HomeMy WebLinkAboutRESOLUTION NO. 2023-92RESOLUTION 2023-92
APPROVING A MEMORANDUM OF UNDERSTANDING BETWEEN THE IOWA
DEPARTMENT OF REVENUE AND THE CITY OF rAIRFAX, IOWA, FOR
PARTICIPATION IN THE STATE SETOFF PROGRAM
WHEREAS, the City of Fairfax, Linn County, State of Iowa, is a duly organized
Municipal Organization; and,
WHEREAS, Section 421.65 of the Code of Iowa provides for the offsetting of payments
made by the State to satisfy liabilities to the State (the Program), with the Department of
Revenue (IDR) directed to establish and maintain a procedure to collect any claim owed to a
person by a state agency and apply money owed to the person against the debt owed by the
person to the State of Iowa; and,
WHEREAS, the Program allows IDR to enter into agreements with political
subdivisions of the state for the collection of monies owed to those subdivisions; and,
WHEREAS, the City of Fairfax previously approved participation in this prograin when
it was thru the Iowa Department of Administrative Services; and,
WHEREAS, law changes have inoved this program to Iowa Departinent of Revenue
(IDR) and changed the name from Iowa Offset Program to State Offset Program and is requiring
a new Memoranduin of Understanding (MOU) as a result of changes in the Iowa Adininistrative
Rules governing the Setoff Prograin;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Fairfax,
Iowa, hereby approves the attached Memorandum of Understanding between the Iowa
Department of Revenue and the City of Fairfax, Iowa, for participation in the State Setoff
Program and authorizes the Mayor and City Clerk/Treasurer to execute said agreement and this
resolution.
Ayes: Nurre, Daly, Pacha, and Wainwright
Nays: None
Absent: Volk
�) �
:'..� C�C.C���—�
Jo Ann Beer, Mayor
Attest:
�
�•
nthia Stitnson, City Clerk/Treasurer
,���:.. � �
.�•'
1VIEMORANDUII'l Oi' 1JNDE12S"TANDING BETWEEN T}IG IQWA D�PAR'f'M�l�'T OF
��yEy[j�, ��yJ CiryofFairiaX R�GAT2DING S7'ATE S�TOFF PROG12l�M
ARTICLE I
PURPOSE
1.1 The purpose of this memorandum of widerstanding ("AgreemenY') is to define the terms and
COI1CIIi1027S OF [ Cityof Fairtax _� �°�par�ticipating Agency")'s participation in the State Setoff
Progr�m ("Program"), as adininistered by #he lowa Deparhnei7t of Reve��ue ("1DR"). Participating
Agency and IDR may individually be referred to as a"Party", or collectively as "Parties".
ARTICLE II
DEFINITIONS & AUTHORITY
2.1 Definitions.
2.1.1 "Credit Vendor" means an agency or entity wllo submits funds to the Program.
2.1.2 "Data" means any information in the possession of or owned by the Participating Agency or
IDR that is shared with the oiher Party under this Agreement.
2.1.2.1 Data m�y incJude personal information as deFned by lowa Code sectioi1715C.1(11).
2.12.2 IL�R shall at no time share federal tax information pursuant to this Agreement. IDR
shall only share state tax information as allowed by law.
2. I.3 `'Debt" means any amount, as measured in money, owed to a Public Agency.
2.1.4 "Debt Portal" means the online system through which the Participating Agency will
administer its Debt.
2. ].5 "Debt Type" means a category of Debt tllat has become due, owing, and payable undet•
statute, administrative rule, or otl�er lawful means.
2.1.6 "Obligor" means as defined in lowa Code 421.65(1}(a}.
2.1.7 "Obligor Directory Information" means the Obligor's Name, Address, Phone Number, and
Email Address.
2.1.8 "Obligor Information" means any information regarding the Obligor required by 1DR,
including "Obligor Directory lnfonnation".
2.1.9 "ParticipatiJ�g Agency" means a Public Agency oi- the Iowa Judicial Brancla ("IJB"), that has
entered into an agreement with IDR to participate in the State Setoff Program.
2.I.10 "Public Agency" means as defined in Iowa Code 421.65(1)(b).
2.1.11 "Public Paymenr' �neans as defined in Towa Code section 421.65(1)(c).
2.1.12 "Qualifying Debt" means as defined in lowa Code section 421.65(1)(d).
2.1.13 "Setoff Fee", as outlined in Section 3.4.4, means the amotmt paid by the Participating Agency
per setoff to IDR for participation in the State Setoff Program.
2. I.l4 "State Setoff Program" or the "Progi-am" means the program established by Iowa Code
section 42l .65 to set off against each Public Payment any Qualifying Debt the Obligor owes
to a Participating Agency.
