A blank ‘VIN allocation’ screen displays If the identifier is a valid VIN, this will display in the VIN field. If not, it will display in the chassis number field Used vehicles imported before 1 March 1999 were not required to undergo a border check, so there will not be a vehicle record available on LANDATA. The vehicle owner must supply a biosecurity document and New Zealand Customs entry documents to prove the date of entry into New Zealand Continue from step 4 Note: If the vehicle had a previous plate, a query can be completed on the PHIS screen to show whether the recorded identifier is different. Refer to Pre-registration and VIN 5-3 for procedures
		YES	Only one vehicle is found	The ‘VIN allocation’ screen displays with the vehicle details Continue from step 6
			More than one vehicle is found	The ‘specify vehicle’ screen displays a list of vehicle records with the specified identifier The screen displays four records at a time Enter navigation commands in the scroll field to move between records as required Refer to Table 1-2-2. Navigation commands in the Introduction of this manual Continue from step 5
4	Have you entered the correct identifier?	YES	Continue from step 7
		NO	Type >R< in the escape field and transmit The previous screen will display Type the correct vehicle identifier and transmit Continue from step 3
5	Is the correct vehicle record displayed?	YES	Type >X< in the select field next to the correct record and transmit The ‘VIN authority allocation/confirmation’ screen displays the details of the selected vehicle Continue from step 6
		NO	If you have entered the correct VIN/chassis number, continue from step 10 If an incorrect VIN/chassis number has been entered, type >R< in the escape field and transmit to return to the previous screen Enter the correct VIN/chassis number and continue from step 3
6	Are the displayed details correct?	YES	Continue from step 10
		NO	If you have entered the correct VIN/chassis number, continue from step 10 If an incorrect VIN/chassis number has been entered, type >R< in the escape field and transmit to return to the previous screen Enter the correct VIN/chassis number and continue from step 3
7	Is a border check date displayed?	YES	Continue from step 10
		NO	Continue from step 8
8	Was the vehicle imported into New Zealand before 1 March 1999?	YES	Continue from step 9
		NO	Type >VSEARCH< in the escape field and transmit to search for the border check record Refer to Pre-registration and VIN 5-4 for procedures
9	Is documentation proving the vehicle was imported before 1 March 1999 provided?	YES	Type the importation date in the border check field and continue from step 10
		NO	Do not continue Advise the vehicle owner to obtain the necessary documentation Type >C< in the escape field and transmit to cancel the transaction
10	Are there any notes to view?	YES	Type >notes< in the escape field and transmit Refer to the LATIS manual for procedures on viewing notes
		NO	Enter the vehicle attributes Refer to Pre-registration and VIN 2 - Vehicle attributes
11	Type >VIN< in the escape field and transmit The ‘VIN authority allocation/confirmation’ screen displays
12	Do not enter any details in the VIN/chassis field. Transmit A blank ‘VIN authority allocation/confirmation’ screen displays Enter the vehicle attributes Refer to Pre-registration and VIN 2 – Vehicle attributes
13	If this message displays		Then …
	Valid VIN entered		The 17-character VIN is decodable Proceed with VIN assignment Refer to Pre-registration and VIN 3-1
	Chassis number entered		A chassis number has been entered Proceed with VIN assignment Refer to Pre-registration and VIN 3-1
	Chassis number entered Warning: VIN does not decode – Contact TRC on 0800 804 580		The 17 character identifier cannot be decoded Do not proceed with the VIN allocation until the identifier is decoded. Contact the Transport Agency who will attempt to decode the VIN from their sources. If this fails, inform the vehicle owner that they are legally required to provide sufficient decode data under Land Transport Rule: Vehicle Standards Compliance 2002
	Vehicle identifier matched on external system		A match has been found on the vehicle of interest (VOI) database Proceed with the VIN assignment without causing suspicion Refer to Pre-registration and VIN 3-1

1 Requirement to capture vehicle attributes

A number of vehicle attributes are required to be maintained by the LANDATA system.

For new vehicles imported by the manufacturer’s representative, this information is supplied by the manufacturer.

For vehicles processed by entry certifiers, the required attributes must be captured as part of the VIN allocation process. Before a VIN can be assigned to a vehicle, details about the vehicle must be recorded and captured in LANDATA. A standard worksheet is used to record the required attributes. The entry certifier must examine the vehicle and record the details on this worksheet before entering the vehicle details into LANDATA. Details must not be recorded or entered prior to the inspection. This worksheet is an important document, as it also serves as an audit trail of the vehicles processed.

2 Mandatory and optional attributes

Vehicle attributes can be classified as mandatory, optional or not applicable depending on the type of vehicle. Table 2-2-1 details which vehicle attributes are mandatory, optional or not applicable for each vehicle type.

All mandatory vehicle attributes must be recorded on the vehicle attribute worksheet before proceeding.

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1 Vehicle type

Each vehicle type defined for the LANDATA system is represented by a two-digit code that is assigned to the vehicle. Table 2-2-1 describes these vehicle types.

2 Registration indicator

Each registration indicator is represented by code. Table 2-2-2 describes valid registration indicators.

3 Border check date

All used vehicles imported into New Zealand on or after 1 March 1999 must undergo a preliminary border check. This information is then electronically downloaded to LANDATA.

Once the information is downloaded, the date the border check was undertaken by MAF displays in the ‘border check date’ field.

If an exemption from border check requirements is granted, the Lead Specialist, Border Checks, Data Integrity will enter a border check record against the vehicle with a note stating that an exemption has been granted.

4 Date of first New Zealand registration

This is required for vehicles being re-registered only.

It is the date the vehicle was registered for the first time in New Zealand. The ‘VIN allocation’ screen will display this date if it is available.

This information may be changed if there is supporting documentation for an earlier registration in New Zealand. If the date is not displayed, it must be entered based on documentation provided by the vehicle owner.

5 Engine number

If a vehicle has an engine, a complete and correct engine number must be recorded in this field. Where a manufacturer’s engine prefix and serial number is used, this must also be recorded.

If >0<, >OO<, >UNK< or >UNKNOWN< are entered in this field, an error message will appear. The codes to be used when an engine number is not available are set out in Table 2-2-3.

6 Country of previous registration

This is required for used imported vehicles only. This field indicates the country that the vehicle was previously registered in. Countries are represented by a three-digit code. Table 2-2-4 lists the available codes representing each country.

7 First registration date (1st reg date)

This is the first date the vehicle was registered in any country. The information may be entered using any of the formats described in Table 2-2-5.

8 Number of seats

This is the number of seats in the vehicle, including the driver’s seating position.

• If a vehicle owner presents a vehicle converted to a motorhome, completed before 1 October 2003, the entry certifier must request proof, and record details of this evidence in the vehicle notes to assist with future enquiries. See Technical bulletin 24 for information about recording the number of seats in self-propelled motorhomes.

9 Colour

The vehicle colour recorded on LANDATA must be on the defined list of colours (detailed in Table 2-2-6).

There are two types of vehicle colour that may be recorded: basic and secondary.

9.1 Colour – Basic

This is the main colour of the vehicle (refer to Table 2-2-6 for acceptable colours).

9.2 Colour – Secondary

If the vehicle has two colours, the secondary colour is entered in this field (refer to Table 2-2-6 for acceptable colours).

10 Make, model and sub-model

The LANDATA database has a list of vehicle makes and models. When vehicle make and model are entered on the ‘VIN allocation’ screen, they are validated against this list. Sub-model is free text and is not validated. Valid makes and models can be viewed in the MODEL screen. Use >NEX<, >BAC< and >INQ< in the scroll fields to navigate through the list of makes and models. For more information using the screen refer to the Introduction Table 2 for LANDATA navigation commands and the LANDATA Agents’ manual Chapter 8, page 8-B-18 for using the model screen.

To keep the number of models at a manageable level, a high level of definition is used for the model. For example:

• Make: Mitsubishi
• Model: V3000
• Sub-model: Super Saloon.

Adding a make to LANDATA

Email requests to add makes to FRR@nzta.govt.nz. Please include the make, the number of vehicles they expect manufacturer or import year, the contact details of the manufacturer or importer and the model(s). Adding makes does take some time due to their impact on other systems, please allow some time for these to be added.

Make on LANDATA for one-off vehicles

In some cases, generally individual vehicles adding a make to LANDATA may not be appropriate. In such cases, the relevant default make (see table below) should be used. The actual make and model should be keyed into the model and sub-model fields.

Adding models to LANDATA

Notify the contact centre via phone, fax or email. Well-known or self-evident examples of models can be entered quite quickly, but occasionally the contact centre will make some checks – so if the vehicle is obscure and there is available documentation, please include this to speed up the process.

