DPR Transport Final

National Informatics Centre DPR_Transport as part of Consultancy on
e-Governance, Transport Department, GoWB
DPR as part of Consultancy on

e-Governance
For
Detail Project Report
Document ID: NIC-WBSC- NEGP-TRANSPORT-DPR-01

Draft
National Informatics Centre

West Bengal State Centre
Department of Information Technology
Ministry of Communications and Information Technology
Government of India
NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 1

DPR as part of Consultancy on

e-Governance
for
Transport Department
Government of West Bengal
Detail Project Report

(NIC
(NIC-
NIC-WBSC-
WBSC- NEGP-
NEGP-TRANSPORT-
TRANSPORT-DPR-
DPR-01)
01)
Prepared by: Transport Software Group (TSG)
Reviewed by: QMS Review Group (QRG)
Approved by: State Informatics Officer & Senior Technical Director, NIC
No part of this document shall be reproduced

reproduced without prior
permission of State Informatics Officer, National Informatics Centre

Table of Contents
Executive Summary 9
1 Introduction 12
2 Transport Department 15
2.1 Organization Structure 16
2.2 Organizational Classification 17
2.3 Functional Classification 19
2.4 Service of the Directorate 19
2.5 Summary of e-Governance Initiative 19
3 Registration Service 20
3.1 New Registration 22
3.2 Registration of a vehicle purchased from a 22
dealer or military auction or from importer
3.3 Local Mark Assignment 22
3.4 Conversion of Vehicle 23
3.5 Change of Address 23
3.5.1 Intra-State 23
3.5.2 Inter State 23
3.6 Alteration of Vehicle 24
3.7 Issue of Duplicate RC 24
3.8 Transfer of Ownership 24
3.8.1 Transfer on Sale 24
3.8.2 Transfer on Auction 25
3.8.3 Transfer on Death 25
3.9 Change in Hire- 25
Purchase/Hypothecation/Lease Agreement
3.9.1 Endorsement of Hire Purchase Agreement 25
3.9.2 Termination of Hire Purchase Agreement 26
3.10 Issue of Fresh RC in favour of Financer in 26
case of Repossession
3.11 Issue of NOC 26
3.12 Renewal of Registration 26
3.13 Issue/Renewal of Certificate of Fitness 27
3.14 Issue of Duplicate CF 27
3.15 Cancellation and Restoration of CF 27
3.16 Temporary CF 28
3.17 Issue of Particular of Vehicles 28
3.18 Suspension of Registration 28
3.19 Cancellation of Registration 29

4 Service related to Tax 29

4.1 Tax of Temporary registered Vehicle or 30
change of address vehicles
4.2 Reorganize tax departments along 30
functional line
4.3 Tax of already registered vehicle 30
4.4 Tax demand Notice 30
4.5 Tax on seized Vehicles 31
4.6 Realization of Difference of Tax 31
4.7 Tax on vehicles of other state entering into 31
this state with/without a temporary permit
4.8 Tax on vehicles of other state and entering 32
into this state (non transport vehicles)
4.9 Cancellation of Tax token 32
4.10 Issue of Duplicate tax token 32
4.11 Collection of tax on specific order 33
4.12 Exemption of Tax 33
4.13 Non-use of vehicle and remission of Tax 33
5 Permit Services 34
5.1 Issue of National Permit 35
5.2 Issue of Authorization of a National Permit 35
5.3 Inclusion of state in Authorization of a 36
National Permit
5.4 Issue of Stage Carriage Permit 36
5.5 Issue of Contract Carriage Permit 36
(Passenger)
5.6 Issue of Temporary Permit (All kind) 37
5.7 Issue of Special Permit (For any Public 37
Service Vehicle (PSV))
5.8 Renewal of Permit (For all kind of Permanent 37
Permit)
5.9 Issue of Duplicate Permit 37
5.10 Replacement of Vehicle on Permit (For all 38
kind of Permanent Permit)
5.11 Modification of Permit (All kind of 38
Permanent Permit) (e.g. extension or
diversion of route)
5.12 Transfer of Permit (All kind of Permanent 38
Permit)
5.13 Suspension / Cancellation of Permit (All kind 38
of Permanent Permit)

5.14 Issue of Agents Licence 39

5.15 Suspension/Cancellation of Agent License 39
5.16 Issue of Duplicate Agents License 39
6 License Process 39
6.1 New Learner License 40
6.2 New Permanent License 40
6.3 Extension of Validity of Learner License 41
6.4 Duplicate Learner License 41
6.5 Duplicate Driving License 41
6.6 Renewal of Driving License 41
6.7 Addition of Class 42
6.8 Change of address in DL 42
6.9 Particulars of license 42
6.10 International driving license 42
6.11 New conduction license 43
6.12 Renewal of conduction license 43
6.13 Duplicate conductor license 43
7 Enforcement Activities 44
7.1 Workflow of enforcement activities 44
8 ICT Infrastructure 46
8.1 Office wise distribution of computers 46
8.2 Training 47
9 Process Re-engineering 48
9.1 Issue/Renewal of Trade Certificate 48
9.2 Issue of Duplicate Trade Certificate (TC) 49
9.3 Suspension / Cancellation of Trade Certificate (TC) 50
9.4 Registration 51
9.4.1 Temporary Registration 51
9.4.2 New Registration 52
9.5 Change of address 57
9.5.1 Intra State Vehicles 57
9.5.2 Inter State Vehicles 58
9.6 Alteration of vehicles 60
9.7 Issue of Duplicate RC 61
9.8 Transfer of Ownership 62
9.8.1 Transfer on sale 62
9.8.2 Transfer on Auction 63
9.8.3 Transfer on Death 65
9.9 Change in Hire-Purchase /Hypothecation 66
/Lease Agreement (HPA)
9.9.1 Endorsement of Hire Purchase Agreement 66

9.9.2 Termination of Hire Purchase Agreement 67

(HPT)
9.10 Issue of Fresh RC in favour of financer in 68
case of repossession
9.11 Issue of No Objection Certificate 70
9.12 Renewal of Registration (for non-transport 71
vehicles)
9.13 Issue/Renewal of Certificate of Fitness (for 72
Transport Vehicles Only)
9.14 Issue of Duplicate CF (For transport Vehicles 73
only)
9.15 Cancellation and Restoration of CF 74
9.16 Temporary CF 75
9.17 Issue of Particulars of Vehicle 77
9.18 Suspension of Registration 78
9.19 Cancellation of Registration 79
9.20 Stolen vehicle register 80
9.21 Issue of letter of authority for authorized 81
testing station
9.22 Suspension / Cancellation of letter of 82
authority for authorized testing station
9.23 Issue of Duplicate LA for ATS 83
9.24 Taxation of Temporary Registered Vehicles 84
9.25 Taxation of newly registered vehicle or 85
change of address vehicle
9.26 Taxation of already registered vehicle 86
9.27 Tax demand notice 87
9.28 Tax on seized vehicle 88
9.29 Realization of difference of tax 90
9.30 Taxation of vehicles of other state and 91
entering into this state with/without a
temporary permit (Transport Vehicles)
9.31 Taxation of vehicles of other state and 92
entering into this state (Non-Transport
Vehicles)
9.32 Cancellation of token 93
9.33 Issue of duplicate tax token 94
9.34 Collection of tax on specific order 95
9.35 Exemption of tax 96
9.36 Non-use of vehicle and remission tax 97
9.37 Issue of National Permit 99

9.38 Issue of authorization of a national permit 102

9.39 Inclusion of state in authorization of a 103
national permit
9.40 Issue of stage carriage permit 104
9.41 Issue of contract carriage permit 107
9.42 Issue of temporary permit 109
9.43 Issue of special permit 111
9.44 Renewal of permit 112
9.45 Issue of duplicate permit 114
9.46 Replacement of a permit 115
9.47 Modification of a permit 116
9.48 Transfer of a permit 118
9.49 Suspension / cancellation of a permit 119
9.50 Issue of agents license 121
9.51 Suspension / cancellation of agents license 122
9.52 Issue of duplicate agents license 124
9.53 Enforcement activities 125
9.54 Issue of new learner license 127
9.55 Issue of new permanent license 128
9.56 Extension of validity of learner license 128
9.57 Issue of duplicate learner license 128
9.58 Issue of Duplicate Driving License 129
9.59 Renewal of Driving License 129
9.60 Addition of class 129
9.61 Change of address in license 130
9.62 Particular of license 130
9.63 International driving permit 130
9.64 Issue of new conductor license 131
9.65 Renewal of conductor license 131
9.66 Duplicate conductor license 132
10 e-Governance vision and Roadmap of 133
Transport Department
10.1 e-Governance vision of department 134
10.1.1 Objective 134
10.1.2 Service levels 134
10.1.3 e-Governance Framework 136
10.1.4 Service delivery model 137
10.1.5 Mode of delivery 138
10.1.6 Policy 138
11 Recommendations 139
11.1 Change management 140

11.2 Strategy Planning 140

11.3 Recognize RTOs along functional line 141
11.3.1 Functional reorganization 141
11.3.2 Functional process 142
11.4 Capacity building 143
11.4.1 Local Area Network 143
11.4.2 Redundant local area network 144
11.4.3 Technology 144
11.4.4 Database 144
11.4.5 Security 145
11.4.6 Extension of service counter 145
11.4.7 Training 145
12 Implementation 147
12.1 Challenges in implementation 148
12.2 Collaboration between various Government 148
and private sector agencies
12.3 Public Private Partnership 149
12.4 Implementation plan 149
12.4.1 On-line service 149
12.4.2 Enhancement of back-end process 150
12.4.3 Status of present computerization 151
12.4.4 Financial estimates 152
12.4.5 Requirement of hardware/software for 152
remaining RTOs
12.4.6 Cost for Central Server 153
12.4.7 Hardware Estimate for RTOs 154
12.4.8 Unit cost 155
12.4.9 System Software 156
12.4.10 Application Software 156
12.4.11 Capacity Building 157

National Informatics Centre DPR_Transport as a part of Consultancy on
Executive Summary
The transformation in Government functions is aiming towards better orientation of

service provision, keeping transparency in service availability and enabling simplification
in availing the service. The Transport Department, Government of West Bengal, is no
exception in its stride to attain and retain its goal to provide all possible services,
available in simple and transparent manner. In order to attain these, present processes
for service provisions and views of the associated community need to be depicted and
judged in As-Is Report, subsequently on which, needful changes may be necessary, and
those processes would be expressed in As-Is Process Report.
The Transport Department has taken number of initiative to provide better services to
its stake holder. The most of the offices of the department computerized with 2-tier
architecture. Backup database server is also in placed at each of its computerized office
to prevent data from any kind of crash.
There is visible improvement in the quality of services, though there is enough scope for
further improvement of quality to the stake holders of service and scope of
improvement in the internal office processes.
Service provisioning is governed by Central Motor Vehicles Rules (CMVR) – 1989 and
West Bengal Motor Vehicle Acts and Rules (WBMVAR) - 1988 and the associated time-
to-time amendments. In the organizational setup, these Acts and Rules are
implemented in purely manual, partially manual, and mostly computerized processes at
Regional Transport Offices ( 25 in numbers including Public Vehicles Department,
Kolkata), spread in the Districts, and Enforcement Check Posts in the border Districts.
In the perspective of e-Governance, the existing system needs to be restructured for

enabling the ICT services to be more citizens centric. Government of India has taken up
a massive effort on National e-Governance Program. There is nearly Rs. 23000/- crore
will be allocated in next 5 years for implementation of NeGP on various sectors. Along
with others, this department has been included as a Mission Mode Project under NeGP.
This report is a part of this initiative and lays down the comprehensive and detail plan
along with financial requirements.
Vision of the Directorate
To provide transparent and easily accessible service to Citizen & Stake Holders anytime,
anywhere & anyhow by building an ICT enabled modern administration that is equitable,
efficient and effective.

An Efficient departmental administration would mean lower costs of administration for

the department and transparent, easily accessible services at lower costs of compliance
for the stake holders. An Equitable administration system would bring about greater
transparency in workflow, uniformity & consistency in application of fees and tax to
citizen in similar circumstances and greater control over fraud and collusion. An
Effective departmental Administration system would help improve revenue yield,
maximization of voluntary compliance, reduced revenue leakages, reduce in disputes
with citizens and timely resolution of objections and appeals.
Implement
Implement e-
e-Governance initiatives to enhance service delivery
In order to improve the efficiency of administration, it is important that administrative

procedures are simplified and processing timelines are reduced by usage of
computerized systems. Faster grant of services to the citizen (registration, License,
Permit etc.) and electronic processing would be important. Following areas has been
given emphasis in designing and identifying the e-Governance services.
G2C Category –
• E-Learner License – Issue of Learner License through Internet.

• E-License Test – Learner License test through Internet.
• E-Status enquiry for a particular application. - Tracking Status of any
application through Internet.
• E-information for a particular service. – Information on ‘Requirements
‘Requirements for a
particular service’ through Internet.
• Rules, amendments, different forms, procedures for a service etc. on web.
• RTI
• Public Grievance Redressal.
• Development of Permit software
• Development of software for Enforcement activities
• Development of software for Temporary Registration
G2C Category –
• Payment of Tax through Banks – Road Tax payment through authorized banks
G2B & G2G Category –
• Interface with different Govt. Offices and stakeholders.

• MIS reports
• State Level Vehicle & Driving License Register through centralized database

• Stolen Vehicle Register & Connectivity with National Crime Record Bureau (NCRB)
• Inter-connectivity between RTOs
There are many MIS reports required to be brought under ICT activity for over all
improvement of functioning of the Department.
Provide visibility to the stake holder
Providing visibility to the different stake holder is an important steps towards achieving
transparency in the administration. Implementation of such a facility is considered the
hallmark of a good administration as it requires streamlining of all internal procedures
of the department. Transport department places lot of emphasis on streamlining
procedures through implementation of customized National Level Transport Software
namely VAHAN (for vehicle registration) and SARATHI (for Driving License) and providing
visibility to the stake holders.
Gap Analysis and Change management Requirements
Major gaps in the system were identified such as Network (Inter connectivity of RTOs
through West Bengal State Wide Area Network (WBSWAN)) is the critical factor for
success of the system in place. Backup Wide Area Network of Leased Line is suggested
to overcome the problem. Important major check posts are suggested to have database
server synchronized with central server to be installed at Writers Building.
It is proposed to reorganize the structure along functional line to bring in expertise in

the functionality and better and efficient service. Common service center may be
established at head quarter so that they can provide services more reliably even on
phone to the line offices. Application of Learner License may use the service of this unit
extensively. Services of CSC can be further extended to citizen in future.
Public Private partnership

partnership
Different mode of public private partnership is discussed as appropriate for different

services. Internet access may be provided to citizen for filing of e-learner license, for e-
enquiry of service status/Tax amount/ Fee amount etc., Kiosk at the RTO office.
Stake holders including owner of the vehicle / license are required to visit RTO offices
unit for any kind of service. They are required to wait in long queue to get his turn. At
present many of the Act, Rules are laid in such a way that for a particular service a
person has to visit more than once. Simplification of such rules is essential to promote
faster service.

1. Introduction

1.1 The National e-Governance Plan (NeGP) is a major initiative of the Government of
India (GoI) for ushering e-Governance on a national scale. The plan builds on the
experience gained in implementing several e-Governance initiatives in the country. One
of the learning that forms core of the NeGP is its stress on citizen centric service as
against a typical application development / departmental computerization.
1.2 The plan essentially consists of core policies, integrated service projects that cut
across departments, Mission Mode Projects (MMPs) in the Central and State Sector.
Under this NeGP programme, actions plans are required to be drawn out immediately at
the level of state Government initially for sanction of necessary fund for execution of the
project.
1.3 Fourteen line departments of the Government of West Bengal have been selected to
bring under the NeGP project are as follows.
(1) Land Records Department

(2) Property Registration Department
(3) Road Transport Department
(4) Panchayat and Rural Development Department
(5) Commercial Taxes Department
(6) Treasury Department
(7) Agriculture Department
(8) Municipal Affairs Department
(9) Police Department
(10) Employment Department
(11) Women, Child Development and Social Welfare Department
(12) Cooperation Department
(13) School Education Department
(14) Health and Family Welfare.
1.4 ICT has been introduced in Transport Department since 1991. With the technology
upgrade, Department has also taken initiative to orient itself to absorb and adsorb the
latest technology. In line with the NeGP program taken by central government, it is the
need of hour to introduce e-Governance solution in the Government. In Consequence,
transformation in Government functions is aimed towards better orientation of service
provision, keeping transparency in service availability and enabling simplification in
availing of the service.

1.5 National Informatics Centre, an Central Government Organisation under Ministry of

Communication and Information Technology, has been awarded the consultancy for e-
Governance initiative in Transport Department. Preparation of DPR is part of this
consultancy job.

2. Transport Department

2.1 Organization Structure
The Hierarchical Structure of the Organization is given below: -
Citizen can interact freely with officials at different hierarchy

depicted below:-
Transport Ministry, Government of West Bengal
Principal Secretary
Joint Secretary Director PVD District Magistrate (DM)
Deputy Secretary ADM(Transport) SDO

Asstt. Directors MVI
Asstt. Secretary
Head Assistants RTO ARTO
Section Officers ARTO
Staffs Staffs MVI MVI Staffs

Staffs

2.2 Organizational Classification
The RTOs may be broadly classified on the basis of (1) Computerization (2) Work
load in terms of number of Demand-side Stake-holders.
Classification on computerization has 3 types e.g.
(a) Host based Transport Information System (TIS) implemented at RTO,

Midnapur, and RTO, Burdwan
(b) Client Server (C/S) Based TIS implemented at RTO Barasat,
Barrackpur, Durgapur, Purulia, Hooghly
(c) National Level uniform Transport Software namely VAHAN (for
vehicle registration) and SARATHI (for Driving License) has been
implemented at PVD, RTO Alipur, RTO Birbhum, RTO Howrah
Based on the workload in terms of demand service and

revenue collection all 25 RTOs in the state may be categorized
in three classes’ e.g.
(a) There are 5 RTOs where workload is very high e.g. PVD, Kolkata,
RTO Howrah, South 24 Parganas, Burdwan, and Siliguri.
(b) There are 7 RTOs where workload is medium e.g. RTO Hooghly,
Barrackpur, Barasat, Midnapur, Durgapur, Asansole, RTO Darjeeling.
(c) There are 13 RTOs/ ARTOs where workload is low e.g. RTO Tamluk,
Contai, Nadia, Birbhum, Purulia, Murshidabad, Raygunj, Balurghat,
CoochBehar, Malda, Bankura, Alipurduar, and RTO Jalpaiguri.
Workload and Computerisation based classification of RTOs, STA

and Check posts in the State.

Sl No Name of RTO Work Load Computerisation

(VAHAN and SARATHI)
SARATHI)
1 P.V.D. Calcutta High VAHAN and SARATHI
2 Howrah High VAHAN and SARATHI
3 Hooghly Medium VAHAN
4 24 Pgs. (South) High VAHAN and SARATHI
5 Barrackpore Medium VAHAN
6 Barasat Medium VAHAN
7 Tamluk Low Manual
8 Contai Low Manual
9 Midnapur Medium Host Based TIS
10 Asansole Medium VAHAN
11 Durgapur Medium VAHAN and SARATHI
12 Bardhaman High VAHAN and SARATHI
13 Nadia Low Manual
14 Birbhum Low VAHAN
15 Purulia Low VAHAN
16 Murshidabad Low Manual
17 Raygunj Low Manual
18 Balurghat Low Manual
19 CoochBehar Low Manual
20 Malda Low Manual
21 Bankura Low Manual
22 Alipurduar Low Manual
23 Jalpaiguri Low Manual
24 Siliguri High Manual
25 Darleeling Medium Manual
26 STA Medium Partly Computerised
27 Beltala High Manual
Checkpost
28 Rampur High Manual
Checkpost

2.3 Functional Classification
Based on the functional activities all RTOs, ARTOS, RTAs, Checkposts and
STA may be classified as below:
1. RTOs and ARTOs : The basic functions of RTOs and ARTOs across the
state is same who implements Motor Vehicles Rules and Acts.
2. PVD : The PVD executes same functions as RTO and ARTOs except
International Driving Permit are issued from PVD only.
3. RTAs : Are responsible for issuing permits and undertake permit related
activities.
4. STA : Is located at writers building and responsible for issuing for
National Permit, Stage / Contract Carriage Permit, Luxury Taxi Permit and
related activities.
5. Check Post : There are two numbers of check posts in the state namely
Beltala at Midnapur and Rampur at Burdwan and work as enforcement
related activities.
2.4 Services of the Directorate
2.4.1 The Transport Department administers the services / functions relating

to administration of RTOs.
Service provisioning is governed by Central Motor Vehicles Rules (CMVR) – 1989

and West Bengal Motor Vehicle Acts and Rules (WBMVAR) - 1988 and the
associated time-to-time amendments. In the organizational setup, these Acts
and Rules are implemented in purely manual, partially manual, and mostly
computerized processes at Regional Transport Offices ( 25 in numbers including
Public Vehicles Department, Kolkata ), spread in the Districts, and Enforcement
Check Posts in the border Districts.
2.5 Summary of e-
e-Governance initiative
2.5.1 Application & Database

2.5.1
2.5.1.1 The Department is currently using ‘VAHAN’ for vehicle registration and SARATHI
for driving license in few RTOs. The Application was developed by National Informatics
Centre (NIC) under the guidance of Ministry of Road Transport and Highways (MORT&H).

