Understanding Individual Vehicle Approval (IVA)

Navigating the complexities of vehicle conformity and compliance is a crucial aspect of bringing vehicles to the road. In the United Kingdom, the process for ensuring that individual vehicles meet national technical requirements is known as Individual Vehicle Approval, or IVA. This system is designed to guarantee that every vehicle, particularly those that haven't undergone full type approval, adheres to stringent safety and environmental standards. Understanding the IVA process is vital for manufacturers, importers, and even specialist converters looking to ensure their vehicles are legally compliant and safe for public use. This article will delve into what IVA entails, explore circumstances where inspections might be waived, and guide you through the application process.

What is Individual Vehicle Approval (IVA)?

At its core, Individual Vehicle Approval (IVA) is a conformity assessment procedure. It verifies that each individual vehicle complies with the relevant national technical requirements. This is particularly important for vehicles that are either one-off builds, heavily modified, or have been imported from outside the EU/EEA and do not hold a valid EU type-approval. The standard route to obtaining an IVA certificate involves a thorough inspection of the vehicle by an authorised body. This inspection checks a wide range of aspects, from braking systems and emissions to lighting and structural integrity, ensuring the vehicle is safe and meets all legal stipulations.

The Standard IVA Inspection Process

For most vehicles, securing an IVA involves a physical inspection. This is a detailed examination conducted by the Vehicle Certification Agency (VCA) or an appointed test centre. The inspector will meticulously check the vehicle against a comprehensive set of requirements, often referencing specific construction and use regulations. Key areas typically scrutinised include:

• Braking Systems: Ensuring effectiveness, balance, and compliance with performance standards.
• Emissions: Verifying that the vehicle meets the required emissions standards for its class and age.
• Lighting and Signalling: Checking that all lights are correctly positioned, functional, and conform to specifications.
• Dimensions and Weights: Confirming that the vehicle does not exceed legal limits.
• Structural Integrity: Assessing the frame, bodywork, and essential safety components.
• Seatbelts and Restraint Systems: Ensuring they are present, correctly fitted, and meet standards.
• Visibility: Checking windscreen, mirrors, and wiper systems.

A successful inspection results in the issuance of an Individual Approval Certificate (IAC), which is then used to register the vehicle with the Driver and Vehicle Licensing Agency (DVLA).

Exceptional Circumstances: IVA Without Inspection

While the standard procedure involves an inspection, there are specific, exceptional circumstances where the Department for Transport (DfT) may authorise the VCA to issue IVA certificates without a physical inspection. This is not a commonplace allowance and is typically granted due to unforeseen national or global events that impact vehicle production or the ability to conduct standard inspections. These allowances are time-limited and have specific eligibility criteria.

Active Allowances for IVA without Inspection

As of the latest update on 17th January 2024, several allowances have been made available or have recently closed. It's crucial for manufacturers to be aware of these to leverage them if their vehicles qualify.

DfT_2022_01: Non-Compliance with RDE/OBFCM and Euro VI Step E

• Reference Date: 14 February 2022
• Details of Allowance: This allowance was for vehicles that did not comply with Real Driving Emission (RDE) Step-2 and On-Board Fuel Consumption Monitoring (OBFCM) requirements (for categories N1 class II, N1 class III, and N2 approved to light duty emission requirements). It also covered non-compliance with Euro VI Step E requirements for heavy-duty vehicles (applicable to Northern Ireland only).
• Eligibility: Vehicles must have been manufactured before 1 January 2022.
• End Date for Applications: 31 December 2022.

20210812 Semiconductor Shortages

• Reference Date: 12 August 2021
• Details of Allowance: This allowance addressed supply difficulties for semiconductors and microprocessors, which caused delays in vehicle manufacturing. Vehicles had to be compliant with type approval requirements in force up to 1 September 2021 (specifically UNECE Regulations 16.07, 58.03, and 79.03).
• Eligibility: The vehicle must have been in manufacture and scheduled for completion before 1 June 2021, with completion before 31 August 2021. The delay was attributed to semiconductor supply issues.
• End Date for Applications: 1 September 2022. This aligned with the 12-month timeframe for the use of granted derogations.