Default makes for low volume vehicles

Code	Restricted to
AG.MACH. Fullstops must be entered.	Exclusively designed and used on a road for agricultural operations
CUSTOMBUILT	N/A
FACTORY(space)Built	N/A
HOMEBUILT	N/A
LVV	Scratch-built vehicles certified by LVVTA. Model must be either CUSTOM or REPLICA Note: The default make of LVVTA still exists in LANDATA but should no longer be used.
MOBILE MACHINE	N/A
MOPED	N/A
MOTORCYCLE	N/A
NON-HIGHWAY	Maximum speed not exceeding 30km/h
OVL	Vehicles entitled to an Overseas Visitors Licence and registered on an MR2C form
TRACTOR	Designed principally for traction at speeds not exceeding 50km/h
TRAILER	Without motive power and capable of being drawn or propelled by a motor vehicle from which it is readily detachable
TRIKE	Class LE1 or LE2
VETERAN	Pre-1919 date of manufacture or first registration
VINTAGE	1 January 1919 to 13 December 1931 date of manufacture or first registration

Determining a vehicle’s make, model and sub-model

Maker, in relation to a vehicle, means the name given for market identification purposes to a group or groups of vehicles by a company or organisation that owns that name.

The make, model and sub-model must be that originally given by the manufacturer to the vehicle and must not be changed.

Examples:

1. A Honda Crossroad re-badged as a Land Rover Discovery cannot be changed from Honda Crossroad.

2. A Holden Commodore Berlina that is modified to HSV specifications cannot be changed from Holden Commodore Berlina, nor can HSV be added.

Used imports and re-registrations

The make, model and sub-model from the de-registration or previous registration documents must be recorded. Reference material 13 provides translation information for some common Japanese makes.

New vehicles

The make, model and sub-model from the manufacturers’ documentation must be recorded. Most New Zealand new light vehicles certified since 1996 will have a model code recorded and the description in these model codes must be used. The contact centre can provide model code data if required for these vehicles.

Scratch-built light vehicles

The make of a vehicle that donated parts cannot be used, except for replicas. For replicas, the make of the vehicle being copied must not be recorded in the make field – it may be used in the model or sub-model field for replicas if preceded by the word ‘REPLICA’.

Some low volume vehicle manufacturers have their make recognised in LANDATA (eg T-CAR, FRASER, ALMAC). If in LANDATA use the manufacturers make not LVV.

Examples:

1. Make: >LVV< Model: >REPLICA< Sub-model >MG<

2. Make: >LVV< Model: >CUSTOM< Sub-model >TRIKE<

Do not enter a year in the model or sub-model field.

Some used import scratch-built vehicles will have registration documents that use the year, make and model of the vehicle they are replicating, for example, recently constructed hotrods built in the US are often registered as 1930s Fords. When this occurs, use the New Zealand scratch-built requirements, not the year make and model shown on the overseas paperwork.

Scratch-built heavy vehicles

The name of the chassis manufacturer must be recorded.

11 Industry model code

This field contains a 20-character alphanumeric code that must be recorded in the VIN screen for all used vehicles where the previous country of registration is Japan.

If no industry model code is available, record ‘NONE’ in this field.

For all other vehicles, the industry model code must be recorded if it is available.

12 Variant

This field contains a four-character numeric code that describes the characteristics of the vehicle. It must be recorded for all used vehicles where the previous country of registration is Japan.

If the variant is not available on the de-registration or export certificate, enter the code ‘9999’ in the variant field.

13 Vehicle year

This is a mandatory field that must record the year of first registration anywhere.

13.1 Used vehicles being registered or re-registered in New Zealand

Enter the year of first registration.

Where the year of first registration is genuinely unavailable, the year of manufacture or the model year is to be entered. Examples of this are:

• vehicles previously registered in the US
• vintage vehicles where registration documents are not available
• vehicles previously registered in more than one country.

In such cases, the VIN decode is an acceptable method of determining the year of manufacture or model year.

13.2 Used unregistered vehicles

For vehicles that have been used unregistered (eg farm bikes), ask the owner when they plan to register the vehicle and enter this year in the vehicle year field; the previous country field should be entered as XXX.

13.3 New and scratch-built vehicles

Enter the model year or year of manufacture. When the vehicle is registered, it will be over-written with the registration year. The overwritten data will be stored but can only be accessed by the Transport Agency.

• If a vehicle meets the definition of scratchbuilt, but the registration documents describe the vehicle as production or modified production, complete the fields using the rules that apply for a scratchbuilt vehicle – not what is shown on the registration documents.

14. Vehicle and body types

Table 2-2-8 outlines all valid vehicle and body type combinations.

14.1 Vehicle type

This field contains a two-character numeric code that describes the vehicle type.

14.2 Body type

This field contains a two-character alpha code that describes the body type.

15 Imported left-hand drive

This field must be set to >Y< (Yes) or >N< (No) to indicate whether or not the vehicle is a left-hand drive vehicle (at the time of inspection).

16 Gross vehicle mass (GVM)

Also called gross laden weight (GLW), this field contains the gross vehicle mass (GVM) in kilograms, as rated by the vehicle manufacturer, modifer, the Transport Agency or a Transport Agency-appointed agency.

For used light vehicles, a figure from the previous registration or de-registration documents, or from the vehicle manufacturer’s data, may be used. For vehicles that have undergone a multi-stage manufacturing process, the GVM to be recorded is the GVM assigned by the final stage manufacturer. For used light vehicles where previous registration documents indicate the GVM may exceed 3,500kg, an official New Zealand chassis rating must be obtained (refer to Reference material 37 for chassis rating request forms). The correctly established GVM must be displayed in the GVM field before the Certificate of Loading is printed.

17 CC rating

This field indicates the vehicle’s engine capacity in cubic centimeters (cc).

• If the vehicle is soley electric, record the numeric code >1<. If the vehicle is an electric hybrid record the CC rating of the non-electric on-board motor.

18 Engine type

This field contains a two-character numeric code that describes the vehicle’s engine type. Table 2-2-9 outlines all valid engine type codes.

19 Alternative fuel

This field contains a two-character code that describes what powers the vehicle’s alternative fuel system, if it has one fitted. Do not enter an alternative fuel where electricity or hydrogen in used.

• The code >03< must be entered if the alternative fuel system is powered by CNG.
• The code >04< must be entered if the alternative fuel system is powered by LPG.

20 Assembly type

This field, along with the country of origin, defines where the vehicle was manufactured and assembled.

Table 2-2-10 outlines valid codes used to describe assembly type.

21 Odometer reading

This field contains the odometer reading at the time of the inspection, to the nearest whole number. It does not include a decimal point or fraction of a mile or kilometre.

This field may be blank only if >N< is recorded in the odometer units field.

If the entry certifier finds an odometer reading already recorded in LANDATA that is believed to be incorrect, the entry certifier must fax a copy of the vehicle attributes checksheet and any other official inspection documents (shipping and auction/sales documents are not appropriate) showing the odometer reading in the previous country of registration to: NZ Transport Agency, Permitting Assessments, Border Checks, email BorderChecks@nzta.govt.nz, or fax (06) 953 6267 .

The Transport Agency will compare the reading with records. If this shows that the reading has been incorrectly keyed, the Transport Agency will amend the reading. If the border inspection records do not show a keying error, but the paperwork provided proves an error has occurred, the Transport Agency will arrange for the border check odometer reading to be inactivated.

If the entry certifier suspects the odometer has been tampered with (eg the odometer reading at the time of entry inspection is less than that recorded during the border check), the entry certifier must:

1. note that the odometer reading is suspect on the attributes checksheet and on the vehicle record in LANDATA
2. provide the vehicle owner with written notice of the discrepancy
3. forward the vehicle details to the New Zealand Police. A form is provided in Reference material 34
4. record the details of the Police contact (station and officer) the file was sent to.

22 Odometer units

This field contains an alpha code that describes the unit of measurement that the vehicle’s odometer uses. Valid odometer unit codes are outlined in Table 2-2-11.

23 Vehicle class

This field contains a code which describes the vehicle class, as defined in the VIRM: Entry certification, Introduction Vehicle equipment standards classifications.

• refer to Technical bulletin 3 for guidance when determining the vehicle class for a modified vehicle.

24 Number of axles

This field describes the number of axles the vehicle has.

25 Country of origin

This field describes the country where the vehicle (or kit) was principally manufactured. For example, the country of origin recorded for a vehicle assembled in New Zealand from a Japanese CKD kit should be Japan. Refer to Table 2-2-4 for LANDATA codes representing countries.

26 Test regime

This field contains a six-character alphanumeric code that describes the exhaust emissions test regime used to determine the original fuel consumption rating.

• For used or parallel imported new vehicles imported from Japan with a year of manufacture of 2000 or later, the test regime will be supplied on a fuel consumption statement.
• For used or parallel imported new light vehicles imported from Japan with a year of manufacture of 1999 or before, the test regime will be the letter ‘J’, followed by the 1–3 character prefix of the industry model code recorded on the de-registration or export certificate.
• For heavy vehicles and used or parallel imported light vehicles imported from any other country, (or where the test regime information is not available on the de-registration or export certificate) the appropriate test regime code must be used for the exhaust emissions standard recorded on the proof of standards compliance documentation (such as the FMVSS plate, ADR plate or statement of compliance).

See Technical bulletin 28: Exhaust emissions standard compliance for further information on determining exhaust emissions compliance.

