1. Letter Processing
    1. Setting Up Letter Details
    2. Setting Up the Letter Template
    3. Generating the Tag Map
    4. Printing Letters
      1. Setting Up Letter Templates for Printing
      2. Printing Agent Letters
      3. Printing Attorney Letters
      4. Printing Litigation Letters
      5. Printing Mortgage Company Letters
      6. Printing Owner Letters
      7. Printing Payout Agreement Letters
      8. Printing Property Letters
      9. Printing Refund Letters
      10. Printing Tax District Letters
      11. Printing Tax Server Letters
  2. Printing Letters from Property Search Results
  3. Viewing Letters from a Property
  4. Levy Certification - Assessor Functions
    1. Setting Up Ratios and Statutory Maximum Limits
    2. Levy Maintenance
      1. Entering Levies
      2. Configuring Refund Levies
  5. Processing Refund Levies
    1. Generating Refund Levy Totals
    2. Accepting a Refund Levy
    3. Undoing or Canceling a Refund Levy
  6. Generating Certification of Value Letters
  7. Setting Up Proration Orders
    1. Setting Up the Proration Order for the Aggregate Limit
    2. Setting Up the Proration Order for the Constitutional Limit
  8. Capturing Values for Levy Certification
  9. Creating a Levy Run
    1. Canceling a Levy Run
    2. Printing Levy Rates for a Levy Run
  10. Reviewing Captured Values
  11. Reviewing Levy Data
  12. Setting Up Levy Limits
    1. Setting the Statutory Limit
    2. Setting the Highest Lawful Limit
    3. Setting the Aggregate Limit
    4. Setting the Constitutional Limit
  13. Levy Reports for Calculation Validation
    1. Reviewing Tax District Calculation Details and Summary
    2. Generating an Assessment and Levies Due Report
    3. Generating a Certification of Levies Report
  14. Updating Values for a Levy Run
  15. Accepting the Levy Run
    1. Undoing an Accepted Levy Run
  16. Notify Treasurer's Office Levy is Complete

1.Letter Processing #

Use the PACS 9.0 Letter Processing features, available from Microsoft Word, to set up letter templates, and to print letters for multiple PACS records or for single PACS records where applicable.

You can access the Letter Processing features from the PACS 9.0 Menu ribbon in Microsoft Word, as shown below:

letter processing ribbon

To use the features, you must be logged in to PACS 9.0.

In addition, you must select the role that is relevant for the letter you will create or modify.

Last updated on June 10, 2021

1.1.Setting Up Letter Details #

Purpose

Use this procedure to:

  • Assign a type to a letter, which specifies where within PACS the letter is available for printing.
  • Select an event to be applied to records within PACS when the letter is printed.
  • Create flex fields, which are fields that you can use to supply data to be included in a letter at print time.

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing Administration
  • If you need to select an event to be applied to the record when the letter is printed, the event type code must have been set up in PACS.ADMIN (Tools > Code File Maintenance > General > Event Type Codes), with the Type for the event type code set to the same type that you select in the Type field of the Letter Details dialog box (described below) for the required letter.

    For example, if you need to set up a refund notification letter for owners and need to apply a Refund Processed Letter Sent event to an owner record when the refund notification letter is printed, then the type for the Refund Processed Letter Sent event needs to be set to OW (Owner) in PACS.ADMIN, and OW (Owner) needs to be specified in the Type field for the refund notification letter in the Letter Details dialog box. For example:

    event type code letter type

Procedure

  1. In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click the Letter Processing Maintenance button and choose Letter Maintenance.

    Note When you click Letter Processing Maintenance for the first time, the map file is created, which is necessary for you to add, delete, or modify letters.

  2. In the Letter Maintenance dialog box, click Add.
  3. In the Letter Details dialog box, complete the following fields:

    Letter Details

    • Type

      Select the letter type, which determines where the letter is available for printing within PACS.

    • Name

      A name or code identifying the letter.

    • Description

      A long description of the letter.

  4. If you would like an event created for the record when the letter is printed, select Enable Event and choose the event to be applied from the Event drop-down list.
  5. To create flex fields, which are fields that you can use to supply data to be included in a letter at print time, in the Flex Fields panel, click Add. In the displayed row, enter a name for the field. Repeat to add more flex fields as required.

    Note You specify a value for a flex field when the letter is printed.

  6. Click OK or Apply.
Last updated on June 10, 2021

1.2.Setting Up the Letter Template #

Purpose

Use this procedure to set up a letter template to be applied when the associated letter is printed. With this procedure, you insert tags as required in the body of the text, which PACS will replace with data when the letter is generated, and you can apply Microsoft Word formatting as needed.

If you already have content for a form letter that you want to paste into the body of the letter, you can do so.

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing Administration
  • The letter event, if required, and the letter type have been set up.
  • Important Before you begin, you must ensure that the AutoRecover feature is turned off in Microsoft Word. If is not turned off, the letter you create could become corrupted. To turn off AutoRecover, do the following:
    1. Click the Microsoft Office button application button, and then click Word Options.
    2. Click the Save band.
    3. Clear the Save AutoRecover information check box. Then click OK.

      Word autorecover off

Procedure

  1. In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click the Letter Processing Maintenance button and choose Letter Maintenance.
  2. In the Letter Maintenance dialog box, do one of the following:
    • To create a new letter based on the content of an existing letter, select the existing letter and click Copy. Proceed to the bottom of the list to select the copied letter. Then click Details to modify the copied content.
    • Select the letter for which you need to set up a template and click Details.
  3. In the Letter Details dialog box, click Edit Word Document to display letter tags in the left pane.

    letter tags

  4. Type text for the letter as required.
  5. To prevent the content retrieved with letter tags from being double-spaced, set the content of the letter to single-spacing with the following steps:
    1. Press CTRL + A to select all the lines of the document.
    2. Right-click and select Paragraph.

      Word paragraph

    3. In the Paragraph dialog box, set the Line spacing to Single.

      Word paragraph single

    4. Click Default.
  6. To insert a tag, which PACS will replace with the associated data when the letter is printed, click the cursor on the position for the tag within the letter. Then double-click the tag. Repeat as needed for other tags required for the letter.

    Tips

    • To expand a merge tag category, click the plus (+) sign to the left of the category label.
    • Most letter tag labels are self-explanatory.
    • If flex fields are set up for a letter (as described in Setting Up Letter Details), you can access the fields within the Flex Field category.

      Note If flex fields were not created for a letter, flex fields are not displayed for selection.

    • Note that the lettermergeglobal category contains date formats that will reflect the date the letter is printed.
  7. In the PACS 9.0 Menu ribbon, click Save Letter save letter icon to save the letter within PACS.
Last updated on June 10, 2021

1.3.Generating the Tag Map #

Procedure

Use this procedure if you need to print a letter and have been adding new letter tags to the letter template which is still open in Word. By choosing Generate MAP in this scenario, the latest modified version of the letter map is used for printing when the letter template is still open in Microsoft Word.

Otherwise, after a letter template has been modified and Microsoft Word closed, the system automatically applies the latest version of the letter upon printing.

Procedure

  • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Generate MAP.
Last updated on January 6, 2019

1.4.Printing Letters #

1.4.1.Setting Up Letter Templates for Printing #

Purpose

Use this procedure to set up letter templates for printing.

You can use letter templates to set up a collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

Procedure

  1. In PACS.ADMIN, choose Tools > Letter Template Maintenance.
  2. In the Letter Processing Templates dialog box, click Add. Add
  3. In the Letter Template Details dialog box, complete the following fields:

    Letter Template Details

    • Template Name

      A name for the collection of letters and/or forms that can be printed as a group.

    • Template Type
      • Letter -Choose this option to select letters to add to the template.
      • Form – Choose this option to select forms to add to the template.
    • Letter Type

      Limits the letters available to select for the template to those that are of the letter type selected.

