CHAPTER 7 REPORTING TAX SETTLEMENT

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07.18 – TAX SETTLEMENT

The tax settlement refers to the process of taking taxes that have been collected, allocating them to the appropriate taxing authorities, making payment to these authorities and reporting the detail of what has been paid. Prior to the development of computer systems for this purpose, this process was both tedious and time-consuming. Computer systems that allocate taxes have made this process quicker and

automatic. New legislative programs involving new tax bases and types of taxes have made the programming and auditing processes more complex.

The State Auditor has an expectation that counties will be able to tell how much money is due and payable to each taxing authority at any given time. This has led to computer systems that allocate

payments, adjustments and refunds to the various taxing authorities at the point that a transaction occurs. The settlement process then becomes a step of adding together all the amounts that have been allocated to each taxing authority at the transactional level for transactions that occurred within the timeframe covered by the tax settlement. Exceptions to this transactional allocation occur in the areas of penalty and interest, fiscal disparity and manual distributions (such as various payments in lieu of tax – “PILT” or “PILOT”) that are not covered within the tax system.

Allocations of penalty and interest collections that are made early in the year can not be made at the transaction level at the time of the transaction because the information needed to make the allocation is not available at that time. Part of the penalty and interest collections are allocated to the schools. The school portion is allocated to all schools in the county based on proportionate shares of net tax capacities for the current year. Since these tax capacities are not finalized in January, penalty and interest collected at this time is put into a suspense account and then allocated to the appropriate taxing authorities when the valuation information becomes available or at the time that the formal allocation (distribution) of funds is made for the settlement.

The fiscal disparity distribution process involves adjusting expected payout dollars for expected but uncollected (or over-collected) dollars paid into the fiscal disparity pool. You need to know what has been uncollected or over-collected in the fiscal disparity tax for the settlement period before you can allocate the payments to the appropriate taxing authorities. The fiscal disparity taxes are put into a suspense account and allocated at the time of the settlement.

There are many PILT programs in statute, each with their own distribution methodology. Rather than programming the allocation methodologies for these various programs, most county systems (if not all) handle these PILT payments in a manual allocation and add the results to the appropriate taxing

authorities in the settlement process.

Some counties don’t allocate payments at the time of the transaction. Instead, payments are

accumulated by tax type by unique taxing jurisdiction and are reported in total for the settlement period. These aggregated numbers are then allocated at the time of the settlement. This approach can greatly reduce the amount of memory needed to store transactional data and the processing time involved with allocating payments each time a transaction occurs but this approach does not easily allow for the state auditor goal of knowing how much is due to each taxing authority at any given time. This approach used to be the norm, but low-cost memory and high-speed processors have made the transactional allocation model the most-used approach.

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07.18.01 - May Tax Settlement With County Auditor

Description

The May tax settlement is the first settlement of the year and covers all tax receipts collected from January 1 to May 20. It is not unusual for a county to settle receipts for a slightly different timeframe. Some counties strictly adhere to the May 20 end date. Some use the May 20 cutoff for current year tax collections but a May 31 cutoff for all other collections. Some use May 31 for all collections.

It’s important to make a distinction between the collection date and the date that a payment is applied. Funds collected by May 20 or postmarked by May 15 should be included in the May settlement. For some counties, it may take weeks to actually post these payments to the tax system.

The sample forms provided below differ in the level of detail shown for the taxing authority for the settlement period. The most detailed report shows the fund breakdown for each tax type for each tax payable year for each taxing authority for the settlement period. The detailed report can also be used as a remittance advice to go along with the payment after adjustment for manual items not covered by the computer system. The less detailed report sample shows the same information but without the fund breakdown – totals are shown by tax type. The summary form does not show breakdowns by fund or year.

Each of these reports plays a part in the settlement process. Your choice in the level of detail may depend on the level of auditing taking place for the particular settlement.

Also shown is an example of a report that shows the split of taxes collected with a given municipality. This can be helpful for the auditing and settlement verification process.

Counties may also have separate detailed reports for tax increment financing and/or special assessments collections.

