Fill Out Your Adm 399 Form

What is the purpose of the ADM 399 form?

The ADM 399 form is used to request refunds for various fees collected by the Department of Motor Vehicles (DMV). This includes refunds for vehicle or vessel registration, driver licenses, identification cards, special certificates, and other penalties. A refund may be due if fees were overpaid or paid in error.

How do I determine if I am eligible for a refund?

You may be eligible for a refund if you have paid fees that were not required or were made in error, as outlined in California Vehicle Code §42231 and Revenue and Taxation Code §10901. It’s important to read the instructions carefully to assess your eligibility before completing the form.

What should I include with my refund application?

When submitting your application, attach all relevant documentation. This might include proof of payment, like cancelled checks or credit card receipts. Additionally, include any DMV-issued receipts, a Vehicle Registration card, and forms substantiating your request for a refund.

What types of fees are not eligible for a refund?

DMV will not approve refund requests for registration fees paid before vehicle sale, for duplicate certificates obtained voluntarily, or for parking fees. Additionally, requests received more than three years after payment cannot be honored due to limitations on records.

How do I submit the ADM 399 form?

You can submit your completed form to the nearest DMV office, or you can mail it to the appropriate DMV divisions as specified in the instructions. Ensure that you send it to the correct address, depending on the type of refund you are requesting.

How long will it take to receive my refund?

You will receive notification about the decision regarding your refund within 30 days of the DMV receiving your application. If further information is needed, DMV staff will reach out to you via phone, email, or mail.

What if I submitted my application but haven’t heard back?

If you haven’t received an update within the outlined timeframe, it is advisable to contact the DMV for the status of your application. Be ready to provide any necessary details to expedite the inquiry.

Can someone else submit the refund request on my behalf?

Yes, someone else can submit the request, but they must complete a Statement of Facts (REG 256) authorizing DMV to issue the refund to them. Make sure to follow this requirement to avoid delays in processing your application.

Submitting the ADM 399 form can feel overwhelming. Many individuals make mistakes that can delay or deny their refund requests. One common error is not providing complete and accurate contact information. Applicants often forget to include their mailing address or fill out the city, state, and zip code sections correctly. This can lead to complications in processing the refund, as the DMV needs this information to contact the applicant.

Another mistake involves the refund amount requested. People sometimes enter an incorrect amount, forgetting to include cents or miscalculating the total. Ensuring this figure is accurate is crucial because it directly affects the outcome of the application. If an error is made, it may require resubmission of the form, resulting in further delays.

Filling out the section related to the reason for the refund can also trip applicants up. Many tend to either select the wrong option or fail to provide a clear, concise justification for the request. Marking “Other” without a proper explanation is particularly problematic. The DMV requires a brief statement justifying the refund request to assess its validity.

Additionally, applicants often overlook the requirement for documentation. Failing to attach all necessary substantiation, such as a photocopy of the original payment proof, can lead to a rejection of the application. It's not enough to simply fill out the form; all supporting documents must also be included for successful processing.

The signature of the applicant is another common point of failure. Some individuals forget to sign the application, while others may fail to date it properly. Both are critical for the DMV to consider the application valid. An unsigned or undated form is essentially incomplete.

Identifying the correct DMV office where fees were paid often poses challenges, leading to further errors. Some applicants mistakenly list an incorrect location, which could impact the processing of their refund. It's important to double-check the location before submission.

Finally, individuals sometimes misinterpret the instructions regarding the method of payment or miss marking their chosen payment method altogether. This oversight can cause confusion and delay as the DMV relies on this information to process the refund accurately. Each of these mistakes can complicate the application process, making thoroughness and attention to detail essential when completing the ADM 399 form.

When filing the ADM 399 form to request a refund from the DMV, you may need several other documents to support your application. Each piece of documentation plays a crucial role in helping to clarify your request and ensure that the process goes smoothly.

• Certificate of Title (REG 227): This document serves as proof of ownership of a vehicle or vessel and may be necessary if the refund request relates to a change or correction in the vehicle's description.
• Statement of Facts (REG 256): Use this form to provide additional details about your refund request, especially if you are not the registered owner but are making the request on their behalf.
• Notice of Transfer and Release of Liability (REG 138): This form must be submitted when a vehicle is sold. It provides DMV with the buyer's details and the sale date, helping establish that the seller is no longer responsible for the vehicle.
• Nonresident Military (NRM) Vehicle License Fee Exemption (REG 5045): If you are a member of the military and meet certain criteria, this form can help you claim an exemption from specific fees.
• Certificate of Non-Operation (REG 102): If the vehicle was not operated during the registration period, this form establishes that and can support your refund request.
• Photocopies of Payment Evidence: Include photocopies of canceled checks or credit card receipts to demonstrate proof of payment. Submitting these documents can expedite the review process.

