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Records and Tax Administration

Phone: 913-715-0775

111 S Cherry, Suite 1200, Olathe, KS 66061

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Document Filing Requirements

All Documents

Most documents must be:

Most documents must contain the following items;

  • The name of the first party (i.e. the grantor’s or mortgagor’s name);
  • The name of the second party (i.e. the grantee’s or mortgagee’s name);
  • The legal description of the subject property;
  • Signed and all signatures must be properly notarized;

Some documents will not contain the names of two parties or a legal description. For example: power of attorney.

Documents presented for filing with personal information, such as driver's license number or social security number, will be rejected.

K.S.A. 58-2205; 58-2209; 58-2211; 58-2221.

Additional Requirements for Specific Document

In addition to the above requirements for all documents, the following additional items are required for the various types of documents set forth below:

Deeds, Deed of Dedication - To be recorded, deeds must:

  • Be accompanied by a completed real estate Sales Validation Questionnaire. K.S.A. 79-1437c. If a questionnaire is not required, then the applicable exemption # must be stated on the document being filed. K.S.A. 79-1437e.
  •  The second page of the Sales Validation Questionnaire (SVQ) describing the instructions and exceptions does not need to be submitted. Also, the SVQ must be submitted at its actual 8.5” by 11” size for effective label placement. It is critical for the SVQ to be submitted immediately following the deed. This should be the rule for both paper and electronic filings. Document processing will be delayed if the Deed and SVQ are not submitted in this order. Also, the SVQ must be completed for acceptance (all boxes checked and all fields completed with address and phone information where required). Please always include the Grantees mailing address.  Any questions regarding the Sales Validation Questionnaire, please contact the Appraisers office.

Transfer on Death Deed:

 Must be filed Prior to Grantors death.  K.S.A 59-3502

Affidavit of Equitable Interest:

Must be accompanied by a completed real estate sales validation questionnaire. K.S.A. 79-1437c. If the transaction is not a sale, then the applicable exemption must be stated on the document being filed. K.S.A. 79-1437e.

Mortgages

  • If you are modifying your mortgage or you are refinancing with the same lender or their assigns,  a Mortgage Registration Affidavit is required. Mortgage Registration affidavits do not cover multiple transactions. K.S.A. 79-3102
  • A Mortgage Registration Affidavit will be rejected if the Mortgage or Assignment book and page is incorrect.

Assignment of Mortgage:

  • Requires book and page number of each mortgage being assigned: K.S.A. 58-2306.
  • All Assignments shall clearly set forth the full name and address of the assignee: K.S.A. 58-2319.
  • Signed by mortgagee/assignor: K.S.A. 58-2306; 58-2319.

Release of Mortgage:

  • Requires book and page number of mortgage being released: K.S.A. 58-2306.
  • Signed by mortgagee: K.S.A. 58-2319.

Regulatory Agreement for Multi-Family Housing Projects. This document needs to be filed before the accompanying mortgage. If it is not filed prior to the mortgage, then it must include the book and page number of the mortgage.

Re-filing Documents

To re-file a document:

  • State on the face of the document the reason for re-filing;
  • Correct the error on the document;
  • The document must be re-executed and re-acknowledged.

Document re-file affidavit:

  • For the purpose of correcting typographical errors, the Department of Records and Tax Administration has previously accepted and recorded refilled documents accompanied by an affidavit even though the document was not re-executed and re-acknowledged. There is no statutory authority for this practice. As such, this practice continues to be under review. The current requirements for re-filing a document accompanied with an affidavit are:
  • Only typographical errors for party names and subdivision/plat names may be corrected by re-filing the document with a re-file affidavit. All other typographical errors, including alterations to legal descriptions, must be re-recorded for correction. Re-file affidavits will also not be permitted in conjunction with other instruments, including PUD Riders, to re-order documents for filing or to correct Section-Township-Range numbers.
  • The Department of Records and Tax Administration office must approve the use of a re-file affidavit. Acceptance of a re-file affidavit is within the sole discretion of the Department of Records and Tax Administration.
  • The complete original document must accompany the affidavit and be re-recorded in its entirety.

Other Releases & Assignments

Assignment of Rents or of Leases & Rents:

* See Standard Filing Fees *

Other Documents

Death Certificate:

Original or certified copy from state accepted without alterations or attachments. K.S.A. 58-501; 65-2416; 65-2417.

