FL Roll Corrections

Roll Correction functions in PACS Appraisal allow you to change property records in a certified year with the use of supplement groups and supplement numbers.

A unique numbering system for supplement groups and supplements allows you to manage property records changed in supplement mode.

Note: We strongly recommend that assessor offices balance the values of property records that have been supplemented after the supplement acceptance is complete. For more information, see Balancing the Supplement Group.

Set up Roll Correction Type

1. Click Action Button>Tools>Code Maintenance>Roll Correction>Roll Correction Type
2. Click Green Plus to create a new code
3. Enter Code Type
4. Map the Action Type using the dropdown. This maps to the Correction type on the DR409.
5. Map the Attribute type using the dropdown.
6. Click Save.

   

Adjusted Value Codes

The reason for the adjusted value codes are hard coded from the DOR. This field is not editable. This field maps to the adjusted value on the DR409.

Adjusted Use Codes

This reason for the adjusted use codes are hard coded from the DOR. This field is not editable. This field maps to the adjused use on the DR409.

Application Denial Code

1. Click Action Button>Tools>Code Maintenance>Applications>Application Denial Code
2. Click Green Plus to create new code
3. Click Save.

Report Configuration for Exemptions

1. Click Action Button>Tools>Report Configurations>DR409 Certificate of Correction
2. Click Green Plus to create new code
3. Set the appropriate Exemptions for each Exemption Description

   NOTE: Every Exemption Code should be mapped to an Exemption Description. This Maps to the Exemption and Assessment Limitations on the DR409.

Roll Correction Dates

1. Click Action Button>Tools>Set Roll Correction Dates
2. Enter the Correct Date per year from DOR Letters. This will cause the section of the DR409 for Material Mistake of Fact section to have the proper dates entered.

   NOTE: The proper numbers of years may not be populated, however, support can add additional years if needed.

Use this procedure to place selected property in Roll Correction Mode.

Making Roll Correction through property

1. Open Property in year layer user would like to correct

   Example: If roll correction is in year 2016, user would search for property with year field set to 2016.

   

2. In Property, click Command > Roll Corrections > Roll Correct Property

   

3. User will receive an ‘Are You Sure?’ dialog

   

   1. If user desires to continue with roll correction, click Yes
   2. If user would like to cancel this action, click No
4. A Roll Correction Wizard dialog will render

   

Section A – Action Type

• Add – This indicates that user is adding a new property to the roll. This is normally selected if user:
  • Copies back an improvement to a year in which it did not previously exist
  • Select File>New>Property in a year layer that is certified.
• Modify – This is the most commonly selected Action. This is selected if user:
  • Makes any change to an existing record, examples are:
  • Adds/Deletes/Modifies existing values
  • Add/Remove exemptions
  • Changes situs
  • Changes owner
• Delete– This indicates that user is deleting the property from the roll

Section B – Roll Correction

• This section allows user to choose what Group number and Supplement Number to place the Roll Correction within. See Addendum A for an explanation of Roll Correction Numbering.
  • Available – selection of this option will select a Supplement Number that is open for the year selected.
  • New – selection of this option will create a new Supplement Number in an existing Supplement Group.
  • Pending –selection of this option will move the roll correction in to a holding bucket. See Addendum B for more information about the Pending state.

Section C – Roll Correction Details

• This section allows user to input more information about the roll correction for the particular property.
  • Roll Correction Date – input date of the roll correction
  • Roll Correction Code – use drop down to input roll correction code that most closely describes the reason behind the roll correction.
  • Reason of Adjusted Value – use drop down to input reason for adjusted value.
  • Other Reason – this field allows user to code additional information for roll correction
  • Roll Correction Reason – this is a text field for user to input description of why the property is placed in roll correction mode. This will be available on the Roll Correction Report.
  • Comments –this is a text field that allows user to input more detail behind the roll correction.
  • Prepared By – identifies the user performing the roll correction
  • Combined with Property – this function allow the user to search for another property that is related to the roll correction
  • Client Roll Correction # – this is a text field that will allow user to input more information about Client roll.

Section D – Action Buttons

• Cancel – cancel action
• Back/Next – move back one page and up one page of the roll correction wizard
• Finish – complete the roll correction wizard. This action places the property in roll correction mode.

