FAQs • Madison County, NY • CivicEngage

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County Clerk

1. What are the County Clerk's office hours?: The County Clerk's office is open Monday - Friday, 8AM - 4PM. The office closed on Federal Holidays.

2. Where can I find the RP5217 (Real Property Transfer Report) form?: The RP5217 form is a downloadable fill-in PDF available from the NYS Department of Taxation & Finance. Instructions for filling in the form are available at their website. Please note - the 4-part form is no longer available nor is it accepted.

4. Where can I find the TP584 (Real Estate Transfer Tax) form?: You can find the TP584 form on the Real Estate transfer and mortgage recording tax forms page at the NYS Department of Taxation and Finance website. Instructions for completing the form can also be found on this page.

The local Social Security office is located in Utica at:

Federal Building

10 Broad Street

Utica, NY 13501

Phone: 1-877-405-6750

TTY: 1-315-738-1636

Please click here for hours of operation and additional information.

6. How do I obtain a copy of my deed and/or mortgage?: Please view our short presentation for instructions to obtaining a deed/mortgage.

7. Can I search records online?: Yes, the County Clerk's office has partnered with Info Quick Solutions (IQS) to provide online records search of deeds, mortgages, and various other records. There is a fee to use this service. For more information and to begin searching our online records, go to the Madison County SearchIQS page.

8. What are the County Clerk's designated newspapers for publishing LLC articles of organization?: Please click here for the current listing of designated newspapers.

9. Where can I get a copy of my birth certificate?: Birth certificates can be obtained from the clerk of the city/town/village where the individual was born. Birth certificates may also be obtained from the NYS Department of Health - Vital Records.

10. Where can I get a copy of a death certificate?: Death certificates may be obtained from the clerk of the city/town/village where the individual died. Note that this may be different from the place where the individual was born or resided. You can also check NYS Department of Health - Vital Records - Death Certificates.

11. Where can I get a copy of a marriage certificate?: City/Town/Village clerk offices are the primary resource for marriage certificates. Contact the clerk in the city/town/village where the marriage certificate was obtained or where the ceremony was performed. The County Clerk's office has a small collection of marriage certificates for the following years - 1908 - 1931. These records can be searched for on our public computers. The NYS Department of Health is another resource. Visit their website at NYS Department of Health - Vital Records - Marriage Certificates.

12. Where do I purchase a hunting/fishing license?: Hunting and fishing licenses may be purchased from local sporting goods stores such as Herb Philipson's, Walmart, and Dick' Sporting Goods. Licenses may also be ordered on line or by phone from the NYS DEC - information available on their website. The County Clerk's office does not sell these licenses.

13. Where can I purchase a dog license?: Dog licenses can be purchased from your local city/town/village clerk.

14. Where can I get a certificate of residency?: The Treasurer's office, located on the second floor of the county office building, can provide you with a certificate of residency.

15. Where can I pay my taxes?: The Treasurer, located on the second floor of the county office building, collects town/county taxes for the towns of Fenner, Hamilton, & Lincoln. The Treasurer also collects past due (delinquent) taxes except for the City of Oneida.

16. Where can I get a tax ID?: Tax IDs, also known as Taxpayer Identification Numbers (TIN) are assigned by the IRS (Internal Revenue Service). Please visit the IRS website for additional information, instructions, and forms.

17. Where can I find information about Uniform Commercial Code (UCC)?: Please visit the the Department of State Uniform Commercial Code Forms & Fees webpage at https://www.dos.ny.gov/corps/uccforms.html .

18. What are the current fees for Uniform Commercial Code (UCC) filings?: Please see our Fee Schedule for current UCC filing fees.

19. What are the requirements for filing a subdivision map?: Please read our concise brochure, Filing Subdivision Maps, for requirements. If you have additional questions regarding filing, please call the office - (315) 366-2261 or stop in during regular business hours.