Ill. Admin. Code tit. 92, § 451.150 - Completion Procedures for Vehicle Inspection Report (VIR)
a) The VIR shall be
completed by a CST for each and every vehicle submitted for an inspection at an
Official Testing Station.
b) The
VIR remains the property of the Department at all times.
c) Every combination of vehicles (e.g.,
tractor-trailer) shall be tested as separate units and must have separate
VIRs.
d) The vehicle owner's
registration card, title, or equivalent proof of ownership shall be presented
to the CST at the time of the safety test for all vehicles being tested. For
school bus inspections, a valid wheel pull form (SB6) shall also be presented
to the CST prior to the safety test. The safety test cannot begin without
proper ownership documentation and wheel pull form (if school bus is tested).
The CST must verify that the Vehicle Identification Number (VIN) which is
recorded on the vehicle registration material is identical to the VIN found on
the vehicle VIN plate.
f) The CST
must remove the old Certificate of Safety from the windshield of the vehicle
before beginning the inspection.
g)
The CST shall write legibly and use only a number two lead pencil to record
information on the VIR.
h) VIR's
are separated into two types: school bus and all vehicles other than school
buses. The school bus VIR is used only for school buses and the other VIR is
used for all other vehicles.
(AGENCY NOTE: Copies of the Vehicle Inspection Reports are available upon request at the Department's Commercial Vehicle Safety Section)
i) For all
vehicles other than school buses, the CST must indicate in Field A whether the
vehicle is tested semiannually (IVC) or annually (Interstate).
j) In fields 5, 7, 10, 11 and 21, the
required numbers and/or letters shall be written in the spaces above the
bubbled area and the corresponding bubbles shall be marked below.
k) The following fields shall be recorded on
the VIR in the following order:
1) Field 8 -
Date of the safety test.
2) Field 9
- Starting time of safety test.
A) Time
recorded must directly correspond to actual time of test.
B) Only one vehicle is to be tested at a
time.
3) Field 11 -
Official Testing Station and CST identification numbers.
4) Field 12 - CST initials.
5) Field 1 - Manufactured year of the
vehicle.
A) Shall be found on the proof of
ownership material.
B) If the
vehicle's year is prior to 1970, only the bubble labeled "prior to 1970" is
marked.
C) For all other years, the
appropriate combination of 1970 or 1980 and the appropriate last digit of the
year is marked (e.g., for a 1983 vehicle, the "1980" and "3" bubbles would be
marked).
6) Field 2 -
Type of vehicle to be tested.
7)
Field 2A - Vehicle rejected and not returned within 30 days.
8) Field 3 (school bus) - Vehicle chassis
Field 3 (other than school bus) - Vehicle make
9) Field 4 (school bus) - Body
type
Field 4 (other than school bus) - Trailer make
10) Field 5 - License Plate Number
A) Enter the exact license plate letters
and/or numbers found on the plates attached to the vehicle.
B) Begin filling from the left most box and
proceed to the right.
C) Fill only
enough boxes to record the number.
D) If no plates are attached to the vehicle,
enter "NONE" in the upper fields and mark the appropriate bubbles
below.
11) Field 7 -
Vehicle Identification Number (VIN)
A) Begin
filling from the left most box and proceed to the right.
B) Do not leave any blank spaces between
numbers or letters.
C) Blank spaces
are acceptable only at the far right if not needed to record the VIN.
12) Field 10 - Odometer Reading
A) Begin filling from the right most
box.
B) Mark "0" in any unoccupied
boxes (e.g., odometer reading of 17,323 would be written 017,323).
C) Mileage is bubbled in thousands of miles
(e.g., odometer reading of 17,323 would be bubbled 017).
13) Field 15 - Number of Axles
A) Mark the number of wheel axles found on
the vehicle.
B) Single and double
wheel axles are recorded separately.
14) Field 13 - Component Reject Area
A) Mark the appropriate bubble(s) for any
defects found on the vehicle during the safety test.
B) Complete the entire test, regardless of
defects found.
C) Where several
defects are represented by the same bubbled area, the "remarks section" on the
second blue sheet of the VIR is to be used for a more detailed description of
the defects found (school bus VIR only).
15) Field 16 - Test Fee
A) Enter the test fee charged according to
the posted Official Testing Station fee schedule.
B) If a Certificate of Safety is issued, the
fee for the Certificate is to be included in this field. If no Certificate of
Safety is issued, only the test fee is recorded.
16) Fields 17 and 18 - Repair Charges
A) The cost of parts used for minor repairs
shall be entered in Field 17. No repairs or adjustments shall be initiated
without express permission of the vehicle owner or driver.
B) The cost of labor necessary to make minor
repairs shall be entered in Field 18. Labor charges can only be assessed for
specific mechanical work performed.
C) The costs shall be rounded to the nearest
dollar.
17) Field 14 -
Completion Time of Test.
A) Time is determined
after testing procedures and Vehicle Inspection Report are complete.
