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1. I am wanting to purchase another property. Can I find out what the tax amount would be?

The Assessor's office can provide a rough estimate of the tax amount based on the purchase price of the property and using the last year's millage rate. The following example demonstrates how tax amounts are figured. For the current tax amount on a property or to determine if the taxes are current, we urge you to contact the Kay County Treasurer's office at 580-362-2523.

Examples

• Purchase Price x Assessment Ratio (the assessment percentage applied to the taxable market value of property which is controlled by the voters, Kay County's assessment ratio is 11% for real property and 14% for personal property) = Assessed Value
• Assessed Value x Millage Rate (Mills are expressed as dollars per thousand dollars of assessed value. The millage rate is based on the school district where the property is located. This value changes annually.) - Any Exemptions = Tax Amount
• Example: If you pay $99,500 for a property in Ponca City school district 71A in 2017, an estimate of the taxes would be figured as follows: $99,500 x 11% = $10,945. $10,945 - 1,000 (This is a homestead exemption which will need to be filed on any home that is used as the primary homestead, regardless if homestead is already filed on your previous home.) = $9,945 x 0.09802 (which is the 2017 mill levy for 71A 98.02/1,000) = $957.90 (tax amount for 2017 or rough estimate for 2018)

2. How is the money from my property tax used?

Property taxes are an important source of revenue for local schools, vocational education, libraries, and city and county government. Generally, local schools receive the largest share of the property tax. Here is a listing of the 2017 tax levies for Kay County.

SCHOOL DISTRICT	TOTAL LEVY	SCHOOL DISTRICT	TOTAL LEVY	SCHOOL DISTRICT	TOTAL LEVY	SCHOOL DISTRICT	TOTAL LEVY
I-125 RURAL	95.48	I-45 RURAL	95.13	I-71 RURAL	93.84	I-87 TONKAWA	94.65
I-125 BRAMAN	95.48	I-45 BLACKWELL	95.13	I-71 PONCA CITY	98.02	I-2 (NOBLE) RURAL	76.42
I-125 NEWKIRK	95.84	D-50 PONCA CITY	74.94	I-87 RURAL	94.65	J-95(GRANT) RURAL	78.76
I-125 RURAL	95.84	D-50 KILDARE	74.94	J-11 KAW CITY	74.89	J-11(OSAGE) RURAL	76.43
D-27 RURAL	74.08	D-50 RURAL	74.94	J-11 RURAL	74.89	I-4 (NOBLE) RURAL	78.21

3. I have recently purchased a new home, what do I need to do?

Make sure the deed has been filed for the property. Then, if this is your primary residence, come to the Assessor’s office to file homestead exemption and/or the 100% Disabled Veteran’s Exemption at any point throughout the year which will be applied to the qualifying year. Additional homestead exemption or the senior valuation freeze can only be filed, if applicable, between January 1 and March 15.

4. What is homestead exemption, additional homestead, veteran’s exemption, and the senior valuation freeze?

Please view more information about the exemptions, freeze and information on other tax relief programs.

5. When/how do I pay my taxes?

The Assessor’s office gives the County Treasurer’s office value assessments for each property. The County Treasurer’s office then determines the tax dollar amount based on the current year’s millage levy and mail a statement to the taxpayer in November. Payments can be made in full by January 1st or can be made in two payments with the first half to be paid before January 1st and the remainder to be paid before April 1st. Taxes may be paid in the Treasurer's office at:
Kay County Courthouse
201 S Main Street
Newkirk, OK 74647

You can also contact the Treasurer’s office for other payment methods. For other questions regarding tax statements, amounts, escrow, etc. please contact the treasurer’s office at 580-362-2523.

6. What do I need to do if I purchase or sell a mobile home?

To move or transfer ownership of a manufactured home, an Oklahoma Manufactured Home Certificate (OTC form 936) must be completed. To complete this form, the Assessor's office requires the title for the manufactured home, the home's current location, the new location, if being moved, and the name and address of new owner, if being sold. The taxes for the manufactured home will have to be prepaid for the current year as well as any delinquent taxes.

7. How can I find a property owner’s name, address, and/or legal description of a property?

You may either contact our office at 580-362-2565 and we can tell you over the phone or subscribe to our online property search database. Learn more about the property search database.

8. Should I let the Assessor’s office know if there have been any changes to my home or property?

Yes, it is important to let us know if the property has changed. If an improvement is made to the structure on the property or if the structure on the property has been damaged by flood, fire, or storm, the property tax could be adjusted.

