WA Levy Certification – Create Tax Rolls and Statements – Treasurer Guide

Purpose This step reviews items that would have been performed in the End of Year Processing. Procedure Below is a listing of items that should be completed prior to Tax Statements and Levy Roll Procedures

1. Reconcile balances for the prior ending year
2. Confirm all Days are closed
3. Confirm all Months are closed
4. Event Mapping – Copying from prior year to the new current year
5. Fiscal Year Rollover – Create Beginning Year Balances for the New Current Fiscal Year
   • Note Only the Fiscal Year Rollover should be performed at this time For steps on how to perform this step see the Knowledge Base/Tips and Tricks/PACS 9.0/Fiscal Year Rollover – How to Perform for the Month End of December for detailed steps.   The menu options of “Populate Beginning Fiscal Year Balances” and “Move System to New Collection Year” are not to be performed at this time.  There two steps will be performed later during the levy process. The Levy Guide that will tell you when to run them.
6. Review the New Year Interest and Penalty for:
   • Levy Bills,
   • Special Assessments
   • Reet
   • Fees (if Applicable)
7. Review Refund Types (PACS ADMIN)
8. Confirm New year has refund types set up
9. Review Administrative interest rate is accurate and associated property.
10. Verify Event Mapping set up correctly for Refund Interest
11. Import Mortgage Information
12. Review Escrow Types (PACS ADMIN)
13. Confirm New Year Escrow Types are set up
14. Review any additional items specific to your office.

Purpose

Create a TeamSupport ticket with the heading “Create Bills and Statements for XXXX Tax Year”. This ticket will allow us to monitor your progress through this process and serve as a reference for future year Create Bills and Statements Procedures.

Prerequisites

In order to start this process, notification from the Assessor’s Office should have been received stating that the Levies have been certified.

Procedure

Purpose

Confirm certification of Levies has been Accepted.  So that the Create bills and Statements Process can be started.

Prerequisites

In order to start this process, notification from the Assessor’s Office should have been received stating that the Levies have been certified and the process is complete.

Procedure

Receive a  verbal confirmation that the Certification process has been completed by the Assessor.  If the Levy Certification run displays an accepted status it is still necessary to confirm that certification is finalized, this is due to the fact that Levy Runs can be unaccepted and reaccepted if needed.

To view the status. Select the certification of levies tab under the Assessors Role.  Choose Activities>Levy>Levy Certification. A historical screen will display showing all Levy Certification Runs.   View the New Year Run ID.  The status column should be Accepted. This status enables the creation of Levy Bills. If the status is not Accepted, as in the example shown below, please contact the Assessor’s Office to see when this process will be completed.

 

Purpose

To find special characters or data length issues that may exist within data. This allows data to be updated with the correct length so that it does not cause issues with the display of information on the tax statement.

Prerequisites

Confirmation from the Assessor’s Office should have been received stating that the Levies have been certified.

Procedure

Update the Team Support Ticket that was created in Step 1 requesting that Data Checks for special characters be made to your system. Please note that if you have queries that you generated to perform these steps within your system please generate them as you normally would. After you have completed generating them it is recommended that you notify us that you have performed the checks on your system but we will need to perform the steps as a final confirmation.

Note Data checks will need to generated behind the scenes by support or via a monitor if you have one on the system.  Do not use the data checks listed under Activities/Administration/Export Data will not review data for a certified year.

Once the checks have been completed, the TeamSupport Ticket will be updated so you can continue to Step 5 of the checklist.

Purpose

Use this procedure to create levy bills. The initial amount due for a property is based on the taxable value divided by 1,000 and multiplied by the levy rate.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Levy Functions > Levy Bill Functions > Create Levy Bills
• The levy certification run for which bills will be created has a status of Accepted.

Procedure

1. In PACS 9.0, choose Activities > Levy > Levy Certification.
2. In the Levy Certification Runs window, right-click a run and choose Create Levy Bills.
3. In the Create Levy Bills dialog box, select the due date for the bills and click OK.

   

   The levy bill creation process is initiated and the dialog box closes.

Result

When the process is complete, you receive a PACS inbox notification, and the levy certification run’s status is changed from Accepted to Bills Created.  Bills are created behind the scenes and can not be viewed in Pacs at this time.

Purpose

Use the Certification of Tax Roll Report to review the Assessed Value Variance line and the Total Levy Variance line differences.  Any unacceptable/large variance amounts will need to be reviewed by TASupport,  before you continue to the next steps in this documentation.