VAHAN and SARATHI are client – server based application covers the basic
functionalities of the Department under CMVR and WBMVR rules and Acts.
2.5.1.2 The following table presents the technology & platform related to IMPACT
Application.
Application Client-server based

Architecture Application
User Interface Application Front end
Database Oracle 9i/10g
Deployment Distributed.
Architecture
Operating System Linux / Windows
Networking LAN
Authentication User id /password based
Implementation 13 RTOs offices
2.5.1.3 The other applications developed locally are
• Collection of Arrear of Tax

• Generation of various Reports
• Enforcement System
• Permit System (Under Development)
2.5.1.4 The above systems are Client-Server based application running on Oracle 9i/10g
and having User Interface Visual Vasic. The Operating Environment is Linux.
2.5.1.6 The following describes in brief the modules and sub-modules of the above
Applications.
3. Registration Services
The following services are related to registration service
o New Registration
o Registration of a vehicle purchased from a dealer or from military auction
or from importer
o Local Mark Assignment
o Conversion of Vehicle

o Change of Address
o Intra-State (From one RA to another within the state)
o Inter-State (From one RA to another across the state)
o Alteration of a Vehicle
o Issue of Duplicate RC
o Transfer of Ownership
o Transfer on Sale
o Transfer on Auction
o Transfer on Death
o Change in Hire-Purchase/ Hypothecation / Lease Agreement (HPA)
o Endorsement of Hire Purchase Agreement (HPE)
o Termination of Hire Purchase Agreement (HPT)
o Issue of Fresh RC in Favor of Financer in case of Repossession.
o Issue of No Objection Certificate (NOC)
o Renewal of Registration (For non-transport vehicle only)
o Issue/Renewal of Certificate of Fitness (CF) (For transport vehicle only)
o Issue of Duplicate CF (For Transport Vehicle only)
o Cancellation and Restoration of CF
o Temporary CF
o Issue of Particulars of Vehicle
o Suspension of Registration
o Cancellation of Registration

3.1 New Registration - G2B and G2G and G2C
There may be three cases where new number is allotted to the vehicle
from the RA offices e.g.
a) New vehicle
b) Local Mark Assignment in cases of vehicles from other state
c) Conversion of Vehicle (In those cases where new registration mark is
allotted)
3.2 Registration of a vehicle purchased from a dealer or from

military auction or from importer - G2B and G2G
G2G and G2C
Process/Function Description:
The owner apply to the local RA office in specified forms (forms 20) along
with Sales Certificate (form 21)/ PAN No., Form 60 of IT, auction sale
certificate (form 21), certificate of road worthiness (form 22), temporary
registration certificate (if any), documents related to import of the
vehicle, custom clearance certificate (for imported vehicles) and Pollution
Under Control Certificate (PUCC) (in case of auction/Imported vehicle),
Weighment certificate for ULW (in case of Transport Vehicle), approved
design (for trailer or semi-trailer), application for CF (Form CFA) and
address proof (permanent address). It s also required to produce the
offer letter in case of Contract Carriage, Stage Carriage etc. Any special
preference for fancy number (cars only) should be given by the applicant
in separate prayer. After verifying all documents, the owner required to
pay fees and tax. After approval registration certificate is issued.
3.3 Local Mark Assignment (Ref. Rule 54 of C.M.V.R, 1989) - G2B

and G2G and G2C
Any vehicle from any other region is required to note change of address
(local address) if the vehicle is kept in this region for more that 30 days.
This process is known as change of address (CA). If any vehicle from
other state already effected with CA and is kept for more than 12 months

it is mandatory to assign registration mark of the local authority. For CA,

the NOC is not required if the vehicle applies within 12 months.
3.4 Conversion of Vehicle (silent both in C.M.V.R & W. B. M. V. R) -

G2B and G2G and G2C
Applicable when a vehicle of one type, already registered, is converted

into other type.
3.5 Change of Address - G2B, G2G and G2C

(Ref. Rule 59 of C.M.V.R, 1989)
There may be two cases where change of address process takes place
e.g.
a) Intra-State (From one RA to another within the state)

b) Inter-State (From one RA to another across the state)
3.5.1
3.5.1 Intra-
Intra-State (From one RA
RA to another within the state) - G2B,
G2G and G2C
Any vehicle from any other region is required to note change of address
(local address) if the vehicle is kept in this region for more that 30 days.
This process is known as change of address (CA).
3.5.2 Inter-
Inter-State (From one RA to another across the state) - G2B,
G2G and G2C
Any vehicle from any other region of other state is required to note
change of address (local address) if the vehicle is kept in this region for
more that 30 days. This process is known as change of address (CA).

3.6 Alteration of a Vehicle - G2B, G2G, G2C

(Ref. Rule 71 of W.B.M.V.R, 1989)
When any of the particulars of a vehicle as noted in RC is changed, the

necessary approval and noting of such changes is known as alteration of
a vehicle.
3.7 Issue of Duplicate RC - G2B, G2G, G2C

When the RC of a registered vehicle is reported to be lost, mutilated, torn

or used-up, duplicate RC is issued to the owner on application.
3.8 Transfer of Ownership - G2G, G2B, G2C
There may be three cases where Transfer of ownership of a vehicle is

effected, e.g.
a) Transfer on sale
b) Transfer on Auction
c) Transfer on Death
3.8.1 Transfer on sale (Ref. Rule 55 of C.M.V.R, 1989) - G2B, G2G

and G2C
When a vehicle is sold, the name of the purchaser is noted as the

registered owner (RO) in place of the previous RO and the process is
known as transfer of Ownership.

3.8.2 Transfer on Auction (Ref. Rule 57 of C.M.V.R, 1989) - G2B,

G2G and G2C
When a vehicle is sold in public auction, the name of the purchaser is

noted as the registered owner (RO) in place of the previous RO and the
process is known as transfer of Ownership on auction.
3.8.3 Transfer on Death (Ref. Rule 56 of C.M.V.R, 1989) - G2B, G2G

and G2C
When the RO of a vehicle dies, transfer of ownership is effected in favour

of the legal heirs of the deceased RO.
3.9 Change in Hire-

Hire-Purchase/ Hypothecation / Lease Agreement
(HPA) - G2B, G2C
There may be two cases where change of HPA process takes place e.g.
a) Endorsement of Hire Purchase Agreement (HPE)

b) Termination of Hire Purchase Agreement (HPT)
3.9.1 Endorsement of Hire Purchase Agreement (HPE) (Ref. Rule 60

of C.M.V.R, 1989) - G2B, G2C
When a registered vehicle without any HP agreement, is subjected to a

Hire Purchase Agreement, the noting of the name of the financer name in
the RC is known as HPE.

3.9.2 Termination of Hire Purchase Agreement (HPT) (Ref. Rule

61(1) of C.M.V.R, 1989) - G2B, G2C
Process/Function Description :
Applicable when a registered vehicle having a Hire Purchase Agreement,

deletion of the name of the financer from the RC is known as HPT.
3.10 Issue of Fresh RC in Favor of Financer in case of Repossession.

- G2B
(Ref. Rule 61(2) of C.M.V.R, 1989)
Process/Function
When the owner of a registered vehicle having a Hire Purchase

Agreement, fails to make repayment of the dues to the financer as per
agreement, the financer can take the legal possession of the vehicle and
apply to the RA for issuing fresh RC of the vehicle declaring the financer
as the RO.
3.11 Issue of No Objection Certificate (NOC) - G2B, G2C, G2G

When the RO of a registered vehicle intends to shift the vehicle in the

jurisdiction of any other RA ( within or outside state), require no objection
certificate from the present RA.
3.12 Renewal of Registration (For non-

non-transport vehicle only) -
G2B, G2G, G2C
Description:

At the time of new registration the validity of registration is given for 15

years from the date of registration for every non-transport vehicle. So
each non-transport vehicle is required to renew its registration after the
expiry of the validity of its registration and it is renewed for further
subsequent 5 years at each time.
3.13 Issue/Renewal of Certificate of Fitness (CF) (For transport

vehicle only) - G2G, G2B, G2C
At the time of new registration of a transport vehicle the validity of CF is

given for 2 years (in case of new vehicle) and 1 year (in case of auction
vehicle and converted vehicle) and 3 years in case of tourist vehicles from
the date of registration. So each transport vehicle is required to renew its
CF after the expiry of the validity of its CF and it is renewed for further
subsequent 1 year at each time.
3.14 Issue of Duplicate CF (For Transport Vehicle only) - G2B,

G2G, G2C
When the CF of a registered vehicle is reported to be lost, mutilated, torn

or used-up, duplicate CF is issued to the owner on application.
3.15 Cancellation and Restoration of CF - G2B, G2G, G2C

(Ref. Rule 57(10) & (11)
(11) of W.B.M.V.R, 1989)
In the event of the vehicle not complying with the provisions of Chapter
VII of MV Act 1988 (related to technical parameter and fitness) the RA
may cancel the CF. Subsequently, if the related provisions of the Chapter

VII of MV Act 1988 are complied with after necessary repairing within 14
days, the cancelled CF may be restored.
3.16 Temporary CF - G2C, G2B, G2G

(Ref. Rule 57(7) of W.B.M.V.R, 1989)
If owing to mechanical breakdown or otherwise, a vehicle lies outside the

jurisdiction of its RA, after the expiry of its CF, temporary CF may be
issued by other RA (if the vehicle is found fit to ply) for a period
necessary for the vehicle for production to its original RA for renewal of
CF.
3.17 Issue of Particulars of Vehicle - G2C, G2B, G2G

Any person, authority, agency can apply for the particulars / information
regarding registration, tax and insurance of a specific vehicle from the
RA.
3.18 Suspension of Registration - G2C, G2B, G2G

(Section 53 of MV Act 1988)
If the RA has reason to believe that a registered vehicle is in a condition

when the registration of the vehicle is liable to be suspended in
accordance with the provision of the act, he may suspend the registration
of the vehicle.

3.19 Cancellation of Registration - G2C, G2B, G2G

(Section 54 & 55 of MV Act 1988)
Process/Function
If the RO of the vehicle is reported regarding destruction or permanently

incapable of use of the vehicle or removal of the vehicle out of India
permanently or in case suspension of a registration continues for not less
than six months without interruption, RA may cancel the registration.
4.0 Service related to Tax
The following services are related to Tax section.
o Taxation of Temporary registered vehicle

o Taxation of Newly registered vehicle or change of address vehicle
o Taxation of already registered vehicle
o Tax demand Notice (sec. 14 of W.B.M.V Tax Act 1979)
o Tax on seized vehicle
o Realization of difference of tax (Sec. 6 of W.B.M.V Tax Act 1979)
o Taxation on vehicles of other state and entering into this state
with/without a temporary permit (Transport Vehicle)
o Taxation on vehicles of other state and entering into this state (Non-
Transport Vehicle)
o Cancellation of token
o Issue of Duplicate Tax Token (The present Tax Act is silent, It was
earlier defined in Old Tax Rules)
o Collection of tax on specific order
o Exemption Tax
o Non-use of vehicle and remission of tax

4.1 Taxation of Temporary registered vehicle – G2C, G2B, G2G
The vehicle registered temporarily needs to pay tax for the period of
temporary registration. Tax includes tax, additional tax, special tax and
dealer tax as applicable.
4.2 Taxation of Newly registered vehicle or change of address vehicle –

G2C, G2B, G2G
The vehicle newly registered needs to pay tax for the period as applicable
(quarterly for transport, one time (for 5 years) for non-transport other
than two wheelers and one time for two wheelers (15 years). However,
owner may be allowed to pay annual tax for transport vehicle with 5%
rebate. Tax includes tax, additional tax, special tax and dealer tax as
applicable.
4.3 Taxation of already registered vehicle – G2C, G2B, G2G
The vehicle already registered needs to pay tax for the period as
applicable (quarterly for transport and annual for non-transport).
However, owner may be allowed to pay annual tax for transport vehicle
with 5% rebate. Tax includes tax, additional tax, and special tax as
applicable except dealer tax.
4.4 Tax demand Notice (sec. 14 of W.B.M.V Tax

Tax Act 1979) – G2C, G2B,
G2G
If the tax against registered vehicle is found due, the taxing officer may
serve a demand notice on regular basis to the RO asking to deposit the
due amount within a specified time period, failing which the dues may be
recovered in the same manner as an arrear of land revenue.

4.5 Tax on seized vehicle – G2C, G2B, G2G
If a vehicle is seized by any authority for non payment of tax, the vehicle
can not be released by that authority until the taxing officer is satisfied
that the tax due against that vehicle has been paid.
If the tax due against such vehicle is not paid within 30 days from the
date of seizure, the taxing officer shall recover the amount by selling the
vehicle in public auction unless aggregate amount is paid within further
15 days.
The vehicle may be released after 45 days from the date of seizure, if the
RO pays agreement amount and 20% of aggregate amount as
administrative cost.
Tax includes tax, additional tax, and special tax as applicable except
dealer tax for other than unregistered vehicles.
4.6 Realization of difference of tax (Sec. 6 of W.B.M.V Tax Act 1979) –

G2C, G2B, G2G
In case a registered vehicle is altered or converted in such a manner that

the rate of tax differs from the rate of tax paid earlier, difference of tax
for the period from the date of such alteration or conversion to the date
up to which tax is paid is to be realized.
4.7 Taxation on vehicles of other state and entering into this state
with/without a temporary permit (Transport Vehicle) – G2C, G2B, G2G
The vehicle already registered in other state and entering into this state
on the basis of a temporary permit issued by that state is liable to pay tax
for the period of the validity of the temporary permit.

If such vehicle does not have any valid permit for this state the owner is
liable to pay tax with 100% penalty for a period of 17 weeks retrospective
from the date of interception by the enforcement wing.
Tax includes tax, additional tax, and special tax as applicable except
dealer tax.
No tax to be charged on such vehicle if covered by national permit with

authorization for this state.
4.8 Taxation
Taxation on vehicles of other state and entering into this state (Non-
(Non-
Transport Vehicle) – G2C, G2B, G2G
A non transport vehicle already registered in other state and entering into
this state is liable to pay tax for the period of its use or kept for use in
this state.
Tax includes tax, additional tax, special tax as applicable except dealer
tax.
4.9 Cancellation of tax token – G2C, G2B, G2G
Due to operational mistake if a tax token is issued wrongly

the said token is to be cancelled and necessary endorsement
is to be made in the cash register as well as token register.
4.10 Issue of Duplicate Tax Token (The present Tax Act is silent, It was
earlier defined in Old Tax Rules) – G2C, G2B, G2G

When the Tax Token of a registered vehicle is reported to be lost,

mutilated, torn, duplicate Tax Token is issued to the owner on
application.
4.11 Collection of tax on specific order – G2C, G2B, G2G
Process/Function Description
Description :
Normally tax is collected at the rate prescribed under the relevant Acts
(Tax Act, Additional Tax Act etc.). But in some cases, taxes at special rate
(as per order by appropriate authority, court of law etc.) are to be realized
against some specific vehicles. Tax includes tax, additional tax, and
special tax as applicable except dealer tax.
4.12 Exemption Tax – G2C, G2B, G2G
Normally any vehicle newly registered/ already registered needs to pay

tax for the period as applicable. In terms of notification number 7964 –
WT/6M/37/89 dated 7.7.89 vehicle owned by some particular authority /
institution / owner are exempted from payment of tax. Apart from that
the government may pass order from time to time to exempt tax against
any specific vehicle. Tax includes tax, additional tax, special tax and
dealer tax as applicable.
In some specific cases only additional tax is exempted but tax is to be

realized as ordered the government.
4.13 Non-
Non-use of vehicle and remission
remission of tax – G2C, G2B, G2G
Normally any vehicle newly registered/ already registered needs to pay

tax for the period as applicable. But if a vehicle is reported to not be used
or kept for use for a complete calendar month on public roads, the taxing
officer if satisfied may refund or remit the owner 1/12th of the annual tax
for every calendar month for the period for which the vehicle was actually
not used.

5.0 Permit Services
The following services are related to the vehicles permit.
o Issue of National Permit (Goods Carriage) (Sec 88 (12) of M. V. Act 1988)

/ Tourist Permit (Tourist Vehicle) (Sec 88 (9) of M. V. Act 1988)
o Issue of Authorisation of a National Permit (Goods Carriage) /Tourist
Permit (Tourist Vehicle)
o Inclusion of state in Authorisation of a National Permit (Goods Carriage)
/Tourist Permit (Tourist Vehicle)
o Issue of Stage Carriage Permit (Passenger) (Sec 72 of M. V. Act 1988)
o Issue of Contract Carriage Permit (Passenger) (Sec 74 of M. V. Act 1988)
/ Private Service Vehicle Permit (Staff) (Sec 76 of M. V. Act 1988)/ Goods
Carriage Permit (Goods) (Sec 79 of M. V. Act 1988)
o Issue of Temporary Permit (All kind) (Sec 87 of M. V. Act 1988)
o Issue of Special Permit (For any Public Service Vehicle (PSV)) (Sec 88 (8) of
M. V. Act 1988)
o Renewal of Permit (For all kind of Permanent Permit)
o Issue of Duplicate Permit (For all kind of permanent permit)
o Replacement of Vehicle on Permit (For all kind of Permanent Permit)
o Modification of Permit (All kind of Permanent Permit) (e.g. extension or
diversion of route)
o Transfer of Permit (All kind of Permanent Permit)
o Suspension / Cancellation of Permit (All kind of Permanent Permit)
o Issue of Agents Licence (Ref. Rule 199 of W.B.M.V.R, 1989)
o Suspension/Cancellation of Agent License (Ref. Rule 201 of W.B.M.V.R,
1989)
o Issue of Duplicate Agents License (Ref. Rule 202 of W.B.M.V.R, 1989)

The following type of permits are generally issued by STA/RTA
1. National Permit (Goods Carriage) (Sec 88 (12) of M. V. Act 1988)

2. Tourist Permit
Permit (Tourist Vehicle) (Sec 88 (9) of M. V. Act 1988)
3. Contract Carriage Permit (Passenger) (Sec 74 of M. V. Act 1988)
4. Stage Carriage Permit (Passenger) (Sec 72 of M. V. Act 1988)
5. Goods Carriage Permit (Goods) (Sec 79 of M. V. Act 1988)
6. Private Service Vehicle
Vehicle Permit (Staff) (Sec 76 of M. V. Act 1988)
7. Educational Institution Bus Permit (Staff or children of Institution)
(Not Prescribed yet)
8. Temporary Permit (All kind) (Sec 87 of M. V. Act 1988)
9. Special Permit (Passenger) (Sec 88 (8) of M. V. Act 1988)
The process description of each type discussed below except item number 7.
5.1 Issue of National Permit (Goods Carriage) (Sec 88 (12) of M. V.

Act 1988) / Tourist Permit (Tourist Vehicle) (Sec 88 (9) of M.
V. Act 1988) – G2C, G2B, G2G
Process/Function Description
Description :
For the purpose of encouraging long distance road transport or

promotion of tourism, the permit issued to goods carriage or tourist
vehicle as the case may be, for a number of states is known as national
permit or tourist permit. No national permit or tourist permit is operative
until it is supplemented with a valid Authorization for at least a number
of contiguous states (four in case of national permit and three in case of
tourist permit) including the home state (Issuing state)
5.2 Issue of Authorisation

Authorisation of a National Permit (Goods Carriage)
/Tourist Permit (Tourist Vehicle) – G2C, G2B, G2G
No national permit/Tourist Permit is operative until it is supplemented

with a valid authorization for at least four(for NP)/three (for Tourist
Permit) contiguous states including the home state (Issuing state) issued
against the payment of composite fees for those states.

5.3 Inclusion of state in Authorization of a National Permit (Goods

Carriage) Tourist Permit (Tourist
(Tourist Vehicle) – G2C, G2B, G2G
If the holder of a National Permit/Tourist Permit intends to include any

other state contiguous to the states ( minimum 3 states excluding the
issuing state ) already mentioned in the authorization for operation, on
application, the necessary endorsement of the state/states is done.
5.4 Issue of Stage Carriage Permit (Passenger) (Sec 72 of M. V. Act

1988) – G2C, G2B, G2G
No Stage Carriage can be used on any specific route if it is not covered

with a valid permit from the appropriate authority. State Transport
Authority (STA) and Regional Transport Authority (RTA) are the
appropriate authorities to issue permit. The operation of stage carriage
should be according to the time table and fare table approved by issuing
authority and attached to the permit as a condition. If the route or area of
the permit covers beyond the region of the issuing authority, it requires
the counter signature of the permit by the other RTA involved. Permits
issued by STA do not require any counter signature.
5.5 Issue of Contract Carriage Permit (Passenger) (Sec 74 of M. V.

Act 1988) / Private Service Vehicle Permit (Staff) (Sec 76 of M.
V. Act 1988)/ Goods Carriage Permit (Goods) (Sec 79 of M. V.
Act 1988) – G2C, G2B, G2G
No Contract Carriage/Private Service Vehicle (PSV) /Goods Carriage can

be used in public place if it is not covered with a valid permit from the
appropriate authority. State Transport Authority (STA) and Regional
Transport Authority (RTA) are the appropriate authorities to issue permit.
Save in the case of goods carriage permit, if the route or area of the
permit covers beyond the region of the issuing authority, it requires the

counter signature of the permit by the other RTA involved. Permits issued
by STA do not require any counter signature.
5.6 Issue of Temporary Permit (All kind) (Sec 87 of M. V. Act 1988)

– G2C, G2B, G2G
When a transport vehicle is required to be used for any particular purpose

for a temporary period on a specific area or route, it requires a temporary
permit for its operation. Vehicle covered by temporary permit may
frequently change its route or area of operation. If the route covers more
than one RTA region, then counter signature of each RTA is required.
5.7 Issue of Special Permit (For any Public Service Vehicle (PSV))
(Sec 88 (8) of M. V. Act 1988) – G2C, G2B, G2G
When a PSV, even though it may be covered by a permit, is required to be

used for the purpose of tour or any special kind of journey with a specific
list of passenger, it requires a special permit for its operation.
5.8 Renewal of Permit (For all kind of Permanent Permit) – G2C,

G2C,
G2B, G2G
Every permit is required to be renewed within the expiry of the permit for its
continuous use.
5.9 Issue of Duplicate Permit (For all kind of permanent permit)
When a Permit of a vehicle is reported to be lost, mutilated, torn or used-

up, duplicate Permit is issued to the holder on application.

5.10 Replacement of Vehicle on Permit (For all kind of Permanent

Permit)
If the holder of a permit intends to replace the vehicle endorsed in the

permit on certain grounds, he may apply for replacement of vehicle by
another to the issuing authority and the issuing authority may grant such
replacement on certain conditions.
5.11 Modification of Permit (All kind of Permanent Permit) (e.g.

extension or diversion of route)
If the holder of a permit applies for extension or diversion or curtailment

of the route mentioned in the permit issued to him or if the RTA/STA
decides to extend, divert or curtail the route given in any specific permit,
necessary modification is required to be made in the permit and permit
register.
5.12 Transfer of Permit (All kind of Permanent Permit)
If the holder of a permit intends to transfer the permit in favor of any

other person on certain grounds other than any interest of any financial
transaction, STA/RTA may allow such transfer of permit.
5.13 Suspension / Cancellation of Permit (All kind of Permanent

Permit)
The STA/RTA has reason to believe that the Permit held by any holder has
not been used in accordance with law or conditions attached to the
permit, the STA/RTA may suspend or cancel the Permit.

If the holder of a permit surrenders the permit, Secretary STA/RTA will

cancel the permit forthwith.
5.14 Issue of Agents License (Ref. Rule 199 of W.B.M.V.R, 1989)
To act as an agent for carrying on the business for sale of tickets for
travel by public service vehicles or for collecting and/or forwarding and
distributing goods carried by goods vehicle an agent license is required.
5.15 Suspension/Cancellation of Agent License (Ref. Rule 201 of

W.B.M.V.R, 1989)
If the Secretary RTA has reason to believe that the Agent License held by
any agency has not been used in accordance with law he may suspend or
cancel the Agent License.
5.16 Issue of Duplicate Agents License (Ref. Rule 202 of W.B.M.V.R,

1989)
Process/Function
When a Agents License held by a agency is reported to be lost, mutilated

or torn, a duplicate Agents License is issued to the Agency on application.
6.0 Licenses Process
The following process are related to the license section of the department
• New Learner License

• New Permanent License

• Extension of Validity of Learner License

• Duplicate Learner License
• Duplicate Driving License
• Renewal of Driving License
• Addition of Class
• Change of Address in Driving
Driving Lic (persons from other district/ state)
• Particulars of License
• International Driving Permit
• New Conductor License
• Renewal
Renewal of Conductor License
• Duplicate Conductor License
6.1 New Learner License – G2C
i. Learner’s license is a prerequisite of having permanent driving license.