    • Form Type

      Limits the forms available to select for the template to those that are of the form type selected.

      Note The Form Type drop-down list is displayed only when Form is selected as the Template Type.

  4. Click Add. Then, in the Select Letters dialog box, complete the following options:

    Letters Select

    1. Choose either Letter or Form to specify the type of document to be added to the letter template.
    2. In the Letter drop-down list, select the letter or form to be added to the letter template.

      Note The options available in the Letter drop-down list correspond with the Letter Type or Form Type you selected in the previous dialog box.

    3. Specify the printer and the number of copies for the letter or form.
    4. Click OK.
    5. Repeat the steps for completing the Select Letters dialog box as required to add more letters or forms.
  5. In the Letter Template Details dialog box, use the Move Up or Move Down buttons as required to arrange the order in which the letters and/or forms will be printed.
  6. Click OK.
Last updated on June 10, 2021

1.4.2.Printing Agent Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Agent Letters.
    • In PACS 9.0, choose Activities > Letter Processing > Print Agent Letters.

    letter agent

  2. In the Letter section of the Print Agent Letters dialog box, choose one of the following options:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Agent IDs

      List the relevant agent IDs, separated by carriage returns.

  5. In the Print Options section, set the following field:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.3.Printing Attorney Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Attorney Letters.
    • In PACS 9.0, choose Activities > Letter Processing > Print Attorney Letters.

    Letter Attorney

  2. In the Letter section of the Print Attorney Letters dialog box, choose one of the following options:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Attorney IDs

      Type the relevant attorney IDs, separated by carriage returns.

  5. In the Print Options section, set the following field:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letter(s) from the default printer, click Print.
Last updated on June 10, 2021

1.4.4.Printing Litigation Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • A connection to the default printer is set up.

Procedure

  1. In PACS 9.0, choose Activities > Letter Processing > Print Litigation Letters.

    Letter Processing, Litigation Letters, 9.0.30.x

  2. In the Print Litigation Letters dialog box, either select the letter, or, if the litigation letters should be printed as part of a template, which is a collection of letters and/or forms that can be printed as a group, select Template and choose the template.
  3. Complete the Print Options:
    • Mailing Date

      The date the letter will be mailed out.

    • Print Lien Holders Only

      Print letters to lien holders.

    • Sort Order
  4. In the Selection Options section, select an option for retrieving data for the letters.
  5. In the Letter Mailing Options section, if you choose Letters with Certified Mailer, enter the mailer numbers to be printed.

    Caution If you enter certified mailer numbers, then change the sort order, selection options, or select/deselect Print Lien Holders Only, you will be required to reenter the certified mailer numbers

  6. To apply an event recheck date to the event associated with the letter, in the Event Options section, select Enable Recheck Date and the date.
  7. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  8. Click Print.
Last updated on June 10, 2021

1.4.5.Printing Mortgage Company Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Mortgage Company Letters.
    • In PACS 9.0, choose Activities > Letter Processing > Print Mortgage Company Letters.

    Letter Mortgage Co

  2. In the Letter section of the Print Mortgage Company Letters dialog box, choose one of the following options:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Mortgage Company IDs

      Type the relevant mortgage company IDs, separated by carriage returns.

  5. In the Print Options section, set the following field:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.6.Printing Owner Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Owner Letters.
    • In PACS 9.0, choose Activities > Letter Processing > Print Owner Letters.

    Letter Owner

  2. In the Letters section of the Print Owner Letters dialog box, set the following field:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Owner IDs

      Type the relevant owner IDs, separated by carriage returns.

  5. In the Print Options section, set the following field:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.7.Printing Payout Agreement Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • To print a single payout agreement letter from an individual payout agreement record, open the payout agreement record. Then choose Commands > Print Payout Agreement Letter.
    • To print payout agreement letters for multiple payout agreements, in Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Payout Agreement Letters.
    • To print payout agreement letters for multiple payout agreements, in PACS 9.0, choose Activities > Letter Processing > Print Payout Agreement Letters.

    Letter Payout

  2. In the Letters section of the Print Payout Agreement Letters dialog box, set the following field:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Payout Agreement IDs

      Type the relevant payout agreement IDs, separated by carriage returns.

  5. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  6. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.8.Printing Property Letters #

Purpose

Use this procedure to print property letters, such as exemption denial letters and Notice of Change of Use Determination letters.

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • To print a single property letter from an individual property record, open the property record. Then choose Commands > Print Property Letter.
    • To print property letters for multiple properties, in Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Property Letters.
    • To print property letters for multiple properties, in PACS 9.0, choose Activities > Letter Processing > Print Property Letters.
  2. In the Letters section of the Print Property Letters dialog box, select one of the following options:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Property IDs

      Type the relevant property IDs, separated by carriage returns.

  5. In the Letter Options section, set the following fields and options:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

    • Print to Primary Owner

      To send the printed letters to the primary owner, select this check box.

      If this check box is cleared, the letter is printed for linked owners but not the primary owner.

    • Include deleted properties for group and event code methods
       
    • Print to Linked Owner Accounts

      Specifies that the letter will be printed for linked owners.

      If this option is selected, you must also set a value for the Link Type field.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.9.Printing Refund Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • A connection to the default printer is set up.

Procedure

  1. In PACS 9.0, choose Activities > Letter Processing > Print Refund Letters.

    Letter Refund

  2. In the Letter section of the Print Agent Letters dialog box, choose one of the following options:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Method section, select one of the following print methods:
    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Refund IDs
  5. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  6. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.10.Printing Tax District Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Tax District Letters.
    • In PACS 9.0, choose Activities > Letter Processing > Print Tax District Letters.

    Letter Tax District

  2. In the Letters section of the Print Tax District Letters dialog box, set the following field:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Tax District IDs

      Type the relevant tax district IDs separated by carriage returns.

  5. In the Letter Options section, set the following field:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

1.4.11.Printing Tax Server Letters #

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • If you will use group codes when printing the letters, the group codes must have been set up in PACS.ADMIN (Tools > Code File Maintenance > Account > Group Code Maintenance).
  • A connection to the default printer is set up.

Procedure

  1. Choose one of the following:
    • In Microsoft Word, select the PACS 9.0 Menu ribbon. Then click Letter Processing and choose Print Taxserver Letters.
    • In PACS 9.0, choose Activities > Letter Processing > Print Taxserver Letters.

    Letter Taxserver

  2. In the Letters section of the Print Tax Server Letters dialog box, set the following field:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  3. In the Letters/Template drop-down list, select the letter or template to be printed.
  4. In the Print Methods section, select one of the following print methods:
    • Group Code

      The code assigned to a group of records. Click Dots to open a browser where you can select a group code. If you want to remove a group code, select the Remove Group Code check box.

    • Event Code

      The code that represents a system or user activity; the event code is inserted on property records for which the letter is printed. Enter the Start Date and End Date by which to search for events.

    • Query

      Use the drop-down list to set the Select Query field. To validate the query, click Validate.

    • Tax Server IDs

      Type the relevant tax server IDs, separated by carriage returns.

  5. In the Letter Options section, set the following field:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

2.Printing Letters from Property Search Results #

Purpose

Use this procedure to print letters for multiple properties selected from the Property Search Results list.

Prerequisites

  • In order to perform this procedure, the following user right must be assigned to your ID:
    • Letter Processing
  • A connection to the default printer is set up.

Procedure

  1. In PACS 9.0 choose Search > Property to search for property records.
  2. In the Property Search Results list, select the properties for which you need to print letters. Then right-click and choose Print Selected Letters.

    letters print from property list

  3. In the Letters section of the Print Property Letters dialog box, select one of the following options:
    • Letter

      The type of letter to print.

    • Template

      A collection of letters and/or forms that can be printed as a group. The number of copies to be printed for each item in the collection can be specified.

      The template is set up in PACS.ADMIN (Tools > Letter Template Maintenance).

