MO Protest Processing

Purpose

Use this procedure to create a single protest record.

You can either create the protest directly from the property record or from an inquiry. By creating the protest from an inquiry, you will not need to retype information that has already been entered for the inquiry (such as values and comments).

For information about creating multiple protests at one time, see Creating Multiple Protests.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Codefile Maintenance > ARB > Maintain System Settings > Multiple Protest By
• If your office lists multiple protesters on the protest record, you need to notify True Automation to enable multiple protesting.

Procedure

1. Do one of the following:
   • To create a protest from an inquiry, open an inquiry record. Then choose Commands > Protest.
   • To create a protest not based on inquiry, do the following:
     1. Open a property record. Then open the BOE – Inquiries & Protests panel.
     2. In the Protests section, click Add.
2. In the General panel of the BOE Protest window, select the reason for the protest.
3. In the Protesters section of the General panel, complete the following options as required:
   • If there are multiple protesters, select Primary for the primary protester in the group.
   • To indicate that a protester was present at the protest hearing, select Present.
   • To indicate that a protester has withdrawn from the protest, select Withdrawn.
   • To review or update a protester’s taxpayer record, click Details.
   • To review or update the protester’s phone number, click Phones.

Next Steps

Manual Scheduling

If the Auto schedule protest schedule hearing option has not been selected in the BOE Options tab, the protest is ready to be scheduled manually.

For information about scheduling a protest, see Scheduling a Hearing for a Single Protest or Scheduling a Protest Hearing for a Group of Related Protests.

Auto Scheduling

For information about the Auto schedule protest schedule hearing option, see BOE Options. When this option is set, you can use the Scheduling Hearings for Multiple Protests activity.

Purpose

Use this procedure to create multiple protests for owners and/or agents at the same time.

After you have created a list of protest entries in the Add Notice of Protest window, you create protests for all of the entries at the same time.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Protest > Edit ARB Case
• If your office lists multiple protesters on the protest record, you have notified True Automation to enable multiple protesting for your office.
• Dockets have been set up.

Procedure

1. Choose Activities > BOE > Protest.
2. In the Add Notice of Protest window, select the year for which you need to create protests, and then do one of the following
   • To add protest data for an individual property or geo ID, do the following:

   a. Click Add.

   b. In the Add Notice of Protest dialog box, either enter the property ID and click Search Property, or enter the geo ID and click Search Geo ID.

   

   Note  If you need to search for a property record, click Add Property.

   c. Review the property information in the top pane of the Add Notice of Protest dialog box.

   d. Enter the type of protester, such as Owner or Previous Owner, and the protester’s name. Then, in the bottom pane, select a reason for the protest.

   e. Click OK.

   f. Repeat the steps above to add more protests as required.

   g. Continue with the next numbered step below.

   • To create protest data either for all property records belonging to one owner or all property records belonging to an agent, do the following:

   a. Click either Add Owner Properties or Add Agent Properties as required.

   b. Use the search wizard to find and select the owner ID or agent ID.

   c. In the Protest Reason Codes for Properties section, select the code identifying the reason for the protest, and then choose one of the following options:

   

   • Set for All – Applies the selected protest reason code to all of the properties.
   • Set for Selected – Sets the selected protest reason code only to those properties selected in the Properties section.
   • Clear from All – Clears any protest reason codes from the properties.

   d. In the Properties section of the Add Agent/Owner Properties dialog box, review the properties associated with the owner or agent. Select each property and select a reason for the protest.

   

   e. If required, change the selections in the dialog box or use the Add Property button to add more properties.

   f. Click OK.

   g. Continue with the next numbered step below.

3. Review the protest data you have entered. To make changes, do one of the following:
   • Select the protest entry and click Details.
   • To change only the reason code, select the protest entry and click Set Codes.
4. To create protests from the list of entries in the Add Notice of Protest window, click Process.

Next Steps

Manual Scheduling

If the Auto schedule protest schedule hearing option has not been selected in the BOE Options tab, the protest is ready to be scheduled manually.

For information about scheduling a protest, see Scheduling a Hearing for a Single Protest or Scheduling a Protest Hearing for a Group of Related Protests.

Auto Scheduling

For information about the Auto schedule protest schedule hearing option, see BOE Options. When this option is set, you can use the Scheduling Hearings for Multiple Protests activity.