20210328 Covid-19 End of Series

• Reference Date: 28 March 2021
• Details of Allowance: This permitted non-inspect IVAs for vehicles manufactured before 1 April 2021, which were subject to agreed end-of-series derogations related to specific UN and EU regulations (UN Regulation 79.02, EU Regulation 540/2014, UN regulation 79.03, UN Regulation 16.07, or UN regulation 58.03).
• Eligibility: Vehicles manufactured prior to 1st April 2021.
• End Date for Applications: 1 April 2022.

Closed Allowances (for historical reference)

It's also useful to note allowances that have since closed, as they illustrate the types of situations that have previously warranted special consideration:

20201113 Covid-19 RDE-2

• Reference Date: 13 November 2020
• Details of Allowance: Manufacturers facing difficulties utilising derogations for RDE Step-2 and OBFCM due to the "three-month rule" and COVID-19 production delays.
• Eligibility: Vehicles produced between 1st October 2020 and 16th November 2020. Special purpose vehicles under a multistage approval process were also eligible if the base vehicle was produced before 16th November 2020.
• End Date for Applications: 1 October 2021 – Applications Now Closed.

20200803 Covid-19 EoS

• Reference Date: 03 August 2020
• Details of Allowance: Authorisation for non-inspect IVAs for vehicles whose derogations were expiring or had expired, or for vehicles already built but unable to use granted derogations due to the 3-month rule. Covered regulations included UNECE Regulations 107.07, 118.02 and EU Regulations 347/2012, 2017/2400, 78/2009, 2017/1151.
• Eligibility: Vehicles affected by expiring derogations or the 3-month rule due to COVID-19 impacts.
• End Date for Applications: 1 September 2021 – Applications Now Closed.

Who Should Apply for an IVA?

The IVA application process is primarily intended for vehicle manufacturers and importers. This includes:

• Manufacturers of newly built vehicles that do not have existing type approval.
• Importers of used vehicles from outside the EU/EEA.
• Companies that undertake significant modifications to existing vehicles, potentially affecting their compliance with original type approval or national standards. This could include chassis extensions, engine swaps, or major bodywork changes.
• Manufacturers of specialist vehicles, such as custom-built vans, motorhomes, or exhibition vehicles.

It is important to note that manufacturers should apply directly to the VCA. Applications should not be submitted through dealerships. Direct application ensures accuracy, helps prioritise workloads, and avoids the complication of multiple applications for a single vehicle.

When Should I Apply for an IVA?

Manufacturers are encouraged to submit their IVA applications as soon as possible, especially for vehicles falling under any active allowances for non-inspection approval. Given the potential volume of applications, prioritisation is key to minimising delays.

The recommended order of priority for applications is:

1. Vehicles for which a sale has already been confirmed by the dealer to the manufacturer.
2. Vehicles that have been released to the dealer for stock.
3. All remaining vehicles, following the principles above.

Crucially, any applications for vehicles covered by specific allowances that are received after the stated end date for applications will necessitate a full vehicle inspection.

How Do I Apply for an IVA?

The application process is handled electronically and requires specific documentation. Here’s a step-by-step guide:

1. Prepare the Job Request Form: Download and complete the relevant Job Request Form.
2. Email Application: Send the completed form to the VCA via email at [email protected].
3. Subject Line: In the email's subject field, clearly state the reference number for the specific IVA without inspection allowance you are applying under (e.g., "DfT_2022_01 IVA Application"). This is essential for correct routing and processing.
4. Indicate Build Dates: Within the main body of the email, specify the range of vehicle build dates covered by your request. This helps the VCA confirm that your application falls within the scope of the allowance.
5. Receive Job Numbers and ShareFile Link: Upon receipt and initial processing of your application, the VCA will email you allocated Job numbers and a secure ShareFile link. This link is for you to upload the necessary supporting documentation.
6. Populate Excel Datasheet: You will be required to populate an Excel datasheet with detailed vehicle information.
7. Provide Evidence of Compliance: Submit evidence that demonstrates the vehicle's compliance with the relevant regulations. This typically includes a Certificate of Conformity (CoC) that is dated within the applicable window for the allowance. Ensure that the specific regulations you are claiming compliance with are listed in column B of the Excel datasheet.
8. Issuance of Certificate: Once all documentation is reviewed and approved (Technical Clearance is achieved), one IVA certificate will be issued per vehicle. This certificate will be sent to you securely via ShareFile.

