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  • Data dictionary

    File 1: Transaction information, file format – text FIXED length

    Character position

    Field name

    Format

    Description

    1-20

    TRANS_RECEIPT_NUMBER

    CHAR (20)

    (left-justified, blank-filled)

    Receipt number of transactions – enables chronology where more than one transaction per vehicle is recorded on one date

    21-28

    TRANS_DATE

    CHAR (8)

    Transaction date – year, month and day –yyyymmdd

    29-53

    TRANS_TYPE

    CHAR (25)

    (left-justified, blank-filled)

    Transaction type – either ‘New Registration’ or ‘Transfer Registration’

    54-65

    SELLER_CRN

    CHAR (12)

    (left-justified, blank-filled)

    Seller Customer Reference Number – unique identifier which identifies the seller’s (legal owner) registration details. This information will enable linking to the customer file.

    66-77

    PURCHASER_CRN

    CHAR (12)

    (left-justified, blank-filled)

    Purchaser Customer Reference Number – unique identifier which identifies the purchaser’s (legal owner) registration details. This information will enable linking to the customer file.

    78-87

    PURCHASE_PRICE

    CHAR (10)

    (right-justified, zero-filled)

    Amount vehicle sold for at time of transaction

    88-97

    MARKET_VALUE

    CHAR (10)

    (right-justified, zero-filled)

    Market value of vehicle at time of transaction

    98-175

    VEH_USAGE_TYPE

    CHAR (78)

    (left-justified, blank-filled)

    Vehicle usage e.g. private, business, taxi, charter, ambulance

    176-205

    MAKE_OF_VEHICLE

    CHAR (30)

    (left-justified, blank-filled)

    Make of vehicle e.g. Ford, Holden, Kenworth

    206-260

    MODEL_OF_VEHICLE

    CHAR (55)

    (left-justified, blank-filled)

    Model of vehicle e.g. Land-cruiser, RX7, Golf

    261-264

    YEAR_OF_MANUFACTURE

    CHAR (4)

    (right-justified, zero-filled)

    Year only – yyyy

    265-342

    BODY_TYPE

    CHAR (78)

    (left-justified, blank-filled)

    Body Type e.g. caravan, hatchback, sedan, horse-float, van

    343-347

    ENGINE_CAPACITY

    CHAR (5)

    (right-justified, zero-filled)

    Size of engine

    348-351

    NO_OF_CYLINDERS

    CHAR (4)

    (right-justified, zero-filled)

    Number of cylinders

    352-359

    TARE_MASS

    CHAR (8)

    (right-justified, zero-filled)

    The weight of an empty vehicle or container

    360-367

    GVM

    CHAR (8)

    (right-justified, zero-filled)

    Gross vehicle mass – maximum weight that a truck can carry including its own weight

    368-375

    GCM

    CHAR (8)

    (right-justified, zero-filled)

    Gross combination mass – total weight a truck can carry or tow

    376-395

    VIN_CHASSIS

    CHAR (20)

    (left-justified, blank-filled)

    Vehicle identification number

    396-405

    REGISTRATION_NUMBER

    CHAR (10)

    (left-justified, blank-filled)

    Plate details

    406-408

    STAMP_DUTY_EXEMPT_INDICATOR

    CHAR (3)

    (left-justified, blank-filled)

    Stamp duty exemption –

    Was the vehicle exempted from payment of stamp duty, or was the stamp duty $0?

    Either ‘yes’ or ‘no’

    409-463

    STAMP_DUTY_EXEMPT_REASON

    CHAR (55)

    (left-justified, blank-filled)

    If the above response is ‘yes’ – what is the reason for the exemption e.g. beneficiary of Will, gift – parent to child, spouse to spouse, benevolent institution or not known

    If the above field is ‘no' – this field is left blank

    464-467

    GRG_ADD_POST_CD

    CHAR (4)

    (right-justified, zero-filled)

    The postcode of the vehicle’s garage address

    468-567

    GRG_ADDR

    CHAR (100)

    (left-justified, blank-filled)

    Garage address of vehicle
    File 2: Customer information, File format – text FIXED length

    Character

    position

    Field name

    Format

    Description

    1-12

    CRN

    CHAR (12)

    (left-justified, blank-filled)

    Customer Reference Number – an identifier unique to the legal owner of the vehicle. This field is used to populate the purchaser and seller CRN fields in the transaction table.

    13-42

    SRNM

    CHAR (30)

    (left-justified, blank-filled)

    The surname of an individual – legal owner of vehicle

    43-57

    FIRST_NM

    CHAR (15)

    (left-justified, blank-filled)

    The first given name of an individual – legal owner of vehicle

    58-87

    OTHR_GVN_NM

    CHAR (30)

    (left-justified, blank-filled)

    The second given name of second given initial of an individual

    88-163

    FULL_ NM

    CHAR (76)

    (left-justified, blank-filled)

    The name of a non-individual entity, i.e. business name / legal name of entity – legal owner of vehicle

    164-171

    BRTH_DATE

    CHAR (8)

    (left-justified, blank-filled)

    Birth date for an individual – yyyymmdd

    172-175

    RES_ADDR_POST_CD

    CHAR (4)