Use(s)

Provides a summary of taxes collected and payable to each taxing authority for the settlement period.

Provides different levels of detail for auditing tax allocations.

Who Prepares the Document

County Treasurer

Who Gets the Document

County Auditor

Statutory Cite (if any)

M.S. 276.09

Timing

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Source of Data

Tax collection data as allocated to each taxing authority.

Sample

County Sample – Most Detailed

SPRUCE COUNTY TAX SETTLEMENT OF 7/5/02

(COLLECTED 1/1/02 THRU 5/31/02) Authority: 12 County

Entity:

---Type 2002 2001 2000 1999 1998 1997 ALL PRIOR PEN/INT TOTAL

---GRAND TOTAL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99

LESS ADVANCE MM/DD/YYYY 999,999,999.99

NET TO DISTRICT ... $999,999,999.99 TC 1 GENERL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 2 TORT 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 3 DEBT 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 4 R&B 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 5 MISC 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 6 LIBRAR 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 TOTAL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 FD 1 GENERL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 2 TORT 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 3 DEBT 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 4 R&B 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 5 MISC 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 6 LIBRAR 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 TOTAL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 MVR 1 GENERL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 TOTAL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 ---SUBTOTAL 1 GENERL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 LEVY 2 TORT 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 3 DEBT 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 4 R&B 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 5 MISC 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 6 LIBRAR 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 TOTAL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 =============================================================================================================================================================================

County Sample – Less Detailed

SPRUCE COUNTY TAX SETTLEMENT OF 7/5/02

(COLLECTED 1/1/02 THRU 5/31/02) Authority: 12 County

Entity:

---Type 2002 2001 2000 1999 1998 1997 ALL PRIOR PEN/INT TOTAL

---GRAND TOTAL 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99

NET TO DISTRICT ...$999,999,999.99 TC 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 FD 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 MVR 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 ---SUBTOTAL LEVY 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 ======================================================================================================================================================================= CONTAM 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 TIF EX 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 MH TC 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 MH MVR 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 PILT HRA 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 FORFLAND 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 ---SUBTOTAL NONLEVY 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 ======================================================================================================================================================================= TOTAL TAX 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 999,999,999.99 =======================================================================================================================================================================

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County Sample – Summary Form

SPRUCE COUNTY TAX SETTLEMENT OF 7/5/02 (COLLECTED 1/1/02 THRU 5/31/02)

Authority: 12 County

Entity:

---Type ALL YEARS PEN/INT TOTAL

---GRAND TOTAL 999,999,999.99 999,999,999.99 999,999,999.99

NET TO DISTRICT ... $999,999,999.99 TC 999,999,999.99 999,999,999.99 999,999,999.99 FD 999,999,999.99 999,999,999.99 999,999,999.99 MVR 999,999,999.99 999,999,999.99 999,999,999.99 ---SUBTOTAL LEVY 999,999,999.99 999,999,999.99 999,999,999.99 ========================================================================= CONTAM 999,999,999.99 999,999,999.99 999,999,999.99 TIF EX 999,999,999.99 999,999,999.99 999,999,999.99 MH TC 999,999,999.99 999,999,999.99 999,999,999.99 MH MVR 999,999,999.99 999,999,999.99 999,999,999.99 PILT HRA 999,999,999.99 999,999,999.99 999,999,999.99 FORFLAND 999,999,999.99 999,999,999.99 999,999,999.99 ---SUBTOTAL NONLEVY 999,999,999.99 999,999,999.99 999,999,999.99 ========================================================================= TOTAL TAX 999,999,999.99 999,999,999.99 999,999,999.99 ========================================================================= ========================================================================= TIF 999,999,999.99 999,999,999.99 999,999,999.99 ========================================================================= SPASMT 999,999,999.99 999,999,999.99 999,999,999.99 =========================================================================

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Distribution Report – For a City

Tax Roll: Real Estate Tax Payable Year: 2006 City 0099 - Spruce

Tax Entity Funds

Tax Capacity Based Tax Market Value Based Tax Special Assessment Principal Special Assessment

