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Information for new traders of motor vehicles

The Transport Registry Centre and you

If you're a new motor vehicle trader, this information will help you understand what benefits you can gain from the Transport Registry Centre (TRC).

What is the Transport Registry Centre?

The TRC is part of Land Transport New Zealand. It handles all aspects of motor vehicle registration, motor vehicle licensing, road user charges transactions and the Driver Licensing Register.

Some TRC services are contracted out to agents. Our agents include the New Zealand Automobile Association, NZ Post shops and Books & More outlets, Vehicle Inspection New Zealand, Vehicle Testing New Zealand, On Road New Zealand and some independent agencies.

How Land Transport New Zealand records trader details

The Ministry of Economic Development (MED) advises Land Transport New Zealand when a customer registers as a motor vehicle trader.

The trader's registered trader number (issued by MED), status and effective date are recorded on the Motor Vehicle Register (MVR) and linked to a Land Transport New Zealand customer number. For example:

MED trader number: M999999
Land Transport New Zealand customer number: 999999-999

Your Land Transport New Zealand customer number identifies you on the MVR when you complete MVR transactions.

MVR transactions include (but are not limited to) the following transactions:

  • Application for registration of a motor vehicle (form MR 2A)
  • Notice of change of ownership of motor vehicle (form MR 13B)
  • Trader change of ownership (form MR 13C)

Note: Your Land Transport New Zealand customer number may be referred to as a 'Land Transport New Zealand trader customer number' on some MVR application forms (eg, MR 13B, MR 13C).

Your responsibilities

You'll be required to notify the TRC of vehicle registration (MR 2A) and changes of ownership (MR 13B and MR 13C). This requires MVR transactions, some of which will result in a monthly tax invoice being generated (eg, MR 13B and MR 13C).

The only applicable method of payment of the monthly tax invoice for all traders using Land Transport New Zealand customer numbers is by direct debit. (Note that until you supply your direct debit details to Land Transport New Zealand, you'll be unable to use your Land Transport New Zealand customer number for MVR transactions.)

The identification (ID) requirements for registration and change of ownership transactions require you to confirm the identity of the owner. (All new owners are required to provide ID to confirm their identity.) A Land Transport New Zealand agent usually sights customer ID, but if you're recognised as a registered trader by the TRC, you'll be authorised to sight some forms of ID (rather than the agent).

This means you must always sight the New Zealand driver licence of an individual, or obtain the Land Transport New Zealand customer number of a non-individual (eg, a company). ID details are a mandatory requirement in completing registration and change of ownership transactions. If the customer's ID details are not recorded on forms and your Land Transport New Zealand customer number does not have trader status, then the transaction will be declined.

The TRC has a responsibility to keep you informed of current procedures and notify any changes to the MVR transactions or processes. We will do so through newsletters and occasional correspondence.

Forms you'll encounter

You'll become accustomed to a wide range of MVR/RUC forms. They're all a necessary part of the process for making sure that all vehicles in New Zealand are registered and licensed. Without these forms, we can't be sure that the cars on our roads are roadworthy and driven by legitimate owners.

You'll be required to supply your Land Transport New Zealand customer number on some MVR forms listed below.

Note: There is no provision to record your MED-issued trader number when completing MVR transactions.

Forms you'll encounter

Form Name How the form is used
MR 1B Application to license motor vehicle To obtain a new licence label for a vehicle, the applicant needs to lodge this form requesting a licence (which can be valid for 3-12 months).
MR 2A Application for registration of a motor vehicle To register a vehicle. Registration plates are issued when the transaction is processed.
MR 2B Application for registration of a VIN- exempt motor vehicle To register a vehicle that does not require a Vehicle Identification Number (VIN).
MR 2D Application to reverse registration When an MR 2A has been lodged and the customer does not take possession of the vehicle.
MR 3 Certificate of registration Lists vehicle details.
MR 13A Notice by person selling/disposing of motor vehicle Notifies the TRC that a vehicle has been sold.
Completed by the person selling/disposing of vehicle.
MR 13B Notice of change of ownership of motor vehicle Notifies the TRC that a vehicle has been purchased.
MR 13C Trader Change of Ownership Notifies the TRC that a vehicle has been purchased by a trader and is now part of the 'trader network'.
MR 15 Application to cancel registration Notifies the TRC that a vehicle will be taken off the road permanently.
MR 24 Application for exemption from continuous vehicle licensing If a vehicle is not being used on the road, the owner should apply for an exemption from licensing to prevent outstanding licensing fees from accruing (3-12 months).
MR 36 Application for Land Transport New Zealand card Card allows all vehicles owned by an organisation to be linked by the TRC under a customer name and unique number. Land Transport New Zealand cards are issued to organisations when the appropriate identification has been produced to the TRC. (This simplifies identification requirements.) When a number has been issued, it is quoted for all registration and ownership transactions.
RUC LA Road user charges distance/supplementary licence application To purchase a distance/supplementary licence.
RUC TL Road user charges time licence application To purchase a time licence.