27 Fuel consumption information

Fuel consumption data fields are mandatory for used light petrol, diesel, LPG and CNG vehicles (not including motorcycles and mopeds) with a year of manufacture of 2000 or later, and new petrol, diesel, LPG and CNG vehicles (not including motorcycles and mopeds) with a year of manufacture of 2005 or later. Fuel consumption data is not required for tractors, special interest vehicles, mobile cranes, motorsport vehicles, immigrants’ vehicles and vehicles that have been issued with an exemption from Land Transport Rule: Vehicle Exhaust Emissions 2007.

• For used petrol, diesel, LPG and CNG vehicles with a vehicle year of 2000 or later, this information may be supplied on a fuel consumption statement.

The fuel consumption statement must be checked to ensure vehicle details (such as the industry model code, chassis number or VIN, variant, engine model code, weight, transmission type) on the statement match the vehicle documentation (eg de-registration or export certificate). Provided the details match, the information contained on the fuel consumption statement can be accepted and recorded.

Fuel consumption data is not currently available for all vehicles. If the information is not available on the fuel consumption database, the system will produce a fuel consumption statement with ‘not available (NA)’ or ‘unknown’ in the fuel consumption fields (refer to the flowchart on the next page for alternative means of providing fuel consumption information).

There are three fields for recording fuel consumption information: FC urban, FC extra urban and FC combined.

27.1 FC urban

This field contains a three-character numeric code (with one decimal place implied), which describes the combined fuel consumption test results as litres per 100 kilometres, or if two test results are available, the results for tests performed in an urban environment. This code must be between 02.0 and 60.0.

27.2 FC extra urban

This field contains a three character numeric code (with one decimal place implied), which describes the fuel consumption test results as litres per 100 kilometres for tests performed in a highway environment (if two test results are available). This code must be between 02.0 and 60.0.

27.3 FC combined

This field contains a three-character numeric code (with one decimal place implied), which describes the fuel consumption test results as litres per 100 kilometres as a combined cycle. This code must be between 02.0 and 60.0.

See Figure 2-2-1. Fuel comsumption flowchart.

28 A/C fitted

This field indicates if an air conditioning unit is fitted to a vehicle. If a vehicle has an air conditioning unit fitted >Y< must be entered. If a vehicle has no air conditioning unit fitted enter >N<.

29 Gas type (Note 6)

This field contains a three character code which describes the gas type used in the air conditioning unit. Refer to Table 2-2-12 for LANDATA codes for gas types.

• LANDATA will use this information to determine if, on first registration in New Zealand, a Synthetic Greenhouse Gas (SGG) levy will be collected. It will also be used to track changes in the use of SGGs in the NZ vehicle fleet.
• If the vehicle has an air conditioning unit fitted the type of gas used must be recorded, inspect the vehicle to obtain the type of gas used.
• “unknown" can only be used where the unit is not labelled with the gas type.

30 Frontal impact standards

This field indicates whether or not the vehicle has been manufactured to a recognised frontal impact standard. If a vehicle has been manufactured to an approved frontal impact standard, >Y< must be recorded in this field. If the vehicle was not manufactured to an approved frontal impact standard, or is exempt from frontal impact standard requirements, >N< must be recorded in this field.

See Vehicle structure 3-2 Determining frontal impact compliance for information on determining whether a vehicle complies with an approved frontal impact standard.

31 Special permit codes

There are several special permit codes that may be recorded against a vehicle. If the vehicle is a left-hand drive vehicle, the appropriate code must be recorded in the first ‘special permit code’ field (see Table 5-3-1 for valid special permit codes for left-hand drive vehicles). Other special permit codes include IM – Immigrants Vehicle, MS – Motorsport vehicle, SP – Special interest vehicle.

32 Tare weight

This field contains a numeric code of up to six characters that describes the weight of the vehicle together with the fuel in its fuel system (if any) and any equipment and accessories that are necessary for its operation for the purpose for which it was designed.

This must be recorded for all type 07 and 08 vehicles (refer to Table 2-2-1 for vehicle type definitions).

1. If tare weight is recorded on the vehicle documentation (eg de-registration or export certificate), enter this figure in the tare field on the VALOC screen.
2. If tare weight is not recorded on the vehicle documentation, instruct the vehicle importer to obtain the tare weight. This may be obtained from a weigh bridge, or from alternative documents such as the vehicle handbook/manual, the manufacturer’s label on the vehicle, or from the vehicle manufacturer or manufacturer’s representative. Enter this figure in the tare field on the VALOC screen. A copy of the alternative documentation must be kept in the vehicle file.

33 Certifier ID

This field contains the identification code of the approved vehicle inspector certifying that the vehicle complies with relevant Transport Agency acts, regulations and rules. The certifier ID must only be entered when the vehicle passes entry-level certification.

34 Synthetic Greenhouse Gas (SGG) levy on motor vehicles

A Synthetic Greenhouse Gas (SGG) levy is collected when a new or used motor vehicle is first registered in New Zealand. The SGG levy does not apply to vehicles being re-registered (Note 6). SGGs are refrigerants used in air-conditioning systems of motor vehicles. They have very high global warming potentials and impact on climate change.

By placing an added cost on SGGs, the government aims to encourage industry to use alternative low global-warming refrigerants, which don’t impact on climate change.

The process requires vehicle information to be captured and recorded in the NZ Transport Agency’s LANDATA system during entry certification. The data recorded confirms whether a vehicle has an air-conditioning unit and if so, what refrigerant the unit is gassed with.

LANDATA will use this information to automatically charge the levy with the registration fee when the vehicle is registered. This is similar to how an ACC levy is collected with a motor vehicle licence.

Step One:

Inspect the vehicle to see if it has an air conditioning system fitted to it.

Step two:

If the vehicle has an air conditioning system fitted to it, record on the check sheet the type of refrigerant that is used in the air conditioning system.

Step three:

Record in LANDATA if the vehicle has air conditioning YES/NO and if yes, select from the drop down list the type of refrigerant that is used in the air conditioning system.

Table 2-2-1. LANDATA-defined vehicle types

Code	Type	Description
01	Mopeds1 (Note 5)	A motor vehicle that is a class LA or LB vehicle as detailed in Identifying the vehicle class.
02	Trailers and trailer caravans	A motor vehicle that is: a) without motive power, designed to be drawn behind a motor vehicle b) a class TA, TB (Note 1), TC or TD vehicle as detailed in Identifying the vehicle class. Trailer caravans are also included.
03	Tractors1,2	A motor vehicle that has a maximum speed of 50km/h and is designed for traction. Tractors are not defined as a vehicle class, but need to be classified separately for registration purposes.
04	Agricultural machines1,2	A motor vehicle that is a self-propelled machine designed and used exclusively for agricultural purposes (eg cropping machines, hay balers).
05	Trailers not designed for normal highway use1	A motor vehicle that is: a) a certificate of fitness (CoF) exempt trailer by design, not usage, and b) not capable of being towed at normal highway speeds.
06	Mobile machines not designed for normal highway use1	A motor vehicle that is a special-purpose vehicle not capable of normal highway speeds (eg grass mowers, weed sprayers).
07	Passenger cars and vans	A motor vehicle that is: a) a class MA, MB, MC or LE vehicle as detailed in Identifying the vehicle class. b) a car or van (including off-road passenger vehicles) with a capacity of up to nine seats4.
08	Goods vehicles (vans, utilities, trucks)	A motor vehicle that is a class NA, NB or NC vehicle, including all goods vehicles, as detailed in Identifying the vehicle class.
09	Passenger vehicles (buses)	A motor vehicle that is: a) a passenger vehicle with a capacity of 10 or more seating positions b) a class MD, MD1, MD2, MD3, MD4 or ME vehicle as detailed in Identifying the vehicle class.
10	Self-propelled caravan	A motor vehicle that is a class NA, NB or NC vehicle as detailed in Identifying the vehicle class. All self-propelled caravans, irrespective of weight, are included. Must be permanently equipped with features intended to make the vehicle suitable as a dwelling place and must include at least one sleeping berth and one table, both of which maybe of design that allows them to be retracted or folded away.
11	Motorcycles	A motor vehicle of class LC, LD or LE as detailed in Identifying the vehicle class, that has two (or three) wheels, including: a) any vehicle with motorcycle controls declared by the NZTA to be a motorcycle, and b) a motorcycle with a side car4.
12	All-terrain vehicles (ATVs)3	A vehicle that: a) has three or more wheels, principally designed for off-road use b) may be fitted with motorcycle controls but is not classified as a motorcycle c) has a gross laden weight of less than 1000kg d) has an engine capacity of more than 50cc e) is restricted in its use on public roads f) is not a four-wheel-drive class MC or NA vehicle.
13	Special purpose vehicles2	A motor vehicle that is: a) a self-propelled special purpose vehicle capable of normal highway speeds (eg cranes on a truck chassis, mobile dental clinics, x-ray units, truck-mounted top-dressing loaders incapable of carrying other goods, ie it does not have a hopper and a tank for aviation gasoline or other goods – those vehicles are Type 08 Goods vehicles) b) a class NA, NB or NC vehicle as detailed on Identifying the vehicle class.
23	Agricultural tractors capable of more than 50km/h	A motor vehicle tha: a) meets the definition of agricultural tractor in the Land Transport Rule: Vehicle Standards Compliance 2002, and b) is capable of more than 50 km/h.