Procedure

1. In PACS 9.0, choose Reports > Certification > Certification of Taxroll.
2. In the Reports Settings section of the Certification to Tax Roll dialog box, enter report selection criteria as required:

   

   • Year  The year in which to include all taxes of that year.
   • As of Supp will listed the last accepted supplement that will be used for bill creation.  When the drop down is selected all available supplements for which bills have been created and activated are displayed

 

1.  In the Selection Filtering section, select the sort order from the following Print Totals By options.  Recommended is on first run to run for ALL Taxi Districts to balance.  After balancing is completed this report can be generated for other print options as needed.

1. • Tax Area – Recommended on first run to run for ALL Taxi Districts and review report
   • Tax District
   • Levy
   • Pending Tax Area
2. 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.
3. Click Preview to preview the report. Click Post to generate the report.

 

The report will print for each Tax District.  Confirm the following:

Assessed Value Column

• Tax Rate – The current tax rate for the year.
• Certification Assessed Value – Certified Roll Totals or Total on the Adjusted Certified Totals as of the last accepted supplement
• Tax Roll – Assessed Value – Assessed value on the Tax/Levy Roll at the time bills were created.
• Difference – Certification Assessed Value – Tax Roll Assessed Value
• Value Added to Roll, Value Removed From Roll, Value Changes to Roll – Adjustments made after Certification up to the time levy certification was created.
• Total Adjustments – The total of Value Added to Roll, Value Removed From Roll, Value Changes to Roll.  Grand total for all Adjustments
• TAV-Private Timber Tax – Total of TAV Private Harvest Timber Tax if applicable.
• Variance – The difference between the (Total Certification Assessed Value + or – Adjustments + TAV-Private Harvest Timber Tax) – Tax Roll Assessed Value.  There should not be a variance in this column.

Note:  If a variance is found update the Team Support ticket and attach a copy of the report for each Tax District that does not balance.  These issues need to be reviewed before proceeding.

Total Levy Column

• Certification Total Levy  – Takes the total Certified Assessed Value x certified rate / 1000
• Tax roll Total Levy – Takes each individual properties Assessed Value x certified rate / 1000.  This causes the system to round the amounts multiple times and then sum them to produce the overall total
• Difference – Assessed value on the Tax/Levy Roll at the time bills were created.
• Difference – Certification Total Levy  – Tax Roll Total Levy
• Total Levy Added to Roll, Value Removed From Roll, Value Changes to Roll – Changes in Levy made after Certification up to the time levy certification was created.
• Total Adjustments – The total levy Added to Roll, Value Removed From Roll, Value Changes to Roll.  Grand total for all Adjustments
• TAV-Private Timber Tax – Total levy for of TAV Private Harvest Timber Tax if applicable.
• Variance – The difference between the (Total Certification Total Levy + or – Adjustments + TAV-Private Harvest Timber Tax) – Tax Roll Total Levy Value.

NOTE:   There will normally be a slight variance in the Total Levy Variance line.  This is because the Certification Total Levy takes the total value to calculate the Total levy.  The Tax Roll Total Levy takes each individual property x the rate rounds the number as needed and then adds each amount for each property to get an overall total.

Important:  Slight variances can be acceptable, however larger variances will need to be reviewed before you proceed.

If a variance is found update the Team Support ticket and attach a copy of the report for each Tax District that does not balance.

 

 

Taxing Districts Not Collected for in the Current Levy Year

For any totals that are have a 0.00000 tax rate and you do not collect for the Taxing District displayed, in the year you are currently creating levy, these variances  can be disregarded.

 

 

 

Purpose

This procedure is optional.

Use this procedure to undo the creation of levy bill. This step does not Undo the Creation of Assessment Bills, it only undoes the creation of Levy Bills.

Note: The Undo Create Bills menu option is enabled only once a bill is created. Further, once a bill is activated, it cannot be undone.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Levy Functions > Levy Bill Functions > Undo Create Levy Bills

Procedure

1. In PACS 9.0, choose Activities > Levy > Levy Certification.
2. In the Levy Certification Runs window, right-click a run and choose Undo Create Levy Bills.

Result

All records for the current levy year that were created are deleted.

