MyDec Help


General use information

Install Adobe Reader

Enable Pop-ups in My Browser

Determine Your Current Browser

Change Browser Font Size

Browsers that You Can Use

Field Color Descriptions

Filter Lists

Use Tabs in Section Headers

Use the Menu Bar

Use Keyboard Shortcuts

Sort Lists Using Column Headings

Use the I Want To... Menu

Use the Actions Menu

Customer Summary Details

Access and logon information

Sign up for a MyDec Account

Password Rules

Understanding Account Types and Logons

Log On

Request to Access Converted EZ Dec Declarations

Reset a Forgotten Password

Change My Password

Log Off

Cancel My Online Access

Reactivate Online Access

Additional user information

Invite a New User

Default Access Type for Invited User Logons

Manage Logons

Access Type Detail

Change the Access Type or Active Status of a Logon

Security information

Change My Security Question

Change the Answer to My Security Question

Contact information

Change My Telephone Number(s)

Change My Email Address

Change My Web Name

Profile

Communication from the Department

Emails from the Department

View Messages

Delete a Message

Information about web requests

Understanding Requests

Request Tab

Search for a Request

View the Details of a Request

MyDec Declaration process

Understanding the steps to complete a Declaration

Other documents needed in the MyDec filing process

Information about adding a new Declaration

File a Declaration

Incomplete Declarations

View the Status of a Declaration

Change a Submitted Declaration

Withdraw a Saved Declaration

View the Details of a Submitted Declaration

Print the Details of a Submitted Declaration

Troubleshoot Printing a Declaration

Declaration Stage and Status Information

MyDec Declaration Stages

Understanding the Status of a Declaration

Glossary

Action bar

Action button

Breadcrumb trail

Drop-down menu

Hyperlink

Government Agency Links

State of Illinois

Cook County

City of Chicago

Information for Settlement Agencies wishing to become authorized to purchase and print MyDec Stamps

General use information

Install Adobe Reader

You are not required to install any software.

However, you do have the option to print copies of your Declarations and Real Estate Tax Stamps (for authorized settlement agencies only). If you wish to print Declarations or Real Estate Tax Stamps, you will need to have Adobe Reader installed on your computer. Click here to download the latest version of Adobe Reader.

Related items: Which browsers can I use? How do I determine which browser I am using? How do I change my browser font size? How do I enable pop-ups in my browser?

Enable Pop-ups in My Browser

Some actions require pop-ups to be enabled in your browser. For example, printing a Declaration or Real Estate Tax Stamp will require a new browser window to open. Clicking the Help hyperlink also opens a new browser window. To allow pop-ups, locate your browser in the list below and follow the instructions.

INTERNET EXPLORER

Select the Tools menu and click Internet Options. Select the Privacy tab. In the Pop-up Blocker section, click Settings. In the Address of website to allow field, type the URL for the website, then click Add.

FIREFOX

Click the Firefox menu button in the upper-left corner of Firefox and select Options from the menu. Click the Content button, then click the Exceptions… button next to the Block pop-up windows check box. In the Address of web site field, type the URL for the website, then click Allow.

CHROME

To the right of your browser's address bar, select the Wrench and select Options from the menu. Click the Under the Hood tab and select the Content Settings button. In the Pop-ups section of the list, click the Manage Exceptions button. In the available field, type the URL for the website and make sure the drop-down menu to the right shows Allow, then press Enter on your keyboard.

Related items: Which browsers can I use? How do I determine which browser I am using? How do I change my browser font size? How do I install Adobe Reader?

Determine Your Current Browser

To determine which browser you are currently using, click Help in the browser toolbar. You will see a menu option that starts with "About..." Click this menu option. You will generally see the type and version of browser here.

Related items: Which browsers can I use? How do I change my browser font size? How do I install Adobe Reader? How do I enable pop-ups in my browser?

Change Browser Font Size

Some browsers allow you to change the font size on your screen by holding down the Ctrl key and then using the scroll wheel on your mouse to adjust the font size. You may also consult your browser’s help documentation for other methods of changing the font size.

Related items: Which browsers can I use? How do I install Adobe Reader? How do I enable pop-ups in my browser? How do I determine which browser I am using?

Browsers that You Can Use

You can use the following browsers to access the website:

Note: Netscape is not supported.

These are the minimum browser versions necessary to support all of the features and functions. If you need to upgrade your browser, please go to the appropriate browser web site to download the latest version.

Related items: How do I change my browser font size? How do I install Adobe Reader? How do I enable pop-ups in my browser? How do I determine which browser I am using?

Field Color Descriptions

In a window, each field has a background color. That color provides important information regarding what you can (or cannot) enter into that field.

Color

Meaning

Description

White

Default

The field is in inquiry or view-only mode and does not currently accept data entry.

