FAQ Technical

 1. What are the different formats for submitting data to the Clearinghouse?

A. ASCII (Unicode)

• The file layout format to send data to the Clearinghouse is ASCII, also referred to in MS Windows applications as Unicode.  Your Information Technology (IT) staff should be able to take your existing debt information and put it into an ASCII (Unicode) format.  There is a required layout, click here to download. 

  B. Microsoft EXCEL®

• We also allow you to send a file using Excel.  There is a sample format, click here to view (requires Microsoft Excel to view) 

C. Hardcopy Forms (Data Entry Required):

• There are two options:

• Clearinghouse - will use a data entry service or use internal staff, depending on the volume. There is a COST for this service. An estimate will be given upon the review of the hardcopy information. Contact the Clearinghouse directly for more information.
• Local Government Outsource - contract with your own local data entry vendor. Give them the ASCII (Unicode) documentation.  You pay them directly.  We will even assist with loading this data into our Client software and helping you install on your own computer to use from that point forward.  

 D. Client Software:

• The Clearinghouse has developed a Microsoft Windows ® application that does the entire debt process.  Enter debtors and their debts, create reports, automatically transfer files to and from the Clearinghouse directly within this software (Internet access required).  Comes with an online Help system that explains everything. 

2.  How often can a local government entity send data to the Clearinghouse?

Participating entities may submit data files as often as needed.  A weekly update is recommended if data has changed.

3.  When are files due at the Clearinghouse in order to be processed and sent to the N.C. Department of Revenue?

By 5:00 p.m. each Friday.  The Clearinghouse submits a file each Monday to the N.C. Department of Revenue.

4. How long does it take the funds to be placed in a local government entity's account after a setoff at the N. C. Department of Revenue?

The normal process should be within four business days after a setoff. The Clearinghouse will need to execute its verification and reconciliation process to determine the distribution amounts to each local government. The Clearinghouse will send this data to Capital Management of the Carolinas who will deposit the amounts to the local government accounts.

5. Is a local government entity required to have an account with Capital Management of the Carolinas?

Yes, the only way to receive funds is to have an account established.

6. Does the Clearinghouse receive any of the funds from setoffs at the N. C. Department of Revenue?

No, all funds from setoffs of tax refunds against debts submitted by the Clearinghouse go into an account maintained by Capital Management of the Carolinas.

7. How does a local government entity sign up with the Clearinghouse?

A Participation form must be submitted to your member organization: The NC League of Municipalities or the NC Association of County Commissioners. They will fax a copy to the Clearinghouse.

8. What does a local government entity receive from the Clearinghouse when it requests the Client application software?

It is based the selections on the Participation form. If an Internet Web Browser download is desired the Clearinghouse will call and explain the process and assist with the successful download and installation. If a CD is desired the Clearinghouse will mail this. 

9. Is there a written manual that comes with the Client software CD?

No, but there is a comprehensive online HELP system built into the Client application.

10. Can the online HELP system be printed?

Yes, the entire online HELP system can be printed a topic at a time. 

11. Can a local government entity install and execute the Client software on a network?

Yes, the Client application may be installed to operate on a Network Operating system such as Novell or Microsoft. This allows all computers on the network the ability to access and update, if security rights are established.

12. Can a local government entity install and execute the Client software on multiple computers?

It cannot be loaded on separate computer workstations.  It needs to reside on a network with file sharing configured or either on only one workstation.

13. What kind of computer does it take to operate the Client application system?

A Pentium based computer running Microsoft Windows is required for the operation of this software.

14. What kind of Operating System is required on the computer used to operate the Client application system?

Any Windows software other than Windows 3.x, Windows 95, Windows 98, Windows ME or Windows NT.  These are no longer supported free by Microsoft.  Windows XP should have Service Pack 2

15. What type of media can a local government entity use to submit data?

Secure Socket Layer (SSL) using the Internet is preferred but other acceptable media is a CD.

16. Is Internet access required?

No, but since this is a financial transaction system the Internet provides the fastest method for submission of debts.

17. What if a local government entity doesn’t have access to the Internet?

Data can be submitted by postal service. However, this slows down the process.

18. Will dial-up Internet service be sufficient or does it require high speed such as DSL or Road Runner?

Yes, but if files are large it may be slow transmitting files with the Clearinghouse. Additionally, downloading updated versions of the Client software would also be slow.

19. What is the cost for the Client software?

There is no cost for the Client software nor will there be any cost for any future upgrades.

20. Is there a charge for technical support?

No, there is no cost for any technical support, even if on-site support is required.

21. Is there a toll-free number for technical support?

Yes, there is a toll-free number for this free support, (866) 265-1668

22. Can a local government entity get on-site support?

Yes, if problems cannot be resolved over the telephone or through electronic mail then the Clearinghouse will make an on-site visit to the participating agency.

23. Is there a charge for any of the Clearinghouse's services?

The only chargeable item is if the local government requests the Clearinghouse do data entry from hardcopy forms. 

24. What if a local government entity doesn’t have the data in an electronic format nor has the resources to enter into the Client system, can the Clearinghouse do the data entry?

Yes, the Clearinghouse will use a data entry company to enter the data into an electronic format or if the amount of data is not too substantial the Clearinghouse may use existing staff.

25. What is the rate for data entry services from the Clearinghouse?

It depends on the format of the hardcopy data and the amount. The Clearinghouse can give an estimate based on a review of the hardcopy and the amount of debt transactions. 

26. Can a local government entity submit an Excel file?

Yes, an EXCEL file can be submitted to the Clearinghouse as long as it adheres to the required layout. Click here for a sample.

27. Can a local government entity submit an ASCII (Unicode) file?

Yes, an ASCII/Unicode file can be submitted to the Clearinghouse as long as it adheres to the required layout.

28. Can a local government entity get its data entry work returned in the Client application software system so it can be loaded onto a computer and be fully operational?

Yes, the Clearinghouse can contract for your data entry work and send back to you on a CD or assist you in an Internet download and  installation onto your computer.

29. Can a local government entity request changes to the Client application system?

Yes, the Clearinghouse encourages requests for improvements to the Client system making the system perform as much as possible in your agencies efforts to collect these delinquent debts.

30. How does a local government entity know that the data it sends to the Clearinghouse is received?

The Clearinghouse sends an electronic mail message to the local government entity. The message will have an attachment with information about the file statistics.  There may also be an additional attachment with any error messages resulting from the file being loaded into the Clearinghouse database.

31. How does a local government entity know that there is a file from the Clearinghouse after a setoff process was run at the N.C. Department of Revenue?

The Clearinghouse sends an electronic mail message to the local government entity. The message will have the instructions about accessing the file and updating the local government's computer system.