9. What is the Change of Assessment Notice?

If the assessed value of a property increased, by law, the Assessor's office is to mail a Change of Assessment Notice to the property owner. These notices are mailed out March 1st and the property owner has 30 calendar days from the date on the notice to file a protest. You also have 30 extended days to apply for homestead, additional homestead and the senior valuation freeze, if applicable. If the value of the property stayed the same or went down, a notice will not be mailed to the property owner.

10. How do I file a protest?

You can always contact us by phone, come into the office to get the protest form, or you may look on the Oklahoma Tax Commission's website for the protest forms. When our office receives the informal protest, we will have 5 days to respond with our decision. After that if you are still in disagreement with our values you have 10 days to file a formal protest with the Board of Equalization, which you do by calling Kay County Clerk's Office at 580-362-2537.

11. How do I read a parcel identification number?

3760

3760	00	004	014	0	000	00
1	2	3	4	5	6	7

• 3760 is UPS Addition of Tonkawa, Block 4, Lot 14

8600

8600	03	026	02W	2	002	00
1	2	3	4	5	6	7

• 8600 is Carlisle Township, Section 3, Township 26 North, Range 2 West, Northwest Quarter of the Northwest Quarter
  • Addition or township
  • If the area is platted, these two digits will be 0 or the section number
  • Block number of location of township
  • Lot number or range location
  • Quarter section: 1 for Northeast, 2 for Northwest, 3 for Southwest, 4 for Southeast
  • Number of parcels created out of the original parcel.
  • Indicates a split from one of the parcels 

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1. What is homestead exemption?

Homestead exemption is the reduction in the taxable value of the homestead as authorized by law. 1,000 is the maximum that can be deducted for the assessed value of a residential property. Homestead exemption is granted to the homeowner who resides in the property on a permanent basis as of January 1. The deed or other evidence of ownership must be executed on or before January 1 and filed in the County Clerk's office on or before February 1.

2. How do I apply for homestead exemption?

Applications for homestead exemption are made with the Assessor's office. The Assessor's office is also available in each town in Kay County at least one day in the month of February to receive homestead exemptions. While homestead exemption can be taken any time throughout the year, only those received before March 15 (and meeting the specified requirements) will be applied to the current year's taxes.

3. Must I reapply for homestead exemption every year?

No. Your homestead is permanent for a long as it is your primary residence and there are no title changes to your deed. There is no reason to reapply for homestead exemption unless the deed is changed for some reason such as sale or divorce in which case, you will need to reapply. You will need to reapply for homestead exemption if you purchase a new home for use as the primary homestead. Your homestead exemption does not transfer!

4. Can active duty military personnel receive a homestead?

Yes. Military personnel who are full-time active personnel and who own property in Oklahoma may apply for and receive homestead exemption. Military personnel should be aware that obtaining homestead exemption makes them legal residents of Oklahoma and subject to Oklahoma income tax and motor vehicle tag.

5. Can mobile homeowners receive a homestead exemption?

A mobile homeowner who meet all other homestead requirements and who owns land on which the mobile home is located, may receive homestead exemption. Owners of mobile homes who live in mobile home parks or who rent or lease space are not eligible for homestead exemptions, unless they are over 62 and their income does not exceed 50% of the current years HUD median income set for the county.

6. What are the benefits of homestead exemption?

The homestead exemption of 1,000 off the assessed valuation reduces the real property tax by the amount of the millage levy effective in your area.

7. What if I already have homestead exemption and my deed changes?

If you change your deed for any reason i.e. divorce, sale, change of owner, court action, or death of spouse - you must renew your homestead exemption. Contact our office if you have any questions.

8. Are there any property tax relief programs for a person with low income?

Yes. There are two property tax relief programs: the additional homestead exemption and the state property tax credit or refund program.

9. How do I qualify and file for the additional homestead exemption?

Any person who is the head of household* with a homestead exemption may receive an additional 1,000 assessment exemption if the gross household income** from all sources did not exceed $25,000 for the past calendar year.

Application for the additional homestead exemption is made with the Assessor's office between January 1 and March 15. Verification of income is prepared as part of the application and a copy of all income verification from the previous year must accompany the application. This includes:

• Alimony support money
• Annuities
• Capital gains
• Federal Social Security
• Loss-of-time insurance payments
• Pensions
• Public assistance payments
• Unemployment payments
• Veteran's disability compensation
• Worker's compensation
• Any other type of income received for the previous year, and excluding gifts

65 & Older

Please Note: Any person who is 65 or older as of March 15 and who has previously qualified for additional homestead shall not be required to renew applications annually. However, any person whose total household income exceeds $25,000 shall notify the County Assessor, and the additional homestead exemption shall not be allowed for the year.