2J.15 All monetary amounts referenced in this Agreement and throughout the State Setoff Program
shall be an United States Dollars.
2.1.1 b Unless othei-wise specified, references to IDR and Pa��ticipating Agency shall include their
officers, empIoyees; agents_ and conti�actors. FAST Enterprises, LLC (Fast) is a contractoi• of
IDR. Participating Agency authorizes Fast access to Participating Agency Data subject to this
Agreement.
2.I.17 Ali statutes and admir�istrative rules shall be construed as may be enacted or amended at any
time d�u�ing the tenn of�this Agreement. ln any circ�nnstance where this Agreement conflicts
with statute or administrative rule. all Parties shall abide by the statute or administrative rule.
2.2 Legal Aoth�rity. This A�ree�a�ent is ente�-ed into pui-suant to the authority in Iowa Code section
421.6� and lo��-a Administratie-e Code chapter 701-26.
Pagc 1 of ] 1
ARTICLE III
PROGRAM PAI2AMETERS
3.] Program Admission.
3.1.1 The Public Abency or IJB wishing to pai-ticipate in the Program must complete and submit
tlle application as designated by IDR. All required fields must be reported.
3. ].2 This Agreement tneets the requirement for a memorandum of understanding as outlined in
Iowa Administrative Code rule 701-26.3.
3.1.3 Contact Persons.
3.1.3.1 Tlle Participating Agency must provide a contact person for operationa] questions
and backup contact person for when the contact person is unavailable. Operational
questions constitute questions originating from IDR regarding the processing of
setoffs.
3.1.3.2 The Participating Agency must provide a contact person for Obligor questions and
backup contact person for when the contact person is unavailable. Obligor questions
constitute questions originating fi�om the Obligor regarding the Obligor's Debt or tlle
amotmt setoff.
3.13.3 The Participating Agency anust provide the name, title, phone number, and email
address of each coniact persan.
3.1.3.4 The Participating Agency must update and confrm all contact persons and all contact
information no less than annually and upon request.
3.13.5 All cor�tact persons must ensure that calls and correspondence are handled in a timely
manner.
3.13.6 Contact person contact information may be updated without a formal amendment to
this Agreement by providing written notice to IDR in the manner designated by IDR.
32 Prior to Submission of Debt.
3.2.1 Participating Agency shall keep a record of ail communication with the Obligor until the
Debt has been paid in fiill and the setoff appeal period has expired, or has been removed froin
the Progratn.
3.2.2 Participating Agency shall provide Obligor with an oppoi•tunity to protest or challenge the
Debt, in compliance with applicable law and due process.
3.2.3 Steps out)ined i�l Sections 3.2.1 and 3.22 above must be co�npleted for each Debt prior to
that Debt's submission to the Program.
3.2.4 Participating Agency's correspondence to Obligor shall include the Participating Agerlcy's
obligor contact infoi-mation. The correspondence shall not include 1DR or the Program's
operational contact information.
3.2.5 Prior to submitting a Debt Type to the Program, a Participating Agency shall provide the
Department with a description of the Debt Type(s) and other details regarding each Debt
"I"ype as required by the Depai-tment. This description(s) shall be submitted with the MOU
and any other time a Participating Agency wants to submit a new Debt Type.
33 Submission of Debt.
33.1 All Data required to submit, certify, and maintain debt must be submitted electronically via a
process desi�nated by IDR. Submissio��s must comply with the file layout in Appendix B.
IDR may update Appendix B 4vithout a formal amendment to this Agreement by providitlg
written notice to the Participating Agency.
3.;.2 Participating Agency shall remain the system of record for Debt submitted to tl�e Program.
3.3.3 Character ol� Debt.
3.3.3.1 The Debt must be Qualifyin� Debt.
Pa�e 2 of' 1 1
;3.3.2 "I�he Debt rnust be legally collectible and ���ithin any applicable statute of limitations.
3.3.3.3 T11e debts mt�st meet the miniminn amount requirement, as set by Iowa
Administrative Code rule 701-26.1.
3.;.;.�1 Obligor Infonnation must include: Name (if individual, First and Last Name), tax
identification number, and any other information requested by IDR.
3.3.4 Participating Agency must certify all Debt in accordance with Iowa Code section
421.65{2)(a)-(b).
3.3.5 All llebt is subject to a recertification process. The recertification process may include, btit is
not lirnited to, requiri��g the Participating Agency to certify that all infonnation is con�ect and
that the Debt is still Qualified Debt Tl�e recertification process will be performed regularly,
at the agreement of the Parties, but no less than annually.
