Reconstituted in 2018, the Delinquent Tax Outreach Unit (the Unit) is a collaborative effort of the Cuyahoga County Prosecutor’s Office and the Cuyahoga County Fiscal Office to collect delinquent real estate taxes. The Unit uses various communication methods (e.g., phone calls and letters) to reach taxpayers and assist them in becoming current with their real estate taxes, enabling them to avoid foreclosure and stay in their homes. Over the past year and a half, the Unit has initiated over 17,000 collection outreach efforts.
Tracking collection efforts is extremely labor intensive. Each delinquent parcel is manually checked on an ongoing, sometimes daily basis to determine if a payment was received. It is common for 50,000 parcels to be delinquent on real estate taxes at any given time.
The Unit is seeking a solution that will automate the accounting of its delinquent tax outreach efforts. The Unit envisions a solution that interacts with or processes data from existing Cuyahoga County databases and enables staff to query all real estate tax payments made for a predetermined list of parcels during a particular time period.
Key requirements of such a solution include:
- A system that is parcel number driven;
- Which captures any and all payments on specific parcels upon the initiation of collection efforts;
- With a data entry option that would include notes and other pertinent collection information; and
- The ability to manipulate data on an as-needed basis.