Purpose

Use this procedure to activate newly created levy bills.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Levy Functions > Levy Bill Functions > Activate Levy Bills

Procedure

Caution  Once newly created bills are activated, the status is changed to Bills Activated and the bill creation cannot be undone.

1. In PACS 9.0, choose Activities > Levy > Levy Certification.
2. In the Levy Certification Runs window, right-click a run and choose Activate Levy Bills.
3. Create a New batch for the bills to be created in.

Result

All newly created bills are activated and the new year bills will be visible from the Property Tax Due/Bills tab.  At this time they will NOT be visible on the Property Tax Due/Statement tab or Events. Only after the statement run is generated the bills will be visible on the statement view and the events tab.

Purpose

Use this procedure to specify the information that will be included when statements are generated. This configuration will be used for the two types of statements: Property Tax Statements and Taxpayer Statements.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Tax Statement > Statement Configuration

Procedure

• In PACS.ADMIN, choose Tools > Statement Configuration.

  

• Complete the following options:
  • Please Select a Year  – The years for which the configuration is effective.
  • Select Default Property Statement  – Indicates whether the configuration applies for either single coupon or multiple coupon property statements.

    The option selected here determines the default selection when generating a corrected tax statement (Activities > Generate Corrected Tax Statements), when generating an individual taxpayer statement from a property record (Commands > Create New Tax Statement), and when generating supplement statements (Activites > Supplement > Supplement Statement Maintenance).

Property Tax Statement Options

• The following selections apply to Property Tax Statements
  • Print Levy Rates  – If this option is cleared, the rates will not print anywhere on the tax statement.
  • Print Taxable Value per levy – If this option is cleared, the values will not print in the Voted and Non-Voted Levy grids.
  • Print Property Taxes Paid in Previous Year –  Prior year payment information is printed in a separate section of the report.
  • Use Effective Due Date –  Controls due dates that print on the 1st HP Coupon
    • If Box is checked – It will use the effective due date you enter on the statement wizard when you go to generate the statements, or payment due date whichever is later
    • If box is not check it uses the effective due date you enter on the statement wizard, when you go to generate the statements.

• • Select Items to Print on Back

    Select one of the following:

    • Print Comparison History
    • Print Information for Taxpayer – Prints information on the back of the statement such as treasurer/assessor office contact numbers, tax due dates, interest and penalty information, and protest information. For example:

     

    

    • Do not Print on Back of Statements – Sets the back of tax statements as blank.
  • Include Detailed Levy Data for Current Year

    Enabled when you choose Print Information for Taxpayer in the Select Items to Print on Back drop-down list. If you leave this option selected, then the tax statements that are generated will print the “Information for Taxpayer” text in a reduced font so that detailed levy data can fit below the information for tax payer.

    An example of detailed levy data follows:

    

    If you chose Print Information for Taxpayer and detailed levy data is not required on the back of the statement, clear this option.

  • Print Address Change template on back of payment coupons

    When selected, generates a form on the back of each payment coupon in which a taxpayer can complete change of address information:

    

Taxpayer Statement Options:

• The following options apply to Taxpayer Statements
  1. Specify the settings for taxpayer statements:
     • Select Items to Print on Back

       Select one of the following:

       • Print Comparison History
       • Print Information for Taxpayer – Prints information on the back of the statement such as treasurer/assessor office contact numbers, tax due dates, interest and penalty information, and protest information. For example:

        

       

       • Do not Print on Back of Statements – Sets the back of tax statements as blank.
     • Print Address Change template on back of payment coupons

       When selected, generates a form on the back of each payment coupon in which a taxpayer can complete change of address information:

       

  2. In the Taxpayer Statement Message pane, type the message to be included in the message box on the tax statement.  The message will hold up to 525 characters.

Note: You can enter up to 525 characters.

1. Click OK.

Purpose

This step is to confirm that the following items are updated, if needed, so that the creation of statements will reflect correctly.

Procedure

Confirm the each of the following items has been completed:

Coding of Properties with Mortgage Codes must be completed at this time so statements will reflect the accurate mortgage company.

Special Assessment entry, creation of bills and balancing should be completed so statements will reflect the special assessment bills.

Purpose

Use this procedure to create statement groups that are for the new year’s property taxes and/or special assessments. With this procedure, taxing jurisdictions are grouped together based on which taxing units will be sent out on a statement together.