Examples of view-only fields could be:

  • A fixed value that can only be assigned by the system, such as an Account ID.

  • The field is calculated from other fields and you cannot directly change the value in the field. Edits may be made in one or all of the fields that comprise the calculation.

  • In an existing Declaration, a value that is not currently editable. However, certain non-editable fields can become editable when you click the Change hyperlink at the top of the screen (or other buttons that enable modification to individual fields).

Red

Error

The information entered in this field does not meet a requirement and so the field is in error.

Note: When you move your cursor over a field in-error, TipText is displayed that provides a short message describing the error condition.

Yellow

Required

The field is mandatory. You must enter a value in this field before you can save the record. If yellow fields are not completed, the record will not be able to be saved.

Green

User-enabled

The field is optional. You may enter a value in this field, but it is not mandatory. Green fields do not require completion in order to save the record.

Related items: Use the menu bar Use tabs in section headers Use keyboard shortcuts Sort lists using column headings

Filter Lists

Some lists can be filtered to narrow down the information displayed in the list. If you see the word Filter in a section title bar, then you can filter that list.

To filter a list, click the Filter hyperlink in the section title bar. A green filter field is displayed at the top of the list. To narrow down the contents of the list, type a word or a portion of a word into the filter field and press the Enter key on your keyboard. The list only displays rows containing the word or portion of a word that you typed.

To remove the filter from the list and display all of the list items, either click the close button at the right end of the filter field or delete the contents of the filter field and press Enter on your keyboard again.

Related items: Understand field colors Use tabs in section headers Use keyboard shortcuts Sort lists using column headings

Use Tabs in Section Headers

Some sections contain headers that offer multiple viewing options.

When you see a header that has multiple labels, each of those labels is a tab. Each tab can have one or more sub-tabs. When you click a tab or sub-tab, the section displays information described by the tab label.

For example, you may see a section header that looks like the following:

In this example, the section is showing Declarations that need attention (Accepted, Closed, or stamps issued, as applicable), as indicated by the Declarations tab and the Attention Needed sub-tab that are currently selected. You can click any of the other sub-tabs to view the information described or any of the other tabs to view a different set of sub-tabs. For example, you can click the Messages tab to see messages awaiting your attention.

Use the Menu Bar

The menu bar is displayed on the left side of the window. It contains options that help you navigate and perform actions. To select an option from the menu, click the appropriate hyperlink.

You will likely see some of the following options in the top portion of the menu bar, labeled Menu:

Additional options in the menu depend on which window you are currently viewing.

Related items: Use tabs in section headers Use keyboard shortcuts Sort lists using column headings

Use Keyboard Shortcuts

If you prefer to use the keyboard rather than the mouse, there are several keyboard shortcuts that are available.

Shortcut

Result

Tab key

Move forward from the current field to the next one in the window.

Shift + Tab

Move to the previous field in the window.

Enter the first

letter

When you are selecting an item from a drop-down menu, type the

first letter of the item you want. When you do this, MyDec automatically selects the first entry in the menu that begins with that letter. (Press the down arrow key to move to any subsequent entries that begin with that letter.)

Alt + left-arrow

key

Returns you to the last window you visited. You can press this key combination multiple times to move several windows back through

the sequence of windows you have visited. (This key combination performs the same action as the Back option in the menu bar.)

Related items: Use the menu bar Use tabs in section headers Sort lists using column headings

Sort Lists Using Column Headings

Certain sections organize lists beneath distinct column headers. The area outlined in red in the image below shows an example of this type of column header. Lists containing this type of column header can be sorted and arranged to aid you in organizing the list information in a useful way.

To sort the items in a list in alphanumerical order by a particular column, click that column header name.

Related items: Use keyboard shortcuts Use the menu bar Use tabs in section headers

Use the I Want To... Menu

The I want to... menu is displayed at the top of the Customer Summary and Profile pages.

The options in this menu describe actions you would most likely want to perform based on your access type.

These options change depending on which window you are on.

To select an option from the menu, click the appropriate hyperlink.

If the action you wish to perform is not listed in the I want to... menu, you can navigate to another logical window and view the I want to... menu there or you can search the online help.

Related items: Use the action bar? Use the breadcrumb trail? Understand field colors Use tabs in section headers Use keyboard shortcuts Use the Actions menu

Use the Actions Menu

The Actions menu is displayed on the left navigation column of most windows when viewing Declarations that have been submitted.

The options in this menu describe actions you would most likely want to perform from the current window.

These options change depending on the status of the Declaration you are viewing. To select an option from the menu, click the appropriate hyperlink.

Related items: Use the action bar? Use the breadcrumb trail? Understand field colors Use tabs in section headers Use keyboard shortcuts

Customer Summary Details

This window shows you a summary of your MyDec account.