Court Records:

Original or court-certified copy. K.S.A. 58-2242a.

Corporation Documents:

Copy certified by Secretary of State. However, the general provisions requiring the recording of corporate documents with the Department of Records and Tax Administration have been repealed. K.S.A. 17-6003.  See Secretary of State.

Power Of Attorney:

We will not accept certified copies of a Power Of Attorney. K.S.A. 58-652(c)(2)

Notary Requirements

Documents with insufficient, incomplete, or improper notary certifications will be not be accepted for recording. K.S.A. 58-2211 & 58-2221. Documents with notary certifications that fail to comply with the Uniform Law on Notarial Acts, K.S.A. 53-501 et seq., will be returned.   RTA does not provide notary services.

Failure to comply with the following requirements will result in a document being returned:

  • K.S.A. 58-211 "All conveyances and other instruments affecting real estate must be acknowledged before a person authorized by the uniform law on notarial acts to perform notarial acts………."
  • The entire date must be included in the notary certificate. This means the month, day, and year on which the notarial act was performed. K.S.A. 53-508.
  • The expiration date (month, date, & year) of the notary’s appointment must be included and it cannot have expired. K.S.A. 53-508; 53-105; 53-106.
  • The document must have been notarized prior to the expiration date of the notary’s appointment. If two conflicting expiration dates appear on the certification and if either one expired prior to the date the document was notarized, then the document will be rejected.
  • The name of the signatory set forth in the notary certification must be the same as the signatory’s name on the document.
  • The certificate must identify the jurisdiction (state & county) where the notarial act was performed. K.S.A. 53-508. If two different jurisdictions are referenced (for example, “State of Kansas, County of Johnson” appears at the top of the certification and the notary’s seal references “Jackson County, Missouri”), then the document will be rejected.
  • The certificate must be fully completed. Certifications containing blanks that have not been completed will be rejected.
  • The notary’s seal must appear on the certificate. K.S.A. 53-105.
  • Documents will be rejected if there is inconsistent information regarding names such as different middle initials or if titles such as junior (jr.) or senior (Sr.) do not match throughout.

Margins & Paper Size

Pursuant to K.S.A. 28-115, the Department of Records and Tax Administration has authority to establish requirements for margins (see example). Therefore, for the purpose of providing sufficient space for recording information and to insure that the document will be clear and legible when reproduced, Page One must have a top margin of three (3) inches and one (1) inch margins on each of the three remaining sides. All subsequent pages must have a one (1) inch margin on all four sides. We request letter-size paper.

If a document does not comply with such requirements, then K.S.A. 28-115 authorizes either the use of an additional sheet for the recording information or providing an exact copy of the document that is of sufficient legibility. The additional sheet or exact copy shall be counted and charged as additional pages. Further, K.S.A. 28-115 allows registers to reject documents that are not of sufficient legibility to produce a clear and legible copy.

Scanning

Documents must be sufficiently legible so as to produce a clear and legible reproduction. Documents that cannot be clearly and legibly scanned are subject to rejection pursuant to K.S.A. 28-115.

 

Forms

COTA Protest Form - The State Board of Tax appeals became the State Court of Tax appeals July 1, 2008, pursuant to HB-2018. All jurisdiction and authority of the Board was conferred to the Court at that time.  If you have questions please refer to Kansas Court of Tax Appeals.

Document Research Accounts Access Form

Document Re-File Affidavit - Used to correct typographical errors ONLY.  All of the original document must be re-recorded or the document must be re-signed and re-notarized.

Escrow Account Agreement

Mortgage Registration Fee Affidavit

Multi-State Mortgage Registration Fee

Open Records Request Form

Kansas Real Estate Sales Validation Questionnaire - aka Certificate of Value - This form must be submitted as ONE page in TWO-SIDED format.  Failure to follow this provision will result in rejection of the document.

Change of Address Form - This form can be used to request address changes on Real Estate (houses, land) or Personal Property (Mobile Homes, watercraft, heavy trucks, trailers).  All address changes are submitted on-line.

Request to Combine Real Estate Form - This form is used to combine real estate for billing purposes.

Cover Sheet - This form is used for documents which do not comply with margin requirements.