3.3.6 Participating Agency shall notify the department of any change in the status of the public
agency's individual debts submitted to the setoffs program. This notification shall be made no
later than five business days of any change in the status of a submitted debt in the manner
prescribed by the Department.
3.3.7 IDR may reject any Debt that, in lDR's sole judgment, is not feasible, not collectible, or not
campliant with applicable law.
33.7.1 lDR may rejeci any Debt if the tax identification number, or other information does
not match IDR's record for the Obligor. 'This will only apply to Obligors of whom
IDR has a record.
3.4 Setoff Procedure.
3.4.1 Debt will be setoff upon a TIN match.
3.42 The Debt Portal is intended to be available to the Participating Agency 24 hours a day, 7 days
a week, with exceptions for Prob am maintenance. Participating Agency will be notified of
any scheduled maintenance that will interfere with this availability. Unexpected interruptions
in availability of the Debt Portal wiJl be remedied by IDR as quickly as possible within IDR
availability and priorities.
3.4.3 Order of Priority for Debt Setoff'. Debt shall be setoff i�l the order of priority defined in
Iowa Code section 421.65(4) and Iovra Administrative Code rule 701-26.6. The priority
detennination will Ue made when the challenge letter is sent to the obligor. A public payment
w311 not be applied to a qualifying debt that is not included on the challenge notice.
3.4.3.1 The Par[icipating Agency shall identify in Appendix C Debts submitted to the
Program that will be deposited into the state general fund.
3.4.4 Setofl' 1�'ee.
3.4.4.1 The Participating Agency will be charged a Setoff Fee, as set forth in Iowa
Administrative Code rule 7Q1-26.10, each time a Public Payment is setoff and
applied to the Participating Agency's Qualifying Debt. The Setoff Fee shall be
retained as defined in section 3.6.7 herein.
3.4.�i.2 The Participating Agency shall not collect tlle Setoff Fee �i�om the sa�s�e setoff for
which the Setoff Fee has been charged.
3.4.4.3 IDR may change the Setoff�Fee amount in IDR's sole discretion, upon 60 days'
notice to the Participating Agenc��. Change to the Setoff Fee amount shall not require
a formal ameildment to this Agree�nent; nor consent of the Participating Agency.
3.�.5 Upon Setoff.
3.4.5.1 IDR wi11 mail � letter to the Obligor at the best address available to IDIZ at the time
of mailing. �rhe letter will infonn the Obligor that the Public Payment owed to the
Obligor was setoff due to Debt ow�ed to the Participating Agency.
3.4.5.2 1DR will mail a letter to a known co-payee on any setoff of a Public Payment. The
letter ���ill include infonnation regarding ihe opportunity for the co-payee to request a
Page .i oi 1 1
division of the Public Payment. Tliis letter and the ]etter contemplated in section
3.4.SJ. may be combined.
3.4.5.3 The �bligor wil} have 15 days from the date of the letter to challenge the setoff.
Ground for such challenges wili be limited to: ( I) mistake of fact, including a mistake
in the identity of the obligo�� or a mistake in the atnount ov��ed, and (2) Debt is not a
Qualifying Debt. Additionally, IDR will accept and administer requests to divide a
jointly or commonly owned right to payment under Iowa Code section 42l .65(2)(f}.
3.5 Following Setoff
3.5.1 Amounts collecied via a successful match wi}I be forwarded periodically to the Participating
Agency, reduced by the appropriate Setoff Pee.
3.5.2 Amounts collected will be posted to the balance due withi�� the Program Debt Portal. If the
amount of the debt is reduced as outlined in lowa Adrninistrative Code rule 701-26.2, the
debt will be purged fiom the Pragram.
3.5.3 Amounts collected via a successful match will be forwai�ded to the Participating Agency via
I/3 lnternal Exchange Transaction (lET) or direct deposit. Transfer via check is not available.
3.5.4 If the application of a Public Payment to a Qualifying Debt results in an overpayment to the
Participating Agency, and the Obligor does not challenge the setoff, the Participating Agency
shall refund the overpayment to the Obligor and/or co-payee.
3.5.5 If, after the setoif is complete, it is determined that the person(s) whose Public Payment was
setoff is not tlle Obligor, the Public Agency shal I refund the setoff amount to the person(s)
whose Public Payment was setoff.
3.6 Appeals, Challenges, and Requests to Divide .Iointly or Commonly Owned Rights to Payment.
3.6.1 Challenges will be limited to: (1) mistake of fact, and (2) debt is not a qualifying debt.
Additzonally, IDR will accept and administer requests to divide a jointly or commonly owned
right to payment. The Participating Agency is responsible for all appeals regarding the
underlying debt.