DECLARATIONS TAB

This tab displays Declaration information for the account. Declarations may be displayed in one or more sub-tabs.

ATTENTION NEEDED SUB-TAB

This tab displays a list of Declarations needing attention (waiting to be accepted, closed, or have stamps issued, if applicable). The Status column indicates the current status or stage for the Declaration.

INCOMPLETE SUB-TAB

This tab displays Declarations that have been started but not submitted. The Incomplete sub-tab displays all incomplete Declarations initiated by the customer’s users

HISTORY SUB-TAB

This tab displays a list of all Declarations your user account has submitted regardless of the status.

SEARCH SUB-TAB

This tab allows users to search for specific Declarations using the Declaration ID or Primary PIN and the current status of the Declaration. For a Declaration to be displayed, the correct current status of the Declaration must be selected. Note: Use the Search sub-tab to locate and accept a Declaration initiated by another user. This will move the Declaration to your Attention Needed inventory for further action.

ACCOUNTING TAB

This tab is only present for select user access types of authorized settlement agencies, and government agencies.

SUMMARY SUB-TAB

This sub-tab displays Stamp Accounting Reports for the Current Cycle (most recent report generated) and Stamp Account Reports in Arrears and Credit Balances (any reports from prior dates with a non-zero balance).

HISTORY SUB-TAB

This sub-tab displays all Stamp Accounting Reports that have been generated by the system.

MESSAGES TAB

This tab displays notices regarding Declarations that need to be reviewed.

The Inbox tab displays notices posted to your account. To view the details of a notice, click the subject hyperlink. A check mark in the Read column indicates that you have viewed the details of the notice.

REQUESTS TAB

Use the sub-tabs in this tab to view requests waiting to be processed and to search for requests by various criteria. You can use the header hyperlinks in the title bar to specify a date or confirmation number to search by. Click the Defaults hyperlink to re-display the default information for the tab.
Click the hyperlink for a request to view its details.

Related items: File a Declaration? View the status of a Declaration? View the details of a submitted Declaration? Change a submitted Declaration?

Access and logon information

Sign up for a MyDec Account

WHAT DO I DO?

  1. Click Sign me up!
  2. Select the appropriate type of registration.
    1. Select Account Administrator if you are an Individual or are submitting the first MyDec login request for your organization.
    2. Select I have an Invite Code if you received an email inviting you to access a MyDec account.
  3. Complete the appropriate fields.
  4. Click Submit.
  5. Review the Activation Summary. Click OK to confirm that you would like to submit the request.
    Note: If you are not sure or need to go back and make changes to the Activation information, click Cancel.
  6. Once confirmed, the activation is saved and an information window opens displaying your confirmation number. An authorization code will be sent to your email address. Click OK to continue.

Related items: Log on? Log off? Reset my password?

Password Rules

Passwords must follow these rules:

Related items: Change my password? Reset a forgotten password? Change my security question? Change the answer to my security question?

Understanding Account Types and Logons

ACCOUNT TYPES

There are four account types available in MyDec.

Each account type has certain access types that can be set for each logon.

An Individual account may only have one logon. This logon will be granted Individual access rights.

A Law Firm, Settlement Agency, or Government Agency may have multiple logons. For example, if several employees of an organization need to access a company's MyDec account, each employee will have his or her own unique logon.

When you first register, your logon is created. The first user for a company or organization that registers is given Account Administrator access. The logon designated as Account Administrator can invite a new user and controls access for all other logons created for the account.

Note: Only Settlement Agency accounts may apply to become stamp authorized.

Related items: Invite a new user? Change the access type or active status of a logon? Default access type for invited user logons?

Log On

WHAT DO I DO?

  1. In the Login section, enter your username and password into the appropriate fields.
    Note: If this is your first time logging in, enter the authorization code in the Authorization Code field. You should have received your code by email.
  2. Click the Login button.

Related items: Reset my password? Sign up for a MyDec account? Log off?

Request to Access Converted EZ Dec Declarations

Individuals and the Account Administrator for Law Firms and Settlement Agencies can request to access their account’s Declarations converted from EZ Dec. Note: Only fully submitted EZ Dec Declarations will be converted.

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Restore data from EZ Dec hyperlink.
  2. Enter your EZ Dec Account ID and Administrator’s email.
  3. Click Submit.
  4. Review your entries for accuracy. You will be required to re-enter your password to authorize your request. A Confirmation message is displayed.
  5. Once the Department processes your request, your converted EZ Dec Declarations will be available.
    Note: Companies with multiple EZ Dec Account IDs must submit a separate request for each EZ Dec Account ID in order to regain access to all EZ Dec data. Only submit one request for each EZ Dec Account ID.