Applicant submits completed forms (Forms 1, 2, 3, 4) with documents
(address & age proof & 6 pp), medical certificate to DA at D/L counter.
DA does initial verification before entering details in system. System to
have checklist of documents that need to be submitted.
ii. After passing of learner test, DA takes biometrics of the applicant.
6.2 New Permanent License – G2C
1. After 30 days but before 6 months of obtaining the learner

license, the applicant has to apply for obtaining the permanent D/L.
2. The DA verifies from the system whether the full fees for the
permanent license were paid at the time of obtaining learner license. If
full fees were not paid then the applicant is asked to pay the remainder
fees.
3. The Transport D/L is valid for 3 years and the Non-Transport D/L
is valid for 20 years or 60 years of age of the applicant, whichever is
earlier.

6.3 Extension of Validity of Learner License – G2C
i. Applicant approaches the DA with his existing learner license. The DA

checks from the system the details and the system assesses the fees for
extension of Learner License validity.
ii. After the fees have been paid, the system should automatically calculate
and extend validity of the existing Learner License by generating a new
copy of the L/L. The extension is granted for a period of 6 months and
can be done once only.
iii. After the ARTO signs the file comes back to the DA who issue the
renewed Learner License (Form 3) to the applicant.
6.4 Duplicate Learner License – G2C
In case the Learner License is soiled or destroyed, a request for issuance

of a duplicate one is made. Here, system checklist should be mandatory
verified if FIR has been submitted and only if the relevant check box
against the FIR has been marked, should the system allow for further
processing.
6.5 Duplicate Driving License – G2C
The applicant approaches the DA with L/L form, FIR copy, Affidavit, Copy
of Lost License, Work Order, etc. and then puts up the same to DA.
System check-list should verify if documents complete in all respects
have been submitted, before the file can be further processed.
6.6 Renewal of Driving License – G2C
a. The applicant approaches the DA with Form No.s 1 (medical certificate)

and 9 (application for renewal), original License, Work Order, etc. and
then puts up the same to DA. He must come within +/- 29 days of expiry
of license otherwise penalty is charged. Medical Certificate is mandatory.
Renewed licenses are valid for a period of 5 years in case of non-
transport licenses and 3 years for transport licenses.

i. System check-list should verify if documents complete in all respects

have been submitted before the DA can further process the papers.
6.7 Addition of Class – G2C
This can be done 6 months after the original license has been issued for
a single class of vehicle. At a time addition of only one class of vehicle
can be applied for. The process is similar to the application of a new
license. The applicant needs to submit a copy of the original license at
the time of application. At the time of receipt of the new license with
added class, the old license has to be handed back to the DA who is
supposed to destroy the same. As per rules, a person can retain only one
license with every class of vehicles he is eligible to drive, marked on it.
6.8 Change of Address in Driving License (persons from other

district/ state) – G2C
The applicant applies in the form for particulars of change in address. He

also submits an application in a blank paper, the existing license,
photographs, present address proof and particulars of existing license
from the previous licensing authority (NOC). System check-list should
verify if documents complete in all respects, especially the NOC, have
been submitted before the DA can further process the papers.
6.9 Particulars of License – G2C, G2G, G2B
The applicant applies for the particulars of license in an application form

along with relevant papers and the DA confirms from the system
database that the papers are ok. If so, then system assesses fees, DA
accepts payment, issues receipt and puts up file to the ARTO. If ARTO is
satisfied, approves issuance of the same. DA prints from the system the
relevant details pertaining to particulars of license, signs and hands it
over to the applicant.
6.10 International Driving Permit – G2C
1. The applicant applies in the requisite proforma with photocopy of

passport, visa and plane ticket. He also has to bring the D/L issued by
this RTO. Precondition for issuance of IDP id that the license must be

more than 1 year old. The DA verifies details from the system database,
system assesses fees, DA accepts payment, generates receipt and puts up
the file to the RTO/ARTO who refers the case to the MVI(T),if license is
less than 10 years old. If license more than 10 years old, driving test is
not necessary and the candidate goes to Step ii. After successfully
passing the driving test conducted by the MVI(T), the applicant comes
back with the MVI(T)’s approval to the DA.
2. The DA prints the International Driving Permit. The papers are

then put up to the RTO/ARTO who signs the file and permit. The papers
come back to the DA who hands over the permit to the applicant. The
International Driving Permit is valid for 1 year.
6.11 New Conductor License – G2C
Applicant with filled-in form and documents such as educational

qualifications, medical certificate, police verification certificate, he
approaches respective Counter. The DA verifies the documents from the
system generated check-list and system assesses the fees. The applicant
pays the fees for the conductor license and is issued a receipt.
6.12 Renewal of Conductor License – G2C
The applicant approaches the DA with CLD form, FIR copy, Affidavit, Copy
of Lost License, Work Order, etc. and then puts up the same to DA.
System check-list should verify if documents complete in all respects
have been submitted, before the file can be further processed.
6.13 Duplicate Conductor License – G2C
1. The applicant approaches the DA with renewal Forms, original

License, Work Order, etc. and then puts up the same to DA. He must
come within +/- 29 days of expiry of license otherwise penalty is
charged.
2. The DA through system check-list verifies that all required papers

have been submitted before further processing.

7. Services from Enforcement Activities
7.1 Workflow:
Step-
Step-1:
Enforcement raids on motor vehicles are conducted by RTO , ARTO. and MVI.’s
as per programme fixed earlier. Offended vehicles are apprehended and seizure
lists (SL) are issued against the documents seized. The date, place & time, list of
seized documents and the offences detected are mentioned in the SL with a
direction to appear for compounding of the offences on certain date. The SL
bears a unique serial number.
Step-
Step-2:
For the offences like nonpayment of tax or without registration or without permit
the vehicle may be seized and detained under the custody of government or
private custodian. The fact of seizure of vehicle is specifically mentioned in the
S.L. and a separate notice is issued to pay the tax due.
Step-
Step-3:
The cases detected are entered in the case register wherein every details of the
S.L. is noted and a case number is generated.
Step-
Step-4:
The owner / driver approach the authority in writing to compound the offences
and to dispose of the case. The owner / driver may produce documents related
to the offence booked to minimize its gravity.
Step-
Step-5:
The authority may reframe the offences on the basis of documents produced and
finally directs the owner / driver to deposit the total compounding amount, as
assessed on the basis of rate of fine prescribed against each offence in the G.O.
Even the offences may be dropped if found justified.

Step-
Step-6:
In case where the vehicle is seized for nonpayment of tax, the authority assesses
the tax & penalty due and directs to deposit the same. In case the seized
vehicle is kept under the custody of Govt. custodian, then custodian fee is
assessed at the rate prescribed in the G.O. and that is to be paid by the owner.
Step-
Step-7:
The owner pays the compounding amount and tax & custodian fee, if due, at the
cash section against separate receipts.
Step-
Step-8:
The fact of realization of compounding amount, tax and custodian fee is noted
in the compounding register against the concerned case number. The seized
documents are released and the case is disposed of.
Step-
Step-9:
If the vehicle was seized, the authority issues release order for the vehicle. When
the vehicle is kept under the custody of private custodian, the custodian fee is
assessed and the custodian realizes the fee and releases the vehicle.
Step 10:
10:
If the due tax and penalty of any seized vehicle is not paid within 30 days from
the date of seizure, then the demand is enhanced to ‘aggregate amount’ i.e.
double the tax due plus usual penalty and notice is served to the owner to pay
the same within another 15 days. If the demand is paid the vehicle is released as
above.
Step-
Step-11:
If the aggregate amount is not paid within 60 days of seizure, the seized vehicle
is sold in auction. From the sale proceeds the demand is realized and the excess
amount if any is returned to the owner. If the sale proceeds are less the demand,
the balance amount is realized in other ways.

8.0 ICT Infrastructure
8.1 Office wise Distribution of PCs
Sl. OFFICE Servers Clients AVG. PER OFFICE

No. (rounded)
(rounded)
1. PVD 2 218 3
2. Alipur 2 29 2
3. Barasat 2 43 7
4. Barrackpore 2 18 2
5. Howrah 1 18 2
6. Durgapur 2 18 2
7. Asansole 2 18 2
8. Burdwan 2 18 2
9. Birbhum 1 18 2
10. Purulia 1 18 2
11. Tamluk 1 18 2
12. Midnapore 2 18 2
13. Hooghly 2 18 2
14. Nadia 1 18 2
15. Murshidabad 1 18 2
16. Siliguri 2 18 2
TOTAL 308

8.2 Training
NIC has imparted training to the officials of the RTOs. The training included application
level and supervisor level.
Course Participants Course Contents

Contents
Officials of Clerical Cadre • Basic Overview of Computer
• Training on Data Entry modules of the Application
RTO/ARTO/MVI • Basic Overview of Computer

• Overview of All Modules of the Application

9.0 Process Re-

Re-engineering
9.1 Issue/Renewal
Issue/Renewal of Trade Certificate
Certificate (TC)
(TC)
9.1.1 Process/Function Name: Issue of TC
9.1.2 Process/Function Description:
According to the law, a vehicle in possession of a dealer is exempted from the provision of
registration provided a trade certificate issued by RA of the jurisdiction covers it. Any TC so
issued may be renewed on application
9.1.3 Functions and Designation of the person responsible to carry out the process function
(e.g. Inspector, Dealing Assistant etc)
a. The dealer applies to the local Registering Authority (RA) for the issue or
renewal of TC in the specified forms (forms16) along with documents
regarding appointment of dealership by the manufacturer, class of vehicle,
number of TC required and other related documents regarding address,
showroom space etc.
b. The concerned dealing assistant verifies the paper documents and sends to RA
for approval.
c. RA asks the MVI/ Competent Authority to verify the documents subject to

realization of fees.
d. On the basis of report of MVI// Competent Authority, Issue/renewal of TC

(Form 17) is allowed by RA.
e. Trade certificate (Form17) and trade certificate register is prepared by the

registration dealing assistant and signed by RA.
f. TC/Renewed TC is handed over to the dealer by registration assistant.
9.1.4 Designation of the

the person/Authority possessing legal Liability towards the process
Registering Authority

9.2 Issue of Duplicate Trade Certificate (TC)
9.2.1 Process/Function Name: Duplicate TC
When a TC held by a dealer is reported to be lost, mutilated or torn, a duplicate TC is

issued to the dealer on application.
9.2.3 Functions and Designation of the person responsible to carry out the process function (e.g.
Inspector, Dealing assistant etc)
a. The dealer applies to the RA in specified form (Forms 18) along with TC (if exists)
and any document regarding loss of TC (copy of diary and affidavit).
b. The concerned dealing assistant verifies the paper document and send to RA for
approval.
c. After approval of RA the document is sent to the concern registration dealing assistant
for issuing duplicate TC.
d. Duplicate TC fees as assessed by registration-dealing assistant is collected by cashier

of registration section.
e. Duplicate Trade Certificate (form 17) as per Trade Certificate register is prepared by
registration dealing assistant.
f. Duplicate Trade Certificate (form 17) and Trade Certificate register is signed by RA.
g. Duplicate TC (form 17) is handed over to the dealer by registration dealing assistant.
9.2.4 Designation of the

the person/Authority possessing legal Liability towards the process

9.3 Suspension / Cancellation

Cancellation of Trade Certificate (TC)
9.3.1 Process/Function Name: Suspension / Cancellation of TC
The RA has reason to believe that the TC held by any dealer has not been used in
accordance with law he may suspend or cancel the TC.
9.3.3 Functions and Designation of the person responsible to carry out the process function (e.g.
Inspector, Dealing assistant etc)
a. On receipt of any complaint or any enquiry report from any appropriate authority
regarding wrongful use of TC by any dealer under the jurisdiction, the RA will issue a
show cause notice to the dealer with a direction to appear for hearing on a specific
date.
b. If the dealer does not appear on the date of hearing, RA may fix another date for
hearing with a direction to stop the use of TC by that dealer until the hearing is over.
c. Concerned registration-dealing assistant is also directed to follow the direction above.
d. Upon hearing, if the RA is satisfied that the provision of law was violated during the
use of TC as per the complaint or report above or if the dealer does not appear in the
hearing or does not give reply to the show cause notice, RA may suspend or cancel the
TC held by that dealer as the case may be. Otherwise, the RA may allow the use of TC
as usual.
e. The concern dealing assistant prepares the TC register according to the direction of
RA.
f. The TC Register is signed by RA.

g. In case TC is suspended or cancelled the direction is communicated to the dealer with
a further direction to produce the TC in question for necessary endorsement.
h. After production the TC in question by the dealer, necessary endorsement on TC

produced is to be done by the concern dealing assistant
i. The endorsed TC is countersigned by RA.

9.3.4 Designation of the person/Authority possessing legal Liability towards the process
9.4 Registration
9.4.1
9.4.1 Temporary Registration
9.4.1.1 Process/Function Name:

Name: Temporary Registration
9.4.1.2 Process/Function Description:
Temporary Registration of a vehicle purchased from a dealer.
9.4.1.3 Functions and Designation of the person responsible to carry out the
process function (e.g. Inspector, Dealing assistant
assistant etc)
a. The owner applies to the local RA in specified forms (forms 20) along with Sale
Certificate (form 21), Insurance certificate, form 22 (Road worthy ness certificate)
b. The concerned dealing assistant verifies the paper document and sends to RA for
approval.
c. RA ask to produce the vehicle for inspection on some specified date subject to
d. Motor Vehicle Inspector (MVI/ Competent Authority) inspects vehicle and he submits
report regarding conformity with the sale certificate and other required parameters
(e.g. Engine Number, Chassis Number, Year of manufacture, Vehicle Type, Class, GVW,
Seating Capacity, and Trade Certificate etc.) to RA.
e. After approval of RA the vehicle is sent to registration section for temporary

registration.
f. Registration fees, HPA fees (if any), [Audio

Audio Fees (If any), video fees (if any), special fees
(in case of Goods vehicle with GVW higher than 22542 KGs)]
KGs) and penalty (if any) as
assessed by registration-dealing assistant and is collected by cashier of registration
section and a temporary registration number is allotted by registration dealing
assistant. Normally Audio a,d Video fees are taken at the time of permanent

registration. But in case of temporary registration, provision for taking such fees may
be required.
g. Tax, Additional tax, Special tax (for AC), dealer tax and penalty ( if any) as assessed
by tax-dealing assistant is collected by cashier of Tax section
h. Temporary Registration certificate (Form CRTEM) and temporary registration register

is prepared by registration dealing assistant.
i. Temporary Registration certificate and temporary registration register is signed by

RA.
j. Temporary Registration certificate (form 23 or form 23A as applicable) is handed over

to the owner by registration dealing assistant.
9.4.1.4 Designation of the person/Authority possessing legal Liability towards the process
9.4.2
9.4.2 New Registration
There may be three cases where new number is allotted to the vehicle from the RA offices e.g.
9.4.2.1 Auction vehicle (Vehicle purchased from military auction etc)

9.4.2.2 New vehicle
9.4.2.3 Local Mark Assignment in cases of vehicles from other state
9.4.2.4. Conversion of Vehicle (In those cases where new registration mark is allotted)
9.4.2.1
9.4.2.1 Registration of a vehicle purchased from a dealer or from military auction
or from importer
9.4.2.1.1 Process/Function Name: New Registration
9.4.2.1.2 Process/Function Description:
Registration of a vehicle purchased from a dealer or from military auction

9.4.2.1.3.
9.4.2.1.3. Functions and Designation of the person responsible to carry out the process function
(e.g. Inspector, Dealing assistant etc)
a. The owner apply to the local RA office in specified forms (forms 20) along with Sales
Certificate (form 21)/ PAN No., Form 60 of IT, auction sale certificate (form 21),
certificate of road worthiness (form 22), temporary registration certificate (if any),
documents related to import of the vehicle, custom clearance certificate (for imported
vehicles) and Pollution Under Control Certificate (PUCC) (in case of auction/Imported
vehicle), Weighment certificate for ULW ( in case of Transport Vehicle), approved
design (for trailer or semi-trailer), application for CF (Form CFA) and address proof
(permanent address). It s also required to produce the offer letter in case of Contract
Carriage, Stage Carriage etc. Any special preference for fancy number (cars only)
should be given by the applicant in separate prayer.
approval.
c. RA ask to produce the vehicle for inspection on some specified date.
d. Motor Vehicle Inspector (MVI) or Competent Authority inspects vehicle and he submits
report regarding conformity with the sale certificate and other required parameters
(e.g Vehicle Type, Class, GVW, Seating Capacity, and Trade Certificate etc.) to RA. Also
address proof is to be verified by the MVI/ Competent Authority.
e. After approval of RA the vehicle is sent to registration section for registration.
f. Registration fees, Fancy-Number-fees (if any, in case of cars only ),inspection fees &
CF fees( required in case of Transport vehicles), HPA fees, Audio Fees (If any), video
fees (if any), import fees (if any), special fees ( in case of Goods vehicle with GVW
higher than 22542 KGs. Penalty will also be applicable and should be collected as part
of tax.) and penalty (if any) as assessed by registration-dealing assistant is collected
by cashier of registration section and registration number is allotted by registration
dealing assistant. The first twenty (20) numbers of the running series may be kept
reserved for the State Govt. Vehicles.
g. Tax, Additional tax, Special tax (for AC), dealer tax (if not paid earlier) and penalty (if
any) as assessed by tax-dealing assistant is collected by cashier of Tax section
h. Registration certificate (form 23 or form 23A as applicable) and registration register

(form 24) is prepared by registration dealing assistant.

i. Registration certificate (form 23 or form 23A as applicable) and registration register

(form 24) is signed by RA.
j. Registration certificate (form 23 or form 23A as applicable) is handed over to the

owner by registration dealing assistant.
9.4.2.1.4.
9.4.2.1.4. Designation of the person/Authority
person/Authority possessing legal Liability towards the process
9.4.2.2.
9.4.2.2. Local Mark Assignment
9.4.2.2.1 Process/Function Name: Local mark Assignment
9.4.2.2.2.
9.4.2.2.2. Process/Function Description:
Any vehicle from any other region is required to note change of address (local address) if
the vehicle is kept in this region for more that 30 days. This process is known as change
of address (CA). If any vehicle from other state already effected with CA and is kept for
more than 12 months it is mandatory to assign registration mark of the local authority.
For CA, the NOC is not required if the vehicle applies within 12 months.
9.4.2.2.3 Function and Designation of the person responsible to carry out the
process function (e.g. Inspector, Dealing assistant etc)
a. The owner apply to the local RA office in specified forms (forms 27) along with RC,
Tax-token, Insurance certificate, NOC from the previous RA and NOC from the
Financer ( if the vehicle under HPA). The RA may require confirmation from the
previous RA. Any special preference for fancy number (cars only) should be given by
the application in separate prayer.
approval.
realization of fees. The RA may require confirmation of the NOC from the previous RA.

d. Vehicle is inspected by Motor Vehicle Inspector (MVI/ Competent Authority) and he

submits report regarding conformity with the registration certificate and other
required parameters (e.g. Vehicle Type, Class, GVW, Seating Capacity etc.) to RA.
e. After approval of RA the vehicle is sent to registration section for assignment of local
mark registration.
f. Assignment of registration mark fees, Fancy-Number-fees (if any, in case of cars only
) and penalty (if any) as assessed by registration-dealing assistant is collected by
cashier of registration section and registration number is allotted by registration
dealing assistant.
g. The New registration number as assigned by the RA is informed to the previous RA ( in

form R.M.I) and to the RO and the financer.



9.4.2.2.4.
9.4.2.2.4. Designation of the person/Authority
person/Authority possessing legal Liability towards the
process
9.4.2.3
9.4.2.3 Conversion of Vehicle (silent both in C.M.V.R & W. B. M. V. R)
9.4.2.3.1 Process/Function Name : Conversion of Vehicle
9.4.2.3.2 Process/Function Description

Description :
When a vehicle of one type, already registered, is converted into other type.
9.4.2.3.3.
9.4.2.3.3. Functions and Designation of the person responsible to carry out the process
function (e.g. Inspector, Dealing assistant etc)

a. The owner apply to the local RA office in Registration forms along with RC, Tax-
token, Insurance certificate and any document/request/approval from relevant
authority for such conversion. Any special preference for fancy number (for cars only)
should be given by the applicant in separate prayer.
approval.
d. Vehicle is inspected by Motor Vehicle Inspector (MVI/Competent Authority) and he

submits report regarding conformity with the requirement of the law for the proposed
conversion and other required parameters (e.g Vehicle Type, Class, GVW, Seating
Capacity etc.) to RA.
e. After approval of RA the vehicle is sent to registration section for conversion.
f. Registration fees, Fancy-Number-fees (if any, in case of cars only ),inspection fees &
CF fees( required in case of Transport vehicles), Audio Fees (If any), video fees (if any),
special fees ( in case of Goods vehicle with GVW higher than 22542 KGs) and penalty
(if any) as assessed by registration-dealing assistant is collected by cashier of
registration section and registration number is allotted by registration dealing
assistant.
g. Registration certificate (form 23 or form 23A as applicable) and registration register


i. Registration certificate (form 23 or form 23A as applicable) is handed over to the

9.4.2.3. 4. Designation of the person/Authority possessing legal Liability towards the

process

9.5.
9.5. Change
Change Of Address
There may be two cases where change of address process takes place e.g.
9.5.1 Intra-State (From one RA to another within the state)

9.5.5.2 Inter-State (From one RA to another across the state)
9.5.1
9.5.1 Intra-
Intra-State (From one RA to another
another within the state)
9.5.1.1 Process/Function Name : Change of Address
9.5.1.2.
9.5.1.2. Process/Function Description :
Any vehicle from any other region is required to note change of address (local address) if
the vehicle is kept in this region for more that 30 days. This process is known as change
of address (CA).
9.5.1.3.
9.5.1.3. Functions and Designation of the person responsible to carry out the process
a. The owner apply to the local RA office in specified forms (form 33) along with RC,
Tax-token, Insurance certificate, address proof and consent from the financer (if the
vehicle is under HPA).
approval.
realization of fees RA. The RA may require confirmation of the particulars of the
vehicle from the previous RA.

submits report regarding conformity with the RC and other required parameters (e.g
Vehicle Type, Class, GVW, Seating Capacity etc.) to RA. Also address proof is to
verified by the MVI/ Competent Authority.
e. After approval of RA the vehicle is sent to registration section for noting change of
address.

f. CA fees, and penalty (if any) as assessed by registration-dealing assistant and is

collected by cashier of registration section.
g. The previous RA and financer (if any) are informed regarding CA by the RA.

(form 24) is prepared by registration dealing assistant. Specimen signature of the
owner and the financer is also required.


