Cook County expects Title Companies will begin to exhaust any remaining stamp balances on their County & State meters in the fourth quarter of 2009. While stamp meters can be reloaded in the fourth quarter, the County requests that a minimal amount remains on stamp meter(s) when they are refunded.
Once a stamp meter has been refunded, it cannot be re-loaded. The Accounting Department will track refunds by Title Company, refund amount and stamp machine serial number. This information will be updated daily and provided to the Cashiering Department to prevent stamp usage on recorded documents.
To expedite the refund process, contact Nick Macabenta at (312) 603-3708 or Brian Quinn at (312) 603-5085 to schedule an appointment. Meters should be delivered to the Accounting Department located at 118 N. Clark St., Rm 230.
1. Title Company representative(s) will provide a letter, on their letterhead, stating that they are taking the County and State meters out of service and will be using EZ Dec for County and State stamp purchases. County and State pre-approval is required for this process.
2. Nick or Brian will verify balance on the stamp meter(s) with the Title Company representative(s) present.
3. Title Company Representative(s) will print out the stamp for the remaining balance.
4. The stamp will immediately be cancelled. Nick or Brian will examine meter(s) to verify that the balance is zero.
5. A County Real Estate Transfer Tax Credit Claim Form and State RLG-3 Real Estate Transfer Tax Claim for Credit Form will be completed. The cancel stamp will be attached to the applicable form. A form will be prepared for each meter requiring a refund. Title Company will receive a copy of the form(s) and cancel stamp for their records.
Refund checks will not be provided at the appointment. They need to be processed through the County’s and State’s normal payment process.