Interest Penalty Interest Fees Total City 0099 Spruce

01 General Revenue 1,032,421.07 1,032,421.07 02 Bonded Debt 17,257.26 17,257.26 03 RMV Based Debt 22,258.97 22,258.97 Total City - Spruce 1,049,678.33 22,258.97 - - - - - 1,071,937.30 Tax Increment Spruce

TIF District 0127 38,970.20 38,970.20 TIF District 0128 92,732.52 92,732.52 TIF District 0223 39,595.34 39,595.34 Total TIF - Spruce 171,298.06 - - - - - - 171,298.06 Tax Increment Excess Spruce

TIF District 0128 132.67 132.67 Total TIF Excess - Spruce 132.67 - - - - - - 132.67 Special Assessments Spruce

970062430 7,494.64 1,161.68 8,656.32 970062620 260.46 40.38 300.84 970062660 2,470.83 574.47 3,045.30 970063200 102.48 16.10 118.58 970065990 5,000.00 330.00 5,330.00 Total SA - Spruce - - 15,328.41 2,122.63 - - - 17,451.04 School District 0123 01 General Revenue 2.93 2.93 Total ISD 0123 - - - - 2.93 - - 2.93 School District 0234 01 General Revenue 67.77 67.77 21 Gen RMV Voter Non Exempt 758,208.21 758,208.21 22 Gen RMV Other Exempt 109,160.82 109,160.82 23 Gen NTC Other Exempt 56,198.13 56,198.13 24 Community Service 287,358.80 287,358.80 25 Gen Debt Voter Non Exempt 90,729.37 90,729.37 26 Gen Debt Other Non Exempt 431,938.39 431,938.39 Total ISD 0234 866,224.69 867,369.03 - - 67.77 - - 1,733,661.49 Tax Increment Excess ISD 0234

TIF District 0128 284.39 284.39 Total TIF Excess - ISD 0234 284.39 - - - - - - 284.39 School District 0345

01 General Revenue 177.02 177.02 Total ISD 0345 - - - - 177.02 - - 177.02 Watershed 045 Skunk Creek

01 General Revenue 4,716.99 4,716.99 02 Bonded Debt 59,886.86 59,886.86 Total W/S Skunk Creek 64,603.85 - - - - - - 64,603.85 City HRA - Spruce

01 General Revenue 20,529.26 20,529.26 Total City HRA - Spruce 20,529.26 - - - - - - 20,529.26 County 99 - SOak

01 General Revenue 1,493,851.03 375.65 1,494,226.68 02 Bonded Debt 182,930.84 182,930.84 03 County Library Revenue 164,861.23 164,861.23 04 County Library Debt 14,619.71 14,619.71 Total County - Spruce 1,856,262.81 - - - 375.65 - - 1,856,638.46 Special Assessment - Oak County

750009999 30,942.43 6,434.33 37,376.76 Total SA - Oak County - - 30,942.43 6,434.33 - - - 37,376.76 State

01 State General - SRR 2,713.01 2,713.01 02 State General - CI 684,924.20 684,924.20 Total State 687,637.21 - - - - - - 687,637.21 State Auditor TIF Fees

TIF District 0127 140.80 140.80 TIF District 0128 335.04 335.04 TIF District 0223 143.06 143.06 Total State Auditor TIF 618.90 - - - - - - 618.90 Total Tax 4,717,270.17 889,628.00 - - 623.37 - - 5,607,521.54 Total Special Assessments - - 46,270.84 8,556.96 - - - 54,827.80 Total Tax and Special Assessments 4,717,270.17 889,628.00 46,270.84 8,556.96 623.37 - - 5,662,349.34

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07.18.02 - May Tax Settlement – Abstract

Description

The statutes provide for an abstract of the May tax settlement to be sent to the state auditor. This requirement does not exist for the other tax settlement. This appears to be enforced and may be outdated.

Use(s)

?

County Auditor

State Auditor

M.S. 276.09

Timing

Within 30 days after settlement

Source of Data

Tax settlement data (07.18.01)

Sample

None.

