VIIM System – Frequently Asked Questions

VIIM System

Frequently Asked Questions (FAQ)

General System Information: 

  1. What is the VIIM System? 

    The Virginia IFTA IRP Management (VIIM) System is an efficient, convenient, and secure solution for managing your IFTA and IRP transactions at DMV. 

  2. What are the key features of the system? 

    Key features of the VIIM System include: 

  • Easy self-service processing of your IFTA and/or IRP transactions
  • New bulk services for Agents and Self-Credentialed Carriers
  • Online access to IFTA/IRP correspondence
  • Management of business and user profile information
  • Automatic IFTA License and Decal Renewal Process
  • Online application tracking
  • Email notifications
  1. Who will benefit from this system? 

DMV IFTA/IRP customers, third party agents and providers, DMV representatives and law enforcement will benefit from the VIIM System. 

System Access & Setup: 

  1. How do I request access to the VIIM System? 

    User access may be requested from the VIIM System home page.  For detailed navigation instructions, refer to the VIIM System Home Page Guide .   

    Access to VIIM System requires a DMV-provided access credential for each user, known as “Okta Authentication” and a two-step authentication process. This method provides a more secure level of authentication than reusable passwords alone. Each user’s Okta Authentication must be renewed every four years and cannot be shared.  

    Once access is granted, you will receive the following email notifications: 

  • Current Motor Carrier Portal Users
    • VIIM System access approval notification
  • New Motor Carrier Portal Users
    • VIIM System User Registration Approval
    • Welcome to Okta!
    • Security Method Enrolled
    • New Sign-on Notification

 

  1. How do I access the system?

       VIIM System is accessible through the Motor Carrier Portal. 

  1. What do I do if I forget my password or cannot access the system? 

       Please refer to the Motor Carrier Portal FAQ  for instructions on how to reset your password. 

  1. Will the system work on my device (desktop, mobile, etc.)? 

       Yes, the VIIM System will work on all types of devices. 

  1. Will the system work on any internet browsers? 

        Yes, the VIIM System will work on all modern, supported internet browsers. 

  1. How long is my temporary password valid? 

       Please refer to the Motor Carrier Portal FAQ . 

  1. Will I be required to have multiple factors to help with authentication? 

       Please refer to the Motor Carrier Portal FAQ . 

  1. Is there any training available for using the new system? 

        VIIM System is designed with user-friendly navigation and includes tooltips for data entry fields to assist users throughout the process. 

 

Support & Troubleshooting: 

  1. Who do I contact for support? 

DMV’s IFTA/IRP Customer Contact Team: 

 

  1. What should I do if I experience system downtime or outages? 

       Reach out to DMV’s IFTA/IRP Customer Contact Team

  1. What is a VIIM System Support ID?  

A VIIM System Support ID allows a DMV employee to assist you by remotely viewing your VIIM System session.  

To obtain your VIIM System Support ID, log into VIIM System and follow the steps below: 

  1. Click on the “?” (located in the upper right corner of the webpage) 
Question Mark
  1. Select “View Support ID”
  2. Select “Yes” to the question, “Do you want to get a support ID and allow a support person to view your session to provide assistance?” 

  3. Retrieve the Support ID displayed and provide it to the DMV representative. 

    Support ID Screen

Data and Security: 

  1. Is my data secure in the system? 

Yes, safeguards are in place to ensure secure data storage, role-based system access, and resiliency against external threats. 

  1. How would I know if someone uses my logon information?

You will receive an email notification immediately if your information is used to log in from a new device.

  1. Can I access my data from previous systems in the new system? 

Previous IFTA/IRP data will be converted into the VIIM System. 

  1. What happens to my data when I close my IFTA/IRP accounts? 

Data is retained in accordance with the Library of Virginia’s data retention schedules.  

 

System Maintenance & Updates: 

  1. Will there be any scheduled downtime for system maintenance? 

There is no expectation of system disruption or outages for maintenance. If you experience system interruptions, please contact DMV’s IFTA/IRP Customer Contact Team . 

 

User Permissions & Roles: 

  1. How do I request additional accounts, fleets or users in the system?
  • Additional IFTA/IRP accounts/fleets may be requested once logged into the VIIM System. 

  • Additional users follow the user registration access guide found on the VIIM System home page.  For navigation information refer to the “VIIM System Home Page Guide”.  Access to VIIM System will require the use of a DMV-provided access credential for each user, called an “Okta Authentication”. Each user’s Okta Authentication will require renewal every 4 years and cannot be shared. 

     

  1. Where would I find information pertaining to an Agent or Appointing an Agent to conduct my business? 

Refer to the VIIM System Home Page Guide for navigation information. 

  • An agent—such as an accountant, bookkeeper, or any individual or entity not employed by the carrier—may enter into agreements with DMV and the carrier to process IFTA and/or IRP transactions on the carrier’s behalf. 

    If your company wishes to act on behalf of a carrier, you must complete the required agreement with DMV by selecting “Third Party Agreement (Agent)” This process includes submitting the Agent Agreement form and designating your company’s administrator. 

    Please allow up to three business days for processing and approval. 

  • Carriers may appoint an agent to process IFTA and/or IRP transactions on their behalf by selecting “Appoint a Third-Party Agent” from the VIIM System home page. 

    If you would like an agent to represent your company, both you and the agent must enter into separate agreements with DMV. Please ensure that your chosen agent has submitted and received approval for their Agent Agreement. 

    Once your Carrier Agreement has been submitted, please allow up to three business days for review and approval. 

  1. How is user access authentication managed in the system? 

Users who request access to VIIM System must be listed as a contact on the IFTA and/or IRP account.  

  • Contacts verified by the IFTA/IRP team will be automatically approved for access.   
  • Contacts not verified will require additional research prior to authentication. Allow up to three business days for the access approval.
  1. What would happen if someone misused their user access in VIIM System? 

DMV monitors use of access mechanisms and may terminate access if DMV detects misuse. 

Miscellaneous: 

  1. How can I provide feedback or suggestions for system improvement? 

We value your feedback and suggestions! Please feel free to reach out to  DMV’s IFTA/IRP Customer Contact Team  using any of the methods listed above. 

  1. Are there any best practices for using the system effectively? 

The VIIM System is designed for easy navigation and features helpful tooltips that provide guidance throughout various processes. 

  1. What happens if I don't use the system as intended or encounter issues with compliance? 

When you provide information to DMV you must certify and affirm that you are authorized to transact business on the account, that the information you are providing is true and correct, and that you understand that knowingly making a false statement or representation is a criminal violation.