File transfer process between the department of revenue and education lottery
The North Carolina Department of Revenue sends an electronic file to the Clearinghouse normally on every other Tuesday each month beginning in February and ending in December. Holidays may result in the setoff files being one or two days later. Check the actual schedule posted above. These are the dates the Clearinghouse expects to receive the setoff data and begin processing. The Clearinghouse normally makes the information available on Thursday (February - May) and Wednesdays (June - December) of that same week. An email is sent to all local governments who received funds. If you have a file in your secure folder but did not receive an email notification, please check to be sure it is not in a SPAM or JUNK MAIL folder. If you cannot locate the email, please let us know.
The Education Lottery sends files every two weeks year-round. The Clearinghouse holds those files until it receives files from the Department of Revenue and they are combined into one. The Clearinghouse provides Capital Management Trust with one combined amount to deposit for each local government. The files provided to the local governments identifies the source of funds (Revenue or Lottery).
Funds Availability
The North Carolina Department of Revenue deposits by Electronic Funds Transfer (EFT) to the North Carolina Capital Management Trust (Capital Mgt.). It does not transfer ANY funds to the Clearinghouse.
There is at least a two-day window before the funds transferred by the North Carolina Department of Revenue is available to Capital Mgt. Once Capital Mgt. has received a fax report, the method they require, from the Clearinghouse with these critical items: 1) local government name; 2) Capital Mgt. account number; 3) amount of the deposit; they begin the deposit process. Capital Mgt. has a one-day window before transferring funds to local governmental accounts. The entire process is normally completed by the following Tuesday, one week from the date the file was received at the Clearinghouse.
Post File Transfer Process:
- The Clearinghouse receives an electronic file (data only) of the debtor's setoff on the days highlighted in the above calendar
- The North Carolina Department of Revenue begins the Electronic Funds Transfer (EFT) process. There is at least a two-day window before the funds transferred by the North Carolina Department of Revenue is available to Capital Mgt. Capital Mgt. has a one-day window before transferring funds to local governmental accounts. Normally the funds are available to the local government on the following Tuesday after the setoff file is received.
The Clearinghouse will run its setoff process to determine which entities (Municipalities, Counties, Public Health Authorities, Metropolitan Sewerage Districts, Sanitary Districts, Water and Sewer Authorities and Regional Joint Agencies) had setoffs against debts submitted. Using the priority established by date submitted to the Clearinghouse, we will match the funds provided in the file from the Department of Revenue and Education Lottery.
- The Clearinghouse will provide a list of entity account numbers and deposit amounts to North Carolina Capital Management Trust upon the completion of the Clearinghouse setoff process. The Clearinghouse will then move each local governmental entities’ setoff files (including an excel .xlsx) and reports to the secure folder. The Clearinghouse will send an email notice to all local governmental entities informing them their setoff data is ready for retrieval and processing.