Inspection and certification process

Applicable legislation:

Land Transport Rule: Vehicle Standards Compliance 2002, section 7.6

1. The inspection outcome is recorded in either the Vehicle Inspection and Certification (VIC) or LATIS system.

2. The inspection details must be entered into the system before the vehicle leaves the inspecting organisation’s premises or on the day of inspection (whichever comes first). This ensures that:

a) the vehicle can be relicensed by the vehicle owner

b) the correct inspection frequency can be ascertained

c) any restrictions placed on the vehicle are identified before issuing a WoF or CoF, such as a ban flag or a pink or green sticker

d) any vehicle issued with a 28 day conditional permit must have the fail determination entered into LATIS first, then the 28 day permit must be entered with the fault codes and any conditions imposed. Refer to sections 7.9 and 7.10a.

3. Inspection details entered into the system must be accurate at the time the vehicle was inspected. This includes updating the odometer and hubodometer readings when a vehicle is re-presented for inspection.

4. For vehicles required to operate under a TSL, vehicle inspectors must also collect and record in the system the TSL number for both passed and failed inspections, and when issuing temporary permits.

3.7.1 Vehicle Inspection and Certification (VIC)

1. When an inspection has been carried out, whether the result is a pass or fail, the inspection details must be entered into the VIC system.

There are NZTA guides for inspecting organisations that show how to use VIC.

Guide: VIC - Record WoF outcome

2. Where the inspecting organisation wishes to issue WoFs but is unable to obtain the necessary authorisation numbers from VIC, several options are available:

a) The NZTA computer system is not working: the vehicle inspector or inspecting organisation must use the checksheet number as the system authorisation number. The OFF-LINE box on the reverse side of the WoF label must be ticked.

b) The inspecting organisation’s computer terminal is not working: the inspecting organisation must contact the NZTA Help Desk (0800 804 580) who may grant permission for the inspecting organisation to continue to issue offline WoFs.

c) VIC goes down during WoF entry: the vehicle inspector needs to ask the customer if they intend to relicense the vehicle in the next 24 hours. If NO, the WoF details should be keyed in as soon as possible. If YES, the vehicle inspector must email a copy of the checksheet directly to the Transport Agency (email inspections@nzta.govt.nz) with a covering note of explanation. When the system is working again they must check to see if the WoF information is in the system. If not, the vehicle inspector must key the WoF in themselves to minimise any inconvenience to the customer. If it is, they must make a record of the system authorisation number, to cross reference on their copy of the checksheet.

3. To check whether or not a vehicle has a current WoF, search for the vehicle. Here are some scenarios that may occur:

4. The WoF expiry date is automatically calculated as specified in clause 3.8.1

3.7.2 LATIS

The procedures for keying inspections into LATIS are given in the LATIS users’ manual.