Purpose

Use this procedure to enter information about:

• Affidavits
• The status of protesters’ tax payments
• Evidence requested from the protester

Procedure

1. Open a protest. Then open the Testimony, Taxes & Evidence panel.
2. In the Affidavit of Testimony section, complete the following options as required:
   • Received

     The date your office received the affidavit.

   • From

     The party your office received the affidavit from.

   • Method

     Indicates how the affidavit was delivered.

3. In the Evidence section, complete the following options as required:
   • Evidence Requested

     Indicates that your office has requested information from the protester.

   • Requested

     The date that your office requested evidence from the taxpayer.

   • Preparer

     The employee who requested the evidence.

   • Delivered

     The date that your office received the requested evidence.

   • Case Prepared

     Indicates that the case is ready for review.

   • Additional Evidence

     Indicates that there is additional evidence to be considered.

4. In the Taxes section, complete the following options as required:
   • Taxes Paid

     Indicates that the taxpayer has paid taxes due.

   • Verification Date

     The date that the paid taxes were verified.

   • Verified By

     The person who verified that the taxpayer has paid taxes due.

5. Click Save.

In This Section

Changing the Primary Protester for a Group of Related Protests

Changing the Status of Multiple Protests

Applying Comments to a Group of Related Protests

Purpose

Use this procedure to change the primary protester on a group of multiple, related protests.

For example, if an owner with protesters on multiple properties obtains an agent, you could use this feature to assign the agent to all of the owner’s properties at one time.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Codefile Maintenance > ARB > Maintain System Settings > Multiple Protest By

Procedure

1. Use the BOE Protest search to enter search criteria to retrieve a group of protests. Then click Search.
2. In the Protest Search Result window, select the protests for which you need to change the primary protester en masse.
3. Right-click and choose Mass Change Primary Protest By.
4. In the Type field of the Mass Change Primary Protester dialog box, specify the type of protester to be applied en masse, such as Agent.
5. Use one of the following options to enter the agent or owner’s name:

   

   • To enter the name of an agent or owner for which a record does not yet exist in PACS 9.0, click New.
   • To search for an existing agent or owner record, click Search.
   • To enter a known agent owner ID, type the ID in the field to the right of Quick Add. Then click Quick Add.
6. If required, select Remove existing Primary Protester from the protest.
7. Click OK.

Purpose

Use this procedure to change the status of multiple protests at one time.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Protest > Edit ARB Case > Mass Update Status

Procedure

1. Use the BOE Protest search to enter search criteria to retrieve a group of protests. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to change the status en masse.
3. Right-click and choose Mass Update Status.
4. In the Mass Update Status dialog box, select the status to be applied to the protests.
5. If required, select a supplement code.
6. Click OK.

Purpose

Use this procedure to apply the same comments to a group of protests.

For example, if an owner of a subdivision receives a discount for the properties in a subdivision, you could use this feature to apply comments describing the discount to all of the properties in the subdivision at the same time.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Protest > ARB Mass Update Comments

Procedure

1. Use the BOE Protest search to retrieve a group of protests.
2. In the Protest Search Results window, select the protests to which you need to apply the same comments. Then right-click and choose Mass Update Comments.

   

3. Enter the comments, and then choose one of the actions for existing comments; overwrite, prepend, or append.

   Note   The prepend option places the new comment text before any existing comments, and so existing comments could be truncated. The append option places the new comment text after existing comments, and so the new comments could be truncated.

4. Click OK.

In This Section

Displaying Protests

Displaying a History of Changes to a Protest

Setting an Automatic Refresh Interval for the Inquiry or Protest Lists

Purpose

Use this procedure to search for and display protests.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • ARB > Protest > View ARB Case

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.

   Note   If you choose Rescheduled in the Hearing Docket section of the Protest Scheduling panel for the search, the system lists the protests with the Rescheduled indicator selected in the protest record. The system does not return protests that were rescheduled without the Rescheduled indicator selected.

2. In the Protest Search Results window, double-click on a protest to display the protest record.
3. If required, use the following commands in the Commands menu to open the agent, owner or property records associated with the protest:

   

   • Agent
   • Owner
   • Property

Purpose

Use this procedure to view changes made to protests.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • ARB > Protest > View ARB Case

Procedure

1. Open the protest for which you need to view the changes.
2. Open the Change Log panel to view the changes made to the protest.  For example:

   

Purpose

Use this procedure to specify the rate at which the system automatically updates the inquiry or protest list.

