FL Splits and Merges

What are Splits and Merges in PACS?

Splits, also referred to as ‘segs’ or segregation’s, occur when one property is being split into two or more properties (or subdivided).  Merges, also referred to as combinations, are when multiple properties are being combined into one single property.

Some Property Appraiser’s offices will split or merge the property if the Property Appraiser’s offices is supplied with the legal description.  Property Appraisers normally will not create or draft property descriptions.

When MERGING a property there is some criteria that must be met:

1. Property MUST be contiguous to each other.
2. All parcels MUST be in the same name, trust or business.
3. Parcels MUST be in the same taxing district.
4. Person requesting the merge MUST be the current owner of the properties.
5. Taxes MUST be paid.

When SPLITTING a property there is some criteria that must be met:

1. Person requesting the split MUST supply the Property Appraiser’s offices with a complete legal description and/or survey of the way the property is to be split out.
2. Person requesting the split MUST be the current owner of the property.
3. Taxes MUST be paid per F.S. 197.192.
4. The entire process can take some time to complete depending on what time of year the request is made.

From the property summary screen, click on the Splits, Merges & Property Links panel:

You can use the Splits, Merges & Property Links panel to:

• Review, edit or add property links (for example, to link a commercial property to its associated personal properties)
• Review the history of splits and merges
• Review the history of property actions (i.e. when property was created)

Purpose

Use this procedure to split properties.

The split wizard places properties in a certified year in the Pending supplement group. Properties in an uncertified year will not be moved to a new supplement.

Prerequisites

Note:  The following must be true for a property to be eligible for splitting: (1) The property is open in an uncertified year, or in a roll correction which is Coding or Open; (2) the user has the rights to edit splits and merges for the property’s type; (3) the property is not in a pending split or merge; (4) the property’s values are not locked.

• In order to perform this procedure, at least one of the following user rights under Property > Edit Property > Split Merge is required:
  • Edit Mineral Property Split/Merge
  • Edit Mobile Home Split/Merge
  • Edit Personal Property Split/Merge
  • Edit Real Property Split/Merge
• If you need to import GIS land characteristics into the wizard, the slope tool configuration must be enabled in the System category of the System Configuration tool in PACS Application Menu (Tools > System Configuration).
• If the ‘Display Additional Split Merge Fields’ is True, Taxes Paid Status will need to be set up through Code Maintenance and completed through the Split/Merge.
• If counties wish to have access to the Revenue Collector’s website through the Split/Merge process, the ‘Revenue Collector’s Website’ portion must be populated with the website.

Procedure

1. In the PACS Application Menu, either choose Activities > Split/Merge> New Split/Merge:
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2. Or, from an open property record, choose Commands > Split/Merge:
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3. In the General section of the Split/Merge Set-Up Dialog Box, complete the Split Merge ID, Year (s), and when you use the drop-down arrow to select, Split the dialog box will prompt you with Split Setup, Special Assessment & Permits, and Reviews.
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4. In the split setup portion, user will enter the parent PID or GEO ID and search. This will populate the prop id and legal acres.  The user will then need to check the appropriate boxes (Retain Parent Parcel, Copy Deed History, Ignore Balancing, Taxes Paid).  The user will then enter the amount of new properties to be created and appropriate information pertaining to each.
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5. If the System Configuration for Split/Merge has the option for ‘Display Additional Split Merge Fields set to TRUE:
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6.  the following will be displayed in the Split Setup:
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7. In the Balancing Verification dialog box, review the old and new values based on your entries for the split. If required, select Ignore Balancing Rules, use this option if the new values and the original, old values do not balance but you want to proceed with the split or merge.
8. Taxes Paid Status options will need to be set up prior to doing a split/merge through Code Maintenance > Property > Split Merge Taxes Paid
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9. Complete the Special Assessment & Permits section as required by your office
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10. Check completed reviews
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11. If you are splitting a property in a prior year, complete the roll correction fields.
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12. Upon completion, click Apply and the ‘Complete’ button will become accessible.  If Complete is not clicked the split will remain in a pending state to be approved through Activities > Split/Merge > Pending Split/Merge.