 

Buying a vehicle

Each week, you're required to list all vehicles purchased within the preceding seven days on an MR 13C. You must send this, manually or electronically, to the TRC.

Where a vehicle is bought and sold to a member of the public within the week, don't include it on the MR 13C, because the MR 13B transaction will capture your trader details in the ownership history on the MVR from your Land Transport New Zealand customer number. Any vehicles that you have recorded on the manual MR 13C in this situation should be crossed out, to indicate that they have been on-sold.

All trader-to-trader transactions must be recorded on the MR 13C, including vehicles that have been bought and sold within the week.

Steps involved:

  1. Confirm the seller is the identity currently registered as the owner of the vehicle.
  2. Complete the MR 13C with the vehicle and seller's details.

When the MR 13C has been processed, the vehicle is deemed to be part of the 'trader network'. Vehicles in the trader network are recorded as 'non-CVL vehicles' - they are not subject to the requirements of continuous vehicle licensing (CVL). This means that if the vehicle is unlicensed or becomes unlicensed after the MR 13C has been processed, when it is relicensed the licence will start from the date of purchase and will not backdate to the previous licence/exemption expiry date.

Vehicles in the trader network can remain unlicensed for 2 years from the last licence/exemption expiry date. If the vehicle has not been sold within this period, you'll need to lodge an Application for exemption from continuous vehicle licensing (form MR 24) to prevent the vehicle's registration being cancelled.

If a trader completes an MR 2A or MR 13B to register a vehicle in their name, the vehicle will not be in the trader network and therefore is subject to continuous vehicle licensing. In this situation, the vehicle must either be licensed at all times or you will need to lodge an MR 24.

The transaction fee is $2.25 (GST inclusive) for each plate number processed on the MR 13C. Fee(s) will be charged to you on a monthly basis by a tax invoice/direct debit notification from Land Transport New Zealand.

If a trader purchases a vehicle from a member of the public and then sells the vehicle to another trader, each trader must complete an MR 13C when they take possession of the vehicle.

Completing a manual MR 13C

  1. Make sure you have entered all the necessary information, including:
    • your trader name
    • your Land Transport New Zealand customer number (must be recorded in the Land Transport New Zealand trader customer number panel of the form)
    • the vehicle registration plate number
    • the purchase date
    • the owner's name
    • the vehicle's make and model.
  2. Keep the 'Customer copy' of the MR 13C for your records.

Completed MR 13C forms should be sent to the TRC for processing weekly. You'll be advised if any vehicles listed on the form are unable to be processed (eg, because an incorrect plate number is quoted).

Stocks of MR 13C forms are available from the TRC by telephoning (06) 953 6340 or by faxing a request to (06) 953 6267. You must quote your Land Transport New Zealand customer number (also referred to as 'Land Transport New Zealand trader customer number').

Selling a vehicle

Registered motor vehicle traders are authorised to sight a New Zealand driver licence as identification, and thereby enable the buyer to avoid visiting a Land Transport New Zealand agent.

Steps involved:

  1. Confirm the buyer's identity.

    Business or organisation: If the business has a Land Transport New Zealand card, you can quote the Land Transport New Zealand customer number on the Application for registration of a motor vehicle (form MR 2A) or the Notice of change of ownership of motor vehicle (form MR 13B). You don't need to sight the Land Transport New Zealand card.

    Individuals: The only identification you can sight for an individual is a New Zealand driver licence. If the buyer doesn't have a New Zealand driver licence, they will need to go with you to a Land Transport New Zealand agent and take either a passport or a combination of documents that shows their name, date of birth and signature.
  2. The MR 2A or MR 13B form must be completed with the following details:
    • your Land Transport New Zealand customer number (must be recorded in the Land Transport New Zealand trader customer number panel of the form)
    • the vehicle details (plate number, make, model and VIN/chassis number)
    • the customer's ID details (NZ driver licence for an individual or Land Transport New Zealand customer number for a company), and
    • the new owner's name and address details (full name, as shown on ID).

    Note:     You are able to sign an MR 2A on behalf of the new owner, but the new owner must sign an MR 13B.
  3. Lodge the MR 2A or MR 13B form at a Land Transport New Zealand agent with the required fee.

    If the vehicle has been sold within a week of purchasing, please make sure it is not listed on your weekly MR 13C form, as the MR 13B transaction will update the MVR with your trader details as the previous owner. A Certificate of registration (MR 3) will be sent to the new owner.

    Note: You'll be charged $2.25 to process this portion of the change of ownership transaction (MR 13B and MR 13C). This will be included in your monthly tax invoice/direct debit notification. The Land Transport New Zealand agent who processes the MR 13B will still charge $9.20 to process the MR 13B transaction into your customer's name.

    If the trader on the MR 13C is the selling trader on the MR 13B, the system recognises the Land Transport New Zealand customer number and does not charge the $2.25 fee.

Direct debit payments

When completing MVR transactions that will result in a monthly tax invoice/direct debit notification being generated (eg, MR 13B and MR 13C), the only applicable method of payment for the tax invoice for all traders using Land Transport New Zealand customer numbers is by direct debit. (Until direct debit details are supplied to Land Transport New Zealand, you'll be unable to use your Land Transport New Zealand customer number for MVR transactions.)

