1.Special Assessments
Special assessments, sometimes called benefit assessments, are not legally considered property taxes. Instead, they are special charges created to recover monies to pay for services or improvements that have a particular, direct benefit to lands and their owners. These assessments are authorized by the local government.
Important Special Assessments are not included in the levy process.
1.1.Setting Up Special Assessment Agencies
Purpose
Use this procedure to set up new assessment records upon notification from the special assessment agency.
Prerequisites
- In order to perform this procedure, the following user right must be assigned to your user ID:
- Special Assessment > Create New Special Assessment Agency
Procedure
- In PACS 9.0, choose File > New > Special Assessment.
- In the New Special Assessment Agency dialog box, complete the Code, Description, and Type fields, and click OK.
- In the Contact Information panel, click Add
. Complete the primary contact information and click OK.
Note Bills will be mailed to the address specified in the primary contact information.
- To create a special assessment in a future year layer (current year + 1), in the Special Assessments panel, click Add New Year.
Note This option will only be available when you are working in a future year layer. The button will be unavailable if assessment in a future year has already been added. Further, Penalty and Interest Rates are not copied.
After creating the special assessment in the future year layer, the process will also copy the following information/amounts from the special assessment in the current tax year to the future year: Assessment Calculation Routines, Flat Assessment Fee (if specified), Administrative Fee (if applied), Special Assessment Exemptions.
- In the Resolution section of the Special Assessments panel, complete the following fields:
- Resolution Number
- Resolution Date
- Start Date
- End Date
- In the Vendor Mapping section, select the Vendor.
- In the Comments panel, type in any required comments.
- To add events for the special assessment, in the Events panel, click Add .
- To specify the fiscal year for which the special assessment is effective, in the Fiscal Year panel, click Add .
- In the Penalty and Interest panel, click Add to add new penalties and/or interest.
- In the Images panel, click Add to add new images.
- In the Add New Image dialog box, complete the Image Type, Record Type, Sub Type, Image Date and Effective Year fields, and choose one of the following options:
- Scan Image
- Select and existing image
- In the Add New Image dialog box, complete the Image Type, Record Type, Sub Type, Image Date and Effective Year fields, and choose one of the following options:
- Click Save to save all details.
Next Steps
Once the special assessment agency has been created, you need to set up the special assessment agency’s calculation options. See Setting Up Special Assessment Calculation Options for detailed instructions.
1.2.Reviewing Special Assessments
Purpose
Use this Procedure to Review the data that is set up within each special Assessment Agency. This allows you to confirm that each Special Assessment Agency will calculate accurately.
Procedure
Select the Special Assessment Agency Tab
Highlight the first Special Assessment Agency
Under Views select the Special Assessments Tab
Highlight the Tax Year you are working on. and go into Details of the highlighted line.
Review the following Fields:
Ends After year If the special assessment has ended the end year should be specified in this box.
Special Assessments Calculation Section – This field designates how the Special Assessment Agency is entered into the system.
- Special Assessment Import and /or Special Assessment Quick Entry
- Assessment Fee Build and or Flat Assessment Fee
- Calculate Assessment Fee – If the fee is calculated check this box and then select the View Calculation option to review the calculation and confirm it is accurate
- Flat Assessment Fee Per Property – Check this box if a fee is assessed on this Special Assessment Agency
Additional Fee Section
-
- If an additional fee is assessed check the Additional Fee Box and select which type of fee along with Fee types and amounts.
Statement Options – Allows you to set how the Assessment and Fees, if applicable will appear on the Tax Statement
Payment Options – Check the box that applies for this Special Assessment Agency
Supplement Indicator
-
- Recalculate as part of the supplement process can be checked if this is a calculated fee and you wish for it to recalculate if a property with the Special Assessment Agency is in a supplement.
Exemptions – Check each of these to confirm exemptions are set up if applicable.
User Values – Confirm that the user values are set up as defined by your office policies.
Distribution – Review each section to confirm the correct event and account is set up as needed.
1.3.Modifying Special Assessment Values
Purpose
Use this procedure to add or delete any special assessment agencies from an individual property record.
Procedure
- In PACS 9.0, Pull up a property record and open the Tax Area, Exemptions, and Special Assessments panel.
- Click the User Values button in the Special Assessments section of the Tax Area, Exemptions, & Special Assessments panel.