Prerequisites

• In order to perform this procedure, the following user rights are required:
  • Tax Statement > Create Tax Statements
  • Tax Statement > Print Statement Run
  • Tax Statement > Tax Statement Group

Procedure

1. In PACS 9.0, choose Activities > Levy > Tax Statements > Tax Statement Group.
2. In the Levy Tax Statement Groups dialog box, click Create.
3. In the Tax Statement Group Maintenance dialog box, in the Description field, enter a description for the tax statement group.
4. In the Options section, complete the following options as required:

   

   • Include Property Taxes for all Tax Code Areas

     To include property taxes for all tax areas in the tax statement for the group, select this option.

   • Include Assessments to Appear on Statements

     To include assessments on tax statements for the group, select this option.

5. To add a new row for assessment data, click Create.
6. Complete the following options as required:

   

   • Assessment Code
   • Description
   • Type
   • Combine Assessment/Fees on Statement

     Select this option to combine the assessment and fees on one line on the statement.

     Example: Fire Patrol. Do you want it to combine the .50 with other assessments and fees so it would show ex. $17.70 instead of $17.20

   • Separate Assessment/Fees on Statement

     Select this option to print the assessment and fees on different lines on the statement.

     Note The Combine Assessment/Fees and Separate Assessment/Fees options are global settings and are applied throughout the system.

7. Click OK.
8. Close out the statements group.

Purpose

Use this procedure to generate tax statements.

You can create statements with:

• Single payment coupons
• Multiple payment coupons for a single property with multiple owners
• Multiple payment coupons for a taxpayer with multiple properties.

  Note The paper size on which statements print is not configurable. When printing tax statements, formatting is as follows:

  Property statement: Single Payment Coupon prints letter-sized paper only

  Property statement: Coupon only prints letter-sized paper only

  Property statement: Multi Payment Coupons for single property with multiple owners prints legal-sized paper whether or not special assessments & fees are included (This statement fits Master’s Touch #10 Custom envelopes. Address info does not fully display in Standard #10 envelopes.)

  Taxpayer statement: All statements print legal-sized paper only

  Important  On printed tax statements for properties with more than seven assessments, information from the Assessments box may continue printing into the Amount Due box, which is displayed immediately below (Activities > Levy > Tax Statements > Create Tax Statements).

Prerequisites

• In order to perform this procedure, one of the following user rights are required:
  • Tax Statement > Create Tax Statement
  • Tax Statement > Print Statement Run
• The tax statement group has been set up.
• The tax statement configuration has been set up.
• If fees need to be split in half to support half payments, the Allow Half Pay check box must be selected in PACS.ADMIN (Tools > Code File Maintenance > Collections > Fee Type) for the fees involved.
• If prior values were suppressed on notices and they also need to be suppressed on the statements, set the Suppress Prior Values on Tax Statement that were Suppressed on Appraisal Notice to True (Tools > System Configuration > System category > Tax Statement Configuration node).

  When set to True, this configuration is applied to statements for properties that have the Do Not Print Prior Year Values on Appraisal Notices check box selected in the Property Codes panel:

  

• If a message needs to be printed on tax statements regarding the suppression of prior year values, the Suppress Prior Year Values attribute must be selected and a message entered in the Tax Statement Message code file Tools > Code File Maintenance > General > Tax Statement Messages). This attribute can be selected only for one tax statement message code.
• Messages that need to print on the tax statements have been entered and enabled as required in the Tax Statement Messages code file (Tools > Code File Maintenance > General > Tax Statement Messages).
  • If the supplement reason from the property needs to be displayed in the message area of the tax statement, the Supplement Reason attribute must be selected.

    The supplement reason to be used will be the reason for the most recent supplement group with outstanding bills, and the supplement group used will not be later than the year of the tax statement.

    Note The Supplement Reason attribute can be selected for only one tax statement message code.

Procedure

1. In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
   • Tax Statement run history will be displayed.
2. In the Levy Statements window, click Create.
3. You will then be at the Create Levy Statement Wizard Tax Statement Group Selection. A historic listing of all tax statement groups that have been created in your system will display. Select the group tor this year that you will be creating tax statements for by highlighting it and then select Next. You will then be taken to the Create Levy Statements Wizard box.
4. In the Select Levy Criteria dialog, in the Property Type Information section, select the property type or types.

   

5. In the Statement Options section, select one of the following options:

   

   • Property Statements – Single payment coupon
     • Generate Statements for First Half Payment

       Sets tax statements to print the first half payment.