¹ Not subject to VIN requirements.

² Does not include ATVs.

³ If used without restriction, an ATV must be classified as a passenger car or goods vehicle and must comply with all the requirements for those classes.

⁴ Because vehicles are defined by class in vehicle standard regulations and rules but not in other legislation, some class LE1 motor tricycles may be registered as a type 07 ‘motorcar’, and some may be registered as type 11 ‘motorcycle’.

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The status of a vehicle or the attributes recorded against it may be changed at any time after the vehicle record is created. There are two reasons to amend vehicle details:

1. to correct a data entry error

2. to reflect a modification to the vehicle.

When correcting data entry errors, the file must be checked before changes are made and a record of the correct data must be held in the vehicle file.

When amending vehicle attributes or status due to vehicle modifications, the vehicle and documentation must be checked to ensure certification requirements are met (Note 1).

1 VIN screen

The system will allow changes to be made at any time before the MR2A is printed. Some managers and staff have a higher level of access and can make changes after the MR2A has been printed. Where those staff members are unavailable, requests to make changes should be emailed to the Permitting Assessments team at frr@nzta.govt.nz or faxed to 06 953 6267. The request must be supported with documentation (eg if a registration date was keyed incorrectly, a copy of the de-registration certificate should be supplied with the request).

1.1 ICORE and ILOAD screen – CoF vehicles

If the vehicle requires a CoF, changes may also be made on CoF screens, provided the entry certifier has the appropriate CoF authority for the vehicle.

Changes to the vehicle type field can only be made by entry-level inspectors.

1.2 IVATT screen – WoF vehicles

If the vehicle requires a WoF, changes may also be made on WoF screens, provided the entry certifier has the appropriate WoF authority for the vehicle.

Changes to the vehicle type field can only be made by entry-level inspectors.

1.3 Documenting changes

1. Corrections to data entry errors will be covered by data held in the entry certification file.

2. Changes due to modifications for CoF vehicles should be carried out in accordance with CoF procedures.

3. Changes due to modification for WoF vehicles should be recorded:

a) in the IVCERT screen if low volume vehicle (LVV) certification has been issued, or

b) in NOTES if the vehicle does not require LVV certification.

2 Removing the border check damage flag

A damaged flag may be recorded against a vehicle by a border inspection organisation performing the border check. See Technical bulletin 36 Removing a border damage flag.

2.1 Light vehicles

If a vehicle is flagged on LANDATA by a border inspection organisation as damaged and the vehicle inspector determines that the damage does not exceed the threshold for requiring repair certification, an application must be made to remove the damage flag.

Forms to request the removal of a border damage flag are available in Reference material 17. The vehicle inspector must complete this form and give it to the supervisor authorised to remove damage flags.

2.2 Heavy vehicles

Once appropriate heavy vehicle specialist certification has been carried out as required, the border damage flag must be removed from a heavy motor vehicle. An entry certifier must complete a ‘Request to remove border damage flag’ form (see Reference material 17) and give it to the supervisor authorised to remove damage flags.

All vehicles first registered or re-registered in New Zealand on or after 1 April 1994 must have a vehicle identification number (VIN) assigned and affixed.

Under Land Transport Rule: Vehicle Standards Compliance 2002, the VIN must be assigned and affixed as soon as practicable. A VIN must be:

• assigned to a vehicle before any compliance work is carried out on the vehicle, and
• affixed to the vehicle before the initial compliance inspection is completed.

An entry certifier may assign and affix a VIN while documentation is pending, but must make a note of this on the notes screen to ensure that it is subsequently obtained and verified. In cases where a particular entry-level inspector is only carrying out the VIN assignment process, the VIN must be affixed immediately.

A vehicle may have an original VIN assigned by the manufacturer, or it may need to have an Transport Agency ‘7AT’ VIN assigned to it.

When a vehicle record is retrieved from the database and the details are displayed on the screen, the entry certifier must check these details to ensure they match the vehicle presented.

A reference field is available on the ‘VIN authority allocation/confirmation’ screen that may be used to assist an entry certifier in locating documentation specific to a vehicle. The reference may be overtyped at a later date, until the point when the vehicle is approved for registration (at this point, the field is locked).

Scratchbuilt vehicles with used donor parts from high volume production vehicles (eg Ford, Holden, Range Rover) should not be assigned any high volume VIN from the donor parts.

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1 Determining VIN requirements

To determine whether or not the identifier located on the vehicle is a valid VIN, type the identifier into the escape field of the ‘VIN authority allocation/confirmation’ screen and transmit.

1.1 Valid VIN

If the identifier entered in the escape field of the ‘VIN authority allocation/confirmation’ screen is a valid VIN, the ‘VIN allocation’ screen will display with message ‘Valid VIN entered’. The identifier will display in the VIN field.

The entry certifier must check, correct and complete all vehicle details required for the vehicle type.

If there is a substantial difference (Note 1) in any of the vehicle attributes listed below between the vehicle attributes displayed and the actual vehicle presented, complete a ‘Vehicle report’ form (Reference material 54) and email it to the NZ Police (NIC@police.govt.nz).

Make	Fuel type	Year of manufacture
Model	Vehicle type	Year of first registration
Submodel

Do not alter the displayed vehicle details without approval from the Transport Agency.

Contact Transport Agency on 0800 804 580 and select option 4 - inspections.

1.2 17-character identifier not recognised by LANDATA

If the identifier entered in the escape field of the ‘VIN authority allocation/confirmation’ screen is a 17-character identifier that LANDATA cannot decode, the ‘VIN allocation’ screen will display the message ‘WARNING VIN does not decode – Contact TRC’.

Some invalid VINs may be difficult to identify, as they look like a VIN and have the correct vehicle year recorded as the tenth character and a valid check digit as the ninth character. However, the world manufacturer identifier (WMI) belongs to someone other than the vehicle manufacturer. This problem is not identified until the VIN decode is investigated in detail. In such cases, the Permitting Assessments team may ask the importer to provide VIN decode information, and may advise that a ‘7AT’ VIN be issued following investigation.

Do not continue. Please refer all 17-digit numbers that do not decode to the Transport Agency (contact 0800 804 580). If you have the manufacturer's VIN decode information available email it directly to FRR@nzta.govt.nz.

1.3 Other

If an identifier was not entered, or if the identifier entered in the escape field of the ‘VIN authority allocation/confirmation’ screen is not a valid VIN, the ‘VIN allocation’ screen will display the message ‘Chassis number entered’.

LANDATA will assign a ‘7AT’ VIN to the vehicle.

Most Japanese imports require a new VIN to be assigned.

2 Checking vehicle details

Once a VIN has been recognised or assigned to the vehicle and the vehicle details are displayed on the ‘VIN allocation’ screen, the entry certifier must ensure that the vehicle details that are mandatory for the vehicle type are correct and complete. If no vehicle details are displayed, the vehicle attributes recorded on the vehicle attributes checksheet must be entered.

When all mandatory vehicle attributes are correct and complete, the entry certifier must ensure the following fields are set as explained below.

Field	Should be set to …
Certifier ID	Blank; it is not applicable to the VIN assignment process. Nothing should be entered in this field until the vehicle has passed the entry-level inspection and certification process and the MR2A is to be printed.
Print MR2A	>Y< only to provide a VIN checksheet. An MR2A printed at this stage must not be used as a registration document. Its sole purpose is to provide printed details of the vehicle and the VIN that has been assigned to it.
Approved for registration?	>N<. The vehicle has not been approved for registration.

3 System validation

Transmit once all fields have been completed as above.

LANDATA will validate the data entered and redisplay the ‘VIN allocation’ screen with the vehicle’s VIN displayed in the VIN field.

The system will display an error message at the bottom of the screen if any data entry errors were made (eg an invalid country or vehicle model). Correct errors and transmit.

Most vehicle types are required to have a VIN if they are registered or re-registered in New Zealand on or after 1 April 1994. Vehicles that were registered in New Zealand before this date and have their original chassis identification attached are not required to have a VIN affixed. However, a VIN may be affixed at the vehicle owner’s request.

If a vehicle does not have any identifiers (ie a VIN or chassis number), it is required to have a VIN assigned and affixed before its next warrant of fitness inspection.

Most motor vehicles have had some form of chassis number assigned to them. Where chassis numbers or VINs are missing or where the LANDATA chassis number does not match the actual chassis number, the vehicle may have been stolen or involved in a major accident at some point in its life. Because of this, you are required to complete a ‘Vehicle report’ form (Reference material 54) and email a copy to the NZ Police (NIC@police.govt.nz).

Before assigning the VIN, the entry certifier must inspect the vehicle and record its attributes on a vehicle attributes worksheet. This worksheet must be retained for a minimum of two years. The VIN must be assigned to a registered vehicle using the ‘vehicle details by plate’ screen.

The following process outlines how to assign a VIN to a registered vehicle.

