Partnering with Our Landowners
We take our responsibility to the land seriously and strive to be good stewards for future generations, working closely with landowners and neighbors. Please access the forms below for important owner relations’ forms and contact us with any questions or concerns. Our Owner Relations team is available by phone at (888) 550-8876 or by email at firstname.lastname@example.org.
Colgate Energy, LLC
Attn: Division Order Dept.
300 N. Marienfeld St., Ste. 1000
Midland, TX 79701
Tel: (888) 550-8876 (se habla español)
Frequently Asked Questions
- When should I receive my royalty payment?
Royalty payments are made on or around the 21st of every month. Payments made via ACH direct deposit should be received within 1-3 business days of the payment being issued. Payments made via check can take up to 15 days to receive.
- How do I get a copy of my revenue statement?
We provide secure, online access to royalty payment information and joint interest billings (JIBs) via EnergyLink.com. If you are having trouble logging in, please call EnergyLink’s toll free number 1 (888) 573-3364 for assistance.
Revenue statements are typically available on EnergyLink’s website 1-2 business days after the last business day of the month.
- Can I set up direct deposit for my revenue check?
Yes. Royalty owners can fill out the Owner ACH Form and follow the instructions included on the form for processing.
- What is minimum monthly royalty payment amount?
Monthly royalty payment will be issued when an owner’s account reaches a minimum balance of $100. This threshold can be changed to $25 upon written request. However, each June, we issue checks to all accounts with a balance of at least $1.00.
- Why does my payment differ from others in my family?
This can occur because ownership between family members is not equal, because one party has not provided us with a Tax ID (TIN) or other required information, or because some family members may own interest in other properties in addition to those commonly owned. Other factors possibly causing variances between family member check amounts may be related to stale dated checks, returned checks and/or address changes.
- Can a check that is 180-days or older be cashed?
We do not honor checks that are older than 180 days from date of issue. Once a check is older than 180 days outstanding, we will void that check and reissue the payment with the next month’s royalty payment. Should 3 or more consecutive checks not be cashed, we may place the owner’s account in suspense until we are able to make contact with the owner. Should you have any questions regarding a stale check, please contact our Owner Relations hotline at email@example.com or by calling 1 (888) 550-8876.
- What if I fail to cash my checks?
If we are not able to make contact with the royalty owner, the royalty funds will eventually be transferred to the state of your last known address, based on that state’s unclaimed property rules.
- When are royalty payments suspended?
Royalty payments may be suspended (or held in suspense) until certain conditions are satisfied. For example, royalty payments may be suspended when any of the following occurs:
- We have not received a signed Division Order relating to the property
- We are missing the royalty owner’s Tax ID number or W-9
- We do not have the royalty owner’s address, or the address is incorrect or not current
- We receive notice of an assignment of the royalty interest
- We receive notice of the death of the royalty owner
- We are missing other documentation, title instruments or documents confirming ownership by the royalty owner
- We receive notice of disputes involving proper apportionment or ownership of the royalty interest
If you believe your royalty payments may be held in suspense, please contact our Owner Relations hotline at firstname.lastname@example.org or by calling 1 (888) 550-8876, and we can discuss the reason for the suspended status and the amount of suspended funds. Please note, we can only discuss your own account and cannot provide information regarding family members or friends without their express written consent.
- How do I obtain information available under Section 91.504 of the Texas Natural Resources Code?
The Texas Natural Resources Code gives an owner of a royalty interest in oil and gas produced in Texas the right to request certain information from exploration and production companies, like us. Some of this information is provided on the check detail for the royalty checks we issue. For example, we provide the heating value of gas under the heading of “BTU” and information relating to itemized deductions are listed under each product on the check detail.
If a royalty owner would like to request other information covered by Section 91.504 of the Texas Natural Resources Code, that request must be made in writing by certified mail to the address listed below. We will respond by certified mail within 60 days of the request, as required by the Texas Natural Resources Code.
Attn: Owner Relations Department
300 N. Marienfeld St., Ste 1000
Midland, TX 79701
- When will IRS Form 1099-Misc be issued?
The IRS requires that any royalty payments issued in a given year be reported on a 1099s and issued on or before January 31st of the following taxable year, or the first business day thereafter if January 31st falls on a weekend. Please note, we are required to report payments made based on the date payment was issued, not when the payment was cashed.
- The amount in Box 2 does not match my check amounts.