What is the Cost of an IVA?

The standard fee for each IVA certificate issued is £125.

What is the Expected Processing Time?

The VCA aims for a processing time of approximately 10 working days from the point of 'Technical Clearance' to the final issuance of the IVA certificate. Technical Clearance is achieved when all submitted documentation has been reviewed and confirmed as meeting the required standards. The VCA has a defined weekly capacity for technical clearance, which is why prioritising applications, particularly for sold vehicles, is strongly advised.

Key Considerations for a Smooth Process

To expedite your IVA application and avoid potential delays, keep the following points in mind:

• Accuracy is Paramount: Ensure the datasheet is completed with absolute accuracy. Any discrepancies or missing information will necessitate queries, leading to delays.
• Prompt Document Upload: Once you receive your Job numbers and ShareFile link, upload all required documentation as promptly as possible.
• Automated Confirmations: You will receive an automated email confirmation once your documentation has been received and downloaded by the VCA.
• Check Junk Mail: ShareFile notification emails can sometimes be filtered into junk or spam folders. Always check these folders if you are awaiting a link before contacting the VCA.
• Include Job Numbers: When communicating with the VCA regarding your applications, always include the allocated Job numbers in the subject line of your emails. This greatly assists in quicker responses.
• VCA Account: Ensure you have an active account with the VCA. If you do not, you will need to create one before the VCA can open job numbers for your applications.

What Happens After Passing IVA?

If your vehicle successfully passes the IVA inspection (or is approved via a non-inspection allowance), you will be issued with an Individual Approval Certificate (IAC). This certificate is your proof of compliance and is essential for the subsequent registration of the vehicle with the DVLA.

Who to Contact for Queries

For general queries regarding the IVA process, you can contact the VCA through their website's contact form or by emailing [email protected]. Please use “IVA Enquiry” in the subject line to ensure your email is directed to the appropriate team.

If your query relates to your VCA account, account creation, or invoicing matters, direct your communication to [email protected] or use the contact form on the VCA website.

Frequently Asked Questions (FAQ)

What is the main purpose of IVA?

The main purpose of IVA is to ensure that individual vehicles, especially those not covered by existing type approval, meet all national technical and safety requirements before they can be registered and used on public roads.

Can any vehicle be approved via IVA without inspection?

No, IVA without inspection is only permitted under very specific, exceptional circumstances and time-limited allowances granted by the Department for Transport. These are typically related to national emergencies or significant industry-wide disruptions.

How long is an IVA certificate valid for?

An Individual Approval Certificate (IAC) is typically valid for the registration of the specific vehicle it pertains to. It does not have an expiry date in the same way a permit might, but it is tied to the vehicle's build and compliance at the time of approval.

What is the difference between Type Approval and IVA?

Type Approval is a process where a manufacturer demonstrates that a vehicle design meets all applicable EU/UK requirements. Once a vehicle type is approved, all subsequent vehicles of that design can be produced with a Certificate of Conformity (CoC) without individual inspection. IVA, on the other hand, is for individual vehicles that do not have a type approval or have been significantly modified.

Can a vehicle that has failed an IVA be re-inspected?

Yes, if a vehicle fails an IVA inspection, the owner or manufacturer can make the necessary corrections and then book a re-inspection.

Are the requirements for IVA the same for all vehicle types?

While the general principles of IVA are consistent, the specific technical requirements can vary significantly depending on the vehicle category (e.g., car, light commercial vehicle, heavy goods vehicle, bus, motorcycle) and its intended use.

What happens if I miss the deadline for an IVA without inspection allowance?

If you miss the application deadline for a specific IVA without inspection allowance, your vehicle will likely need to undergo a standard IVA inspection if it falls outside existing type approval or requires individual approval.

Conclusion

Individual Vehicle Approval is a fundamental regulatory process in the UK for ensuring vehicle safety and compliance. While the standard inspection route is the norm, understanding the nuances of exceptional allowances, such as those related to supply chain disruptions or regulatory changes, can be invaluable for manufacturers. By adhering to the application procedures, providing accurate documentation, and acting within the specified timeframes, manufacturers can successfully navigate the IVA process and bring their vehicles legally onto the road.