Modified - Philadelphia VIP – Expanding access to ...



Modified Timetable for a Philadelphia VIP Probate CaseWhile Remote WorkingWithin one week of accepting the case:Review the VIP referral file.Read the entire Philadelphia VIP Probate Training Manual, found at with special attention to Steps 1, 2, 3, and 7.Have a phone meeting with your client. Figure out the best way for your client to send you needed documentation.Within two weeks of accepting the case:Complete a Tangled Title Fund (TTF) application.TTF is accepting applications and approving any requests, but only disbursing checks for costs that can be cashed now (i.e., directed to agencies that are operating currently).A full list of TTF’s adjustments to the COVID-19 outbreak can be found here.Obtain title report from VIP via e-mail.If a title report is not available, VIP has a check-list of items that can be collected to supplement a missing title report in a TTF application, found here (same as last link).File Petition for Probate.Refer to Step 5, Option 1 in the manual.The Register of Wills is closed during the COVID-19 outbreak, and the agency is not reviewing petitions. You will need to renew the petition every two weeks, a very easy process. Set a calendar reminder.Request disbursement for probate filing fees and other necessary fees from TTF.Within one month of accepting the case: Determine whether to advertise the estate or to proceed with an at-risk distribution.Refer to Step 5, Option 1, Section IV.A.2.Send client a letter summarizing at-risk distribution discussion.Send a letter to the Pennsylvania Department of Human Services (DHS) if necessary.Refer to Step 2 in the manual.Prepare the deed transferring property to client.Refer to Step 5, Option 1, Section IV.B. in the manual.The deed cannot yet be executed without the grant of Letters of Administration/ Testamentary. In case of an emergency, such as an heir being terminally ill, please contact VIP about potential resolutions to this.Furthermore, the Department of Records is not currently accepting walk-in recordings.Prepare Inheritance Tax Return.Refer to Step 6 in the manual.Pennsylvania Department of Revenue and Register of Wills are not currently open; submissions will not be accepted.Please ask a VIP staff member to review the return.Upon Reopening of City Hall, Register of Will, Department of Records, and Other Agencies:Make sure Petition for Probate is renewed. Send TTF Administrator a request to cut the check for probate filing fees and transfer taxes, if any.Meet with client at the Register of Wills to take the oath and obtain Letters.After paying probate filing fee and taking the oath, Letters will be granted in 7-10 business days.Execute deedContact VIP staff person to schedule a meeting with a notary in the office.Submit deed to VIP for recording.Send formal notice or give informal notice of beneficial interest in estate to persons required under Rule 5.6, and file the Certification of Notice with Register of Wills.Subsequent to Completing Above Steps:File and pay Pennsylvania Inheritance Tax return with the Register of Wills (in duplicate).Request payment of principal from TTF.File Inventory (in duplicate) of probate assets.Final steps:File Status Report required under Rule 6.12 with the Register of Wills.Refer to Step 5, Option 1, Section IV.A.8. in the manual.Upon receipt of assessment of interest and penalties from the Department of Revenue (DOR), send letter to DOR requesting a waiver of interest and penalties. Refer to Step 6, Section III.C. in the manual.Once all attendant matters have been resolved and you have conferred with VIP, send closing letter to client and to VIP. Please also send an estimate of the number of hours you and your office worked on the case to VIP.Once your client has legal title, encourage them to seek legal help with a will and other estate planning documents. You can assist your client with this, or you can ask a VIP staff member to refer your client to another volunteer attorney who can assist. (Client may have a concurrent VIP estate planning and homeownership case.) ................
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