Procedure

1. Use the Inquiry or BOE Protest search for either inquiries or protests to enter search criteria. Then click Search.
2. In the Search Results window, right-click and choose Auto Refresh.
3. In the Auto Refresh Rate dialog box, enter the refresh rate in minutes and/or seconds. Then click OK.

   Note   To stop the auto refresh, enter zero for both the minutes and the seconds.

Purpose

Use this procedure to copy data from fields in an open protest to other protests.

Procedure

1. Open a protest.
2. Choose Commands > Copy Fields To.
3. In the General panel of the Copy Fields to BOE Records dialog box, select either Find Protest Records by Searching or List Protest Records by SQL Query to specify the protests to which data will be copied.

   

4. In the Protests to Copy Field To section, select check boxes for the protests to which data will be copied.

   

5. In the Protests to Copy Field To panel, press CTRL + ENTER to select the fields from which data will be copied.

   

   6.  Click Copy Fields.

You are prompted to acknowledge that the copy was completed successfully. Click OK.

Purpose

Use this procedure to close a protest and prevent it from being changed any further.

Procedure

1. Open the protest to be closed.
2. Do one of the following:
   • Choose Commands > Close Protest.
   • In the Status drop-down list of the General panel, select a status indicating that the protest is closed.
3. Click Save.

   

Purpose

Use this procedure to reopen a protest record that has been closed.

Reopening the record enables the fields for editing and the options for selection.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Protest > Edit ARB Case > Reopen Protest

Procedure

1. Open the protest with a closed status.
2. Choose Commands > Reopen Protest so that the fields are enabled for editing and the options are enabled for selection.
3. Make changes to the protest as required.
4. Click Save.

Purpose

Use this procedure to reopen multiple protests at the same time that have a closed status.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > ARB Mass Reopen

Procedure

1. Use the BOE Protest search to enter search criteria to retrieve a group of protests. Then click Search.
2. In the Protest Search Result window, select the protests that you need to reopen.
3. In the Mass Reopen Protest dialog box, select an status indicating that a protest record is open to apply to the protests.
4. If required, select a supplement code.
5. Click OK.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Protest > Edit ARB Case > Delete ARB Protest

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.
2. In the Protest Search Results window, select the protests to be deleted.
3. Right-click and choose Delete Protest.
4. You are prompted to confirm that you want to delete the protests. Click Yes.

In This Section

Scheduling an Appraiser Meeting for an Inquiry or Protest

Scheduling Appraiser Meetings for Multiple Protests

Scheduling an Appraiser Meeting for a Group of Related Protests

Purpose

Use this procedure to schedule a meeting for an inquiry or protest.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • ARB > Inquiry/Protest > Edit ARB Inquiry/Case> Schedule Appraiser
  • ARB > Inquiry/Protest > Edit ARB Inquiry/Case > Set Appraiser Meeting Date
• Appraiser meeting settings have been made. For more information, see Setting Up Appraiser Meeting Settings.

Procedure

1. Open either the inquiry or protest for which you need to schedule an appraiser meeting.
2. Open the Appraiser Meeting panel.
3. Click Schedule.
4. In the ARB Protest Hearing Docket Search dialog box, use the filter options as required to limit the view of dockets that you can choose from.

   

5. Select the docket to be used for setting the appraiser meeting date and time. Then click Select.
6. If required, in the Appraiser Meeting panel, enter taxpayer or appraiser comments.
7. Click Save.

Purpose

Use this procedure to select a group of related protests and set a single meeting date and time for the group of protests.

Prerequisites

• Appraiser meeting settings have been made. For more information, see Setting Up Appraiser Meeting Settings.
• In order to perform this procedure, the following user rights is required:
  • ARB > Inquiry/Protest > Edit ARB Inquiry/Edit ARB Case > Set Appraiser Meeting Date

Procedure

1. Use the BOE Protest search to enter search criteria to retrieve a group of protests. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to schedule the meeting date and time.
3. Right-click and choose Set Appraiser Meeting Date and Time.
4. In the ARB Protest Hearing Docket Search dialog box, use the filter options as required to limit the view of dockets that you can choose from.
5. Select the docket to be used for setting the appraiser meeting date and time. Then click Select.

