HVIP Voucher Activity Reporting Outline Activity Reporting Rule Reporting Mechanism Notification to CARB Program Administrator
HVIP Voucher Activity Reporting Outline First let s review the reporting requirements within HVIP Activity Reporting Rules The voucher terms and conditions that were signed at the time of the voucher request dictate the reporting rules for the funded vehicle The activity reports enable the funding agency to track the program benefits and also act as a self-certification that the terms and conditions of the project are adhered to Please contact the voucher processing center or the CARB Program Administrator with any questions or concerns regarding the activity reporting Activity Reporting Mechanism Notification to CARB Program Administrator
HVIP Voucher Activity Reporting Activity Reporting Rules Activity Reporting Rules Must own and operate vehicle 100% in California for 3 years Must report annual miles and reaffirm ownership each year Any out-of-state mileage must be pre-approved by CARB Any title transfers must be pre-approved by CARB Any change of voucher contact information must be submitted Failure to submit reports may result in denial of future vouchers Failure to comply with program requirements may result in forfeiture of previous voucher funding
HVIP Voucher Activity Reporting Activity Reporting Rules As a reminder, here are the voucher request terms and conditions that were signed when the voucher request was submitted As a participant in the HVIP program, the purchaser must indicate agreement with the HVIP Terms and Conditions: 1. I have read, understand and agree to all provisions within the HVIP Implementation Manual; 2. I agree to register the vehicle in California with the Department of Motor Vehicles (DMV). Military vehicles are not subject to this requirement; 3. I agree to allow CARB, CALSTART, or their designee to verify the vehicle registration with the DMV; 4. I agree to maintain vehicle insurance as required by law; 5. I agree to never modify the vehicle s emission control system, engine, or engine software calibrations; 6. I agree to ensure plug-in vehicles purchased with an HVIP voucher, including plug- in hybrid vehicles, plug-in electric vehicles, and aerial boom vehicles with zero- emission power take-off, will be plugged in regularly as recommended by the vehicle manufacturer to ensure battery durability, efficiency, and reliability; 7. I understand that I must be in compliance and remain in compliance with all applicable federal, state, and local air quality rules and regulations; 8. I agree to own/lease and operate this vehicle 100 percent in California for a minimum of three years from the date of purchase/lease unless: 1) the vehicle is an emergency response vehicle which may be deployed out of state, or 2) the vehicle address identified in this form is in a county which borders Arizona, Nevada, Oregon or Mexico. In these two cases only, the vehicle may operate outside of California for up to 25 percent of its mileage if a written request to do so is included with this voucher request form and the request is approved by CARB, CALSTART, or their designee. Military vehicles are not subject to this requirement; 9. I agree to retain ownership/lease of the vehicle for at least three years from the date of purchase/lease, unless given explicit prior written approval to sell the vehicle from CARB; 10. I agree to keep written records of the vehicle or low NOx engine purchase/lease for three years after the purchase/lease date and provide CARB or its designee with these records within ten days of their request. These records include but are not limited to the vehicle invoice, proof of purchase, DMV records, vehicle payment information and related bank records, and purchaser/lessee fleet information; 11. I agree that the purchased/leased vehicle and emission reductions it generates shall not be used as marketable emission reduction credits, to offset any emission reduction obligation of any person or entity; 12. I agree to complete the annual usage survey and questionnaire for three years, as requested by CARB. Military vehicles are not subject to this requirement; 13. I agree to the Manufacturers Terms and Conditions for usage of the vehicle's telematics device. Additionally, I agree to allow the Manufacturer to have access to the vehicle location and on/off data so the Manufacturer can report to CARB, CALSTART, or their designee the aggregated vehicle operation within disadvantaged communities and zip codes containing disadvantaged communities. Vehicles equipped with low NOx engines, and military vehicles are exempt from this requirement; 14. I agree to be available for a follow-up inspection by CARB, CALSTART, or their designee, if requested; 15. The information provided in this application is true and all supporting documentation is true and correct and meet the minimum requirements of HVIP; 16. I have the legal authority to apply for incentive funding for the purchasing entity described in this agreement; 17. I agree that failure to comply with the terms of this agreement may result in repayment to CARB of voucher funds received; and 18. I understand that CARB reserves all rights and remedies available under the law to enforce the terms of this agreement.
