WA Annexation Management

Purpose

Use this procedure to determine the start year of the annexation by configuring the coterminous and non-coterminous date ranges for the levy year.

Prerequisites

• In order to perform this procedure, one of the following user rights is required:
  • Annexation > Configuration Information
  • Annexation > Create Annexation

Procedure

• Choose Activities > Annexation > Annexation Configuration.
• To add a new annexation configuration, click Add.

In the Annexation Configuration dialog box, complete the following options as required:

• Year – a year that represents the annexation configuration
• Coterminous Start Date – for a coterminous annexation, the first effective date with an annexation that has its start year equal to levy year
• Coterminous Cutoff Date – for a coterminous annexation, the last effective date with an annexation that has its start year equal to the levy year
• Non-Coterminous Start Date – for a non-coterminous annexation, the first effective date with an annexation that has its start year equal to the levy year
• Non-Coterminous Cutoff Date – for a non-coterminous annexation, the last effective date with an annexation that has its start year equal to the levy year

• To save the annexation configuration, click OK.

Note:   Annexation configuration for the annexation year needs to be set-up as both coterminous and non-coterminous.

Purpose

Use this procedure to create an annexation.

Prerequisites

• In order to perform this procedure, the following user right must be assigned to your ID:
  • Annexation > Create Annexation
• Prior to creating an annexation record, a new tax area must be created to be used for the annexation.

Procedure

1. Choose Activities > Annexation > Annexation Maintenance.
2. In the Annexations dialog box, click Add.
3. In the Annexation Details dialog box, in the General panel, complete the following options in the Ordinance Information section as required:

   

   • Ordinance Number – a user defined number, assigned by the tax district which represents the annexation
   • Ordinance Date – the date the ordinance for this annexation was approved
   • Certification Request Date –  the date the ordinance for this annexation was requested for the annexation
   • Certification Issue Date – the date the ordinance was certified for the annexation
   • Effective Date – the date the annexation becomes effective
   • Excise Date – the date is used for REET purposes, such as distribution of funds
   • Start Year – the start year of the annexation, the start year is auto populated based on the type of annexation, effective date, and configuration
   • Accept Date – the date the Annexation Accept Process was run
   • Divert Fund date – the date the fund diversion process was run
   • Accept By – the ID of the user that initiated the accept process
   • Divert Fund By – the ID of the user that initiated the fund diversion process
4. In the Annexations dialog box, click Apply.

Purpose

Use this procedure to map the valid from and to tax areas, which must be provided before properties can be added to the annexation.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Annexation > Create Annexation
  • Annexation > Edit Annexation

Procedure

1. In the Annexations dialog box (Activities > Annexations > Annexation Maintenance), click Details.
2. In the Annexation Details dialog box, click the Tax Area Mapping & Properties panel.
3. Complete the following options as required:

   

   • From Tax Area – the tax area that must match the tax area of a property for that property to be included in the annexation
   • To Tax Area – the ID of a tax area that the property will transition to as part of this annexation
   • From Levy – Fund – one of the funds associated with from tax area
   • To Fund – one of the remaining funds from the levy selected in the from levy-fund field that is associated with the to tax area
4. Click OK.

Purpose

Use this procedure to view all the annexations in the system per year. You can add, remove and view the annexations as well as initiate the accept and divert funds processes for an annexation.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Annexation > View Tax District Annexation

Procedure

1. In the Annexations dialog box (Activities > Annexations > Annexation Maintenance), in the Year field, select a year with which to filter the annexations with the year selected as the start year.

   

2. Review the following fields:
   • Code – the user defined code that represents this annexation (created in Code Maintenance)
   • Description – the user defined description for this annexation.
   • Type – indicates whether the annexation is coterminous or non-coterminous
   • Tax District – the tax district the annexation is associated with
   • Status –  the status of the annexation (example:  Coding, Accepted, etc)
   • Ordinance Date – the date the ordinance for this annexation was approved
3. Select an annexation and click Details.
4. In the Annexation Details dialog box, in the General panel, review the following fields in the Ordinance Information section:

   

   • Ordinance Number – a user defined number, assigned by the tax district which represents the annexation
   • Ordinance Date – the date the ordinance for this annexation was approved
   • Certification Request Date – the date the ordinance certificate was requested for the annexation
   • Certification Issue Date – the date the ordinance was certified for the annexation
   • Effective Date – the date the annexation becomes effective
   • Excise Date – the date is used for REET purposes, such as distribution of funds
   • Start Year – the start year of the annexation.  The start year is auto populated based on the type of annexation, effective date, and configuration.
   • Accept Date – the date the Annexation Accept Process was run
   • Divert Fund date – the date the fund diversion process was run
   • Accept By – the ID of the user that initiated the accept process
   • Divert Fund By – the ID of the user that initiated the fund diversion
5. Click OK.
6. In the Annexations dialog box, click Close.

