(a) Purpose and Intent. It is the declared intent of this Section that tax payments in excess of the tax bill amounts shall be refunded pursuant to the procedures established under this Section within fifteen (15) business days of the payment. Further, it is the declared intent that this policy shall be in full force and effect upon adoption by the Village Board, with the purpose of complying with Sec. 74.03(2), Wis. Stats.
(b) Authority. This Section is adopted pursuant to the authority granted to village boards to enact an alternative system for approving financial claims against the Village of Edgar other than claims under Sec. 893.80, Wis. Stats.
(c) Required Procedures Upon Payment of Excess Amount Over Tax Bill Amount. Pursuant to Sec. 61.26, Wis. Stats., upon receipt of tax payments in excess of the tax bill, the Village Administrator-Clerk-Treasurer shall deposit as soon as practicable all payments in the name of the Village in public depositories designated by the Village Board. Upon verification by the Village Administrator-Clerk-Treasurer that the payment as deposited has cleared and not been returned as insufficient funds, but not later than ten (10) days after depositing, the Village Administrator-Clerk-Treasurer shall confirm in writing: the name and mailing address of the taxpayer for whom a refund in excess of the tax bill amount is due, the amount of the refund in excess of the tax bill, the date payment was received, and a statement that the payment as made has cleared and not been returned a's insufficient funds.
(d) Required Procedures Upon Confirmation of Excess Payment of Tax Bill Amount.
(1) Upon confirmation that a taxpayer has made a tax payment in excess of the tax bill amount, the Village Administrator-Clerk-Treasurer shall approve a claim as a proper charge against the Village Treasury, and endorse his/her approval on the claim after having determined that the following conditions have been complied with:
a. The funds are available to pay the claim, assuming the tax payment has cleared and has not been returned.
b. The Village Board has authorized the refund of excess tax payment as established by the adoption of this Section.
c. The refund is due on the amount noticed by the Village Administrator-Clerk- Treasurer as a tax payment in excess of the amount of the tax bill.
d. The refund is a valid claim against the Village, being a payment in excess of the tax bill amount.
(2) Further, the Village Administrator-Clerk-Treasurer shall prepare monthly and file with the Village Board a list of claims paid under this procedure, listing the amount of the claims, the date paid, the name of the taxpayer/claimant, and that the payment was a payment of a refund for excess tax payment.
(e) Issuance of Disbursement from Local Treasury. Upon approval of the claim (or proper authorization) by the Village Administrator-Clerk-Treasurer under the procedures listed in Subsection (d), a refund check payable to the taxpayer/claimant named in the claim or authorization and in the amount approved shall be written by the Village Administrator- Clerk-Treasurer countersigned as required by Sec. 66.042, Wis. Stats., unless facsimile signature approved by the Village Board is used, shall be issued not later than fifteen (15) business days from the date the tax payment was received by the Village Administrator- Clerk-Treasurer as established by the Village Administrator-Clerk-Treasurer in Subsection (c).
(f) Mailing or Delivery of Refund Check to Taxpayer/Claimant. Upon issuance of the proper countersigned refund check, pursuant to the procedures in this Section, the refund check shall be delivered to the taxpayer;/claimant or mailed to the last known address of the taxpayer/claimant by the Village Administrator-Clerk-Treasurer.
(g) Audit. Pursuant to Sec. 66.0605, Wis. Stats, the Village Board hereby is required to contract for an annual detailed audit of its financial transactions and accounts by a public accountant licensed under Ch. 442, Wis. Stats., and designated by the Village Board.