Purpose

Use this procedure to select a group of related protests and set a single meeting date and time for the group of protests.

Prerequisites

• Appraiser meeting settings have been made. For more information, see Setting Up Appraiser Meeting Settings.
• In order to perform this procedure, the following user rights is required:
  • ARB > Inquiry/Protest > Edit ARB Inquiry/Edit ARB Case > Set Appraiser Meeting Date

Procedure

1. Use the BOE Protest search to enter search criteria to retrieve a group of protests. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to schedule the meeting date and time.
3. Right-click and choose Set Appraiser Meeting Date and Time.
4. In the ARB Protest Hearing Docket Search dialog box, use the filter options as required to limit the view of dockets that you can choose from.
5. Select the docket to be used for setting the appraiser meeting date and time. Then click Select.

Purpose

Use this procedure to clear scheduled appraiser meetings from multiple protests at the same time.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Inquiry/Protest > Edit ARB Inquiry/Protest > Clear Appraiser Meeting

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to clear the appraiser meeting appointments.
3. Right-click and choose Clear Appraiser Meeting Appointments.
4. You are prompted to confirm that you want to clear appraiser meeting appointments for the selected protests. Click Yes.

In This Section

Scheduling a Hearing for a Single Protest

Scheduling Hearings for Multiple Protests

Scheduling a Protest Hearing for a Group of Related Protests

Scheduling Agent Hearings

Prerequisites

• Dockets have been set up. For more information, see Creating Dockets.
• In order to perform this procedure, the following user rights are required:
  • ARB > Protest > Edit ARB Case > Schedule Protest
  • ARB > Protest > Edit ARB Case > Set Protest Hearing Date

Procedure

1. Open a protest. Then open the Hearing panel.
2. Click Schedule.
3. In the ARB Protest Hearing Docket Search dialog box, use the filter options as required to limit the view of dockets that you can choose from.
4. Select the docket to be used for setting the appraiser meeting date and time. Then click Select.

Result

The date and time of the scheduled hearing are displayed in the Docket section.

Purpose

Use this procedure to schedule hearings for multiple protests. When you use this procedure, the system automatically assigns the protests you select to available hearing dates and times within a specified docket.

Prerequisites

• Dockets have been set up. For more information, see Creating Dockets.
• In order to perform this procedure, the following user right is required:
  • ARB > Protest > Edit ARB Case > Schedule Protest
  • ARB > Protest > Edit ARB Case > Set Protest Hearing Date
  • ARB > ARB Schedule Multiple

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.
2. In the Protest Search Results window, select the protests that need to be scheduled automatically.
3. Right-click and choose Mass Schedule Protest Hearing.
4. You are prompted to confirm that you want to automatically schedule the selected protests. Click Yes.

Result

The protests are scheduled automatically in the next available time periods.

Purpose

Use this procedure to select a group of related protests and set a single meeting date and time for the group of protests.

Prerequisites

• Dockets have been set up. For more information, see Creating Dockets.
• In order to perform this procedure, the following user rights are required:
  • ARB > Protest > Edit ARB Case > Schedule Protest
  • ARB > Protest > Edit ARB Case > Set Protest Hearing Date

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to set a hearing date and time.
3. Right-click and choose Set Protest Hearing Schedule Date and Time.
4. In the ARB Protest Hearing Docket Search dialog box, use the filter options as required to limit the view of dockets that you can choose from.
5. Select the docket to be used for setting the appraiser meeting date and time. Then click Select.

Purpose

If your office schedules agent hearings separately form other hearings, use this procedure to schedule an agent meeting.

Prerequisites

• The agent docket has been created. For more information, see Creating Agent Dockets.
• In order to perform this procedure, the following user rights are required:
  • ARB > Protest > Edit ARB Case > Schedule Protest
  • ARB > Protest > Edit ARB Case > Set Protest Hearing Date

Procedure

1. Open an agent record.
2. In the BOE Protest Hearing Docket section of the General panel, click Assign.
3. In the BOE Dockets dialog box, select the docket for the agent’s hearings. Then click Ok.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Protest > Edit ARB Case > Clear Protest Appointment

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to clear the appraiser meeting appointments.
3. Right-click and choose Clear Protest Hearing Appointments.
4. You are prompted to confirm that you want to un-schedule the selected protests. Click Yes.

