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Department of Taxation and Finance

Common Correction Issues

Submitting Condition Code I Corrections

For RPS V4 users - indicate condition code "I" by only choosing the acceptable explanation from the dropdown menu in RPS, then transmit via RPS035 file.

For RPS V3 users- indicate condition code "I" on local RPS file, transmit with RPS035 file for manual review and file maintenance and please provide an acceptable explanation on an RP-5217 ACR correction form.

For Paper Reporters - indicate condition code "I" and please provide an acceptable explanation on an RP-5217 ACR correction form.

Acceptable Condition Code I Explanations:

  • Estate Sale - Note: This transaction can also be changed from not usable to usable as a result of notification by assessor as long as the sale meets the other conditions of market value. A conveyance under powers granted in a will or trust may not represent an arm's length transaction, particularly if the sale takes place soon after the will has been filed and admitted to probate in order to satisfy the decedent's debts or the wishes of an heir.
     
  • Charity, Religious, Education, Subsidized Housing, Trust, Life Estate
     
  • Forced Sale - Foreclosure or in lieu of, Auction, Referee, Tax Sale, Bankruptcy, Divorce, Judicial Order
     
  • Substantial Personal Property - Good Will Business Value
    10% or More of Full Sales Price - If Amount of Personal Property not
    specified
     
  • Sale Price is Suspect
    Sale of Common Area for Condo or Association,
    Assumed Mortgage Not Reported or Cash Consideration Not Reported,
    Prior Relationship Between Buyer and Seller
    (i.e., Neighbor/Friends, Tenant/Landlord, Trade of properties, Contiguous Properties)
     
  • Land Contract (for V3 and paper reporters ONLY)
     
  • Property Not Offered on Open Market
     
  • Uninformed Buyer/Seller
    Price above or below market value.
    NOTE: - this particular explanation requires additional market information such as price/sq.ft. comparison, comps, etc...
     
  • Correction Deed
     
  • Sale Price Restricted Trust

Inappropriate Use of Condition Code I

Do not use Condition Code I:

  • When another code can be used (i.e., relative sale, deed type not warranty or bargain & sale, etc...)
  • To eliminate a 'part of parcel' sale, unless the sale price is not reflective of market value, then appropriate condition code I explanation is required

Inappropriate use of condition code I causes unnecessary paperwork for Assessors, delays in processing, and requires manual review for all.

Appropriate Use of Condition Code G: Significant Change

Significant change excludes a sale for RAR and COD uses and should be indicated, when appropriate. Significant Change means:

  • There has to be physical change to the property either because of construction or demolition. This physical change must be reflected on the assessor's annual report. Equalization changes do NOT support this correction.
     
  • The physical change has to occur to the property between the taxable status date for the preceding final assessment roll and the date of sale. This does NOT mean that the improvement was discovered within this time frame.
     
  • "Significant" means that the value of the physical change is 10% or more of the total market value of the property (not assessed value). Accordingly the assessment should change on the next appropriate roll.

NOTE: Indicating "New Construction" will NOT exclude a sale for ratio purposes, significant change will.

Change in Use

Primary use of the parcel will change after the sale. Examples:

  • Residential vacant lot or residence is purchased for commercial development
  • A hospital acquires residences and tears them down for hospital parking
  • Agricultural vacant land is purchased for residential subdivision

Use Condition Code 15-G, Significant Change, if the sale price is representative of the market. This allows the sale to remain arms-length, but excluded for ratio purposes.

Note: A residential vacant lot purchased for residential development does NOT constitute a change in use at time of sale.

Multiple Town

If the sale parcel overlaps municipal boundaries, please indicate this via RPS. If not, the sale will be erroneously included in ratio calculations. A sale is considered to be in multiple towns when the 1st 4 positions of SWIS code are different.

Part of Parcel

Please indicate "part of parcel". If "part of parcel" isn't identified where appropriate, the "part of parcel" information on the ORPTS database will be erased. The Number of Parcels will be overlayed with the number of parcels indicated on the RPS035 file. The default for number of parcels in RPS is one. Ratio usability is calculated based on the entry in Part of Parcel.

Book/Page vs Section/Block/Lot (S-B-L) or Roll ID

County/Book and Page is the "key" and unique identifier.

  • Matches RPS035 and paper corrections to the RP-5217 database (Many Assessors think, incorrectly, that S-B-L is used for these matches.)
  • The "key" must be identical to Book and Page as entered on the RP-5217 form by the County Clerk in items C1, C3 and C4.

Differences in book and page between ORPTS and local file causes problems:

  • Sale may not be updated
  • Wrong sale may be updated

Corrections to Book and Page

Make corrections following "how to use the RP-5217 ACR correction form". Note: Current Book/Page on ORPTS file would be written in the Book and Page boxes on the RP-5217 ACR form. Item # and corrected information would be entered under the appropriate headings as C3 - (new Book #) or C4 - (new Page #).

Full Sale Price
100% Financing - No Money Down Transactions

These types of transactions have a Full Sale Price being entered on the RP-5217 that includes not only the total amount paid for the property, but also the value of the concessions. When this type of sale is discovered:

  • Deduct the value of the concessions from the Full Sale Price
  • Report the corrected Full Sale Price - the corrected Full Sale Price would then be used in any ORPTS products.

Date of Sale vs Date Deed Recorded

Problem exists when dates are entered in the wrong fields.

Correct entry of Date of Sale = date of transfer (item 12 on RP-5217), and is labeled "Sale Date" on the RPS sales update screen.

Correct entry of Date Deed Recorded = date the deed was recorded with the County Clerk (item C2 on RP-5217) and is labeled "Deed Date" on the RPS sale update screen. Refer to page 66 in section 5.51 of Volume 8 of the Assessors Manual. ORPTS uses Date of Sale for its reports, extracts, RAR's, Full Value Measurement, Maintenance Aid, etc.

Valuation Useable Field

The Valuation Useable code is for local use only! Localities use the valuation useable field to exclude certain sales from local sales analysis products. This code is NOT used by ORPTS to include or exclude sales data from any sales related products.

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