VIC Application Steps

Fill Out Owner Information

In the first step, you will be required to provide personal information about the VIC Owner in addition to details about how the business is structured (eg. Corporation, Proprietorship, Partnership, Franchise).

Be prepared to provide your Legal Name of the company and 9-digit Business Number (BN9). You can find this information on the Ontario Ministry of Finance website in either the Certificate of Registration or Provincial Registered Business Name Report. It can also be found at the top of your Tax Compliance Verification (TCV) Certificate.

Once you have filled out all required information, you will need to acknowledge and approve the use of all of your personal information for use in the Portal.

After checking the acknowledgement box, click the "Save" button.

Business Information

Next, you will fill out information on the Business itself. The VIC Business Name you provide in this section refers to the name used in daily business operations.

NOTE: The “Business Name” and “Business Number Expiry Date” fields are linked. When changing one data field, the System will automatically clear the other, and will remove the Certificate of Registration or Master Business License upload. If your business does not have a Business Number Expiry Date, you may leave this field blank. If you do have a Business Number Expiry Date, please enter it.

For the Test Class selection, the "PUBLIC" option applies to most cases and is the default value. The "FLEET" option refers to private VICs that are dedicated to performing Inspections for specific types of vehicles. The “GOVERNMENT” option refers to VICs that are owned and operated by the Canadian Government.

Select the correct VIC Capabilities, based on the type of inspections performed at your centre. Note that you can select more than one Capability in this section. To perform Safety Inspections, the VIC must have at least one Skilled Trades Ontario (STO) certified Technician.

NOTE: The Capabilities option list may change based on Program phases and Ministry policies.

You must upload either your Certificate of Registration, Profile Report, or your Master Business License using the “Upload File” option.

NOTE: VICs with the GOVERNMENT Test Class will not be required to upload Certificate of Registration, Profile Report, or your Master Business License.

NOTE: The details you provide for the business address and hours of operation will appear in the Public Website.

Click the "Save" button once you have filled out the required information.

A pop-up will appear confirming the record saved successfully, click “OK.”

Vehicle Inspection Centre Owner Delegate

On the Vehicle Inspection Centre Owner Delegate screen, you can specify a Delegate to perform the same duties that an Owner is responsible for. Delegates cannot register a new VIC, nor can they assign other Delegates to a VIC. Aside from these restrictions, they have the same access and permissions as Owners.

Click the "Add" button after filling out information on the VIC Delegate. Once you have assigned all Delegates to your VIC, click the "Save" button.

Delegate Registration

The system handles the account registration for Delegates. Once the Owner enters the email address for the intended Delegate, one of the following two scenarios occurs:

1. If the Delegate already has an account, the Owner will not need to key in all Delegate information. Once the email address is entered, the system populates the other fields. The Delegate will receive one email notification regarding the new assignment.
2. If the Delegate does not have an account, the Owner will need to key in all information, including email address, name, etc. The system then uses the entered information to create a new user account for the Delegate. Once the account is created, the Delegate will receive two notifications:
   • The Welcome email, including the temporary password to login and complete their registration.
   • The notification of their new assignment as the VIC Delegate.

A VIC Delegate, upon registration, can continue the onboarding/enrolling process for a new VIC where the Owner left off and/or update the information and maintain the existing VIC.

NOTE: If the Delegate does not want to accept the responsibility of being a VIC Delegate, they will need to call the VIC Owner or the Call Centre to have the assignment removed.

Insurance Verification

Enter the required Insurance Information, including Company, Policy number, Effective Date, and Expiry Date.

If you indicated being a Mobile VIC in the Business Information section, you will be required to provide the VIN, Licence Plate number for the vehicle being used for transporting the emissions testing equipment, and the Service Area (or region) that you will be servicing within Ontario.

Whether or not you are registering a Mobile VIC, on this screen the VIC Owner or VIC Delegate will need to upload a copy of your Certificate of Insurance. The Certificate of Insurance must have the additional insured of “His Majesty the King in Right of Ontario as represented by the Minister of Transportation.” Details on what insurance coverage is required is outlined on the document.

Confirm your VIC will maintain, at all times, the minimum insurance requirements in accordance with the Performance Contract by clicking the first checkbox.

Agree to inform the Ministry immediately upon the cancellation of the above stated policy of insurance or the removal of the Ministry as an Additional Insured by clicking the second

Click the "Save" button once you have filled out the required information.

A pop-up will appear confirming the record saved successfully, click “OK.”

NOTE: VICs with the GOVERNMENT Test Class will not be required to provide Insurance information. For these VICs, the accordion will be disabled.

Tax Compliance

Enter the Tax Information by entering your Tax Compliance Verification (TCV) number attained through the Ontario Ministry of Finance.

You must also upload your Tax Compliance Certificate letter. DO NOT upload your Filing & Balance letter as part of the application for tax compliance.