  4. In the Letters/Template drop-down list, select the letter or template to be printed.
  5. In the Letter Options section, set the following fields and options:
    • Sort Order

      Specify which criteria will be used to sort/order the letters.

    • Print to Primary Owner

      To send the printed letters to the primary owner, select this check box.

      If this check box is cleared, the letter is printed for linked owners but not the primary owner.

    • HideInclude deleted properties for group and event code methods
       
    • Print to Linked Owner Accounts

      Specifies that the letter will be printed for linked owners.

      If this option is selected, you must also set a value for the Link Type field.

  6. If there are flex fields, in the Flex Field Value cell of each flex field, enter the data to be printed for the fields on the letter.

    letters flex field

    Note The value entered for a flex field is included in the letters for all of the selected properties.

  7. To start printing the letters from the default printer, click Print.
Last updated on June 10, 2021

3.Viewing Letters from a Property #

Purpose

Use this procedure to view letters associated with a particular property record from the property record itself.

Procedure

  1. Open the property record and expand the Events panel.
  2. Locate the event associated with the letter of interest.

    Tip To sort the list of events, click the column headers as required.

  3. To view the letter associated with the event, do the following:
    1. Select the event row and click Details.
    2. In the Event Detail ID dialog box, expand the Event Objects panel.
    3. Select the letter and click Open.

    letter view from prop

Last updated on June 10, 2021

4.Levy Certification - Assessor Functions #

The assessor’s office determines the tax rates of all levies for tax districts based on budget requirements for each levy, and the taxable value of the property that is subject to each levy. The setting of these levy rates is constrained by legal and statutory limits.

Levy certification involves entering the limits and levy data, and then accepting a levy run, which locks the levy values into place.

Once the assessor’s office sets the levy rates for all levies using the levy certification process, the treasurer’s office must create levy bills for taxpayers.

Basically, the levy process is as follows: the taxing district’s budget is divided by the value of all the taxpayers’ parcels in the district to reach the tax rates for the districts. Then each taxpayer pays taxes on the value of their parcels times the tax rate for the district. These taxes are collected and distributed to the tax districts’ funds.

Last updated on January 7, 2019

4.1.Setting Up Ratios and Statutory Maximum Limits #

Purpose

Use this procedure to set statutory limits each year, and to enter the real property and personal property ratios.

Note Values may be provided by the DOR.

Procedure

  1. In PACS.ADMIN, choose Tools > Levy Certification Configuration.

    levy_certification_config

  2. Complete the following levy certification values as required:
    • aggregate_limit - Most taxing districts are authorized by state law to levy a certain rate each year without approval by the voters. These are commonly called regular levies. All together, certain local regular levies cannot exceed $5.90 and, with the state levy, these regular levies cannot exceed $9.50 ($5.90 and $3.60) per $1,000 of assessed value. Consult the statutes regularly to verify these values are still in effect.
    • general_limit_factor – For the Highest Lawful Limit, as specified by statute. The limit factor for districts that have a substantial need for funding above the IPD is the lesser of the limit factor authorized by statute or 101 percent. For all other districts with a population of 10,000 or more, the limit factor is the lesser of 101 percent or 100 plus the IPD. The levy limit for a less populated district is 101 percent.
    • implicit_price_deflator – For the Highest Lawful Limit. The rate of economic inflation used in the calculation of the highest lawful levy. The levy limit for a taxing district with a population over 10,000 is determined by the need of the district for funds above the rate of inflation (IPD). (This value, like many of the other values, is provided by the DOR.)
    • real_prop_ratio – For the Constitutional Limit. The sum total of the county assessed values (real, forest assessed, and current use assessed) divided by the sum of the indicated market values.
    • pers_prop_ratio – For the Constitutional Limit. The sum of the actual total county assessed values divided by the sum of the indicated market values.
  3. To enter statutory limits for tax district types, expand the statutory_limit row and enter the statutory limit in the Statutory Limit column for each tax district type as required. Each type has its own legally prescribed limit.

    levy default limits

  4. Click OK or Apply.
Last updated on June 10, 2021

4.2.Levy Maintenance #

These procedures concern setting up levies. If you have already done this and are now ready to begin the certification process, proceed with Generating the Certification of Value Letters.

Last updated on January 7, 2019

4.2.1.Entering Levies #

Purpose

Use this procedure to enter levy data received from the tax districts, including the:

  • Levy rate
  • Funds associated with the levy
  • Levy limits
  • Budget
  • Election data
  • Associated tax areas
  • Joint district values
  • Exemption settings

Prerequisites

  • Levy Type codes have been set up in PACS.ADMIN (Tools > Code File Maintenance > Tax District > Levy Type Code).
  • If you are updating levy data and tax areas have been added to or removed from the levy since the last time data was entered for the levy, or if joint district values have been added, you must have done the following:
    • Run the Certification of Values for Tax Area Report (Reports > Levy > Certification of Values by Tax Area) with the Set Assoc option selected for the tax area involved.
    • Updated values for the levy certification run. (For more information, see Updating Values for a Levy Run.)

Procedure

  1. In PACS 9.0, open a tax district record. Then open the Levies panel.
  2. Do one of the following:

    Caution  If you choose to click Add to create a new levy, confirm that the levy code you enter in the Code field is correct because the code cannot be changed after it is created. In addition, we recommend using a descriptive code rather than a numeric code. If your office does decide to use a numeric code, we recommend using fund numbers.

    • Click Add. Complete the New Levy Dialog and click OK.
    • To create a new levy by copying data from an existing levy to another year, select the existing levy and click New Year. Then select the levy in the new year and click Details.
    • To change existing levy details, select the levy and click Details.
  3. In the General section of the Levy Data panel of the Tax District dialog box, complete the following options as required:

    levy entry general

    • Levy Code
    • Levy Description
    • Levy Type
    • End Year

      The year that the levy ends.

      When a year is entered that is any year greater than or equal to the levy year, it prevents the levy from being copied in the new year layer process after the year has passed. (This would be applicable for bond levies, for example.)

      If this field is left blank, the levy will be copied in the new year layer process indefinitely.

    • Levy Rate
    • Primary Fund #

      The fund that receives all base taxes for a levy. The fund numbers available in this drop-down list are retrieved from the Fund Maintenance grid.

      This number is typically relevant when annexation occurs for county roads when there are multiple funds for a levy.

  4. In the Certification Information section of the Levy Data panel, complete the following options as required:

    levy_entry_cert_info

    • Voted

      Indicates whether the levy was voted on or not. When selected, includes the Voted Levy Amt or Voted Levy Rate from the Election Data section in the calculation of the levy. It also identifies the levy as being voted on the tax statement.

    • Include in Levy Certification

      When selected, the levy is included in certification.

    • Levy Limits

      Specifies the limits of a levy. Select all the limits that apply to the levy:

      • AGGREGATE – The $5.90 limit.
      • BUDGET
      • CONST (Constitutional) – The 1% limit.
      • HLL (Highest Lawful Levy)
      • STATUTORY
  5. In the External Information section of the Levy Data panel, complete the following options as required:

    Tax District, Diversion Amount, External info

    • Employee Cert. Received/Full Time Emp.

      Select this check box to enter the date indicating when the employee certificate was received for the levy in the Employee Cert. Received field, and in the Full Time Emp drop-down list, specify whether the employee is full-time.

    • Budget Received/Budget Amount

      Select this check box to enter the date the budget was received in the Budget Received field, and if required, a value in the Budget Amount field. The budget amount figures heavily into calculations.

    • 1st Resolution Received/% Increase Authorized

      Select this check box to enter the date of the resolution number in the 1st Resolution Received field, and if required, a value in the % Increase Authorized field. (If a value is entered in the % Increase Authorized field, it is used in the levy calculation process.)

    • 2nd Resolution Received/% Increase Authorized

      Select this check box to enter the date of the resolution number in the 2nd Resolution Received field, select this check box, and if required, a value in the % Increase Authorized field. (If a value is entered in the % Increase Authorized field, it is used in the levy calculation process.)