     • Generate Statements for Second Half Payment

       Sets the tax statements to print the second half payment.

   • Property Statements – Multiple payment coupons

     Generates multiple coupon statements for single properties with multiple owners. This statement prints on legal-sized paper whether or not special assessments & fees are included

   • Taxpayer Statements

     Generates multiple coupon statements for taxpayers with multiple properties. Statements are formatted for legal sized paper with multiple payment coupons. Statements are generated in property ID order.

     Select either Print Property ID or Print GEO ID to specify the ID to be printed on the statements.

     Notes

     –If there are 3 properties or less, then the tax statement is generated on a single page.

     –Two coupons will always be published. If a tax statement only has two properties with full payment status eligibility, coupon 2 will be blank.

6. Enter the effective date:
   • Effective Date

     Effective date for the tax statements. This date is used in penalty and interest calculations based on if the box was checked in the statement configuration. See the notes explaining the due date in the Set up Configurations step of this document for more detailed information.

7. Click Finish.

Result

When the creation of statements is complete, you will receive notification in your PACS inbox.

Note Previewing a statement does not generate copy in the Inbox.

Important: Be sure to carefully proof your statements from the property or taxpayer events prior to exporting the statement files to your print vendor. Also be sue that you receive a sample of statements from your vendor to confirm accuracy of the statements.

Purpose

Use this procedure to print levy statements for a selected tax statement group.

Procedure

1. In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
2. Click Print Statements.
3. In the Levy Statement Print History dialog box, either select the existing run to print and click Details, or click Add to create a new print run with the Print Levy Statements Wizard.
4. In the Statement Information section, enter a description.
5. Choose one of the following Print By options:
   • Property – All properties within the statement group.
   • All Mortgage Companies – All the mortgage companies within the statement group.
   • Mortgage Company – Only for a specific mortgage company. Select the mortgage company from the drop-down list.
   • Agents – Properties with agent assignments.
   • Agent – A specific agent. Select the agent from the drop-down list.
   • All Taxservers – All tax server coded accounts.
   • Taxserver – A specific tax server.
   • Undeliverable – Property owners with addresses coded as undeliverable.
   • Foreign Address – Property owners with any address other than a U.S. address.
6. Choose from the Include on Statements and Exclude on Statements options as required:

   

   • Escrow Balance

     Either includes or excludes escrow balances greater than zero.

   • Accounts with Rollback Taxes Due

     Either includes or excludes accounts with rollback taxes due.

7. Select the agent, mortgage, and tax server printing options.
   1. Select one of the following print options:
      • Agent Statement Copy

        Sends a statement to the tax agent (and the taxpayer if required) that has authority over the property.

      • Mortgage Statement Copy

        Sends a statement to the mortgage company of the property (and the taxpayer if required).

      • Print Taxserver Copy

        Sends a statement to the tax server (and the taxpayer if required) of the property.

   2. Select the following agent, mortgage and taxserver printing options as required.
      • Print Agent & Taxpayer Copy

        If you want a copy of the tax statement to be printed to the taxpayer and to any and all agents on a property, select this option.

      • Print Agent Copy Only

        If you do not want the taxpayer to receive a copy of the tax statement, select this option, which generates statements only to the agents on a property.

      • Do not print Agent or Taxpayer Copy

        To skip properties with an agent, select this option.

      • Print Mortgage & Taxpayer Copy

        If you want a copy of the tax statement to be printed to the taxpayer and any and all mortgage companies on a property, select this option.

      • Print Mortgage Copy Only

        If you do not want the taxpayer to receive a copy of the tax statement, select this option, which generates statements only to the mortgage companies on a property.

      • Do not Print Mortgage or Taxpayer Copy

        When this option is selected, the main statement that goes to the taxpayer is printed, but the extra copy for a mortgage company or the taxpayer is not printed.

      • Print Taxserver & Taxpayer Copy

        If you want a copy of the tax statement to be printed to the taxpayer and any and all tax servers on a property, select this option.

      • Print Taxserver Copy Only

        If you do not want the taxpayer to receive a copy of the tax statement, select this option, which generates statements only to the tax servers on a property.

      • Do not print Mortgage or Taxpayer Copy

   

8. In the Print Options section, choose from the following:
   • Include Undeliverable Address

     Include statements in the run for property owners with addresses coded as undeliverable. (The status undeliverable indicates that the Mail returned check box is selected in the owner record.)