1. Next button to continue through Wizard
2. Click Finish
3. User will receive a prompt to check Special Assessments if applicable
4. Property is placed in Roll Correction Mode. The user will notice that the header of the property has changed to reflect that it is in a roll correction mode:

   

   • In this example, the header indicates that the property is in a Roll Correction state for:
     • Year: 2016
     • Action: Modify (means user can make changes to the account)
     • Group: 68
     • Supplement Number: 4

User may place property in Roll Correction mode in other ares of PACS including:

1. Copy Back Property to Previous Year
   • Open Property>Commands>Copy Back to Previous Year
2. Mass Roll Correction
   • Activities>Mass Maintenance (Property)>Mass Maintenance>Mass Roll Correction
3. Split/Merge Wizard
   • Activities>Split/Merge Wizard
   • This will only occur if split is in previous year.

With the property placed successfully in roll corrections mode, the user may make changes to the property.

When completed, user will recalculate the property by clicking Recalc button.

Use this procedure to accept the roll correction at the property level

1. Open Property
2. Browse to Roll Correction History
3. Review Roll Correction information
4. Click Verify. This will time stamp the user and time when verified.
5. Click ‘Ready to Accept’ checkbox
6. Click Commands>Roll Correction>Accept Roll Correction

Use this procedure to generate the DOR 409 while in the property.

1. Open Property that is in supplement mode
2. Click Commands>Roll Correction>Generate Certificate of Correction DOR 409

Note: Future Enhancements will allow user to generate a DOR 409 and a DOR 409-A.

Note: Current functionality includes the non-ad valorem taxes in the total. However, future enhancement will give user functionality to remove or include the non-ad valorem taxes from the DOR 409.

User may have circumstance where they would like to remove a property from roll correction mode. This may only occur if the supplement group has not been accepted.

1. Open Property
2. Click Commands>Roll Correction>Remove from Roll Correction
3. User will receive an ‘Are You Sure?’ dialog

If user desires to continue with this action, click Yes

If user would like to cancel this action, click No

1. Property is successfully removed from Roll Correction Mode.

User may have circumstance where they would like to move a property to another supplement group. For example, you could use this procedure to a move a supplement out of the system-defined Pending supplement group and into another group.

This may only occur if the supplement group has not been accepted.

1. Open the property record. Then choose Property > Move Property to Supplement.
2. Select one of the following options to specify the type of move.

   Existing Roll Correction – Moves the property record into an open supplement. You can use the drop-down box to select from available supplements.

   Existing Roll Correction Group – Moves the property record into an existing supplement group.

   Pending Roll Correction – Moves the property record into the system-defined Pending supplement.

   New Roll Correction Group – Moves the property record into a new supplement group.

3. Click OK.
4. A message is displayed indicating that the system is moving the property record into the supplement you specified.

Use the procedures in this section if you are a supplement administrator with responsibilities for the following activities:

• Changing the status of a supplement group.
• Locking a supplement group
• Listing property records in the selected year’s supplement.
• Accepting a supplement group.
• Undoing a supplement group acceptance.
• Printing options.

Use this procedure either to limit changes or allow additions to a supplement group.

1. Choose Activities > Roll Correction > Roll Correction Group Maintenance.
2. Select a supplement group and right-click Details. The current status is in ‘Coding’

   Select one of the following:

   Coding – this indicates that the group is open to make changes.

   Locked –Prevents additional changes to a supplement group.

   Temporarily Open –Allows property records to be changed within a supplement group, but does not allow property records to be added.

3. Click OK

Use this procedure to identify the properties contained within a supplement group.

1. Choose Activities>Roll Correction>Roll Correction Group Maintenance
2. Select a supplement group, right-click and choose ‘List Properties in Selected Year’s Supplement’.

   A list of property records within the supplement for the selected year is displayed.

Use this procedure when all changes to property records within a supplement group have been completed and you are ready to apply the changes in the system. When you accept a supplement group, the system carries out data validation checks and applies ceilings to the property records as necessary.

Note: It is important to remember that user must accept supplement groups in order

1. Choose Activities > Roll Correction > Roll Correction Group Maintenance.

   The Supplement Group List is displayed.

