Workstation Modification Form: Complete 2026 Guide to Requesting System Configuration Changes

Workstation Modification Form – If you manage an RTS workstation at a Texas county tax assessor-collector office, vehicle title service, or dealership, any hardware, software, or network changes require official approval. The TXDMV RTS Workstation Modification Form (also called the Request for System Configuration Change) is the mandatory document for this process.

This official form ensures all modifications — from adding credit card readers to requesting website access or county system connections — comply with Texas Department of Motor Vehicles (TxDMV) security standards and the Payment Card Industry Data Security Standard (PCI DSS).

Download the latest official PDF here:
https://www.txdmv.gov/sites/default/files/form_files/RTS_Workstation_Modification_Form.pdf

This guide walks you through everything: purpose, who needs it, step-by-step completion instructions, submission process, PCI compliance rules, and tips for fast approval. All information comes directly from the current TxDMV form (Rev 09/19 with 02/21 updates) and the official County Equipment Guide.

What Is the TXDMV RTS Workstation Modification Form?

The Workstation Modification Form is a 4-page TxDMV document designed exclusively for the Registration and Title System (RTS). It formalizes requests for any changes or connectivity to an RTS workstation.

Key statement from TxDMV:
“All modifications to or connectivity from an RTS workstation must be reviewed and approved by TxDMV.”

This includes:

  • Credit card readers
  • KVM switches
  • Automatic security cash drawer openers
  • Peripherals
  • Database linking
  • Website or firewall access
  • County network connections

RTS workstations cannot be modified without written approval. Unauthorized changes violate security policy and can lead to loss of access, civil/criminal penalties, or revocation of payment processing privileges.

Why Do You Need This Form for System Configuration Changes?

TxDMV maintains strict control over RTS equipment to protect sensitive motor vehicle data and ensure PCI DSS compliance when handling credit/debit card payments. The form creates an auditable record and allows the agency’s Technical Assistance Center (TAC) to review technical and security implications before changes go live.

Without approval, you risk:

  • System downtime
  • Security violations
  • Non-compliance with Section 5.1 of the County Equipment Guide
  • Delayed processing of vehicle registrations and titles

Approval typically takes 15 business days, with the signed form returned by email.

Who Must Submit the RTS Workstation Modification Form?

This form is required for:

  • County tax assessor-collector offices
  • Regional Service Centers (RSCs)
  • Authorized RTS users (dealers, title services, etc.)
  • Any entity with an RTS workstation needing hardware, software drivers, or network changes

If you’re simply requesting a new workstation or replacement, use the separate Equipment Request Form instead (details in the County Equipment Guide).

Step-by-Step: How to Fill Out the Workstation Modification Form?

Complete the fillable PDF electronically for fastest processing. Here’s every section explained:

  1. Contact Information
    County name, contact person, email, phone, and cell number. This is where approval/denial will be sent.
  2. Type of Request (check one or more)
    • Website Access
    • Device/Peripheral Connected to RTS Workstation
    • Connection to County System
  3. Website Information (if selected)
    URL, website type, and detailed business justification.
  4. Device/Peripheral Information (if selected)
    Type (e.g., credit card reader), model name/number, connection type (USB/serial), whether software/drivers are required, and exact usage description.
  5. Credit Card Reader Section (additional fields if applicable)
    Up to 5 website URLs, number of external URSs, PCI compliance questions, and required attachments (vendor contract + latest PCI SAQ).
  6. Vendor Information
    Vendor name, phone, and email.
  7. County System Information (if selected)
    System description, network connection details, and business justification.
  8. Additional Information
    Any extra details to support your request.
  9. Requested By
    Name, title, signature, and date. For credit card requests, your signature also confirms that all staff have read and will follow the RTS Vendor Request for Credit Card Processing policy.

The TxDMV section is left blank — the agency completes it with approval/denial checkboxes and reasons.

Special Requirements for Credit Card Readers (PCI DSS Compliance)

Credit card processing triggers extra scrutiny because RTS acts as a payment gateway. You must:

  • Confirm the vendor is PCI compliant and PA-DSS compliant (or on the PABP list)
  • Attach vendor contract(s) and the most recent PCI SAQ (Self-Assessment Questionnaire) from the PCI Security Standards Council website
  • Limit external URLs to 5 or fewer
  • Ensure no charges are processed until TxDMV approval

TxDMV’s attached policy (Information Security Manual Section 3.9) outlines 12 core PCI DSS requirements covering firewalls, data encryption, access controls, and annual self-assessments using the C-VT questionnaire.

Important note: Vendors must not accept charges on the RTS network until approved.

How to Submit the RTS Workstation Modification Form?

  1. Fill out the PDF completely.
  2. Attach any required documents (especially for credit card readers).
  3. Email the form and attachments to: [email protected]
  4. Allow 15 business days for review.
  5. TxDMV will return the form with approval or denial via the email you provided.

Submit questions to the same address: [email protected].

Tips for Fast Approval and Common Mistakes to Avoid

  • Provide clear, concise business justifications — vague answers lead to delays or denials.
  • Use the most current PCI SAQ version (download from pci.org).
  • Double-check that software/drivers are only requested when truly necessary (some are prohibited).
  • Keep a copy of the approved form for your records.
  • Do not install anything until you receive the signed approval.

Following the form exactly and referencing Section 5.1 of the County Equipment Guide increases your chances of quick approval.

Frequently Asked Questions (FAQ)

How long does it take to get approval?
Up to 15 business days. Plan accordingly.

Can I add a credit card reader without this form?
No. All modifications require written TxDMV approval.

What if my request is denied?
TxDMV will explain the reason on the returned form. You can revise and resubmit.

Is the form fillable?
Yes — download the PDF and complete it electronically.

Where do I find the latest version?
Always use the direct link above — it is the current official version hosted on txdmv.gov.

Final Thoughts

The TXDMV RTS Workstation Modification Form is your essential tool for keeping RTS workstations secure, compliant, and fully functional. Whether you need website access, a new peripheral, or PCI-compliant credit card processing, following this process protects your office and ensures smooth vehicle registration operations across Texas.

Download the form today, gather your documentation, and submit to [email protected]. Proper preparation now means faster approvals and zero compliance headaches later.

Need help with RTS equipment requests or other TxDMV forms? Check the official County Equipment Guide or contact the RTS Help Desk for support.

Stay compliant, stay efficient — use the official Workstation Modification Form for every system configuration change.

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