GSCCCA.org - PT-61 eFiling

GSCCCA PT-61 eFiling

The eFiling option for PT-61 filings has been operational since Sept. 1, 2004. There has been universal enthusiasm for this program, since it makes the process of filing the PT-61 forms more efficient for both the Clerks and the filing parties. Approximately 600,000 forms are filed annually on the eFiling system.

These FAQ's provide additional information for filing parties on the most commonly asked questions. The goal of the Authority is to make this program simple and efficient to use and your feedback is important. If your question is not here, please contact our Helpdesk.

What is PT-61 eFiling?
Where will I access the PT-61 eFiling system?
What does it cost me for the convenience of eFiling?
Can I still submit the old paper forms?
Do filers download the forms from the Internet?
How long does it take to complete the eFiling?
What if I do not have a Personal Computer?
What signatures are required on the PT-61 eFiling?
What if there is an error on the form?
How does the Deed Book and Page get on the PT-61 form?
Where do I get help on the definitions of the PT-61 form content?
How are exemptions handled?
How is the Tax Due calculated?
What "Help" is there for inexperienced filers or system users?
Do I have to complete every field on the screens?
How do I handle property which crosses county lines (multi-county property)?
How do I enter the name of an agent for the seller?
My firm handles a lot of new construction where lots are recently sub-divided and thus no parcel number has been assigned to them yet. The help file on-line said to enter in the parcel number for the entire acreage tract if the sub-divided tract was not yet assigned. Can you confirm this?
Is it appropriate to enter the condominium unit number in the space designated as Lot & Block?
Should we include the word "Unit" along with the numerical designation?
We use a tax reporting service that reports back the parcel number but not an "account" number - the old PT-61 form had no option for this. Should we call the tax commissioner to get an account number along with the parcel number?
What is meant by the term "Tax District" – is there a resource that defines what and where these are?
How do I handle suffixes in the buyer and seller name fields?
Do we need to reflect the percentage transfers on Form PT-61? If we don't, won't the Clerk be totally confused about how it works & whom to bill?
I have completed a PT-61 form online and I have made a mistake on the form. Can I correct the mistake or do I have to fill out another form?
I am unable to generate the form after filling out all of the information.
Do I need to file a PT-61 form if no money is being exchanged? For example: I just want to remove a name from the deed.
The transaction involves multiple sellers but the form only allows one to be entered. What should I do?
I have multiple addresses? Can this entered on the form? If so, how?
Is the Map and Parcel Field required?

What is PT-61 eFiling?

Formerly a filer (typically a real estate closing attorney) completed one multi-part PT-61 form and submitted that paper form to the Clerk as part of the deed filing package. In the new eFiling process, the filer simply logs on to the GSCCCA web site from their office and completes the "form" on-line. The screens look different to the filer but they are simply organized by the type of information being entered, i.e. buyer's name; seller's name; property information, etc. The process is simple and fast, taking less than three minutes, and the information is stored in a database immediately, then held as "inactive". After the filer completes the form on-line, they print a copy of the results to file in the Clerk's office along with the deed documents. This single page printed form replaces the multi-page form that was formerly used, and only one PT 61 form is to be filed with each applicable deed. The printed forms look virtually the same as the old forms, but the eFiling print will have a unique reference number at the top right corner.

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Where will I access the PT-61 eFiling system?

PT-61 eFiling is accessed through the GSCCCA website at http://www.gsccca.org. A new PT-61 menu option is visible on the GSCCCA Home Page. No account is necessary in order to use this program.

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What does it cost me for the convenience of eFiling?

The eFiling of the PT-61 form at http://www.gsccca.org is free, and no accounts are required. The fees and taxes associated with the filing of the PT-61 form at the Clerks' offices remain unchanged.

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Can I still submit the old paper forms?

The old paper forms were discontinued effective November 1, 2004. Persons needing to file but not having computer access, should see Question # 7 below.

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Do filers download the forms from the Internet?

PT-61 is an electronic filing (eFiling) program, not a program to download forms. Users go online to http://www.gsccca.org and complete the information for the PT-61 on the Internet. After submitting the data, filers should print the results as a PT-61 form and: 1) take it to the closing, then 2) file it in the Clerk's office with the deed package, if the closing is successful. Completing the information on line takes less than 3 minutes, once a user has some experience.

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How long does it take to complete the eFiling?

During the testing of the system, an experienced user could complete the on-line form in 3 minutes or less. It is expected that most users will be "experienced" legal or para-legal professionals. Once the form is accepted by the Clerk, the indexing of the unique reference number in the cross-reference section is no more than a couple of seconds. As with any other process however, persons completing the form for the first time, who may have to use the built in 'helps' extensively, can take longer.