9.5.1.4.
9.5.1.4. Designation of the person/Authority possessing legal
legal Liability towards the
process
9.5.2.
9.5.2. Inter-
Inter-State (From one RA to another across the state)
9.5.2.1 Process/Function Name : Change of Address
9.5.2.2.
Any vehicle from any other region of other state is required to note change of address
(local address) if the vehicle is kept in this region for more that 30 days. This process is
known as change of address (CA).
9.5.2.3. Functions and Designation of the person responsible to carry out the
process function (e.g. Inspector, Dealing assistant etc)
a. The owner apply to the local RA office in specified forms (Form 33) along with RC,
Tax-token, Insurance certificate, address proof and consent from the financer (if the
vehicle is under HPA). The RA may require NOC issued by previous RA.
approval.

realization of fees RA. The RA may require confirmation of the particulars of the
vehicle from the previous RA.

submits report regarding conformity with the RC and other required parameters (e.g
Vehicle Type, Class, GVW, Seating Capacity etc.) to RA. Also address proof and garage
address are to verified by the MVI/Competent Authority if the documents produced
are not sufficient.
e. After approval of RA the vehicle is sent to registration section for noting change of
address.
f. CA fees, Audio Fees (If any), video fees (if any), special fees ( in case of Goods vehicle
with GVW higher than 22542 KGs) and penalty (if any) as assessed by registration-
dealing assistant is collected by cashier.
g. The previous RA and financer (if any) are informed regarding CA by the RA.
h. Tax, Additional tax, Special tax (for AC) and penalty ( if any) as assessed by tax-
dealing assistant is collected by cashier of Tax section

j. Registration certificate (form 23 or form 23A as applicable) and registration register

k. Registration certificate (form 23 or form 23A as applicable) is handed over to the

9.5.2.4.
9.5.2.4. Designation of the person/Authority possessing legal Liability towards the
process

9.6.
9.6. Alteration of a Vehicle
9.6.1. Process/Function Name : Alteration of a vehicle
9.6.2.
9.6.2. Process/Function Description :
When any of the particulars of a vehicle as noted in RC is changed, the necessary approval
and noting of such changes is known as alteration of a vehicle.
9.6.3.
9.6.3. Functions and Designation of the person responsible to carry out the process
a. The owner apply to the local RA office in specified forms (form BTI) along with RC,
Tax-token, insurance certificate and any document regarding the proposed change (in
case of change of engine, chassis, documents regarding source of possession) issued
by appropriate authority/agency.
approval.

submits report regarding the proposed changes and other required parameters (e.g
Engine Number, Chassis Number, Vehicle Type, Class, ULW, GVW, Seating Capacity,
Trade Certificate etc.) to RA. Also the documents regarding the proposed change may
be verified by the MVI/ Competent Authority (if required).
e. After approval of RA the vehicle is sent to registration section for noting alteration.
f. Alteration fees and penalty ( if any) as assessed by registration-dealing assistant is

collected by cashier of registration section.
g. The differences of Tax, Additional tax, Special tax (for AC) if any, as assessed by tax-
dealing assistant is collected by cashier of Tax section




9.6.4.
9.6.4. Designation of the person/Authority possessing legal Liability
Liability towards the process
9.7.
9.7. Issue of Duplicate RC
9.7.1. Process/Function Name : Duplicate RC
9.7.2.
When the RC of a registered vehicle is reported to be lost, mutilated, torn or used-up,

duplicate RC is issued to the owner on application.
9.7.3.
function (e.g.Inspector, Dealing assistant etc)
a. The owner apply to the local RA office in specified forms (Form 26) along with RC (if
exists), Tax-token , insurance certificate and any document regarding loss of RC (copy
of diary and affidavit sworn by the RO) and the NOC from the financer (if the vehicle is
under HPA).
approval.
c. In case of any complaint against the vehicle by the enforcement section, the duplicate
RC will not be issue.
d. After approval of RA the vehicle is sent to registration section for issuing duplicate RC

e. Duplicate RC fees as assessed by registration-dealing assistant is collected by

cashier of registration section.
f. Registration certificate (form 23 or form 23A as applicable) as per registration register

(form 24) is prepared by registration dealing assistant. The registration certificate to
be prepared to be marked as “DUPLICATE”

h. Registration certificate (form 23 or form 23A as applicable) is handed over to the

9.7.4.
9.7.4. Designation of the person/Authority possessing legal Liability towards the process
9.8.
9.8. Transfer of Ownership
There may be three cases where Transfer of ownership of a vehicle is effected, e.g.
9.8.1. Transfer on sale

9.8.2. Transfer on Auction
9.8.3. Transfer on Death
9.8.1. Transfer on sale
9.8.1.1. Process/Function Name : Transfer of ownership (TO)
9.8.1.2.
When a vehicle is sold, the name of the purchaser is noted as the registered owner (RO) in
place of the previous RO and the process is known as transfer of Ownership.
9.8.1.3.
function (e.g.Inspector,
(e.g.Inspector, Dealing assistant etc)

a. The purchaser applies to the local RA office in specified forms (Form 29 & 30 ) along
with RC, Tax-token , insurance certificate and address proof of the purchaser. In case
the vehicles is under Hire-Purchase Agreement (HPA) the consent (continuity of
agreement or termination of agreement) of the financer is required. If the vehicle in
question is brought from other state NOC issued by the concerned RA is to be
furnished.
approval.
c. The sale in question is to be verified by the MVI/ Competent Authority and address of
the purchaser is also required to be verified by the MVI/ Competent Authority.
d. After approval of RA the vehicle is sent to registration section for effecting TO.
e. TO Fees, HP termination fees (if any) and penalty (if any) as assessed by registration-
dealing assistant is collected by cashier of registration section.
f. Registration certificate (form 23 or form 23A as applicable) and registration register

(form 24) is accordingly prepared by registration dealing assistant.

h. Financer and the previous RA, if any, to be informed regarding TO by RA.

9.8.1.4.
process
9.8.2. Transfer on Auction
9.8.2.2.

When a vehicle is sold in public auction, the name of the purchaser is noted as the
registered owner (RO) in place of the previous RO and the process is known as transfer of
Ownership on auction.
9.8.2.3.
a. The purchaser applies to the local RA office in specified forms (Form 32) along with RC
(if any), Tax-token (if any), insurance certificate, the certificate or order confirming the
sale in auction, certified copy of the government authorizing the auction and address
proof of the purchaser. In case the vehicles is under Hire-Purchase Agreement (HPA)
the consent (continuity of agreement or termination of agreement) of the financer is
required. If the vehicle in question is brought from other state NOC issued by the
concerned RA is to be furnished.
approval.
c. The sale in auction in question is to be verified by the MVI/ Competent Authority and
address of the purchaser is also required to be verified by the MVI/ Competent
Authority.
d. The RA will make necessary enquiry to verify the registration mark of the vehicle.
e. If the registration mark is found to be false or if the vehicle does not bear any
registration mark, the RA will pass order to assign a new registration mark to the
vehicle in the name of the concerned department of the government before effecting
the TO in name of the applicant.
f. After approval of RA the vehicle is sent to registration section for effecting TO.
g. TO Fees, HP termination fees (if any), Registration Fees (if any) and penalty (if any) as
assessed by registration-dealing assistant is collected by cashier of registration
section.



j. Financer and the previous RA, if any, and the auctioning authority to be informed
regarding TO by RA.
k. Registration certificate (form 23 or form 23A as applicable) is handed over to the

9.8.2.4.
process
9.8.3.
9.8.3. Transfer on Death
9.8.3.1.
9.8.3.2.
When the RO of a vehicle dies, transfer of ownership is effected in favour of the legal heirs
of the deceased RO.
9.8.3.3.
a. The legal heirs applies to the RA in specified forms (Form 31) along with RC, Tax-
token, insurance certificate, the death certificate of the deceased RO, legal heirs
certificate issued by the appropriate authority and address proof of the applicant. In
case the vehicles is under Hire-Purchase Agreement (HPA) the consent (continuity of
agreement or termination of agreement) of the financer is required.
approval.
c. The matter of death and claim of the legal heirs is to be enquired into by the MVI/
Competent Authority and address of the applicants is also required to be verified by
the MVI/ Competent Authority.
d. After approval of RA the vehicle is sent to registration section for effecting TO.

e. TO Fees, HP termination fees (if any), and penalty (if any) as assessed by registration-
dealing assistant is collected by cashier of registration section.


h. Financer and the previous RA, if any, and the auctioning authority to be informed
regarding TO by RA.

9.8.3.4.
process
9.9.
9.9. Change in Hire-
Hire-Purchase/ Hypothecation / Lease Agreement (HPA)
There may be two cases where change of HPA process takes place e.g.
9.9.1 Endorsement of Hire Purchase Agreement (HPE)

9.9.2 Termination of Hire Purchase Agreement (HPT)
9.9.1
9.9.1 Endorsement of Hire Purchase Agreement (HPE)
9.9.1.1.
9.9.1.1. Process/Function Name : Endorsement of Hire Purchase Agreement (HPE)
9.9.1.2.
When a registered vehicle without any HP agreement, is subjected to a Hire Purchase

Agreement, the noting of the name of the financer name in the RC is known as HPE.
9.9.1.3

a. The RO applies to the local RA office in specified forms (Form 34 ) along with RC, Tax-
token , insurance certificate and letter from the financer.
approval.
c. After approval of RA the vehicle is sent to registration section for effecting HPE.
d. HPE Fees as assessed by registration-dealing assistant is collected by cashier of

registration section.
e. Registration certificate (form 23 or form 23A as applicable) and registration register

f. Financer and the previous RA (if any) are to be informed by RA

h. Registration certificate (form 23 or form 23A as applicable) is handed over to the

9.9.1.4.
process
9.9.2
9.9.2 Termination of Hire Purchase Agreement (HPT)
9.9.2.1.
9.9.2.1. Process/Function Name : Termination of Hire Purchase Agreement (HPT)
9.9.2.2.
When a registered vehicle having a Hire Purchase Agreement, deletion of the name of the
financer from the RC is known as HPT.
9.9.2.3.

a. The RO applies to the local RA office in specified forms (Form 35) along with RC, Tax-
token , insurance certificate and letter from the financer.
approval.
c. The proposal of termination of HPA is to be verified by MVI/ Competent Authority.
d. After approval of RA the vehicle is sent to registration section for effecting HPT.
e. HPT Fees as assessed by registration-dealing assistant is collected by cashier of


g. Financer and the previous RA (if any) are to be informed by RA


9.9.2.4.
process
9.10.
9.10. Issue of Fresh RC in Favour of Financer
Financer in case of Repossession.
9.10.1.
9.10.1. Process/Function Name : Repossession
9.10.2.
9.10.2. Process/Function
When the owner of a registered vehicle having a Hire Purchase Agreement, fails to make
repayment of the dues to the financer as per agreement, the financer can take the legal
possession of the vehicle and apply to the RA for issuing fresh RC of the vehicle declaring
the financer as the RO.

9.10.3.
a. The financer applies to the RA in specified forms (Form 36) along with RC and other
documents of the vehicle, if available and other relevant documents regarding the
agreement, the event of breach of agreement and the event of taking the vehicle under
control / possession (copy of FIR regarding repossession and information regarding
present whereabouts of the vehicle).
necessary action.
c. RA will issue notice in Form 37 to both the RO and the financer directing to appear for
hearing on specific date along with related documents/ proofs.
d. After being satisfied that the repossession was in order RA may approve the proposed
repossession of the vehicle to be allowed and pass order to prepare RC in the name of
financer as RO subject to clearance of due tax, if any .
e. Repossession fees as assessed by registration-dealing assistant is collected by cashier

f. Due tax, if any as assessed by tax-dealing assistant is collected by cashier of tax

section.

h. Financer and the previous RA (if any) are to be informed by RA


9.10.4.
9.10.4. Designation of the person/Authority legal
possessing leg al Liability towards the
process

9.11.
9.11. Issue of No Objection Certificate
Certificate (NOC)
9.11.1.
9.11.1. Process/Function Name : No Objection Certificate
9.11.2.
When the RO of a registered vehicle intends to shift the vehicle in the jurisdiction of any
other RA ( within or outside state), require no objection certificate from the present RA.
9.11.3.
function (e.g. Inspector, Dealing assistant
assistant etc)
a. The RO applies to the local RA office in specified forms (Form 28 ) in quadruplicate

along with RC, Tax-token , insurance certificate.
b. The concerned dealing assistant verifies the paper document specifically tax position,
and if any case is pending against that vehicle and send to RA for approval.
c. After approval of RA the vehicle is sent to registration section for issuing NOC.
d. NOC is prepared ( endorsement in form 28) under specific memo number.

Endorsement in Registration certificate (form 23 or form 23A as applicable) and
registration register (form 24) is accordingly made by registration dealing assistant
with an aim to stop further transaction against that vehicle in future.
e. Financer is to be informed by RA
f. NOC, Registration certificate (form 23 or form 23A as applicable) and registration

register (form 24) is signed by RA.
g. NOC (with a specific memo number) and Registration certificate (form 23 or form 23A
as applicable) is handed over to the owner by registration dealing assistant.
9.11.4.
9.11.4. Designation of the person/Authority possessing legal Liability towards the
process

9.12.
9.12. Renewal of Registration (For non-
non-transport vehicle only)
9.12.1.
9.12.1. Process/Function Name : Renewal of registration
9.12.2.
At the time of new registration the validity of registration is given for 15 years from the
date of registration for every non-transport vehicle. So each non-transport vehicle is
required to renew its registration after the expiry of the validity of its registration and it is
renewed for further subsequent 5 years at each time.
9.12.3.
a. The owner apply to the RA in specified forms (Form 25) along with RC, tax token,
insurance certificate and PUCC.
approval.
d. Renewal of Registration fees, Audio Fees (If any), video fees (if any) and penalty (if
any) as assessed by registration-dealing assistant is collected by cashier of
registration section and registration number is allotted by registration dealing
assistant.
e. Vehicle is inspected by Motor Vehicle Inspector (MVI/ Competent Authority) and he

submits report regarding conformity with RC and fitness of the vehicle.
f. After approval of RA the vehicle is sent to registration section for renewal of

registration.




9.12.4.
9.12.4. Designation of the person/Authority possessing legal Liability towards the
process
9.13.
9.13. Issue/Renewal of Certificate of Fitness (CF) (For transport
transport vehicle only)
9.13.1.
9.13.1. Process/Function Name : Issue/Renewal of CF
9.13.2.
At the time of new registration of a transport vehicle the validity of CF is given for 2 years
(in case of new vehicle) and 1 year (in case of auction vehicle and converted vehicle) and
3 years in case of tourist vehicles from the date of registration. So each transport vehicle
is required to renew its CF after the expiry of the validity of its CF and it is renewed for
further subsequent 1 year at each time.
9.13.3.
a. The owner apply to the RA in specified forms (Form CFA or CFRA) along with RC, tax
token, insurance certificate and PUCC.
approval.
c. Inspection Fees as assessed by registration-dealing assistant and is collected by

d. RA ask to produce the vehicle for inspection on some specified date.
e. In case owner fails to produce the vehicle on the prefixed date, the owner will apply
for fixing further date with grounds to RA.
f. RA will fix further date subject to imposition of penalty. RA may exempt penalty on
certain cases having sufficient reasons.

g. Vehicle is inspected by Motor Vehicle Inspector (MVI/ Competent Authority) on date as

prefixed earlier and he submits report regarding conformity with RC and fitness of the
vehicle (in Form M.V.INS) or a report regarding defects of the vehicle with direction to
produce the vehicle further for inspection on within a specific date (in Form CFX).
h. The owner has to deposit inspection fees for any subsequent inspection.
<< process g and h repeats till the vehicle is declared fit by the MVI/ Competent Authority
>>
i. After approval of RA the documents are sent to registration section for Issue/renewal
of CF.
j. Grant or Renewal of CF fees and penalty (if any, 50% of CF fees and penalty as per
schedule E14, as applicable ) as assessed is collected by the cashier of registration
section.
k. Fresh/Renewed CF (form 38) and registration register (form 24) is prepared by

l. Fresh/Renewed CF certificate (form 38) and registration register (form 24) is signed
by RA.
m. Fresh/Renewed CF (form 38) is handed over to the owner by registration dealing

assistant.
9.13.4.
9.13.4. Designation of the person/Authority possessing
possessing legal Liability towards the
process
9.14.
9.14. Issue of Duplicate CF
CF (For Transport Vehicle only)
9.14.1.
9.14.1. Process/Function Name : Duplicate CF
9.14.2.
When the CF of a registered vehicle is reported to be lost, mutilated, torn or used-up,

duplicate CF is issued to the owner on application.

9.14.3.
a. The owner apply to the local RA office in specified forms (Form CFLD) along with CF (if
exists), Tax-token , insurance certificate and any document regarding loss of CF (copy
of diary and affidavit).
approval.
c. After approval of RA the vehicle is sent to registration section for issuing duplicate CF
d. Duplicate CF fees as assessed by registration-dealing assistant is collected by cashier

e. Duplicate CF (form 38 marked as DUPLICATE ) as per registration register (form 24) is

prepared by registration dealing assistant.
f. Duplicate CF and registration register (form 24) is signed by RA.
g. Duplicate CF is handed over to the owner by registration dealing assistant.
9.14.
9.14.4. Designation of the person/Authority
9.15
9.15 Cancellation and Restoration of CF
1. Process/Function Name : Cancellation and Restoration of CF
2. Process/Function Description :
In the event of the vehicle not complying with the provisions of Chapter VII of MV Act
1988 (related to technical parameter and fitness) the RA may cancel the CF. Subsequently,
if the related provisions of the Chapter VII of MV Act 1988 are complied with after
necessary repairing within 14 days, the cancelled CF may be restored.
3. Functions and Designation of the person responsible to carry out the process function

a. If the RA or any appropriate authority considers that at any point of time any vehicle
is not complying with the requirements of Chapter VII of MV Act 1988, he may issue
order for cancellation of valid CF of that vehicle. For this purpose if required RA may
ask for a reports from MVI/ Competent Authority.
b. A notice in Form CFC is issued to the RO informing the cancellation of CF and also fix
a date for re examination of the vehicle for restoration of CF.
c. If the canceling authority is other than the original RA, he will inform the fact to the
original RA.
d. Concerned registration dealing assistant will endorse the cancellation of CF in

Registration register (Form 24) and counter signed by RA.
e. If the vehicle is produced and passed within 14 days from the date of cancellation but
before the expiry of CF, the validity of CF is restored without realization of any fees.
f. Otherwise, process of renewal of CF is to be followed and double the CF fees will be

charged.
g. Fresh renewed CF (form 38) and registration register (form 24) is prepared by
h. Renewed CF certificate (form 38) and registration register (form 24) is signed by RA.
i. Renewed CF (form 38) is handed over to the owner by registration dealing assistant.
Liability
4. Designation of the person/Authority possessing legal Liabil ity towards the process
9.16 Temporary CF
1. Process/Function Name : Temporary CF
If owing to mechanical breakdown or otherwise, a vehicle lies outside the jurisdiction of

its RA, after the expiry of its CF, temporary CF may be issued by other RA (if the vehicle is

found fit to ply) for a period necessary for the vehicle for production to its original RA for
renewal of CF.
3. Functions and Designation of the person responsible to carry out

out the process function
a. The owner apply to the RA under whose jurisdiction the vehicle is lying for issuing
temporary CF stating the grounds along with RC, CF, tax token, insurance certificate
and PUCC.
approval.
c. Fees (Inspection and CF) as assessed by registration-dealing assistant and is collected

by cashier of registration section.
d. RA ask MVI/ Competent Authority to inspect the vehicle and to submit a report.
e. Vehicle is inspected by Motor Vehicle Inspector (MVI/ Competent Authority) on date as

prefixed earlier and he submits report regarding conformity with RC and fitness of the
vehicle (in Form M.V.INS) or a report regarding defects of the vehicle with direction to
produce the vehicle further for inspection on within a specific date (in Form CFX).
f. After approval of RA the documents are sent to registration section for Issue of
temporary CF (Form CF(1)) for a specific period.
g. Temporary CF (form CF(1)) and Temporary CF register is prepared by registration

dealing assistant.
h. Temporary CF and the said register are signed by RA.
i. Temporary CF is handed over to the owner by registration dealing assistant.
4. Designation of the person/Authority possessing legal Liability towards the process

9.17.
9.17. Issue
Issue of Particulars of Vehicle
1. Process/Function Name : Vehicle particulars
Any person, authority, agency can apply for the particulars / information regarding
registration, tax and insurance of a specific vehicle from the RA.
a. The applicant apply to the RA mentioning the reason .
b. The concerned dealing assistant verifies the records to check if any restraining order
against that vehicle is noted and then send to RA for approval.
c. After approval of RA the application is sent to the concern dealing assistant of the
registration section for preparation of the particulars subject to realization of
particular fees. Fees are exempted in case of Government and Statutory bodies.
d. Particular fees as assessed by registration-dealing assistant is collected by cashier of

e. Vehicle particulars as prescribed in rule 62 as per registration register (form 24) is

prepared by registration dealing assistant.
f. Particulars and registration register (form 24) is signed by RA.
g. Particulars is handed over to the applicant by registration dealing assistant.

