Julie Smith, Potter County Clerk
PO Box 9638
Amarillo, Texas 79105
806-379-2280
countyclerk@mypottercounty.com
_____________________________________________________________________________
Probate/Guardianship eFiling Frequently Asked Questions (FAQ’s)
1. Do attorney’s eFile a Will for Probate?
Yes, they submit a copy of the original Will as an individual document when filing a new case.
2. Is there a requirement to produce the original Will?
Yes, the original Will must be brought to the Clerk’s office within 3 business days.
3. Is there a requirement to submit a cover letter to the County Clerk?
No, there is not a requirement but to serve you better we would like a cover letter from you indicating what action you need from our office in reference to requested citations and persons to serve.
4. How does an attorney submit something for in-camera inspection or other documents that are to be sealed such as physical reports?
We currently do not have in-camera inspection. Documents are not sealed unless directed by a court order. If so directed, the documents will be sealed by the Clerk.
5. Do documents presented at the hearings and signed by the Judge have to be eFiled?
No, at this time documents such as the Proof of Death, Oath of Administrator/Executor and Order Admitting will be filed with the Clerk in hard copy format. All other documents will be e-Filed.
6. Is eFiling mandatory in Potter County?
Yes, the mandatory date is effective January 1, 2015.
7. How can I e-file an exhibit?
Each exhibit may be filed as a separate filing code of Exhibit. Most exhibits are presented during a court proceeding and therefore will not be eFiled.
8. What is the difference between Adobe Reader and Adobe Acrobat
Adobe Reader is software that only allows the user to open and read PDF documents.
Acrobat is software that allows the user to make certain changes to a PDF document such as adding bookmarks and page numbers.
9. If I add page numbers to my filing, will I be altering my documents?
No. After you save/scan your documents as a PDF, you will add your page numbers to the PDF document(s). Your original documents will not be altered.
10. How many numbers need to be redacted for sensitive data?
All numbers except the last three (3) or four (4) digits need to be redacted.
11. Why does my bank/credit card place a hold on my funds when e-filings are returned
for corrections?
Similar to online purchases, your bank or credit card will be encumbered for any fees at the time of filing. Since each institution has different business processes, contact your bank or credit card company.
12. Why do the names and titles of documents need to be typed in all caps?
In order to remain consistent with entries,we request that your e-filing be entered in upper case.
13. What documents need to be separated?
Each filing that requires a fee has to be filed as a separate filing (lead document) but can be filed within the same envelope. (i.e., An Annual Account and Annual Report on the same case # will need to be submitted as a separate filing (lead document) within the same envelope due to the difference in fees).
14. Are proposed orders submitted as attachments to the Applications/Motions
and bookmarked or should they be submitted separately?
Proposed orders should be submitted as attachments.
15. I don’t know which filing code to choose. What do I do?
If you are unable to determine which code to use, you may contact our office at 806-379-2280 for assistance.
16. Certain documents have more than one filing code. How do I determine which to
use?
Some documents have multiple filing codes because fees may or may not apply depending on the date the document is filed. The following are documents with two filings codes:
Inventory, Appraisement, and List of Claims
- “Inventory & Appraisement (before 90 day qualification)” - Used when your I&A is filed on time or you are filing the affidavit in lieu of I&A. This code has a $2.00 Judge’s fees associated.
- “Inventory and Appraisement” (after 90 day qualification)” Used when your I&A is filed past the due date. This code has a fee of $27 associated with it. This fee includes the $25 filing fee and the $2 Judge’s fee
*Remember to submit an order with your I&A.
17. What documents have the “order fee” already included in the filing fee?
Please see attached fee sheet
Case Initiation Fees (all new cases)
Inventory & Appraisement
Annual Account
Annual Report
Application for Sell of Real/Personal Property
Final Account
Bonds
18. Proposed Orders
“Proposed Order” – This is for Orders on Motions/Applications that the Clerk is unaware that an Order is needed. If an order is needed please select this option.
19. Who can I contact for questions in reference to eFiling?
Please call our office at (806) 379-2280 or email us at ccefile@mypottercounty.com
(additions to this document will be made as more questions arise) (1/2015)