Related items: Sign up for a MyDec account?

Reset a Forgotten Password

If you forget your password, you can reset your password yourself.
However, it is important that the password reset process be completed in one sitting. If, for some reason, your session times out while resetting your password, you will be unable to logon. You will need to call the Department and request to have your account unlocked.

WHAT DO I DO?

  1. On the Logon window, click Forgot?
  2. Enter your username in the Username field.
  3. Click the Next button.
  4. Enter the answer to your secret question.
  5. Click Submit. A link to reset your password will be sent to the email address associated with your account.
    Note: For your protection, the link is valid for only 30 minutes and can only be used once.
  6. The link sent to your email will take you to the Reset Password window.
  7. Enter your new password in the New Password field.
  8. Enter your new password again in the Confirm Password field.
  9. Click Reset. Use your new password when you login to your MyDec account.

Related items: Change my password? View password rules? Change my security question? Change the answer to my security question?

Change My Password

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click Change Password.
  3. In the Current Password field, type your current password.
  4. Type your new password in the New Password field.
  5. Type your new password again in the Confirm Password field.
  6. Click the Reset button.

Note: Your new password is active immediately. The next time you are requested to enter your password to perform an action you will need to use your new password.

Related items: Reset a forgotten password? View password rules? Change my security question? Change the answer to my security question?

Log Off

Logging off takes you back to the home screen where you can login again, if necessary, or perform other tasks.

WHAT DO I DO?

You can log off by clicking the Log Off hyperlink in the menu bar on the left side of the window.

Related items: Log on?

Cancel My Online Access

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click Cancel My Online Access.
  3. Enter your password into the Password field to confirm that you wish to cancel your online access.
  4. Click OK.
    Note: By canceling your online access, you will no longer be able to access your MyDec account.

Related items: Log off?

Reactivate Online Access

You cannot reactivate a logon name that has been canceled. However, you can create a new logon name and password to access your MyDec account.

Related items: Sign up for a MyDec account?

Additional user information

Invite a New User

The Account Administrator has the ability to invite a new user. Note: Only MyDec accounts registered as a Law Firm, Settlement Agency, or Government Agency are allowed more than one logon user.

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Under the I want to heading, click the Invite a new user hyperlink.
  2. Complete the appropriate fields in the window.
  3. Click Submit. You will be asked to re-enter your password to authorize your request. A confirmation message is displayed.
  4. An invite code will be sent for the user via email.
  5. The invited user will use the invite code when submitting a new login request.

Related items: Understand logons? Change the access type or active status of a logon? Default access type for invited user logons?

Default Access Type for Invited User Logons

The default access type for invited user logons is Standard User. The access type is set when the user submits a new login request using the Invite Code included in the email sent to the invitee for accessing your MyDec account.

Note: The access type for a specific logon can be changed at any time by the Account Administrator.

Related items: Understand logons? Invite a new user? Change the access type or active status of a logon?

Manage Logons

Use this window under the Profile header hyperlink to view or manage the logons for the MyDec account.

LOGONS TAB

This tab lists the current web logons for the MyDec account. Click the web logon name hyperlink to edit the details for the web logon.

Related items: Invite a new user? Change the access type or active status of a logon? Default access type for invited user logons?

Access Type Detail

Use this window to edit the access types for a web logon.

LOGON DETAILS

Web Logon: This field displays the web logon for which you are editing details.

Web Name: This field displays the taxpayer name.

Access Type: This field displays the access type for this logon. Status: This field displays the active status for this logon. WHAT TYPES OF ACCESS CAN LOGONS HAVE?

The Account Administrator has complete control over the type of access each logon has in MyDec. Each MyDec account type has certain access types that can be set for each logon. The access types that can be granted for each account type are listed below.

Individual

Law Firm

Settlement Agency

Related items: Change the access type or active status of a logon? Default access type for invited user logons? Understand logons? Invite a new user?

Change the Access Type or Active Status of a Logon

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. View the Manage Logons tab.
  3. Click the hyperlink in the Status column for the logon whose access type you want to change. An Edit Access Type window is displayed.
    1. To change the access type, click the blue drop-down arrow in the Access Type field. Select the new access type:
      1. Standard User – Allows the logon to add, view, print, accept, and close on Declarations created or accepted by this customer’s users. A logon with this access type can search for and Accept Declarations that have been submitted by an individual or another customer.
      2. Stamp Purchaser – Authorized Settlement Agency only – Allows the logon to authorize, purchase, void, and print Real Estate Transfer Tax Stamps, and all functions of Standard User.
      3. Accountant – Authorized Settlement Agency only – Allows the logon to access accounting screens and all functions of Standard User.
      4. Account Administrator – Allows the logon to invite and deactivate users, edit user access types, and all functions of other access types, when applicable.
    2. To set a logon as inactive, click in the Active check box to remove the check mark.
    3. To activate a logon, click in the Active check box to add a check mark.
  4. Click Save.