9.18.
9.18. Suspension of Registration
Registration
1. Process/Function Name : Suspension of registration
If the RA has reason to believe that a registered vehicle is in a condition when the
registration of the vehicle is liable to be suspended in accordance with the provision of
the act, he may suspend the registration of the vehicle.
regarding illegal use of a vehicle or its unsafe condition for use in public place, the RA
will issue a show cause notice to the RO with a direction to appear for hearing on a
specific date.
b. If the RO does not appear on the date of hearing, RA may fix another date for hearing
with a direction to stop the operation of the vehicle by the RO until the hearing is over.
c. Concerned registration-dealing assistant is also directed to follow the direction above

and other appropriate authorities are also informed.
use of the as per the complaint or report above or if the RO does not appear at all for
hearing, RA may suspend the registration of the vehicle. Otherwise, the RA may allow
the use of the vehicle as usual.
e. The concern dealing assistant prepare the vehicle register (Form 24) according to the
direction of RA.
f. The Vehicle Register is signed by RA.
g. In case registration is suspended , direction is communicated to the RO with a further

direction to produce the RC in question for necessary endorsement. The other
appropriate authorities are also communicated.
h. After production the RC in question by the RO, necessary endorsement on RC


i. The endorsed RC is signed by RA.
9.19
9.19.
19. Cancellation of Registration
1. Process/Function Name : Cancellation of registration
If the RO of the vehicle is reported regarding destruction or permanently incapable of use

of the vehicle or removal of the vehicle out of India permanently or in case suspension of
a registration continues for not less than six months without interruption, RA may cancel
the registration.
a. (1) The RO intimates the RA about the fact related to the points as noted above, and
applies for cancellation of registration along with the RC of the vehicle.
(2) The RA is satisfied that the registration of the vehicle was suspended earlier and is
being continued for not less than six months without interruption.
b. In case of (a1) RA may pass an order for examination of the vehicle by an appropriate
authority and ask for a report.
c. In case (a1) after examination the RA may cancel the registration after giving the RO
the opportunity of making representation if he wish to make. In case (a2) RA may pass
order of Cancellation
d. Concerned registration-dealing assistant is directed to follow the direction above and

other appropriate authorities are also informed.
e. The concern dealing assistant prepare the vehicle register (Form 24) according to the
direction of RA.
f. The Vehicle Register is signed by RA.

g. In case registration is cancelled, direction is communicated to the RO with a further

direction to produce the RC in question for necessary endorsement. The other
appropriate authorities are also communicated.]
h. After production the RC in question by the RO, necessary endorsement on RC

i. The endorsed RC is signed by RA.
4. Designation of the person/Authority

9.20.
9.20. Stolen vehicle Register
1. Process/Function Name: Stolen Vehicle Register
2. Process/Function Description:
According to the provision of the MV Act the stolen vehicle register is maintained by the RA
where the vehicle is presently registered.
a. The owner informs RA regarding the fact of the above along with all supporting
documents including FIR. In other case appropriate authority such as Police Section
may also inform RA regarding the above matter based on the complaints receive by
them.
b. The concerned dealing assistant verifies the paper documents and sends to RA for
necessary action.
c. RA orders for noting the fact into the stolen vehicle register as well as in the vehicle
register (Form 24).
d. Concern dealing assistant prepares the stolen register and vehicle register accordingly
and sends to RA.

e. RA signs on the endorsed stolen register as well as in the vehicle register. He

communicates the fact to all the sections of the department directing to stop any kind
of transaction on that vehicle until the vehicle is reported recovered.
f. If report on recovery is informed by the owner and/or Police section, RA directs the
concern dealing assistant to verify the papers related to the recovery of the vehicle
and to make necessary endorsement in the stolen register and vehicle register.
g. Concern dealing assistant prepares the stolen register and vehicle register accordingly
and sends to RA.
h. RA signs on the endorsed Stolen register and vehicle register.
i. RA communicates the fact to all the sections of the department directing to start
transaction on that vehicle.
9.21.
9.21. Issue of Letter of Authority for Authorised Testing Station (for Issuing or
Renewing CF)
1. Process/Function
Process/Function Name: Issue or Renewal of LA for ATS
According to the provision of the MV Act 1988, any appropriate agency other than RA may be
authorized for issue/renewal of CF. For this purpose such agency shall have to obtain a Letter of
Authority from the RA of the jurisdiction.
a. The agency applies to the local RA office in the specified forms (Form 40) along with
documents as mentioned in the form for issue or renewal for LA for ATS.
b. The concerned dealing assistant verifies the paper documents and sends to RA for
approval.

c. RA will cause necessary verification and enquiry on the points related to approval for
issue or renewal such letter of authority.
d. RA orders for issue or renewal of letter of Authority to the agency.
e. Prescribed fee and security deposit (in case of Issue only) as assessed by the
registration dealing assistant is collected by the cashier of the registration section.
f. Letter of Authority (Form 39) and Letter of Authority Register is prepared by the
registration dealing assistant and signed by RA.
g. LA for ATS is handed over to the dealer by registration dealing assistant.
9.22.
9.22. Suspension / Cancellation of Letter of Authority for Authorized Testing
Station (for Issuing or Renewing
Renewing CF)
1. Process/Function Name : Suspension / Cancellation LA for ATS
If the RA has reason to believe that the LA for ATS held by any agency has not been used
in accordance with law he may suspend or cancel the LA for ATS.
3. Functions and Designation

Designation of the person responsible to carry out the process function
regarding wrongful use of LA for ATS by any agency under the jurisdiction, the RA will
issue a show cause notice to the agency with a direction to appear for hearing on a
specific date.
b. If the agency does not appear on the date of hearing, RA may fix another date for
hearing with a direction to stop the operation of ATS by that agency until the hearing
is over.

c. Concerned registration-dealing assistant is also directed to follow the direction above.
use of ATS as per the complaint or report above or if the agency does not appear at all
for hearing RA may suspend or cancel the ATS held by that agency as the case may be.
RA may pass order for forfeiture of security deposit against that ATS. Otherwise, the
RA may allow the use of ATS as usual.
e. The concern dealing assistant prepare the ATS register according to the direction of
RA.
f. The ATS Register is signed by RA.
g. In case ATS is suspended or cancelled and/or forfeiture of security deposit, direction

is communicated to the agency with a further direction to produce the ATS in question
for necessary endorsement.
h. After production the ATS in question by the agency, necessary endorsement on ATS
i. The endorsed ATS is countersigned by RA.
9.23.
9.23. Issue of Duplicate LA for ATS
1. Process/Function Name : Duplicate ATS
When a ATS held by a agency is reported to be lost, mutilated or torn, a duplicate ATS is
issued to the Agency on application.
a. The Agency apply to the RA in specified form (Form 39) along with ATS (if exists)
and any document regarding loss of ATS (copy of diary and affidavit).

approval.
c. After approval of RA the document is sent to the concern registration dealing assistant
for issuing duplicate ATS.
d. Duplicate ATS fees and as assessed by registration-dealing assistant is collected by

e. Duplicate LA for ATS (form 39) as per LA for ATS register is prepared by registration
dealing assistant.
f. Duplicate ATS and ATS register is signed by RA.
g. Duplicate ATS is handed over to the agency by registration dealing assistant.
9.24 Taxation of Temporary registered vehicle
1. Process/Function Name : Taxation of Temporary registered vehicle
The vehicle registered temporarily needs to pay tax for the period of temporary
registration. Tax includes tax, additional tax, special tax and dealer tax as applicable.
(e.g.Inspector, Dealing Assistant etc)
a. If temporary registration of a vehicle or its renewal is allowed by RA the owner of the

vehicle will apply in specified form (tax declaration form) to pay tax to the taxing
officer.
b. The tax due along with penalty, if any, will be assessed by the concern tax Dealing
Assistant and to be approved by Taxing officer.

c. Tax and penalty (if any) as assessed by tax- Dealing Assistant is collected by cashier
of tax section and tax token is prepared.
d. The tax particulars are to be noted in Tax Demand Register (TDR) for temporary
registered vehicle.
e. Tax token particulars are to be endorsed on the temporary registration document by

the cashier for issuing temporary registration certificate by the registration- Dealing
Assistant.
f. The tax token duly signed by cashier and handed over to the applicant.
Taxing officer
9.25 Taxation of Newly registered vehicle or change of address vehicle
1. Process/Function Name : Taxation of newly registered vehicle or change of address

vehicle (first time tax realization)
The vehicle newly registered needs to pay tax for the period as applicable ( quarterly for
transport, one time (for 5 years) for non-transport other than two wheeler and one time
for two wheelers (15 years). However, owner may be allowed to pay annual tax for
transport vehicle with 5% rebate. Tax includes tax, additional tax, special tax and dealer
tax as applicable.
3. Functions and Designation

Designation of the person responsible to carry out the process function
a. If newly registration of a vehicle is allowed by RA the owner of the vehicle will apply in
specified form (tax declaration form) to pay tax to the taxing officer.
b. In case of non-transport vehicle coming from other state on change of address the
owner of the vehicle applies to the taxing officer in the specified form along with a
declaration regarding date of entry supported by the necessary documents to be taken

as the tax due date. In case of transport vehicle, coming from other state tax is to be
realized from the date of NOC or date of entry as the case may be.
c. Taxing officer may pass an order to fix the tax due date on the basis of the documents
produced in case of (b). If the documents produced are not satisfactory to the taxing
officer, he may pass an order to realize tax for one year from the date of application
along with tax with 100% penalty for one year preceding to the date of application.
d. In accordance with the order passed by the taxing officer, the tax due along with
penalty, if any, will be assessed by the concern tax Dealing Assistant and to be
approved by Taxing officer.
e. Tax and penalty (if any) as assessed by tax-Dealing Assistant and is collected by
cashier of tax section and tax token is prepared.
f. The tax particulars is to entered in the tax demand register by tax Dealing Assistant
g. Tax token particulars are to be endorsed on the registration document by the cashier
for issuing registration certificate by the registration-Dealing Assistant.
h. The tax token duly signed by cashier and handed over to the applicant.
Taxing officer
9.26
9.26 Taxation of already registered vehicle
1. Process/Function Name : Taxation of already registered vehicle
The vehicle already registered needs to pay tax for the period as applicable ( quarterly for
transport and annual for non-transport). However, owner may be allowed to pay annual
tax for transport vehicle with 5% rebate. Tax includes tax, additional tax, special tax as
applicable except dealer tax.

a. The owner of the already registered vehicle will apply in specified form (tax declaration
form) along with the previous tax token, in original to pay tax to the taxing officer.
b. The concern tax-Dealing Assistant will verify the tax particulars with the help of Tax
Demand Register (TDR)
c. The concern tax-Dealing Assistant will verify the validity of insurance of the vehicle.
d. The tax due along with penalty, if any, will be assessed by the concern tax Dealing
Assistant and to be approved by Taxing officer.
e. Tax and penalty (if any) as assessed by tax-Dealing Assistant and is collected by
f. The tax particulars is to entered in the tax demand register by tax Dealing Assistant
g. The tax token duly signed by cashier and handed over to the applicant.
Taxing officer
9.27 Tax demand Notice
1. Process/Function
Process/Function Name : Issue of demand notice
If the tax against registered vehicle is found due, the taxing officer may serve a demand
notice to the RO asking to deposit the due amount within a specified time period. Failing
which the dues may be recovered in the same manner as an arrear of land revenue.
a. At the end of every calender month the taxing officer may direct the tax Dealing
Assistant to make a list of the vehicles which are found defaulter in payment of tax
and also to assess the due tax and penalty against each of such vehicle. He also
directs the tax Dealing Assistant to prepare demand notice against each of those
vehicles in the prescribed form claiming the dues.

b. The concern tax-Dealing Assistant will prepare statement and the notices accordingly
and submit before taxing officer for further order.
c. The taxing officer will sign the notices and directs to issue those to the ROs’. Copies
of notices are also endorsed to the enforcement section and other appropriate
authorities with a direction to take necessary action against those vehicles.
d. The concern tax-Dealing Assistant will issue the letters with specific memo numbers
and endorse the fact of issuance of tax demand notice in the TDR against each of such
vehicles.
Taxing officer
9.28 Tax on seized vehicle
1. Process/Function Name : Taxation of seized vehicle
If a vehicle is seized by any authority for non payment of tax, the vehicle can not be
released by that authority until the taxing officer is satisfied that the tax due against that
vehicle has been paid.
If the tax due against such vehicle is not paid within 30 days from the date of seizure, the
taxing officer shall recover the amount by selling the vehicle in public auction unless
aggregate amount is paid within further 15 days.
The vehicle may be released after 45 days from the date of seizure, if the RO pays
agreement amount and 20% of aggregate amount as administrative cost.
Tax includes tax, additional tax, special tax as applicable except dealer tax for other than
unregistered vehicles.

a. The authority seizing the vehicle for non payment of tax informs the taxing officer
regarding such seizure in details.
b. The taxing officer directs the tax Dealing Assistant to assess the tax due (if any)
c. If no tax is found due against the vehicle, the taxing officer informs the seizing
authority accordingly.
d. If found tax due, the concern tax-Dealing Assistant will assess the tax and penalty due
accordingly and send to taxing officer for taking further action.
e. The taxing officer issues a notice to the RO of the vehicle demanding the Tax and
penalty as assessed with a copy forwarded to the seizing officer for taking further
action.
f. The RO intends to pay the dues and submits duly filled up declaration form.
g. Tax Dealing Assistant will assess the dues on the basis of date of payment.
h. Dues are collected by cashier of tax section and tax receipt is prepared.
i. The tax particulars is to entered in the tax demand register by tax Dealing Assistant
j. The tax token duly signed by cashier and handed over to the applicant.
k. The fact of clearance of tax by the RO is intimated to the seizing officer for taking
necessary action. Copy of intimation is endorsed to RO.
l. If the dues is realized by the taxing officer under whose jurisdiction the vehicle was
seized, he will inform the fact to the original taxing officer.
m. On receipt of such information the original taxing officer will endorse the tax
particulars in the TDR.
n. If the RO fails to make payment of the dues within the stipulated period, the taxing
officer under whose jurisdiction the vehicle was seized takes necessary action to sell
the vehicle in auction.
o. After auction, the dues (aggregate amount) is recovered from the sell proceeds and
from the rest amount dues by any financer of the vehicle or any other authority to be
paid if claimed and established. The rest amount is repaid to the RO. If the RO is not

available for making such repayment, the balance amount will be forfeited to the state
government after three years.
p. All the necessary endorsement are to be done in the TDR and Vehicle register by the
concern Dealing Assistants and signed by the taxing officer and RA.
q. The vehicle sold by such auction is free from any encumbrances and may be registered
as a vehicle sold under public auction in favor of the purchaser.
4. Designation of the person /Authority, possessing legal Liability towards

towards the process
Original Taxing officer/ Taxing officer under whose jurisdiction the vehicle was seized.
9.29 Realization
Realization of difference of tax
1. Process/Function Name : Difference of Tax
In case a registered vehicle is altered or converted in such a manner that the rate of tax
differs from the rate of tax paid earlier, difference of tax for the period from the date of
such alteration or conversion to the date up to which tax is paid is to be realized.
3. Functions
Functions and Designation of the person responsible to carry out the process function
a. If the prayer for alteration / conversion of a vehicle is allowed by RA and the rate of
tax differs as stated above, the owner intends to pay the difference of tax due by
submitting a declaration form duly filled along with the alteration/conversion facts.
Demand Register (TDR) and also the fact alteration / conversion from the registration
section.
c. The concern tax-Dealing Assistant will verify the validity of insurance of the vehicle.
d. The difference of tax due along with penalty, if any, is assessed by the concern tax
Dealing Assistant and to be approved by Taxing officer.

e. Difference of Tax and penalty (if any) as assessed by tax-Dealing Assistant is collected
by cashier of tax section and tax receipt is prepared.
f. The tax particulars is to be entered in the tax demand register by tax Dealing
Assistant
g. The tax receipt duly signed by cashier and handed over to the applicant.
Taxing officer
9.30 Taxation of Vehicles of other state and entering into this state with /
without a temporary permit (Transport Vehicle)
1. Process/Function Name : Taxation against temporary permit from other state
The vehicle already registered in other state and entering into this state on the basis of a
temporary permit issued by that state is liable to pay tax for the period of the validity of
the temporary permit.
If such vehicle does not have any valid permit for this state the owner is liable to pay tax
with 100% penalty for a period of 17 weeks retrospective from the date of interception by
the enforcement wing.
Tax includes tax, additional tax, special tax as applicable except dealer tax.
No tax to be charged on such vehicle if covered by national permit with authorization for
this state.
a. The owner of such vehicle applies suo moto in specified form (tax declaration form)
along with the temporary permit to pay tax to the taxing officer at the check post or of

the district for entrance. In such case usual penalty will be charged only in case of
delayed payment taking the start date of permit as the due date for tax.
On the other hand the enforcement section for non-payment of tax intercepts such
vehicle, 100 % penalty will be charged on tax due.
b. The concern tax-Dealing Assistant will assess the tax and penalty due accordingly and
send to taxing officer for approval.
c. Tax and penalty (if any) as assessed by tax-Dealing Assistant and is collected by
d. The tax particulars is to entered in the register by tax Dealing Assistant
e. The tax token duly signed by cashier and handed over to the applicant.
4. Designation of the person /Authority, possessing legal Liability towards the process
Taxing officer of check post or taxing officer of the jurisdiction where the vehicle was
intercepted.
9.31 Taxation of vehicle of other state entering into this state (Non-
(Non-Transport
Vehicle)
1. Process/Function Name : Taxation non transport vehicle of other state
A non transport vehicle already registered in other state and entering into this state is
liable to pay tax for the period of its use or kept for use in this state.
Tax includes tax, additional tax, special tax as applicable except dealer tax.
(e.g.Inspector, Dealing Assistant
Assistant etc)
a. The owner of such vehicle informs the local taxing officer regarding use or keeping
for use of such vehicle for any certain period and applies suo moto in specified form
(tax declaration form) along with the proof / document of date of entry into this state,

to pay tax. In such case tax will be realized with usual penalty (if any) from the date of
entry into the state (FT Form)
On the other hand if the enforcement section intercepts such vehicle for using it
without payment of tax in this state, tax for one year retrospective from the date of
interception with 100 % penalty in addition to tax for one year from the date of
interception will be charged.
b. The concern tax-Dealing Assistant will assess the tax and penalty due accordingly and
send to taxing officer for approval.
c. Tax and penalty (if any) as assessed by tax-Dealing Assistant and is collected by
d. The tax particulars is to be entered in the register by tax Dealing Assistant

4. Designation of the person /Authority, possessing legal Liability towards the process
Taxing officer of check post or taxing officer of the jurisdiction where the vehicle was
intercepted.
9.32
9.32 Cancellation of token
1. Process/Function Name : Cancellation of Tax Token
Due to operational mistake if a tax token is issued wrongly the said token is to be
cancelled and necessary endorsement is to be made in the cash register as well as token
register.
a. If the owner of a vehicle brings in the notice of the taxing officer that the tax token
issued to him against payment of tax contains wrong entries (vehicle number, period,
amount etc.), Taxing officer asks the concerned tax-Dealing Assistant for verification
and report if only the fact was brought to notice on the date of payment.

b. The tax-Dealing Assistant verifies and submits a report.
c. If satisfied, the taxing officer will pass an order for cancellation of the said tax token
with necessary endorsement in the cash register and the token register by the cashier
of tax section.
d. Tax section cashier complies the order of taxing officer.
e. The owner of the vehicle is asked to pay tax further.
Taxing officer
9.33 Issue of
of Duplicate Tax
Tax Token
1. Process/Function Name : Duplicate Tax Token
When the Tax Token of a registered vehicle is reported to be lost, mutilated, torn
duplicate Tax Token is issued to the owner on application.
h. The owner apply to the taxing Officer in along with copy of the token (if available),
insurance certificate and any document regarding loss of Token (copy of diary and
affidavit).
i. The concerned Dealing Assistant verifies the paper document and the tax demand
register and send to taxing officer for approval.
j. After approval of taxing officer pass order to the tax section for issuing duplicate Tax
Token
k. Duplicate Tax Token fees as assessed by tax-Dealing Assistant is collected by

cashier of tax section.
l. Duplicate tax token (marked as DUPLICATE ) as per tax demand register is prepared
by tax Dealing Assistant.

m. Duplicate Tax Token and tax demand register is signed by taxing officer.
n. Duplicate tax token is handed over to the owner by tax Dealing Assistant.
Taxing Officer
9.34 Collection of tax

tax on specific order
1. Process/Function Name : Taxation of already registered vehicle
Normally tax is collected at the rate prescribed under the relevant Acts (Tax Act,
Additional Tax Act etc.). But in some cases, tax at special rate (as ordered by appropriate
authority, court of law etc.) are to be realized against some specific vehicles. Tax includes
tax, additional tax, special tax as applicable except dealer tax.
a. The owner of the already registered vehicle will apply in specified form (tax declaration
form) along with the previous tax token (counter part), in original to pay tax to the
taxing officer with a special request to assess tax as per the order of appropriate
authority or court of law. Copy of the order is to be enclosed.
Demand Register (TDR)
c. The concern tax-Dealing Assistant will verify the validity of insurance of the vehicle
and submits the documents to TO for order.
d. If satisfied, Taxing Officer (TO) passes the order to assess the tax as per the order
enclosed.
e. The tax due along with penalty, if any, at the rate as specified in the order will be
assessed by the concern tax Dealing Assistant and to be approved by Taxing officer.

f. Tax and penalty (if any) as assessed by tax-Dealing Assistant is collected by cashier
of tax section and tax token is prepared.
g. The tax particulars as well as the contents of the order is to be entered in the tax
demand register by tax Dealing Assistant
4. Designation of the person/Authority possessing

possessing legal Liability towards the process
Taxing officer
9.35 Exemption Tax
1. Process/Function Name : Exemption Tax of newly registered/already registered vehicle

(Standard exemption, special exemption, part exemption)
2. Process/Function Description
Description :
Normally any vehicle newly registered/ already registered needs to pay tax for the period
as applicable. In terms of notification number 7964 –WT/6M/37/89 dated 7.7.89 vehicle
owned by some particular authority / institution / owner are exempted from payment of
tax. Apart from that the government may pass order from time to time to exempt tax
against any specific vehicle. Tax includes tax, additional tax, special tax and dealer tax as
applicable.
In some specific cases only additional tax is exempted but tax is to be realized as ordered
the government.
a. In case of a newly registration vehicle owned by any authority / institution / owner as

mentioned in the above noted notification, the question of realization of tax does not
arise. In case of newly/already registered vehicle, the owner apply to the taxing officer
for exemption of tax along with the copy of necessary order pass by the government
in this regard.

b. TO issue order to the tax to assess the tax or additional tax as may be applied as per
the order of the government or exempt the tax as whole as the case may be.
c. Tax or additional tax as per order is assessed by tax Dealing Assistant and collected
by the tax cashier
d. In case of such vehicle a tax exemption certificate is prepared by the tax Dealing
Assistant in accordance with the order.
e. The tax particulars and/or exempted details is to be entered in the tax demand
register by tax Dealing Assistant
f. The tax exemption certificate is signed by TO.
g. Tax token particulars and/or exempted details are to be endorsed on the registration
document by the cashier for issuing registration certificate by the registration-Dealing
Assistant in case of newly registered vehicle.
h. The tax token duly signed by cashier and tax exemption certificate are handed over to
the applicant.
Taxing officer
9.36 Non-
Non-use of vehicle and remission of tax
1. Process/Function Name : Non-use of vehicle and remission of tax
Normally any vehicle newly registered/ already registered needs to pay tax for the period
as applicable. But if a vehicle is reported to not be used or kept for use for a complete
calender month on public roads, the taxing officer if satisfied may refund or remit the
owner 1/12th of the annual tax for every calender month for the period for which the
vehicle was actually not used.

a. 1. The owner of a registered vehicle informs the taxing officer that the vehicle is not
being used from a certain date for some certain cause and also surrenders the RC, Tax
Token, CF and Permit (for Transport Vehicle) of the vehicle with that application. The
owner has to inform about the premises where the vehicle is kept idle.
2. In some cases where the owner is not in a position to inform the taxing officer
regarding non use of vehicle in advance ( due to seizure of vehicle of certain authority
or detention of vehicle by certain agency under court order etc.) the owner may apply
to the taxing officer for remit or refund of tax for that particular period of idleness on
the basis of orders/documents in relation to such special cases.
b. The tax Dealing Assistant verify the paper documents and submits to taxing officer for
passing necessary order.
c. In case of (a1) if tax is due on the date of application, TO passes an order to clear the
arrear of tax first.
In case of (a2) if from the date of such non use tax was due, TO passes an order to
clear the arrear of tax first.
d. The tax Dealing Assistant assess the arrear of tax with penalty (if any) and is collected
by the cashier of the tax section.
e. The tax Dealing Assistant endorse the payment of tax in the TDR and submit the
surrender application with current tax token before TO.
f. In case of (a1) TO passes an order to verify the content of the prayer by

MVI/Competent Authority.
g. In case of (a1), MVI/Competent Authority will verify physically the idleness of the
vehicle at the above noted premises as intimated and submit a report to TO.
h. If satisfied, TO passes an order to accept the non-use of vehicle and to make

necessary endorsement in the tax demand register against the said vehicle.
i. Tax Dealing Assistant endorse the surrender notice against the said vehicle in the
TDR.
j. In case of (a1) or in case of (a2) where the vehicle is still under non use, TO passes an
order to keep periodical vigil by MVI/Competent Authority on proposed idleness of the
vehicle.

