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Instructions and file specifications for the RPSV4 users co-op spreadsheet

The Co-op Spreadsheet for RPSV4 Users will extract all cooperative units in your jurisdiction, regardless of whether the unit is receiving the STAR credit or exemption. This data is critical for the Office of Real Property Tax Services to confirm the eligibility of cooperative shareholders who register for the STAR credit.

These instructions are only for RPSV4 Co-op Worksheet users. If you do not use the RPSV4 Co-op Worksheet, or if you need to submit manufactured homes, please see other options.

If you submit a file that does not meet the format specification in this document, we will have to reformat it. To avoid delays in STAR credit processing, follow the file specifications provided below. If you have questions, contact your ORPTS regional liaisons or email orpts.MHCoop@tax.ny.gov.

File instructions

  1. Before you use the Co-op Spreadsheet, open RPSV4 and ensure that the DSN is identified as rps in the RPSV4 logon window. If the DSN is not identified as rps, you will need to create a rps DSN. If you need assistance, contact your ORPTS regional liaisons.
  2. Open the Co-op Spreadsheet. If you receive a Security Warning that Data connections have been disabled when you open the file, select Enable Content.
  3. Right click in field A4 and select Refresh. If your version of Excel is earlier than Excel 2007, the Refresh option will be at the bottom of the list.
  4. When prompted for a roll year, enter the roll year against which the 2026-2027 school taxes will be extended. For most assessors, the roll year will be 2026.

To avoid processing delays:

  • Ensure that the format, field order, and field length correspond to the file specifications in the table below.
  • To the extent possible, use the same conventions for print key, street name, and unit number as previous years. Changes in these fields from one year to the next require manual processing.
  • Use unique print key and lot number combinations.

Follow these guidelines for the specified fields:

  • Owner Occupied: Populate with a “1” for yes, populate with a “0” for no.
  • Market Value: Assessed Value divided by the Uniform Percent. Use whole dollars, no decimal point, and no dollar sign.
  • STAR Exempt Type: If the unit has a STAR exemption, enter “B” for Basic STAR or “E” for Enhanced STAR. If the unit has the STAR credit or no STAR exemption, leave the field blank.
  • Owner 1 name fields: This is the first name that will appear on any checks issued. The name should be complete including a first and last name.

When entering data for Name fields, only enter the owner's name, do not include:

  • special characters (for example, &, -, /);
  • words like spouse, wife or husband, or any variation thereof (for example, Wf, Wife, & Wife, H/W, WFE, housewife, &1, & one, +1, husband);
  • et al or et ux or any variation thereof (for example, etal, et al, et-al, etux, et ux, et-ux, ux, ors, or others);
  • trustee names, however, you can enter a valid Trust name (trustee names should be in the Owner 2 fields); or
  • the name of a deceased person.
Co-op file specifications
Field name Format Length Description
Roll year Text 4 The roll year against which the 2026-2027 taxes will be extended
Muni code Text 6 Municipal code, first four digits of SWIS code + “00”
SWIS Text 6 6-digit SWIS code where the parcel is located with leading zeros
Owner occupied Text 1 “1” for yes, “0” for no
Print key Text 30 Print key, left justify and space fill (section-lot-block)
Unit percent total coop value Text 10 The unit # of shares divided by the total # of shares
Uniform percent Numeric 6, 2 Percent to the nearest hundreds place rounded to 2 decimal places
Assessed value Numeric 11 Total assessment value of unit before exemptions (no decimal, rounded)
Co-op unit sch taxable value Text 11 Taxable value for school tax purposes
Co-op num of shares Numeric 10 Number of shares owned for unit
Market value Text 11 Assessed value of unit divided by uniform percent (no decimal, rounded)
Co-op unit number Text 10 Unique unit number
STAR exempt type Text 1 “B” for basic, “E” for enhanced, or leave blank
Street number dwelling Text 10 Property address street number
Street name dwelling Text 20 Property street name of dwelling
Street name suffix Text 20 Property street suffix
City/town Text 30 Municipality where dwelling is located
State Text 2 State of dwelling (must be NY)
ZIP code Text 9 ZIP code of dwelling (this can be 5 or 9 characters, no hyphen)
Mailing street number Text 10 Owner’s mailing street number
Mailing street name Text 30 Owner’s mailing street name
Mailing street suffix Text 6 Owner’s mailing street
Mailing unit name/number Text 10 Owner’s mailing unit number
Mail PO box Text 10 Owner’s PO box
Mail city Text 30 Owner’s mailing city/town
Mail state Text 2 Owner’s mailing state
Mail ZIP code Text 9 Owner’s mailing ZIP code (this can be 5 or 9 characters, no hyphen)
Owner 1 primary residence Text 1 Populate with a “1” for yes, populate with a “0” for no
Last name 1 Text 30 First property owner’s last name
First name 1 Text 20 First property owner’s first name
Middle initial 1 Text 1 First property owner’s middle initial
Suffix name 1 Text 8 First property owner’s suffix
Owner 2 primary residence Text 1 Populate with a “1” for yes, populate with a “0” for no
Last name 2 Text 30 Second property owner’s last name
First name 2 Text 20 Second property owner’s first name
Middle initial 2 Text 1 Second property owner’s middle initial
Suffix name 2 Text 8 Second property owner’s suffix
Comment field Text Variable Any useful comments

Submitting the report

  1. Save the report with this naming convention: XXXXXXCoop.xlsx (where XXXXXX represents your six-digit municipal or county code).
  2. Review your final data and email the file to orpts.MHCoop@tax.ny.gov.
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