Simplified club rego renewal - Vicroads

Only sort of truck related.... and a little bit of a saga.  I didnt get my Club Plates renewal in June 2025 for my old ute, fortunately as we drove from the farm I noticed the expired label on the window (arent they a great idea!!!)
Mrs Sarge went into VicRoads Bendigo next day to get a renewal....  Sorry, we cancelled that permit in September 2024, it wasnt paid when due in June 2024.  Much searching of our bank accounts did not reveal a payment, I was very sure I had paid, in person in Bendigo. Unfriendly staff suggested Hubby only thought he had paid and had driven unregistered, ..... get a roadworthy....Not happy Mrs Sarge bites her tongue, Home she goes, grabs the log book, eureka.... VicRoads stamp in the label in the book.  Monday, I take the book and breast the counter, different staff member, but unfriendly was sitting along side, she remembered Mrs Sarge... You need proof of payment, we need a receipt.... I protest that I had their stamp on my permit that was applied after I paid.... in cash.... humppphh, yeah.... welll... nahhh. Nicer staff member suggest looking in the black page (on computer) for the payment as they had a date of the stamp. 
Finally Nicer staff member used the permit number (what a brainwave), immediately found the payment processed on the day in 2024 but not applied to my ute by them....some more administrative gymnastics followed and I was given renewal. No explanation, no apology.
 Mrs Sarge still not happy rings VicRoads to lodge a complaint and point out a significant failure in their system.... (she has been given an email address) but pleasant young man made a suggestion to expedite the renewal.... this is the good bit for you (or did you know anyway)
Club member can sign then Scan or copy the permit for renewal, email that scan to our CPS Registrar (the unsung Frank Mercuri) (along with club admin fee)
CPS Registrar prints off and signs the permit emails it back to club member
Club member just has to add that scan document to their MyVicRoads (on line) permit renewal complete the payment and 12 hours later all done. (day and half for whole process)....The Online renewal is gold.... you don’t have a dirty black stamp in your book so keep your online receipt in the unlikely event anyone checks you. (my advice, not theirs)

Sarge.

Sarge,

that process has been in place for quite a few years, possibly pre-dates covid era. There is or was a whole page explaining the process on their website years ago when I was asked to look at it for my club. 
As for the receipt I staple it on the back cover of the book and put the details sticker inside the front cover.

And the online payment can be done online, easiest to set up a Vicroad account and get all your regos and licence reminders in one place. Even if you get the paper copy signed you can still scan it and pay through your Vicroads account.

Terry

Sarge I've had the same thing happen to me.

No renewal so I give them a phone call.
Oh, you didn't pay it last year so we cancelled the CPS last year, get a RWC and do it all again, thank you.
Me; I did pay it, at Dandenong Vic roads receipt number 123456. 
Oh yes you are correct, it wasn't entered in the system, all good now I will post out this years renewal.

As Terry says, staple the receipt in the logbook. 

If there is any dispute it has been paid, I have my receipt and after that it's not my problem.