k. MVI/Competent Authority will submit periodical reports regarding idleness.
l. IF MVI/Competent Authority does not ascertain idleness of the vehicle in his report,
taxing officer may issue order directing the owner to pay tax with penalty immediately
from the date as the case may be with reference to case (a1) or (a2).
m. If MVI/Competent Authority ascertain idleness and the owner applies for withdrawal of
surrender with an intension to ply the vehicle, taxing officer may pass an order to the
owner to pay the tax from the date of such withdrawal.
n. The tax Dealing Assistant assess the tax and penalty (if any ) and the cashier of tax
section collects the tax.
o. The tax token along with the surrender documents is placed before TO for approval
p. Tax token particulars and/or withdrawal details are to be endorsed on the TDR by the
taxing Dealing Assistant and signed by the taxing officer.
q. The tax token and other surrendered documents are handed over to the owner.
Taxing officer
9.37 Issue of National Permit (Goods

(Goods Carriage)
Carriage) / Tourist Permit (Tourist Vehicle)
Vehicle)
1. Process/Function Name : Issue of National Permit / Tourist Permit (Permanent Permit)
For the purpose of encouraging long distance road transport or promotion of tourism, the
permit issued to goods carriage or tourist vehicle as the case may be, for a number of
states is known as national permit or tourist permit. No national permit or tourist permit
is operative until it is supplemented with a valid Authorization for at least a number of
contiguous states (four in case of national permit and three in case of tourist permit)
including the home state (Issuing state)
(e.g. Inspector,
Inspector, Dealing Assistant etc)

a. The applicant deposits the application fees assessed by the permit Dealing Assistant
to the cash section
b. Cashier issue receipt of deposition of application fees.
c. The Applicant deposits security deposit against the treasury-challan passed by the
permit Dealing Assistant at the designated bank.
d. The owner of the vehicle applies to the STA/RTA in prescribed form (Form 48 for
national permit and form 45 in case of tourist permit) for issuing National Permit or
tourist permit against that vehicle along with prescribed documents and documents
regarding deposition of application fee and security deposits.
e. Permit Dealing Assistant verifies the paper document and sends to Secretary STA/RTA
for necessary action.
f. If Secretary STA/RTA is empowered to issue National Permit/Tourist Permit, he may

pass order for grant or refusal of permit by himself under certain conditions.
g. Otherwise, if deemed fit, Secretary STA/RTA passes order to include the matter in the
agenda of the next meeting of the STA/RTA.
h. RTA/STA takes its decision on that said application in the meeting
i. If STA/RTA refuses to grant permission, such refusal with grounds are to be noted in
the minutes of the meeting.
j. Secretary STA/RTA will communicate the decision of refusal to the applicant.
k. If STA/RTA has decided to grant permit or if decided by himself as the case may be,
Secretary RTA/STA communicates the order to the applicant and directs him to deposit
the necessary permit fees and place the vehicle as prescribed by RTA/STA, within a
certain date to obtain the permit as applied for.
l. If applicant fails to place the vehicle within the specified period, he may apply to
Secretary STA/RTA for extension of time for placement of the vehicle.
m. Secretary STA/RTA may extend the time as prayed for in accordance with the decision
of STA/RTA.

n. If the applicant fails to place the vehicle at all within the specified time or extended
time, STA/RTA may consider to cancel the prayer for granting permit.
o. If STA/RTA decides to cancel the prayer for grant of permit under the above
circumstances, Secretary STA/RTA will inform the decision to the applicant.
p. The applicant places the vehicle along with relevant documents before the secretary
STA/RTA as directed.
q. Secretary STA/RTA may pass order to MVI/Competent Authority to inspect the vehicle
to check that the conditions for granting permit as laid down by RTA/STA has been
complied with.
r. MVI or the Competent Authority officer submits report accordingly
s. If the report is not satisfactory, secretary STA/RTA may direct the applicant to produce
another vehicle with proper specification within a specified time.
t. After getting the satisfactory report on the vehicle Secretary RTA/STA passes order to
issue the permit according to the relevant resolution.
u. Permit fees as assessed by permit Dealing Assistant is collected by the cashier from
the applicant against receipt and such collection of permit fees to be endorsed on the
application by cashier.
v. Permit Dealing Assistant prepare the Permit ( form not prescribed, practice of
following old form (NPPuC) is being continued) and permit register with all necessary
correct entries according to the resolution of STA/RTA and send to Secretary STA/RTA
for passing further order.
w. Secretary RTA/STA directs the permit Dealing Assistant to check if the process of
issuing relevant authorization has been completed
x. Permit Dealing Assistant submits the National Permit/Tourist Permit and Authorisation
for signature
y. Secretary STA/RTA signs on the National Permit/Tourist Permit, Authorisation and

permit register and send to the permit Dealing Assistant.
z. National Permit/Tourist Permit and Authorization is handed over to the applicant by

the Permit Dealing Assistant.

Secretary STA/RTA
9.38 Issue of Authorization of a National Permit (Goods Carriage) /Tourist Permit

(Tourist Vehicle)
1. Process/Function Name : Issue of Authorisation
No national permit/Tourist Permit is operative until it is supplemented with a valid

authorization for at least four(for NP)/three (for Tourist Permit) contiguous states
including the home state (Issuing state) issued against the payment of composite fees for
those states.
to the cash section
c. The owner of the vehicle applies to the STA/RTA in prescribed form (Form 46) for
issuing Authorisation against the National Permit/Tourist Permit issued in favour of
that vehicle along with prescribed documents and documents regarding deposition of
application fee and bank drafts for payment of composit fees against the reciprocating
states mentioned in the application.
d. Permit Dealing Assistant verifies the paper document and sends to Secretary STA/RTA
for necessary action along with the documents related to issue of National
Permit/Tourist Permit against that vehicle.
e. If deems fit, Secretary STA/RTA passed order to issue Authorization accordingly on

realization of necessary fees.

f. Authorization Fees and penalty (if any) as assessed by permit Dealing Assistant is
collected by the cashier from the applicant against receipt and such collection of
Authorization fees, to be endorsed on the application by cashier.
g. Permit Dealing Assistant prepare the Authorization (form 47) and authorization
register with all necessary correct entries regarding the states and corresponding bank
drafts and send both National Permit /Tourist Permit and Authorisation and the
corresponding registers to Secretary STA/RTA for signature.
h. Secretary STA/RTA signs on both the National Permit /Tourist Permit and
Authorisation and corresponding registers and send to the permit Dealing Assistant.
i. National Permit/Tourist Permit and Authorization is handed over to the applicant by

the Permit Dealing Assistant.
Secretary STA/RTA
9.39 Inclusion of state in Authorization of a National Permit (Goods Carriage)

/Tourist Permit (Tourist Vehicle)
1. Process/Function
Process/Function Name : Inclusion of States (National Permit/Tourist Permit)
If the holder of a National Permit/Tourist Permit intends to include any other state
contiguous to the states already mentioned in the authorization for operation, on
application, the necessary endorsement of the state/states is done.
a. The holder of the permit applies to the STA/RTA in prescribed form (Form not
prescribed) for inclusion of any other state/states contiguous to the states already
mentioned in the authorization for operation along with National Permit/Tourist
Permit, authorization and other necessary documents and bank draft/drafts for
payment of composite fees against the reciprocating state/states to be included in the
authorization.

b. Permit Dealing Assistant verifies the paper document and sends to Secretary STA/RTA
c. If deems fit, Secretary STA/RTA passes order to include the state/states in question in
the Authorization accordingly on realization of necessary fees.
d. Inclusion fee as assessed by permit Dealing Assistant is collected by the cashier from
the applicant against receipt and such collection of fees, to be endorsed on the
application by cashier.
e. Permit Dealing Assistant endorse the state/states in the Authorization (form 47) and
authorization register with all necessary correct entries regarding the states and
corresponding bank drafts and send the Authorisation and the corresponding register
to Secretary STA/RTA for signature.
f. Secretary STA/RTA signs on both the Authorisation and corresponding register and
send to the permit Dealing Assistant.
g. National Permit/Tourist Permit and Endorsed Authorization is handed over to the

applicant by the Permit Dealing Assistant.
Secretary STA/RTA
9.40 Issue of Stage Carriage Permit (Passenger)

(Passenger)
1. Process/Function Name : Issue of Stage Carriage Permit (Permanent Permit)
No Stage Carriage can be used on any specific route if it is not covered with a valid permit
from the appropriate authority. State Transport Authority (STA) and Regional Transport
Authority (RTA) are the appropriate authorities to issue permit. The operation of stage
carriage should be according to the time table and fare table approved by issuing
authority and attached to the permit as a condition. If the route or area of the permit
covers beyond the region of the issuing authority, it requires the counter signature of the
permit by the other RTA involved. Permits issued by STA does not require any counter
signature.

to the cash section
d. The owner of the vehicle applies to the STA/RTA in prescribed form (Form I or IA) for
issuing Stage Carriage permit against that vehicle along with prescribed documents
and documents regarding deposition of application fee and security deposits. The
route in which the applicant wants to ply must be mentioned clearly in the application.
f. If deemed fit Secretary STA/RTA passes order to include the matter in the agenda of
the next meeting of the STA/RTA.
g. RTA/STA takes its decision on that said application in the meeting
h. If STA/RTA refuses to grant permission such refusal with grounds are to be noted in
i. Secretary STA/RTA will communicate the decision of the STA/RTA to the applicant.
j. If STA/RTA has decided to grant permit, Secretary RTA/STA communicates the order
to the applicant and directs him to deposit the necessary permit fees and place a
vehicle as prescribed by RTA/STA, within a certain date to obtain the permit as applied
for.
k. If applicant fails to place the vehicle within the specified period, he may apply to

l. Secretary STA/RTA may extend the time as prayed for in accordance with the decision
of STA/RTA.
m. If the applicant fails to place the vehicle at all within the specified time or extended
n. If STA/RTA decides to cancel the prayer for grant of permit under the above
circumstances, secretary STA/RTA will inform the decision to the applicant.
o. The applicant places the vehicle along with relevant documents before the secretary
p. Secretary STA/RTA may pass order to MVI or Competent Authority to inspect the
vehicle to check that the conditions for granting permit as laid down by RTA/STA has
been complied with.
q. MVI or the /Competent Authority submits report accordingly
r. If the report is not satisfactory, secretary STA/RTA may direct the applicant to produce
s. After getting the satisfactory report on the vehicle Secretary RTA/STA passes order to
t. Permit fees and counter signature fees (if any) as assessed by permit Dealing Assistant
is collected by the cashier from the applicant against receipt and such collection of
permit fees to be endorsed on the application by cashier.
u. Permit Dealing Assistant prepare the Permit (form V or VA) and permit register with all
necessary correct entries according to the resolution of STA/RTA and send to
Secretary STA/RTA for signature.
v. Secretary STA/RTA signs on the Permit and permit register and send to the permit
Dealing Assistant.
w. If the permit is liable to be counter signed by other RTA, Secretary RTA will send the
Permit to that RTA for counter signature and fees are realised.
x. Counter signature is done by other RTA (If required) and sends back the permit to the
issuing authority

y. Permit Dealing Assistant will endorse the fact of counter signature in the permit
register and permit register is signed by Secretary RTA
z. Permit is handed over to the applicant by the Permit Dealing Assistant.

Secretary STA/RTA
9.41 Issue of Contract Carriage Permit (Passenger)

(Passenger) / Private Service Vehicle
Permit (Staff)
(Staff)/
taff)/ Goods Carriage Permit
Permit (Goods)
1. Process/Function Name : Issue of Permit (Contract carriage/ PRSV/Goods Carriage)
No Contract Carriage/Private Service Vehicle (PRSV) /Goods Carriage can be used in public
place if it is not covered with a valid permit from the appropriate authority. State
Transport Authority (STA) and Regional Transport Authority (RTA) are the appropriate
authorities to issue permit. Save in the case of goods carriage permit, if the route or area
of the permit covers beyond the region of the issuing authority, it requires the counter
signature of the permit by the other RTA involved. Permits issued by STA does not require
any counter signature.
to the cash section
d. The owner of the vehicle applies to the STA/RTA in prescribed form (Form II and IIA in
case of contract carriage and Form XIII in case of PrSV and Form III n case of Goods
Carriage) for issuing Contract Carriage/Private Service Vehicle (PrSV) permit against
that vehicle along with prescribed documents and documents regarding deposition of
application fee and security deposits.

f. If Secretary STA/RTA is empowered to issue National Permit/Tourist Permit, he may

pass order for grant or refusal of permit by himself under certain conditions.
g. Otherwise, if deemed fit, Secretary STA/RTA passes order to include the matter in the
h. RTA/STA takes its decision on that said application in the meeting
i. If STA/RTA refuses to grant permission such refusal with grounds are to be noted in
j. Secretary STA/RTA will communicate the decision of the STA/RTA to the applicant.
k. If STA/RTA has decided to grant permit or if decided by himself as the case may be,
Secretary RTA/STA communicates the order to the applicant and directs him to deposit
the necessary permit fees and place the vehicle as prescribed by RTA/STA, within a
certain date to obtain the permit as applied for.
l. If applicant fails to place the vehicle within the specified period, he may apply to
m. Secretary STA/RTA may extend the time as prayed for in accordance with the decision
of STA/RTA.
n. If the applicant fails to place the vehicle at all within the specified time or extended
o. If STA/RTA decides to cancel the prayer for grant of permit under the above
circumstances, secretary STA/RTA will inform the decision to the applicant.
p. The applicant places the vehicle along with relevant documents before the secretary
q. Secretary STA/RTA may pass order to MVI or Competent Authority to inspect the
vehicle to check that the conditions for granting permit as laid down by RTA/STA has
been complied with.
r. MVI or Competent Authority submits report accordingly

s. If the report is not satisfactory, secretary STA/RTA may direct the applicant to produce
t. After getting the satisfactory report on the vehicle Secretary RTA/STA passes order to
u. Permit fees and counter signature fee (if any) as assessed by permit Dealing Assistant
is collected by the cashier from the applicant against receipt and such collection of
permit fees to be endorsed on the application by cashier.
v. Permit Dealing Assistant prepare the Permit (Form IV for contract carriage, form X for
Goods carriage and form XVI for PrSV) and permit register with all necessary correct
entries according to the resolution of STA/RTA and send to Secretary STA/RTA for
signature.
w. Secretary STA/RTA signs on the Permit and permit register and send to the permit
Dealing Assistant
x. If the permit is liable to be counter signed by other RTA, Secretary RTA will send the
Permit to that RTA for counter signature.
y. Counter signature is done by other RTA (If required) and sends back the permit to the
issuing authority
z. Permit Dealing Assistant will endorse the fact of counter signature in the permit
register and permit register is signed by Secretary RTA
aa. Permit is handed over to the applicant by the Permit Dealing Assistant.

Secretary STA/RTA
9.42 Issue of Temporary Permit (All kind)
1. Process/Function Name : Issue of Temporary Permit (for any kind of vehicle)

When a transport vehicle is required to be used for any particular purpose for a temporary
period on a specific area or route, it requires a temporary permit for its operation. Vehicle
covered by temporary permit may frequently change its route or area of operation. If the
route covers more than one RTA region, then counter signature of each RTA is required.
to the cash section
c. The owner of the vehicle applies to the STA/RTA in prescribed form (Form IX) for
issuing Temporary permit against that vehicle along with prescribed documents and
documents regarding deposition of application fee.
d. Permit Dealing Assistant verifies the paper document and check the documents of the
vehicle and sends to Secretary STA/RTA for necessary action.
e. If the Secretary STA/RTA is empowered by RTA/STA to issue Temporary Permit for any
particular type of vehicle, he may pass order for grant or refusal of temporary permit
for that specific type of vehicle by himself under certain conditions.
f. Otherwise, if deemed fit, Secretary STA/RTA passes order to include the matter in the
g. RTA/STA takes its decision on that said application in the meeting
h. If STA/RTA refuses to grant permission such refusal with grounds are to be noted in
i. Secretary STA/RTA will communicate the decision of the STA/RTA to the applicant.
j. If STA/RTA has decided to grant temporary permit or if decided by himself as the case
may be, Secretary RTA/STA communicates the order to the applicant and directs him
to deposit the necessary temporary permit fees to obtain the permit as applied for.

k. Temporary Permit fees as assessed by permit Dealing Assistant is collected by the

cashier from the applicant against receipt and such collection of permit fees to be
endorsed on the application by cashier.
l. Permit Dealing Assistant prepare the Temporary Permit (Form XII) and permit register
with all necessary correct entries according to the resolution of STA/RTA and send to
m. Secretary STA/RTA signs on the Temporary Permit and permit register and send to the
permit Dealing Assistant.
n. Temporary Permit is handed over to the applicant by the Permit Dealing Assistant.
Secretary STA/RTA
9.43 Issue of special permit (for any Public Service Vehicle (PSV))
1. Process/Function Name : Issue of Special Permit (for PSV)
When a PSV, even though it may be covered by a permit, is required to be used for the
purpose of tour or any special kind of journey with a specific list of passenger, it requires
a special permit for its operation.
to the cash section
c. The owner of the vehicle applies to the STA/RTA in prescribed form (Form XI) for
issuing special permit against that vehicle along with prescribed documents and
documents regarding deposition of application fee. The passenger list and specific
tour program is to be submitted by the applicant.

d. Permit Dealing Assistant verifies the paper document and check the documents of the
vehicle and sends to Secretary STA/RTA for necessary action.
e. The Secretary STA/RTA may pass order for grant or refusal of special permit for the
vehicle under certain conditions.
f. Secretary STA/RTA will communicate the decision of refusal to the applicant.
g. Special Permit fees as assessed by permit Dealing Assistant is collected by the cashier
from the applicant against receipt and such collection of permit fees to be endorsed
on the application by cashier.
h. Permit Dealing Assistant prepare the Special Permit (Form XIV) and special permit
register (Schedule E9) with all necessary correct entries and send to Secretary STA/RTA
for signature.
i. Secretary STA/RTA signs on the Special Permit and permit register. The passenger list
and the tour program are to be approved and sign by the Secretary STA/RTA. The
special distinguishing token for such permit is to be signed also by Secretary
STA/RTA.
j. Special Permit and other related papers are handed over to the applicant by the Permit
Dealing Assistant.
Secretary STA/RTA
9.44 Renewal of Permit (For all kind of Permanent Permit)
1. Process/Function
Process/Function Name : Renewal of Permit (Permanent Permit)
Every permit is required to be renewed within the expiry of the permit for its continuous
use.

to the cash section
c. The owner of the vehicle applies to the STA/RTA in prescribed form (Form not
prescribed) for renewal of permit against that vehicle along with necessary documents
and documents regarding deposition of application fee.
d. Permit Dealing Assistant verifies the paper document and sends to Secretary STA/RTA
e. Secretary RTA/STA may pass order to renew the permit or to refuse to renew the
permit on certain ground (such as on the basis of complaints, irregular use etc.)
f. If in initial observation, Secretary STA/RTA decides to refuse renewal of permit, the

matter may be placed before the STA/RTA for taking further decision.
g. STA/RTA takes the final decision on the matter.
h. In the case of refusal, Secretary STA/RTA will communicate the decision of STA/RTA
to the permit holder and directs the permit Dealing Assistant to endorse the decision
in the permit register.
i. Permit Dealing Assistant endorse the decision in the permit register and the permit
register is signed by Secretary STA/RTA
j. If secretary STA/RTA decides to renew the permit, he directs the permit Dealing
Assistant to renew the permit on realization of fees.
k. Renewal fees and penalty (if any) as assessed by permit Dealing Assistant is collected
by the cashier from the applicant against receipt and such collection of permit fees to
be endorsed on the application by cashier.
l. Permit Dealing Assistant prepare the Permit and permit register and send to Secretary
STA/RTA for signature.
m. Secretary STA/RTA signs on the Permit and send to the permit Dealing Assistant.

n. Permit is handed over to the applicant by the Permit Dealing Assistant.
Secretary STA/RTA
9.45
9.45 Issue of Duplicate Permit (For all kind of permanent permit)
1. Process/Function
Process/Function Name : Duplicate Permit
When a Permit of a vehicle is reported to be lost, mutilated, torn or used-up, duplicate

Permit is issued to the holder on application.
a. The holder applies to the Secretary STA/RTA in specified forms (Form XX) along with
Permit (if exists), Tax-token , insurance certificate and any document regarding loss of
Permit (copy of diary and affidavit sworn by the holder) and the NOC from the financer
(if the vehicle is under HPA).
b. The concerned Dealing Assistant verifies the paper document and send to Secretary
STA/RTA for approval.
c. After approval of Secretary STA/RTA, the document is sent to permit section for
issuing duplicate Permit
d. Duplicate Permit fees as assessed by permit-Dealing Assistant is collected by cashier

of permit section.
e. Permit (form XX) as per permit register is prepared by permit Dealing Assistant. The
Permit to be prepared and to be marked as “DUPLICATE”
f. Duplicate Permit and permit register is signed by Secretary STA/RTA.
g. Duplicate Permit is handed over to the holder by permit Dealing Assistant.


Secretary STA/RTA
9.46 Replacement of Vehicle on Permit (For all kind of Permanent Permit)
1. Process/Function Name : Vehicle replacement
If the holder of a permit intends to replace the vehicle endorsed in the permit on certain
grounds, he may apply for replacement of vehicle by another to the issuing authority and
the issuing authority may grant such replacement on certain conditions.
3. Functions and
and Designation of the person responsible to carry out the process function
a. The holder applies to the Secretary STA/RTA in specified forms (Form not prescribed)
along with Permit stating the grounds for seeking replacement of the vehicle by
another.
STA/RTA for approval.
c. If approved by Secretary STA/RTA, he directs the holder to produce the vehicle

intended to be replaced with all necessary documents and ask the MVI/Competent
Authority to inspect the vehicle and submit report accordingly.
d. MVI/Competent Authority submits report accordingly
e. If the report is not satisfactory, secretary STA/RTA may direct the applicant to produce
another vehicle with proper specification.
f. After getting the satisfactory report on the vehicle, Secretary RTA/STA passes order to
permit Dealing Assistant to verify the documents of the vehicle i.e. RC, CF, Tax Token,
Insurance Certificate, PUCC.

g. Permit Dealing Assistant verifies the documents accordingly and submits reports to
Secretary STA/RTA.
h. After getting the satisfactory report on the documents, Secretary RTA/STA passes
order to make necessary endorsement regarding replacement of vehicle.
i. Necessary fees as assessed by permit-Dealing Assistant is collected by cashier of

permit section.
j. Replacement of vehicle on the Permit and the permit register is noted by permit
Dealing Assistant.
k. Endorsed Permit and permit register is signed by Secretary STA/RTA.
l. Secretary STA/RTA informs regarding the replacement vehicle to the RA and Taxing
officer of the vehicle so replaced (old vehicle) with a request to take necessary action
regarding change of registration status of vehicle as well as any change in rate of Tax.
m. Endorsed Permit is handed over to the holder by permit Dealing Assistant.
Secretary STA/RTA
9.47 Modification of Permit (All kind of Permanent Permit) (e.g. extension or

diversion of route)
1. Process/Function Name : Modification of Permit
If the holder of a permit applies for extension or diversion or curtailment of the route
mentioned in the permit issued to him or if the RTA/STA decides to extend, divert or
curtail the route given in any specific permit, necessary modification is required to be
made in the permit and permit register.

a. 1. The holder of the permit applies to the STA/RTA in prescribed form (Form not
prescribed) for modification of the permit along with necessary documents and stating
the grounds for applying for such modification.
2. The STA/RTA suo moto decides in its meeting to modify the route/ routes of
specific permit or permits, in the public interest, on certain grounds and directs
secretary RTA to endorse such modification on the permit/permits in question.
b. In case of a(1), Permit Dealing Assistant verifies the paper document and sends to
Secretary STA/RTA for necessary action.
c. Secretary RTA/STA may pass order to MVI/Competent Authority to enquire into the
proposal of modification and to submit a report.
d. MVI/Competent Authority submits reports before Secretary STA/RTA.
e. If deemed fit Secretary STA/RTA passes order to include the matter in the agenda of
the next meeting of the STA/RTA.
f. RTA/STA takes its decision on that said application in the meeting
g. If STA/RTA refuses to grant permission such refusal with grounds are to be noted in
h. Secretary STA/RTA will communicate the decision of the STA/RTA to the applicant.
i. If STA/RTA has decided to grant such modification, Secretary RTA/STA communicates

the order to the applicant and directs him to deposit the necessary fees (if any) and
produce the permit for necessary endorsement.
j. In case of a(2) also the Secretary RTA/STA directs the holder/holders of

permit/permits to deposit fees (if any) and produce the permit/permits for necessary
endorsement.
k. Necessary fees (if any, no fee is prescribed at present) as assessed by permit Dealing
Assistant is collected by the cashier from the holder against receipt and such
collection of permit fees to be endorsed on the application by cashier.
l. Permit Dealing Assistant endorse the modifications on the Permit and permit register
with all necessary correct entries according to the resolution of STA/RTA and send to

m. Secretary STA/RTA signs on the Endorsed Permit/Permits and permit register and send
to the permit Dealing Assistant.
n. Endorsed Permit/Permits is/are handed over to the applicant by the Permit Dealing
Assistant.