    • Population Count

      Select this check box to enter the population, which the calculation checks to determine whether the count is greater than or less than 10,000.

    • Verified

      When this check box is not selected, it indicates that the corresponding item, such as the budget, has not been received.

      Note A levy certification run cannot be accepted until all of the Verified check boxes are selected.

    • Diversion Amount

      The negative or positive amount of funds diverted for restricted use

  6. In the Timber Assessment section of the Levy Data panel, to specify how to apply timber assessed value for levy certification, select the Tim Assd Value and do the following:

    levy entry tim assd value

    1. Select one of the following values from the Tim Assd Value drop-down list:
      • Full – Applies the value entered in the Full Value field.
      • Greater of Half or Roll – Compares the value in the Half Value field to the Tax Roll field and applies the larger value.
      • Not Used – The value is not used in the levy calculation, but it is reported.
    2. Complete either the Full Value field or the Half Value and Tax Roll fields to determine the timber assessed value.
  7. In the Election Data section of the Levy Data panel, complete the following options as required:

    levy_entry_election_data

    • Election Date

      The date the levy was elected.

    • Election Term

      The number of years the levy is be in effect.

      Also used for a lid lift. If this field is blank, then the lid lift is permanent. If the field contains a value, the lid lift is temporary.

    • Voted Levy Amt

      The amount that the voters elected for the levy.

    • Voted Levy Rate

      The rate that the voters elected for the levy.

  8. In the Outstanding Debt section, enter the outstanding debt Amount and select the date from the As of Date drop-down calendar.
  9. In the Fund Maintenance section of the Levy Data panel, either expand the fund number to review the tax areas associated with a levy, or click Add to enter a fund number and do the following:
    1. In the Distribution panel of the Tax District dialog box, complete the following options as required:
      • Fund Number

        The number can change from year to year per fund.

        Fund numbers are maintained in PACS.ADMIN (Tools > Code File Maintenance > Fund).

      • Begin Date

        The date from which monies collected from taxpayers can be deposited in the fund.

      • End Date

        Can be left blank; completed only for annexations or merges.

      • Tax Areas

        Values are based on the tax areas entered here (that is, properties within the tax areas are included in the value calculations). In addition, bills are generated according to the properties within the tax areas specified here.

    2. Map levy fund events as required. For more information, see Mapping Tax District Levy Fund Events.
  10. When a tax district extends past the county line, use the Joint Districts panel, complete the following options as required to enter values that the neighboring county reports:

    levy entry joint district

    1. Click Add .
    2. In the District Name row, type the name of the neighboring county. Then enter the values that the neighboring county reports. Usually, the county with the highest assessed value and/or the county with the district’s headquarters is the one that calculates the levy rate.

    Note If there are changes to joint district values, you need to run the Capture Values activity for the levy run.

  11. In the Exemptions and Statement Display panel, complete the following options as required:
    • Exempt from Levy

      If the levy is an excess levy, select SNR/DSBL, or, if the levy is a state levy, select FARM. (An excess levy can have a rate over the statutory limit, and must be approved by voters.)

    • Separate Levy

      When selected, the levy is displayed separately on the tax statement. This option could be useful, for example, to emphasize a new levy.

  12. In the Comments panel, enter text associated with the levy as required, such as information about when a bond was passed.

Next Steps

If there are any changes to levy details, values must be updated for the levy certification run. (For more information, see Updating Values for a Levy Run.)

Last updated on June 10, 2021

4.2.2.Configuring Refund Levies #

Purpose

This procedure is optional.

In some instances, legal judgments against the county call for the creation and maintenance a fund within the county treasury–a Refund Fund–to be used to refund to taxpayers the amount of applicable collected taxes, including legal interest and a proper share of the costs (where allowed by judgment).

In such a case, use this procedure to set up refund levy type and levy year.

More about Refund Levies

RCW 84.68 Recovery of Taxes Paid (Adjudicated Refunds) says that, if it is determined through judgment that the taxes, or any portion of taxes paid under protest, were unlawfully collected, the amount included in the judgment and interest from date of payment, together with costs of suit, shall be refunded to the taxpayer. A Refund Fund Levy is created to recover the amount refunded. Besides Adjudicated Refunds, there are Administrative Refunds which can be administered for late-applied exemptions, destroyed property, etc.

Procedure

  1. In PACS 9.0, choose Activities > Levy > Configure Refund Levies.

    levy certification, configure refund levy, 9032x

  2. In the Refund Levy Configuration window, click Add Add.
  3. In the Refund Levy Configuration Detail Dialog box, select the levy year from the Year drop-down list. Enter a description of this refund levy configuration.

    levy certification, configure refund levy detail, 9032x

  4. In the Refund Category section, select at least one of the following types of refunds that are available when this configuration is used:
    • Administrative Refunds
    • Adjudicated Refunds
  5. Select the beginning date for refunds to be included from the Begin Date field. Then select the End Date.
  6. Click the ellipses on the Refund Types field to select specific types of refunds matching the category and date range specified above.
  7. In the Map Refund Levies section, choose the applicable tax district and levy combinations from the grid by selecting the checkbox displayed in the Selected column. Use the Unselect All or Select All options to include all or exclude all combinations displayed in the grid, or select a row and click Details to open the tax district record.

    Note Use the Tax District drop-down list to view individual tax district and levy combinations.

  8. To include refund interest paid in the refund levy budget amount to be calculated, leave the Include Refund Interest Paid in Refund Levy option selected.
  9. Click OK.
  10. Repeat this procedure to configure more refund levies.
Last updated on June 10, 2021

5.Processing Refund Levies #

You only need to perform Refund Levy-related procedures if a judgment against your county calls for taxpayers to recover funds.

Last updated on January 7, 2019

5.1.Generating Refund Levy Totals #

Purpose

Use this procedure to create the administrative refund levies and/or adjudicated refund levies.

Important Refund levy totals must be generated prior to initiating the Levy Certification process.

Prerequisite

  • In order to use this procedure, the refund levy must have already been configured. For more information, see Configuring Refund Levies.

Procedure

  1. In PACS 9.0, choose Activities > Levy > Generate Refund Levy Totals.

    levy certification, generate refund levies, 9032x

  2. In the Generate Refund Levies window, click Add to generate a new refund levy run.

    levy certification, refund levy wizard 01, 9032x

  3. In the Refund Levy Wizard, use the Year drop-down list to select the levy year for which to generate the refund.

    Note Only refund years with uncertified levies and that have been configured are available.

  4. Select the configuration from the Configuration ID drop-down list.
  5. In the Select Taxing District section, move selected districts from the left column to the right column using the arrows as required.
  6. Click Next.
  7. Review the taxing levies and districts, as well as the associated refund amounts. After reviewing the refund levy totals, click Finish to save the refund data and complete the Wizard.

Next Steps

To accept a refund levy run, see Accepting a Refund Levy.

Last updated on June 10, 2021

5.2.Accepting a Refund Levy #

Purpose

Use this procedure to accept refund levy totals.

Prerequisite

  • Refund levy totals have been generated. For more information, see Generating Refund Levy Totals.

Procedure

  1. In PACS 9.0, select Activities > Levy > Generate Refund Levy Totals.
  2. In the Generate Refund Levies window, select the refund levy run and click Accept.

    levy certification, generate refund levies, accept, 9032x

Last updated on June 10, 2021

5.3.Undoing or Canceling a Refund Levy #

Purpose

Use this procedure to cancel generated refund levy totals or undo an accepted refund levy.

Prerequisite

  • If you are undoing the refund levy’s acceptance, the levy you wish to undo has not been certified.

Procedure

  1. In PACS 9.0, select Activities > Levy > Generate Refund Levy Totals.
  2. In the Generate Refund Levy Levies window, select the refund levy run and click one of the following options in the toolstrip as needed:
    • To cancel a refund levy so that it cannot be accepted, click Cancel.
    • To undo the refund levy’s acceptance, click Unaccept.