The IRS requires that we report the gross royalty payments issued within a given year. This amount is higher than your check amount due to severance taxes, marketing deductions, and other expenses withheld from your royalty payment.Additionally, we are required to report royalty payments made based on the date we issued them, not when the payments were cashed.If you need help reconciling the amount in Box 2 of the 1099-MISC to your check detail, please contact Owner Relations hotline at email@example.com or by calling 1 (888) 550-8876 with the details of your account and someone should get back to you within 24 hours or the next business day.
- What if there is an error on my 1099?
Contact Owner Relations hotline at firstname.lastname@example.org or by calling 1 (888) 550-8876 right away. You will need to provide the details of the error and what you believe the correction should be. Someone should respond to you within 24 hours or the next business day.
- I need a copy of my 1099.
Please contact Owner Relations hotline at email@example.com or by calling 1 (888) 550-8876 and provide your owner number along with the best way to send a copy of your 1099 to you (ex: email or mailing address). It is a good idea to confirm that your mailing address matches the address on the 1099; if the address is different, please complete the Change of Address form on this website.
- Why did I receive a 1099-NEC instead of a 1099-MISC?
Owners that have a working interest or are an unleased mineral interest owner that share in the well’s operating expenses will receive a 1099-NEC instead of a 1099-MISC. The IRS requires that royalty payments made to royalty interest owners are reported in Box 2 of the 1099-MISC and royalty payments made to working interest partners are reported in Box 1 of 1099-NEC.
If you are concerned that you received the incorrect form, please contact Owner Relations hotline at firstname.lastname@example.org or by calling 1 (888) 550-8876 and have your owner number readily available.
- I recently moved, how can I change my address?
All address changes must be submitted in writing with a signature. For the protection of our royalty owners, we do not process address changes over the telephone or via email message as we do require a signed form. You may download the “Change of Address” form here. Completed and signed Change of Address forms can be sent to us via email at email@example.com or by mail at the following address.Colgate Energy
Attn: Owner Relations Department
300 N. Marienfeld St., Ste 1000
Midland, TX 79701
- How long does it take to change an address in the records?
Address changes may take up to 60 days to process and update in the system.
- I haven’t heard back from the Royalty Owner Hotline, should I re-send?
Please don’t send multiple requests of the same item as this slows our response time. Please allow 72 hours for a reply. The query will be handled in the order in which it was received.
- There has been a transfer of interest, when should I notify Colgate?
Please notify our Owner Relations hotline at firstname.lastname@example.org or by calling 1-888-550-8876 as soon as possible so we can make the necessary updates to our system. Even if your conveyance documents are at the courthouse waiting to be recorded, please contact us immediately so we can suspend revenue based on the new documents. Due to our high volume of requests, transfers may take up to 60 days to complete.
- What type of documents will be needed if I sell my minerals or royalty interest?
Please provide the conveyancing document as filed of record in the County in which the property is located.
- What should I provide to Colgate if the royalty owner has died with a Will and probate proceedings are to be conducted in the state where the property is located?
Please provide a copy of the Death Certificate, a certified copy of the Last Will & Testament, the Order admitting the Will to Probate, and Letters Testamentary. The Will, Order and Letters must be recorded in the County where the property is located.
- What should I provide to Colgate if the royalty owner has died without a Will (intestate) and the Estate is under administration (Laws of Descent and Distribution will apply as relevant)?
Please provide a copy of the Death Certificate and a certified copy of the Administration proceedings.
- What should I provide to Colgate if the royalty owner has died without a Will (intestate) and no administration will be conducted, or with a Will which will not be probated?
Please provide a copy of the Death Certificate and contact Colgate for an Affidavit of Heirship form. This form must be properly completed and notarized. It should be executed by two disinterested parties and recorded in the County where the property is located.
- What if the interest in a property is owned by Joint Tenancy and one of the owners has died? What do I provide?
Please provide a copy of the Death Certificate of the Joint Tenant.
- I have an ownership change due to a recent divorce. What do I need to provide to update the ownership records?
Please provide a complete copy of the Divorce Decree including the Settlement Agreement. Also, provide any recorded conveyances.
- What do I provide if a Trust has been newly created or there has been a change in a Trust or Partnership?
If a new Trust or Partnership has been established, please provide a copy of the Trust or Partnership Agreement and send a copy of the recorded document conveying the property interest to the Trust or Partnership.If a Trust or Partnership is terminated, please provide the Dissolution of Trust or Partnership and provide a copy of the recorded conveyance to the beneficiary.
If there is a change in Trustee, please provide a recorded instrument whereby the Successor Trustee was appointed along with the pages from the Trust Agreement showing the original Trustee(s) and successor Trustee(s).