Procedure

Use this procedure to create an audio recording of a meeting or hearing.

Prerequisites

• In order to specify audio settings, the following user right is required:
  • Codefile Maintenance > ARB > Audio Settings

Procedure

1. Ien a protest.
2. Choose Commands > Record Hearing Minutes.
3. In the Hearing Case dialog box, to specify the audio settings, complete the following options:
   • Recording Device

     The device used to record the meeting.

   • Codec

     The file type.

   • Quality

     Specifies the quality of the recording.

4. In the Hearing Case dialog box, to record a meeting, use the record, stop, play, and pause options throughout the meeting as required.

   

Purpose

Use this procedure to scan documentation or forms.

The barcode that is on the form indicates the type of form that is being scanned, and the PACS master record to which the form is to be attached.

For protests, you can scan documentation that the owner brings for a meeting or hearing.

Prerequisites

• In order to perform this procedure for BOE processing, the following user right is required:
  • ARB > Inquiry/Protest > Quick Image
• The Image Type, Record Type, and Sub Type for the forms or forms to be scanned have been set up. For more information, see Setting Up Image and Document Codes.

  Note An image type can be set up so that it can be viewed only by users logged on to PACS in a BOE role. For more information, see Setting Up an Image Type Code.

• The Barcode module has been selected for the PC that will be used for scanning. For more information, see Module Administration for Forms Processing.

Procedure

1. Choose Activities > BOE > BOE Quick Image. Then do the following:
   • Select the Type of record and the Year.
   • In the Added By field, use one of the following options to specify the case or property record to which the image will be attached:
     • Enter the case ID and click Case ID.
     • Enter the property ID and click Property ID.
     • Enter the geo ID and click Geo ID.
2. Complete the following fields:
   • Image Type

     The type of document or image, such as a letter or a picture of the property.

     Tip   We recommend using TIFF Picture Type Image Types when attempting to scan multiple pages into a single file. When viewing images, only the TIFF format supports multiple pages, so the multiple page navigation options are only enabled for TIFF images that have more than one page.

   • Record Type

     Further classifies the Image Type, such as Exemption for an Image Type of Letter.

   • Sub Type

     Further classifies the Record Type, such as Homestead for a Record Type of Exemption.

   • Image Date

     The date associated with the image. If applicable, this is the date that determines when an image becomes inactive.

   • Effective Year

     The year in which the image can be used.

   • Scan Date

     The date to be inserted on the corresponding record indicating when the image or form was scanned.

   

3. Complete the Image grid by clicking Scan to begin scanning the documentation. Repeat as required.
4. Click OK.

Purpose

Use this procedure to scan documentation or forms.

The barcode that is on the form indicates the type of form that is being scanned, and the PACS master record to which the form is to be attached.

For protests, you can scan documentation that the owner brings for a meeting or hearing.

Prerequisites

• The Image Type, Record Type, and Sub Type for the forms or forms to be scanned have been set up. For more information, see Setting Up Image and Document Codes.

  Note  An image type can be set up so that it can be viewed only by users logged on to PACS in a BOE role. For more information, see Setting Up an Image Type Code.

• The Barcode module has been selected for the PC that will be used for scanning. For more information, see Module Administration for Forms Processing.

Procedure

1. Choose Activities > Forms Processing > Quick Image Scan. Then, in the Quick Add/Standard Search field of the Quick Image Scan dialog box, use one of the following options to specify the property record to which the image will be attached:
   • Enter the property ID and click Property ID.
   • Enter the geo ID and click Geo ID.
   • Click Search to search for a property record.
2. To associate the image with an Improvement record, click Select Improv in the Reference Property grid.

   

3. In the Image Details section of the Quick Image Scan dialog box, complete the following fields:
   • Image Type

     The type of document or image, such as a letter or a picture of the property.

     Tip   We recommend using TIFF Picture Type Image Types when attempting to scan multiple pages into a single file. When viewing images, only the TIFF format supports multiple pages, so the multiple page navigation options are only enabled for TIFF images that have more than one page.

   • Record Type

     Further classifies the Image Type, such as Exemption for an Image Type of Letter.