      Note The Accept button will display as Unaccept if the refund levy has already been accepted.

Last updated on January 7, 2019

6.Generating Certification of Value Letters #

Purpose

Use this procedure to generate certification of value letters so that you can send them to the tax districts. The tax districts use the information in the letters to set their budgets.

The report includes the following information:

  • A listing of all the levies for the tax district
  • The tax code areas that the levies are in
  • The total assessed value by tax code area
  • The taxable assessed value for regular levies
  • The taxable assessed value for excess levies (which do not include senior taxable assessed value)
  • Any new construction value applicable for a tax code area (used in the highest lawful levy)

Prerequisites

  • In order to perform this procedure, the following user rights are required:
    • Reports > Certification of Value Letter
  • Timber assessed values have been entered for each levy in the Timber Assessment section of the Levy Data panel. (For more information, see Entering Levies) If the values have been copied from the previous year, the values must have been validated and, if required, modified.
  • The Fund Listing Report (Reports > Levy) has been run to verify that tax areas have been associated correctly with the levies.

Procedure

  1. In PACS 9.0, choose Reports > Levy > Print Certification of Value Letter Report.
  2. In the Year and Supplement Selection section of the Print Certification of Value Letter dialog, verify the entries in the following fields:
    • Year

      The year for which to print the letters.

    • As of Supp #

      Filtered according to all available accepted supplements for the selected year.

    levy certification, generate cert value letters, 9032x

  3. In the Tax District/Levy Selection section, do the following:
    • Select the Tax Districts and Levy(ies) by clicking the ellipses to open the code choosers.
    • To print a separate letter for each levy chosen above, select the Print One Levy Per Page option.
  4. 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.
  5. Click Preview to preview the report. Click Post to generate the report.
Last updated on June 10, 2021

7.Setting Up Proration Orders #

7.1.Setting Up the Proration Order for the Aggregate Limit #

Purpose

Sometimes the aggregate levy rate exceeds the legal limit. Prorating determines in what order each levy will be reduced and by how much. Use this procedure to configure the order of priority given to different types of levies when the application performs aggregate limit calculation for a levy certification run.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Set Up Levy Proration Order Data
  • Levy limits have been updated in the levy details dialog box (accessed by selecting a levy and then clicking Details from the Levies panel in the tax district record).
  • Configuration has been set up in PACS.ADMIN under Tools > Levy Certification Configuration.

Procedure

Note If you make changes to a proration order for the current levy year, the status of all limit calculation is changed to Not Calculated for the proration order modified in levy certification runs that have a Coding status. Further, once you accept a levy certification run for the levy year, proration order information can no longer be modified; the dialog becomes read-only and the title is appended with (Certified).

  1. In PACS 9.0, choose Activities > Levy > Setup Aggregate Proration Order.
  2. In the Aggregate Proration Order dialog box, do one of the following:
    • To create a proration order by copying information from a previous year into the current year, click Copy From. Then select the proration order to copy and click OK.
    • Click Add . Then do the following:
    1. In the Proration Order Detail dialog box, complete the following options as required.

      Notes Statutes offer guidance on proration orders.

      Proration Order Detail Dialog Box

      • Tax District
      • Levy
      • Level

        The system applies level 1 prorations, then level 2, and so on, until the aggregate rate is legally acceptable.

        To assign the next unused level number, select <new>.

      • Use Full Amount or Proration Amount

        Either select this option to include the full amount of the levy in the proration calculation for this level or enter the amount to include in the Proration Amount field.

      • Protect Full Amount or Protected Amount

        Either select this option to include the full amount of the levy in the proration calculation for this level or enter the amount to include in the Protected Amount field.

    2. Click OK.
  3. To move a proration order up or down a level, select the record and click the respective arrow.
Last updated on June 10, 2021

7.2.Setting Up the Proration Order for the Constitutional Limit #

Purpose

Some levies are subject to the aggregate limit, while others are subject to the constitutional limit (still others may be exempt from limits or subject to both). The constitutional limit applies directly to taxes paid by individual property owners. When levy rates exceed the constitutional limit, prorating determines in what order each levy will be reduced and by how much. Use this procedure to configure the order of priority given to different types of levies when the application performs constitutional limit calculation for a levy certification run.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Set Up Levy Proration Order Data
  • Levy limits have been updated in the levy details dialog box (accessed by selecting a levy and then clicking Details from the Levies panel in the tax district record).
  • Configuration has been set up in PACS.ADMIN under Tools > Levy Certification Configuration.

Procedure

Note If you make changes to a proration order for the current levy year, the status of all limit calculation is changed to Not Calculated for the proration order modified in levy certification runs that have a Coding status. Further, once you accept a levy certification run for the levy year, proration order information can no longer be modified, the dialog is read-only and the title is appended with (Certified).

  1. In PACS 9.0, choose Activities > Levy > Setup Constitutional Proration Order.
  2. In the Constitutional Proration Order dialog box, do one of the following:
    • To create a new proration order by copying information from previous years into the current year, click Copy From, choose the prior year and click OK.
    • To create a new proration order, select the Tax District and the Year and click Add. Then do the following:
    1. In the Proration Order Detail dialog box, complete the following options as required:

      Notes Statutes offer guidance on proration orders.

      Proration Order Detail Dialog Box

      • Tax District
      • Levy
      • Level

        The system applies level 1 prorations, then level 2, and so on, until the aggregate rate is legally acceptable.

        To assign the next unused level number, select <new>.

      • Use Full Amount or Proration Amount

        Either select this option to include the full amount of the levy in the proration calculation for this level or enter the amount to include in the Proration Amount field.

      • Protect Full Amount or Protected Amount

        Either select this option to include the full amount of the levy in the proration calculation for this level or enter the amount to include in the Protected Amount field.

    2. Click OK.
  3. To move a proration order up or down a level, select the record and click the respective arrow.
Last updated on June 10, 2021

8.Capturing Values for Levy Certification #

Purpose

Use this procedure to capture a set of values for a given levy year and supplement.

You can carry out this activity to refresh tax district values as many times as required when supplementing after certification, before accepting a levy certification run.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Capture Values for Levy Certification Run
  • Before capturing values, fund association changes must have been entered. You maintain fund association changes in the Fund Maintenance section of the Levy Data panel, accessed by selecting a levy from the Levies panel of tax district records

Procedure

  1. In PACS 9.0 choose Activities > Levy > Capture Values.
  2. In the Capture Values for Levy Certification dialog box, click Create.
  3. In the Capture Values dialog box, create a new captured value run by completing the following options:

    Capture Values Dialog

    • Levy Year

      The most recent year with certified assessed values.

    • As of Supp #

      Select an accepted supplement for the levy year selected.

  4. Click Post.
  5. In the Capture Value for Levy Certification dialog box, click Close.
Last updated on June 10, 2021

9.Creating a Levy Run #

Purpose

Use this procedure to create an initial set of values from which you can process levies.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Create Levy Certification Run
  • The following reports have been used to verify that all the levies are associated with the correct tax areas:
    • The Listing of Levies within the Tax Area Report (Reports > Levy) to verify the levies within each tax area.
    • The Fund Listing Report (Reports > Levy) to verify the tax area and fund associations.

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, click Create. Add
  3. In the Select Capture Values for Levy Certification dialog box, select a captured value run to associate with the levy run and click OK.

    Captured Value Runs Dialog Box

Result

A levy run is created.

Last updated on June 10, 2021

9.1.Canceling a Levy Run #

Purpose

Use this procedure cancel a levy run.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Delete Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Cancel.
Last updated on January 7, 2019

9.2.Printing Levy Rates for a Levy Run #

Purpose

Use this procedure to print a report that includes the levy rates for a levy run.

Prerequisites

  • The levy run status is Accepted or Coding.

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Print Levy Rates.

Result

A report of the calculated levy rates for the run is generated.