Step	Action
1	Type >DETAILP (space) (plate number)< in the escape field and transmit. The ‘vehicle details by plate’ screen displays details for the plate number entered.
2	Is a chassis number displayed?	NO	Contact the Transport Agency on 0800 804 580 for assistance.
		YES	Note the chassis number and continue from step 3.
3	Type >VINASGN (space) (chassis number)< in the escape field and transmit. The system will search for vehicle records with that chassis number.
4	Is more than one vehicle record displayed?	YES	The ‘assign VIN to a registered vehicle’ screen displays with a list of vehicles with that chassis number. Use scroll commands to find the correct record if required. Type >X< in the select field alongside the correct record and transmit. The ‘assign VIN to registered vehicle’ screen will display the vehicle details. Continue from step 5.
		NO	The ‘assign VIN to a registered vehicle’ screen displays with the vehicle details.
5	Are the displayed details correct?	YES	Continue from step 6.
		NO	If you have you entered the correct plate and/or chassis number, contact the Transport Agency on 0800 804 580. If you have selected the wrong vehicle record, type >R< in the escape field and transmit to return to the previous screen. Enter the correct chassis number and continue from step 4.
6	Do you want to print an MR2A VIN checksheet?	YES	Transmit. The message ‘Vehicle has been assigned a VIN’ displays at the top of the screen with a VIN in the VIN field.
		NO	Type >N< in the print MR2A field and transmit. The message ‘Vehicle has been assigned a VIN’ displays at the top of the screen with a VIN in the VIN field.
7	Affix the VIN. Refer to ‘Pre-registration and VIN 4-1’.

Many manufacturers who make vehicles in small quantities (ie fewer than 500 per year) do not have the authority to issue VINs. These manufacturers must obtain a VIN for each vehicle they make from an entry certifier. The entry certifier then stamps the VIN directly on to a nominated structural part of the vehicle.

However, some low volume vehicle manufacturers do have the necessary authority to assign and affix a VIN, so will not have to go through this process. These VINs will all start with ‘7A9’.

1 Application for VIN assignment

A low volume vehicle manufacturer must complete a vehicle attributes worksheet, similar to the sheet used by entry certifiers. This describes the vehicle that is being (or will be) manufactured. This worksheet comprises two parts that describe the attributes required based on the vehicle type.

The vehicle attributes worksheet is submitted with an application for a VIN. If the vehicle is covered by the Low Volume Vehicle Code, the application must be endorsed by one of the organisations belonging to the Low Volume Vehicle Technical Association (LVVTA), which is responsible for checking that the vehicle is built in accordance with the requirements of the Low Volume Vehicle Code.

Particular care is required for the recording of make, model and year of manufacture attributes.

The completed and endorsed application must be presented to an entry certifier for the assignment of a VIN. If the vehicle attributes worksheet is not complete in any way, the application must be rejected.

Vehicle attributes must be entered into LANDATA as described in Pre-registration and VIN 3-1 and Pre-registration and VIN 3-2, with the exception of the ‘print MR2A checksheet’ field.

This field must be set to >Y< to print a VIN checksheet that is used to notify the vehicle manufacturer of the assigned VIN. It is not to be used as a registration document. The system will print an MR2A checksheet displaying:

• the vehicle details, and
• the VIN assigned to the vehicle, and
• the words ‘Affix this VIN to vehicle with chassis number XXXXXX’.

Attach the MR2A to one copy of the vehicle attributes worksheet and send it to the vehicle manufacturer.

Retain the other copy of the vehicle attributes worksheet for future reference. The documents should be filed so that they can be easily retrieved.

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If the vehicle being processed requires a new VIN to be affixed, the MR2A checksheet is printed with the required information. This must be used as a checksheet to ensure that the VIN is affixed to the correct vehicle. The VIN must be assigned and affixed at the same location as the computer and VIN embossing equipment are sited.

Application of VINs at offsites

Authority will be given to all approved Entry Certification sites to assign and affix VINs at a location different from the approved site based on the following conditions:

• All VIN procedures as documented in the VIRM must be followed
• The VIN allocation procedure must be started and completed at the same location and at the same time
• The agent will by necessity have a VIN embossing machine at the location of the VIN allocation. The embosser maybe transported from location to location but must remain secure at all times
• In addition to the embosser, the process must be undertaken using a secure computer with approved access to Landata, and an approved MR2A printer
• The agent will advise the Transport Agency Service Supply Management team in writing of any location they wish to use for applying VINs
• All vehicles which have the VIN applied, ‘offsite’ will have the fact recorded in ‘NOTES’
• The person applying the VIN must be employed solely by an entry certifier unless prior written approval is given by the Transport Agency
• Any transactions undertaken in contravention of these conditions will result in approval for the use of this procedure being withdrawn from the offending agent.

The VIN must be located on a non-removable structural part of the vehicle, in a position that it can be easily read. The VIN must not obscure an existing chassis number when it is affixed.

Table 4-1-1 describes permitted locations for a VIN to be affixed to a vehicle (Note 1).

There are two methods for affixing a VIN to a vehicle:

• For cars, vans, trucks and buses without a separate chassis, the VIN is embossed on a plate and affixed to the vehicle in a location described in Table 4-1-1.
• For motorcycles, mopeds, trucks, buses with a separate chassis and heavy trailers, the VIN is stamped directly onto the chassis in a location described in Table 4-1-1. If it is physically difficult to stamp a VIN in the specified location (eg the material is unable to be adequately stamped), a VIN plate may be affixed in the location that stamping would normally be carried out. If this is not possible, contact the NZTA to obtain agreement on the position and/or method of affixing the VIN.

Quality assurance (QA) controls

The VIN that is affixed to the vehicle is the key to identifying that vehicle on LANDATA. Therefore, in order to minimise the risk of errors when affixing the VIN, the procedures for affixing a VIN require two people to be involved:

• one person who is responsible for affixing the VIN
• another person who is responsible for checking that the correct VIN has been affixed. This person is the QA controller.

Where a site has only a single staff member, the customer can play the role of the QA controller in checking the VIN. Prior approval from the NZTA must be granted in order to operate in this way.

1 VIN plate

When affixing a VIN plate to a vehicle, print an MR2A with the vehicle details to use as a VIN checksheet.

1. Emboss the plate with the VIN specified on the VIN checksheet.

2. Check that the embossed VIN matches the VIN detailed on the VIN checksheet.

3. Clean the area of the vehicle where the VIN plate is to be affixed with prepsol to remove any grease or oil-based contaminant. Wipe off with a clean rag.

4. Scrub the same area with a non-woven fibre abrasive to remove any silicon-based film.

5. Clean the area again with acetone or methyl ethyl ketone (MEK).

6. Peel off the adhesive backing strip from the VIN plate and stick the strip to either the VIN checksheet or the vehicle attributes worksheet.

7. Apply the VIN plate to the prepared area using a soft roller to ensure there are no air bubbles under the plate.

8. Drill two holes into the vehicle to match the rivet holes on the VIN plate, and rivet the plate to the vehicle.

9. Have the QA controller check the embossed VIN against the VIN specified on the VIN checksheet. The QA controller must sign the VIN checksheet to confirm this verification.

2 Etching the rear windscreen

If the VIN has been assigned by the LANDATA system and affixed on a Transport Agency VIN plate riveted to the vehicle and the vehicle has a glazed rear windscreen, the VIN must be etched onto it. This includes vehicles that are fitted with a separate chassis such as some classic cars, muscle cars, hot rods, etc.

The etched VIN should be easily read from the left side of the vehicle. It may be etched from either the inside or the outside, provided that it is legible from the outside of the vehicle. Etching of the rear windscreen involves a sand-blasting technique, as follows:

1. Assemble the individual letters and digits that make up the VIN in a stencil magazine, making sure that the characters are evenly spaced.

2. Check that the assembled characters in the stencil match the VIN that is printed on the VIN checksheet.

3. Place the stencil magazine against the rear windscreen rubber seal or flashing, on a relatively flat part of the glass as near as practicable to the bottom left corner of the windscreen.

4. Ensure that the rubber seal or flashing does not prevent the stencils from making contact with the glass. Hold the stencil magazine firmly during the etching process to prevent movement, and ensure that the stencils do not move apart.

5. Place the nozzle of the etching gun against each stencil in turn, giving a quick blast against each. Do not give a long continuous blast along the entire length of the stencil magazine.

6. Lift the gun off the stencil, but do not move the stencil magazine. Check that each letter and digit of the VIN has been etched clearly. If required, blast individual stencils again.

7. Once complete, have the QA controller check that the VIN has been etched correctly. The QA controller must sign the VIN checksheet to confirm this verification.

3 Stamping a VIN

When stamping a VIN directly on to a vehicle, print an MR2A with the vehicle details to use as a VIN checksheet.

1. Stamp the VIN in the appropriate location.

2. Have the QA controller check the stamped VIN against the VIN specified on the VIN checksheet. The QA controller must sign the VIN checksheet to confirm this verification.