   • Sub Type

     Further classifies the Record Type, such as Homestead for a Record Type of Exemption.

   • Image Date

     The date associated with the image. If applicable, this is the date that determines when an image becomes inactive.

   • Effective Year

     The year in which the image can be used.

   • Scan Date

     The date to be inserted on the corresponding record indicating when the image or form was scanned.

4. In the Property Options section, make the following selections as required:

   

   • Notify Linked Properties When Present

     When this option is selected, linked properties will display a message in the Warning Panel.

   • Add Property Group Code

     If adding a property group code, click Add in the Property Group Code grid and select group codes as needed.

5. Complete the Images grid by clicking Scan to begin scanning the documentation. Repeat as required.
6. If there is more than one image for a record, to specify the image as the image to be displayed on the record’s Summary panel, select Main Image.
7. Click OK.

In This Section

Entering Hearing Minutes

Entering Value Decisions from the Hearing

Purpose

Use this procedure to enter and store data about a hearing meeting.

Prerequisites

• The decision codes have been set up with the Setting Up Decision Codes procedure.
• If the hearing will be recorded automatically, the Auto start and end audio recording for Hearings option must be selected on the BOE Options tab in the Protest Options section of the system settings (Tools > ARB Maintenance > System Settings).

  

• If the hearing will be recorded manually, verify or change the audio settings. For more information, see Recording Appraiser Meetings or Hearings.

Procedure

1. Open the protest for which hearing minutes are required. Then open the Hearing Minutes panel.
2. In the Hearing section, select the appraiser and the recorder for the hearing.
3. In the Panel section, either select the panel members for the hearing, or if all panel members are in attendance, select Full Board.
4. When you are ready to begin the hearing, use one of the following options:
   • To record the hearing automatically and/or add a time stamp of the start time to the protest record, click Start.
   • To record the hearing manually, do the following:
   1. Choose Commands > Record Hearing Minutes.

      The Protest Hearing Case dialog box is displayed.

   2. Use the record, stop, play, and pause features throughout the hearing as required.
5. After the first motion is made, in the 1st Motion section, do the following:
   1. Type a description of first motion in the Detail field.
   2. Select who the motion was made by, who seconded the motion, the decision of the motion, and the date of the decision.
   3. If the district value remains unchanged, select Sustain District Value.
   4. If the first motion passes, select Passed and proceed to Step 7.
6. If a second motion is required, in the 2nd Motion section, do the following:
   1. Type a description of the second motion in the Detail field.
   2. Select who the motion was made by, who seconded the motion, the decision of the motion, and the date of the decision.
   3. If the second motion passes, select Passed.
7. Enter descriptions or comments about the testimony in the Taxpayer/Agent Testimony section and/or the District Testimony section.
8. If you need to enter any other descriptions or comments about the hearing, use the Other Motions/Comments panel.
9. In the Decision Reason field, select the code identifying the panel’s decision.
10. In the Assigned Value field, enter the value that the panel decided on for the property.
11. After you have entered all the information for the hearing, do one of the following:
    • If the hearing is being recorded automatically and/or you want to add a time stamp of the end time to the protest record, in the Hearing section, click End.
    • If you are recording the hearing manually, in the Protest Hearing Case dialog box, click Stop.
12. Click Save.

Purpose

Use this procedure to assign final values decided on at the hearing for the protest associated with the property.

With this feature, you can override the current system value without losing other valuation methods.

Prerequisites

• If you need to distribute value within this procedure, the following user right is required:
  • Property > Edit Property > Value Summary > Distribute Value

Procedure

1. Open the protest for which a value was determined. Then open the Values panel.
2. Select one of the following options for the final value:
   • Appraiser Total Value

     The combined monetary value the appraiser has assigned to all improvements and land involved in the protest.

   • BOE Total Value

     The combined monetary value the board assigned to all improvements and land involved in the protest.

3. If you do not need to distribute value, proceed to Step 7. If you do need to distribute value, click Distribute and then continue with the following steps.
4. In the Value to Distribute field in the Distribute Value dialog box, enter the amount to be distributed.
5. In the Segment Information section, select the segment to which the value is to be distributed.
6. Select one of the following options:
   • Distribute Manually

     When selected, you can select Override and then enter specific amounts for improvement segments or land segments in the Distributed Value column. By using this option, you can manually distribute the total amount to each segment. The amounts you enter must add up to the total value in the Value to Distribute field at the top of the dialog box.