HVIP Voucher Activity Reporting Outline HVIP has a user-friendly online report form within the HVIP website Activity Reporting Rule Reporting Mechanism HVIP reporting is completed within a secure area of the HVIP website, you will be assigned a username and password Once signed in, you can navigate to find your voucher for reporting annual mileage and any fleet location changes Self-certification of ownership and the 100% in-state use is completed at the time of annual mileage reporting Notification to CARB Program Administrator
HVIP Voucher Activity Reporting Reporting Mechanism Activity Reporting Mechanism Online web form at CaliforniaHVIP.org Report mileage and mileage date Affirm ownership and operation in California Affirm fleet location or submit change in location Report on your schedule, at least once/year
First, following the links to sign in to the Purchaser home page To Begin, Select one of the Log In links from the homepage Links to Other Information Implementation Manual Approved dealer list Eligible vehicle list Etc., etc. Take time to explore information on the website when you have time Contact hotline with questions 1-888-457-4847 info@californiahvip.org
Landing page allows for login to secure areas of the website Use Login information sent to your email on record to get to Purchaser Home Additional Links to Information FAQs Link back to training Dealer Login covered in a previous training presentation
Locate upcoming reports by voucher number Click View Upcoming Reports to view vouchers needing reports Purchaser Account Management allows for confirmation and changes to account Update email address Change password View mailing address
Vouchers will be organized by Report Due On date Click the voucher number link to get to the voucher s report page All vouchers that are Completed/Paid within your purchaser account should be shown Reports that are past due will be shown with red dates, please complete ASAP Voucher that have not yet reached their year anniversary from delivery or from the last mileage report will also be shown You have the option of reporting on mileage prior to the year anniversary Please report fleet location changes for a vehicle when the happen, regardless of the Report Due On date If the are any vouchers that appear to be missing from your file, please contact HVIP hotline to resolve the issue
The View Voucher page shows the complete voucher record The Purchaser tab shows our latest information about the purchaser and the fleet location Please remember to update the purchaser information from the Purchaser Home page when needed Vehicle information and History of the voucher are shown on their respective tabs Click on the Activity Reporting tab to view and complete a report
The activity report indicates the report until date and last know location The report until date is the third anniversary of the Actual Vehicle Delivery Note that the HVIP terms and conditions regarding activity reporting, ownership, and operation in California apply until this date Activity reporting must be completed at least once a year until this date Change in vehicle ownership must be pre-approved by CARB until this date Any out-of-state mileage must be preapproved by CARB until this date The last know location is indicated under Current Location and is in red type
First complete the mileage reporting and affirm continued ownership Fill in the Mileage as of date and the odometer reading of the vehicle You should be reporting within a month of the as of date Then, make sure to check the box to agree that you continue to own and operate the vehicle If this is not the case, please type in an explanation in the text box below before hitting save Failure to affirm ownership will result in an incomplete report and someone will contact you for an explanation
Next, indicate the current fleet location of the vehicle Check this box if the fleet location has not changed Use the radio button(s) to select a different fleet location that we have on file If the different location is not yet on file, hit the Add Location button to add it You will then be able to select using the radio button This location will then be available for future activity reports Finally, hit Save to submit the report
The system will then indicate the information has been recorded Click OK to acknowledge the message Hit the Back link to go back to the list of vouchers organized by report due date Or hit the Return Home link to go back to Purchaser Home Page
Back at Purchaser Home, you can also search for voucher by VIN Click View Vehicle List & Select Activity Report link to show all voucher records If you have completed your report, hit the Logout link
Use the search box to find a voucher by VIN Enter the full or partial VIN and then hit the Search button to locate the voucher The partial VIN search only works when starting at the beginning of the VIN Unfortunately, this means that searching by serial number will not work Once you locate the desired record, click the voucher number link to enter the view voucher page and proceed as previously described
HVIP Voucher Activity Reporting Outline Information on contacting ARB and when it is necessary Activity Reporting Rule Reporting Mechanism Notification to CARB Program Administrator Most reporting handled through website, contact to CARB rarely required If needed, request to CARB should always be in writing Please be clear and concise with your requests
HVIP Activity Reporting Notification to CARB In order to receive pre-approval from CARB on title transfer or Out-of-State mileage requests, please submit a written request Indicate the nature of the request in the title of the letter Title transfer request Out-of-state mileage request Make sure the you indicate the Voucher Number and VIN in the request The request must indicate the history of ownership and usage of the vehicle proceeding the request Please allow adequate time for CARB to receive and process the request Send signed requests to: ARB HVIP Project Liaison: Mr. Ryan Murano Air Resources Board Mobile Source Control Division P.O. Box 2815 Sacramento, CA 95812 For title transfers, the original purchaser must inform the new purchaser in writing about the voucher rebate amount and applicable voucher requirements The new purchaser must agree in writing to meet all applicable HVIP requirements for the remaining 3 years of service since the original sale It is always a good idea to contact the processing center by phone or email and inform them of the pending approval request. They can help ensure all required elements are covered and alert CARB.