07.18.03 - May Tax Settlement – Remittance Advice

Description

The remittance advice shows the breakdown of the amount paid to the taxing authority. It should be broken down by fund, by tax type and by tax payable year (although for some taxing authorities, current vs. delinquent may be a sufficient level of detail).

The most detailed tax settlement report in 07.18.01 can be used as remittance advice. The state auditor developed a settlement report a number of years ago that is still in use in some counties. The state auditor report for a city typically needs separate reports for special assessment and tax increment

financing detail because the form does not accommodate the volume of these tax types that may exist in a city.

Use(s)

Provides the detail needed to post tax receipts on the books of the taxing authority. Provides a justification of the amount paid.

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County Treasurer

Taxing authorities receiving taxes.

M.S. 276.11

Timing

The treasurer must make payment within 60 days of May 20 (or at a later date if tax statements were mailed after the statutory timeline). After 45 days, interest accrues on the settlement amount at an annual rate of 8%. See also Advances and Partial Settlements (07.18.07) for required payments to school districts and optional payments to other taxing authorities.

Source of Data

Tax settlement reports from the computer system as adjusted for advances and partial settlements, and manual distributions.

Sample

See most detailed tax settlement report in 07.18.01. State Auditor Settlement Report

State Auditor Form 317 Tax Settlement Report

Taxing Authority: City of Spruce Date: July 5, 2006

To: John Meese, Treasurer 123 Main Street, Spruce MN 55999 Fund Acct No: 32501 240490

Period Covered: January 1 to May 20, 2006 Warrant No.: Wire

Sources Revenue Bonded Debt

Penalty Revenue Special Assessments Penalty - Special

Assessments Tax Increment Total 1 Current Taxes 1,032,421.07 17,257.26 201,427.49 112.13 1,251,217.95 2 Delinquent Taxes 30,589.81 3,859.92 421.02 10,527.86 1,089.24 46,487.85

3 Advances (800,000.00) (800,000.00)

4 Current Manufactured Home 2,387.20 47.23 2,434.43

5 Delinquent MH 123.82 2.49 126.31 6 Fiscal Disparity 210,547.83 4,210.57 214,758.40 7 Current TIF 0127 38,970.20 38,970.20 8 Current TIF 0128 92,732.52 92,732.52 9 Delinquent TIF 0128 45.13 45.13 Total 476,069.73 25,377.47 421.02 211,955.35 1,201.37 131,747.85 846,772.79 By ___________________

Oak County Auditor

07.18.04 - October Partial Tax Settlement – Remittance Advice

Description

Covers tax collections in the time period from the end of the May Tax Settlement to October 20 and estimated tax collections from October 20 to November 20. See 07.18.03 for a description of the remittance advice.

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Use(s)

See May Tax Settlement – Remittance Advice (07.18.03)

County Treasurer

M.S. 276.111

Timing

Payment must be made within ten business days after November 15. There is no penalty for late

payment. See also Advances and Partial Settlements (07.18.07) for required payments to school districts

Source of Data

Tax settlement reports from the computer system as adjusted for advances and partial settlements, and manual distributions.

Sample

07.18.05 - Final Tax Settlement with County Auditor

Description

Covers collections from November 20 to December 31 and any other funds collected during the year that have not already been paid out.

Use(s)

Provides a summary of taxes collected and payable to each taxing authority for the settlement period.

Provides different levels of detail for auditing tax allocations.

County Treasurer

County Auditor

M.S. 276.111

Timing

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Source of Data

Tax collection data as allocated to each taxing authority.

Sample

See 07.18.01

07.18.06 - Final Tax Settlement – Remittance Advice

Description

Covers collections from November 20 to December 31 and any other funds collected during the year that have not already been paid out.

Use(s)

County Treasurer

M.S. 276.111

Timing

Payments must be made on or before 1/25. Interest accrues at an annual rate of 8% for any taxes not paid out by 1/25.

Source of Data

Tax settlement reports from the computer system as adjusted for manual distributions.