What if I do not have a Personal Computer?

While the vast majority of eFiling is done by filers in their offices, those with no computer may complete the PT-61 form on any PC connected to the Internet. This can be at a library, a friend's house, or at work. As a back-up, filers may fill out the form on a GSCCCA search terminal in the Clerk's office. Helps and definitions are provided on each data fields in the system, so the eFiling application may be easier for filers to complete, than the old paper form. Upon completion of the entry, a copy of the form must be printed out for the closing and filing in the Clerk's office. That form copy must accompany the deed package to the Clerk.

What signatures are required on the PT-61 eFiling?

In the on line eFiling version of PT-61, no signatures are required. The person who completes the form is required to enter the names of the buyer and seller, (plus some other required information). At the end of the process, the filer must check a box that says the information is "true and correct to the best of their knowledge". When the form is completed, a one-page confirmation copy is printed out and taken to the closing. Only when the closing is successful and this one-page copy accompanies the deed package to the Clerks' offices as an official filing, is the PT-61 information activated in the database. Clerks do not have to sign that the form or the tax is correct, but by accepting the filing and sending it to be cross-referenced with the deed, the Clerk is indicating that the form was accepted.

What if there is an error on the form?

If you find an error on the form, then you may do one of two things. If the form has been filed with the Clerk, please notify the Clerk's office that a correction needs to be made to the PT-61 filing in error. If you have not filed with the Clerk's office then you should enter another form online and discard the form in error. The exception to this is for filers who are also GSCCCA subscribers and therefore have secure accounts. Subscribers have the ability to save completed forms and edit them as necessary prior to filing, or to use them as templates for new filings.

How does the Deed Book and Page get on the PT-61 form?

PT-61 eFiling is almost a complete reversal in how we think about information. Traditionally people fill out paper forms and the data is entered into a database, but with PT-61 eFiling, the data starts out in the database (entered by the filer) and is used to display or print "forms" later. The only required information missing from the PT-61 database record is the deed book and page, so when the unique Reference Number at the top right corner of the single page form is entered into the local deed index as a 'cross-reference' to the associated deed, that Reference Number links the deed index record to the matching record already stored in the PT-61 database. Through the cross referencing on the deed record, the PT-61 record is automatically linked to any other record associated with the deed, such as liens, plats and prior filings.

Where do I get help on the definitions of the PT-61 form content?

Unlike the present paper form, the web based E-Form has a "Help" built into each field on the form screens. This Help definition is accessed by simply clicking on the "?" beside each field.

How are exemptions handled?

Exemptions should be clearer than ever before. All legitimate exemptions are programmed into the PT-61 eFiling system. A filer completing the form on line can select an appropriate exemption and the tax due is automatically adjusted. The legal basis or definition of the exemption is displayed so that the appropriateness of the exemption, or the lack thereof, will be apparent. A list of all exemptions is provided in the PT-61 Help section which is accessed from the main PT-61 screen.

How is the Tax Due calculated?

The Tax Due is automatically calculated for the filer when the required values are entered in the on line E-form, therefore mathematical errors are eliminated in the eFiling. This includes adjustments when exemptions are selected.

What "Help" is there for inexperienced filers or system users?

There are at least four levels of help available as part of the PT-61 eFiling program: 1) the GSCCCA website will contain these FAQ's for public access; 2) first-time or inexperienced users have a "New User" section of the program available to them on the opening PT-61 screen; 3) each data field in the entire PT-61 application has a "Help" definition associated with it on the entry screens, and activated by clicking on the "?" next to the field, and 4) users may always contact GSCCCA technical support toll free at (800) 304-5174 for assistance.

Do I have to complete every field on the screens?

You are encouraged to complete all of the data fields, but the system may not necessarily force you to complete every blank. There are some "required" fields which you must complete in order to move to the next screens and complete the process. The required fields include the Buyer and Seller's names; the Buyer's address; some basic property location and property value information. As of May 10, 2006 the Map & Parcel field is also required (see FAQ #30 for more information). It is important that you complete the form as thoroughly as possible. The system will remind you of the importance of certain fields as you move through the screens. The "county" is obviously a required field, but it is also important to accurately list the "city", when the property is located in a city. You should be aware of your local Clerk's practices and requirements for completing the information on the form as well. The form will be reviewed at the Counter and missing data may be required, therefore it is best to complete as many fields as possible. The system may be revised from time to time and fields may become "required" at a later time.

