Equipment Request Form – Texas county tax assessor-collector offices rely on the TXDMV Equipment Request Form (also known as the Official Department Equipment Order form) to request new RTS workstations, conversions, additions, and new site installations. Issued by the Texas Department of Motor Vehicles (TxDMV), this official form streamlines equipment ordering for the Registration and Title System (RTS), including allocated, webDEALER, and leased workstations.
Whether you manage a county tax office in Texas needing additional workstations for higher transaction volumes or setting up a new remote site, this fillable PDF ensures your request follows TxDMV protocols. The current version is REV 09/2024.
Direct Download: TXDMV Equipment Request Form (Fillable PDF)
What Is the TXDMV Equipment Request Form?
The Equipment Request Form is the official TxDMV document for county tax assessor-collector offices to order:
- Workstation additions (allocated RTS, webDEALER, or leased)
- Workstation conversions
- New site installations
A separate form must be submitted for each existing or new county site. It supports efficient processing of requests for RTS equipment, including CPUs, monitors, printers, cash drawers (optional), cabling, and related infrastructure.
This form is not for equipment moves or relocations — use the separate Equipment Move Form for those.
Key Reference: Detailed policies appear in the TxDMV County Equipment Guide (available on the TAC Information Hub at txdmv.gov/tax-assessor-collectors).
Who Should Use the Official Equipment Request Form?
- County Tax Assessor-Collectors and their staff in Texas
- Offices managing RTS workstations for vehicle title, registration, and related services
- County sites needing extra capacity based on transaction volume or new locations
Equipment remains TxDMV property. Counties handle security, maintenance, and reporting of lost/stolen/damaged items.
When to Submit Your Equipment Request?
Annual Open Request Period (Recommended for Additions):
- Workstation summaries posted: October 1
- Submit requests: November 1–30
- TxDMV evaluation and response: By December 31
- Installations begin: January (2–3 weeks if in inventory; up to 3 months otherwise)
Exceptions (Outside Annual Period):
- Workstation replacements due to natural disasters or unforeseen circumstances
- Requests reviewed within 10 working days
Approvals depend on your county’s allocation (based on prior-year transactions: 1 workstation per ~11,400 transactions), equipment availability, and TxDMV budget.
Step-by-Step: How to Fill Out the TXDMV Equipment Request Form?
The form is a convenient 2-page fillable PDF. Complete it on your computer, then email it.
Page 1 – County Contact & Workstation Additions
- Enter County Contact Information:
- County Contact Name
- County Site Name
- New Site? (Yes/No)
- Full site address, city, state, TX ZIP
- Email, phone, and cell
- Workstation Additions section:
- Quantity
- Workstation Type (Allocated / webDEALER / Lease)
- Cabling needed? (Yes/No)
- Cash drawer needed? (Yes/No)
- Cash drawer mounted? (Yes/No)
- Office Readiness checklist:
- Available workspace? Power for 3 plugs per station? Surge protector?
- Readiness date (if not ready)
- New location readiness date (if applicable)
Page 2 – Conversions & New Sites
- Workstation Conversions: Provide control point (8 digits), serial numbers, asset tags for CPU and printer.
- New Site Information (if applicable):
- Alternate contact details
- Land line phone
- Fiber line prerequisites: Backboard, ground wire, conduit, and electricity must be in place before ordering fiber.
- Cabling drops required
- IT professional and county IT contact
TxDMV Internal Fields (Date Received, Ticket #, VTR Approval) remain blank.
Pro Tip: Review your county’s current workstation summary on the TAC Information Hub before submitting.
How to Submit the Completed Form?
- Email the filled form to: [email protected]
- CC your regional service center manager
- Keep a copy for your records
Alternative options (if email unavailable):
- Fax: 512-465-4117
- Mail: Texas Department of Motor Vehicles, Attn: VTR Equipment Request, 4000 Jackson Ave., Bldg 1, Austin, TX 78731
What Happens After Submission?
- TxDMV reviews and returns the form with approval/denial.
- Approved requests go to the IT Services Division’s County Network Support (CNS) team.
- CNS contacts your office to schedule delivery and installation.
- For new sites: Fiber installation requires all four infrastructure items confirmed.
Related Resources & Forms
- County Equipment Guide (PDF) — Full policies on allocations, leases, consumables, and refreshes
- Equipment Move Form (Fillable PDF)
- TAC Information Hub: txdmv.gov/tax-assessor-collectors
- Workstation Lease Agreement and Modification Form (also on the Hub)
Note on Equipment Refresh Cycles: TxDMV performs staggered workstation replacements (ongoing through 2029) and router/switch refreshes (2024–2026 cycle).
Frequently Asked Questions (FAQs)
Is the form free?
Yes — official TxDMV form, no cost to download or use.
Can I request leased workstations?
Yes, for additional needs beyond allocated ones (county pays annual lease fee).
What if my office isn’t ready?
Indicate approximate readiness dates in the Office Readiness section. Installations are scheduled accordingly.
Do I need a separate form for each site?
Yes — one form per existing or new county site.
Where do I find my county’s workstation allocation?
Posted annually by October 1 on the TAC Information Hub.
Download the Official TXDMV Equipment Request Form Today
Ensure your county tax office has the equipment needed for smooth RTS operations.
Click Here to Download the Fillable Equipment Request Form (PDF)
For questions, contact your regional service center or email [email protected].
Last Updated: March 2026 — Based on the official REV 09/2024 form and TxDMV County Equipment Guide. Always verify the latest version directly on txdmv.gov.
This guide helps Texas county offices efficiently order official department equipment while staying compliant with TxDMV requirements. Bookmark this page for future reference and share with your county team.
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