Terms

• *The term "head of household" means a person who, as owner or joint owner, maintains a home and furnishes support for the home, furnishings, and other material necessities.
• **The term "gross household income" means the gross amount of income of every type, regardless of the source, received by all persons occupying the same household, whether such income was taxable or nontaxable for federal or state income tax purposes.

10. What do I bring to the Assessor's office in order to apply for homestead exemption?

Bring a copy of all income verification from the previous year that are usually received in January. This includes a copy of all verification for:

• Alimony support money
• Annuities
• Capital gains
• Federal Social Security
• Loss-of-time insurance pavements
• Pensions
• Public assistance payments
• Unemployment payments
• Veteran's disability compensation
• Worker's compensation
• Any other type of income received and excluding gifts

Both spouses are not required to sign the application, although both dates of birth and social security numbers are required. Ownership information can be located in the courthouse.

11. How do I qualify/apply for the state property tax credit or refund program?

Any person 65 years of age or older or any totally disabled person, who is head of household, who was a resident of this state during the entire preceding calendar year, and who's gross household income does not exceed $10,000 is qualified for the program and may apply.

This requires that a form 538H be completed and mailed to the:

Oklahoma Tax Commission

2501 N Lincoln Boulevard

Oklahoma City, OK 73194-0009

We have this form in our office or call 405-521-3108, Oklahoma Tax Commission Income Tax Forms Section.

12. What is the senior valuation freeze?

State Question 677 directs that homestead property value shall be frozen by the County Assessor if the following conditions exist:

• The head of household for the homestead property is age 65 or older as of January 1
• The gross household income from all sources, except gifts, does not exceed the median income determined by HUD annually (Please call our office for the current year's amount)
• Property must be a valid homestead property with proper evidence of a homestead application. As with any homestead, the general statutes for homestead qualification apply to the freeze. The statutes specify that only one homestead and, by extension, only one freeze is permitted.

13. How do I apply for the freeze?

The property owner must apply for the freeze at the County Assessor's office by completing the Application for Property Valuation Freeze and Additional Homestead Exemption (OTC Form 994). The form must be completed in its entirety regarding:

• Income: Gross household income for the previous year from all sources, except gifts, for all persons residing in the home. This includes:
  • Alimony support payments
  • Annuities
  • Capital gains
  • Federal Social Security
  • Loss-of-time insurance payments
  • Pensions
  • Public assistance payments
  • Unemployment payments
  • Veteran's disability compensations
  • Worker's compensation
  • Any other type of income received, and excluding gifts
• Age: January 1 after the property owner turns 65 is the first year of eligibility.
• Ownership: Proof of ownership shall be required.
• Other Information: As may be required by the Assessor to document claim for the freeze.

The application must be made between January 1 and March 15. The freeze will take effect for the taxable year in which the application is made and approve. If the application is denied, the property owner has the right to appeal to the County Board of Equalization.

14. What do I bring to the Assessor's office in order to apply for the senior valuation freeze?

Learn what to bring to the Assessor's Office and more.

15. What is the Veteran's exemption?

Beginning January 1, 2006 each head of household who has been honorably discharged from active service in any branch of the Armed Forces of the United States or Oklahoma National Guard and who has been certified by the United States of Veteran's Affairs or its successor to have a 100% permanent disability sustained through military action or accident or resulting from disease are entitled to claim an exemption for the full amount of the fair cash value of the homestead. In order to be eligible for the exemption authorized by this section, the individual shall be required to prove residency by laws or be eligible for the homestead exemption pursuant to law. 

16. How do I apply for the Veteran's exemption?

If all the requirements for the veteran's exemption are met, a form 998 must be completed in the Assessor’s Office. The applicant must provide the County Assessor with a current, embossed U.S.D.V.A benefits award letter stating the applicant meets the specific qualifications and is receiving the full 100% compensation rate. The County Assessor is authorized to request and verify any information from the applicant or the U.S.D.V.A. they may feel is relevant.

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1. What are tax maps?

Tax maps are simply maps that show the boundary lines between individually owned properties. They may also be called parcel maps or cadastral maps.

2. Why do we have tax maps?

Tax maps are intended to be a visual inventory of all real property within Kay County for the purpose of administering property tax assessment. Our tax maps our not intended for making conveyances or preparing legal descriptions.

3. How are tax maps made?

Property deeds contain a paragraph called a legal description, which is the text that describes the boundary of the property. The legal description usually contains courses known as metes and bounds, or bearings and distances. The bearings and distances are plotted to produce an outline of the property. The work of making maps is done on the computer.

