Online Application for Deferral or Waiver of Court Fees

About the Program

Category: Information Technology (Best in Category)

Year: 2022

The Maricopa County Clerk of the Superior Court now provides an electronic means for applying for the deferral or waiver of court fees. Formerly applications for deferral or waiver were accepted as physical copies via the Clerk’s Office filing counters and routed manually using email. With the onset of the COVID-19 pandemic, the Clerk’s Office set out to limit in-person contact as much as possible and developed an online solution for the acceptance and processing of applications for deferral or waiver. The new solution uses a suite of software tools already available for use with the Clerk’s Electronic Document Management System including automated workflow, electronic forms, and an integrated cloud-based file sharing service to create the online application and approval process for deferrals and waivers. The solution was completed in under one year from inception to go-live resulting in a user-friendly form that helps ensure applications for deferral or waiver are submitted properly and processed in a secure, consistent, and timely manner. Individuals starting a new Family, Civil, or Tax case with the Court can apply to have payment of filing fees and/or other court fees and costs deferred (meaning they need to pay later) or waived (waivers, which excuse payment completely, are rarely granted at the beginning of a case). Applications for deferral or waiver require detailed information related to the individual’s finances which allow the system to automate the approval of some deferrals while those requiring further review are automatically routed to Clerk of the Court staff and/or Court Administration and an assigned Judicial Officer for review. Once applications have been fully reviewed, the system generates Orders either granting or denying the application. Orders approving the deferral or waiver of fees are sent to the applicant with instructions for including the approval documentation when filing their case. Denied orders are sent to the application indicating the reason for denial and further instructions if applicable. This automation supports the virtual workforce initiative so employees may work from home to process filings, mitigating current and ongoing concerns for COVID-19 and enhancing our position as an employer of choice given the ongoing desire for many employees to permanently work from home.