Revenue Recapture e-Services

Each division within an agency may have its own Revenue Recapture account. 

How to apply:

1. Review Minnesota Statutes, section 270A, to determine if your agency qualifies.
2. Contact the Revenue Recapture Program by email for pre-approval or more information. Provide the following information:

• Agency’s name for the new account and FEIN
• Address
• Contact Information:
  • First and last name
  • Title
  • Phone number
  • email
  • Type of Agency (city, county, etc.)
  • Qualifying factors
  • Type of debts

We will contact you within two business days. Once approved, you will need to sign and maintain a Service Level Agreement.

Update your agency's name, address, contact information, and email address.

1. From your e-Services home page, select the Agency account.
2. Select the Account Information tab.
3. Select Edit next to the information requiring an update.
4. Complete the remaining steps as directed in e-Services.

If you need to update your agency’s banking information, contact the Revenue Recapture program.

Revenue Recapture users must complete required training prior to e-services access.

The person who signed the Service Level Agreement must access for the new user.

From your e-Services home page:

1. Select Manage My Profile in the I Want To section
2. Select Create a New User
3. Complete the remaining steps as directed

Note: Record the username and temporary password created for the new user as this will not be included in the confirmation email. The new user creates a confidential password when logging in for the first time.

To reactivate an inactive user, send an email to Revenue Recapture, including the:

• Ten digit agency ID(s) for which the user should be active
• Name of agency or agencies
• Username to reactivate
• First and last name of the person associated with the username

Users can cancel their online access to e-Services. To cancel another person's access, you must contact the Revenue Recapture program.

You will need to provide the person's:

• Name
• User name
• Account accesses you are canceling

To cancel a user's access to an account in e-Services, you must contact the Revenue Recapture Program.

You'll need to provide the person's:

• Name
• Username
• Account accesses you are canceling

Users who manage Revenue Recapture claims for multiple divisions of an agency can access and manage them under one username. You must have your agency account ID number; we cannot provide it to you.

1. From your e-Services home page, select Manage my profile in the I Want To section
2. Select Request access to an existing account
3. Complete the remaining steps as directed in e-Services

View a list of all users who have access to the same agency and accounts.

1. From your e-Services home page, select Manage Profile in the I Need To menu.
2. Select Logons for a list of all existing logons across the agency

3. Select Access to My Account for a list of all logons with access to the same revenue recapture accounts.

As a claimant agency, you cannot use outside debt collectors or other third parties to manage your Revenue Recapture claims. Only authorized employees of your agency are allowed to manage its claims. (See Minnesota Statutes 270A.11.)

You must provide notification to the debtor no later than five days after filing a Revenue Recapture claim. (See Minnesota Statute 270A.07.)

You are required to include the following information to add a claim:

• Social Security Number of the debtor(s)
• Claim amount (Note: The minimum claim amount is $25)
• Date of debt (when the debt began at your agency)

You following fields are optional:

• An Agency Control Number. This is your agency’s own account or reference number for the debt or debtor.
• Comments

To add a Revenue Recapture claim against a debtor's refunds:

1. From your e-Services home page, select the Account Type.
2. Select Add a New Claim in the I Want To section.
3. Complete the remaining steps as directed in e-Services.

Select the Account Id on your e-Services home page to view your agency's claims. You can sort by clicking on the column title. Sort with the following features:

• Hide History to show only claims with a balance
• Filter to enter information and search for certain claims
• Export to copy your list into an Excel document to save or print
• Taxpayer ID to see the details for a specific claim
• History button on a claim to see the activity for that claim

1. From your e-Services home page, select the Account ID for the agency where the claim is filed.
2. Select Filter. A Search box appears above the list of claims.
3. Enter any of the following search criteria:
   • First name
   • Last name
   • Social Security number
   • Control number 
4. Select the Enter key.

You can hide claims with a zero balance by selecting Show History.

Your agency must keep all claims up to date. We recommend that you update claim balances within five days of a change. State law requires changes to be updated within 30 days. (See Minnesota Statute 270A.07.) 

You cannot add new debts to an existing claim. You must file a new claim.

You can make the following changes to an existing claim:

• Add a joint debtor
• Change the claim amount to:
  • update the balance to reflect payments received or returned, interest, and other legally authorized changes
  • correct errors
• Change the date of debt
• Change or add an agency control number
• Add or remove a claim hold
• Enter comments or notes
• Add a contact specific to a claim (When a contact is not specified within the claim, your agency’s default contact will be used.)

To change a claim

1. From your e-Services home page, select the Account ID where the claim is filed.
2. Locate the claim.
3. Select the Change button.
4. Enter the amount of the change.
5. Select the Next button.
6. Complete the remaining steps as directed in e-Services.

Revenue Recapture claims may include one of the following contact types:

• Default contact -- A general contact number for your agency. Claims will update automatically any time the agency changes its default contact.

• Manual contact -- A specific person to contact about the claim. Claims with this information will not update automatically.

To Update the Default Contact:

1. From your e-Services home page, select the Account ID.
2. Select the Agency Information tab.
3. Select the Edit link in the Default Claim Contact section.
4. Complete the remaining steps as directed.

To Update a Manual Contact: 

1. From your e-Services home page, select the Account ID where the claim is filed.
2. Locate the claim.
3. Select the Change button.
4. Enter the new contact information and select the Next button.
5. Complete the remaining steps as directed.

Place claims on hold when you cannot collect the debt for a period of time, but want to keep the claim in place. We will not apply refunds to a claim that is on hold. Claims on hold keep their priority status.

Add a hold to claims when there is a pending action, such as an appeal or dispute over the debt. Remove the hold when the reason is resolved.

Instructions for placing a Revenue Recapture claim on hold:

1. From your e-Services home page, select the Account ID for the claim.
2. Select the Change button.
3. Under the section Enter Claim Information, select the Yes radial button.
4. Click the Next button.
5. Select the appropriate hold reason from the drop down.
6. Click the Next button.
7. Click the Submit button to save changes.

1. From your e-Services home page, select the Account ID where the Revenue Recapture claim is filed.
2. Locate the claim.
3. Select the Change button.
4. Enter a $0 in the claim amount field. Select Next.
5. Complete the remaining steps as directed in e-Services.

To see how the Minnesota Department of Revenue applied debtor refunds to your agency's Revenue Recapture claims, you can create a Reconciliation Report in e-Services. To begin, log in to e-Services and select the Account ID. View step-by-step instructions.

You can add, change, and remove multiple Revenue Recapture claims by uploading data files to our Virtual Room. You need a separate login and password to use this system.

Request a Virtual Room account
To request a Virtual Room account, email us at revenue.recapture@state.mn.us and include the following information in your email:

• First and last name
• Email address
• Revenue Recapture Agency account number
• Phone number
• Position at the agency
• If your agency submits bulk claims
   

You will receive an email invite to the Virtual Room that includes instructions. 

Send a file through Virtual Room
Log in to the Virtual Room site and select:

1. Send a File
2. Browse and locate the file on your computer
3. Submit

Who do I contact with questions?

This report provides a list of the Revenue Recapture deposits sent to your agency’s bank account.

1. From your e-Services home page, select the Account Type.
2. Select View Reconciliation Report in the I Want To section.
3. Enter a range of dates and select Run Report.
4. Select on a Deposit Amount to see the claim details.

You can Filter to search for an amount or Export the report to an Excel document.

If your agency uses Virtual Room, you can view a report of your agency’s rejected claims:

1. From your e-Services home page, select the Account Type.
2. Select View Rejected File Claims in the I Want To section.
3. Enter a range of dates and select Run Report.