OFFICE OF COMPTROLLER

ORANGE

COUNTY

FLORIDA

April 1, 2013


Dear Official Records Customer:

For your convenience, the Orange County Comptroller’s Office has developed the ability to accept payments for fees and services associated with the recording or copying of documents in the Official Records by an electronic funds transfer method known as automatic ACH debit transfers. This method allows your payments for recording fees and services to be automatically debited from an authorized bank account.

Please read the enclosed Automatic ACH Debit Instructions. If this is a method of payment in which you are interested, you must complete and sign (i.e. “wet-ink signature”) the enclosed Automatic ACH Debit Authorization Agreement (“Agreement”). Once we have received the signed agreement, we will begin the bank account verification process. This process takes approximately three (3)days from the date of receipt of the agreement and must be completed prior to your first automatic debit transaction. If you are an eRecording customer, there may be an additionalone-two (1-2) day delay in your ability to record documents following the ACH process due to the process of activating your account for eRecording.

Please do not attempt to record any documents using the automatic debit method until you receive authorization from our office to do so.

Please contact the Comptroller’s Fiscal Division at (407) 836-5878, or f you have any questions regarding this procedure.

Sincerely,

Carol Foglesong

Carol Foglesong

Assistant Comptroller, Records Administration Division

Enclosures:

1. Automatic ACH Debit Instructions for Official Records

2. Automatic ACH Debit Authorization Agreement for Official Records

ORANGE COUNTYCOMPTROLLER

OFFICIAL RECORDS DEPARTMENT

AUTOMATIC ACH DEBIT INSTRUCTIONS

  1. Corporations or organizations may use automatic ACH debit payments. At this time the automatic ACH debit payment tender option is not available to individuals.
  1. Automatic debit payments may be used with either paper documents or electronic documents.
  1. If a corporation or organization wishes to use automatic debit payments with paper documents (however they are submitted), a note providing authority to record using ACH must accompany the documents. The note must contain essentially the following information:

I hereby authorize the Orange County Comptroller’s Official Records Department to record the following documents and to utilize this firm’s authorized ACH debit account for payment.

Signature

Printed Name ______

Date Signed

Corporation/Organization Name

Official Records Agent Number

  1. If a corporation or organization wishes to e-Record documents, the only payment tender that will be accepted is automatic ACH debit payment. (Note: There are additional instructions and agreements for any corporation or organization that wishes to eRecord, beyond the Automatic ACH Debit Authorization Agreement.)

5.The corporation or organization must declare a daily dollar maximum limit for recording service-related fees of the County Comptroller’s Official Records Department. Once that daily maximum limit is set, the County Comptroller’s Official Records Department will not exceed that limit. Documents processed after the daily dollar maximum limit is reached will be “suspended” and processed on the next available business day. This limit is being used only to provide the corporation or organization with a means of limiting the dollar value of documents being processed in a single day. If the corporation or organization is not concerned about this control, the daily dollar maximum limit may be set at a high figure such as $1 million. If the corporation or organization would like to make a change in the daily dollar limit for its account, an email reflecting the new amount from an authorized individual in the corporation or organization is acceptable in lieu of a new, signed agreement. An authorized individual must be one officially designated by the company, in writing, to initiate payment via ACH transfer.

6.Automatic ACH debit payments will be withdrawn every day that the authorization is used to record documents or provide copies of documents. If the documents are recorded on a Saturday, Sunday, or federal or state legal holiday, the funds will be withdrawn on the following business day.

7.All documents received for recording using automatic ACH debit payment will be processed in the same manner as those documents not utilizing the automatic ACH debit payment option. The total due for each single document, as well as multiple related documents (i.e., satisfaction, deed, mortgage, assignment) per transaction, will be calculated at the end of the business day. The total due from a customer (corporation or organization) resulting from recording, copy, and other recording service-related fees for a given day will be added up by the Comptroller’s recording computer system. That grand total, which will always be less than or equal to the daily dollar maximum limit, is the amount that will be debited from the designated account of the corporation or organization.

8.A report, containing the grand total, with receipt detail, will be emailed to the contact person specified on the Automatic ACH Debit Authorization Agreement at the end of each day on which Automatic ACH Debit payment is used.

9.If an audit of prior day transactions indicates that any necessary payment adjustments for underpayments are needed, those adjustments will be debited to the next available day’s automatic ACH debit transaction. If an overpayment adjustment is needed, a check made payable to the ACH customer will be sent directly to the customer.

10.If for any reason the Comptroller’s Office receives notification that the ACH debit transaction did not process, the corporation or organization will be “turned off” from allowing further ACH transactions until a Fed Wire covering the amount due is received by the Comptroller’s Office. If the same firm or organization has a second occasion in which the ACH debit transaction does not process within a one year period, the firm or organization will be required to provide an unconditional Letter of Credit, to be drawn upon a Qualified Public Depository having a branch in Orange County Florida at which the letter of credit may be drawn. The Letter of Credit will be for three times the daily limit set by the firm or organization and will be maintained for a one-year period.

11.If the corporation ororganization needs to change a bank or bank account, the Orange County Comptroller will require a new agreement with a “wet-ink” signature. However, the change may be processed by the Comptroller’s Office following receipt of a faxed or image emailed version of the original agreement.

12.If you have any questions regarding the automatic ACH debit procedures, please contact our Fiscal Division at 407-836-5878, or email .

Last revised 4/1/13

ORANGE COUNTY COMPTROLLER

OFFICIAL RECORDS DEPARTMENT

AUTOMATIC ACH DEBIT AUTHORIZATION AGREEMENT

Corporation/Organization Name
Address
Federal Tax I.D. Number
Official Records Agent Number

I (we) hereby authorize the Orange County Comptroller’s Office (County Comptroller), for the collection of Official Records fees and services, to initiate debit entries to include an initial pre-note entry in the amount of $.01, and if necessary, credit entries and adjustments for any debit entries made in error, to the account and financial institution named below, and to debit and/or credit the same to such account. I (we) have also specified the daily dollar maximum limit that we are imposing on the County Comptroller’s Official Records Department.

This authority is to remain in full force and effect until the County Comptroller has received written notification from me (or either of us) of its termination in such time and in such manner as to afford the County Comptroller and the financial institution named above a reasonable opportunity to act on the request.

Financial Institution
Branch
City
State
Zip Code
Transit/ABA No. (must be 9 characters)
Account No. (must be 17 characters)
Type of Account (indicate one) / Checking / Savings
Daily Dollar Maximum Limit
Contact Person
Contact Person Email Address
Contact Person Telephone No.

I have read and understand the Automatic ACH Debit Instructions and as a participant in the program agree to abide by said instructions.

Name (typed)*
Signature*
Date Signed
Name (typed)*
Signature*
Date Signed

*If your account requires dual signatures, two signatures must be provided.

The following persons are authorized to sign the ACH authorization letters accompanying documents for recording:

Name (typed)
Name (typed)
Name (typed)
Name (typed)

Please return completed agreement to:

Orange County Comptroller

Attn: Julissa Torres/Fiscal Division

P. O. Box 38, Orlando, FL 32802-0038

Last Revised 4/1/13