   • Distribute Zero Value

     Distributes a segment with zero value for personal property records that are recorded as zero value in protest processing.

   • Distribute Value Proportionally

     Distributes the value specified to all segments.

   • Distribute Value – Retain Land Value

     Distribute Value minus Land Value. Retains the land value and distributes the remaining value to the improvements by percentage.

     • Distribute, Set Land, % Improvement

       Distributes the value by percentage to the segments other than the land, and allows you to enter the land value in the New Land Value field.

7. To view the estimated tax for the property with respect to the final value you entered, click Calculate Current Estimated Tax and review the data displayed in the Tax Preview dialog box.
8. Click Save.

In This Section

ARB Protest Sign-In List

ARB Agent Sign-In List

Purpose

Use this report to generate a sign-in list for the owners to use when they attend their hearings. Board members can also use this as a checklist.

The sign-in list displays property and case IDs as well as the hearing time and scheduled appraiser.

Procedure

1. Choose Reports > BOE > BOE Reports.
2. In the Print BOE Report dialog box, in the Report drop-down list, select ARB Protest Sign-In List.
3. To specify how data is sorted in the report, use the following options in the Sort section as required.
   • To arrange the order of the columns, select a column name and then use the Move Up and Move Down buttons.
   • To arrange the data in either ascending or descending order, use either the Ascending or Descending option.
4. To retrieve protests by year and/or the assigned appraiser, do the following in the Case Options section.
   • To retrieve active and/or closed protests, use the Active, Closed, or Both option.
   • Select the year for which to retrieve protests.
   • To retrieve protests with particular statuses, use the Status field.
   • To retrieve protests with particular appraiser assignments, use the Appraiser field.
   • To retrieve protests according to the assigned panel, use the Panel field.
5. To retrieve protests according to hearing docket type, select one of the options in the Hearing Docket Type section.
6. To retrieve protests according to scheduled hearing dates, select one of the options in the Hearing Dates section.
7. In the Appraisers section, select the meeting appraisers and the last appraiser as required.
8. To set the output settings, complete the following fields in the Output Settings section:
   • In the Format drop-down list, select the report output format.
   • In the Filename field, enter the report file name.
   • In the Description field, enter a report description.
9. Click Preview to preview the report. Click Post to generate the report.

Purpose

Use this report to generate a sign-in list for agents to use when they attend their hearings. Board members can also use this as a checklist.

Procedure

1. Choose  Reports > BOE > Agent Sign In.
2. In the BOE Agent Sign-in Report dialog box, specify the hearing date range.
3. Do one of the following to specify the agents to be listed on the sign-in sheet:
   • To include all agents with a hearing scheduled in the hearing date range, select All Agents.
   • To choose only some agents, clear the All agents check box. Then click Search and select the individual agents to be included on the sign-in sheet.

     Note If you select multiple agents, the system prints the sign-in sheets in alphabetical order according to the agents’ names.

4. Select the sort order.
5. To set the output settings, complete the following fields in the Output Settings section:
   • In the Format drop-down list, select the report output format.
   • In the Filename field, enter the report file name.
   • In the Description field, enter a report description.

Purpose

Use this procedure to remove the protests listed on the BOE Protest Sign-In List report (Reports > BOE > BOE Reports).

Prerequisites

• In order to perform this procedure, the following user right is required:
  • ARB > Clear Sign-in Date Time

Procedure

1. Use the BOE Protest search to enter search criteria. Then click Search.
2. In the Protest Search Results window, select the protests for which you need to clear the sign-in date and time.
3. Right-click and choose Clear Sign-In Date and Time.
4. You are prompted to confirm that you wish to clear the sign-in date and time of the selected protests. Click Yes.

In This Section

Printing Letters for Inquiries or Protests

Viewing and Printing Letters from the Inquiry or Protest

Purpose

Use this procedure to print letters for inquiries or protests.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • ARB > Inquiry/Protest > Individual Letter
• The letter to be printed has been selected. To do this, choose Tools > ARB Maintenance > System Settings and select the letter in the BOE Options – Letters tab.

