TRECS Tax Refund Exchange and Compliance System Training Tax Year 2021 - Association of Indiana Counties
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TRECS
Tax Refund Exchange and Compliance System
Training Tax Year 2021
TRECS can be used for ANY debt owed a local unit of government:
Property Taxes Court Cost
Judgements Traffic Fees
Ambulance Fees Community Corrections
Ordinance Violations Water and Electric
School Fees Probation Fees
Our year for TRECS runs from December 1 thru September 30 of any given year
Allows us to complete a cycle for any matched refund
Allows us to purge our files between the clearinghouse and Indiana Department of Revenue
Allows you to clean up our files removing all zeroed debts
Getting started
Complete a Memorandum of Understanding
Must be signed by the appropriate body
Complete a Participation Form
Email both to jclements@Indianacounties.org
We will sign and return completed MOU copy to you via email
Set up TrustIN account
Contact Cynthia Barger at CBarger@tos.IN.gov
Login to TRECS portal at https://www.indianacounties.org
Click here
This paragraph is ¾ of the way down the page
Click
Insert your email address
Create you own password
We have no way of telling you
what your password might beWhen you click register this screen will pop up. Go to your email and get your code. Enter the verification code and click confirm
Upload – Where you send your file
Download – Where you receive your letter files and payment files
Local Agency Info – Where you fill in your contact information for the IDOR website
Can be updated anytimeName Primary First Name Primary Middle Name Primary Last Name Primary Suffix vcAddress1 vcAddress2 vcCity vcState vcZip TotalTax Agency Code Debt Expiration Date Debt Compliance Date Debt Unique Key
KURTIS JERRY M 8362 E US HIGHWAY 36 MOORELAND IN 47360 73.2 33HEN 988710
Name Primary First NamePrimary Middle NamePrimary Last NamePrimary SuffixvcAddress1 vcAddress2 vcCity vcState vcZip TotalTax Agency CodeDebt Expiration DateDebt Compliance DateDebt Unique Key
KURTIS JERRY M 8362 E US HIGHWAY 36 MOORELAND IN 47360 73.2 33HEN 988710
Debt Type Record Date SSN Debt Account Numbe Source Code Secondary First NameSecondary Middle InitiaSecondary Last NameEmail Phone number1Date of Birth
Creating your file
You can create the file through a financial system, property tax system or use an excel template
If using the excel template
Only the highlighted columns are required
You can add additional information for your purpose, just make sure you use the file layout
Do not remove any columns or change the size of any columns
Do not remove any debts after the first file is submitted
If a debtor comes in and pays, lower the amount or change the amount to zero
When you create your file, save it to your desktop or a folder that is easily accessibleUploading your file
Log into the portal and click on the upload tab
Browse to find your file
Choose your file
Click uploadOnce the file is uploaded
Clearinghouse sends to Lexus Nexus to obtain social security number
When received back, the Clearinghouse compiles into master file
Sends file to DOR daily (beginning mid January)
DOR runs file daily
Clearinghouse requests that you upload a new file at least every TuesdayMatched debt to refund
When match is made, DOR puts an immediate “hold” on the refund
Only holds up to amount to cover debt and fees – remainder to debtor
DOR downloads two files to the clearinghouse on Wednesday
Clearinghouse scrubs the files and releases potential errors
Clearinghouse downloads a letter file into each portal that has matches
OwnerP FirstNam MIDDLENAM Address AmountD
k e LastName E Address1 2 City State Zip ue CountyNameI CountyNameJ CountyNameK ContactL ContactPhone
613 South Park Fort Allen County Community Allen County Community Danielle
129509 OCTAVIA SULLIVAN A Drive Wayne In 46806 375.0000 Corrections Corrections Kierra White Edenfield 260-449-4539
debt VendorFee TotalWithheld CountyNameQ CountyNameR ContactPerson CountyAddress1 CountyAddress2 CountyCity CountyState CountyZip
375.0000 20.0000 395.0000 Allen County Community Corrections Kierra White Kierra White 201 W. Superior Street Fort Wayne Indiana 46802
Email FullOwnerName PropertyKey DORRefundAmount AgencyCode Description DorFullName DorAddress1 DorCity DorState DorZip
danielle.edenfield@allencounty.us SULLIVAN, OCTAVIA A 02D05-1809-CM-4286 123.4800 021000001-1 Other Debt SULLIVAN OCTAVIA A 4613 S PARK DR FORT WAYNE IN 46806Matched received in letter file
On Friday of each week the letter file will be downloaded in your portal
If you use the letter service, .pdfs of the letter sent will also be downloaded
Unit has 15 days to send out a notice to every debtor in the file
Debtor has 30 days to respond
They can come in and pay the debt – no additional charges
They can file a written appeal challenging the debt
You have the option to send to the address you submitted or the address from DOR
Updated file uploads
When a debtor has paid their debt
Change the debt amount to 0.00
When a debtor has paid a portion of the debt
Update the debt amount owed to the new debt
Submit update files no less than once a week – we recommend TuesdaySample Notification Letter
Indiana County
610 Main St
Your Town IN 46000
John Smith
500 South Street
Your Town, IN 46000
Dear John Smith:
This is to inform John Smith that your delinquent debt to Indiana County of $183.48 (for delinquent taxes)
remains outstanding and will be applied against your 2019 Indiana Individual Income Tax refund, as authorized
under IC 6-8.1-9.5. Additional collection fees will also apply.
For more information about this debt, please see the following contact and phone number for City of Jasper
Municipal Utilities:
Agency: Indiana County
Contact: Mary Official
Phone: 317-111-2222
Please Reference Debt Number: 0010000100
Debt: $183.48 Fees: $20.00 Total To Be Withheld: $203.48
Please be advised that the Indiana Department of Revenue will withhold and retain for its collection fee an
additional 15% of the total debt setoff amount.
You have the right to contest this action by filing a written request for a hearing with Indiana Counties. Your
request for a hearing must be filed at the following address no later than 30 days from the date of this notice.
Your request for a hearing may be filed within the specified time by delivering it to Indiana County Treasurer's
office or by mailing it within 30 days with postage prepaid and properly addressed to Indiana County Treasurer
at the following address:
Indiana County
610 Main St
Your Town IN 46000
Failure to request a hearing within the 30 days' time will result in the setoff of the debt and the applicable state
and local collection assistance fees against your 2019 Indiana individual income tax refund.Payment Files
Payment files are downloaded on Friday
DOR pulls their fee at time of payment file and instruct State Auditor to make payment
Money is deposited into TrustIN
TrustIN then distributes the money into the appropriate unit
You then can ACH your revenue at any time.• In 2019 we had 74 participating units that offset 1,445,412 for their units
21 Counties 9 Schools
21 Cities and Towns 4 EMS
3 Probation 5 Community Corrections
1 Housing Authority 1 Court
• It’s a win-win situation for both the local unit of government and the debtor
Debt has smaller collection fees and doesn’t go to credit report
Local unit gets money quicker than other means at no cost to them
• TRECS offers a letter service agreement for $2.00 per letter mailed
• Receive updated addresses from DORDavid Bottorff
Executive Director
dbottorff@indianacounties.org
Jacque Clements
Director of Planning and Professional Development
jclements@indianacounties.org
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