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.

To update your agency's banking information, submit a written request. Include your:

• Old bank routing and account number
• New bank routing and account number
• New bank account type
• Date you want the change effective on
• Agency name, phone number, and 10-digit Revenue Recapture account number

Submit the information to Revenue Recapture by:

• Web: Sending Messages in e-Services
• Email: revenue.recapture@state.mn.us

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

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

From your e-Services home page:

1. Select I want To tab.
2. Select Create a New User link in the Create a New User Section.
3. Complete the remaining steps as directed

Note: Record the username and temporary password created for the new user. The requested new user 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. Select I Want To tab from your e-Services home page.
2. Select Request access to an existing account link in the Request Access Section.
3. Complete the remaining steps as directed.

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

1. From your e-Services home page, select Contact and Account Information link for the associated account.
2. In the Account Access section, select Account Access for a list of all existing logons with access to the same revenue recapture accounts.

1. From your e-Services home page, select the Send a message link in Messages.
2. Select the Revenue Recapture account, if applicable.
3. Select Next.
4. Select Message Type.
5. Enter a message description in the Subject field.
6. Prepare your Message.
7. Add Attachment if needed by selecting the Add link, adding Description and choosing file to attach.
8. Select Submit at the bottom of the screen.

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)
• Statute of Limitations
• Agency Control Number (This is a unique number your agency assigns to each claim).

The Comments field is optional.

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

1. Select the Add Claim link from your e-Services home page.
2. Complete the remaining steps as directed.

While it is allowed by Revenue Recapture to add claims with multiple debts, we do not recommend doing so. You must monitor claims closely.

You must provide notification to the debtor not later than five days after filing a Revenue Recapture claim. Send one notice that includes the details of each debt individual. (See Minnesota Statute 270A.07)

To add a claim, you must complete the following fields:

• Social Security Number of the debtor(s)
• Claim amount (The minimum claim amount is $25)
• Date of debt (Use the date of debt for the oldest debt.)
• Statute of Limitations (Use the Statute of Limitations (SOL) date for the oldest debt.)
• If debts have different SOLs, you need to have a process in place to monitor the claim.
• Reduce the claim by the expiring amount in e-Services prior to the SOL expiring.
• An Agency Control Number (This is a unique number the agency assigns to each claim)

The Comments field is optional.

Claims that have multiple debts must be monitored regularly.

• Remove debts that have expired:
  • Select the View Claims link from your e-Services home page.
  • Locate the claim.
  • Select the Change link.
  • Adjust claim balance.
  • Update the Statute of Limitations date to the next oldest date.
  • You will be required to add a Statute of Limitations date if one was not included when the claim was originally entered.
  • Add a comment “Removed expired debt from claim”
  • Select the Next button.
  • Choose “SOL Date Changed” as Reason for Change.
  • Select the Next button.
  • Review Default Contact Information and update if necessary.
  • Select Next button.
  • Select Submit button..

From your e-Services home page, select the View Claims link for the associated account to view your agency's claims. You can sort by selecting 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 View Claims for the agency where the claim is filed.
2. In the filter box above the list of claims, enter any of the following search criteria:
   • First name
   • Last name
   • Social Security number
   • Control number 
3. Select the Enter key.

You can hide claims with a zero balance by selecting Hide 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 or add an agency control number
• Add or remove a claim hold
• Change or add Statute of Limitations
• 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 View Claims link where the claim is filed.
2. Open the claim by selecting the Taxpayer ID link.
3. Select the Change button.
4. Enter the change amount.
5. You will be required to add a Statute of Limitations date if one was not included wen the claim was originally entered.
6. Select the Next button.
7. Complete the remaining steps as directed.

Revenue Recapture claims includes the following contact type:

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

To Update the Default Contact:

1. From your e-Services home page, select the Contact and Account Information link for the associated account.
2. Select the Default Contact Information link.
3. Select the Edit Contact Name and Phone/Edit Contact Email(s) link.
4. 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 View Claims link where the Revenue Recapture claim is filed.
2. Open the claim by selecting the Taxpayer ID link..
3. Select the Change link.
4. In the Enter Claim Information section, select Yes.
5. Complete the remaining steps as directed.
6. Select Submit to save changes.

1. From your e-Services home page, select View Claims in the account section where the Revenue Recapture claim is filed.
2. Open the claim by selecting the Taxpayer ID link.
3. Select the Change link.
4. Enter a $0 in the claim amount field. Select Next.
5. You will be required to add a Statute of Limitations date if one was not included when the claim was originally entered.
6. Complete the remaining steps as directed in e-Services.

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 View Reconciliation Report link for the associated account.
2. Enter a date range and select Search.
3. 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 View Rejected File Claims link.
2. Select View Rejected File Claims in the I Want To section.
3. Enter a date range and select Search.