It is the mission of the Information Management and Collections Division (IMCD) to:
- Provide accurate, timely, and courteous delivery of service to citizens and businesses;
- Process tax data and revenue accurately and timely;
- Effectively coordinate centralized processing of tax data within the department for both internal and external customers;
- Ensure delinquent liabilities owed to the state are resolved in a manner that is reasonable for the department and its citizens;
- Educate citizens on the benefit of electronic filing and payment services to create increased efficiencies and expand electronic services;
- Participate and coordinate electronic operations with tax software vendors and the tax preparer community; and
- Ensure the processing of debts on behalf of other agencies and local governments are fair and consistent.
The Information Management and Collections Division provides consistent service to Montana citizens, businesses, and nonresident taxpayers through business licensing coordination, collection of delinquent accounts, and data and remittance processing operations.
Administrative services coordinates division support to assist the division in meeting its day-to-day responsibilities, including coordinating HR matters, division travel, temporary staffing services, office equipment and supply maintenance as well as assisting visitors to the Donovan Building.
Administrative services also provides technical support, research, and analysis of IMCD program and projects.
The Collections Bureau administers collection activities for delinquent liabilities for the department.
The Collections Bureau is responsible for:
- Contacting taxpayers by phone or letter to make payment arrangements;
- Filing warrants for distraint (tax liens) to protect the state’s interest when taxes are overdue;
- Initiating wage and funds levies to collect debts; and
- Administering debt collections services for other state, county, and city governments contracted with the department
The bureau consists of almost 25 employees including a bureau chief, unit managers, management analysts, collection technicians, collection specialists, and a research technician.
Information Management Bureau
The IM Bureau consists of four units and is responsible for: electronic payment and filing services for citizens; tax documentation and payment processing, including account examination and maintenance; payment deposit and reconciliation; data capture; the mail room; and, imaging and records management.
Mail and Imaging Unit
The Mail and Imaging Unit is responsible for:
- Securely handling, delivering, and processing of department mail;
- Prepping, scanning and maintaining all tax, liquor and unclaimed property paper records;
- Opening and scanning for the check process;
- Creating and maintaining tax accounts from the Secretary of State business registration files;
- Processing the Power of Attorney (POA) paperwork;
- Storing and maintaining DOR paper records pivotal in departmental records management;
- Testing various software;
- Updating addresses from returned mail;
- Scanning property tax cards; and
- Trains temporary and other staff for peak season processing.
Information Capture Unit
The Information Capture Unit is responsible for:
- Capturing data from paper forms and returns for approximately 40 tax types using three major computer systems;
- Serving as the contact point for County Collections Reporting from 56 Montana counties;
- Updating taxpayer addresses from returned mail and Move Comply information;
- Reviewing annual form changes to create new business rules for computer software and testing software changes;
- Training and working with 45 – 50 temporary employees each tax season; and
- Crosstraining to assist all units in the Information Management Bureau.
Account Maintenance and Cashiering Unit (AMC)
The Account Maintenance and Cashiering Unit (AMC) is responsible for:
- Processing all tax payments and documents;
- Ensuring timely deposits of state tax revenues;
- Reconciling payments processed with bank deposits and state accounting systems;
- Registering and maintaining customer tax accounts by phone, mail, fax, and electronically; and
- Testing and evaluating new processes, form changes, and system updates.
The E-Services Unit is responsible for:
- Coordinating processing and payment requirements for tax software and payroll software companies;
- Working with the FTA, E-Standards, IRS, and other states to improve electronic filing and processing;
- Developing electronic filing requirements documentation;
- Producing and publishing e-file specification for tax returns and withholding reporting;
- Maintaining and providing the standardized e-file return schemas used to process electronic individual and business returns;
- Assisting taxpayers with issues related to the online filing process; and
- Supporting, testing, and troubleshooting the Taxpayer Access Point (TAP)
Other Agency Debts Program
The Other Agency Debts program provides statewide collections services to other state agencies, local governments, universities, and colleges.
This program facilitates the process for agencies, coordinates efforts with the Collection Bureau, and ensures any objections by the debtor are handled in accordance with the Department’s dispute resolution policies and procedures.