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Home My WebLink About15-0206 IDOR Exchange of Information STATE OF DEPARTMENT OF REVENUE tax.illinois.gov #BWNKMGV February 10, 2015 #CNXX X1XX 14X2 64X2# 11111111111111111111111111111111 CITY OF ELGIN ATTN: DAVID KAPTAIN, MAYOR Letter ID: CNXXX1XX14X264X2 150 DEXTER CT ELGIN IL 60120-5527 Account ID: 10611-69056 Dear Local Official: Enclosed is a fully executed copy of the Reciprocal Agreement on the Exchange of Information between the Illinois Department of Revenue and your local government. To ensure that all individuals are aware of the obligations for safeguarding the confidentiality of the information, please forward a copy of the agreement to the individuals listed on your authorized list. All requests for confidential information on retail businesses located within your taxing jurisdiction must be submitted on your municipality's letterhead and indicate the information is being requested under your information exchange agreement. All requests must also include the list of municipal personnel authorized to view the information. Following are annual requirements that must be submitted to allow your local government to receive or to continue to receive confidential information under your reciprocal agreement. . A list of municipal personnel authorized to view confidential information must be recertified annually by the chief executive officer(65 ILCS 5/3.1-15-10)by January 31. Titles must be included for each authorized individual. Changes made to the authorized list during the year must be reported to our office as soon as possible. . Requests for tri-annual remittance reports must be made annually. Reports will be sent to municipalities during the following time periods: In June for the January-April collection periods, In October for the May-August collection periods, and The following February for the September-December collection periods. Requests for confidential information and notification of changes to the authorized list can be sent to the Local Tax Allocation Division at the address listed below. If you have any questions, please write us or call our Springfield office weekdays between 8:00 a.m. and 4:00 p.m. Our address and telephone number are listed below IDOR-20-A(N-5/08) RECIPROCAL AGREEMENT ON EXCHANGE OF INFORMATION BETWEEN THE City of Elgin AND THE ILLINOIS DEPARTMENT OF REVENUE The Illinois Department of Revenue (the "Department"), in accordance with the statutes of the State of Illinois, agrees to share under the terms of this Reciprocal Agreement on Exchange of Information (the "Reciprocal Agreement") with the Town/City/Village of City of Elgin (the "Municipality") return information obtained pursuant to the Illinois Retailers' Occupation Tax Act, the Service Occupation Tax Act, the Use Tax Act, and the Service Use Tax Act (the "Tax Acts"). It is further agreed that all information exchanged will be used only for the official purposes of the State and of the Municipality and shall be kept confidential in accordance with the Tax Acts. Each party agrees to take appropriate steps to protect from unauthorized disclosure the tax information obtained pursuant to the Reciprocal Agreement and to destroy it when no longer needed by shredding or other appropriate means. The Municipality agrees to follow the procedures to protect the confidentiality of information provided in "Minimum Standards Required to Safeguard Information Given as a Result of a Reciprocal Agreement on the Exchange of Information," which is incorporated into the Reciprocal Agreement as Attachment A. Both parties understand and agree that the Department will not provide any information under the Reciprocal Agreement to the Municipality unless and until the Municipality signs Attachment A. It is agreed that only the chief executive officer of the Municipality will initiate the Reciprocal Agreement on Exchange•of Information with the Department. The chief executive officer of the Municipality will provide the Department with a list of names and official titles of municipal personnel designated by him or her as persons exclusively authorized to request return information, view return information, or receive related information on his or her behalf. This list shall be restricted to municipal personnel directly involved in the financial operations of the municipality and the financial information provided by the Department shall not be viewed by or shared with anyone who is not on the list. The Department agrees to provide the Municipality with a written list showing the names and official titles of Department personnel designated by it to request return information, view return information, or receive related information from the Municipality. Both parties agree to furnish additions to and deletions from the lists as they occur. It is agreed that no information provided under the Reciprocal Agreement will be provided by telephone or pursuant to a telephone request. It is further agreed that either party for administrative reasons may refuse to share in format ion. REC 1'E D DEC 18 2014 Local Tax Allocation D1viciino Reciprocal Agreement on Exchange of Information 1 (R-10/14) "The Reciprocal Agreement may be canceled by either party at any time and will be canceled in the event of any unauthorized use or disclosure of State tax return information obtained pursuant to the Reciprocal Agreement or failure to abide by the procedures set forth by the Department for safeguarding the confidentiality of such return information. City of Elgin Illinois Department of Revenue Municipality go Director l\aC jJ (A49194-- Chief Execs 've of"�e Municipality al (DI 15 tho6A Date Clerk of the Munici ality /,7//y Date ATTACHMENT A MINIMUM STANDARDS REQUIRED TO SAFEGUARD INFORMATION GIVEN AS A RESULT OF A RECIPROCAL AGREEMENT ON THE EXCHANGE OF INFORMATION 1. All requests for information under the Reciprocal Agreement on the Exchange of Information (the "Reciprocal Agreement") will be in writing, on letterhead of the municipality and addressed to the Local Tax Allocation Division at the Illinois Department of Revenue (the "Department"). 2. Information received under the Reciprocal Agreement will be kept in a locked storage facility, e.g., locked file cabinet, closet, or desk that is only accessible by persons authorized under the Reciprocal Agreement to receive information. Any information stored in an electronic format shall be password protected and restricted to only those persons on the authorized list provided by the chief executive officer. 3. Any Municipality that receives information under the Reciprocal Agreement will promptly notify the Department when a municipal employee, who has been authorized to receive information under the Reciprocal Agreement, leaves employment of the Municipality or otherwise is no longer authorized by statute or by the Municipality to receive the information. 4. Any Municipality that receives information under the Reciprocal Agreement will report immediately to the Department any possible or suspected breach of confidentiality of the information. 5. The proper method for destruction of information that is no longer needed is shredding or destruction of the CDs. 6. Any Municipality that receives information under the Reciprocal Agreement agrees to allow the Department to physically inspect its facilities to insure proper compliance with these standards. Reaprod Agreement on Exchange of Information 3 (R-10/14) 7. Any person who divulges confidential taxpayer information in any manner, except in accordance with a proper judicial order or as otherwise provided by law, is guilty of a Class B misdemeanor with a fine not to exceed $7,500.00. Confidential information includes any information collected by the Department from any return or investigation other than name and address of the taxpayer. The Town/City/Village of City of Elgin agrees to abide by the aforementioned standards in safeguarding the information that it receives pursuant to the Reciprocal Agreement on the Exchange of Information, which it has entered into with the Illinois Department of Revenue. S Signature /V/or Title � - / Date 4 Mayor David J. Kaptain City Council E LG I N Richard Dunne Terry Gavin THE CITY IN THE SUBURBS Rosamaria Martinez Tish S. Powell John Prigge Carol Rauschenberger Toby Shaw F.John Steffen City Manager Sean R.Stegall Exchange of Information Agreement List of Authorized Employees Mary L. Maskel-Szymonik Administrative Assistant Rick Kozal Assistant City Manager/C.O.O. Debra Nawrocki Finance Manager RECEF IED DEC 18 7014 Local Tax Allocation Division 150 Dexter Court, Elgin, IL 60120 847-931-6100 www.cityofelgin.org