Note If you want to add or delete any special assessment agencies from the list, click Add
or Delete
in the Special Assessments section.
- When User Values is selected the User Values dialog box displays. To update this value enter a value that your office has designated for use and click OK after modifying any user values associated with the special assessment to save the changes. If viewing a information select Cancel or use the white X to close out the dialog box and not save any changes.
1.4.Importing Special Assessment Records
Purpose
Use this procedure either to do one of the following:
- Import special assessment data that assigns special assessment agencies to multiple properties and the corresponding assessment amounts
- Manage the Special Assessment Import Run List, which lists the special assessment imports that are currently ready to run, running, or have run. From this list, you can match properties, process the run, cancel a run that hasn’t been started, and view any exceptions with the run.
Note Once a special assessment has been certified in a given year, it cannot be changed or overwritten by subsequent imports.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Import > Import Special Assessments
Procedure
- In PACS 9.0, choose one of the following:
- Import > Special Assessment Import
- Activities > Special Assessment Import Run List.
- In the Special Assessment Import Run List, review the following information about the import run:
- Run ID
- Record Count
- Matched
- Not Matched
- Status
- Total $ Amount
- Tax Year
- Special Assessment Agency
- To import special assessment records, click Add and do the following:
- In the General section, select the Special Assessment Agency for which to generate bills and update assessment information. Then select the Year that the import will update within.
- In the Please specify the mapping key section, choose either Property ID to use the property ID to match to properties, or Geo ID to use the geo ID to map to properties.
- In the Please specify type of update field, choose either Complete, which will remove all assessment information for the selected agency and year specified for any property IDs not in the import file , or Partial, which will update only the assessment information for the properties listed in the import for the selected agency and year specified.
- In the Please specify the type of import, choose either Property Special Assessment Attributes, which will import data from certified years, or Property Special Assessment User Values, which imports data from uncertified years.
- Browse for and select the assessment import file.
- Review the file details in the File Preview section to confirm that the file is in the correct format. Then click Import to import the file.
- In the Special Assessment Import Run List, use the following options as required:
- To cancel the import run, click Cancel Run.
- If the import run has unmatched properties, to manage the unmatched properties, do the following:
- Select the run and click Match to display the Special Assessment Import Match Unmatched Properties dialog box.
- Either enter a property ID directly in the PACS Property ID cell or a geo ID in the PACS GEO ID cell, or select a row in the grid and click Match to display the property search wizard and search for a match.
- If a match cannot be found and you would like to change the status to No Match, click No Match.
- Click Update complete the process.
- Select the run and click Match to display the Special Assessment Import Match Unmatched Properties dialog box.
- If an import has unmatched properties and you would like to print a report that lists the unmatched properties, select the import and click Print Details. In the Special Assessment Import Details Report dialog box, complete the output settings as required, and then click Preview or Post.
- To print a summary report that lists the file name, agency code, mapping key, and total records and matches, click Print Summary. In the Special Assessment Import Summary Report dialog box, complete the output options as required, and then click Preview or Post.
- Click Process to update the assessment information and generate bills.
1.5.Entering Special Assessments Manually
If your office does not receive special assessment data with an import, use the following procedures to enter special assessment data manually.
If your office does receive special assessment data with an import, proceed to the Importing Special Assessment Records activity.
1.5.1.Updating Properties with Tax Areas and Special Assessments
Purpose
Use this procedure when you need to do one of the following:
- Change the tax area on properties, for example, when a tax area was assigned incorrectly to properties.
- Add a special assessment agencies to properties to indicate that the properties will be part of an assessment, or that they are within the boundaries of an assessment.
Prerequisites
- In order to perform this procedure, one of the following user rights is required:
- Mass Maintenance > Mass Maintenance Admin
- Mass Maintenance > Mass Maintenance Mass Update
- Assign a daily batch (see Creating a Daily Batch).
- The Mass Update Reason Code that you will use has been set up in PACS.ADMIN under Tools > Code File Maintenance > General.
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Mass Maintenance > Mass Update Tax Area/Special Assessment.
- In the Mass Update Tax Areas/Special Assessment Agent History dialog box, click Add.
- In the Update Information section, complete the following options as required:
- Batch
- Description
- Year
- Reason Code
- Include Deleted Properties
- Type
- Complete the following in the Selection Criteria section, based on your selection in the type field:
- If you selected
Standard
:
- In the Property Level section, in each field, click
and use the arrows to move items from the left column to the right column to select the codes to use as search criteria when searching for properties.