Purpose

Use this procedure to add, view, and remove properties from the selected annexation.

Procedure

1. In the Annexations dialog box (Activities > Annexations > Annexation Maintenance), click Details.
2. In the Annexation Details dialog box, in the Tax Area Mapping & Properties panel, click the Properties button.
3. In the Annexation Properties dialog box, to include a property or multiple properties in the annexation, select the property or properties and click Add :

   

   1. Enter the property ID’s to be added to the annexation by doing one of the following:
      • To manually add a list of property IDs, select Property ID’s and enter the property ID’s to be added to the annexation. Separate each property ID with a comma or carriage return.
      • To query a list of property IDs, select SQL Query and either manually enter a SQL Query, or click Get Query to select a query from PACS.QUERY.

      

   2. Check Include Linked Properties in Annexation to include any properties that are linked to the properties specified in the Property ID list or query, as long as the tax area they are associated with is defined in the map.
   3. Click Next.

      Note When clicking Next, first the property IDs or SQL statement are validated. The confirmation page is only displayed if they are validated.

4. In the Annexation Summary dialog box, review the following fields:

   

   • Start Year – the start year of the annexation.  The start year is auto-populated based on the type of annexation, effective date and configuration selected.
   • Annexation – the annexation code and description
   • Qualified Properties – a count of the number of properties selected in the Annexation Properties dialog box.
     • To display a report with the qualified properties information, click Report
   • Non-qualified Properties
5. Click Close

Purpose

Use this procedure to update the tax areas on the properties selected for the annexation.

Procedure

• In the Annexations dialog box (Activities > Annexations > Annexation Maintenance), select an annexation and click Accept.

Purpose

Use this procedure after the annexation is accepted, to move bills from one levy fund to another.

Note:   This process runs only for tax years that have had bills created.

Prerequisites

The annexation acceptance process must be completed before divert funds can be initiated.

Procedure

1. In the Annexations dialog box (Activities > Annexations > Annexation Maintenance), click Divert Funds.
2. Complete the following options as required:
   • As of Date – the effective date of the annexation.  This field is auto-populated with the effective date originally entered in the annexation dialog box.
   • Year(s) – the tax years in which bills have been created
   • Bill Type(s) – the bill type codes.  In annexation, this field filters the list of bills to divert funds from
3. Click Modify/Create Bills to divert funds.

Purpose

Use this procedure to generate a report with which to view the properties in an annexation as well as the diverted funds.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Annexation > Annexation Reports

Procedure

1. In PACS,  choose Reports > Annexation > Annexation Revenue Reports.
2. In the Annexation Revenue Report dialog box, generate either a detailed or summary report.

   

   • To generate a detailed report, select Detail Report. Then in the Select Annexation field, select the annexation to use for the report.
   • To generate a summary report, select Summary Report. Then select one of the following:
     • Select Annexation Start Year – the start year; the report will include annexations with the selected start year
     • Select Effective Due Date Range – the date range; the report will include annexations with an effective date between the selected date range.
     • Select Ordinance Date Range – the date range; the report will include annexations with an ordinance date between the selected date range.
3. In the Output Settings section, do the following:
   • 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.
4. Click Preview to preview the report. Click Post to generate the report and create a PACS inbox item from which you can view the report.

Purpose

For reporting purposes, funds can belong to a fund group. The following reports use the fund group:

• Month End Reports
• Fiscal YTD Summary
• Fiscal YTD Recap
• Fiscal MTD
• Daily GL Report
• Taxroll Reconciliation

Procedure

1. In PACS, choose Tools > Code File Maintenance > Fund Group.
2. Complete the following options as required:

   

   • Tax Year – the year at which to begin removal
   • Code – the fund code number
   • Description – description of the account
   • Vendor – a vendor to associate the fund with
   • Vendor Site – the vendor site
3. Click OK.