Sample

07.18.07 – Advances and Partial Settlements

Description

A distinction is made here between an advance and a partial settlement. For this purpose, an advance describes a payment made for cash flow purposes where the amount paid is not broken out by fund or tax type – typically the entire amount is paid to the general revenue account of the taxing authority. The amount advanced is reversed when the settlement or partial settlement is paid to the taxing authority, resulting in a net payment (settlement less advance).

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A partial settlement is made prior to the May and Final settlements and contains the full fund and tax type breakout. The May and Final settlement reflect the net amounts not already paid to the taxing authorities.

Counties can choose to handle the payments required here as either advances or partial tax settlements. The statutes provide that taxing authorities (other than school districts) can provide a written request for an advance of the May Tax Settlement and that the county should make payment of at least 70% of tax collections in this circumstance. Some counties will provide these advances automatically without requiring a written request. Some counties will also make advances on the October partial settlement if requested, even though the statutes do not specifically provide for advance process in this case.

Remittance advice documents should be provided for either advances or partial settlements in the same form as used for the tax settlements themselves.

Use(s)

Provides the detail needed to post tax receipts on the books of the taxing authority. Provides a justification of the amount paid.

County Treasurer

School Districts or taxing authorities requesting advances

M.S. 276.11 for school advances for the May tax settlement and written requests from other taxing authorities.

M.S. 276.111 for school advances for the October partial settlement.

Timing

May Tax Settlement – 50% of school district collections is paid within 7 business days after May 15.

Another 50% of school district collections is paid within an additional 7 business days. At least 70% of collections is paid to a taxing authority that requests an advance. Payment is made within 30 days of May 20.

October Partial Tax Settlement – 50% of school district collections is paid within 7 business days

after October 15. Another 50% of school district collections is paid within an additional 7 business days.

Source of Data

Tax settlement reports (07.18.01) run at an intermediate point in the tax settlement process.

Sample

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07.18.08 - School Apportionment

Description

This report shows the amounts apportioned to schools based on proportionate shares of the net tax capacities for all school districts in the county. School district allocations of penalty and interest fit this category as do school portions of transmission and distribution line taxes. The penalty and interest are allocated in the May and Final Tax Settlements. The transmission and distribution line taxes are allocated entirely in the May Tax Settlement.

The report shows the amount apportioned, the source of funds, and the net tax capacity of each school district in the county. The net tax capacity used is the prior year’s assessment for taxes payable in the current year.

Use(s)

Provides the Department of Education and school districts with amounts needed to adjust school district levy limits.

County Auditor

Minnesota Department of Education. School Districts.

M.S. 127A.34. M.S. 123B.19 provides a $50 penalty for failure to report an apportionment to the department of education as required by law.

Timing

The statutory due date is the first Wednesday after the funds are apportioned.

Source of Data

Tax settlement information for school districts (07.18.01)

Sample

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∋ ∋ ∋ Education Funding 1500 Highway 36 West Roseville, MN 55113-4266 C O U N T Y A U D I T O R R E P O R T O F S C H O O L D I S T R I C T A P P O R T I O N M E N T ED-00016-15

GENERAL INFORMATION AND INSTRUCTIONS: Minnesota Statutes § 127A.34, Subd. 2 and 3 (AUDITOR’S DUTIES) state:

“Subd. 2. The county auditor each year shall apportion to the school districts within the county the amount received from power line taxes under section 273.42, liquor licenses, fines, estrays, and other sources belonging to the general fund. The apportionments shall be made in proportion to each district’s net tax capacity within the county in the prior year. The apportionments shall be made and amounts distributed to the school districts at the times provided for the settlement and distribution of real and personal property taxes under sections 276.09, 276.11, and 276.111, except that all of the power line taxes apportioned to a school district from the county school fund shall be included in the first half distribution of property taxes to the school district. No district shall receive any part of the money received from liquor licenses unless all sums paid for such licenses in such district are apportioned to the county school fund. “Subd. 3. The county auditor, on the first Wednesday after such apportionment, shall report to the commissioner on the amount apportioned, the sources from which such money was received, and the net tax capacity of each district in the county. ”

Upon completion of this report please distribute one copy to each school district within your county, return a copy to the above address, and retain a copy for your files.