3.6.2 If an appeal or challenge is filed, 1DR shall notify the Participating Agency that a challenge
has bee�1 received. The Participating Agency shalI promptly provide IDR with all information
t-equested by IDR or• otller information as deemed relevant by the Participating Agency for
purposes of the challenge. The Participating Agency shalt make every effort to provide such
infoa•mation to IDR prior to the hearing date. Information received by IDR more than 10 days
after the challenge received date wil] not be considered by IDR.
3.63 Upon receipt of a challenge, lDR shall set a time to occw� within ten days of receipt of the
challenge to review the relevant facts of the challenge with the Obligor. An alternative time
may be set at the request of the Obligor. Following the review, IDR shall determine whether
the challenge is successfiil and communicate the result to the Pa��ticipating Agency and the
Obligor.
3.b.4 lf a setoff is appeaied or challenged by the Obligor, the Participating Agency shall hold the
setoff amount �mtil a final detennination is made.
3.6.5 The Participating Agency must adhere to IDR's determination on a challenge or request for
division of ajointJy or commonly o�vned right to payment, and has no appeal opport�mity.
3.6.6 Should the Obligor c}�altenge IDR's determination or the Program in court (e.g. district court,
etc.) Participating Agency shaIl be responsible for any defense, including costs. ]DR may
provide assistance upon request and at IDR's sole disct-etion.
3.6.7 IDR will retain the Setoff Fee, even if the challenge or req�iest to divide a jointly or
commonly owned right to payment is successful.
3.7 Ref'unds
3.7.1 ]n the event an appeal oi- divide is successfu[, or a request for divide is accepted, the
Participating Agency is responsib)e for refunding the amount due to the Obligar or co-payee.
3.7.2 1DR may request the amount to be refunded to be returned to IDR, rather than refunded to the
Obligor or co-payee, if another debt exists for the Obligor or co-payee in the Program. In
Pa�c �I of I I
such a case. the Par�ticipating Agency si�all return the a3nount to IDR via 1/3 Internal
Exchange Transaction (lET) oi- Automated Clearing House (ACH) Debit.
3.73 If not notified to return the amount to IDR, the Participating Agency must issue the refund to
the Obligor or co-payee within 30 days of notification of sticcessful appeal or challenge, or
the acceptance of a request for a divide Uy IDR.
3.7.4 The Participating Agency shall provide evidence that the refund was issued to IDR upon
request.
ARTICL� IV
CONI'IT)ENTIALI"TY AND OWNERSHIP OF DATA
4.1 To the extent allowed by applicable law; the Participating Agency shall be considered the custodian
of records related to the Debt and any Data submitEed in relation to the Debt. Participating Agency
shail respond to any open records reqtiest filed under chapter 22, regarding Participating Agency's
Debt in the Program.
4.2 Obligor Information subrnitted to the Program is confidential and exempt from release under lowa
Code chapter 22. Iowa Code section 421.65(2)(a). Obligor Information is not confidential taxpayer
information or return information under lowa Code section 422.20 or 422.72.
4.3 IDR may use Obligor Infonnation to support the Program generally. Obligor Information received
from one participating agency ar credit vendor may be used to assist the Progra�n as it applies to any
otller participating agency or credit vendor.
4.4 Obligor Directory Tnfonnation may be used to update IDR's tax irrformation system, ai�d will be used
to benefit tax administration, non-tax debt collection, ideiatification services, and the Progi-am.
4.5 Notwitl�standing Section 4.4 above, Obligor Information shall only be available to persons with a
business reason to access the information.
ARTICLE V
DURA.TION AND TERMiNATION
5.1 Duration.
5.1.1 This Agreement shall be in force upon this document being fully signed (the "Effective
Date").
5.1.2 The initial term of this Agreement shall be three (3) years from the Effective Date, unless
tenninated earlier. By mutua] written agreement, the parties may annually extend the
Agreement for up to three (3) additionaJ one-year terms.
5.13 This Agreernent memorializes all elerr�ents of this Agi�eement and s��persedes any previous
Agreement or negotiations related to this Agreement, whether oral or in writing.
Amendments to the provisions of this Agreement may be made at any time only in writing
and by the agreement and signature of all parties hereto.