Note When entering multiple items, separate the items with commas.
- In the Land Improvement/Detail Level section, complete the following options as required:
- Improvement Class
- Improv. Sub Class
- Land Type
- Miscellaneous Code
- GLA
- Acreage
- Effective Age
- Actual Age
- In the table, complete the following options as required:
- Feature Type
- Feature Value
- If you selected
Property ID's
:- In the Property ID(s) section, enter property ID’s separated by comma or carriage return.
- If you selected
SQL Query
:- In the SQL Query section, enter a SQL query to return property ID’s or click Get Query to select a query.
- If you selected
- In the Tax Areas and Special Assessment Agencies section, complete the following option as required:
- Tax Area
- # of Properties to be Updated
- Add Special Assessments
- Remove Special Assessments
- To print a report that lists the properties affected by the mass update of tax areas, click Print.
- Click Update to update the tax areas and special assessment information.
1.5.2.Summing Fire Patrol Benefit Acres by Owner
Purpose
Use this procedure to combine the benefit acres of owners who pay Fire Patrol/ Fire Protection assessment fees on two or more properties, thereby reducing the fee.
This procedure is run after certification.
Notes
(1) Properties whose acreage exceeds 50.00 are excluded.
(2) Deleted and preliminary properties are also excluded.
(3) Owners of multiple properties are selected by owner ID.
(4) Benefit acres are entered/recorded in the Special Assessment Attributes section of the Property Codes panel of each property.
Procedure
- In PACS, choose Activities > Special Assessments > Sum Fire Patrol Benefit Acres by Owner.
- In the Sum Fire Patrol Benefit Acres by Owner Dialog box, the county Fire Patrol/ Fire Protection agency is displayed in the Agency field. Now choose the following options:
- Year
- Acres Field Name
- Primary
- Click Update to finish the procedure.
1.5.3.Adding Assessment Fees or Attributes/Special Assessment Quick Entry
Purpose
Use this procedure to add special assessment fees or special assessment attributes to properties.
Prerequisites
- In order to perform this procedure, the following user rights are required:
- Mass Maintenance > Mass Maintenance Special Assessment Quick Entry
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Special Assessment Quick Entry.
- In the General section of the Special Assessment Quick Entry window, select a Tax Year and choose one of the following options:
- Set Special Assessments
- Update Special Assessment Attributes on Property
- In the Assessment Data grid, click Add and do the following:
- If you chose Set Special Assessments, enter the property ID and the amount. Repeat as required for additional properties.
- If you chose Update Special Assessment Attributes on Property, do the following:
- Click the column headings labeled
<blank>
to enable the drop-down lists and select the attributes to specify for the property. - Enter the property ID.
- Repeat a and b as required for additional properties.
- To review a report that lists the properties, fields, and current and previous values, click Print.
- Click Update to apply your entries to the properties specified.
1.5.4.Generating Special Assessment Quick Entry Reports
Purpose
Use this procedure to generate a report before or after updating data during the Special Assessment Quick Entry procedure.
Procedure
- In PACS 9.0, choose Activities > Mass Maintenance (Property) > Special Assessment Quick Entry.
- In the Special Assessment Quick Entry dialog box, click Print before, during, or after selecting the special assessment quick entry criteria.
- In the Output Settings section of the Special Assessment Quick Entry Report dialog box, complete the Format, Filename and Description fields.
- Click Preview to preview the report. Click Post to generate the report.
2.Processing Special Assessments
After rates have been sent from assessment agencies, use these procedures to calculate, certify, and create bills for each active special assessment in the current assessment year. Special assessments whose rates did not change, or whose amounts were imported or entered directly, should also be processed
2.1.Setting Up Special Assessment Calculation Options
Purpose
Use this procedure to set up the options to be used in the calculation of special assessment bills.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Special Assessment > Access Special Assessment Calculation Wizard
- For event mapping functions (Step 9 onward), the following user rights are also required:
- Event Mapping > Setup Event Mapping
- Event Mapping > View Event Mapping Change Log
- Event Mapping > Validate Event Mapping
- The current year rates for the assessment agency have ben received.
