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Does anybody have a written process for getting GM key codes? Auditor's were here and nit picked me about miss information on my requests. Told me they could have removed us from getting them

This is what is in the policies and procedures manual

5.2.5 - Replacement of Key Numbers and Security Chips
For security and protection against auto theft, Service Agent personnel must verify vehicle
ownership before providing replacement keys, key numbers and/or security chips. Verification
must include positive identification of the requester and verification of vehicle ownership through
registration, title, etc.
Each Service Agent Facility must make a permanent file, by VIN of all key requests; the file
must include copies of the following:
• Government issued picture ID (Drivers License).
• Vehicle's registration or other proof of ownership. Caution: Registration should have
normal markings from the state or province that issued the registration.
Proof of ownership may consist of the following:
• Vehicle Registration
• Vehicle Title
• Court ordered repossession order and lien-holder documents
• A fleet vehicle driver's individual’s driver's license, proof of employment and
registration
• "Independent repair facility" requestors driver's license, proof of employment and
signed copy of the job card for that repair facility
• Copy of the paid customer receipt which has the name/GMIN of the employee who cut
and/or provided the key to the customer.
This file is subject to review by Regional Field Staff, GM Audit staff, GM Security and law
enforcement agencies.
Service Agent Facility Key Code documentation must be retained for a minimum of 2 years.
When vehicle ownership cannot be proven beyond a reasonable doubt, do not provide
the key code or keys.

We were audited last week and got dinged for several things. keep in mind we only requested 5 codes in December. The auditor left us some paperwork including a page we could post on the counter. We did not have our copies locked and they were upset about that. We were missing paperwork on some of the request, they were shop related and we had stated that on the request for but that was not good enough. So the end result was we are not able to request codes at this time. I could care less myself as I am retiring in july. I would suggest that everyone get there act together because it has happened to many stores at least in the southeast. Lock the info up, don't cut for your wholesale accounts, don't use insurance cards as proof of ownership. Only use registration or title . If you are not doing this perfect you will get penalized. Also use your 3030 screen to find key codes .
good luck

LOKI1 wrote:We were audited last week and got dinged for several things. keep in mind we only requested 5 codes in December. The auditor left us some paperwork including a page we could post on the counter. We did not have our copies locked and they were upset about that. We were missing paperwork on some of the request, they were shop related and we had stated that on the request for but that was not good enough. So the end result was we are not able to request codes at this time. I could care less myself as I am retiring in july. I would suggest that everyone get there act together because it has happened to many stores at least in the southeast. Lock the info up, don't cut for your wholesale accounts, don't use insurance cards as proof of ownership. Only use registration or title . If you are not doing this perfect you will get penalized. Also use your 3030 screen to find key codes .
good luck

Eddie Dixon??

LOKI1 wrote: The auditor left us some paperwork including a page we could post on the counter.

I would be interested to see what that auditor left you. Can you scan and email? or a pic or it?

thanks

I can forward it. Give me an address

Our crappy key machine is terrible at duplicating keys. Many times people already have a key and they just want an extra one so we check the cuts and use the key code to make the key. In this instance, the customer is not required to show an I.D.

[quote="LOKI1"]I can forward it. Give me an address[/quote
Most likely the same one I got.

OilleakEarl wrote:Our crappy key machine is terrible at duplicating keys. Many times people already have a key and they just want an extra one so we check the cuts and use the key code to make the key. In this instance, the customer is not required to show an I.D.

I'm under them impression, if you request the codes for any reason, you need proof that the person is the actual owner of the vehicle. Even if they bring a key with them! CYA my friends

OilleakEarl wrote:Our crappy key machine is terrible at duplicating keys. Many times people already have a key and they just want an extra one so we check the cuts and use the key code to make the key. In this instance, the customer is not required to show an I.D.

Anytime you get a code you have to have all the information. We got audited two months ago over the same stuff. Even though the car was a used car and we owned it we got dinged. I am at the point they can take the keys and kindly put in a nice place. I am now holding the line that anything over 14 years old we won't touch. That is suppose to be the cut off on GM anyway, but like so many things it BS.