2018 Provide Assessment Data (PAD) System is open

June 5, 2018

To: Statutory Assessors and Public Assessors

The Wisconsin Department of Revenue's (DOR) Provide Assessment Data system (PAD) is open. You can now enter 2018 assessment information for 2018 sales.

2018 PAD Changes

DOR updated dwelling styles and OBY codes to match the 2018 Wisconsin Property Assessment Manual (WPAM) – Volume 2.

Entering PAD Data

  1. Validate all sales first
    • Determine if the sale is an arm's-length transaction through field inspections, interviews, or questionnaires. Base your determination on arm's-length criteria in the WPAM (p. 10-11).
    • Review foreclosure related sales carefully – sales by financial institutions may be arm's-length transactions
    • Use the correct reject codes when rejecting a sale. Reject codes are separated into two categories:
      1. Non arm's-length (codes 11-59)
      2. Ratio reject (codes 71-79)
      • See pages 18-26 of the PAD Manual for explanations of the codes
      • Codes ending in "9" – use only when no other reject code reason fits the criteria for rejecting the sale. In these cases, you must include a reject reason in the comment field.
      • Also, use comment fields to provide unique information about the sale (ex: frac sand)
  2. Provide assessment data
    • For 2018 sales, provide the January 1, 2018 assessment, after adjournment of the 2018 Board of Review (BOR)
    • Provide the assessments for all parcels included in the sale
  3. Verify and provide property attributes
    • Inspect the sale parcels at the time of sale to verify the property attributes
    • Record the status of the attribute data at the time of sale
    • Required attribute data for sales follows the minimum requirements from Chapter 7 of the WPAM (PDF)

2017 Sales

  • Sales that were not available in PAD before March 9, 2018 are now available
  • Indicate if these sales are useable as arm's-length transactions
  • If useable as an arm's-length transaction and the 2017 conveyance date is:
    1. Correct – reject the sale for ratio purposes using reject code 78 (prior year's sale)
    2. Incorrect – (the sale was conveyed during 2018), and the sale is useable for ratio, enter the corrected date in the "comments" field

Split Parcels

  • Split parcel sales can be arm's-length transactions
  • Verify the new parcel # for the sale parcel
  • You must reject all split parcel sales for DOR ratio analysis – use ratio reject code 71
  • Legal description on the assessment roll does not match legal description on the Real Estate Transfer Return (RETR)
  • Sales will not have separate 2018 assessments for the parcels

Electronic File Transfer

  • Current XML file schema is available for software providers who incorporate the PAD data for electronic file transfer to DOR
  • Verify that your software provider tested the new schema changes before you attempt to submit sales data through electronic file transfer
  • Do not send DOR the files until your submission includes all the required parcel attribute data
  • If you or your software provider have questions regarding electronic file transfers, contact the Office of Technical & Assessment Services

Reminder – PAD does not provide a complete list of sales

  • Sales that are automatically rejected based on information provided on the RETR are not included (ex: gifted property, exempt from fee, partial interest sales)
  • Visit the eRETR site to review or download a complete list of sales within a municipality
  • Access electronic transfer returns by:
    • Date recorded
    • Date of posting
    • County document ID
    • County/municipality
    • Download county wide assessment data

Contact your Equalization Bureau District Office if a sale is:

  • Recorded in the wrong municipality
  • Not in the PAD system because it was automatically rejected and is discovered to be useable
  • Note: DOR will load the sale into PAD and will ask you to post PAD data.

If you have questions, contact the Equalization Bureau District Office in your area.