   • Include Foreign Address

     Includes statements in the run for property owners with any address other than the US.

   • Include Statements with Zero Tax Due

     Override the system default that suppresses statements from printing with zero tax due.

   • Beginning Statement ID

     Reprints groups of statements starting with a specific statement ID number.

   • Ending Statement ID

     Reprints groups of statements ending with a specific statement ID number.

   • Sort Option – Select alphabetical, geographical or zip code order.
9. Complete the Output options and click Finish.
10. Click Close to complete the process.

Options for Printing Statements:

1. If you want to send a statement to the agent and the taxpayer in the same run
   • a. Check Agent statement copy and Print Agent Taxpayer Copy.
2. If you want to send a statement to the agent and don’t want to send a copy to the taxpayer
   • Check Agent Statement copy and Print Agent Copy Only
3. If you will print your agent statements later and don’t want to send a copy to the taxpayer
   • Check Agent Statement copy and Do Not Print Agent or Taxpayer Copy.
4. If you want to only print statements to taxpayers only
   • Uncheck all 3 boxes, the taxpayer will still get a copy.

 

 

Purpose

This step is Optional – Use this procedure to print levy statements for a selected tax statement group.  Pacs will not print a current year statement for a property with delinquent bills if that property is deleted in the current year.

PID xxxx is deleted in the current levy year but it has delinquent taxes on it.

Procedure

1. In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
2. Select the Current Year Statement run to Print Deleted Properties if any exist in the Del Prop Column

 

 

• Property ID and Years – Displays the property and year that has delinquent taxes
• Statement Group – Displays the statement groups that will be used to create the statements for the properties list.
• Select OK and statements will generated for the year taxes are due for the properties.

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Purpose

Use this procedure to create a report that lists the properties in the tax statement run by property type, special assessment and tax statement message code.

Procedure

1. In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
2. Select one of the levy statements that you wish to view the print statement run for and choose Print Statements.
3. In the grid that displays the print runs, select the print ID you wish to print totals for and click Totals.

   

4. In the Print Statement Run Totals window, select one of the following options:
   • Print Totals with Statement Run Summary Page
   • Print Totals Only
   • Print Statement Run Summary Page Only
5. To set the output settings, 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.
6. Click Preview to preview the report. Click Post to generate the report.

This procedure is optional.  Should you need to remove the statement run all events associated with the run that was deleted will be removed.

Procedure

1. In PACS 9.0, choose Activities > Levy > Tax Statements > Create Tax Statements.
2. Select one of the levy statements that you wish to remove the print statement run for and choose Print Statements.
3. In the grid that displays the print run id, select the print ID you wish to remove and click Delete.
4. Confirm that you wish to delete the selected print run.
5. This will remove all events associated with the run that was deleted.

The reports within this section are available for your use as required during levy processing.

Purpose

Use this report to generate a list of levy rates with tax areas.

Procedure

1. In PACS 9.0, choose Reports > Levy > Levy Rates Report.
2. In the Report Settings section of the Levy Rates Report dialog box, enter report selection criteria as required:

   

   • Assessment Year

     The assessment year to include in the report.

   • Tax District

     Select this option to include tax districts in the report; select the tax districts.

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.

Purpose

Use this report to generate a list of levy rates within the selected tax areas or levy rates affected by the selected tax districts or levies for a given year.

Procedure

1. In PACS 9.0, choose Reports > Levy > Levy Rates by Tax Area.
2. In the Report Settings section of the Levy Rates Report dialog box, enter report selection criteria as required:

   

   • Assessment Year
   • Tax Areas
   • 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.

Purpose

Use this report to review a summarization of levy rates for the tax areas within schools or cities.

Procedure

1. In PACS 9.0, choose Reports > Levy > Levy Rate Summary.
2. In the Levy Rate Summary dialog box, set the Report Settings as required:

   

   • Assessment Year
   • City Tax Districts
   • School Tax Districts
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.

Purpose

Use this report to display the change in assessed value, exemptions, taxable value, and total tax between the selected beginning and ending supplements.

Procedure

1. In PACS 9.0, choose Reports > Levy > Assessment/Tax Roll Reconciliation.
2. In the Report Settings section of the Levy Rates Report dialog box, enter report selection criteria as required::

   

   • Assessment Year
   • Tax Areas
   • From Supplement

     Select an accepted supplement from which to start reporting.

