Madison County Treasurer's Office

How We Process Escrow Payments

Madison County processes escrow payments by mortgage companies electronically. About 6-8 weeks before payments are due, a file is sent to each mortgage company with each parcel we have on record as being a parcel they service. We call this our "Add-Delete File". The companies are asked to verify this information and send back that file with records they either do not service or no longer service removed and add records for those that are not already on the list.

Here is a brief example:
Say XYZ Mortgage Company is sent this Add-Delete File:

Tax Identification Number	Parcel Number	Billable Name	County Name
01-9999-1-9999	48-99-99-999-999.000-001	Smith Cory	Madison Co., IN
01-8888-1-8888	48-88-88-888-888.000-001	Jones Steven	Madison Co., IN
01-7777-1-7777	48-77-77-777-777.000-001	Johnson Alice	Madison Co., IN
01-6666-1-6666	48-66-66-666-666.000-001	Brown Lora	Madison Co., IN

XYZ gets the file and discovers that Steven Jones no longer has a mortgage with them and they have added a new parcel for Mary Roberts. They would edit the file by removing the old parcel and adding the new one. XYZ only has the parcel number, so they just leave off the tax ID. As long as we have either the Tax ID or the Parcel Number, we can still process the file.

Here is the resulting file:

Tax Identification Number	Parcel Number	Billable Name	County Name
01-9999-1-9999	48-99-99-999-999.000-001	Smith Cory	Madison Co., IN
01-7777-1-7777	48-77-77-777-777.000-001	Johnson Alice	Madison Co., IN
01-6666-1-6666	48-66-66-666-666.000-001	Brown Lora	Madison Co., IN
	48-55-55-555-555.000-001	Roberts Mary	Madison Co., IN

That file is then sent back to us and is processed in our system. Please note: There is no need to do anything to highlight what is removed or what is added to the file. Our system does all of that for us. It would be helpful if either the file name is kept the same or there is at least something that identifies the file with your company.

About 3-5 weeks prior to the installment due date, another electronic file is sent to all mortgage companies for all parcels that are included in their Add-Delete File. This file has all the information needed for a mortgage company to process the payments. The payment file for the above example would look like this:

Owner of Record	Tax Identification Number	Parcel Number	Bill Amount	Comment	Mortgage Company	County Name	Payable Year	Payable Period	Mortgage Receipt UID
Smith Cory	01-9999-1-9999	48-99-99-999-999.000-001	$1,310.30		XYZ Mortgage	Madison	2013	Spring	9999990
Johnson Alice	01-7777-1-7777	48-77-77-777-777.000-001	$124.15		XYZ Mortgage	Madison	2013	Spring	9999991
Brown Lora	01-6666-1-6666	48-66-66-666-666.000-001	$575.00		XYZ Mortgage	Madison Co., IN	2013	Spring	9999992
Roberts Mary	01-5555-1-5555	48-55-55-555-555.000-001	$63.00		XYZ Mortgage	Madison Co., IN	2013	Spring	9999994

Once that file is received, you can send that file back and forward on funds to the Treasurer's Office.

If you are a mortgage company and you have questions about this procedure, please contact the Chief Deputy Treasurer listed on our staff page: Staff Directory