 

Map Services

Record & Tax Administration offers a variety of mapping features for your convenience and customer needs. RTA has integrated the use of the Geographical Information Systems (GIS) into their daily practice, working closely with Automated Information Mapping System (AIMS) Department to provide accurate mapping information. Several Maps are now available in RTA (see below). For more features we encourage you to visit AIMS.

Map Direction:

  • Plat Copy = $5.00
  • Parcel Map = $10.00
  • Buffer Single (200 ft., 500 ft., 1,000 ft.) = $20.00
  • Buffer Custom (Multi) = $50.00
  • (GIS) Section Map = $20.00
  • (GIS) Section Map w/ Aerial = $25.00

For other mapping request you may contact us at RTA-MapandTech@jocogov.org or phone 913-715-0775.

*Please fill out the Open Records Request Form when requesting maps.*

MAP/DATA DISCLAIMER: While the Department of Records and Tax Administration has no reason to believe there are inaccuracies in the information used in this map, this department makes no representations of any kind, including, but not limited to, warranties of merchantability or fitness for a particular use nor are any such warranties to be implied with respect to information, data, or service furnished herein.

Plat Search Utility

AIMS offers users several options when searching recorded plats in Johnson County. Public access is available with limited free downloads, while a subscription-based access is offered to users with a higher volume need. Utilizing the subscription service enables users to access the functionality of the Map Search where they can interact with the map to find the desired plat image.

RTA Plat List >>

Johnson County Online Mapping

AIMS offers a variety of online mapping services. You can create your own plot plan, view an aerial photo of a property, research the traffic flow at a particular intersection, or download a plat among many other things. We provide the Johnson County Online Mapping application as a service to the community of Johnson County to help promote e-government. Internet Explorer 5.x or better is recommended for online mapping applications.

Quick Maps

Searching for a Location? Click here and enter your Address, Parcel Number, or Kansas Uniform Parcel Number to view information for a specific location. The application will validate your address, parcel number, or Kansas uniform parcel number (KUPN) as you type. Once you have entered at least three valid characters, a dropdown list will populate with possible matches. This process is also helpful in confirming if an address or parcel number is valid.

Open Records

The Kansas Open Records Act grants you the right to inspect and obtain copies of public records created or maintained by public agencies in Kansas. The Open Records Act, K.S.A. 45-215, et seq., as amended, declares that it is the public policy of Kansas that “public records shall be open for inspection by any person.” Public records are defined as “any recorded information, regardless of form or characteristics, which is made, maintained or kept by or is in the possession of any public agency.” The Department of Records and Tax Administration is classified as a public agency for the purposes of this Act.

Examples of public records maintained by the Department of Records and Tax Administration
Mortgages and Assignments of Mortgages:

  • Release of Mortgages
  • Deeds
  • Transfer on Death Deeds

Your Rights

You have the right to:

  • Request assistance from the agency’s Freedom of Information Officer at any time. Johnson County's Officer is County Manager Hannes Zacharias.
  • Obtain a copy of the agency’s policies and procedures for access to records.
  • Receive a written response to your request within three business days. The response may inform you that it will take additional time to produce the records.
  • Inspect and obtain copies of public records which are not exempted from disclosure by a specific law.
  • File a complaint with the Kansas Attorney General if you feel your request for public records is wrongfully denied.

Your Responsibilities

You must request existing records – written, photographic, or computerized. The Kansas Open Records Act does not require an agency to answer questions or prepare reports.

Reasonable fees, not exceeding actual cost, may be charged for access to records, copies of records, and staff time for processing your request. (See “Charges and Fees”.)

Questions About Records

Consult with Freedom of Information Officer, County Manager's Office, 111 S. Cherry, Suite #3300, Olathe, Kansas, 66061; phone 913-715-5000, to ask questions about the Kansas Open Records Act, or to obtain assistance in resolving disputes relating to the Act.

Regular office hours are 8:00 a.m. to 5:00 p.m., excluding Saturday, Sunday and official holidays. Records may be inspected during those hours.

Delayed and/or Denied Requests

All efforts will be made to process your request for public records as soon as it is received; however, some requests may be delayed or denied if:

  • more information is needed in order to retrieve the records;
  • legal issues must be addressed before the records are released;
  • the requested records are archived or stored off site;
  • the volume of records requested is large and will take time to duplicate.