B) Both the front and rear sides of the
Vehicle Inspection Report must be complete.
18) Fields 19, 20 and 21 - Certificates of
Safety Issued
A) Certificates of Safety shall
only be issued to a vehicle meeting or exceeding the minimum safety test
requirements.
B) The date the
Certificate is affixed to the windshield shall be entered in Field
19.
C) The time the Certificate is
affixed shall be entered in Field 20.
D) The complete eleven-digit Certificate
serial number shall be entered in Field 21.
19) Field 22 - Total Costs for Safety Test
A) Field 22 is mandatory for all Official
Testing Stations (OTS) other than Private OTS. Field 22 is optional for Private
OTS.
B) Subtotal fees are separated
into the following categories:
i) Test
fee;
ii) Labor charge;
iii) Parts charge;
iv) Sales tax; and
v) Certificate of Safety fee
categories.
l) The legal section on the reverse side of
the second and third copies of the Vehicle Inspection Report must be completed.
The CST can either complete both copies or remove the last page of carbon paper
and reinsert it back into the VIR between the second and third copies of the
form. This allows the information which is required on the back of the VIR to
also be shown on the back of the second copy.
1) Item 1 - Vehicle Owner's Identification
A) Enter the complete name and address of the
owner as shown on the proof of ownership or registration material.
B) Information shall be printed legibly and
no abbreviations are acceptable.
2) Item 2 - Driver's signature
3) Item 3 - CST name and signature
A) Must be complete name.
B) Legal signature only.
4) Item 4 - Retesting CST Signature
A) Completed only when a rejected vehicle
returns for retest.
B) The CST
performing the retest and signing Item 4 does not have to be the same CST who
performed the original safety test.
m) For interstate vehicles, the CST must
complete the pass/fail check off list on page two. Only those components that
apply to the unit being inspected can be checked.
n) For each replacement Certificate issued,
field numbers 1-7, 10-13 (code only "Replacement Certificate of Safety" bubble
at right end of "Glazing" line), 15, 16 (code amount of Certificate of Safety
fee if charge was made; skip this field if no charge was made), and 19-21 shall
be completed on a VIR.
o) The
Certificate of Safety fee shall not be charged to the driver until the
Certificate is issued.
p) It is the
responsibility of the Official Testing Station Owner to issue, submit and file
the completed Vehicle Inspection Report copies as listed below:
1) Top Copy: Submitted to the Department.
A) Copy is held at the Station until the
first Monday following the test.
B)
Each Monday all VIRs completed the previous week are to be mailed to the
following address:
Illinois Department of Transportation
2300 S. Dirksen Parkway
Room 022
Springfield, IL 62764
2) Second Copy: Filed at Official Testing
Station.
A) VIR's completed for interstate
(annual) inspections must be filed separately from all other VIRs. All VIR's,
including interstate VIR's, must be filed in the following order:
i) Certificate of Safety code (i.e., TRK,
TRL, SHB or RBV).
ii) Certificate
of Safety serial number (Field 21).
iii) Date and time Certificate of Safety is
applied.
iv) Month Certificate of
Safety is applied.
B)
For school bus inspections, the corresponding wheel pull form (i.e., SB6) shall
be attached to the second copy.
C)
The second copy shall be preserved, protected, and retained for a minimum of
eighteen months from Certificate of Safety issuance date.
D) The second copy shall be available for
inspection by Department personnel during regular business hours which are
listed in Section
451.70(1)(1)(B).
3) Third Copy: Issued to
Driver.
q) Vehicle
Inspection Reports - Rejected Vehicles:
1)
First and second copies are to be retained at the Station for thirty
days.
2) Third copy allows thirty
days for repair and return to the original Station for reinspection of only
previously rejected components. If the vehicle passes inspection, only the
Certificate of Safety fee ($1) can be charged. The cost of the original
inspection covers the cost of reinspection for thirty days.
3) If the vehicle is returned for retest
within the thirty day period of time, the VIR is to be completed and copies
distributed as in subsections (p)(1), (2) and (3).
4) If at the end of thirty days the vehicle
has not returned for a retest, field 2A is completed and the first (top) copy
of the VIR is forwarded to the CVSS with the following Monday's VIRs. The
second copy is filed in the eighteen month file by month of original
test.
r) Vehicle
Inspection Reports - Incomplete Vehicles:
1)
The first and second copies of the VIR shall be held at the Station for sixty
days.
2) The third copy allows
sixty days for completion and return to the original Station for
retest.
3) If the vehicle is
returned for retest within the sixty day period, the VIR is completed and
copies distributed as in subsections (p)(1), (2), and (3).
4) If at the end of the sixty days the
vehicle has not returned for retest, field 2A is completed and the first (top)
copy of the VIR is forwarded to the CVSS with the following Monday's VIRs. The
second copy is filed in the eighteen month file by month of original
test.
Notes
Amended at 17 Ill. Reg. 12839, effective July 27, 1993
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