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Short overview: If you are administering an Ohio estate (as an executor, personal representative, or administrator), you may pay reasonable and necessary expenses to preserve estate property before it is sold. Those costs are generally paid from estate funds and later reimbursed through the estate accounting or by court order. Keep careful records, get approvals for large or unusual expenses, and consult the probate court if the estate lacks cash or beneficiaries dispute the charges.

Which expenses are commonly reimbursable

Expenses that are typically considered reasonable, necessary, and reimbursable from estate assets include:

• Insurance premiums for homeowner’s, fire, or flood insurance to protect the property from loss.
• Utilities required to preserve the property (electric, water, gas) or to keep systems from freezing.
• Property taxes, assessments, and municipal charges tied to the estate property.
• Routine upkeep and grounds maintenance (lawn mowing, snow removal, basic exterior cleaning) to prevent deterioration and code violations.
• Urgent or preventive repairs to avoid further damage (roof tarps, emergency plumbing or heating repairs, boarding windows after vandalism).
• Security measures (locks, alarm activation, temporary fencing, on-site checks) when the property is vacant or at risk.
• Pest control, mold remediation, or hazardous-material stabilization necessary to make the property marketable or safe.
• Appraisal fees and inspections needed to set a sale price or to comply with probate requirements.
• Real estate brokerage fees and advertising costs incurred to sell the property.
• Title searches, surveys, and closing costs tied to the sale or transfer of the property.
• Moving, storage, and staging costs for estate personal property when required to prepare the property for sale.
• Reasonable legal, accounting, and trustee fees billed to the estate for work related to preserving, marketing, and selling property.
• Costs of eviction or other proceedings to remove unauthorized occupants (when necessary and lawful).

Which expenses may need court approval or extra caution

• Large non‑emergency repairs or improvements intended to increase market value (e.g., major renovations). These can be treated as expenditures that require beneficiary consent or prior probate court approval.
• Mortgage payments: paying the mortgage to avoid foreclosure is often reasonable, but confirm whether payment is appropriate (and whether the estate has funds). Lenders also have their own rights.
• Long‑term leases, contracts, or anything that obligates the estate beyond a short term should be approved by the court or agreed to by beneficiaries.
• Payments from the personal representative’s own funds may be reimbursable later, but you should clearly document and, when practical, get an advance court order approving reimbursement to avoid disputes.

How reimbursement normally works in Ohio

Basic steps and principles:

1. Keep an estate bank account separate from personal accounts. Pay estate expenses from that account when possible.
2. Document every expense with an invoice, receipt, contract, and (when relevant) photos showing the condition that required work.
3. Record each payment in the estate accounting (often called the fiduciary account). The personal representative includes these items in the final accounting presented to the probate court.
4. If beneficiaries approve expenses in writing, that approval reduces the chance of later dispute.
5. If the estate lacks cash, petition the probate court for authority to pay specific expenses, for cash advances, or for permission to sell property quickly. The court can issue orders allowing payment or sale under Ohio probate rules.
6. When in doubt about a large or controversial expense, get prior court authorization (motion and order) so the fiduciary is protected from later claims of misconduct.

Where Ohio law and probate procedure come into play

Ohio probate law assigns fiduciary duties and gives the probate court authority to supervise administration, including approvals for sales, mortgages, or extraordinary expenses. For general guidance on Ohio law related to decedents’ estates, see the Ohio Revised Code (Decedents’ Estates). You can review the statutes at the Ohio Revised Code — Decedents’ Estates: https://codes.ohio.gov/ohio-revised-code/title-21.

Because specific statutory sections and local probate-court practices can affect what needs prior approval (and what is simply reimbursable in the final accounting), check the probate court’s local rules and forms for the county where the estate is filed. When you expect disagreement or when large sums are involved, ask the court for instructions or approval.

Practical recordkeeping checklist for reimbursable expenses

• Retain original receipts and invoices for every expense.
• Log date, vendor, service provided, the property address, and the business purpose for each payment.
• Photograph property condition before and after repairs whenever possible.
• Keep copies of contracts (e.g., with a contractor or realtor) and any beneficiary approvals or court orders.
• Maintain a mileage log if driving is billed to the estate under an established mileage rate and local rules permit reimbursement.

Potential pitfalls to avoid

• Commingling estate funds with personal funds. Always use a separate estate account.
• Paying optional, cosmetic upgrades without beneficiary consent or court approval.
• Failing to document expenses thoroughly; undocumented expenses are harder to justify in the final accounting.
• Ignoring lender or tax obligations that could lead to foreclosure, liens, or penalties.

When to get legal help or a court order

Consider hiring an attorney or filing a motion with the probate court when:

• Expenses are large, unusual, or disputed by beneficiaries.
• The estate lacks ready cash to pay necessary preservation costs.
• There is a conflict among beneficiaries, or a beneficiary objects to a proposed sale or expense.
• You plan substantial renovations, a short sale, or sale under circumstances that require court approval.

Useful resources

• Ohio Revised Code (Decedents’ Estates): https://codes.ohio.gov/ohio-revised-code/title-21
• Your county probate court website or clerk’s office (search for “[county name] Ohio probate court” for local rules and forms).