5.2 Termination.
5.2. ] Termination for Cause by 1DR. IDR may tei•minate this Agreement upon written notice of
the Participating Agency's breach of any material tenn, conditioa�; ar provision ofthis
Agreement, if such breach is not cured within the tnne period specified in IDR's notice of
breach or any subsec3uent notice or correspondence delivered by IDR to Participating Agency,
provided that cure is feasible. In addition. IDR may terminate this Agreement effective
immediately without penalty or ]egal liability and ���ithout advance notice or opportunity to
cure for any of the following reasons:
5.2.1.1 Pa��ticipating Agency, directly or indirectly, f�n�nished any statement, representation,
warranty, or certiiication in connection with tl�is Agreement that is false, deceptive,
or materially incorrect or incomplete;
5.2.12 Participating Agency's or Participating Agency Contractor's officers, directors,
employees, agents, subsidiaries, affiliates. contractors, or subcontractors has
i'ag� i of I I
5.22
5.2.3
committed or engaged in fraud; i7�isappropriation, embezzlement, malfeasance,
�nisfeasance, or bad faitll;
5.2. I.3 Dissolution of Participating Agency or any parent or affiliate of Participating Agency
owning a controlling interest in Participating Agency;
52.1.4 1DR determines or believes Participating Agency has engaged in conduct that has or
may expose IDR to materia] iiability;
52.1.5 Pai-ticipating Agency submits Debt that is not legally collectable, is unresponsive to
lDR requests, or otherwise not compliant with tl�is Agreement.
The right to terminate tliis Agi'eement pursuant to this section shall be in addition to and not
exciusive of othei- i•emedies available to IDR and, notwithstanding any tei•mination, IDR shall
be entitled to exercise any other rigl�ts and pursue any remedies available under this
Agreement, in law, at equity, or otherwise. Participating Agency shall notify IDR in writing if
any of the foregoing events occur that would authorize 1DR to immediately terminate this
Agreement.
Terminatio�� for Convenience.
5.2.2.1 Following sixty days written notice, the Participating Agency may terminate this
Agreernent, in whole or in part, for convenience without the pay�nent of any penalty
or incurring any further obligation or ]iability to Participating Agency. Termination
for convenience may be for any reason or no reasoi� at all.
52.2.2 Following written notice, IDR may terminate this Agreement, in whole or in part, for
convenience without the payment of any penalty or incurring any further obligation
or liability to IDR. IDR may further remove all or any portion of Participating
Agency's debt fi-om the State Setoff Pragi-am for any or no reason upon written
notice. Termination for convenience may be for any reason or no reason at all.
'I'ermination Due to T�ack of Funds or Change in Law. Notwithstanding anything in this
Agreement to the contrary, either party shall, upon written notice, have the right to terminate
this Agreement, in whole or in part, without penalty or liability and without any advance
notice as a result of any of the following:
5.2.3.1 The legislature, governor, or other applicable governing body fail, in the sole opinion
of the terminating party, to appropriate funds sufficient to allow the terminating party
to either- meet its obligations wlder this Agreement or to operate as required and to
fi�ifill its obligations under this Agreement;
5.2.3.2 lf funds are de-appropriated, reduced, not allocated, or receipt of filnds is delayed, or
if any funds or revenues needed by either party to make any payment hereunder are
insufficient or unavailable for any other reason as detennined by the terminating
party in its sole discretion;
52.3.3 If the terminating parry's authorization to conduct its business or engage in activities
oi• operations related to the subject matter of this Agreement is withdrawn or
materially altered or modified;
5.2.3.4 If the terminating party's duties, programs, or responsibilities are modified or
materially altered; or
5.2.3.5 If there is a decision of any court, administrative ]aw judge; or arbitration panel or
a3�y law; rule, regulation, or order is enacted, prornt.ilgated, or issued that materialiy
or adversely affects the termii�ating party's ability to fu1ft11 any of its obligations
under this Agreement.
ARTICLE 1V
ADMINISTRATION
6.1 This Agreement does not create a separate legal or administrative entity. Any real, personal, or
intellectl.�al propec-ty used in tllis cooperative undertaking shall be acquired. ]�eld, and disposed of by
the Party which originally obtains, purcilases, or develops the property.
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6.2 During the Agreement period, the agreement managers shall be contacted on all interpretations and
problems relating to the Ageement and shall follow the issues tl�rough to their resolution. The
agreement managers shall also monitor perfonnance tmder the Agreement. "rhe Par[icipating Agency
agreement manager is identified in Appendix A. The ]DR agreement manager is Susan 1<hamtanh,
Procurement Officer, 515-281-5694, susan.khamtanh r)iowa.gov. Agreement �r�anager contact
information may be updated without a formal a�nendment to tliis Agreement by providing �vritten
notice to the other Party.
6.3 Each Party represents and warrants that it has full authority to enter into this Agreement and that it
has not granted and will not grant any right or interest granted to tl�e other party under lhis Agreement
to any person or entity.