Having the necessary documents ready can significantly streamline your refund request with the DMV. It's important to ensure all files are correctly completed and submitted alongside the ADM 399 form to avoid delays in processing.

• Form REG 102: This form is used to certify non-operation or planned non-operation of a vehicle. Like the ADM 399, it is geared towards managing vehicle records and helps in requesting refunds or exemptions in registration fees.
• Form REG 138: This document is the Notice of Transfer and Release of Liability. It is crucial for reporting the sale of a vehicle, ensuring the previous owner is not held liable for future actions. Similar to ADM 399, it provides a means for individuals to correct records with the DMV.
• Form REG 5045: This is a Nonresident Military Vehicle License Fee and Transportation Improvement Fee Exemption form. It helps service members request refunds or exemptions related to vehicle registration fees, just like the ADM 399 facilitates the refund process.
• Form REG 256: The Statement of Facts allows an individual to authorize a refund to someone other than the registered owner. Like ADM 399, it gathers necessary information to process requests accurately for various situations involving refunds.
• Form DL 44: This is the application for a driver’s license. While it’s primarily used to apply for a new license, it shares a purpose with ADM 399 in managing driver fees, ensuring that the reasons for payments are accurately processed.
• Form ID 440: This form is used to issue identification cards. Similar to ADM 399, it entails the payment of fees and ensures that transactions with the DMV are accurately reflected and managed.
• Form REG 342: This is a General Request form that allows individuals to inquire about their vehicle status or make payments. Like the ADM 399, it facilitates communication with the DMV regarding refunds and other requests related to fees.

When filling out the ADM 399 form, here are some important dos and don'ts:

• Do: Read the instructions thoroughly to ensure you qualify for a refund.
• Do: Provide complete and accurate information on all required fields.
• Do: Include any necessary documentation to support your refund request.
• Do: Submit the form to the correct DMV office or mail it to the appropriate address.

• Don't: Submit a refund request if the payment was made more than three years ago.
• Don't: Apply for a refund of fees that were paid voluntarily.
• Don't: Expect a refund unless you attach substantiating documents.
• Don't: Skip any fields; incomplete applications may be rejected.

• Only DMV staff can file the ADM 399 form. Any individual or business eligible for a refund can submit the application, not just DMV employees.
• The ADM 399 form can be used for any type of refund. This form is specific to fees paid to the DMV. For other types of refunds, different processes may apply.
• All refund requests will be granted. Refunds are only issued for eligible circumstances outlined in the instructions. Requests for registration fees under certain conditions may be denied.
• If I submit the form, I'll receive my refund immediately. After submission, it typically takes up to 30 days to process the request and notify the applicant.
• I can request a refund even if I missed the three-year limitation. Requests received after three years from the payment date cannot be processed due to statute limitations.
• It’s okay to submit any documentation I find relevant. The application has specific documentation requirements. Failing to attach the correct proof can delay or deny the request.
• Refunds are offered for duplicate certificate fees. The DMV does not refund fees for duplicate certificates or stickers if they were applied for voluntarily.
• I can request a refund for parking fees using the ADM 399 form. Parking fees must be addressed through the issuing agency or court, not through the DMV.
• Filing the application is all I need to do for a refund. Accurate completion of the application and submission of required documents is necessary to receive the refund.
• The DMV will contact me only if they need more information. They will inform applicants of the status of their refund or request additional information as needed.

Here are some important points to consider when filling out and using the ADM 399 form:

• Understand the purpose: This form is specifically designed to request refunds for various DMV fees, including vehicle registration and driver license fees.
• Eligibility matters: A refund request can only be made if fees were paid in error or weren't required, as defined by the relevant California codes.
• Complete the form accurately: Fill out all required fields carefully to avoid delays. Double-check the information before submitting.
• Submission options: You can submit the application in person at your nearest DMV office or mail it to the specified DMV addresses.
• Time limits: Refund requests must be made within three years of payment due to the statute of limitations.
• Required documentation: Include necessary documents like proof of payment, vehicle registration cards, and any other applicable forms when submitting your application.
• Be aware of unqualified requests: Certain requests, such as for duplicate certificates or parking fees, will not be honored. Review the invalid request section to understand what’s excluded.
• Notification timeline: You will receive a notification regarding your refund within 30 days after your application is received, so keep an eye on your preferred contact method.
• Signature matters: Don’t forget to sign your application. An unsigned form may lead to rejection or delay.
• Contact DMV for questions: If you're unsure about any part of the process, don’t hesitate to reach out to the DMV for clarity. They can help guide you through any confusion.