Related items: Understand logons? Invite a new user? Default access type for invited user logons?

Security information

Change My Security Question

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click Update Profile.
  3. Click the drop-down arrow in the New Question field and select your new security question from the drop-down menu.
  4. Type a new answer in the Answer field. (Note that the answer is not case-sensitive.)
  5. Confirm the answer by typing it again in the Confirm field.
  6. Click Save.
  7. An authorization window opens requiring you to authorize the change. Enter your password in the Password field, then click Yes.

Related items: Change my password? Reset a forgotten password? View password rules? Change the answer to my security question? Change my web name? Change my email address? Change my telephone number?

Change the Answer to My Security Question

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click Update Profile.
  3. Type a new answer in the Answer field. (Note that the answer is not case- sensitive.)
  4. Confirm the answer by typing it again in the Confirm field.
  5. Click Save.
  6. An authorization window opens requiring you to authorize the change. Enter your password in the Password field, then click Yes.

Related items: Change my password? Reset a forgotten password? View password rules? Change my security question? Change my web name? Change my email address? Change my telephone number?

Contact information

Change My Telephone Number(s)

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click the Update Profile hyperlink.
  3. Type your new number(s) in the Phone 1 or Phone 2 field.
  4. Click Confirm.
  5. An authorization window opens requiring you to authorize the change. Enter your password in the Password field, then click Yes.

Related items: Change my web name? Change my email address? Change my security question? Change the answer to my security question? Change my password?

Change My Email Address

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click the Update Profile hyperlink.
  3. In the Email field, type your new email address.
  4. Click Confirm.
  5. An authorization window opens requiring you to authorize the change. Enter your password in the Password field, then click Yes.

Related items: Change my web name? Change my telephone number? Change my security question? Change the answer to my security question? Change my password?

Change My Web Name

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. In the I want to… section, click the Profile header hyperlink.
  2. In the I want to section, click the Update Profile hyperlink.
  3. In the Web Name field, type your new web name.
  4. Click Confirm.
  5. An authorization window opens requiring you to authorize the change. Enter your password in the Password field, then click Yes.

Related items: Change my email address? Change my telephone number? Change my security question? Change the answer to my security question? Change my password?

Profile

You can use this window to view your MyDec profile information.

Use the hyperlinks in the I want to... panel in the upper right corner of the window to edit your web profile information.

PROFILE

This panel shows your web name, phone number(s), email address, and secret question.

MANAGE LOGONS TAB

This tab lists all existing logons for your MyDec account. The access type and active status is also displayed for each logon. Note: Only Account Administrators can manage the logons for an organization’s MyDec account.

Related items: Change my web name? Change my phone number? Change my email address? Change my security question? Change the answer to my security question? Cancel my online access? Change my password?

Communication from the Department

Emails from the Department

You will receive emails from the Department for initial MyDec registration, MyDec account logon purposes (reset password, if you have been invited to access a company’s MyDec account), or to alert you that a Declaration has been returned to you for correction.

View Messages

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Messages tab.
  2. You can view messages sent to you:
    1. To view a list of messages regarding Declarations, view the Inbox or Unread sub-tab.
    2. To view the details of a message, click the hyperlink in the Subject column.

Related items: Delete a message?

Delete a Message

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Messages tab.
  2. Click the Inbox or Unread sub-tab.
  3. In the far right column, click the Delete hyperlink for the notice you wish to delete.

Related items: View messages?

Information about web requests

Understanding Requests

Anytime you make a change or perform an action on your account, it is recorded as a request. This request will be processed by the system as an immediate request. Filing a Declaration, inviting a new user, and updating your profile are all examples of requests.

Related items: Search for a request? View the details of a request? Withdraw a saved Declaration?

Request Tab

This tab shows you a list of the requests made for the MyDec account. Requests may be in one of three sub-tabs.

STARTED BUT NOT FILED sub-tab

This sub-tab shows all of a company’s Declaration requests that have been started but not been submitted. (Note that if there are no Declaration requests that have been
saved to finish later, this sub-tab is not displayed.)

WAITING TO BE PROCESSED sub-tab

This sub-tab shows you a list of requests that are still pending processing. (Note that if there are no requests that are waiting to be processed, this sub-tab is not displayed.)

ALL REQUESTS sub-tab

This sub-tab shows you requests that have been processed recently.

Related items: View the status of a Declaration? View the details of a request? Search for a request?