County Name

Apportionment Distribution Date

Date of Last Distribution

Name of Person Completing this Report Title Telephone Number ( ) - FAX Number ( ) -

1. School District Apportionment Collection Period: FROM: TO: 2. Penalties on Real Estate Taxes (for period listed on line 1) Minn. Stat. § 276.131 $

3. Taxes on Transmission and Distribution Lines (for period listed on line 1) Minn. Stat. § 273. 42 $ 4. Miscellaneous Amounts to be Apportioned (for period listed on line 1)

Minn. Stat. § 123B.19, § 239.46, § 279.37, Subd.7, § 306.04, and § 346. 06 $ 5. Total Amount to be Apportioned to School Districts (sum of lines 2, 3, and 4) $

6. Total Prior Year Net Tax Capacity Within the County _$

7. Apportionment Rate (line 5 divided by line 6; carry division out to at least 6 decimal places)

SCHOOL DISTRICT NAME AND NUMBER

P R IOR YE AR N E T T AX C AP AC IT Y WIT H IN C OU N T Y AMOUNT OF APPORTIONMENT ( V a l u a t i o n t i m e s l i n e 7 ) SCHOOL DISTRICT NAME AND NUMBER

PR IOR YE AR N E T T AX C AP AC IT Y WIT H IN C OU N T Y AM OU N T OF AP P ORT ION M E N T ( V a l u a t i o n t i m e s l i n e 7 ) $ $ $ $

TOTALS: The column total for “ Pr ior Year Net Tax Capacity Within County” must agr ee with

line 6, and the “ Amount of Appor tionment” column total must agr ee with line 5. $ $

V E R I F I C A T I O N O F R E P O R T D A T A

I h e r e b y v e r i f y t h a t t o t h e b e s t o f m y k n o w l e d g e t h e i n f o r m a t i o n o n t h i s r e p o r t i s c o m p l e t e a n d a c c u r a t e .

Signature - County Auditor: __________________________________________________________ Date: _________________ DISTRIBUTION School Districts (1 each), Minnesota Department of Education (1), County Auditor Files (1)

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07.18.09 - Tax Increment Excess Paid to Schools

Description

This report shows the amount of tax increment excess and/or surplus paid to each school district in the last tax settlement. This would include funds due to base rate excess, money returned by tax increment districts to the county auditor and tax increment funds collected after a tax increment district has been decertified.

Use(s)

Used to lower a school’s state aid payments

County Auditor

Minnesota Department of Education

M.S. 469.176, subd. 2 M.S. 469.177, subd. 9

Timing

Statutory date is within 30 days of the distribution of funds

Source of Data

Tax settlement data related to school portion of tax increment excess or surplus (07.18.01)

Sample

County Name Settlement Period Settlement Date

School District

Base Rate Tax Increment

Excess

Returned Money from Decertified

Districts

Total Excess TIF Received 123 Spruce $ - $ - $ -234 Oak - - -345 Pine - -Total $ - $ - $ -County Auditor: Phone #: Date:

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07.18.10 - School Tax Settlement Report (Form 52)

Description

The school tax settlement report provides remittance advice information for tax settlements to school districts in the county. The state auditor provides three different formats for this purpose. Option 1 shows a high level fund breakdown based on the use of the funds. Option 2 shows a more detailed fund breakdown that matches Department of Education levy certifications. Option 3 is the same as option 2 except that JOBZ categories are eliminated. This form can be used in metro counties or in counties that do not have JOBZ. Alternate forms can be used for this purpose as long as they meet the general requirements of the state auditor provided forms.

State Auditor forms are available at http://www.osa.state.mn.us/

Use(s)

Provides the detail needed to post tax receipts on the books of the school district. Provides a justification of the amount paid.

County Treasurer

School Districts within the county

None

Timing

At the time that the May Settlement, the October Partial Settlement and January Final Settlement are paid.

Source of Data

Tax settlement data related to payments made to schools (07.18.01)

Sample

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State Auditor – Option 1

Date

TO: Independent School District No. County

Warrant No.