- If you need to use customized fields in the Calculation Builder, the fields must have been created in PACS.ADMIN (Tools > User Table Management) for the
user_property_val
table. In addition, the fields, which are displayed and available for data entry in the User Values section of the Values tab of property records, must have been completed as required in the property records.
Procedure
- In PACS 9.0, open the special assessment agency record. Then open the Special Assessments panel, highlight the required record, and click Detail.
- In the Special Assessment Calculation section, choose one of the following options:
- Special Assessment Import and/or Special Assessment Quick Entry
- Assessment Fee Builder and/or Flat Assessment Fee
- If you chose Special Assessment Import and/or Special Assessment Quick Entry, proceed to the next step. If you chose Assessment Fee Builder and/or Flat Assessment Fee, do one of the following:
- Select Flat Assessment Fee Per Property and enter the fee amount.
- Select Calculation Assessment Fee. Then click Assessment Builder to use the following options as required in the Calculation Builder dialog box:
- To add a condition, click Add and do the following:
Note As you make selections for the condition row, the clause is displayed in blue text above the Operand 1 row.
- Expand the plus sign [+] for the condition row. Then expand the OPERAND 1 row to specify a table and corresponding field name. (If required, you can use the
user_property_val
table to specify customized fields set up for your office. These fields are displayed and available for data entry in the User Values section of the Values tab of property records, must have been completed as required in the property records. - Expand the Operand 2 row to specify a value for the clause.
- In the Operator row, specify the operator for the operands.
- To insert another clause in the condition, click either AND or OR and specify the operands and operator. If you need to remove an AND or OR tab that you added, select it and click X.
- On the Result tab, specify the final value or the calculation to determine the final value.
- To add a condition, click Add and do the following:
- To add an administrative fee to be assessed in addition to the special assessment, in the Additional Fee section, choose one of the following options:
- Flat Fee per Property
- Fee as a Percent of Assessment Fee
- Choose Statement Options and Payment Options.
- Note: There are three payment options:
- Eligible for Half Payment Options
- Eligible for Partial Payments until Effective Due date
- Full Payment – this will allow a full payment regardless of other bills.
- Note: There are three payment options:
- In the Supplement Indicator section, select the Recalculate as a part of supplement process check box if required.
- To add a new exemption, in the Exemptions section, click Add
.
- Review the User Values section and modify values as required.
- To set up distribution, click Distribution and do the following:
- In the Billing panel of the Special Assessment Agency Distribution dialog box, map events to bill processes by doing the following:
i) To add a new row, click Add.
ii) Complete the following options as required:
- Event
- Action
- Account Number
- Primary
- Type
- Description
- In the Collection panel, map accounts to the payment process by doing the following:
i) To add a new row, click Add.
ii) Complete the grid using the fields noted above.
- In the Disbursements panel, map accounts to the disbursements process by doing the following:
i) To add a new row click Add .
ii) To use the balance of the Disburse From account as the maximum that can be disbursed from this levy fund, select the Disburse From check box and select the account.
iii) Complete the grid using the fields noted above.
- In the Refunds panel, map accounts to refund process by doing the following:
i) To add a new row, click Add .
ii) Complete the grid using the fields noted above.
- Use the following options as required:
- To open the Event Mapping Change Log, click Change Log.
- To run the validate event mapping process, click Validate.
- To add a debit and credit row for every event code available for each panel, click Add All.
- In the Billing panel of the Special Assessment Agency Distribution dialog box, map events to bill processes by doing the following:
- Click OK or Apply to save the changes.
2.2.Calculating Special Assessment Amounts
Purpose
Use this procedure to execute the assessment calculation.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Special Assessment > Access Special Assessment Calculation Wizard
Procedure
- In PACS 9.0, choose Activities > Special Assessments > Calculation Wizard.
- On the Selection Page of the Special Assessment Calculation Wizard, select the Year and choose Calculate.
- In the grid, select the special assessments that should be processed.
- Click Next.
- Review the Summary Page and click Finish to perform the calculation process.
2.3.Generating the Special Assessment Calculation Comparison Report
Purpose
Use this report to compare a special assessment agency’s calculation totals over a two-year period.
After running the report and verifying changes, it may be necessary to modify the property records and/or calculations, and then recalculate the special assessment.
Procedure
- In PACS 9.0, choose Reports > Special Assessment Calculation Comparison Report.