3. Spray the VIN with a sealing spray.

Table 4-1-1. Permitted locations for a VIN to be affixed to a vehicle

Vehicle	Permitted VIN locations
Passenger car Off-road passenger vehicle that is not forward controlled	in the engine compartment on the right-hand side of the firewall in the engine compartment on the right-hand side adjacent to the mounting point of the front suspension in a location inside the engine compartment approved by the NZTA for a specified vehicle or vehicle model on the firewall or inner guards so it is visible from the front of the vehicle on the left "B" pillar below the manufacturer's ID decal (if fitted).
Forward-controlled passenger vehicle (van) Off-road vehicle	in the passenger compartment, on the top of the right-hand wheel arch, adjacent to the seat cushion in the passenger compartment, on the inner panel of the right-hand ‘A’ pillar, adjacent to where the floor meets the ‘A’ pillar in the passenger compartment, on the ‘B’ pillar (this is less likely to suffer accident damage) under bonnet (if applicable), placed in such a way that it can be viewed from the front of the vehicle, and/or is adjacent to the manufacturer’s plate.
Goods vehicle Omnibus Heavy trailer	Vehicles with a separate chassis: on the outside of the chassis, adjacent to the right front wheel arch.
	Vehicles without a separate chassis: in the passenger compartment, on the top of the right-hand wheel arch, adjacent to the seat cushion in the passenger compartment, on the inner panel of the right-hand ‘A’ pillar, adjacent to the where the floor meets the ‘A’ pillar in the passenger compartment, on the ‘B’ pillar (this is less likely to suffer accident damage).
Motorcycles Mopeds	on the frame under the rider’s seat on a non-removable part of the mainframe in a position where it is visible but not prone to damage.

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Despite the procedural requirement for a second person (the QA controller) to verify the affixed VIN, it is still possible for errors to occur. Procedures for correcting errors are outlined below.

1 Correcting a VIN plate

If an incorrect VIN is affixed to a vehicle, it must be removed and the correct VIN (as printed on the VIN checksheet for that vehicle) must be affixed.

1. Remove the incorrect VIN plate from the vehicle.
2. Make a new plate with the correct VIN.
3. Have the new plate checked by the QA controller.
4. Fix the correct VIN plate to the vehicle.
5. Process the original incorrect VIN plate as required for audit purposes and destruction (the number of VIN plates issued must be checked against LANDATA).

2 Correcting a VIN etched on a rear windscreen

If a VIN is etched onto a rear windscreen incorrectly and the owner wants the glass replaced, the windscreen must be replaced at the sole expense of the entry certifier. The correct VIN must then be etched on the new windscreen.

However, if the owner of the vehicle is willing to have the VIN corrected on the same windscreen, the incorrect VIN must be masked out and completely over-etched. The correct VIN must then be etched just above or below the original incorrect VIN.

3 Correcting a stamped VIN

A maximum of three stamping errors can be corrected by crossing out the individual letters or digits, and by stamping the correct letter or digit just above or below the crossed errors.

A hash character (#) must be used to cross out incorrect letters or digits. If a hash character is not available, an ‘X’ or a dollar sign ($) may be used.

Example:

As an alternative, all letters and digits may be machined out and the entire VIN stamped again.

If there are more than three stamping errors, all letters and digits must be crossed out and the entire VIN must be stamped again, just above or below the original incorrect VIN.

Example:

4 Recording a VIN correction

When a stamped or etched VIN has been corrected, details of the correction must be recorded in the vehicle notes. This is to prevent suspicion arising when the VIN is inspected at a later date. If a VIN plate has been removed and a new one attached in such a way that there is no sign of the correction, this step is not required. The minimum details to be recorded are the number of characters in the VIN that were corrected and the positions of these characters.

Example:

              VIN corrected in 3 positions: 4, 7, 12

Sometimes a vehicle is damaged in such a way that the vehicle identifier is no longer readable.

If a vehicle has been damaged so that the VIN is no longer readable, it must have its original VIN affixed by an entry certifier. A new VIN is not assigned. The VIN may be a LANDATA assigned ‘7AT’ VIN, or it may be one assigned by the manufacturer. See Pre-registration and VIN page 1-1(1.3) for more information.

If a vehicle that does not have a VIN has been damaged so that the chassis or frame number is no longer readable, it must have a ‘7AT’ VIN assigned and affixed. Procedures for assigning a VIN to a currently registered vehicle are described in section 3-2.

1 Inspection required

When a vehicle owner applies to an entry certifier to have a VIN reaffixed or assigned, the vehicle must be inspected by a vehicle inspector authorised to carry out entry certification. The vehicle inspector must complete a ‘VIN approval request’ form (Reference material 53).

All identifiers (VIN, chassis, engine, body and frame numbers) must be recorded and their location and condition noted. What is right with the vehicle and its identifiers is just as important as what is wrong.

A VIN must not be affixed or re-affixed to a vehicle until approval from the Transport Agency has been sighted. Once approval is received, the details on the approval document, on the LANDATA system and on the actual vehicle presented must be matched. Table 4-3-1 describes what action must be taken depending on how details match. A tick represents a match between details; a cross represents a difference between details.

The new left hand drive categories described below apply to vehicles presented for certification after 1 April 2010. A vehicle that is presented for certification after 1 April 2010 that was border checked before 1 April 2010 can be processed using the rules that applied prior to 1 April 2010.

A vehicle presented for certification after 1 April 2010 that was border checked after 1 April 2010 maybe eligible to be processed under the old rules. In these cases the owner will need to apply to the vehicles section of the Transport Agency for consideration of their case.

Table 5-1-1 describes the only categories under which a left-hand drive vehicle may be registered.

Table 5-2-1 details the documentation requirements for each left-hand drive category. The documentation must be sighted by the entry certifier processing the left-hand drive vehicle.

A left-hand drive vehicle must be recorded as the appropriate type in the ‘special permit types’ field in the ‘VIN authority allocation/confirmation’ screen. Table 5-3-1 lists valid permit type codes.

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Under part 17 of the Land Transport Act 1998, a vehicle owner/importer must provide documentation that proves that they are legally entitled to lawful possession of the vehicle, and that the vehicle was designed and built to meet New Zealand’s vehicle standards. All used vehicles must have original documentation showing the details of their previous registration. The vehicle inspector must be satisfied with all documents provided and may request confirmation or additional information.

• A notarized copy of an original document (signed by a notary public) can be accepted if the original is not available.

All vehicles presented for registration must have a VIN assigned so they can be recorded in LANDATA for tracking and enforcement purposes, even if appropriate documentation is not provided. Entry certifiers must carefully check the VINs for any signs of tampering, by visually inspecting the vehicle identifier and surrounding area from behind. If this is not possible, the entry certifier may chemically remove the paint from the vehicle identifier and surrounding area for inspection purposes with the vehicle owner’s permission. If the vehicle owner refuses, the entry certifier must contact the Palmerston North Office to consider alternative options. A vehicle must not be certified if the vehicle identifier has not been inspected for signs of tampering.

If signs of tampering are detected, the vehicle must not be certified. The entry certifier must advise the Transport Agency Technical Services (Vehicles team) immediately (by telephone – please refer to the details in Introduction section 3), and attach suitable notes to the vehicle record using the notes screen.

Documentation queries

Any documentation queries for imported used vehicles (including motorcycles) should be sent to:

NZ Transport Agency
Vehicles
Operational Standards and Guidelines
Private Bag 6995
Wellington 6141

Fax: 04 894 5011

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Parallel-imported light new vehicles and new light vehicles presented by the New Zealand distributor without an LT4085N

A new light vehicle is required to have a pre-delivery inspection (PDI) before it can be certified for entry into service. This is carried out by an agent appointed by the manufacturer to ensure all safety systems are armed and operating correctly, and any outstanding warranty or safety recalls have been attended to.

An entry certifier processing a parallel-imported new light vehicle must retain a copy of the PDI checksheet to verify that the PDI has been carried out. The PDI check sheet must identify the name of the company that inspected the vehicle, date it was inspected and be signed by the person who carried out the inspection.

• A PDI is not required for a vehicle imported from Great Britain with a V308 registration document.
• If a vehicle has been written off after the PDI was issued, a new PDI will need to be carried out.

1 Proof of legal possession

(a) Vehicles previously registered

Table 1-1-1 and Table 1-1-2 describe the required documentation to prove legal entitlement to a vehicle (including motorcycles and mopeds).

If a vehicle has previously been registered in New Zealand, evidence of this (eg a certificate of registration or a LANDATA record) must be provided. The person presenting the vehicle for re-registration must be the same as the person shown on the evidence of previous registration, or must be able to provide a clear ownership trail linking themselves to the vehicle.

All vehicles presented for re-registration must have a VIN assigned to allow the vehicles to be recorded in LANDATA for tracking and enforcement purposes, even if appropriate documentation is not provided. Entry certifiers must carefully check the VINs for any signs of tampering, by visually inspecting the vehicle identifier and surrounding area from behind. If this is not possible, the entry certifier may chemically remove the paint from the vehicle identifier and surrounding area for inspection purposes with the vehicle owner’s permission. If the vehicle owner refuses, the entry certifier must contact the Transport Agency to consider alternative options. A vehicle must not be certified if the vehicle identifier has not been inspected for signs of tampering.