   • To Supplement

     Select an accepted supplement through which to end reporting.

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.

Purpose

Use this report to list the taxes to be collected per tax area.

Procedure

1. In PACS 9.0, choose Reports > Certification > Tax Roll Report.
2. In the Tax Roll Report dialog box, complete the Report Settings as required:

   

   • Tax Year

     Select a year in which to include all taxes of that year.

   • Tax Area
   • As of Supplement

     As of the point of initial levy bill creation, or as of the most current activated supplement.

   • Details & Totals

     To print details of the taxes to be collected per selected tax area as well as the total taxes to be collected per tax area, select this option.

   • Totals Only

     To print the total taxes to be collected per selected tax area, select this option

3. 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.

Purpose

Use this report to print the total taxes levied based on levy certification for the selected assessment year, tax districts and tax areas.

Procedure

1. In PACS 9.0, choose Reports > Certification > Total Taxes Levied.
2. In the Certification Total Taxes Levied dialog box, set the Report Settings and Preparer Information as required:

   

   • Assessment Year
   • Tax Districts
   • Tax Areas
   • Print Totals Only

     To print only the total values, select this option.

   • Preparer’s Name

     Enter the preparer’s name.

   • Phone Number

     Enter the preparer’s phone number.

   • Fax Number

     Enter the preparer’s fax number.

   • E-mail

     Enter the preparer’s e-mail address.

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.

Purpose

Use this procedure to generate a report displaying all of the data associated with a refund levy.

Procedure

1. In PACS 9.0, do one of the following:
   • Choose Reports > Levy > Refund Levy Run.
   • Choose Activities > Levy > Generate Refund Levy Totals, select a refund levy run and click Print in the Generate Refund Levies toolstrip.
2. In the Report Dialog box, select a Run ID from the drop-down list.

   

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.

Purpose

This report is generated to ensure that the beginning balances are built correctly for Fiscal Totals.  This report is not Optional.

Procedure

• Go to Reports>Monthly>Receivable Summary Report
• Enter the Current date
• Select User property taxes include all.
• Confirm the beginning year balances for the new year exist and are accurate.
• IF balances are 0.00, the Treasurer’s rollover would need to be performed from Activities>Administration>Treasurer’s Rollover.

Purpose

To populate the fiscal totals and Receivable Summary report with the current year levy beginning balances.

This step only needs to run if both of the following conditions are true.

• The receivable summary report print totals for all other tax years for the new Fiscal but the New year Levy total beginning balances are 0.
• You have just completed the fiscal year rollover as the indicated in the previous step “Running the Receivable Summary Report”.

Procedure

Activities>Administration>Treasurer Rollover>Populate Beginning Fiscal Year Balances

• Select the Year from the drop down box.
• This will populate a list of tax districts and special assessment agencies that should have a beginning fiscal balance, but currently do not.
• When OK is selected beginning fiscal balances will be populated for all items that are listed on the screen.
• Reprint a Receivable Summary report and confirm the New Year levy total beginning balances exist.

Step: 18

Purpose

This procedure is used to reset the levy year, which allows the levy certification process to begin again.

Note This procedure should not be performed until TA Support has reviewed your situation and advised you this is necessary.  This step sets the process back to the starting point as if no steps have been performed.

This procedure can be used after the system has been certified and after cancelations and supplements have been created. However, this procedure is not available once a payment has been applied to any active bills. Furthermore, no property can have an active payout agreement.

Resetting the levy year may take an hour or longer, depending on the amount of data involved (i.e., supplements, properties, levies). And while the process runs, effected tables are locked down and many functions related to payment processing are disabled. For these reasons, we recommend that you run this process after normal business hours.

Prerequisites

• In order to use this procedure, the following user right is required:
  • Activities > Certification Process
  • Levy Functions > Levy Certification Functions

Procedure

1. In PACS 9.0, select Activities > Levy > Reset Levy Year.
2. In the Refund Levy Year Dialog box, select the Year of the levy and Levy Run to be reset. Then select the Batch.

   

3. Click Apply to proceed.

   Note You are warned if further action is needed prior to resetting the levy year.

Purpose 

To set the New Tax Year to Current

Procedure

Activities> Administration> Treasurer Rollover> Move System to New Collection Year

Prerequisite

Levy and assessment bills and tax statements have been created and Print Levy Reports have been completed

Note  Run this step before posting any payments to the new year.