A/T - Prior Approval Process For 4T65 Replacement
Technical JournalTITLE:
Prior Approval Process for Replacement of XC90 T6 AWD
4T65 Automatic Trans
CAR MARKET:
United States
ISSUING DEPARTMENT:
Technical Service
REF NO:
TJ 19278
ISSUE DATE:
YEAR
2012
MONTH
09
DAY
27
PARTNER:
3 US 7510 Volvo Cars North America
FUNC DESC:
Transmission
(hydromechanical), complete
FUNC GROUP:
4371
"Fixed Right - First Time"
Attachment
Vehicle Type
CSC Customer Symptom Codes
DTC Diagnostic Trouble Codes
Text
*Administrative changes only.
CSC = Customer Symptom Code
DTC = Diagnostic Trouble Code
TCM = Transmission Control Module
SW = Software
Note! If using a printed copy of this Technical Journal, first check for the latest online version.
NOTE! THIS DOCUMENT SUPERSEDES THE PREVIOUS TECHNICAL JOURNAL 19278 DATED 09-10-2012. *Administrative changes only. PLEASE UPDATE YOUR FILES.
Beginning November 14th, 2011, Volvo Cars of North America will discontinue the use of the old PDF form and, instead, use the new Prior Approval application found on VRC2.
To find this new application, log into VRC2, choose the Service tab, choose Technical on the left side of the screen, and then choose Prior Approvals.
If not done already, retailers should refer to the News document on VRC2 and make sure that technician access is settled before the 14th.
DESCRIPTION:
The purpose of this TJ is to explain the prior approval process required for submission of any claim for the replacement of a 4T65 automatic transmission (P/N) 8251468 or (P/N) 36001126.
This TJ also acts as a guideline for every transmission replacement in order to ensure that the proper repair procedures are always followed. A number of transmissions analyzed have shown no fault. Fault tracing in VIDA needs to be followed very specifically before replacing the transmission.
Improper repairs performed at a Volvo retailer or at an independent retailer may void the spare parts counter warranty (claim 06), spare parts stock warranty (claim 07), or the spare parts warranty (claim 08). For this reason, the procedures outlined in this TJ, VIDA, and the prior
approval program should be followed for ALL repairs.
Identify if the vehicle has a VIP Warranty contract. Coordinate your diagnostic inspection with their inspector to minimize the vehicles down time. Vehicles with a valid VIP contract are eligible for rental reimbursement of $50 per day up to 5 days through APCO or $50 per day up to 6 days through Warrantech. Please contact APCO at 866-435-4446 or Warrantech at 888-723-1140.
SERVICE:
Prior approval authorizations must be obtained prior to replacement of the automatic transmission (P/N) 8251468 or (P/N) 36001126. A prior approval authorization is obtained by documenting the diagnostic findings and submitting the results to the Prior Approval Department for review as follows:
1. Analyze the customers concern and reference all related TJs.
IMPORTANT UPDATE IN STEP 2
2. According to TJ 16761, there is a new TCM software now available for vehicles with the 4T65 transmission. Before updating the TCM with new SW, check DTCs. If DTCs other than gear ratio faults (TCM-0028, 0029, 002A, 002B) exist, start by fault tracing them according to VIDA. The software will remedy gear ratio DTCs; TCM-0028, 0029, 002A, 002B. Improved fault tracing methods are in VIDA from 2011C. Review TJ 16761 for more details and instructions explaining the required adaptive test drive.
3. Perform diagnostics as described in VIDA.
4. Complete the XC90 4T65 Transmission form that is located on VRC2 (Service tab, Technical section). If you do not see the Prior Approval application listed, you will need to be granted access to it by your retailers VRC2 administrator.
5. VIDA requires the removal of the transmission oil pan for inspection of debris or metal particles. When this is performed, provide a digital photograph (even if no debris/metal is found). The photograph is required to have the vehicles chassis number and the retailer code referenced within the field of the photograph. This can be accomplished by placing a small piece of paper next to the pan with the chassis number and retailer code clearly written on it. See PHOTO 1 on the 4T65 Reference Photos page attached. Change the setting in the digital camera to select an email-friendly file size, often called VGA. Otherwise, keep the file size less than 500 KB.
6. There is an Attachments/Pictures section at the bottom of the form. Here you must attach the photo taken in Step 5 as well as a VIDA Diagnostic Trouble Code (DTC) printout. The DTC printout is recommended even if there are no DTCs. The DTC printout must display VIN, date, and time stamps. Print a copy of the form and the DTCs for your records. This copy can be used with your core return (as opposed to using the Automatic Transmission Diagnostic Sheet from VIDA). After completing the form, click the "Save & Send" button. If all required fields are not filled, the form will not be sent and the missing field(s) will have notes in red text next to them indicating what information is missing. You will receive an email at the address that you provide on the form to inform you when the status of your request has been updated. If you do not receive a response from the Prior Approval Department within 24 hours, log into the Prior Approval application and check its status. If the status has not changed, you may contact the Prior Approval department.
This form must be submitted with sufficient information to support a diagnosis for a transmission replacement. If additional information is required, the Prior Approval Department will contact the technician via the contact information provided in the form. Including the extension number or a cell phone number will expedite the approval process.
This form is only required for replacement of the automatic transmissions with (P/N) 8251468 and (P/N) 36001126. This is not a parts restriction process. Parts availability questions should be directed to the Parts Retailer Services Department.
All claims for replacement of automatic transmission (P/N) 8251468 and (P/N) 36001126 must be submitted with a prior approval authorization code. Repairs made to the existing transmission do not need an authorization code.
Note!
Glycol testing is only required if a shudder complaint is noted or if the fault tracing ends up in a transmission replacement. Glycol testing is not necessary if radiator replacement is already required for a known external leak, metal/friction debris contamination, axle grease contamination, or burnt fluid. If glycol is detected, the radiator, cooler, and the three cooler hoses also need to be replaced per RTJ 16724 and 19495.
ATTACHING DTCs TO THE FORM AS IMAGE FILES
In order to attach the DTC printout as an image, go to VIDA>DIAGNOSTICS>FAULT TRACE. After viewing DTCs under Initial State, select PRINT. Check the box to "All control modules w/ their DTC status" and if not unchecked already, uncheck the box to "Include DTC details on print." Select Continue. A new window will open listing the DTCs. Now select one of the two options below in order to attach the file.
1. Maximize the size of the screen so that the DTCs are legible and hit the "Print Screen" button on the keyboard. Open the Paint program and select Edit>Paste. Save this as a BMP file and attach the file in the interactive image field. There is one image field designated for DTCs.
2. Print the DTCs (without details) and scan the page to your computer as a file type of JPG, TIF, GIF, or PNG and insert this file into the form using the image field designated for DTCs. Please do not scan in the details as the file size is too large.
VOLVO STANDARD TIMES GUIDE (VSTG) INFO:
Operation number 36001 - Read DTCs - See VSTG
Operation number 43768 - Gearbox control module fault tracing DTC - See VSTG
Operation number 43730 - GM4T65 Replace - See VSTG
Operation number 43741 - Oil cooling components, replace - See VSTG
- Labor times are valid at the time of release and are subject to change.
To view TJ attachment: