Policy

Cheques for registry services, with the exception of US cheques for prorate services, must be made payable to the registry agent.  The registry agent is therefore responsible for the initial collection of non-negotiable cheques returned by a financial institution (e.g., non-sufficient funds, stale dated, payment stopped, etc.).

• Cheques issued in US currency for the US portion of a prorate service must be made payable to the Government of Alberta.

The registry agent may charge a client an administration fee for a non-negotiable cheque.

Non-Negotiable Cheques

Cheques less than $500.00

Once a registry agent is advised by their bank that a client’s cheque is returned as non-negotiable, the registry agent must:

• Immediately place an alert against the serviced client’s file and all related joint files advising all registry agents that the client has an outstanding non-negotiable cheque.
  • Indicate the following registry agent information in the alert:
    • Office name and P#
    • Complete address
    • Contact individual and telephone number
    • The amount and the reason for the non-negotiable cheque.
• Contact the serviced client by telephone and in writing, advising them:
  • The cheque received as payment for Registries services was returned by the bank as non-negotiable.
    • The registry agent must retain a copy of the letter sent to the client.
  • They must provide replacement funds in the form of cash, certified cheque, money order/bank draft, bank wire transfer (electronic bank-to-bank transfer), or bank debit card payment.
    • Registries is not responsible for any administrative expenses and chargebacks associated with the acceptance of bank debit card or credit card payments.
    • Registries will not reimburse a registry agent for a credit card cheque that has been dishonoured by a bank for any reason.
• After 45 days have passed and prior to 120 days from the date of the cheque, a request for reimbursement may be submitted to the Financial Reporting and Policy Unit.
  • Complete and submit Assignment of Debt (REG0054) (pdf) and Particulars of Debts Assigned (REG0055) (pdf).
    • Missing or incomplete information will result in processing delays.
  • Attach the non-negotiable cheque or an electronic copy of the cheque, the original bank notification and a copy of the letter sent to the client.
    • Record the transaction number or the MVID number of the serviced client on the back of the cheque or an electronic copy of the cheque, when the cheque was for a motor vehicle service.
    • Record on the back of the cheque or an electronic copy of the cheque, the transaction information for all other Registries services including the dollar value of each service (attach photocopies of the applications, requests, statements or client receipts).
• Remove the alert from the serviced client’s file once the replacement payment is received.

Registries is under no obligation to reimburse registry agents for uncollectible non-negotiable items after 120 days have passed from the date of the cheque.

Cheques equal to or greater than $500.00

Once a registry agent is advised by their bank that a client’s cheque is returned as non-negotiable, the registry agent must:

• Immediately place an alert against the serviced client’s file and all related joint files advising all registry agents that the client has an outstanding non-negotiable cheque. Contact the serviced client by telephone (if the bank cannot certify the cheque) advising them:
  • Indicate the following registry agent information in the alert:
    • Office name and P#.
    • Complete address.
    • Contact individual and telephone number.
    • The amount and reason for the non-negotiable cheque.
  • The cheque received as payment for Registries services was returned by the bank as non-negotiable.
  • They must provide replacement funds in the form of cash, certified cheque, money order/bank draft, or bank wire transfer (electronic bank-to-bank transfer).
    • Registries is not responsible for any administrative expenses and chargebacks associated with the acceptance of bank debit card or credit card payments.
    • Registries will not reimburse a registry agent for a credit card cheque that has been dishonoured by a bank for any reason.
• Remove the alert from the serviced client’s file once the collection action is successful and a replacement payment is received.
  • The registry agent may charge the client an administration fee for a non-negotiable cheque.
• Immediately submit a request for reimbursement to the Financial Reporting and Policy Unit when the collection action is unsuccessful (the cheque is uncertifiable by the bank and contact with the client was unsuccessful).
  • Complete and submit Assignment of Debt REG0054 (pdf) and Particulars of Debts Assigned (REG0055) (pdf).
    • Missing or incomplete information will result in processing delays.
  • Attach the non-negotiable cheque or an electronic copy of the cheque, along with the original bank notification.
    • Record the transaction number or the MVID number of the serviced client on the back of the cheque or an electronic copy of the cheque, when the cheque was for a motor vehicle service.
    • Record on the back of the cheque or an electronic copy of the cheque, the transaction information for all other Registries services including the dollar value of each service (attach photocopies of the applications, requests, statements or client receipts).