Search for a Request

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Requests tab.
  2. If it is not already selected, click the All Requests sub-tab.
  3. Depending on how you want to search for the request, you can:
    1. Click the Change Date hyperlink in the tab title bar. Enter the earliest date from which you wish to search, then click the OK button. Click the title hyperlink for the request you wish to view. Or
    2. Click the Confirmation Number hyperlink in the tab title bar. Enter the exact confirmation number of the request you wish to view, then click OK. The request is displayed.

Related items: View the details of a request? Withdraw a saved Declaration?

View the Details of a Request

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Requests tab.
  2. Depending on whether you wish to view an incomplete request, a pending request, or a processed request, you can:
    1. Click the Started but not filed or Waiting to be Processed sub-tab. In the Confirmation # column, click the hyperlink for the request to view more details.
    2. Click the All Requests sub-tab to search for the request. On the All Requests sub-tab select the hyperlink in the tab title bar that best describes the type of search you want to conduct.

Related items: Search for a request? Withdraw a saved Declaration?

MyDec Declaration process

Understanding the steps to complete a Declaration

Be sure that the steps below are followed when completing Declarations within MyDec. All steps MUST be completed before the deed and Declaration can be recorded.

  1. Click the Add a new Declaration hyperlink in the I want to... panel in the upper right corner of the window.
  2. Once you have entered all Declaration information, click Submit. The Declaration will be assigned a Declaration ID and the status is Declaration Submitted.
  3. The Declaration must be accepted in order to close.
    1. You may pass the Declaration to a Law Firm or Settlement Agency that will conduct the actual closing.
    2. Attorneys and Individuals performing their own closings will Accept and Close the Declaration.
  4. Click the Accept Declaration hyperlink in the Actions menu in the left navigation column when viewing the Declaration.
  5. Click the Complete Closing hyperlink in the Actions menu in the left navigation column when viewing the Declaration.
  6. Once the Declaration is closed, it needs to be reviewed by the appropriate government agency(ies) and stamps must be purchased.
    1. Authorized Settlement Agencies (who performed closing) only – Click the Authorize Stamp hyperlink(s) in the Actions menu in the left navigation column when viewing the Declaration.
      1. Click the Print Stamp hyperlink(s) in the Actions menu.
      2. If the Declaration is later rejected due to incorrect tax amounts, you may need to void the original stamps. Click the Void Stamp hyperlink(s) in the Actions menu.
    2. Individuals, Law Firms, and Settlement Agencies not authorized to print stamps must purchase stamps from the appropriate government agency(ies).
  7. Present the Declaration and any required documents with the deed or trust document to the appropriate government agency(ies).

Related items: File a Declaration? Print the details of a submitted Declaration? Other documents needed in the MyDec filing process?

Other documents needed in the MyDec filing process

The MyDec system requires you to provide information from several documents, including

Providing this information on MyDec will allow you to monitor the progress of your Declaration, and if you are an authorized Settlement Agency, print transfer tax stamps. This does not change your obligation to provide all required documentation to your municipality and county.

Related items: Understanding the steps to complete a Declaration? File a Declaration? View the details of a submitted Declaration? View the status of a Declaration? Change a submitted Declaration? Print the details of a submitted Declaration? Understanding the status of a Declaration? MyDec Declaration Stages?

Information about adding a new Declaration

File a Declaration

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Add a new Declaration hyperlink in the I want to... panel in the upper right corner of the window.
  2. Complete the appropriate fields as necessary.
    1. Field colors help you determine information about the field:
      1. Yellow fields are required
      2. Green fields are editable
      3. Red fields are in error; you must correct the value before you can submit the Declaration
    2. You will also see a list of forms across the top of the Declaration. Click the form name tab to complete the information for that form. When selected, each form tab will display a list of sub-tabs directly underneath.
    3. If any form sub-tab contains a field in error (or requires a value), a red stop sign will appear next to the name of the form and applicable sub-tab that is in error. You cannot submit your Declaration if there are any form sub-tabs in error. Click the form name and sub-tab to correct the error or complete the required value.
  3. When you are satisfied with the Declaration, you can proceed by performing any of the following:
    1. Click Submit to file the Declaration. You will be required to re-enter your password and click OK to confirm your submission. An information window will tell you that your Declaration has been submitted and the Declaration will display in your Attention Needed sub-tab after your request is processed. Buttons are available on this window to allow you to take further action or close the window.
    2. Click Save and Finish Later to save the changes you made, but not submit the Declaration request. (This requires you to finish your changes at a later time and submit the changes in order for the Declaration to be filed.) You will be required to re-enter your password to confirm your action. A message is displayed confirming that your Declaration has been saved. Click OK. To retrieve your Declaration, click the Declarations tab and then the Incomplete sub-tab. The saved Declaration will have a status of Open.
    3. Click Cancel to close this window without saving any of your changes.