General Fund Special

01 Revenue Fund

Community Debt

Sources General Service Service Other Total

1. Taxes Payable 2006 0.00 2. Taxes Payable 2005 0.00 3. Taxes Payable 2004 0.00 4. Taxes Payable 2003 0.00 5. Taxes Payable 2002 0.00 6. Taxes Payable 2001 0.00 7. Taxes Payable 2000 0.00 8. Taxes Payable 1999 0.00

9. Current Manufactured Homes 0.00

10. Delinquent Manufactured Homes 0.00

11. County Apportionment XXXX XXXX XXXX 0.00

12. Personal Prop. Pen. & Int. 0.00

13. Tax Forfeited Sales XXXX XXXX 0.00

14. Conservation Land XXXX XXXX XXXX XXXX 0.00

15. Revenues from tax increment finance 0.00

16. Fiscal Disparities 0.00 17. Other: ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 Total 0.00 0.00 0.00 0.00 0.00

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TO: Independent School District No. Date

Warrant No.

Special

Revenue Fund General Debt General Debt General Debt General Debt 01a ₀₁ ₀₁a ₀₁a ₀₁a ₀₁ _Community _{Debt Service} _{Debt Service} _{Debt Service} _{Debt Service}

RMV Voter RMV Voter RMV Other NTC Voter NTC Other Other Service (04) Voter Apprvd.a _{Voter Apprvd.} _Othera _Other

Sources JOBZ Nonexempt JOBZ Exempt JOBZ Exempt JOBZ Exempt JOBZ Exempt Generalb

JOBZ Exempt JOBZ Nonexempt JOBZ Exempt JOBZ Nonexempt JOBZ Exempt Total

11. County Apportionment XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX 0.00

12. Personal Prop. Pen. & Int. XXXX XXXX XXXX XXXX XXXX 0.00

13. Tax Forfeited Sales XXXX XXXX XXXX XXXX XXXX XXXX 0.00

14. Conservation Land XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX XXXX 0.00

15. Revenues from tax increment finance XXXX XXXX XXXX XXXX XXXX 0.00

16. Fiscal Disparities 0.00 17. Other: ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

aIn priors years where separate JOBZ levies not applicable amounts are included in this column bIncludes amounts for _____________________________________________________________

General Fund

SCHOOL TAX SETTLEMENT REPORT (2006)

Debt Service Fund (07)

TO: Independent School District No. Date

Warrant No.

Special

01 01 01 01 01 Revenue Fund General General RMV Voter NTC Voter State Determined NTC Other Community Debt Service Debt Service Sources Approved Approved Gen. Educ. Other General Service (04) Voter Apprvd. Other Total

11. County Apportionment XXXX XXXX XXXX XXXX XXXX XXXX 0.00 12. Personal Prop. Pen. & Int. XXXX XXXX XXXX XXXX 0.00 13. Tax Forfeited Sales XXXX XXXX XXXX XXXX XXXX 0.00 14. Conservation Land XXXX XXXX XXXX XXXX XXXX XXXX 0.00 15. Revenues from tax increment finance XXXX XXXX XXXX XXXX 0.00

16. Fiscal Disparities 0.00 17. Other: ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 ______________________________ 0.00 Total 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Debt Service Fund (07)

General Fund

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07.18.11 – State Share of Deed and Mortgage Registration Taxes

Description

The state gets 3% of amounts collected for deed and mortgage registration taxes charged when

documents are recorded. Funds collected are remitted to the state on a monthly basis. The remittance report shows the total amount collected for each type of tax and provides detail on any adjustments made or refunds issued.

The remittance form is available at http://www.taxes.state.mn.us/special/mortgage_deed/forms.shtml

Use(s)

Provides data to support the amount paid to the state.

County Treasurer

Payment and report to Minnesota Department of Revenue.

M.S. 287.29 for state deed.

M.S. 287.12 for mortgage registration.

Timing

On or before the 20th of each month for receipts collected in the prior month. Receipts through June 25 and estimated collections for the rest of June must be remitted on or before two business days before June 30.

Source of Data

Receipt reports related to tax collections for deed or mortgage registration taxes.