Once the debt has been assigned to Registries, the registry agent must not attempt to collect their administration fee for the non-negotiable cheque from the client.

When payment is accepted from the client for the non-negotiable cheque, after the Assignment of Debt forms have been submitted, the registry agent must:

• Contact the Financial Reporting and Policy Unit at (780) 427-2905 or e-mail to refundinquiries@gov.ab.ca to cancel the Assignment of Debt collection action against the client.
  and
• Cancel their request for reimbursement.

Payment received by another Registry Agent

When a client has a non-negotiable cheque with Agent A and attempts to obtain further registries services from Agent B, Agent B must:

• Collect all the outstanding debt owing to Registries, including the service fee associated with the transaction owed to Agent A. 
  • Funds must be in the form of cash, certified cheque, money order/bank draft, bank debit card payment or credit card payment.
    • Registries is not responsible for any administrative expenses and chargebacks associated with the acceptance of bank debit card or credit card payments.
    • Registries will not reimburse a registry agent for a credit card cheque that has been dishonoured by a bank for any reason.
• Collect the non-negotiable cheque administration fee if possible.
  • If the client refuses to pay the administration fee, registries services may not legally be restricted.
• Place the money in Record Unapplied Money on MOVES under the serviced client’s MVID.
  • Contact the Financial Reporting and Policy Unit at (780) 427-2905 or e-mail to refundinquiries@gov.ab.ca to advise them payment has been collected.

The Financial Reporting and Policy Unit will:

• Issue a refund cheque to Agent A to clear the debt.
• Remove the alert that was placed on the serviced client’s file.

Financial Reporting and Policy Unit

Upon receipt of the non-negotiable cheque or an electronic copy of the cheque, from the registry agent, the Financial Reporting and Policy Unit will:

• Set up an account receivable against the serviced client’s account.
  • Charge a $25.00 non-negotiable cheque administration fee to the client’s account.
• Place a restriction of service on the client’s file.
• Remove the alert that was placed on the serviced client’s file.

The Financial Reporting and Policy Unit will reimburse the registry agent for:

• The dollar value of the Registries service(s).
• The registry agent’s service fee associated with the service(s).
  • A registry agent will not be reimbursed for the non-negotiable cheque administration fee.  Any bank charges are the responsibility of the registry agent or client.

Denial of Reimbursement

Registries, under certain circumstances, may refuse to reimburse a registry agent for uncollectible non-negotiable cheques.  Examples may include:

• A credit card cheque.
  • Registries will not reimburse a registry agent for a credit card cheque that has been dishonored by the bank for any reason.
• A cheque is accepted as payment for:
  • Registries services totaling $10,000.00 or more.
  • Registries services that were provided to a restricted client.
    • Services such as a driver's abstract, overdue fines, accounts receivable, etc. 
  • An account balance where the registry agent has made arrangements to extend credit to a client.
  • Issuance of a knowledge and/or road test permits when the permit(s) have not been used.
  • A registries service(s) that was cancelled or backed out and the fees were refunded directly by the registry agent to the client prior to confirming the cheque had cleared the bank.
    • Traveler’s cheques, bank drafts or money orders that were not properly verified for authenticity.

Forged Cheques

Once a registry agent is advised by their bank that a client’s cheque is returned as forged, the registry agent must immediately:

• Contact the client by telephone to determine if the client is aware of the cheque.
  • If the client claims to have no knowledge of the cheque, advise the client to:
    •  Contact the police department. 
    • The forged cheque and all registries documents pertaining to the transaction will be forwarded to the police department as evidence.
  • If the client is aware of the forged cheque and has contacted the police, obtain the police file number and advise the client the forged cheque will be forwarded to the police department as evidence.
  • Keep a copy of all documents for future reference by Registries.

When the registry agent is unable to contact the client, the registry agent must immediately:

• Forward the forged cheque or an electronic copy of the cheque, and all registries documents pertaining to the transaction to the police department for evidence.
  • Obtain a police file number.
  • Keep a copy of all documents for future reference by Registries.
• Contact the Financial Reporting and Policy Unit (780) 427-2905 or e-mail to refundinquiries@gov.ab.ca to advise them of the forged cheque and the police file number. The Financial Reporting and Policy Unit will:  
  • Have the related service(s) backed out or cancelled.
  • Reimburse the registry agent for the service charge associated with the transaction.
  • Advise the registry agent of any further action to take.

Date Originally Issued: Sep 15, 1995
Date Last Revised: Feb 14, 2019