To have 'trader' status with Land Transport New Zealand, you'll be required to:

  • complete and sign a direct debit authority form
  • return a preprinted bank deposit slip
  • complete a Trader customer details form

If you don't supply the above documentation, your Land Transport New Zealand customer number will be declined for MVR transactions.

The TRC will provide a tax invoice/direct debit notification detailing:

  • the charges due for MR 13C and MR 13B transactions
  • the date the amount will be direct debited from your account.

The tax invoice/direct debit notification will be provided at the beginning of the month, for the previous month's transactions. The tax invoice will say when the direct debit will be processed.

Direct debit authority form

A direct debit authority form will be posted to you when the TRC receives notification from the Ministry of Economic Development that your trader status has been approved. Alternatively, you can get a copy from the TRC's Agent Reconciliation Officer (phone 06 953 6200, extn 8480 or 8485).

The forms mentioned above must be completed, signed and returned to:

Land Transport New Zealand Card Business Support Officer,
Transport Registry Centre,
Private Bag,
Palmerston North.


Miscellaneous

Vehicle registered in error

Only use an Application to reverse registration (form MR 2D) if you have registered a vehicle and the customer did not take possession of the vehicle. An MR 2D should be lodged:

  • within 28 days of the registration date
  • with the registration plates, having not been used on the road, and the licence label in mint condition
  • with a written request from the trader outlining why the reversal is required
  • with a written disclaimer from the identity registered as the owner, advising that they did not take possession of the vehicle
  • with the original receipt copy of the MR 2A/B.

Note: A handling fee of $56.25 and the administration fee from the licence portion of the original transaction ($7.30) will be deducted from the refund. As the plate(s) and label are not reusable, the fee for these is also deducted from the refund.

If the vehicle has been registered for more than 28 days, then you need to do one of the following:

  • Lodge an MR 13B into your name. (Note that the ownership history will still record the first identity registered as the owner)
  • Lodge an Application to cancel registration (form MR15) if the vehicle is reregistered (Note that the ownership history will still record the first identity registered as the owner)
  • Request the identity registered as the owner be changed to the name of the trader who made the error. To do this, you'll need to contact the TRC.


Continuous vehicle licensing

Under the continuous vehicle licensing (CVL) requirements, most vehicles must be licensed continuously. If they are not, outstanding licensing fees accrue. If these fees remain unpaid they can be referred to a debt collection agency.

It is important when purchasing vehicles, therefore, that you put the vehicle in the trader network. If you are on-selling the vehicle within one week of purchasing it, you need to ensure that you lodge the appropriate MR 13B in the new owner's name. If you delay these transactions, the customer from whom you purchased the vehicle will incur outstanding licensing fees. (These outstanding licensing fees need to be settled between the customer and you. The TRC does not get involved in these disputes.)

However, vehicles in the trader network (vehicles for which an MR 13C has been processed) are not subject to the continuous vehicle licensing requirements. While in the trader network, the vehicle can remain unlicensed for up to two years from the previous licence/exemption expiry date before the registration is cancelled. If the vehicle isn't sold within this two-year period, you'll need to apply for an exemption from licensing before the vehicle's registration is cancelled by the Registrar.

If you're selling a vehicle within seven days that has already accrued outstanding licensing fees and you wish to pay them as part of the sale of the vehicle, you'll need to do one of the following:

  • Lodge an MR 24 then an MR 13B
  • Lodge an MR 1B then an MR 13B.

Note: The transactions must be processed in the above order to ensure the previous owner does not receive a payment demand for the outstanding licensing fees.

Motochek

Motochek is a software package that can be used to access vehicle and owner details. Motochek will tell you:

  • if a vehicle is recorded as 'reported stolen'
  • ownership status:
    • Complete - ID has been presented
    • Incomplete - ID has not been completed (only applies to transactions processed before 1 July 04)
    • Unconfirmed - MR 13A has been entered
  • expiry date of the inspection (warrant of fitness or certificate of fitness)
  • country of origin
  • date of first registration
  • licence expiry date
  • status of the registration (active, cancelled, etc.)
  • whether or not the vehicle is subject to road user charges.

Motochek can also assist traders with SIN card requirements.

Road user charges (RUC)

A vehicle is subject to RUC if it:

  • is diesel powered, or
  • has a manufacturer's gross vehicle mass (GVM) of more than 3.5 tonnes (3,500 kg), or
  • is powered by a fuel source that is not otherwise taxed.

Where the manufacturer's GVM is more that 3.5 tonnes (3,500 kg), an approved hubodometer must be fitted to a non-lifting axle on the left-hand side of the vehicle.

If you're selling a vehicle that is subject to RUC, remember that you are required by law to ensure that the vehicle has a current RUC licence label in the window.

Diagram: Change of ownership process

Where you can find out more

Phone our Motor Registration Contact Centre on (freephone) 0800 108 809.

Page updated: 26 June 2006