Related items: View the details of a submitted Declaration? View the status of a Declaration? Work with incomplete Declarations? Change a submitted Declaration? Print the details of a submitted Declaration? Troubleshoot printing a Declaration? Withdraw a saved Declaration?

Incomplete Declarations

You may begin to complete a Declaration and discover that you have to stop and finish later.

WHAT DO I DO?

To save a Declaration to finish later

  1. To save a Declaration to finish later, just begin completing the Declaration as usual. (Click here to view the standard instructions for filing a Declaration.)
  2. Once you have reached your stopping point, click Save and Finish Later.
  3. You will be asked to re-enter your password click OK to confirm that you wish to save and finish later. The Declaration will be saved with a status of Open.

    Note: At this point the Declaration is not filed. You will need to revisit the Declaration to complete and submit it.

To retrieve an incomplete Declaration

  1. To retrieve the incomplete Declaration, click the Declarations tab.
  2. Click the Incomplete sub-tab. The saved Declaration will have a status of Open.
  3. Click the hyperlink in the View column for the Declaration you want to finish.
  4. Click Change/Submit to change the Declaration details.
  5. The fields in the window become editable. Make changes to the Declaration, as necessary.
  6. When you have completed the fields on the Declaration and are ready to file, click Submit to file the Declaration.
  7. Click OK to confirm your submission.
  8. An information window will tell you that your Declaration has been submitted and the Declaration will now be able to be accepted by the initiating user or passed to an Attorney or Settlement Agency for acceptance, if applicable. You can use the buttons in the upper right corner of this window to take further action or close the window.

Related items: File a Declaration? View the details of a submitted Declaration? View the status of a Declaration? Change a submitted Declaration? Print the details of a submitted Declaration? Troubleshoot printing a Declaration? Withdraw a saved Declaration?

View the Status of a Declaration

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Declarations tab.
  2. Depending on the Declaration’s stage in the approval process, you can:
    1. Click the Attention Needed sub-tab and look in the Status column;
    2. Click the History sub-tab and search for the Declaration whose status you wish to view. Then look in the Status column.

Related items: File a Declaration? View the details of a submitted Declaration? Work with incomplete Declarations? Change a submitted Declaration? Print the details of a submitted Declaration? Troubleshoot printing a Declaration? Withdraw a saved Declaration?

Change a Submitted Declaration

Depending on the status and ownership of the Declaration, you may be able to change a Declaration after it is submitted.

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. On the Declarations tab, view the Attention Needed or History sub-tab.
  2. Click the Primary PIN hyperlink for the Declaration you wish to change. The Declaration details are displayed.
  3. Click Change Declaration to change the Declaration details. Note: If the Declaration cannot be changed, Change Declaration is not displayed.
  4. The fields in the window become editable. Make changes to the Declaration as necessary.
    1. Field colors help you determine information about the field:
      1. Yellow fields are required
      2. Green fields are editable
      3. Red fields are in error; you must correct the value before you can submit the Declaration
    2. You will also see a list of forms across the top of the Declaration. Click the form name tab to complete the information for that form. When selected, each form tab will display a list of sub-tabs directly underneath.
    3. If any form sub-tab contains a field in error (or requires a value), a red stop sign will appear next to the name of the form and applicable sub-tab that is in error. You cannot submit your Declaration if there are any form sub-tabs in error. Click the form name and sub-tab to correct the error or complete the required value.
  5. After you have made your changes:
    1. Click Submit to change your Declaration. Click OK to confirm your submission. An information window will tell you that your request has been submitted. Buttons are available on this window to allow you to take further action or close the window.
    2. Click Cancel to close this window without saving any of your changes.

Related items: File a Declaration? View the details of a submitted Declaration? View the status of a Declaration? Work with incomplete Declarations? Print the details of a submitted Declaration? Troubleshoot printing a Declaration? Withdraw a saved Declaration?

Withdraw a Saved Declaration

If a Declaration request has not yet been submitted, you can withdraw the saved request.

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. On the Declarations tab, view the Incomplete sub-tab.
  2. Click the View Request hyperlink for the Declaration you want to withdraw.
  3. Click Withdraw.
  4. Click Confirm to confirm that you do want to withdraw the Declaration.

Related items: File a Declaration? View the details of a submitted Declaration? View the status of a Declaration? Work with incomplete Declarations? Change a submitted Declaration? Print the details of a submitted Declaration? Troubleshoot printing a Declaration?

View the Details of a Submitted Declaration

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Declarations tab.
  2. Depending on the Declaration’s stage in the approval process, you can:
    1. Click the Attention Needed sub-tab. Then click the Primary PIN hyperlink for the Declaration you wish to view;
    2. Click the History sub-tab and search for the Declaration whose details you wish to view. Then click the Primary PIN hyperlink for the appropriate Declaration; or
    3. Click the Search sub-tab. Enter the Declaration ID or Primary PIN and the Declaration’s current status then click Search. Click the Primary PIN hyperlink to view the Declaration.
  3. The Declaration details are displayed.