Secretary STA/RTA
9.48 Transfer of Permit (All kind of permanent permit)
1. Process/Function Name : Transfer of Permit
If the holder of a permit intends to transfer the permit in favour of any other person on
certain grounds other than any interest of any financial transaction, STA/RTA may allow
such transfer of permit.
a. Both the permit holder and transferee applies to the Secretary STA/RTA in specified
forms (Form not prescribed) along with Permit stating the grounds for seeking transfer
of the permit to another person.
STA/RTA for necessary action.
c. If approved by Secretary STA/RTA, he ask the MVI/Competent Authority to cause an

enquiry into the matter and submit report accordingly.
d. MVI/Competent Authority submits report accordingly
e. If the report is not satisfactory, secretary STA/RTA may refuse to allow such transfer of
permit and communicate the decision to the applicant

f. After getting the satisfactory report, Secretary RTA/STA passes order to permit
Dealing Assistant to verify the documents of the vehicle i.e. RC, CF, Tax Token,
Insurance Certificate, PUCC.
g. Permit Dealing Assistant verifies the documents accordingly and submits reports to
Secretary STA/RTA.
h. Secretary STA/RTA passes order to include the matter in the agenda of the next
meeting of the STA/RTA.
i. RTA/STA takes its decision on that said application in the meeting
j. If STA/RTA refuses to grant permission such refusal with grounds are to be noted in
k. Secretary STA/RTA will communicate the decision of the STA/RTA to the applicant.
l. If STA/RTA has decided to allow such transfer, Secretary RTA/STA communicates the
order to the applicant and directs him to deposit the necessary fees and produce the
permit for necessary endorsement of transfer.
m. Necessary fees as assessed by permit-Dealing Assistant is collected by cashier of

permit section.
n. Transfer of Permit is endorsed on the permit and the permit register by permit
Dealing Assistant.
o. Endorsed Permit and permit register is signed by Secretary STA/RTA.
p. Endorsed Permit is handed over to the holder by permit Dealing Assistant.
Secretary STA/RTA
9.49
9.49 Suspension
Suspension / Cancellation of Permit (All kind of Permanent Permit)
1. Process/Function Name: Suspension / Cancellation of Permit
2. Process/Function Description

The STA/RTA has reason to believe that the Permit held by any holder has not been used
in accordance with law or conditions attached to the permit, the STA/RTA may suspend
or cancel the Permit.
If the holder of a permit surrenders the permit, Secretary STA/RTA will cancel the permit
forthwith.
3. Functions and Designation of the person responsible

responsible to carry out the process function
a. 1. On receipt of any complaint or any enquiry report from any appropriate authority
regarding wrongful use of Permit by any holder, the Secretary RTA/STA will issue a
show cause notice to the holder with a direction to appear for hearing on a specific
date.
2. The holder of a permit surrenders the permit with the intension not to operate the
permit for any certain reason.
b. For case (a1), If the holder does not appear on the date of hearing, Secretary STA/RTA
may fix another date for hearing with a direction to stop the use of Permit by that
holder until the hearing is over.
c. Concerned permit-Dealing Assistant is also directed to follow the direction above and
the enforcement section is directed to keep vigil on the use of the vehicle noted in the
permit.
d. Upon hearing, if the Secretary STA/RTA is satisfied that the provision of law or
conditions attached to the permit was violated during the use of Permit as per the
complaint or report above or if the holder does not appear at all for hearing Secretary
STA/RTA may suspend the permit held by that holder for any certain period.
Otherwise, the RA may allow the use of Permit as usual. The decision is communicated
to the holder by Secretary STA/RTA
e. The concern Dealing Assistant prepare the permit register according to the direction
of Secretary STA/RTA.
f. The Permit Register is signed by Secretary STA/RTA.

g. If Secretary STA/RTA, deems fit, he may include the matter in the agenda of the next
meeting of STA/RTA to discuss the proposal of cancellation of the permit.
h. If instead of cancellation or suspension of the permit STA/RTA decides upon hearing

to recover a sum of money agreed upon by the holder (agreed sum), the holder is
directed to pay the agreed sum.
i. The holder pays the agreed sum in the cash counter of the permit section.
j. Secretary STA/RTA passes order to withdraw suspension and directs permit Dealing
Assistant for making necessary endorsement in the permit and permit register.
k. Permit Dealing Assistant endorse accordingly and put to Secretary STA/RTA for
signature.
l. Secretary STA/RTA signs on endorsed permit and permit register
m. The endorse permit is handed over to the holder by concern Dealing Assistant
n. If STA/RTA decides to cancel the permit, Secretary STA/RTA communicates the

decision to the permit holder and directs to surrender the permit for necessary
endorsement.
o. After production the permit in question by the holder, necessary endorsement on

permit and permit register is done by the concern Dealing Assistant (both for a1 and
a2)
p. The endorsed permit and permit register is countersigned by Secretary STA/RTA.
Secretary STA/RTA
9.50 Issue of Agents License
1. Process/Function Name: Issue or Renewal of Agents License

To act as an agent for carrying on the business for sale of tickets for travel by public service
vehicles or for collecting and/or forwarding and distributing goods carried by goods vehicle an
agent license is required.
3. Functions and Designation of the person responsible to carry out the process function (e.g.
Inspector, Dealing Assistant etc)
a. The agency applies to the local RTA in the specified forms (Form L.Ag.I for sale
of tickets and Form L.Ag.II for goods) along with documents as mentioned in
the form for issue or renewal for Agent License.
b. The concerned Dealing Assistant verifies the paper documents and sends to
Secretary RTA for approval.
c. Secretary RTA will cause necessary verification and enquiry on the points
related to approval for issue or renewal such Agent License.
d. Secretary RTA orders for issue or renewal of Agent License to the agency.
e. Prescribed fee and security deposit (in case of Issue only) as assessed by the
concerned Dealing Assistant is collected by the cashier.
f. Agent License (Form L.Ag.AI for sale of tickets and L.Ag.II for goods) and Agent
License Register is prepared by the concerned Dealing Assistant and signed
by Secretary RTA.
g. Agent License is handed over to the Agency by concern Dealing Assistant.
4. Designation of the person/Authority possessing legal Liability towards the

process
Secretary RTA
9.51 Suspension/Cancellatio
Suspension/Cancellation
lation of Agent License
1. Process/Function Name : Suspension/Cancellation Agent License

If the Secretary RTA has reason to believe that the Agent License held by any agency has
not been used in accordance with law he may suspend or cancel the Agent License.
regarding wrongful use of Agent License by any agency under the jurisdiction, the
Secretary RTA will issue a show cause notice to the agency with a direction to
appear for hearing on a specific date.
b. If the agency does not appear on the date of hearing, Secretary RTA may fix
another date for hearing with a direction to stop the operation of Agent License by
that agency until the hearing is over.
c. Concerned registration-Dealing Assistant is also directed to follow the direction

above and other appropriate authorities are also informed.
d. Upon hearing, if the Secretary RTA is satisfied that the provision of law was
violated during the use of Agent License as per the complaint or report above or if
the agency does not appear at all for hearing, Secretary RTA may suspend or
cancel the Agent License held by that agency as the case may be. Secretary RTA
may pass order for forfeiture of the whole or part of the security deposit against
that Agent License.
e. If instead of cancellation or suspension of the Agents License Secretary RTA

decides upon hearing to recover a sum of money agreed upon by the agent
(agreed sum, not exceeding Rupees 5000), the agent is directed to pay the agreed
sum.
f. The agent pays the agreed sum in the cash counter .
g. Secretary RTA passes order to withdraw suspension and directs the concerned
Dealing Assistant for making necessary endorsement in the Agents License and
Agents License register.
h. Otherwise, the Secretary RTA may allow the use of Agent License as usual.
i. The concern Dealing Assistant prepares the Agent License register according to
the direction of Secretary RTA.
j. The Agent License Register is signed by Secretary RTA.

k. In case Agent License is suspended or cancelled and/or forfeiture of security

deposit, direction is communicated to the agency with a further direction to
produce the Agent License in question for necessary endorsement. Other
appropriate authorities may be informed as well
l. After production of the Agent License in question by the agency, necessary

endorsement on Agent License produced is to be done by the concern Dealing
Assistant
m. The endorsed Agent License and the register is signed by Secretary RTA.
Secretary RTA
9.52 Issue
Issue of Duplicate Agents License
1. Process/Function Name : Duplicate Agents License
When a Agents License held by a agency is reported to be lost, mutilated or torn, a

duplicate Agents License is issued to the Agency on application.
a. The Agency apply to the Secretary RTA along with Agents License (if exists) and
any document regarding loss of Agents License (copy of diary and affidavit).
b. The concerned Dealing Assistant verifies the paper document and send to
Secretary RTA for approval.
c. After approval of Secretary RTA, the document is sent to the concern Dealing
Assistant for issuing duplicate Agents License.
d. Duplicate Agents License fees and as assessed by concerned Dealing Assistant is

collected by cashier.

e. Duplicate Agents License (As marked DUPLICATE) as per Agents License register
is prepared by concerned Dealing Assistant.
f. Duplicate Agents License and Agents License register is signed by Secretary RTA.
g. Duplicate Agents License is handed over to the agency by concerned Dealing

Assistant.
Secretary RTA
9.53 Enforcement Activities
Workflow:
Step-1:
Enforcement raids on motor vehicles are conducted by R.T.O.,A.R.T.O. and

M.V.I.’s as per programme fixed earlier. Offended vehicles are
apprehended and seizure lists (S.L.) are issued against the documents
seized. The date, place & time, list of seized documents and the offences
detected are mentioned in the S.L. with a direction to appear for
compounding of the offences on certain date. The S.L. bears a unique serial
number.
Step-2:
For the offences like nonpayment of tax or without registration or without

permit the vehicle may be seized and detained under the custody of
government or private custodian. The fact of seizure of vehicle is
specifically mentioned in the S.L. and a separate notice is issued to pay the
tax due.
Step-3:

The cases detected are entered in the case register wherein every details of
the S.L. is noted and a case number is generated.
Step-4:
The owner / driver approach the authority in writing to compound the

offences and to dispose of the case. The owner / driver may produce
documents related to the offence booked to minimize its gravity.
Step-5:
The authority may reframe the offences on the basis of documents

produced and finally directs the owner / driver to deposit the total
compounding amount, as assessed on the basis of rate of fine prescribed
against each offence in the G.O. Even the offences may be dropped if found
justified.
Step-6:
In case where the vehicle is seized for nonpayment of tax, the authority
assesses the tax & penalty due and directs to deposit the same. In case
the seized vehicle is kept under the custody of Govt. custodian, then
custodian fee is assessed at the rate prescribed in the G.O. and that is to
be paid by the owner.
Step-7:
The owner pays the compounding amount and tax & custodian fee, if due,
at the cash section against separate receipts.
Step-8:
The fact of realization of compounding amount, tax and custodian fee is

noted in the compounding register against the concerned case number.
The seized documents are released and the case is disposed of.
Step-9:

If the vehicle was seized, the authority issues release order for the vehicle.
When the vehicle is kept under the custody of private custodian, the
custodian fee is assessed and the custodian realizes the fee and releases
the vehicle.
Step 10:
If the due tax & penalty of any seized vehicle is not paid within 30 days
from the date of seizure, then the demand is enhanced to ‘aggregate
amount’ i.e. double the tax due plus usual penalty and notice is served to
the owner to pay the same within another 15 days. If the demand is paid
the vehicle is released as above.
Step-11:
If the aggregate amount is not paid within 60 days of seizure, the seized
vehicle is sold in auction. From the sale proceeds the demand is realized and
the excess amount if any is returned to the owner. If the sale proceeds are
less the demand, the balance amount is realized in other ways.
9.54 Issue of New

New Learner License
Workflow
1. Applicant submits completed forms (Forms 1, 2, 3, 4) with documents
(address & age proof & 6 pp), medical certificate to DA at D/L counter.
DA does initial verification before entering details in system. System to
have checklist of documents that need to be submitted.
2. After passing of learner test, DA takes biometrics of the applicant.

9.55 Issue of New Permanent License
1. After 30 days but before 6 months of obtaining the learner license, the
applicant has to apply for obtaining the permanent D/L.
2. The DA verifies from the system whether the full fees for the permanent
license were paid at the time of obtaining learner license. If full fees were
not paid then the applicant is asked to pay the remainder fees.
3. The Transport D/L is valid for 3 years and the Non-Transport D/L is valid
for 5 years.
9.56 Extension of Validity of Learner License
1. Applicant approaches the DA with his existing learner license. The DA
checks from the system the details and the system assesses the fees for
extension of Learner License validity.
2. After the fees have been paid, the system should automatically calculate
and extend validity of the existing Learner License by generating a new
copy of the L/L. The extension is granted for a period of 6 months and
can be done once only.
3. After the ARTO signs the file comes back to the DA who issue the renewed
Learner License (Form 3) to the applicant.
9.57 Issue of Duplicate Learner License
1. In case the Learner License is soiled or destroyed, a request for issuance of
a duplicate one is made. Here, system checklist should mandatorily verify if
FIR has been submitted and only if the relevant check box against the FIR
has been marked, should the system allow for further processing.

9.58 Issue of Duplicate

Duplicate Driving License
1. The applicant approaches the DA with L/L form, FIR copy, Affidavit,
Copy of Lost License, Work Order, etc. and then puts up the same to
DA. System check-list should verify if documents complete in all
respects have been submitted, before the file can be further processed.
9.59 Renewal of Driving License
1. The applicant approaches the DA with Form No.s 1 (medical certificate) and 9
(application for renewal), original License, Work Order, etc. and then puts up
the same to DA. He must come within +/- 29 days of expiry of license
otherwise penalty is charged. Medical Certificate is mandatory. Renewed
licenses are valid for a period of 5 years in case of non- transport licenses and
3 years for transport licenses.
2. System check-list should verify if documents complete in all respects have
been submitted before the DA can further process the papers.
9.60 Addition of Class
1. This can be done 6 months after the original license has been issued for a
single class of vehicle. At a time addition of only one class of vehicle can be
applied for. The process is similar to the application of a new license. The
applicant needs to submit a copy of the original license at the time of
application. At the time of receipt of the new license with added class, the old
license has to be handed back to the DA who is supposed to destroy the same.

As per rules, a person can retain only one license with every class of vehicles
he is eligible to drive, marked on it.
9.61 Change of Address in Driving License (Persons

(Persons from other district/state)
.1 The applicant applies in the form for particulars of change in address. He
also submits an application in a blank paper, the existing license,
photographs, present address proof and particulars of existing license
from the previous licensing authority (NOC). System check-list should
verify if documents complete in all respects, especially the NOC, have been
submitted before the DA can further process the papers.
9.62 Particulars of License
1. The applicant applies for the particulars of license in an application form along
with relevant papers and the DA confirms from the system database that the
papers are ok. If so, then system assesses fees, DA accepts payment, issues
receipt and puts up file to the ARTO. If ARTO is satisfied, approves issuance of
the same. DA prints from the system the relevant details pertaining to
particulars of license, signs and hands it over to the applicant.
9.63 International Driving Permit
1. The applicant applies in the requisite proforma with photocopy of passport,
visa and plane ticket. He also has to bring the D/L issued by this RTO.
Precondition for issuance of IDP id that the license must be more than 1 year
old. The DA verifies details from the system database, system assesses fees,
DA accepts payment, generates receipt and puts up the file to the RTO/ARTO
who refers the case to the MVI(T),if license is less than 10 years old. If license

more than 10 years old, driving test is not necessary and the candidate goes to
Step ii. After successfully passing the driving test conducted by the MVI(T), the
applicant comes back with the MVI(T)’s approval to the DA.
2. The DA prints the Intl. Driving Permit. The papers are then put up to the
RTO/ARTO who signs the file and permit. The papers come back to the DA who
hands over the permit to the applicant. The International Driving Permit is
valid for 1 year.
9.64
9.64 Issue of New Conductor License
1. Applicant with filled-in form and documents such as educational qualifications,
medical certificate, police verification certificate, he approaches respective
Counter. The DA verifies the documents from the system generated check-list
and system assesses the fees. The applicant pays the fees for the conductor
license and is issued a receipt.
9.65 Renewal Conductor

Conductor License
1. The applicant approaches the DA with CLD form, FIR copy, Affidavit, Copy of
Lost License, Work Order, etc. and then puts up the same to DA. System check-
list should verify if documents complete in all respects have been submitted,
before the file can be further processed.

9.66 Duplicate Conductor License
1. The applicant approaches the DA with renewal Forms, original License, Work
Order, etc. and then puts up the same to DA. He must come within +/- 29
days of expiry of license otherwise penalty is charged.
2. The DA through system check-list verifies that all required papers have been
submitted before further processing.

10.
10. E-
E-Governance vision & Roadmap of Transport
Department

10.1
10.1 e-
e-Governance vision of Department
Vision: To provide transparent and easily accessible service to Citizen/State Holders

anytime, anywhere & anyhow by building an ICT enabled modern administration that is
equitable, efficient and effective.
10.1.1
10.1.1 Objective
10.1.1.1 To achieve the vision the Directorate has grabbed the opportunity of
NeGP from Central Government for technical and financial assistance. This report
is a part of this initiative and lays down the comprehensive and detail plan along
with financial requirements.
10.1.1.2 State Holder is required to visit RTOs for any kind of service. The more
are these interaction there is greater chances of connivance between state
holders and Officers. Moreover state holders or representatives of state holders
have to wait in long queue to get his turn. In cases, the Act, Rules are laid in
such a way that for a particular service a person has to visit the office more than
once.
10.1.1.3 To avoid these inconveniences and to achieve the vision following areas
identified to emphasize.
1. Simplification of Registration Process to accept application for registration by

state of the art technology and issue of Certificates.
2. Payment of Tax through Back / Payment gateway.
3. Application and issue of Learner License on the Web.
4. Tracking and finding the details of State Register vehicles/License through
Central Data Base Server.
5. Building of State Level Stolen vehicle register.
6. Issue os electronic tax demand notice where applicable.
10.1
10.1.2
.1.2 Service levels
10.1.2.1 International best practices and Study reports at national level conducted by
department of Revenue, Ministry of Finance, Government of India are considered to
identify the electronic services to be provided on the net to make services accessible
anywhere, anytime and anyhow and to bring down the office visit of the stake holders,
thus enabling the Department to provide transparent services.
10.1.2.2 The modus operandi of functional activities need to be changed and that
required to be brought into the administration for a success of the e-services. Changes

need to be brought in both inside the office and also in the business community. More
training is required to be carried out in the office and more workshop and awareness
program to be carried out among the stakeholders.

10.1.3
10.1.3 E-
E-Governance Framework
OTHER GOVT. DEPT.

INCOME TAX
POLICE,NCRB
P
D O
E L
A I
L C
E PAYMENT GATEWAY E
R D
E
P
T
E-LEARNER
LICENSE
C
A
TAXPAYMENT L
K DEALERS’S PROFILE E- TAXPAYMENT L
I VERIFICATION
O QUERY C
S E
K N
E-DEMAND T
DIRECTORATE NOTICE E
OF
C R
I COMMERCIAL T
REGISTRATION
T TAXES R
E-APPLICATION
I E
E-REGISTRATION
Z A
E VARICATION OF S
N VEHICLES/LICENSE U
R
Y
E-VEHICLE
INFORMATION E-PERMIT
P
O
C R
S T
B C A
L
A N
G
N O
/
K A
G
E
N
C
OTHER Y
STATE
FORUM/
GOVT.
ASSOCIATION/
CHAMBER OF COMMERCE

10.1.4
.1.4 Service Delivery Model
10.1.4.1
10.1.4.1 Payment of Tax
1) Pay tax at Bank/Post Office counter by filling Tax declaration form.

2) By e-payment service by accessing Web Portal and Payment Gateway of
designated Bank.
3) Through Registered Agency at kiosk or common service center.
10.1.4.2
10.1.4.2 Refund of Tax
10.1.4.2.1
10.1.4.2.1 Application
1) Apply for refund at counter.

2) Through Web Portal. In such a scenario the registered owner must have
his user id and password issued from department before hand.
10.1.4.2.2
10.1.4.2.2 Refund
1) By Registered post in case owner has opted for such request. Bank details
will be printed on the cheque.
2) Window service on specific request of owner. Bank details will be printed
on the cheque.
10.1.4.3
10.1.4.3 Endorsement of Permit
1) At check post through online counter service. Infrastructure at all important

check posts will be robust to handle all kind of failure to provide continuous
(365*24*7) service.
2) Low traffic and less value check post can not be built robust as that won’t be
financially viable.
10.1.4.4
10.1.4.4 Physical Document Delivery Model.
1) Registration Certificate.
2) Permit Certificate
3) Tax Receipt

4) Learner License / Driving License
10.1.5 Mode of delivery.
1) Counter service from the RTOs

2) Despatch through Registered post.
3) Despatch by courier service.
10.1.6 Policy
10.1.5.1 The importance of policies needs special emphasis to ensure actual

implementation and continuance of e-Governance initiatives. Essentially the policy and
guidelines would need to be drafted that satisfy change required in the process and in the
management of the IT infrastructure. In general for promotion of IT activity, the
Department does have the practice of taking back up of data, user authentication for
access to the system and maintenance of logbook at the system premises. All these
evolved only out of experience, but there is no policy framed for handling such situation.
10.1.5.2 Access control – Success of ICT adsorption is heavily dependant on access

control policy. Policy should be such that clearly defines all the scope of an authentication
level and mode. Update permission should not go with entry. The process of update and
recording of the same should be outlined.
10.1.5.3 Disaster Recovery – Application of information technology will be welcome only

when it reduces paper work. Existence of both manual and electronic processes
simultaneously will only delay its implementation and even may phase out ICT. Successful
e-Governance implementation will lead to paper less office in the long run and all
information will be available in Computer Database. So it should be protected from all
kinds of destruction and natural calamities. This is achieved with placement of effective
DRS. So proper policy is very important for it.
10.1.5.4 Security Policy – Proper security policy is essential for data dissemination from
Internet and intranet users within acceptable time frame. There are internal and external
threats always there for information system.

