eCRV County and City Help

Your eCRV account is part of a Trusted Exchange (TrEx) account. With TrEx, you have single sign-on access to several Revenue systems, including:

• Electronic Certificate of Real Estate Value (eCRV)
• Audit Room
• Virtual Room

Single sign-on means you use the same account ID and password to sign in to more than one system.

All TrEx systems use your email address as your account ID.

You can only access systems you have been granted permission to.

Your account password is valid for 90 days.

If your password expires, you get locked out of your account, or you want to change your password, you can create a new password using our two-step verification process.

• Go to the sign in page for eCRV
• Select Reset Password
• Enter your email address and select Get Code
• Once you receive the code, enter it into the space provided
• Follow the instructions to create a new password

Note: When you change your password, you have changed it for all TrEx systems.

Your role determines what tasks you can perform in the eCRV application, as shown in the table below.

New accounts can only be requested by the eCRV contact person at your county or city office.

To request a new eCRV account, email ecrv.support@state.mn.us with the:

• Work email address
• First and last name
• Phone number
• Access Role (defined in Roles section)
• County

Watch our Activating a New Account Video

When activating your account, you will receive an email to activate your account and create a password. Your username is your work email address.

In your account, under the My Profile tab, there are two sections:

• User Profile
• Search Profile

Under Search Profile, you can customize your search results table to sort by:

• Number of results displayed 
• Sort criteria and order
• Columns displayed

Watch our Account Troubleshooting Video

Make sure you’re using Internet Explorer 11, Google Chrome, Microsoft Edge, or your mobile device. Follow general troubleshooting procedures, such as clearing cache, restarting your computer and browser, and checking with coworkers to see if they have similar issues.

1. Reset your login password
2. If you are getting an error message, email screenshots of the error message and the URL to eCRV.support@state.mn.us. In the email, include:
   • Name
   • eCRV county or city location
   • Date and time the error occurred
   • Your browser
   • Brief description of:
     1. The issue and what you are trying to do
     2. If others are others having similar issues
     3. How often this occurs

eCRVs can be accepted on the

• Accept eCRVs page 
  • Must have eCRV ID
• Awaiting Initial Approval page
  • Under Unaccepted eCRV Lists

An eCRV is available for processing once a county user accepts it.

Note: You can only accept eCRVs after the sale date. Once accepted, you should review post-dated sales with extra care. See additional information about Unaccepting eCRVs under Transferring eCRVs, From Transfer Subtab.

You can add an Auditor ID on an eCRV. Once applied, this field can only be edited by a supervisor.

The Balloon Payment Calculator allows you to compare entered data with other financing scenarios.

The calculator only works with fixed interest rates. If a variable interest rate is entered, the calculator treats it as a fixed interest rate.

Formula

Balloon Payment Amount = |(CMA – Payment PV) * (1 + R) ^nper|

• CMA = Contract or Mortgage Amount at Purchase
• Payment PV (Present Value) = Payment Amount *((1-(1+r) ^{(-Number of Payments)})/r)
• R = Interest Rate
• nper = Balloon Payment Year– Sale Date Year
            Example: Balloon payment future date is 12/03/2024
                             Sale Date is 03/08/2019 
                             nper = 2024 - 2019 = 5
• r = R/payments per year
            Example: For monthly payments,  r = R/12
                             For quarterly payments, r = R/4

You can use the Add Parcels from Property Tab button on the County Parcels subtab to import submitter parcel data from the Property tab.

Note: A primary parcel ID must be selected.

The Import PRISM Data feature allows county and city users to pull data from PRISM to fill in fields in the Parcels and Property Types subtabs. This is an optional feature.

The eCRV Import PRISM User Guide provides an overview and contains details about the feature.

You can lock an eCRV to tell others users you are still working on it.

Note: Anyone can unlock an eCRV and then edit that eCRV.

Save with County Final Validation verifies all required fields are entered and formatted correctly. If there are errors, you must correct them to proceed. 

Note: This is only found on the County tabs.

The eCRV must contain the Social Security numbers (SSN) or the federally issued individual or organizational tax identification numbers of all buyers and sellers.

Exceptions:

1. Spousal Exception: A spouse, who is not an owner of record but is releasing their marital interest in the real property, is not required to submit a Social Security number provided the deed contains a statement such as:

“(Name of spouse) claims no ownership interest in the real property being conveyed and is executing this instrument solely to release and convey a marital interest, if any, in the real property.”