6.4 Additional Provisions. The Parties agree that if an Appendix, Attachment, Addendum, Rider, or
Exhibit is attached hereto by the Parties, and referred to herein, then the same shall be deemed
incorporated herein by reference.
6.5 Further Assurances and Corrective Instrinnents. TPie Parties agree that they will, from time to
time, execute, acknowledge, and deliver, or cause to be executed, acknowledged, and delivered; such
supplements hereto and such further instruments as m�y reasonably be required for canying out the
expressed intention of this Agreement. Participating Age�lcy understands that agreernent to
amendments may be required to continue participation in the Program. Failure to agree to
amendments proposed by IDR may result in the termination of this Agreement and tl�e removal of Che
Participating Agency's debt from the Progra�r�.
6.6 No Actions or Damages. The Parties agree that neither party may file claims or seek damages under
ihis Agreement.
6.7 Compliance with lowa Code Chapter 8F. Participating Agency and IDR shall comply with lowa
Code Chapter 8F with respect to any sub-agreements or contracts it enters into purstiant to this
Agreement. Any compJianee docwnentation, including but not limitetl to certificates, received from
contractors by Participating Agency or IDR shali be made available upon request of the other Party.
6.8 Immmiity from Liability. Notwithstanding any provision of this Agreement; nothing in this
Agreement shall be construed as waiving any immunity from suit or liability in state or federal court
or any other tribunal, inciuding but not limited to sovereign immtmity, Eleventh Amendment
immunity, or any other immunity from suits or damages, possessed by the Partie.s or any officer,
employee, director, attorney, auditor, contractor, or associate of the Parties.
6.9 Supersedes Former Contracts or Agreements. This Agreement supe�sedes all prior Contracts or
Agreements between Participating Agency and ]DR for the services provided in connection with this
Agi'eement.
Towa Department of Revenue
`�G�"�e�=�it, 10/16/2023
Signature Date
Name: Matt Bender
_._.._......._., ._..._....._.---
T't�e: Deputy Director
City o( Fairfax� ��"participating Agency°0�
��aCl
Kiinefelter
Digitally signed by
Staci Klinefelter
Date: 2023.07.28
09:30:34 -05'00'
Signature
Name:
Staci Klinefe!ler
�It��:
Depu;y Cie'kl Uh:ily Cler:�
llate
1'arc 7 of� 1 I
Appendix A
Participating is reqi.�ired to provide contact infonnation for the followine contacts. The
Primary/Secondary for a particular type (c.g. operational, obligor) of contact may not be the same
u�dividual. However, the saroe individual may hold more than one contact position.
____._. __�..--- --___ __ __ ______ ____...__. _--__. _..
(�nerational Contact - Pritnar�
This is fhe primary contact for questions fi•om IDR regarduig fhe processmg or operanons o� ine i�arucipaung
A�enc�'s oartici�ation in the Seto1'f P�roaram.
_ . _ �...... �� ___ _ _ __ —_ __.— — _ .
Namc: € S[zc K�inefeiler
__. __ �. __ ___ ----- -„_. . �.. _ _ __. _.... . __. . _..
, T1t�C Depu:y Clerkl Utiliry Clerk
� _.... _ _. _._.. _ _ _. _ .. ... _ -. __
Phone Number: 4 319-846-2204 ext. t12
_.....m . _ _._ _ ._. _._._.... . ____ .. _.. _ . ; _
�-TTlal� AC�dYeSS' skl nef�lter@cityoffairiax org
.� ..., ._...__�, . . _ __ __ _ . _. .
_.__. __
O�erat�onal Contact Secondar•��
This is the bacicup contact for qucstions from TDR � eg�� ding the processing or oper�tions of'tfie P�rtieipating
A�;en ,cV's partic�Pation in the Setoff Pro�ram. __
____ -- _..
�iflll7C: ', Cynthia Stimson
.v�.:__......... _ . __....:...._. _. �..._._ _.
'j j(je Ci1y ClerkJ Treasurer
_ _._ �..... _ _ _.. ,. �. _.. ._ _
Phone Numbea : ; 3t9-846-2�04 e.xt.?t1
_..._ _....._...,...... _.. . �_. __ ._ .. . _.. .._. , . . _... �_
E-mail Address: cstirnson@atyoffaitiax org
Obli or Contact - Primary
This is thc�� im�ry contact for qucstions from Obligors.
_ W__.._. _ . — . _._..._ _..
Name: Staci Klinefelter
_ _____. _ ____ _ _ . _._ _. ___...._ , __ _. _._. _.