11.
11. Recommendations

11.1
11.1 Change Management
11.1.1 VAHAN and SARATHI was introduced in the state to have a self-rectifying and
complying mechanism for business environment. It involves more and more participation
of business community into the system. So the administration has the greater
responsibility to respond adequately to have a positive impact in the system.
11.1.2 Main objective of the directorate is to bring in

1. Customer satisfaction
2. Prevent Tax evasion
3. Increase revenue growth
11.2
11.2 Strategy Planning
11.2.1 At present there is all the sections works independently without much share of
knowledge. The scope of knowledge sharing is minimum as it depends on individual
capabilities and efficiency without proper system of information in place. Moreover in
manual system the officers are more engaged with there day to day work rather than
contributing to future plan. This is not because that officers are not capable but because
of lack knowledge source and availability past reference information in organized form.
Further at present there is no ICT section of the department causing very poor system
administration.
11.2.2 The new environment of e-Governance will enable the administration with
sufficient data to analyze the revenue growth. So a strategy planning unit may be formed,
who will use the information base to assist department in the following function.
1. Develop alternative organizational strategies

2. Find out the weakness and strength of the system in place
3. Forecast revenue growth
4. Analyze the owner behavior in regards to tax compliance and suggest for
necessary improvements to be brought in into the system.
5. Study the scope of appointment of consultant in motivating the staff and officers
and to further develop human resources.
6. Analyze the strategy applied and the effect of it. Suggest further alternatives.
7. Study the financial implication of strategy vis-à-vis organization performance.
8. Assist with line ministry and Government for incorporating necessary policy
change and resolve other issues including financial issues.
9. Plan to generate pool of dynamic, skilled human resource.

11.2.3 This unit would also contribute in formulation and strengthening of different
specializing group e.g. Internal Audit unit, Revenue forecast unit, re-organization of large
taxpayers, Audit team, Common Service Center, Policy formulation unit, Interstate
verification Unit.
11.3
11.3 Reorganize RTOs along functional line
11.3.1
11.3.1 Functional reorganization
11.3.1.1 The tax in the present software is assessed by the system and hence no assessor
is required for collection of tax. A single man tax counter will be enough for the collection
of tax.
11.3.1.2 At present payment of fees are two counter services. In the first counter fees are
assessed and receipt printed and in the second counter fees are collected. Since the fees
are assessed by the computer, no assessor is required and fees may be paid in one
counter that is cashier counter.
11.3.1.3 The system can assess tax for the defaulter cases and print defaulter notice. It is
required to send tax defaulter notice to on regular basis.
11.3.1.2 Sensitive applications like changing of data, cancellation of receipt approval for
any services, tax exemption, blacklisting of vehicles, tax clearance etc has to be operated
by senior officers like RTO/ARTO only. That module has to be removed from the normal
users like DA/MVI etc.
11.3.1.3 Staff members may be organized on specific functions e.g. registration, tax
payment & revenue administration, Demand Notice, Permit related activities and
continuous monitoring all activities to enhance effectiveness of administration.
11.3.1.4 This will lead to 1. Greater standardization of identical work processes, 2.

Provide better service and greater customer satisfaction and 3. Enables better productivity
of employee. All these will lead to better implementation of the software and bring out
more transparency in the administration.
11.3.1.5 Functional restructuring may also bring about potential advantages to the stake
holders and improves the way some compliance activities can be undertaken.

11.3.1.6 Taxpayer Service – A single point of access can be provided for taxpayers,
enabling them to readily obtain all information needed to assess tax liabilities. The Tax
may be collected through Bank, Post Office etc.
11.3.1.7 Registration – A single unified system of registration can be established.

Taxpayer’s data capture can be reduced to once. Tax can be collected at the time of
payment of registration fees which will lead lesser counter service for new registration
case.
11.3.1.7 Permit – Permit is an integral part of the Registration and Tax. Proper checking of
Registration details at the time of issue of permit is essential. At the time of collection of
tax for commercial vehicles, checking of permit is essential as tax of commercial vehicles
depends on the permit.
11.3.1.8 Accounting – A common accounting framework can be adopted for processing of

tax payment and Demand Notice processing. Thus integration of tax payment and
adjustment will be simpler. Demand notice may be issued on and regular basis.
11.3.1.9 Refunds – All tax payment details will be easily available and considered during
refund processing.
11.
11.3.2 Functional process
11.3.2.1 Registration Process
11.3.2.1.1 The cell works as functional unit. It issues registration certificates of receiving
application and on the basis of verification of submitted documents. At present
registration certificated are not issued on the same day. It is required to deliver the
certificate on the same day or next day. This is possible only by merging some work flow
(say fees and tax both will be collected at the time of application for registration).
11.3.2.1.2 Dealer Register Master
11.3.2.1.3 The existing dealers were allotted the TC number and there is no monitoring
system for the usage of the TC numbers. Moreover many of the necessary information are
not yet recorded in the database and no online verification of the TC numbers is presently
available in the software.
11.3.2.1.4 Recording of Enforcement Activities/Challans

11.3.2.1.5 The challan information on payment of enforcement is captured in locally

developed software and has no link to the National Level Transport Software. Enforcement
activities are presently no available for SARATHI.
11.3.2.1.6 Permit is directly linked with registration and tax process. Presently permit is
not computerized and hence every time manually checking/verification is required before
issue of permit.
11.3.2.1.7 Temporary registration of vehicle and tax for temporary registration is also not
available which is required to develop on urgent basis.
11.3.2.1.8 Reports and Queries
11.3.2.1.9 Both VAHAN and SARATHI contain only same basic reports. No MIS is presently
available. For better monitoring and planning, it is required to develop a number of MIS
reports.
11.3.2.1.10 Endorsement of Smart Card
11.3.2.1.11 Enforcement cases are not endorsed on the smart card as the software is
presently not available. It is required to develop the software so that endorsement on road
on smart card is possible.
11.3.2.1.12 Introduction of database servers synchronized with central server will ensure
the data capture. Even when connection with central server breaks, the local server will
enable the system for day–to-day work.
11.
11.4 Capacity Building
11.
11.4.1 Local Area Network
11.4.1.1 Network connectivity inside computerized RTO offices are already laid and
operational. In the big RTOs LAN to be upgrade to Gigabit backbone with optical fiber and
distribution line must be capable to work 100/1000Mbps speed. There is no security
system in place other than in built hardware security of switches. Enough redundancy
should be kept in the design so that network does not fail and become a bottleneck for
the service. It needs to be IVRS compatible. Further it is also required to buildup
interconnectivity between the RTOs in the state for faster and smoother communication
between the RTOs. No facility for internet connectivity at RTOs offices is presently

available which is very much required for information available in different web site
including the website of Transport Ministry.
11.
11.4.2 Redundant Wide Area Network
11.4.2.1 The distant RTO offices including STA and check posts work as independent unit.
The data generated at those offices are required to be captured or synchronized with the
central server. At present no offices are connected through wide area network it is also
observed that network connectivity fails very often and hence redundant WAN can ensure
24x7 connectivity.
11.
11.4.3 Technology
11.4.3.1 The existing technology architecture is in accordance to the demand. The

existing hardware and software installed at present has reached to its full utilization.
Further it has been observed that in most of the RTOs, backup server is not available and
causes switch over to manual system in case of system failure. All the RTO offices are
need to be connected and state level vehicle register has to be built up. Further, in some
RTOs the system to be upgraded to enhance the capacity to cope up with e-governance
initiatives of the department.
11.4.3.2 Hardware – the hardware platform is required to be scalable, highly available and
high performance system capable of absorbing the future technology of next 5 years
down the line. It should support Open technology and open architecture system.
11.
11.4.4 Database
11.4.4.1 This also needs upgrade and to procure more license to cover entire workload of
the e-governance roadmap. It is better to choose a system, which can be incremented by
addition of a new system in modular fashion. This will minimize the unused technology
deployment. The database should support relational database management system in its
true form. At the same time it should also be ensured that proper security feature is in
built and have implemented elsewhere with proven track record in similar business
environment. It is also essential to have full installation and upgrade and continuous
maintenance support.
11.4.4.2 Computerization has taken place in RTO offices in West Bengal from 1989.
Presently the software was developed on Oracle/Linux environment. Since the version of
the oracle changes from time to time resulting different versions of oracle are
implemented in different RTOs. Since there is no ATS (Annual Technical Support) with the

oracle upgrading the version of the oracle data base is not possible. As a result all the
RTOs are not running in same version of the Oracle which will lead a lot of technical
problem at the time of building of Central Database. It is required to upgrade all the
versions of oracle to the latest version and all the RTOs will be covered by ATS.
11.4
11.4.5 Security
11.4.5.1 It is an important and essential part of e-governance. The threat to the system is
not limited to internal threat only. External threats are changing its type of attack and
enhancing its strength every other day. Only, placement of proper security at hardware
and software level can minimize this threat. Proper security policy also required to be laid
down to control internal threat and promote ease of access to the services.
11.4
11.4.6 Extension of service counter
11.4.6.1 It is necessary that every person should work with computer and handling of
physical document should be brought to its minimum. So it is essential to prepare the
environment and rearrangement of working environment in every office. This will require
civil as well as electrical work and in cases air conditioner also will be required. RTOs are
equipped with ½ servers and 10 to 12 PCs in most of the cases. Check posts are also not
adequately equipped.
11.4
11.4.7 Training
11.4.7.1 The entire gamut of staff needs to go reorientation program. Different levels of
staff execute different set of responsibilities and influence the management in its decision
taking. Training is required to be designed for each of these groups. There may be high
level managers, Policy makers, middle level managers and executors and also support
personnel.
11.4.7.2 High Level Managers
High level mangers decide the direction of the organization. E-governance initiative can
only rollout when the high level managers or decision maker finds it suitable for the
organization. This is only possible when the environment for it is properly built and the
players are mentally prepared and progressive in mind. Foreign visit of high level officers
may be arranged to see the international best practices. They may share knowledge with
officers of the implementing country during this visit. Instance of successful
implementation will definitely influence their decision to introduce and motivate them to
push it forward.

11.4.7.3 Middle Level Managers
An intensive training program is to be designed for them, to make them understand about
the e-Governance initiative and how this is going to perform their work in better way.
How different functionality is mapped in the new environment. How they can avoid extra
dependency on the support staff for any kind information written in file in manual system
or even in partial computerized environment. It should also contain how they will
distribute work among the different staff working below them.
11.4.7.4 Resource personnel training
A set of person should be trained about the different functionality of the system. This
training should be designed so that they can train the operators and other persons using
the system.
11.4.7.5 Operators training
Resource person will train the operator on individual functions and how the desktop
computer to be handled including in day to day environment, how any problem is to be
reported and to whom to report what kind of problem.

12.
12. Implementation

12.1
12.1 Challenges in implementations
12.1.1 Computerization of the RTO offices has brought about a paradigm shift in the
administration environment when seen in relation with the manual system. The Transport
Department, West Bengal, however implemented National Level Transport Software VAHAN
and SARATHI without bringing about much organizational Changes. Changes are
imperative and the choice is only on the timeframes that the Department wishes to adopt
for implementation of these changes.
12.1.2 One of the key challenges that the department would face would be organizational
change. Migration to a functional structure along with on going computerization activity
and introduction of e-Governance services would imply reduced staff strength
requirements for executing a function due to improved operational efficiencies. This
excess manpower strength will be an opportunity to introduce more citizen centric
services and reorient organization structure. There would also be significant changes in
the power structures of the administration.
12.1.3 It is strongly recommended that Transition Management Team be created involving

key personnel of the department to plan the change management strategy that the State
intends to adopt. During the course of implementation, this team would monitor and
evaluate the progress of implementation and its outcomes.
12.1.5 It is a very much pertinent that department will employ consultant during
implementation phase of this e-Governance initiative. It is also necessary to build a strong
team for proper implementation, promotion of the system. System manager, system
analyst and programmer would be necessary to support and monitor system installation,
maintenance and continue its day-to-day operation and training of staff at different level.
12.2
12.2 Collaboration between various
various Government and private sector
agencies
12.2.1 Implementations of an effective tax collection and accounting system would

require extensive collaboration and seamless information exchange with banking agencies
and with the State treasuries. This is an unavoidable change and it may be highlighted as
the single most important change recommendations of National Informatics Centre. The
impact of reform of tax collection and accounting procedures are guaranteed to be
striking and would result in dramatically improving transparency and responsiveness of
the tax administration.

12.3
12.3 Public Private Partnership
12.3.1 Model 1: Consultant may work as private party here. He may access the e-services
through VPN Connection from his unit. He may provide e-Payment of Tax and e-
license and other services as would be decided by department during the agreement.
He may charge as will be fixed by the department for different services. This will
work in Built, Own and Operate (BOO). In such scenario the cost of establishment is
minimum because he only needs to have a PC with internet and VPN connection.
12.4
12.4 Implementation Plan
12.4.1
12.4.1 Online services
Services Year
1 2 3 4 5
Development of website √
Building-up Central database server √
Building of WAN √
Development of Transport Portal √
Implementation of VAHAN and √
SARATHI in all RTOs
Development of Permit Software √
Development of software for temporary √
registration
Development of software for √
enforcement section
Development of software for √
monitoring dealers and driving schools
Development of software for STA √
Development of software for Check √
posts
E-Application for Learner License √
E-testing for LL √
Development of MIS √
Interface with different govt. sections √
Development software for Transport √
corporations
e-payment gateway √
Collections of tax through banks/post √
offices

12.4.2
12.4.2 Enhancement of Back end processes
• Registration, Tax, Permit, Driving License Process

• Dealer Register Master and Driving Schools details to be rectified up-to-date and
making it available as required
• Development of recording enforcement activities on smart card.
• DSS for good governance
• Building of State Vehicle Register
• Issue of Learner license on Web.
• Development of web portal
12.4.2.1 All of the above back end processes need to be enhanced during initial part of
first year. All suggested actions recommended for above are required to be carried out for
implementation success of e-governance initiative. This is also necessary to understand
that the entire process will follow an evolutionary path. So continuous monitoring and
necessary measures must be done from all corners of the department to make it a
success.

12.4.3
12.4.3 : Status of Present computerization
Sl No Name of RTO Work Load Computerisation (VAHAN

and SARATHI)
1 P.V.D. Calcutta High VAHAN and SARATHI
2 Howrah High VAHAN and SARATHI
3 Hooghly Medium VAHAN
4 24 Pgs. (South) High VAHAN and SARATHI
5 Barrackpore Medium VAHAN
6 Barasat Medium VAHAN
7 Tamluk Low Manual
8 Contai Low Manual
9 Midnapur Medium Host Based TIS
10 Asansole Medium VAHAN
11 Durgapur Medium VAHAN and SARATHI
12 Bardhaman High VAHAN and SARATHI
13 Nadia Low VAHAN
14 Birbhum Low VAHAN
15 Purulia Low VAHAN
16 Murshidabad Low Manual
17 Raygunj Low Manual
18 Balurghat Low Manual
19 CoochBehar Low Manual
20 Malda Low Manual
21 Bankura Low Manual
22 Alipurduar Low Manual
23 Jalpaiguri Low Manual
24 Siliguri High Manual
25 Darleeling Medium Manual
26 STA Medium Partly Computerised
27 Beltala Checkpost High Manual
28 Rampur Checkpost High Manual

12.4.4
12.4.4 Financial Estimates
12.4.4.1 Estimated cost
Item Cost (Rs in Lac)

Central Server 120.10
Hardware for RTOs 307.14
System software 31.60
Application software 70.00
Capacity building 120.00
Contingency fund 75.00
Total 723.84
12.4.5
12.4.5 Requirement of Hardware/Software for remaining RTOs
RTO Name Server Client 2KVA 500VA Printer Line Laser Linux Oracle Switch
UPS UPS
UPS Printer
Tamluk 2 12 2 13 8 1 1 2 2 1
Contai 2 12 2 13 8 1 1 2 2 1
Murshidabad 2 12 2 13 8 1 1 2 2 1
Royganj 2 12 2 13 8 1 1 2 2 1
Balurghat 2 12 2 13 8 1 1 2 2 1
Coochbehar 2 12 2 13 8 1 1 2 2 1
Malda 2 12 2 13 8 1 1 2 2 1
Bankura 2 12 2 13 8 1 1 2 2 1
Alipurduar 2 12 2 13 8 1 1 2 2 1
Jalpaiguri 2 12 2 13 8 1 1 2 2 1
Darjeeling 2 12 2 13 8 1 1 2 2 1
STA 2 12 2 13 8 1 1 2 2 1
Checkposts 2 12 2 13 8 1 1 2 2 1
Total 26 156 26 169 104 13 1 26 26 13

10.4.6
10.4.6:
.4.6: Cost for Central Server
SL Component No. of Rate Total

NO Unit
1 Data Base Server(RISC/EPIC) 2 11,00,000 22,00,000
1 Appln Server (RISC/EPIC) 2 11,00,000 22,00,000
1 Mail Server 1 7,00,000 7,00,000
3 Web Server 1 7,00,000 7,00,000
5 SAN Storage 1 8,00,000 8,00,000
6 Router 1 3,00,000 3,00,000
7 Hardware Firewall 1 7,00,000 7,00,000
8 Switch 1 2,50,000 2,50,000
9 Operating Systems 6 1,00,000 6,00,000
10 Oracle 10g EE (30 user) 40 30,000 12,00,000
11 Oracle Application Server 40 15,000 6,00,000
(30 user)
12 UPS (for clients) 2 5,000 10,000
13 UPS for servers, SAN (10 2 6,00,000 12,00,000
KVA)
16 Air-conditioned Machine 2 25,000 50,000
17 Electrical Work+civil work 1 5,00,000 5,00,000
Grand Total 120,10,000
120,10,000

12.4.7 Hardware
Hardware Estimate (RTOs)
Infrastructure Total Year Total

Unit Cost
1 2 3 4 5 (in Rs)
Server
Server 28 4000000 4400000 84,00,000

No of PC(*)
PC(*) 156 3000000 3040000 62,40,000
DMP 104 1000000 456000 14,56,000
Printer
LEASER 13 100000 13000 1,13,000

LINE Printer 13 1000000 950000 19,50,000
LAN (*)
RTOs 13 1000000 300000 13,00,000
Infrastructure
(building, furniture) 13 4000000 2500000 65,00,000
UPS
UPS 2KV 26 3000000 900000 39,00,000

UPS 500VA 169 500000 345000 8,55,000
307,14,00
Total Cost
0

12.4.8 Unit Cost
Infrastructure Per Unit Cost ( in Rs. in Lacs)

Server
Server 3.00
No of PC 0.40
DMP 0.14
Printer
LEASER 0.10
LINE Printer 1.50
LAN
RTOs 1.0
Infrastructure
(building, furniture) 5.00
UPS 10KV 6.00
UPS
UPS 2KV
2KV 1.5
UPS 500VA 0.05
Software
Antivirus 0.20
Oracle 0.50
OS 0.50
Network
management
Software 6.00
Manpower for s/w
development 0.30

12.4.9 System Software

Software
System Software Year Total

1 2 3 4 5
Virus Scanner 1,00,000 1,60,000 2,60,000
Server OS 6,00,000 3,00,000 9,00,000
Oracle RDBMS 10,00,000 4,00,000 14,00,000
Network Analyzer 6,00,000 6,00,000
and Management
S/W
Total Cost of System Software 31,60,000
12.4.10 Application Software
Application Year Total

Software 1 2 3 4 5
Development 10,00,000 10,00,000
for intranet
application
Implementation 10,00,000 10,00,000 20,00,000
including
customization
Development of 10,00,000 5,00,000 15,00,000
e-Governance
Solution
Maintenance 5,00,000 5,00,000 5,00,000 5,00,000 5,00,000 25,00,000
and Support
Total 25,00,000 25,00,000 10,00,000 5,00,000 5,00,000 70,00,000

12.4.11 Capacity Building
Capacity Year Total

Building 1 2 3 4 5
Technical 12,00,000 12,00,000 12,00,000 12,00,000 12,00,000 60,00,000
Assistance
consultant
Higher Level 5,00,000 5,00,000 10,00,000
Management
Orientation
Program
Resource 500000 300000 200000 10,00,000
Personnel
Training
User 5,00,000 5,00,000 5,00,000 15,00,000
training
Workshop, 10,00,000 10,00,000 5,00,000 25,00,000
Seminars
and
Awareness
program for
stake
holders
Total 81000 120,00,000

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National Informatics Centre DPR_Transport as part of Consultancy on

e-Governance, Transport Department, GoWB

DPR as part of Consultancy on

Detail Project Report

Document ID: NIC-WBSC- NEGP-TRANSPORT-DPR-01

National Informatics Centre

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 1

DPR as part of Consultancy on

Detail Project Report

Prepared by: Transport Software Group (TSG)

Reviewed by: QMS Review Group (QRG)

No part of this document shall be reproduced

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 2

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 3

4 Service related to Tax 29

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 4

5.14 Issue of Agents Licence 39

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 5

9.9.2 Termination of Hire Purchase Agreement 67

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 6

9.38 Issue of authorization of a national permit 102

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 7

11.2 Strategy Planning 140

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 8

The transformation in Government functions is aiming towards better orientation of

In the perspective of e-Governance, the existing system needs to be restructured for

Vision of the Directorate

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 9

An Efficient departmental administration would mean lower costs of administration for

In order to improve the efficiency of administration, it is important that administrative

• E-Learner License – Issue of Learner License through Internet.

G2B & G2G Category –

• Interface with different Govt. Offices and stakeholders.

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 10

Provide visibility to the stake holder

Gap Analysis and Change management Requirements

It is proposed to reorganize the structure along functional line to bring in expertise in

Public Private partnership

Different mode of public private partnership is discussed as appropriate for different

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 11

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 12

(1) Land Records Department

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 13

1.5 National Informatics Centre, an Central Government Organisation under Ministry of

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 14

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 15

2.1 Organization Structure

The Hierarchical Structure of the Organization is given below: -

Citizen can interact freely with officials at different hierarchy

Transport Ministry, Government of West Bengal

Joint Secretary Director PVD District Magistrate (DM)

Deputy Secretary ADM(Transport) SDO

Section Officers ARTO

Staffs Staffs MVI MVI Staffs

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 16

2.2 Organizational Classification

Classification on computerization has 3 types e.g.

(a) Host based Transport Information System (TIS) implemented at RTO,

Based on the workload in terms of demand service and

Workload and Computerisation based classification of RTOs, STA

NIC-WBSC- EGOV- TRANSPORT-1 Ver-1.0 Page 17

Sl No Name of RTO Work Load Computerisation