Related items: File a Declaration? View the status of a Declaration? Work with incomplete Declarations? Change a submitted Declaration? Print the details of a submitted Declaration? Troubleshoot printing a Declaration? Withdraw a saved Declaration?

Print the Details of a Submitted Declaration

IMPORTANT: You must present a printed copy of your MyDec Declaration and any required documents with the deed or trust document to the County Recorder’s Office within the county where the property is located.

If your municipality is a participant of MyDec, there is no need to bring a printed copy of your MyDec Declaration for municipality review. Provide the reviewer with the Declaration ID assigned by MyDec. Note: If your municipality requires a copy of the Declaration, you can print MyDec Declarations after they have been submitted.

WHERE DO I START?

Depending on which window you are already on, you may need to click the following hyperlink in the menu bar on the left side of the window:

WHAT DO I DO?

  1. Click the Declarations tab.
  2. Depending on the Declaration’s stage in the approval process, you can:
    1. Click the Attention Needed sub-tab and locate the Declaration you want to print;
    2. Click the History sub-tab and locate the Declaration you want to print; or
    3. Click the Search sub-tab. Enter the Declaration ID or Primary PIN and the Declaration’s current status. Then click Search and locate the Declaration you want to print.
  3. Click the Primary PIN hyperlink for the appropriate Declaration.
  4. Click the Printable Copy of Declaration hyperlink in the Actions menu to print the details of the Declaration.

Related items: File a Declaration? View the details of a submitted Declaration? View the status of a Declaration? Work with incomplete Declarations? Change a submitted Declaration? Troubleshoot printing a Declaration? Withdraw a saved Declaration?

Troubleshoot Printing a Declaration

IMPORTANT: You must present a printed copy of your MyDec Declaration and any required documents with the deed or trust document to the County Recorder’s Office within the county where the property is located.

If you are able to click Printable Copy of Declaration, but are still unable to print Declarations, please check the following:

Related items: File a Declaration? View the details of a submitted Declaration? View the status of a Declaration? Work with incomplete Declarations? Change a submitted Declaration? Print the details of a submitted Declaration? Withdraw a saved Declaration?

Declaration Stage and Status Information

MyDec Declaration Stages

MyDec Declarations advance through the following stages in the recording process

Related items: Understanding the status of a Declaration? Understanding the steps to complete a Declaration? Other documents needed in the MyDec filing process?

Understanding the Status of a Declaration

The status of a Declaration changes as it advances through the approval stages of the recording process.

Related items: MyDec Declaration Stages? Understanding the steps to complete a Declaration? Other documents needed in the MyDec filing process?

Glossary

Action bar

The action bar is displayed on the top of many windows. It contains the back and forward buttons, action buttons, and the breadcrumb trail.

Action button

An action button performs a specific action when selected. You click an action button to perform an action or open a new window where you can complete the action. Some common action buttons include Submit, Save and Continue, Save and Finish Later, and OK.

Breadcrumb trail

The breadcrumb trail shows you the full context of the window that you are currently viewing. The hyperlinks in the trail can be used to navigate to other windows.

Drop-down menu

A drop-down menu contains a list of preset items. To select an item in the list, click the down arrow at the right of the field, scroll down to the item you want, and click on it.

Hyperlink

A hyperlink is generally represented by blue text in a window or panel. Hyperlinks can also be found in the title bars of various panels. In these cases, the text is usually white. When you hover your mouse over any hyperlink text, it becomes underlined, further indicating that the text is a hyperlink. Clicking a hyperlink opens another window or allows you to perform some action.

Government Agency Links

State of Illinois

State of Illinois Real Estate Transfer Tax Regulations (Title 86 Part 120)

Illinois Real Estate Transfer Tax – Statutory Reference

Illinois Real Estate Transfer Tax Law

Illinois Form PTAX-203-NR (for deedless transactions)

Cook County

Cook County Real Estate Transfer Tax Ordinance (Section 74 Article III)

Cook County Recorder’s Office

Cook County Assessor’s Office

City of Chicago

City of Chicago Real Property Transfer Ordinances (Section 3-33)

CTA Real Property Transfer Tax Refund Form (for senior citizens 65 years of age or older)

Chicago Department of Finance – Water Billing and Customer Service

City of Chicago Department of Buildings

City of Chicago Zoning Ordinance Administration

City of Chicago Department of Finance (Real Property Transfer Tax Rulings)

Information for Settlement Agencies wishing to become authorized to purchase and print MyDec Stamps

Application, Contract, and Instructions for Purchasing and Printing MyDec Stamps