How do I handle property which crosses county lines (multi-county property)?

The filing party must file a deed and an accompanying PT61 form in each County where the property is located, the filing party should pro-rate the amount of the property in each county and enter the respective consideration/value on the PT61 for each County. The filing party will then pay the appropriate amount of tax in each County. An affidavit is required to specify the distribution of the property.

How do I enter the name of an agent for the seller?

There is no need to enter agents for sellers. The DOR and Tax officials are collecting the name of the owner prior to the sale in the seller's name field. From the standpoint of Property Tax and maintaining the records, the seller's name entry should be the previous owner (the owner prior to the sale transaction).

There may be similar questions along these lines where some people will think of the real estate agent, or auction company, as the actual seller. However, the owner of the property prior to the sale is critical information to the Assessors Office and Tax Commissioners Office, and that owner has always been regarded as the seller.

My firm handles a lot of new construction where lots are recently sub-divided and thus no parcel number has been assigned to them yet. The help file on-line said to enter in the parcel number for the entire acreage tract if the sub-divided tract was not yet assigned. Can you confirm this?

The simple answer is "yes". The Dept. of Revenue prefers that filers enter the parent parcel number (the parcel that is being subdivided) and add the term "sub-divided" after the parcel number. Even if the "subdivided" term is omitted, the tax assessors will realize the nature of the transaction, but the presence of the parcel number will greatly assist them in finding the parcel from which the lots are being created.

Is it appropriate to enter the condominium unit number in the space designated as Lot & Block?

Yes, enter the unit number.

Should we include the word "Unit" along with the numerical designation?

It is unnecessary to enter the term "unit" because it will be assumed to mean that, if the property is a condominium

We use a tax reporting service that reports back the parcel number but not an "account" number - the old PT-61 form had no option for this. Should we call the tax commissioner to get an account number along with the parcel number?

This is an "either / or" situation. If the parcel is included, the account is not necessary, and vice versa.

What is meant by the term "Tax District" – is there a resource that defines what and where these are?

The Tax District is the code which designates which taxing jurisdiction that property lies in. The resource for this information is the Tax Commissioners Office or the Tax Assessors Office. Note that this is not a "required" field.

How do I handle suffixes in the buyer and seller name fields?

For Suffixes, enter the suffix after the middle name if present. If no middle name has been entered, enter the suffix after the first name.

Do we need to reflect the percentage transfers on Form PT-61? If we don't, won't the Clerk be totally confused about how it works & whom to bill?

No, it is not necessary to put fractional splits of ownership on the PT61 form. Generally speaking the breakdown of ownership information does not matter for the transfer tax process. There is only one "primary" buyer's address, and only one property tax notice will be sent to that primary buyer by the Tax Assessor or Commissioner, not the Clerk. The on-line "helps" point out that the primary buyer will be the entity receiving the property tax notices. It is then up to the multiple owners to determine how they will allocate the property tax liability among themselves.

I have completed a PT-61 form online and I have made a mistake on the form. Can I correct the mistake or do I have to fill out another form?

See Question 9, above.

I am unable to generate the form after filling out all of the information.

Make sure latest version of Adobe is installed and turn off any pop-up blocker.

Do I need to file a PT-61 form if no money is being exchanged? For example: I just want to remove a name from the deed.

A PT-61 form is required if the property ownership is being transferred (changed), except for the exemptions listed in the Help section of the website. The exemptions from filing the form are: 1) Security deeds or any instrument to secure a debt; 2) Releases of security interest; 3) Leases other than a "Lease for Years", and 4) Affidavits, which do not transfer property. Note that there are other exemptions from paying the tax, but not from filing the form.

The transaction involves multiple sellers but the form only allows one to be entered. What should I do?

Only one seller’s name is required on the PT-61 form, therefore just enter one name. The PT-61 is not the property record, it is simply the form to pay the required tax and trigger the name change on the tax rolls of the County.

I have multiple addresses? Can this entered on the form? If so, how?

For the Property screen, only one address is allowed so if multiple properties are included in the transaction, simply pick one address to enter on this form. Any tax officials reviewing the form will go to the actual deed to see the multiple properties transferred.

Is the Map and Parcel Field required?

SB 525, passed and signed by the Governor, requires the Map and Parcel field be included on all PT61 filings. Effective May 10th, 2006, this field is a "required" field and must be entered in order to complete the form and print the filing copy. If there is no Map and Parcel number assigned, you may enter "N/A". Click here to read the AG Advice.