Guidance to submitters and counties: if the statutory statement about spousal interest is included on the deed, spouse information is not needed on the eCRV.

2. Religious Exception: For religious objectors described in Internal Revenue Code, written documentation must be submitted to the county to show that the Social Security Administration approved the religious objection through IRS Form 4029.

Guidance to submitters: when religious objector documentation will be submitted to the county, contact eCRV Support for next steps.

There is no exception for refusal to submit. Minnesota Statute 272.115 requires the Social Security number or Federal Employer Identification Number (FEIN) on the eCRV. If a buyer or seller does not have an SSN they must supply an Individual Taxpayer Identification Number (ITIN).

Note: Parties may enter their own SSNs, e.g., one party begins the eCRV, enters their SSN, saves the eCRV partially complete, and then allows the other party access to the eCRV to enter their SSN. Neither party can see the SSN of the other party, the numbers are masked upon entry.

You can review and correct property uses on the Property Uses subtab. Once you have verified the property uses, select the checkbox at the bottom of the page. 

Workflows are county and city-specific and established by a system administrator.

Events

Events shows the history of workflow steps, side tasks, tags, and locks. Events from the Submit, County, City, and State applications are included.

Routing & Tags

Routing & Tags send an eCRV to another user or work group. It marks an eCRV for further study at a later date and records general comments.

• Route eCRV pushes eCRVs into the right workflow. Workflow steps are completed one at a time.
• Tags bookmark an eCRV.
• Comments record general observations without needing further action.
• Side Tasks assign a task to an eCRV that is not in the normal process. You can work multiple side tasks at once.

The Transfer subtab includes two sections:

1. Transfer - transfers a completed eCRV to the State of Minnesota or a county-accepted eCRV to a city agency
2. Unaccept - transfers an eCRV back to the submitter

Note: You cannot edit an eCRV once transferred. To find an eCRV transferred to the State, select State of Minnesota from the Transferred To dropdown menu. To view an unaccepted eCRV, look in the Unaccepted eCRVs Lists. Users must include a note when they unaccept an eCRV back to the submitter.

Once you complete a search, you can transfer one or multiple eCRVs to the State of Minnesota by using the Transfer eCRVs to State button.

You can set up your county's workflow steps, side tasks, tags, and auto side tasks in the Settings tab.

Workflow steps are county-specific stages eCRVs go through. A county can have multiple workflow steps, but one must be the initial step. You can complete the steps in any order, but an eCRV cannot be in multiple steps at the same time.

• Descriptions are unique to each step.
• Workflow steps are marked as Active.
  • To remove a step, uncheck the box in the Active column.
• eCRVs must go through all mandatory workflow steps before being transferred to another agency.
• The Order field determines the step’s position in the dropdown box.
• Only one workflow step is marked as the Initial Step.
  • eCRVs enter this step when accepted by a county.
• Only one workflow step is marked as the Back Step.
  • eCRVs enter this step when transferred back to a county.

Side tasks are optional and performed at the same time as, but independently from, workflow steps. If a side task is added to an eCRV, it must be completed before the eCRV can be transferred.

• Side tasks are marked as Active.
  • To remove a side task, uncheck the box in the Active column.
• The Order field determines the task’s position in the dropdown box.

Tags are optional and bookmark an eCRV outside of workflow steps.
          Example: A county marks eCRVs to examine again after the state completes its
                          equalization process.

• Tags are marked as Active.
  • To remove a tag, uncheck the box in the Active column.
• The Order field determines the tag’s position in the dropdown box.

Auto side tasks are automatically added to an eCRV when a specific workflow step is reached. An auto side task creates an association between a step and a side task.

If an auto side task is added to an eCRV, it must be completed before the eCRV can be transferred.

Property Type Chart

Property Use Chart

The eCRV User Group members represent the extensive eCRV user community and provide varied perspectives which inform eCRV priorities and strategic direction. Changes to the eCRV system and applications are made through a process involving the eCRV User Group and the Department of Revenue eCRV team.

We compile all suggestions for review and discussion. We encourage eCRV users to provide feedback about eCRV to their respective group members so it can be discussed and considered at an upcoming user group meeting. 

For more information and a list of representatives, visit the eCRV Involvement page.