Purpose

Use this procedure to merge properties.

The merge wizard places properties in a certified year in a roll correction. Properties in an uncertified year will not be moved to a roll correction.

Prerequisites

Note:  The following must be true for a property to be eligible for merging: (1) The property is open in an uncertified year, or in a supplement which is Coding or Open; (2) the user has the rights to edit splits and merges for the property’s type; (3) the property is not in a pending split or merge; (4) the property’s values are not locked.

•  In order to perform this procedure, at least one of the following user rights is required:
  • Activities > Split/Merge > Merge Properties
  • Property > Edit Property > Split/Merge > Edit Mineral Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Mobile Home Split/Merge
  • Property > Edit Property > Split/Merge > Edit Personal Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Real Property Split/Merge
• If you need to import GIS land characteristics into the wizard, slope tool configuration must be enabled in the System category of the System Configuration tool in PACS Application Menu (Tools > System Configuration):

Procedure

1. In PACS Application Menu, either choose Activities > Split/Merge > New Merge or from an open property record, select Commands > Split/Merge
2. In the Split/Merge Set-Up Dialog Box, if you select Merge in the Split/Merge Type drop-down arrow the dialog box will prompt you with Roll Correction (prior year merge only), Merge Setup, Special Assessment & Permits, and Reviews:

Complete each section as per your office’s process and click OK.

Purpose

Use this procedure to carry out one or more of the following activities for a split or merge:

• Review pending or complete splits or merges based on property or owner ID, status, assessment year, and required reviews or ownership transfers.
• Resume a split or merge run that has not been finished.
• Cancel an unfinished split or merge run.

Prerequisites

• In order to perform this procedure, at least one of the following user rights is required:
  • Property > Edit Property > Split/Merge > Edit Mineral Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Mobile Home Split/Merge
  • Property > Edit Property > Split/Merge > Edit Personal Property Split/Merge
  • Property > Edit Property > Split/Merge > Edit Real Property Split/Merge

Procedure

• In PACS, choose Activities > Pending Splits/Merge.
• In the Search Criteria section of the Pending Splits/Merges dialog box, enter search criteria associated with the split or merge run that you need to review. Search criteria options include the following:

Note:  The search next to Property ID will open the property search.  Once the search criteria have been filled out, click the search on the right side of the screen.

• Once ‘Search’ is clicked, the results will be displayed below, and the split or merge can be accessed through the magnifying glass or double-clicking the needed ID. Users can also select the split or merge and click the X to delete it.

• Once you select a split or merge, it will open for changes to be made and or to be completed.

• Activities > Split/Merge > Split/Merge Review
  • The purpose of the review is to complete pending reviews or check completed reviews.

• • • Users can search by Property ID, GEO ID, or Split/Merge ID for specific reviews or simply click search to see all pending reviews. Each review can be accessed by highlighting it and clicking the magnifying glass. Pending reviews can be exported or Marked Complete
    • If completed reviews are needed, check the box and only completed reviews will be displayed. These can be exported or changed back to pending.  NOTE:  Complete reviews cannot be accessed through the review unless they are changed back to pending.

Purpose

This process serves to link properties together based on specific criteria.  For example, linking a business Personal Property Account to a Real Property Account.

Prerequisites

Link types will need to be set up under Tools > Code Maintenance > Property > Link Type. 

• The following are examples of different link types:

Note:  You can further define link types with ‘Link Sub Types’.  These can be setup under Tools > Code Maintenance > Property > Link Sub Type.

Procedure

• To link properties, access one of the properties and go to the Splits, Merges & Property Links tab.  Click on the + in the Property Links section and enter the PID or Search for it.  After entering or finding the desired PID, enter the Link Type, and if applicable, the Link Sub Type.  Click OK when finished.

• To remove a property link, simply highlight the PID to be unlinked, and click the X.