1.10.17 Registry Agent Service Charge Reimbursement
Policy
A registry agent service charge will be reimbursed for the no charge services within:
- Consul Licensing; see 3.10.21 Consul Licensing.
- Operator Reclassification; see 3.15.04 Operator Reclassification.
- Operator Condition Code Maintenance; see 3.15.05 Operator Condition Code Maintenance.
- Operator Exchange; see 3.15.06 Operator Exchange.
- Operator Duplicate; see 3.15.07 Operator Duplicate.
- Knowledge Permits / Tests; see 3.25.01 Knowledge Permits / Tests.
- Road Test Permits / Bookings; see 3.25.03 Road Test Permits / Bookings.
- Consular Corps Plates; see 4.45.07 Consular Corps Plates (cc and 3cc).
- Plate Exchange; see 4.55.04 Plate Exchange.
- Vehicle Ownership Correction (VOC); see 4.55.08 Vehicle Ownership Correction (VOC).
Registry Agent Clerical Error
A registry agent may request a service charge reimbursement for a clerical error made by another registry agent office, provided the registry agent requesting the reimbursement is not of the same ownership as the agent that made the error.
For further details regarding no charge services see QR 1.2 No Charge Operator/Vehicle Services (pdf).
Seniors’ Discount
A registry agent will receive a reimbursement for the discounted portion of the fee(s) and service charge(s) on personal motor vehicles services provided to a senior; see 1.10.08 Seniors’ Discount.
Motor Vehicles Reimbursement Requirements
No Charge Services
The reimbursement request must be submitted monthly by the 15th day of the following month to Motor Vehicles via email. For example, all no charge services processed from January 1 to January 31 must be submitted by February 15 to be eligible for reimbursement.
A registry agent must send in two separate PDF files:
- A completed Service Charge Reimbursement Request form; see Service Charge Reimbursement Request Form (REG3405) (pdf).
- Ensure the reason for no-charge service is selected in the drop down list.
- Missing, incomplete or inaccurate information on the Service Charge Reimbursement Request form may result in the request being denied.
- One PDF that contains a scanned copy of the signed motor vehicle application, and the applicable support documents (as shown in the chart below) for each reimbursement requested. These documents must be in the same order as listed on the Service Charge Reimbursement Request (REG3405) form.
- The motor vehicle application must indicate the reason for the no charge and not show a registry agent service charge.
| Reason for No Charge Service | Support Documents |
| O-Dup – DL/ID not received in mail | Interim licence |
| O-Dup – Saferoads Review | Alert or letter from SafeRoads |
| O-Recl – Approval from DFM/NTR | Alert or Notice to Report from DFM |
| O-Code – Approval from DFM/NTR | Alert or Notice to Report from DFM |
| O-Exch – Indigenous names |
A Legal Change of Name Certificate or an amended Birth Certificate |
| O-Exch – DL/ID material defect1 | Clear copy of front and back of driver’s licence / ID card |
| V-Exch – defective plate1 | Clear copy of the plate |
| V-Exch – Veterans’ or Amateur Radio Operator (HAM) plate | Letter from the Legion or the Licence Plate/Parking Placard Cancellation Declaration |
| VOC – Veterans’ plate |
Letter from the Legion |
| Consular Service | Alert |
| Clerical error by another agent | None |
| Other (approved by MVRA) | Alert or Copy of application form with CARS Reference Number recorded |
1 When the reason for the no charge service is a defective driver’s licence / identification card or licence plate, the original defective item must be mailed to Motor Vehicles.
Seniors' Discount
Service Alberta and Red Tape Reduction will track all services completed by a registry agent that are eligible for the discount. A registry agent will be reimbursed for the portion of the fee(s) and service charge(s) that were not collected from the client during payment. A registry agent is not required to submit a service charge reimbursement request form for seniors’ discount services.
A registry agent will receive reimbursements for seniors’ discount services on a weekly basis.
If a registry agent has questions regarding their reimbursement amount, see the Seniors’ Discount page on RAnet for contact information.
Transportation and Economic Corridors Reimbursement Requirements
Registry agents are not required to submit a service charge reimbursement request form to Transportation and Economic Corridors (TEC).
TEC will calculate a registry agent’s monthly service charge reimbursement payment(s) for the following:
- Eligibility confirmation for Government road tests scheduled to occur through their registry agent location, including authorized no-charge road tests ($28).
- Eligibility confirmation for Government road tests scheduled to occur at an offsite location, including authorized no-charge road tests ($28).
- Private road tests authorized as no charge that have been dispatched using the DaRT application.
- Class 1 road tests authorized by TEC ($28).
The amount TEC reimburses registry agents for private no charge road tests (including when a client does not show up to their appointment for the no charge road test) will be:
| Class 5 | $147 |
| Class 6 | $159 |
A single monthly payment for registry agent service charge reimbursements will be issued for TEC products / services.
Payment will be issued on or before the last day of the current month for the previous month’s transactions.
Date Originally Issued: Nov 14, 1989
Date Last Revised: Aug 01, 2025