Requests may be denied in whole or in part if:

  • the requested record does not exist;
  • the requested record is exempt from disclosure by law;
  • the request is unclear and more information is needed.

If the request is delayed or denied, you will receive a written explanation for the delay or denial within three business days as outlined under “Your Rights.” You may be requested to provide additional information if access to public records or the purpose for which the records are to be used is limited by state law.

Permission to inspect or copy public records may be denied if:

  • the request “places an unreasonable burden in producing public records”; or
  • the custodian of the records “has reason to believe that repeated requests are intended to disrupt other essential functions of the public agency.”
  • Denial of a person’s inspection or copying request must be explained in writing if the person requests such an explanation.

Exceptions to the Open Records Act

The Kansas Open Records Act recognizes that certain records contain private or privileged information. The Act lists several exceptions. A complete list of exceptions can be found in K.S.A. 45-221.

Plat List

The Plat List displays the OASIS (Tax Roll) Plat name and the DTS (Recording) Index name. The OASIS Plat name is preferred for recorded documents.

Plat List >>

General Guidelines

Information in parenthesis is generally not needed in the legal description. Parentheses used in the Plat name could be one of the following:

Informational – The parentheses are referencing a note in regards to the legal description or the plat name. “Tomahawk Hills (Blks 11, 12, 14)” or “The Villages of Sunnybrooke Estates 11th Plat (Condominium)” are examples.

Point of Reference – The parentheses are referencing the current status of the plat, “Timberline Acres (Annexed to DP7410)”, “Tomahawk Forest (Vacated Ord #691)” or “The Traces of Windham Hill 3rd Plat (Replatted 4th Plat)” are examples.

The Plat list is for research purposes only. Any questions in regards to the plat name or to chain of title, please contact the Department of Records and Tax Administration at 913-715-0775 for further clarification.

Plat Services: AIMS

AIMS offers users several options when searching recorded plats in Johnson County. Public access is available with limited free downloads, while a subscription-based access is offered to users with a higher volume need. Utilizing the subscription service enables users to access the functionality of the Map Search where they can interact with the map to find the desired plat image.

Public Records Subscription Service

Document Images and Index Information Access

The Johnson County Department of Records and Tax Administration Index is a guide to help you find documents and information that has been recorded in our office. Every effort has been made to provide reliable information on this site. To insure the accuracy of your search, please review the recorded document. Documents recorded between 1920 - 1987 and plats between 1866 to current are now available.

This application was designed for use with Microsoft Internet Explorer 5.0 or higher. Cookies must be enabled. Technology on this site uses common .tif image viewers available as a default on most personal computers. However, if you experience problems viewing or printing images, a free .tif viewer, Alternatiff, is available for download at http://alternatiff.com/install/.

Online Subscribers. . .

Subscribers to the Johnson County RTA online public record index will pay a fee of $150 per month per account. The first month will be prorated, please contact RTA for subscription price. Subscribers will receive the following benefits:

  • Search the Johnson County land records index for documents recorded from 1920 to the present.
  • Access a single document or a related document set.
  • View and/or print unlimited copies of document images.
  • Access images usually within a week of filing.
  • Subscription Agreement Package

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RTA Services

Public Records Subscription Services

Document Images and Index Information Access

The Johnson County Department of Records and Tax Administration Index is a guide to help you find documents and information that has been recorded in our office. Every effort has been made to provide reliable information on this site. To insure the accuracy of your search, please review the recorded document. Documents recorded between 1920 - 1987 and plats between 1866 to current are now available.

This application was designed for use with Microsoft Internet Explorer 5.0 or higher. Cookies must be enabled. Technology on this site uses common .tif image viewers available as a default on most personal computers. However, if you experience problems viewing or printing images, a free .tif viewer, Alternatiff, is available for download at http://alternatiff.com/install/.

Online Subscribers. . .

Subscribers to the Johnson County RTA online public record index will pay a fee of $150 per month per account.  The first month will be prorated, please contact RTA for subscription price.  Subscribers will receive the following benefits:

  • Search the Johnson County land records index for documents recorded from 1920  to the present.
  • Access a single document or a related document set.
  • View and/or print unlimited copies of document images.
  • Access images usually within a week of filing.
  • Subscription Agreement Package

Login