If signs of tampering are detected, the vehicle must not be certified. The entry certifier must advise the NZ Police and the Transport Agency immediately, and attach suitable notes to the vehicle record using the ‘notes’ screen.

To carry out re-registration, the entry certifier must certify the vehicle in accordance with applicable requirements and complete an LT4085U, provided that proof the vehicle was previously registered in New Zealand is presented and no modifications or repairs that affect compliance with applicable requirements have been carried out.

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1.1 Proof of previous New Zealand registration unavailable

In cases where the vehicle owner is not able to provide a certificate of registration or LANDATA record to verify that the vehicle was previously registered in New Zealand:

The vehicle owner must provide satisfactory evidence of previous registration in New Zealand, such as:

• photographs of the complete vehicle
• receipts for insurance, repairs, periodic in-service inspections (WoFs), etc
• manufacturers’, importers’ or dealers’ records that show the vehicle was originally imported or manufactured in New Zealand
• written anecdotal vehicle history from previous owners. This must be considered with caution; a statement that someone recognises the vehicle is not sufficient.

If there is a possibility that the vehicle is a replica, a used import or a vehicle assembled from parts, particularly if it is a higher value, classic or collectable vehicle, do not continue (Note 1).

If you have any doubt, do not continue (Note 1). Refer the vehicle owner to the Transport Agency, Customer Access (Assessments team) for a decision.

1 Entitlement to register

A Customs-seized vehicle presented for entry-level certification must be presented with a letter from New Zealand Customs identifying the vehicle, and stating that it is a Customs-seized vehicle and that Customs have title to lawful possession.

2 Proof of standards certification

If the vehicle was manufactured and registered overseas prior to 1 January 1991, documentation to prove standards compliance will not be required.

If the vehicle was manufactured and registered overseas after 1 January 1991, documentation proving standards compliance must be provided.

A temporary vehicle import is a vehicle that is brought into New Zealand by a resident of another country, usually for a maximum of 12 months, while remaining registered in its country of origin. The vehicle must be exported from New Zealand within the allowed temporary entry period.

Before a vehicle is released to its owner, it must be inspected by the quarantine service of the Ministry of Agriculture and Forestry (MAF).

The vehicle must be licensed in New Zealand as an overseas visitor’s vehicle. In addition, the vehicle’s registration in its country of origin must remain current for the duration of its stay in New Zealand, and must remain in the name of the person who imported the vehicle into New Zealand. The overseas registration plates must remain on the vehicle; it does not need New Zealand plates.

The owner of a temporarily imported vehicle must provide:

• a completed ‘Application for registration of an overseas visitor’s vehicle’ form (MR2C)
• proof that the vehicle is currently registered in his/her name in its country of origin (eg by providing original vehicle registration documents)
• a Carnet de Passage or temporary import entry
• identification that shows the vehicle owner’s name, date of birth and signature
• payment of an Accident Compensation Corporation (ACC) levy (but none of the other registration and licensing fees).

See the LANDATA agent’s manual chapter 4-B for further information.

The vehicle does not need to meet New Zealand’s requirements for entry certification. However, an entry certifier must carry out a basic safety inspection before issuing a warrant of fitness (WoF) or certificate of fitness (CoF) label for the vehicle. The vehicle does not need to comply with New Zealand-approved standards, or requirements for specialist certification (eg low volume vehicle modifications). A vehicle imported for temporary use must at least meet the provisions set by the Geneva Convention on Road Traffic 1949, which are outlined in Technical bulletin 5 – Inspection requirements for temporary vehicle imports.

If an owner decides to keep a vehicle permanently in New Zealand that was originally a temporary import, they will need to go through the same certification process that is used for a permanent import. Refer to Pre-registration and VIN, section 1-2.4.

An entry certifier may issue an Annex C certification to allow an unfinished (therefore uncertifiable) heavy vehicle to be moved on the road for final certification, or for other purposes prior to commercial operation. A sample Annex C permit is shown in Reference material 47.

If such a vehicle is presented, an entry certifier must:

1. inspect the vehicle’s safety items in accordance with the requirements for an Annex C. If the vehicle passes the inspection, an Annex C permit should be issued

2. check the vehicle attributes and enter or update the details using the VIN screen. If the vehicle does not have a body fitted, body type should be recorded as >CC (cab chassis)<

3. enter the appropriate certifier ID (see below) in the ‘Certifier ID’ field.

Entry certifier	Certifier ID
Vehicle Testing New Zealand	TCERTVT
Vehicle Inspections New Zealand	TCERTVI
Automobile Association	TCERTAA
ITAS Ltd	TCERTITAS
Canterbury Vehicle Compliance Ltd	TCERTCVC

4. If the vehicle is to be registered at this stage, print an MR2A registration form. The following fields must be obtained and entered at this stage to allow the purchase of RUC:

• Number of axles
• Axle spacings
• Tyre ply
• Tyre configuration.

When the vehicle is complete, it must be presented to the entry certifier for a full entry inspection. When the vehicle passes the inspection, a certificate of fitness (CoF) and certificate of loading (CoL) will be issued. The vehicle inspector must update all vehicle attributes as required.

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In some cases, an entry certifier may be presented with a vehicle that requires specialist certification. Where specialist certification is received, the entry certifier must ensure the details of the certification are entered into the IVCERT screen before the vehicle is released from their control.

1 Repair certification

If a vehicle has undergone repair certification, it must be presented with the carbon copy of the Light vehicle repair record of determination (LT308). A sample is shown in Reference material 6. A repair certifier is only required to give the vehicle owner a copy of the LT308. Copies of supporting documentation, such as chassis or wheel alignment reports, may be attached.

An entry certifier must not accept an LT308 if it has not been completed and signed off on all pages by an authorised repair certifier. Sections that are not applicable must have a line drawn through them, with the repair certifier’s signature at the bottom of the page.

2 Low volume vehicle certification

If a vehicle is LVV certified, a ‘Statement of compliance under the LVV code’ form (F001) endorsed by an original LVVTA stamp and signed by the LVV system auditor must be provided and an LVV certification plate must be affixed to the vehicle. A sample F001 form is shown in Reference material 9.

If a low volume vehicle has been de-registered, it does not require another F001 form in order to be re-registered unless it has had additional modifications since it was last LVV certified.

If the LVV system auditor has verified that the vehicle has been certified correctly, detailed LVV compliance checksheets do not need to be presented. However, if the entry certifier is not satisfied with the documentation and/or vehicle presented, further documentation may be requested.

The Transport Agency recognises a limited number of overseas low volume vehicle certifications. Imported low volume vehicles presented for entry certification must be referred to a New Zealand LVV certifier unless:

• they are a light vehicle that has been modified and type certified to the “European Community Whole Vehicle Type Approval” (ECWVTA) system. See Technical bulletin 41: Entry certification procedures for certain modified light vehicles.

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Original documentation means the actual authentic document that was provided by the issuing person or organisation. A fax or photocopy is not an original document. 

1 Inspecting vehicles without original documentation

1.1 Original documents previously sighted

If an entry certifier is presented with a photocopy of the original de-registration papers but originals have been previously sighted, they must contact the Transport Agency Customer Access (Assessments). The certifier will be required to sign a statement declaring that original documents have been sighted. This statement must be held in the vehicle file.

1.2 Original documents not presented

When a vehicle is presented for entry certification but the vehicle owner has not yet received the original documentation, the inspection process may be started with a photocopy or faxed copy of the original document.

In such cases, the vehicle inspector must:

• record in the LANDATA notes against the vehicle record that certification cannot be completed until the original documentation has been presented.
• identify in the LANDATA notes what actual original documents need to be presented.

When the original documentation is presented there must be dual sign off (on the check sheet) by two independent persons (eg certifier and VIN quality controller/checker) to verify that the documentation has been presented.

Important: An MR2A must not be issued until the original documents have been presented.

2 No documentation available (vehicles previously registered in Japan)

If the vehicle owner/importer has lost the original documentation, Japan's Ministry of Land, Infrastructure and Transport will not issue additional copies. The vehicle owner/importer can apply (using form VCUEF 02 - Reference material 57) to the Transport Agency Customer Access (Assessments) to consider use of alternative documentation. This may take some time to process, and will involve some costs to the importer.

The following procedure explains the requirements for requesting use of alternative documentation.

1. The vehicle owner/importer must provide an original Japanese detailed registration history certificate (Sho-Sai-Toroku–Sho-Mei).

2. The vehicle owner/importer must provide original documents showing an ownership history that links the current owner to the last registered owner in Japan, and displays full details of all previous owners in Japan.

3. Certified English translations must be provided for all documents not provided in English (eg the Japanese detailed registration history certificate, bills of sale, and purchase receipts). This must include a covering letter from the translation service that refers to the vehicle's chassis number.

4. The vehicle owner/importer must provide evidence that a de-registration certificate has been issued to them for the vehicle.

5. The vehicle must be independently checked to verify that the VIN is the original vehicle identifier as attached by the manufacturer. This must be verified in writing by an Transport Agency-appointed entry-level vehicle inspector.