Tlt�e , Depui� Clerk/ Utility Clerk
__..� ..... . ____ _.., __ —...,.... _
Phone Numbcr sis aas-22oa ext n2
E-mail Address.
OblSgor Contact - Secondar
This is the backup conYact for yucstions 1'rom O
-- —__ -- __ ... _ .. _ ............
Name:
� . _._....._...�._�__ . _.._... __.__ _..__
T1t�C
Phone Number:
... . ....._._.._. . ........
E mail Address.
sklinefelter@cityoffairfax org
Cynthia Stimson
_ . ,�_ ------
y City Clerk/ Treasurer
_ _._ ... . ..... ........... _.._.—_..._ -.._.
319-846-2204 ex.. 111
_ _ _.
� � cstimsor@ciryoffairfax.org
_:.... .._... . .�....... _ _ _.. _ . _ ._. .
Agreement-Related Not�ces Should be Sent To:
Tn9s is r
_..
Name•
�1t�C
_� _..L,. ..1_,...1.1 ..,....�.�...
Plione Number:
�-mail Address:
notilications.
......_..._ . ........ _.�..,... ......__"__-,,,_...__
Staci Klinefelter
--___ __ __
' Deputy Clerk! Ulility Clerk
_._ . _ __ _ . _ _ ..
319-846-22Cr xt. ,'!2
__ _ _ ___ __
__ ,
; skl:neielter@cityoffairfax,org
_
; _... _
E l�,C}(jYBSS; 30G SOIh Shee! Court, PO BOX 337
^ _ _. ,.. _ ,.
€ �1tY� _ t ('airfax __ _ _
_.>... . _ __ . _ . . . ._ _...._..... ..IA _
i State:
__---
__ ___ _-- — _
i Zip Cocle _ _ �zzz� _ _ __
1'aac8of11
Appendix I3
Setoff Placement File
The placement fiie �nust be named SetofFs######.tzt, ���here ###### is the Agency Number and Unii
Code. Ifyou�• agency has multiple Unit Codes, use one ofthem in the fle name. Do not cJ�ange the Unit
Code used tivithout notifying IDR prior to placement f71e submission.
The placement file must contain a]ist of�a11 the Participating Agency's debt to be placed in the Program.
Each t-ecord in the file repi-esents one Debt. Tl1e placement file is a fi�ll replacement, and wil] ovei�write
existing debt placements for the Participating Agency under their unit code(s).
The placement file has a fixed width layout
Field Na�ne
v. _ _...
Participating Agency
Number (Required)
Participating Age��cy
Unit Code (Required)
! Characters
. 3.__
�._.
Obligoz� Identification ; 1
Number Type
(Required)
Obligor ldent3fication ` 9
Numbei• (rec�u�red}
Debt Identification 30
Number (required) ,
Obligor Last Name / i 50
Entitv Name
(Required) ;
_.. _ _....__... .
Obligor First Name 50
Obligor Middle Name I �0
Descripiion
__ _ �...�. _ ___ � ..,_
i Unique identificr For the Participating Agency who maintains the
' debt. This is generally a three-digit number, such as `'645" or T
123" as assi�ned b)� IDR. Leading ze�o� are significant
_ __ . . �.
1 Unique identifier for a group within the Participating Agency, as
assigned by IDR. This is benerally a three-digit nwnber
� such as '001" oi `999'. Leadin� zeros are si�nificant.
_ . ,...�.. .. __ __. _._._.__
� Enter the code for the type of ID listed in Obligor ID.
1 = Social Securiry Number (SSN)
2= Federal Employer ldentificatio�l Number (FEIN)
3= Individual Tax ldentification Number (1TIN)
.�,.__ _�_ ___..�_ —____.�. _.— ..._ ..._
Identification number un�que to the Obligor (i.e. SSN, iTIN, or
FEIN). Leadin� zeros are si�n�fi�ant ,
_ _ .. �._. -- . _ _. _ . _ ___.. ,: . _._.-----
Agency's wiique identiiier for the debt. (i.e. case #, invoice #,
citatiozl ��. etc.). This should not chan�Te.
Note: If debt has previously been placed for a combination of
Agency Number, Agency Unit Code; Obligor ID, and Debt ID,
� then the correspo»dinb placeme.rit �vill be updated based on the
� tile.
Last Name of the Obligor (if an Obligor ldentification Number
Type is SSN or IT1N), or Name of Obligor (if Obligor
ldentification Number Type is FEIN)
; First name of the Ob)igor (if a�7 Obligor ldentification Number
( T;�pe is SSN or 1'T'1N).
' Leave blailk if Obligor ldentification Number Type is FEIN
_ ---- _..
