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Application, Contract and Instructions for Purchasing and Printing Stamps

In order to obtain stamp purchase and print authorization, you must be a Title Company.  If you are a Title Company, you must complete an application and contract.

Please provide all information requested on the application.  Your listed company contact should be the person directly responsible for sending wire transfers to the City of Chicago and Cook County Recorder of Deeds.  You will also need to provide an alternate contact.

Send a signed original completed application and contract to:

Via postal service:   

Illinois Department of Revenue
Attn: EZ Dec Administrator
101 W. Jefferson Street
Mail Code 4-500
Springfield, IL 62702

You may also scan and submit an email copy of your documents, which will allow us to begin immediate review, to:

Via email:                  Rev.EZDecAdmin@illinois.gov

You will be notified once we have received and processed your request, as well as granted the necessary stamp purchasing and printing rights.  A copy of the fully executed Agreement will be provided to you.  This process can take 7-10 business days to complete depending on the current number of requests.  If there are errors with your submission you will also be notified and a request will be made to resubmit.


EZ Dec Stamp Purchase Application

EZ Dec Title Company Agreement

EZ Dec TICO Agreement Exhibit A

EZ Dec TICO Agreement Exhibit B

EZ Dec TICO Agreement Exhibit C

EZ Dec TICO Agreement Exhibit D

EZ Dec TICO Agreement Exhibit D (2)

 
City Stamp Meter Refund Process

Expectations

Although the governmental parties in the immediate future have agreed to allow for both EZ Dec declaration and stamp processing and paper declaration processing and the continued use of stamp machines until October 1, 2011, the City of Chicago encourages Title Companies to begin to exhaust any remaining stamp value balances on their machines and begin the transition to just EZ Dec processing. 

Once a stamp machine balance has been refunded, it will not be re-loaded. The Refund Unit will track refunds by title company, refund amount and stamp machine serial number. This information will be updated daily and provided to the Cashiering Unit at City Hall to prevent reloading of refunded stamp machines.

Instructions

Title Companies should prepare a City of Chicago Business Tax Refund Application for the stamp value balance left on each machine when a refund is requested. One form should be submitted for each machine requiring a refund.

Machines should be delivered to the Refund Unit located at 333 S State St. Suite 300. Contact Daniel Reichart the Supervisor of the Refund Unit at (312) 747- 8948 to make an appointment and expedite refund processing. 

During these appointments:

1. The Refund Unit will zero out the balance on the stamp machine with Title Company representatives.

2. Title Company Representatives will print out the stamp for the remaining balance.

3. Refund Auditors will immediately cancel the stamp

4. Title Company representatives will be provided an approval letter (NTD notice)

Refund checks will not be provided at the appointment as they need to be processed through the City of Chicago's normal refund process. Refund checks should be issued within 4 weeks of approval.
 
County Stamp Meter Refund Process

Expectations

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.

Instructions

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.