2. Select the supplement group to accept
3. Click the supplement group and choose Accept at the upper left

   The Supplement Group Accept Wizard is displayed.

4. You are prompted to acknowledge the accepted supplement group. Click OK

NOTE: If there are properties in the group that need to be recalculated or marked to accept, PACS will notify you. User will have option to ‘Mark as selected’ and ‘Recalculate Property’.

Use this procedure to unaccept a previously accepted supplement group.

Note: It is important to remember that user must NOT unaccept supplements groups out of order. This will have a significant effect on your totals.

1. Choose Activities > Roll Correction > Roll Correction Group Maintenance.

   The Supplement Group List is displayed.

2. Select the supplement group to unaccept
3. Click the supplement group and choose Unccept Supplement Group.
4. User is prompted to acknowledge the supplement group.
5. Click OK

Use this procedure to print a roll if you would like to provide a roll to your tax office partner. The report reflects the property records the appraisal office has supplemented.

1. Choose Activities > Roll Correction > Roll Correction Group Maintenance.

   The Supplement Group List is displayed.

2. Select a supplement group and right-click Print Roll.

   The Print Supplement Roll dialog box is displayed.

3. Select the print options as required.
4. Click either Print or Preview as required.

Use the following information to balance the values of property records that have been supplemented.

1. Print Totals Report for selected supplement group by right-clicking on locked group>Click Roll Totals.

   In the selection criteria, select ‘Include Tax Area Totals by Year’ and ‘Include Totals by Year’

   

2. User will review the gain/loss totals below

   

3. Print the DOR totals from prior supplement and current supplement by going to Reports>DOR>DOR 403.

   User need only to print the DOR 403v

   

4. Balance the assessed value.

   Subtract the assessed value from the previous supplement. The result should equal the assessed value on the Roll Totals page.

   Balance the total of the exemptions.

   Subtract the total of the exemptions from the previous supplement. The result should equal the exemptions total on the Roll Totals page.

   Balance the net taxable value.

   Subtract the net taxable value form the previous supplement. The result should equal the taxable total on the Roll Totals page.

   

Use this procedure to generate the DOR 409 for all properties in the supplement group.

NOTE: The supplement group must be accepted.

1. Choose Activities > Roll Correction > Roll Correction Group Maintenance.
2. Right-click on the supplement group desired
3. Choose Generate Certificate of Correction (DR-409)

PACS has the ability to create roll corrections in mass.

Procedure:

• Browse to PACS Application Button > Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Roll Correction
• Click Green Plus

• Update information
  • Batch – batch is a ‘bucket’ that holds value. The batch must be created through Create Daily Batch function
  • Year – use drop down to choose year in which to roll correct
  • Reason Code – drop down of Codes created by office in Code Maintenance
  • Description – open text to describe the mass roll correction
  • Type – Standard will use search critiera, Property will use list of property ID, SQL Query will use Query

• Selection Criteria – will only be valid if Standard Type is selected
  • Property level – user may search by a variety of selections including: Abstract/subdivision, neighborhood, Condo Group, Primary Use, Tax District, Secondary Use, Group Code, Zoning, Region, Cycle, Map Id, Subset, Tax Area. These can be used alone or in conjunction with each other
  • Land/Improvement Detail Level – user may search by: Improvement class, Improvement sub class, Land Type, Features, GLA, Acreage, Effective/Actual Age. These can be used alone or in conjunction with each other.
• Update Values – use will select the ‘Count’ button to identify exact # of properties being updated.
• Click Update to complete

System numbering for roll correction is separate from system numbering for roll correction groups (called sup nums).

As shown in the following table, supplement groups contain one or more roll corrections and supplement numbers. The Supplement numbers correspond to different particular years. The number system increases, based on the previous supplement used for the applicable certified year.

User may place property records into the system-defined Pending supplement group, where a roll correction can be placed temporarily until you have information about what permanent supplement group the supplement should be placed in.

Once you know in which supplement group to place the roll corrected property permanently, you move it out of the Pending supplement group with the Move Property to Supplement activity.

There is only one Pending supplement group, and it cannot be closed.

At certain times of the year, the Pending supplement group must be empty. For example, it must be empty when creating a new year layer.