    (right-justified, zero-filled)

    The postcode of the customer’s address

    176-275

    RES_ADDR

    CHAR (100)

    (left-justified, blank-filled)

    Address of customer

    276-286

    RPT_ID_NUM

    CHAR (11)

    (right-justified, zero-filled)

    An ACN or ABN

    287-362

    TRADING_NM

    CHAR (76)

    (left-justified, blank-filled)

    Trading name of customer

    363-366

    BUS_ADD_POST_CD

    CHAR (4)

    (right-justified, zero-filled)

    The postcode of the customer’s business address

    367-466

    BUS_ADDR

    CHAR (100)

    (left-justified, blank-filled)

    Business address of customer if different address to above

    467-470

    POST_ADDR_POST_CD

    CHAR (4)

    (right-justified, zero-filled)

    The postcode of the customer’s postal address

    471-570

    POST_ADDR

    CHAR (100)

    (left-justified, blank-filled)

    Postal address of customer if different address to above

    571-590

    CONTACT_PHONE

    CHAR (20)

    (left-justified, blank-filled)

    Customer’s contact phone number

    591-600

    DEALERS_LIC_NUM

    CHAR (10)

    (left-justified, blank-filled)

    Dealer licence number of the customer

    601-603

    DEALER _INDICATOR

    CHAR (3)

    (left-justified, blank-filled)

    QLD, NT and SA only. Is the customer a motor vehicle dealer – Either ‘yes’ or ‘no’

    WA only – 'D' = dealer

    Public notification of the program

    We will notify the public of our intention to collect 2019–20 to 2021–22 data by:

    • publishing a notice in the Federal Register of Legislation gazettes in the week commencing 18 January 2021
    • publishing this data-matching program protocol on our website at ato.gov.au/dmprotocols
    • advising the data providers that they  
      • can notify their clients of their participation in this program and, where appropriate, providing written materials to assist with this
      • can refer their clients to their privacy policies for use and disclosure of personal information.

    More information can be found by accessing:

    Gazette notice content

    The following information about the data-matching program appears as a gazette notice in the Federal Register of Legislation.

    Gazette notice: Commissioner of Taxation – Notice of a data-matching program

    The Australian Taxation Office (ATO) will acquire motor vehicle registry data from state and territory motor vehicle registry authorities for 2019–20 through to 2021–22. The data items include:

    • identification details – names; addresses; phone numbers; date of birth for individuals; Australian business number; Australian company number for purchaser, seller, licenced dealer, fleet manager, leasing company (or representative of any of these); the registering person for an unincorporated body
    • transaction details – date of transaction; type of transaction; sale price of the vehicle; market value of the vehicle; vehicle's garage address; type of intended vehicle use; vehicle make; vehicle model; vehicle body type; year of manufacture; engine capacity or number of cylinders; tare weight; gross weight; vehicle identification number; registration number; transaction receipt number; state stamp duty exemption; reason for stamp duty exemption; dealer's licence number.

    We estimate that records relating to approximately 1.5 million individuals will be obtained each financial year.

    The data will be acquired and matched to our internal data holdings to identify relevant cases for administrative action. Determine a taxation compliance risk profile of taxpayers buying, selling or acquiring motor vehicles and provide us with information to:

    • deliver products and tailored education strategies to support taxpayers in managing their taxation obligations
    • identify taxpayers at risk of not complying with their taxation or superannuation obligations for referral to relevant areas for appropriate treatment.

    The objectives of this program are to:

    • primarily identify and address non-compliance with taxation obligations
    • obtain intelligence about taxpayers that buy and sell motor vehicles to identify risks and trends of non-compliance with taxation and superannuation obligations
    • identify and address taxpayers buying and selling motor vehicles who may not be meeting their obligations to register and lodge returns (including activity statements) and ensure the correct reporting of income and entitlement to both deductions and input tax credits
    • use the motor vehicle purchaser’s data as an indicator of risk, along with other data holdings, to identify taxpayers that have purchased vehicles with values that are not commensurate with the income they have reported
    • identify cases for investigation of taxpayers of interest, such as sellers, licenced dealers, fleet managers, leasing companies or representatives of these taxpayers to determine if the use of interposed proxy ownership is used to conceal the real accumulation of wealth, therefore representing a material threat to public revenue
    • identify and deal with those taxpayers who may not have met their obligations primarily with regards to GST, fringe benefits tax, luxury car tax, fuel schemes and income tax
    • promote voluntary compliance and strengthen community confidence in the integrity of the taxation and superannuation systems by publicising the running of this data matching program
    • identify, educate or deal with those individuals and businesses who may be failing to meet their registration and/or lodgment obligations and assist them to comply

    A document describing this program is available at ato.gov.au/dmprotocols.

    This program follows the Office of the Australian Information Commissioner’s Guidelines on data matching in Australian Government administration (2014) (the guidelines). The guidelines include standards for the use data-matching as an administrative tool in a way that complies with the Australian Privacy Principles (APPs) and the Privacy Act 1988 (Privacy Act), and are consistent with good privacy practice.

    A full copy of the ATO’s privacy policy can be accessed at ato.gov.au/privacy.

    End of example
      Last modified: 09 May 2023QC 64549