Setoff File Status

Next setoff file - Tuesday, June 2, 2020 (#8 of 21 for 2020)

Schedule for 2019/and expected date available to local governments:

#1 - Tuesday, February 4, 2020 (#1 of 21 for 2020)/Wednesday, February 5, 2020

#2 - Tuesday, February 18, 2020 (#2 of 21 for 2020)/Wednesday, February 19, 2020

#3 - Tuesday, March 3, 2020 (#3 of 21 for 2020)/Wednesday, March 4, 2020

#4 - Tuesday, March 17, 2020 (#4 of 21 for 2020)/Wednesday, March 18, 2020

#5 - Tuesday, April 7, 2020 (#5 of 21 for 2020)/Wednesday, April 8, 2020

#6 - Tuesday, April 21, 2020 (#6 of 21 for 2020)/Wednesday, April 22, 2020

#7 - Tuesday, May 5, 2020 (#7 of 21 for 2020)/Wednesday, May 6, 2020

#8 - Tuesday, May 19, 2020 (#8 of 21 for 2020)/Wednesday, May 20, 2020

#9 - Tuesday, June 2, 2020 (#9 of 21 for 2020)/Wednesday, June 3, 2020

#10 - Tuesday, June 16, 2020 (#10 of 21 for 2020)/Wednesday, June 17, 2020

#11 - Tuesday, July 14, 2020 (#11 of 21 for 2020)/Tuesday, July 14, 2020

#12 - Tuesday, July 28, 2020 (#12 of 21 for 2020)/Tuesday, July 28, 2020

#13 - Tuesday, August 11, 2020 (#13 of 21 for 2020)/Tuesday, August 11, 2020

#14 - Tuesday, August 25, 2020 (#14 of 21 for 2020)/Tuesday, August 25, 2020

#15 - Tuesday, September 15, 2020 (#15 of 21 for 2020)/Tuesday, September 15, 2020

#16 - Tuesday, September 29, 2020 (#16 of 21 for 2020)/Tuesday, September 29, 2020

#17 - Tuesday, October 13, 2020 (#17 of 21 for 2020)/Tuesday, October 13, 2020

#18 - Tuesday, October 27, 2020 (#18 of 21 for 2020)/Tuesday, October 27, 2020

#19 - Tuesday, November 10, 2020 (#19 of 21 for 2020)/Tuesday, November 10, 2020

#20 - Tuesday, November 24, 2020 (#20 of 21 for 2020)/Tuesday, November 24, 2020

#21 - Tuesday, December 8, 2020 (#21 of 21 for 2020)/Tuesday, December 8, 2020



setoff file guidelines

January:

February through December:

Step Setoff Step Status Date(s) Estimated Completion Date (If not ON SCHEDULE) or SPECIAL COMMENT
1 1a) The NC Department of Revenue processes tax refunds against debtors from the Clearinghouse database.       

1b) The NC Education Lottery reviews all winners of over $600 against the Clearinghouse database

COMPLETED Monday, May 18 through Sunday, May 31  
2 The NC Department of Revenue mails the "Notice of Individual Income Tax Adjustment" letters to the debtors that were setoff.   This letter references the Clearinghouse toll-free Interactive Voice Response (IVR) telephone number (877) 843-0330.

COMPLETED  Tuesday, May 19 through Monday, June 1  
3 Debtors setoff receive the mailing notices and call the Clearinghouse (IVR) to inquire on all local governmental entities who submitted a claim against their tax refund

IN PROGRESS Wednesday, May 19 through Wednesday, June 3  
4 Participating local governmental entities submit electronic data files to the Clearinghouse via the client software or ASCII/Excel files

COMPLETED Monday, May 11 through Friday (5:00 p.m.) May 22  
5 The Clearinghouse processes all local governmental entity data creating an updated database from data sent by Friday 5:00 p.m.

COMPLETED Friday through Monday: May 15 - 17 and 22 - 24  
6 The Clearinghouse transmits a replacement database to North Carolina Department of Revenue who forwards a copy to the NC Education Lottery. Only debts $50.00 or more that have passed their Compliance Date and have not passed the Expiration Date are sent

COMPLETED Tuesdays, May 19 and 26  
7 7a) The NC Department of Revenue provides an electronic tax refund setoff file for the Clearinghouse

7b) The NC Education Lottery transmits an electronic lottery setoff file to the Clearinghouse

COMPLETED Tuesday, June 2  
8 The Clearinghouse reconciles information from the NC Department of Revenue and NC Education Lottery, using the electronic data files from each

COMPLETED Tuesday, June 2  
9 9a) The NC Department of Revenue electronically transfers all tax refund setoff funds to N.C. Capital Management

9b) The NC Education Lottery electronically transfers all lottery setoff funds to NC Capital Management

ON SCHEDULE Friday, June 5
10 Capital Management Trust will complete the deposit to the local governments

ON SCHEDULE Tuesday, June 9  
11 The Clearinghouse updates the master database to reflect all setoffs received in the electronic file from the NC Department of Revenue and NC Education Lottery

COMPLETED Tuesday, June 2  
12 The Clearinghouse provides a report to NC Capital Management providing the associated Capital Management account numbers and deposit amounts for each local governmental entity that received funds. Additionally,  the Clearinghouse faxes a copy of the above report to the NC League of Municipalities and the Association of County Commissioners

COMPLETED Tuesday, June 2  
13 The Clearinghouse transfers the setoff data files (including Excel file of all setoffs) to the secure folder for each local governmental entity in the file

COMPLETED Tuesday, June 2

 

14 The Clearinghouse transmits electronic mail notifications and instructions to each local governmental entity that various files are available for download. Note: in order to reduce our chances as being marked as spam, we send 85 emails per hour so it may take the entire day to send all. IN PROGRESS

Tuesday, June 2  
15 Local governmental entities proceed with the downloads from their secure folders, using either the Web Browser or the Client software and processes the setoff results

IN PROGRESS Tuesday, June 2 UNTIL COMPLETION  
16 The Clearinghouse updates the Statistics information on the website

ON SCHEDULE Monday, June 8 - 5:00 P.M.
17

Last Status Update

  Tuesday, June 2 - 9:35 A.M.

Notes:

Step 1: Department of Revenue processes refunds that were received for this time period.

Step 2: Department of Revenue mails a letter informing the debtor they were setoff.

Step 3: Interactive Voice Response system (IVR) process:

Step 11: The Clearinghouse updates the master database:

  • Debt Amounts updated to reflect the tax refunds and lottery setoff(s)

  • Indicators set to ensure that setoff rules enforced: only one transaction fee ($15) per Social Security Number per debt, per local governmental entity, per Tax Year

Step 11: The Clearinghouse faxes a report to N.C. Capital Management:

  • The funds are normally available on the following Tuesday

  • If there are questions or issues involving the access of these funds please call N. C. Capital Management Trust at (800) 222-3232