Sample

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07.18.12 - State Share of State General Tax

Description

This report shows the amount of state general tax being paid by the county for current vs. delinquent tax years.

Use(s)

Provides written backup to the electronic transfer of fund.

County Treasurer

Minnesota Department of Revenue

M.S. 276.112

Timing

1st half tax settlement – on or before 6/29. 2nd half settlement through November 20 – on or before 12/02. Final settlement – on or before 1/25.

Source of Data

Tax settlement reports related to allocations to the state general tax (07.18.01).

Sample

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07.18.13 - State Share of Contamination Tax

Description

Contamination taxes collected on parcels that have an approved clean-up plan are remitted to the state except for a 5% administrative fee retained by the county.

Use(s)

Provides a breakdown of contamination tax amounts remitted to the state.

County Treasurer

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M.S. 270.96, subd. 3

Timing

Same time as tax settlements.

Source of Data

Tax settlement information related to contamination tax allocations (07.18.01)

Sample

MINNESOTA Department of Revenue CN-1

Contamination Tax Due the State

County Contact person

Address Daytime phone number

City State Zip code

Calendar year _____________ 1st half ___ 2nd half ___

1 Tax collections at the 50% rate ………..……….1 2 Tax collections at the 12.5% rate …………..………. 2 3 Add the amounts on lines 1 and 2 …………..……….3 4 Multiply line 3 by .95 (95%). This is the amount of

CONTAMINATION TAX DUE THE STATE ………...……….4

Make check payable to MN Dept. of Revenue

Signature of County Treasurer Daytime phone number

For questions on completing this form, call (612) 296-3155

Mail form and payment to: Minnesota Contamination Tax, Mail Station 3331, St. Paul, MN 55146-3331

Due Dates:

The first half payment is due the state the same day in July as the distribution of real property taxes is due to taxing districts. Be sure to include in the first half payment any contamination taxes collected in the previous calendar year but not paid to the state in the previous calendar year.

The second half payment is due the state the same day at the end of November or beginning of December as the distribution of real property taxes is due to taxing districts.

07.18.14 - State Auditor Tax Increment Fee

Description

Shows the amount of the state auditor fees (currently 0.36% of tax increment distributed) being paid to the state for the current tax settlement.

Use(s)

Provides an itemization by type of revenue for payments made to the state

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Minnesota Department of Finance

M.S. 469.177, subd. 11

Timing

Same time as tax settlements.

Source of Data

Tax settlement information related to state auditor tax increment fees (07.18.01)

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___________________ County For:

Please complete and return to: Treasury Division, Accounting

Questions? P.O. Box 64577

Call Richard: 651-296-5273 Saint Paul, MN 55164-0577

1. Children's Srch (03141) M.S. 144.226 2. Marr Lic Fee (05058) M.S. 517.08 3. Marr Lic Suprvd Visit (05137) M.S. 517.08 4. Marr Lic/MN ENABL (05149) M.S. 517.08 22. Birth/Death Surcharge (05186) M.S. 144.226 S4 MARR LIC/ DISPLACED HOMEMAKER: (05265) M.S. 517.08, s 1b & 2 33A. No Premarital Education (regular fee) License

33B. Pre-Marital Education (reduced fee) License

35. Marr Lic/Healthy Marriage (05289) M.S. 517.08, S5 (5) 41. Court Fees: I. Notarial/State (04005) M.S. 357.021 S2 (11)

Subtotal REAL ESTATE FEES:

50. County Recorder & Registrar's Fees

M.S. 357.18, 357.182, 505.08, 505.82, 508A.82, 515B.1-116 53. REAL ESTATE ASSURANCE - Tax Forfeited M.S. 284.28 54. REAL ESTATE ASSURANCE - Registered Land M.S. 508.75 55. TAX INCREMENT ADMINISTRATIVE FEE - TIF M.S. 469.177

Subtotal GRAND TOTAL Prepared By: Phone:

SECTION A: PAYABLE TO " COMM OF FINANCE, TREAS DIV"

REV: 07/2005 VITAL STATISTICS/REAL ESTATE