To:  Tax Collectors and License Plate Agents

From:  Carl A. Ford, Director

Subject:  When to Create Mail-To Customers

Advisory Date:  June 2, 2008           Implementation Date:  Immediately                       

Advisory Number:    R08-11





We have discovered that some counties are creating customers when they should be using the “Mail-To” customer feature. 


The following is a familiar scenario, which occurs often with leasing companies, trucking companies, etc. 


Scenario:        ABC Leasing owns a vehicle, which Company XYZ leases from them.  An employee of Company XYZ actually uses the vehicle and has it in his/her possession.  Therefore, Company XYZ wants the employee to receive the registration or renewal in the mail.


Incorrect:       Currently, some offices are creating a new customer for Company XYZ using the employee’s address.  This is incorrect.


Correct:          The office should use the main customer record for Company XYZ, and record the employee information as a mail-to customer.  Using this method, you are not creating an additional, unnecessary customer record.  You are associating a mail-to customer with the record so the appropriate person, the employee, will receive the registration or renewal in the mail.  This is correct.


If you have any questions or need help, please contact your tax collector helpdesk representative.