Last updated on January 7, 2019

10.Reviewing Captured Values #

Purpose

Use this procedure to view the captured values from the selected captured values run.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Capture Values for Levy Certification

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Details.
  3. In the Levy Certification window, in the Values panel, select a row and click Details.
  4. In the Value Details dialog box, review the following sections:

    Capture Value Details Dialog Box

    • Captured Values

      Each row contains taxable values for an entire district and levy. The detail rows show the values broken down into the tax code areas where the tax district assesses that levy.

    • Joint District Values

      Each row contains joint district values for an entire tax district and levy. The detail rows show data broken up by county.

    • Summary Values

      Each row displays the sums of values from the other two sections per tax district and levy.

  5. Review the following fields in the master row of each of the three sections:
    • Tax District
    • Levy Code
    • Levy Description
    • Total Taxable Value
  6. Review the following fields in the detail rows of each section:
    • Real And Personal

      The non-senior taxable value of real property and the taxable value of personal property within the corresponding tax code area.

    • Senior/Disabled

      The senior taxable value within the tax code area that will reduce the real property value in calculating the levy.

    • State Assessed
    • Total Taxable Value

      The sum of the real and personal and the senior/disabled values.

    • Annex Value

      The total taxable value for all properties associated with the taxing district for this levy where the start year of the annexation is equal to the levy year.

    • New Const

      The overall new construction value for this taxing district.

  7. Click Close.
Last updated on June 10, 2021

11.Reviewing Levy Data #

Purpose

Use this procedure to view the budget, tax base and levy rate for all levies. You can review the budgets and levy rates established based on taxable values regardless of any rate limits that may later be applied to the levies. Levy data is pulled from levy details.

Prerequisites

  • In order to perform this procedure, the following user right is required:
  • Levy Functions > Levy Certification Functions > View Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Details.
  3. Open the Levy Data Review panel.

    Levy Data Review Panel

  4. Filter the levy data based on the following options:
    • Tax District

      Select either ALL or an individual tax district to filter the tables according to all tax districts or a selected tax district.

    • Outstanding Items

      Select one of the following options:

      • ALL
      • 0 – To view levies that have all of the Verified check boxes selected in the External Information section of the Levy Data panel in the Tax District dialog box. (The dialog box is accessed by opening a levy from the Levies panel of a tax district record.)
      • > 0 -To view levies that do not have the Verified check boxes selected.
  5. For each tax district, click + to open the tax district rows and review the following data as required:
    • Levy Description
    • Levy Type
    • Budget
    • Tax Base
    • Levy Rate

      The initial calculation based on the budget. The value is the rate per $1,000 of assessed value at which the levy collects. The rate is either manually entered or calculated by the levy certification process. Once the levy has been certified, the rate can no longer be changed.

    • Outstanding Items

      Select one of the following options:

      • ALL
      • 0 – To view levies that have all of the Verified check boxes selected in the External Information section of the Levy Data panel in the Tax District dialog box. (The dialog box is accessed by opening a levy from the Levies panel of a tax district record.)
      • > 0 -To view levies that do not have the Verified check boxes selected.
  6. Use the following options as required:
    • To view the levy details for a tax district, select a row and click Details.
    • To print a report displaying the data and calculations used to arrive at the tax base and preliminary levy rate values for a tax district based in the budget, select a row and click Print Calculation.
    • To generate a report showing the contents of the dialog using the currently selected filter options, click Print Grid.

      Note The Print Grid report is useful for determining which budgets are missing.

    • To update the budget, levy rate and outstanding items fields, click Update.
Last updated on June 10, 2021

12.Setting Up Levy Limits #

12.1.Setting the Statutory Limit #

Purpose

Statutory dollar rate limits are specified for regular property tax levy rates for most types of taxing districts. Use this procedure to set statutory limits for the individual levies within a tax district and ensure that their summed limit values do not exceed an overall statutory limit.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Create Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Details.
  3. Open the Statutory Limit panel.

    Note In the Statutory Limit panel, the master rows display the summed rate limit for each tax district. You can click + on the master rows to display detail rows with the levy statutory limit for each levy within the tax district.

  4. Review the following options as required in the master rows:
    • Tax District
    • District Statutory Limit

      The statutory limit set for the tax district.

    • Reduction
    • Levy Limits Total

      The sum of the statutory limits of the individual levies within the tax district.

    • Difference

      The difference between the statutory limit and levy total.

  5. To copy the statutory limit values from another levy certification run, click Copy From.

    Statutory Limit Panel

  6. To view or edit the statutory limit details, select a row and click Details. Then review or complete the following options as required:

    statutory limit detail

    • Tax District
    • Statutory Limit

      The statutory limit for the tax district.

    • Levy Rate

      Typically left blank. If the rate existed in the prior year, the rate is copied in the new year layer process.

    • Linked Levies Rate

      The sum of the calculated levy rates for all linked levies.

    • Combined Rate

      The sum of the levy rate and the rate for linked levies.

    • Rate Limit

      The statutory limit for the levy.

    • Reduce by Levies

      The levy whose calculated levy rate will be used to reduce the statutory limit for the levy.

      Note To reduce the rate limit by another levy, click Reduce By Levies and enter the other levy.

    • Reduction

      The calculated levy rate as determined by the certified levy run, for the levy selected in the Reduce by Levies field.

    • Levy Limit

      The Rate Limit value less the Reduced by Levies value.

    • Notify on Proration

      When selected, generates a warning that a proration occurred so that the limit can be adjusted as necessary.

  7. Review the following values:
    • Levy Limit Total

      The sum of the statutory limits of the individual levies within the tax district.

    • Difference

      The difference between the statutory limit and levy total.

      Note If the difference not equal to zero, the OK button is disabled.

  8. Click OK.
Last updated on June 10, 2021

12.2.Setting the Highest Lawful Limit #

Purpose

Use this procedure to set the highest lawful levy limit for the individual levies within a tax district using calculations based on the statutory limit for each levy and one of four methods of calculation.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Create Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Details.
  3. Open the Highest Lawful Levy Limit panel.

    levy highest lawful

  4. Complete or review the following options as required:
    • HideImplicit Price Deflator

      The rate of economic inflation used in the calculation of the highest lawful levy. The levy limit for a taxing district with a population over 10,000 is determined by the need of the district for funds above the rate of inflation (IPD).

    • General Limit Factor

      The limit factor as specified in the statute. The limit factor for districts that have a substantial need for funding above the IPD is the lesser of the limit factor authorized by statute or 101 percent. For all other districts with a population of 10,000 or more, the limit factor is the lesser of 101 percent or 100 plus the IPD. The levy limit for a less populated district is 101 percent.

    • Tax District
    • Levy Code
    • Levy Description
    • Status

      The status of the highest lawful levy limit calculation for the levy. The status is set to Not Calculated when the run is initially created.

    • Calculated Levy

      The calculated values for the levy.

    • Levy Rate

      Displays the calculated rate once the highest lawful limit is calculated.

  5. To view or modify levy data, select a levy and click Details.
  6. In the Levy Information section of the Highest Lawful Levy Limit dialog box, review the levy, budget and statutory limit.
  7. In the Highest lawful Levy Calculation Elements section, complete or review the following options as required:

    highest lawful levy

    • Highest Lawful Levy Since 1985 selection

      A method to use in populating the highest lawful levy since 1985 and the levy year fields:

      • Highest Lawful Levy Since 1985 – Captures the highest lawful levy that could have been levied since the year 1985.
      • Last Year’s Levy – Captures the levy amount from the previous year.
      • Highest Levy Amount in the Last ## Years – To specify the number of years, select this option. The largest levy in the number of years selected populates the Highest Lawful Levy Since 1985 and Levy Year fields.
      • Manually Entered Amount – To manually enter the values into the Highest Lawful Levy Since 1985 and Levy Year fields, select this option.
    • Highest Lawful Levy

      Represents the highest lawful levy calculation that takes place once the Calculate Highest Lawful Levy option is selected. If this value is greater than the value in the Highest Levy Since 1985 field, then this becomes the Highest Levy Since 1985 for the following year.