Procedure

1. Choose Activities > BOE > Individual Letter.
2. In the Print BOE Letters dialog box, choose one of the following methods and complete the fields according to your choice:
   • If you choose Criteria, then complete the options in the Criteria section to select a group of inquiries or protests.
   • If you choose Query, either select or enter the query and click Validate to validate the query.
   • If you choose Case IDs (comma separated), select the year and then enter the case numbers separated by commas.
3. In the Options section, complete the following fields and options as required.
   1. Complete the following fields:
      • Letter Printer

        The name of the printer used to print the letters.

      • # of Copies

        Number of copies to be printed.

      • Sort Order

        The order to use for sorting the letter.

      • Mailing Date

        The mailing date of the letters.

   2. Choose from the following options as required:
      • Reprint Letters

        Reprints letters that were created previously.

      • Print Undeliverable

        Prints letters for owners with addresses marked as undeliverable in the owner record.

      • Print Offsite
      • Print Appraisal Cards

        Prints the appraisal card for each property. You must select a printer for the appraisal cards.

      • Print Comp Grids

        Prints the comp grid for each property. You must select a printer for the comp grids.

   3. Choose one of the following options:
      • All Protestors

        Prints for both primary and non-primary protesters.

      • Primary Protestors Only

        Prints letters only for primary protesters.

      • Non-Primary Protestors

        Prints letters only for non-primary protesters.

4. Click Print to print the letter.

Purpose

Use this procedure to view letters, reprint letters, and track the letters sent to protesters.

Procedure

1. Open the inquiry or protest.
2. Open the Letters panel.
3. In the History section, review the letters created for the inquiry or protest and if applicable, the mailing date.
4. Use the following options as required:
   • To print the inquiry, in the Print Inquiry Form section, click Print.
   • To print the appraisal card, in the Print Appraisal Card section, click Print.
   • To print a letter, select a letter from the Letter drop-down list. In the Number of Copies field, select the number of copies to be printed, and then click Print.
   • To print a template, in the Print Letter Template section, select a template from the Template drop-down list and then click Print.

Purpose

The following reports are included in the report options:

• ARB Inquiry Listing – Provides a list of inquiries with address, value, and ownership information.
• ARB Inquiry Report – Provides a list of inquiries with meeting date and status information.
• ARB Multi Protest Listing Report – Provides a list of owners with multiple protests.
• ARB Panel Decisions Report – Provides a list of properties that went through the protest process and a description of the panel’s decisions for the properties. You can sort the listing of properties by taxpayer or by meeting appraiser.
• ARB Protest Listing Report – Provides data about prior and current property values as well as general property information for the accounts that have protests.
• ARB Protest Report – Provides a list of accounts that have protests. The report provides the values of the properties.

Procedure

1. Choose Reports > BOE > BOE Reports.
2. In the Print BOE Report dialog box, in the Report drop-down list, select one of the reports.

   

   Note  Required entries will vary for the following fields depending on the type of report you select.

3. To specify how data is sorted in the report, use the following options in the Sort section as required.
   • To arrange the order of the columns, select a column name and then use the Move Up and Move Down buttons.
   • To arrange the data in either ascending or descending order, use either the Ascending or Descending option.
4. To retrieve inquiries or protests by year and/or the assigned appraiser, do the following in the Case Options section.
   • To retrieve active and/or closed protests, use the Active, Closed, or Both option.
   • Select the year for which to retrieve protests.
   • To retrieve protests with particular statuses, use the Status field.
   • To retrieve protests with particular appraiser assignments, use the Appraiser field.
   • To retrieve protests according to the assigned panel, use the Panel field.
5. To retrieve protests according to scheduled meetings dates, select one of the options in the Appraiser Meeting Dates section.
6. In the Establish Prior Value As section, indicate whether the prior value should be based on last year’s appraised value or this year’s notice value.
7. To retrieve protests according to hearing docket type, select one of the options in the Hearing Docket Type section.
8. To retrieve protests according to scheduled hearing dates, select one of the options in the Hearing Dates section.
9. In the Appraisers section, select the meeting appraisers and the last appraiser as required.
10. To set the output settings, complete the following fields in the Output Settings section:
    • In the Format drop-down list, select the report output format.
    • In the Filename field, enter the report file name.
    • In the Description field, enter a report description.
11. Click Preview to preview the report. Click Post to generate the report.