3 Documentation does not match vehicle

If a vehicle is presented with documentation that does not match the vehicle (eg the VIN, chassis number, body style etc on the vehicle is not the same as that recorded on the document), a satisfactory reason for the discrepancy needs to be provided before the vehicle can be certified.

The importer should first see if the manufacturer or registration authority in the country of registration can provide an explanation. If this information cannot be obtained, or it does not confirm a mismatch between the documentation and the vehicle, and provide the correct identity, the entry certifier can apply to the Transport Agency for approval to continue with the certification process.

In such cases, the entry certifier must:

1. assign and attach a VIN number to the vehicle using the identifier located on the vehicle. Notes must be recorded in LANDATA indicating that the documentation does not match the vehicle

2. submit the following material to the Transport Agency for consideration:

a) a completed 'VIN approval request form' (see Reference material 53)

b) copies of all required paperwork

c) a covering letter outlining the problem.

Every vehicle presented for an MR2A registration form, other than an approved new vehicle, must be inspected to verify that it complies with applicable requirements.

The inspection of the vehicle must be carried out according to the requirements set out for vehicle components or component groups in this manual. An approved checksheet must be used to record the details of the inspection carried out on each vehicle. This checksheet is used to record the necessary information against each item as it is inspected. The result of the inspection must be recorded on the checksheet. It must be signed by the certifier and filed in such a way that it can be retrieved by specifying the VIN. The certifier must complete a vehicle compliance certificate (LT4085) for the vehicle. If the vehicle passes the inspection, an MR2A registration form may be issued.

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Printing an MR2A registration form for issue is acknowledgement by the issuer that the vehicle defined on the MR2A complies with applicable requirements. An MR2A is only valid for two years from the date of certification. If the vehicle is not registered within two years, it must be recertified. For vehicles imported from countries other than Japan, and for which the MR2A has expired, the following applies. The site that is recertifying the vehicle will be required to sight and retain the original compliance documents (export certificate, statement of compliance, etc). If the site recertifying the vehicle did not carry out the original certification the vehicle owner will be required to obtain the original documents and provide these to the new certifier. The original certifier can retain a copy of the compliance documents on their file for the vehicle.

The documents should only be released to the original customer or, if it’s not the original customer, apply the same rules as for reprinting an MR2A – a release in writing from the original customer.

Step	Action
1	Select a vehicle using the procedures outlined in Pre-registration and VIN 1 - Vehicle records. The ‘VIN authority allocation/confirmation’ screen displays.
2	Are the vehicle details correct?	YES	Continue from step 3.
		NO	If the VIN is correct, continue from step 3. If the VIN is incorrect, type >VIN (space) (correct VIN number)< in the escape field and transmit. Continue from step 1.
3	Are there any notes attached to the vehicle?	YES	Type >NOTES< in the escape field and transmit. The notes screen displays. See Pre-registration and VIN 5-1 for notes screen procedures. Once completed, continue from step 4.
		NO	Continue from step 4.
4	Did the vehicle pass the inspection?	YES	Continue from step 5.
		NO	Type >NOTES< in the escape field and transmit to record details of the vehicle faults. The notes screen displays. See Pre-registration and VIN 5-1 for notes screen procedures. Once completed, continue from step 5.
5	Complete the following fields. In the field … If the result is a … Type … Certifier ID pass the unique identifier (not the name) of the inspector who certified compliance of the vehicle. Print MR2A pass >Y< fail >N< Approved for registration? pass >Y< fail >N<
6	Transmit. The vehicle record is updated. If the vehicle passed entry-level certification and is approved for registration, an MR2A registration form prints. Provide the customer with both copies of the form.

1 Issuing an MR2A for approved new vehicles

There are a number of vehicle manufacturers and importers whose vehicles can be issued with an MR2A registration form without having to be certified by an entry-level vehicle inspector. It must be a complete, standard production vehicle (except bare chassis or cab/chassis units that require additional construction and have the appropriate temporary certification).

In cases where authorised manufacturers or importers are unable to access LANDATA (eg they do not have an electronic connection to LANDATA, or there is a problem with their connection), the process described below must be used to issue an MR2A to the vehicle. The manufacturer or importer must provide an LT4085N. No other documentation is required.

The vehicle must be presented by a known representative of the manufacturer/importer. The certifier may check the manufacturer ID using the ISRCH or IVSRC screen (see Pre-registration and VIN 5-2). If in doubt, contact the Palmerston North Office 0800 804 580 for approval.

If the vehicle manufacturer has not assigned a valid VIN, one will need to be assigned to the vehicle before an MR2A can be issued. (For further information, refer to Pre-registration and VIN 3-1). The procedure for issuing an MR2A registration form for an approved new vehicle is outlined below.

Step	Action
1	Is the manufacturer’s or importer’s vehicle compliance certifier ID known?	YES	Continue from step 2.
		NO	Type >ISRCH< in the escape field and transmit. The ‘VSR certifier search’ screen displays. See Pre-registration and VIN 5-2 for procedures on searching for a certifier ID.
2	Is the LT4085 from the manufacturer complete and correct?	YES	Continue from step 3.
		NO	Do not continue – you cannot issue an MR2A registration form until the customer presents a complete and correct LT4085.
3	Type >VIN (space) (the vehicle’s VIN)< in the escape field and transmit. A blank ‘VIN allocation’ screen displays.
4	Enter the vehicle details in the appropriate fields.
5	Complete the following fields. In the field … Type … Certifier ID the name and certifier ID of the certifier who carried out the inspection and certification. Print MR2A >Y< Approved for Registration? >Y<
6	Transmit. The vehicle record is updated. The MR2A registration form prints. Provide the customer with both copies of the form.

2 Reprinting the MR2A registration form

If an issued MR2A registration form is lost, damaged or urgently required but in the mail, the vehicle owner or dealer will require a duplicate copy.

Important: The motor vehicle register (MVR) is never used to record legal title to a vehicle; possession of an MR2A form does not provide legal title.

If a replacement MR2A is required to replace a spoilt original (eg from a CREG), reprint the MR2A and exchange it for the original.

When subsequent requests for an MR2A reprint are made, a link must be established between the individual requesting the MR2A and the recipient of the original MR2A. This is done by retrieval of the original documentation to verify that the customer requesting the reprint is the same as the customer who received the original MR2A. If this is not the case, the customer requesting the reprint must provide sufficient documentation proving their legal entitlement to the vehicle. This could be a letter or fax from the recipient of the original MR2A explaining the link to the customer requesting the reprint (eg a letter on company letterhead from the New Zealand franchise holder requesting a copy to go to a local agent).

In cases where an unregistered vehicle has been on-sold in its unregistered state, documentation must be provided establishing each change of ownership so that there can be no doubt of the link between the customer requesting the reprint and the original recipient of the MR2A.

All paperwork must be filed with the original documents.

At any time, if a certifier is not satisfied that sufficient documentation has been provided, or that the connection between the original recipient and the customer requesting the reprint has not been proven, the entry certifier must refuse the request.

2.1 Reprinting an MR2A over two years old for an unregistered new vehicle

If a request is made to reprint an MR2A because the unregistered new vehicle is more than two years old, a new vehicle compliance certificate (LT4085N) must be completed, or a current statement of compliance must be obtained for the vehicle, to ensure that the vehicle has not deteriorated, or been modified or tampered with.

2.2 Reprinting an MR2A for a left-hand drive vehicle

A replacement MR2A for a left-hand drive vehicle may only be reprinted by the Transport Agency agent holding the original left-hand drive compliance documents. The following procedure outlines the reprinting of an MR2A registration form.

Procedure for reprinting an MR2A registration form

Step	Action
1	Use the VIN screen to verify the agent/outlet that issued the original MR2A form.
2	Is the outlet that issued the original MR2A …	the same outlet with the request for a duplicate
		a different outlet that belongs to the same agent		Contact the outlet that issued the original MR2A to request the documentation be retrieved. Obtain details of the original recipient of the MR2A. Continue from step 3.
		a different agent		Refer the customer to either: the outlet that issued the original MR2A, or the closest outlet belonging to the agent that issued the original MR2A.
3	Is the customer requesting the reprint the same recipient of the original MR2A?	YES	The customer may provide whatever documentation is necessary to prove their identity. Continue from step 5.
		NO	Ask the customer to provide proof linking thems to the recipient of the original MR2A form. Continue from step 4.
4	Has the customer provided sufficient evidence establishing a link between themselves and the original recipient?		YES
			NO	Refuse the request.
5	Type >VIN (space) (the vehicle’s VIN)< in the escape field and transmit. The ‘VIN allocation’ screen displays vehicle details for the VIN entered.
6	Are the vehicle details correct?	YES	Continue from step 7.
		NO	If the VIN is correct, refer the vehicle owner to the original certifier. Type >C< in the escape field and transmit to cancel the transaction. If the VIN is incorrect, return to step 5 and enter the correct VIN.
7	Type >Y< in the ‘print MR2A’ field and transmit. A replacement MR2A form prints.