      The highest lawful levy is calculated as follows using the highest lawful levy since 1985, the limit factor, the levy rate, and the statutory rate limit.

      1. Multiplies the highest levy since 1985 by the limit factor.
      2. Multiplies the value of new construction by the levy rate. (The value of new construction represents new construction, improvements, and newly constructed wind turbines.)
      3. Subtracts the previous year’s value of state assessed property from the current year’s value and multiplies the difference by the levy rate.
      4. If an annexation occurred for the taxing district that takes effect for the current year, the calculation adds the results from (i), (ii), and (iii) and divides that by the current taxable value minus the annexed area multiplied by $1,000. Next, the calculation is multiplied by the taxable value of the annexed area and then divided by $1,000, else it adds the results from (i), (ii) & (iii).
      5. Multiplies the taxable value by the statutory rate limit.

        The highest lawful levy is equal to the lesser of the results from (iv) and (v) above.

        Note Districts with a population greater than or equal to 10,000 that do not submit a second resolution showing substantial need are limited to (i), that is, to multiplying the highest levy since 1985 by the limit factor or the IPD, whichever is lower.

    • Last Year’s Levy Rate

      Set to the levy rate for the prior year plus the prior year levy rates of any linked levies using the current year’s linked levy association.

    • Lid Lift

      Indicates whether a permanent lid lift or temporary lid lift for a limited number of years is allowed by voters.

      If you select Temporary, the system populates the voted levy rate. Further:

      • If the statutory rate is not exceeded, then the levy rate multiplied by the total taxable value will become the basis for the highest lawful levy calculation for future years for the term of the lid lift. The highest lawful levy calculation will take place as if the lid lift never occurred and be stored for use in calculating a future levy once the lid lift expires.
      • If the statutory rate is exceeded, you will receive an error message.

      If you select Permanent, the system populates the voted levy rate. Further:

      • If the statutory rate is not exceeded, then the levy rate will become the basis for the highest lawful levy calculation for future years.
      • If the statutory rate is exceeded, you will receive an error message.

      Example:

      – State School Levy Statutory Rate: $ 3.60

      – Current State Levy Rate: 2.70 (limited Because of the 101% Budget Limit)

      – Excess Capacity: $ .90

      A lid lift would allow the State to “lift” the 101% limit (Lid) of their budget amount to achieve a higher rate.

    • Voted Levy

      The voted levy rate. If the value exceeds the statutory rate for the levy, a warning symbol is displayed to the left of the value.

  8. To calculate the highest lawful levy, click Calculate Highest Lawful Levy.
  9. In the Actual Levy Calculation Elements section, complete or review the following options as required:

    Levy Process, Highest Lawful Levy Limit, Actual Levy

    • Amount to be Refunded
    • Amount Recovered
    • Amount of Shift

      When this check box is selected, you can enter the amount of the levy rate being shifted to/from the levy. This value can be either negative or positive.

      The value is applied to the combined levy, and the result is displayed in the Calculated Levy field.

      • Reason

        The reason for the shift, such as a reason indicating a shift from a county road levy to the current expense levy.

    • Levy Corrections for a Prior Year

      Select to enable the correction amount and levy year fields.

      • Correction Amount

        Enter a correction amount.

      • Levy Year

        Indicates the levy correction year.

    • Banking Capacity

      The difference between the highest lawful levy and either the budget certification or resolution (whichever is lower) if the highest lawful levy was greater than the lower of these two and does not exceed the statutory maximum. This will be banked capacity for the district in future years.

    • Shift to Levy

      A portion of this levy’s rate is being shifted to another levy’s rate, select the destination levy receiving the shift amount. The levy must be within the same district. If the levy’s budget amount is less than the calculated highest lawful levy amount, the difference is added to the calculation highest lawful levy amount for the selected levy.

      The assessor’s office makes the levy limit calculation for each fund before the shift takes place.

      Regardless of the amount shifted, the total amount levied for both funds cannot exceed the combined total of the two districts as calculated under the levy limit.

    • Calculated Levy

      The levy amount calculated by taking the levy rate from the actual levy calculation and multiplying it by the total taxable value for the levy.

    • Levy Rate

      For Levy Certification

      The value is the rate per $1,000 of assessed value at which the levy collects. The rate is either manually entered or calculated by the levy certification process. Once the levy has been certified, the rate can no longer be changed.

      For the Rollback Wizard

      The certified levy rate on the property for the current tax year.

  10. To calculate the highest lawful levy rate and the calculated levy values, click Calculate Actual Levy. For details about the calculation, click here.

    The calculation is as follows:

    1. Multiplies the previous year’s levy by the limit factor.
    2. Multiplies the value of new construction by the levy rate. (The value of new construction represents new construction, improvements, and newly constructed wind turbines.)
    3. Subtracts the previous year’s value of state assessed property from the current year’s value and multiplies the difference by the levy rate.
    4. If an annexation occurred for the taxing district that takes effect for the current year, then adds the results from (i), (ii) & (iii) and divides that by the current taxable value minus the annexed area multiplied by $1,000. Next the calculation is multiplied by the taxable value of the annexed area, then divided by $1,000; else adds the results from (i), (ii) & (iii).
    5. Take the result from (iv) and add the amount to be refunded.
    6. Budget amount.
    7. Highest lawful levy plus amount to be refunded.
    8. Take the lesser of (v), (vi) or (vii) above and subtracts the amount recovered due to a settlement of highly valued disputed property.
    9. Multiplies the taxable value by the statutory rate limit.
    10. If the result from (viii) is less than the result from (ix), then add levy corrections (+/-) to the result from (viii); else adds levy corrections (+/-) to the result from (ix).
    11. To calculate the levy rate, divides the result from 10 by the taxable value. (This value includes new construction, state assessed property and taxable senior/disabled value.)
  11. Click OK or Apply.
Last updated on June 10, 2021

12.3.Setting the Aggregate Limit #

Purpose

Use this procedure to calculate the levy limit for the individual levies within a tax area using calculations based on the highest lawful levy limit for each levy and an aggregate limit.

Note The aggregate levies of junior taxing districts and senior taxing districts cannot exceed a legally specified dollar amount per thousand dollars of assessed valuation (currently $5.90 per $1000). Not all levies utilize the aggregate limit calculation. Only those levies for which aggregate limit was included in the levy limits section on the levy detail panel utilize it.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Create Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs dialog box, select a levy run and click Details.
  3. Open the Aggregate Limit panel.

    levy aggregate limit

  4. Enter an aggregate limit.
  5. Review the following fields for each tax area as required:
    • Status

      The status of the calculation: Calculated, Not Calculated.

    • Amount Reduced

      The amount a levy is reduced by due to the calculation process.

    • Aggregate Levy Rate

      The sum of the levy calculation that was generated for the levies included in the aggregate limit calculation as a result of the highest lawful levy calculation for the levies. After the aggregate levy limit is calculated, this field will contain the levy rate after calculation.

  6. Click + to review the following details for each levy within a tax area as required:
    • Levy Code
    • Levy Description
    • Taxing District Type
    • Original Rate

      The levy rate for this levy from either the highest lawful levy limit calculation or the aggregate limit calculation if the levy had a reduction from that calculation.

    • Amt. Reduced

      The amount that constitutional limit calculations determined that this levy must be reduced by so that the sum of the levy limit rates for the tax area do not exceed the effective limit.

    • Final Rate

      The difference between the original levy rate and the reduction amount.

  7. Use the following options as required:
    • Print

      Prints the levy rate totals for tax areas whose levy rates have been reduced by an aggregate limit.

    • Calculate

      Calculates the tax areas. The system calculates the tax code area with the highest aggregate levy rate and proration before calculating the next.