After uploading your file, you must e-sign the Tax Compliance Declaration Form. To do this, select the blue hyperlinked text. A separate window will open with the Tax Compliance Declaration. The form will automatically populate the data fields based on the information you entered earlier. Verify the information and then click the two checkboxes. Click “Sign and Submit” to e-sign the document. You can also download a copy of the Tax Compliance Declaration as a PDF.

NOTE: Your Tax Compliance Declaration Form must have been issued within the previous 6 months.

After clicking “Sign and Submit” a pop-up window will appear confirming you have successfully signed the document. Click the “Close” button to close out the window and return to the application process. The Tax Compliance Declaration Form will now show the signer’s name, status, and the date signed.

Click the "Save" button to move on to the next step.

A pop-up will appear confirming the record saved successfully, click “OK.”

NOTE: VICs with the GOVERNMENT Test Class will not be required to provide a Tax Compliance Verification number. For these VICs, the accordion will be disabled.

Pre-Authorized Debit (PAD) Agreement and Bank Information

NOTE: For this next step, make sure to have a cheque or a Pre-Authorized Debit (PAD) instructions form handy so that you can provide the necessary banking information.

Fill out the Bank information, including the Bank Name, Branch Name, Name on the Account, Bank Address, and Phone. Using the information on the cheque, enter the Transit Number, Financial Institution Number, and Bank Account Number – there is a sample screen of the cheque to show you how to find this information.

Next, you will be required to open and e-sign both the Ministry PAD Agreement as well as the Parsons PAD Agreement before you can proceed to the next section. To do this, select the blue hyperlinked text. A separate window will open with the PAD Agreement. Review all the information and then click the two checkboxes at the bottom. Click “Sign and Submit” to e-sign the document. You can also download a copy of the PAD Agreement as a PDF.

After clicking “Sign and Submit” a pop-up window will appear confirming you have successfully signed the document. Click the “Close” button to close out the window and return to the application process. The PAD Agreements now show the signer’s name, status, and the date signed.

Click the "Save" button once you have filled out the required information and e-signed both PAD Agreements.

A pop-up will appear confirming the record saved successfully, click “OK.”

NOTE: VICs with the GOVERNMENT Test Class will not be required to sign the PAD agreement unless they will be performing Emissions Inspections.

Performance Contract

Review and check all boxes under the VIC Attestations. You will need to provide details, including the make and model and serial number, on the list of tools that your VIC must have to perform inspections.

Next, you will be required to open and e-sign the Public Performance Contract before you can proceed to the next section. To do this, select the blue hyperlinked text. A separate window will open with the DriveON Program Performance Contract. The form will automatically populate the data fields based on the information you entered earlier. Review all the information and then click the two checkboxes at the bottom. Click “Sign and Submit” to e-sign the document. You can also download a copy of the Performance Contract as a PDF.

After clicking “Sign and Submit” a pop-up window will appear confirming you have successfully signed the document. Click the “Close” button to close out the window and return to the application process. The Public Performance Contract will now show the signer’s name, status, and the date signed.

After submitting the signed contract, you must wait while your submission is evaluated by the Ministry. When the evaluation is completed, you will receive an email notification with further instructions.

MTO Performance Contract Approval

On this screen, you can view the status of your Performance Contract submission. You are not required to perform any actions. Once your Performance Contract is approved, the next step in the process will automatically be enabled so that you can proceed with onboarding.

Readiness Check

Once the Ministry has approved the Contract, you can move on to the Readiness Checklist.

Review and acknowledge each of the items on the Readiness Checklist. After checking each item, click the "Submit" button. 

After submitting your acknowledgement, you must wait for Parsons to approve your submission.

Once approved, the remaining two onboarding steps are enabled which involve Ordering Equipment and Assigning Technician(s). You must complete these steps before you can perform any inspections.

Equipment Purchase Maintenance Agreement and Equipment Purchase

Once your Readiness Checklist has been reviewed and approved, you will be able to order equipment.

However, before you can proceed with ordering the equipment, you must review and e-sign the Equipment Purchase Maintenance Agreement (EPMA). To do this, select the blue hyperlinked text. A separate window will open with the EPMA. Carefully review the information as it details the equipment you must purchase to conduct inspections in the Program.

The form will automatically populate the data fields based on the information you entered earlier. Verify the information and then click the two checkboxes. Click “Sign and Submit” to e-sign the document. You can also download a copy of the EMPA as a PDF.

After clicking “Sign and Submit” a pop-up window will appear confirming you have successfully signed the document. Click the “Close” button to close out the window and return to the application process. The Equipment Purchase Maintenance Agreement will now show the signer’s name, status, and the date signed

 

How to Order Equipment

Once the Equipment Purchase Maintenance Agreement (EPMA) has been signed, the VIC Owner and/or Delegate can order equipment by clicking on the “Order Equipment” Button.