4. I disagree with my neighbor about the location of our common property line. Can I use the tax map to prove where the property line is?

Absolutely not. Tax maps are not legal evidence of size, shape, location, ownership, or boundary of real property, public rights of way, or municipal boundary lines. Only a surveyor can determine your boundary. If, after your surveyor determines the boundary and your neighbor still refuses to acknowledge it, you then need the service of a lawyer. If both parties have conflicting surveys and their respective surveyors and lawyers will not agree, then ultimately the boundary will be determined in civil court.

5. Does the mapper create custom maps for citizens?

If we have all the required data, absolutely. We are here to serve you. A fee will be established depending on the size of the project and time spent. We also have a variety of maps free to the public. For more information please call our office at 580-362-2565.

6. How can I acquire GIS data?

Please inquire by phone or email regarding purchase of our shape files. The data can be mailed to you on a compact disk with a shipping fee, emailed to you, or uploaded to your site. We require that the payment of $50.00 is received before the data is exchanged. We do not take electronic payments at this time.

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1. Where do I obtain a marriage license?

To obtain a marriage license please contact the Kay County Court Clerk's office. The clerks will be able to issue a new license or get a copy of a previous license. They may be reached by calling 580-362-3350 or toll free at 888-567-4611.

2. How do I obtain a copy of my deed?

A copy of a deed may be obtained by coming to the Kay County Administration building located at:
219 S Main Street
Newkirk, OK 74647

Register Online

You may also register online and be able to search and print your deed from your home for a fee.

3. How do I change the name on my deed?

The name on a deed may be changed by appearing in person at the County Clerk’s office. All parties deeding interest in a property must be present to sign before a notary. A signed, notarized deed may also be presented at the County Clerk’s office for recording.

4. I have something on my credit report? How do I find out what it is?

You may come to the County Clerk’s office or call 580-362-2537 to search the judgement index. A search may conclude who has issued a judgement against you so that you may contact them to resolve the matter.

5. Where is my abstract?

Abstracts could be stored at the abstractor’s office. If the abstract cannot be located, one may be built or a title opinion can be obtained by contacting an abstract company.

6. When do I need to update my abstract?

Whenever selling property, it is the seller’s responsibility to provide an updated abstract to the buyer.

7. How do I update my abstract?

An abstract can be updated by a certified abstractor. There are two companies located in Kay County.   

• Albright Abstract and Title Guaranty
  Phone: 580-362-2525
• Security Abstract
  Phone: 580-362-2502

8. How do I know where my property boundaries are?

Property boundaries may be determined by contacting a surveyor to perform a survey of your property and assess where the property lines are located.

9. How do I check for a lien against a property?

You may come to the County Clerk’s office or call 580-362-2537 to search the judgement index. A search may conclude who has a issued a lien against your property so that you may contact them to resolve the matter.

10. My husband/wife has died. How do I remove them from the deed?

If the deed was joint tenants, a certified copy of the Death Certificate must be presented to the County Clerk’s office and filed with an Affidavit of Surviving Joint Tenants. If the deed was not joint tenants, the estate will have to go through probate to determine ownership of the property.

11. Where do I obtain a copy of a Birth or Death Certificate?

Birth or Death Certificates may be obtained by contacting:

Oklahoma Vital Records Division
1000 NE 10th Street
Oklahoma City, OK 73104
Phone: 405-271-4040

12. Where do I obtain a copy of a Probate or Final Decree?

All documents regarding court decisions may be obtained by contacting:
Kay County Court Clerk
201 S Main Street
2nd Floor
Newkirk, OK 74647
Phone: 580-362-3350
Phone: 888-567-4611

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1. How do I get an Absentee Ballot ?

You can write on a paper with your Name, Address where you want the ballot to be sent to, Birth date and Signature. If you are home bound please indicate that in your letter so we can send you a different affidavit for 2 people to witness you doing the ballot or you can go to www.ok.gov/elections to request an Absentee Ballot and it comes straight to us. The cut off date is 15 days before the election. 

If you do it for all year we will need another each year you want it. 

2. I will not be in town on Election day what are my options?

You can request an Absentee Ballot to be sent to your home or the place you will be or Inperson voting at the courthouse in Newkirk on the Thursday and Friday before the election for County Elections or Thursday, Friday and Saturday for State Elections. 

3. How do I get registered to vote

You can either go to your local tag agency and fill one out, go online print one off and send it to us, call and we can send you on through mail or come into our office M-F 8am -4pm. 

4. Where can I find information on candidate filings?

Please call 580-362-2130.

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