      The process calculates the reduction amounts necessary to ensure that the aggregate levy rate for the tax area does not exceed the effective rate.

      This process will run only once after all of the levies have been ranked.

      Note Once calculations are completed for a given tax area, its status is changed to Calculated.

Last updated on June 10, 2021

12.4.Setting the Constitutional Limit #

Purpose

Use this procedure to calculate the levy limit for the individual levies within a tax area using calculations based on the aggregate limit for each levy and an effective rate based on calculations performed on provided ratio values.

Note The Constitutional Limit limits the amount of property taxes that may be imposed on an individual parcel (real or personal) of property without voter approval to 1 percent of its true and fair value. Not all levies utilize the aggregate limit calculation. Only those levies for which constitutional limit was included in the levy limits section on the levy detail panel.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Create Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a run and click Details.
  3. Open the Constitutional Limit panel.

    levy constitutional limit

  4. Review or modify the following options as required:
    • Real Property Ratio

      The real property ratio that was set up in PACS.ADMIN (Tools > Levy Certification Configuration).

    • Personal Property Ratio

      The personal property ratio that was set up in PACS.ADMIN (Tools > Levy Certification Configuration).

    • Effective Rate

      The initial constitutional limit rate. This is a calculated value used in the calculation of the constitutional limit for each tax code area.

      The calculation is as follows: if the real property ratio is greater than or equal to the personal property ratio, then the effective rate is equal to 10.00 divided by the real property ratio; else the effective rate is equal to 10 divided by the personal property ratio.

  5. Review the following options as required:
    • Tax Area
    • Tax Area Desc
    • Status

      The status of the calculation: Calculated, Not Calculated.

    • Amount Reduced

      The amount a levy is reduced by due to the calculation process.

  6. For each levy, click + to review the following details as required:
    • Levy Code
    • Levy Description
    • Taxing District Type
    • Original Rate

      The levy rate for this levy from either the highest lawful levy limit calculation or the aggregate limit calculation if the levy had a reduction from that calculation.

    • Amt. Reduced

      The amount that constitutional limit calculations determined that this levy must be reduced by so that the sum of the levy limit rates for the tax area do not exceed the effective limit.

    • Final Rate

      The difference between the original levy rate and the reduction amount.

  7. Use the following options as required:
    • Print

      Generates the Levy Certification Constitutional Limits report, which contains information about the levy rate totals for tax areas whose levy rates have been reduced by a constitutional limit.

    • Calculate

      Calculates the tax areas. The system calculates the tax code area with the highest aggregate levy rate and proration before calculating the next.

      The process calculates the reduction amounts necessary to ensure that the aggregate levy rate for the tax area does not exceed the effective rate.

      This process will run only once after all of the levies have been ranked.

      Note Once calculations are completed for a given tax area, its status is changed to Calculated.

Last updated on June 10, 2021

13.Levy Reports for Calculation Validation #

Run the following reports to validate the levy calculations.

Last updated on January 7, 2019

13.1.Reviewing Tax District Calculation Details and Summary #

Purpose

Use this report to view the final levy rates once all the calculations are complete. You can use this report to verify that its total taxes and rates match the total taxes and rates in the Certification of Levies Report.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Create Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select a levy run and click Details.
  3. Open the Tax District Summary panel, which includes every levy that has been calculated for the levy year within the levy run.
  4. Review the following fields:

    • Tax District
    • Tax District Type
    • Levy Code
    • Levy Description
    • Levy Type
    • Final Levy Rate

      The final levy rate after all calculations have been performed.

  5. To print the Tax District Summary Report, which provides an overview of the calculations that determined the levy rates for each levy within a tax district, click Print.
Last updated on June 10, 2021

13.2.Generating an Assessment and Levies Due Report #

Purpose

Use this report to display the levy rates, total taxes, and timber assessed values for the selected tax district types, levy types, tax districts, and levy funds.

Procedure

  1. In PACS 9.0, choose Reports > Levy > Assessment and Levies Due.
  2. In the Assessment and Levies Due dialog box, set the Report Settings as required:

    Assessment and Levies Due Report Dialog Box

    • Assessment Year

      The assessment year to include in the report.

    • As of Supplement

      Select an accepted supplement for the assessment year selected.

    • Tax Districts Type
    • Levy Types
    • Tax Districts
    • Levies

      One or more levies to include in the report.

  3. To set the output setting, do the following 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.
  4. Click Preview to preview the report. Click Post to generate the report.
Last updated on June 10, 2021

13.3.Generating a Certification of Levies Report #

Purpose

Use this report to list the levy fund taxable values, levy rates and taxes within the selected tax districts for a given year.

The results print in the priority order set up in the proration order configuration.

You can use this report to verify that its total taxes and rates match the total taxes and rates in the Levy Calculation Summary Report (Activities > Levy > Levy Certification, select a levy certification run and click Details, then expand the Tax District Summary panel; from there, select a levy or levies in the grid and click Print).

Procedure

  1. In PACS 9.0, choose Reports > Levy > Certification of Levies.
  2. In the Certification of Levies dialog box, select the Assessment Year, Taxing District(s), and Run Id.

    levy certification, report, levy rates, 9032x

  3. To set the output setting, do the following 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.
  4. Click Preview to preview the report. Click Post to generate the report.
Last updated on June 10, 2021

14.Updating Values for a Levy Run #

Purpose

Use this procedure to update the values of a levy run (for example, to update values after removing a levy limit or capturing values for a second time).

Important  If you have added or removed tax areas from funds, you cannot use this procedure to update values. Instead, you must run the Certification of Values by Tax Area Report with the Set Assoc option and all tax areas selected. For more information, see Generating the Certification of Value by Tax Area Report.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Update Levy Certification Run
  • The levy run status is Coding.
  • Values have been captured. For more information, see  Capturing Values for Levy Certification.

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs dialog box, select a levy run and click Update Values.
  3. Select a different captured value run and click OK.
Last updated on January 7, 2019

15.Accepting the Levy Run #

Purpose

Use this procedure to accept a levy run.

This acceptance process:

  • Updates the levy rate.
  • Populates the levy certification date.
  • Locks the levy details dialog box (accessed by selecting and levy and then clicking Details from the Levies panel in the tax district record), except for the Fund Maintenance section.
  • Cancels any other levy runs in the same year; the status of other runs in the same year is changed to Cancelled.

Important  You can undo the acceptance if necessary before bills are created. However, undoing the acceptance only removes the levy certification date, not the levy rate. If the levy rate needs to be changed, changes would need to be entered manually.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Accept Levy Certification Run
  • The levy run status is Coding.
  • If there have been changes to levy data since the last time the Capture Values activity was run, the Capture Values activity must have been run again.

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select the levy run created and click Accept.

Result

The selected run’s status is set to Accepted. All other runs within the same levy year are set to Canceled.

Last updated on January 7, 2019

15.1.Undoing an Accepted Levy Run #

Purpose

This procedure is optional.

Use this procedure to undo an accepted run.

Important  You can undo the acceptance if necessary before bills are created. However, undoing the acceptance only removes the levy certification date, not the levy rate. If the levy rate needs to be changed, changes would need to be entered manually.

Prerequisites

  • In order to perform this procedure, the following user right is required:
    • Levy Functions > Levy Certification Functions > Undo Accept Levy Certification Run

Procedure

  1. In PACS 9.0, choose Activities > Levy > Levy Certification.
  2. In the Levy Certification Runs window, select the levy run created and click Undo Accept.

Result

The status of the run is changed to Coding; you can make changes to the run.

The status of all other runs within the same levy year remains cancelled.

Last updated on January 7, 2019

16.Notify Treasurer's Office Levy is Complete #

Purpose

At this time, the Treasurer’s Office is notified so they can proceed with the process to Create the Bills and Levy Statements for the new tax year.

The steps to perform this process are in the documentation name:

Levy Certification – Treasurer’s Guide

Last updated on January 7, 2019
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