Topics
A to Z
Data &
 Statistics
Forms &
Publications
News &
Advisories
Licensing &
Certification
Rules &
Regulations
Public Health
Directory
Vital Records Fee Increase Information for County Vital Records Offices

On this page:



What do we need to do to get ready for the fee increase?

Preparing for new fees requires a lot of work and planning. A PDFchecklist for county vital records offices is available as a tool to help you and your staff prepare for the change.

For customers with questions about the fee increase, Center for Health Statistics has published a factsheet:
PDFNew fees for vital records factsheet - English
PDFNew fees for vital records factsheet - Spanish

Back to Top



Which vital records fees can the County collect?

Please see our PDF2016 fee schedule that indicates which fees are collected at the state and county. County vital records can collect fees for issuing certified copies of birth and death records six months after the event. Replacement fees can also be collected by the county vital records offices. Counties do not collect fees for amendments.

Back to Top



Are the fees the same at the county and the state?

Yes. Since the fees are established in statute and rules, the county must charge the same fee as the state.

Back to Top



When do we start charging customers the new fee?

The effective date is January 1, 2016. Mail orders that are received in 2015 or have a 2015 postmark should not be charged the new fee.

Internet or phone orders taken on and after January 1, 2016 will be charged the new fee. Customers coming in person will be charged the new fee starting Monday January 4, 2016 when the state and county vital records offices open after the New Year holiday.

Back to Top



How do we charge for replacements?

The new replacement fee is $5.00 per replacement certificate. There are different rules for replacing death and birth certificates.

Death Replacements

A fee of $5 for each certified copy shall be paid for the replacement of certified copies of a death record when the original documents are returned within one year of the issuance date with acceptable correction documents and an affidavit to amend a death record. The affidavit may be on paper or filed electronically in OVERS. No amendment fees are collected by the county because fees are not charged for the first year.

The replacement fee is waived if the replacement of certified copies of the death record is required solely due to an amendment or correction by either the medical certifier on the record or the Medical Examiner. This means that if the amendments to the death record occur only on the medical or cause of death section of the certificate, including time or date of death, then the replacements are free.

Birth Replacements

A fee of $5 for each certified copy shall be paid for the replacement of certified copies of a birth record when the original documents are returned within one year of issuance after amendment.

The replacement fee is waived for the replacement of one certified copy of the record of live birth when an amendment is made. This means that one birth certificate can be replaced for free after an amendment. If the birth certificate is amended again, you may once more issue one free replacement.

Check the issuance history in OVERS to make sure that there has been only one free replacement for each issuance date.

Back to Top



What is a certified copy of birth record requested as an image of the original record?

These birth records are issued only at the state. We produce certified copies from the microfilm of the original birth record. The fee is $30. These are considered long form birth certificates.

Back to Top



Will OVERS have the new fees set up?

Yes, we are putting the new fees into OVERS and will do our best to test all of the counties ahead of the change. Please check OVERS on January 4, 2016 to make sure your fees are correct. You can check the fees by putting in a test order and then voiding it out after checking the fees. Notify the OVERS Help Desk at 971-673-0279 immediately if there are problems or if you need help doing a test order.

Back to Top



How do we complete orders in OVERS for birth certificates when the new fee goes into effect?

Use the “short form” service for birth certificates when completing orders for birth records. Don’t worry, the certificate will look the same when printed from OVERS. The “short form” service charges the $25 fee. If you select “long form”, a $30 fee will be charged incorrectly. Long form birth certificates are issued only at the state.

Back to Top



Do we still need to pay the $1 to the Department of Human Services for every birth certificate issued?

Yes. This fee is outlined in ORS 417.825 and requires that $1 for every birth certificate issued at the state and county goes to the Department of Human Services for use by the Office of Children’s Advocate.

Back to Top



What is the death filing fee? Is it changing too?

The death record filing fee is the $20 fee funeral homes pay to file a death record. This fee is not collected by the county or state vital records office; funeral homes pay the fee to Oregon Health Authority for each death certificate filed. Of the fee, $6 goes to help support the indigent burial fund and $14 goes to the State Mortuary and Cemetery Board.

This fee is not changing on January 1, 2016.

Back to Top



Who is the contact person if I have questions about the new fees?

Please contact Jennifer Woodward, State Registrar, at Jennifer.A.Woodward@state.or.us or at 971-673-1185 if you have questions or need more information.

Back to Top