1�9iddle name of Obligo�� (if an Obligor ldentification Number
Type is SSN or 1T1N1
Pagc9ot11
t�]?�)eTl(�iX C
List of llebts submitted to the Program that will be deposited into the state general fund when paid;
Debt Type Name T�escription
et. Individual irrco�ne 2ax debt ex. Debt resulting fi•om the tax o�x an individ�ral's
ia�conze
Pace 11 of I I
__ _ _
Qualified Date
; (Required)
_ _ _ _ _..,....
= Debt Amo�int
i (Required)
Description of Debt
(May be required)
__ _ __
_ __ _
__ .__.
Leave blank if Obligor ldentification Ni�mber Type is FEIN
__ _ _ _ _
s
Date the Debt first qualified for the Pro�ram
12
500
Fonnat: MMDDYYY
_ _ .... _......__ ___ _ _. _ __ _
The amount owed to tl�e Participating Agency. Expressed in
pennies. Pre-padded with Os.
Example: $123.45 shotild be listed as 000000412345.
Must be �50 or more for all qualifying debts owed to one public
agency by one obligor.
Description of the Debt. May be displayed on correspondence to
tl�e Obligor pertai��ing to their setoff.
Example: "Parking Ticket 00123-4"
Pa�elO�f'Ii
Staci Klinefelter
From:
Sent:
To:
Subject:
Attachments:
charnell.sanders@iowa.gov on behalf of Setoffs, IDR <idr-setoffs@iowa.gov>
Tuesday, October 17, 2023 9:39 AM
Staci Klinefelter
Setoff Participation Confirmation
City of Fairfax MOU.pdf
ih� lowa Department nf Revenu� h�s reviewed your sut���itted S�toi� Cnrollment Appiication, Qualifying Debt
C�u�stionnaire, and iVlemorandum of Understanding (MOU). Based on the information providec#, ynur applicatian has
beer� appraved. Please find attached the fully executed MOU.
C7r� Nauember 13, 2Q23 at 08:00 am C�, you will be able ta login and register users �or acces� fio the Debfi
Admi�7istrafiion Partai and begin submitting debt(s} to the State af lowa Seto�fi Program. A videa tuforial and further
instruction� will be provided priar to thafi date.
if you haue any questions, cantact IDR-Setoffs(a�iowa.gov.
State Setoff Program s���.��.�� 2 r..�',���,��.�,�e ��:� , � .�.._ o ..��,���.=a. �E ., .��_� �� . ��.�.��a.fl
, . � ,a� sz..,
_ ��sat:.�:� , �� , �.
tax.iowa.gov � 515-281-3114 � Ciick here ��� ��I1 �.�.�� r:�t:>���� c��.i��� c�.��tc���r��r� ;��;rvie;��.
This emaii message and any accompanying attachments contain information intended only for the specified individual(s) and may be confidential and protected. If
you are not the intended recipient or have received this message in error, please: (1) do not read, print, copy, distribute, or use it in any way; (2) permanently
delete or destroy the message (including any attachments); and (3) notify the sender immediateiy by email or telephone. Any unintended transmission of this email
message does not constitute a waiver of any applicabie privilege or protection. This message may contain informal opinions which are applicable only to the
specific situation(s) referenced pursuant to the laws in existence at the time the opinion was issued. The Department may take a contrary position in the future.
Any oral or written guidance or opinion given by Department personnel not pursuant to a Petition for Declaratory Order under lowa Administrative Code 701-7.24
is not binding upon the Department.
State Setoff Program � ..,.<... . �.,`.... ��.�a���� a�.. � .�,F� . ...� �.. �.���dadr�,� ��:�����.���,.au � x , . _�
� �,-F� � J.e�;, ��, . Q vc. ...<
t�x.it:�w�.�ot� � 515-281-3114 ��lirk her� ica t�:-�11 �.��, ��h��.�f c�Lfr �;�.a�Y:���n�r� ��r�vir�.
This email message and any accompanying attachments contain information intended only for the specified individual(s) and may be confidential and protected. If
you are not the intended recipient or have received this message in error, please: (1) do not read, print, copy, distribute, or use it in any way; (2) permanently
delete or destroy the message (including any attachments); and (3) notify the sender immediately by email or teiephone. Any unintended transmission of this email
message does not constitute a waiver of any app�icable privilege or protection. This message may contain informal opinions which are applicable only to the
specific situation(s) referenced pursuant to the iaws in existence at the time the opinion was issued. The Department may take a contrary position in the future.
Any oral or written guidance or opinion given by Department personnel not pursuant to a Petition for Declaratory Order under lowa Administrative Code 701-7.24
is not binding upon the Department.