- Select the years for comparison and, in the grid, review the special assessment agencies for which the calculation process has been completed. Select the agencies to compare.
- Choose one of the following options:
- By Amount
- By Percent
Note The gain is the increase in the special assessments dollar amount from year to year, while the loss is the decrease. It may be be helpful to enter $00.01 as the minimum gain and minimum loss and run the report to display any change in amount.
- Select from the following print options as required:
- Print Gain/Loss Detail Report Section
- Print Gain/Loss Summary Report Section
- Print New Special Assessment Properties Report Section
- Print Excluded Special Assessment Properties Report Section
- 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.
- Click Preview to preview the report. Click Post to generate the report.
Result
The report displays the total number of properties, plus any new or removed property counts. Details of each property difference display on subsequent report pages. Use the report to verify changes and identify issues. If necessary, modify the calculation builder with new rates, calculate special assessments, and rerun the Special Assessment Calculation Comparison Report.
2.3.1.Certification of Calculated Special Assessments Amounts Calculations
Purpose
Use this procedure to set the certified status in the Special Assessment Calculation Wizard.
This allows you to designated which special assessments have been placed into Pacs, reviewed and are ready to be calculated.
Prerequisites
- Calculations for the new year have been updated along with their codes.
- Assessments have been calculated.
- Comparison report has been generated/reviewed and confirmed to be accurate.
Procedure
- In PACS 9.0, choose Activities > Special Assessments > Calculation Wizard
- Select the Radial box next to Certify.
- Check the box next to each Special assessment that is ready to certify. Select Finish. The status will then change from coding to Certified.
- A summary page will display after the certification is complete showing which assessments were certified.
2.3.2.Calculate Special Assessments Bills
Purpose
Use this procedure to certify the special assessment.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Special Assessment > Access Special Assessment Calculation Wizard
- The Special Assessment Calculation Comparison Report has been reviewed, and all changes and calculations are complete.
Procedure
- In PACS 9.0, choose Activities > Special Assessments > Calculation Wizard.
- On the Selection Page of the Special Assessment Calculation Wizard, select the Year and choose Certify.
- In the grid, select the special assessments agency to process.
- Click Next.
- Review the Summary Page and click Finish to perform the calculation process.
Note Once a special assessment has been certified in a given year, it cannot be changed or overwritten by subsequent imports.
2.4.Special Assessment Bills
2.4.1.Creating Special Assessment Bills
Purpose
Use this process to create new special assessment bills.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Special Assessment > Special Assessment Bill Functions > Create Special Assessment Bills
Procedure
- In PACS 9.0, choose Activities > Special Assessments > Create Bills.
- In the Create Special Assessment Bills dialog box, select the special assessments for the bill creation process. To view details on any of the special assessments, select a record and click Details.
Note Only certified assessments are displayed in the grid.
- Select the effective due date for the bills and click Post to generate the special assessment bill.
2.4.2.Undoing Special Assessment Bills
Purpose
This procedure is optional in processing special assessments.
Use this procedure if you need to delete special assessment bills because calculations were incorrect and need to be changed.
Undoing special assessment bills allows you to calculate bills again.
Procedure
- In PACS 9.0, select Activities > Special Assessments > Undo Create Bills.
- Click Post.
2.4.3.Activating Special Assessment Bills
Purpose
After creating bills for a special assessment, use this process to activate the bills.
Caution Once bills are activated with this procedure, they cannot be undone.
Prerequisites
- In order to perform this procedure, the following user right is required:
- Special Assessment > Special Assessment Bill Functions > Activate Special Assessment Bills
Procedure
- In PACS 9.0, choose Activities > Special Assessments > Activate Bills.
- In the Activate Special Assessment Bills dialog box, select the special assessments for bill activation.
- Click Change Batch and select the batch as required.
- Click Post.
2.4.4.Viewing Special Assessment Bills on Property Records
Purpose
Use this procedure to view special assessment bills reflecting the administrative and operational costs of special district special assessments imposed on properties within that district benefitting from the special district’s operations and facilities.
Procedure
- In PACS 9.0, open the property record you wish to view the special assessment bill for.
- Open the Tax Due panel and click the Bills tab.
- In the Special Assessment Bills section, click Detail to view the special assessments for the property.
2.4.5.Viewing Special Assessment Details on Property Records
Purpose
Use this procedure to view special assessment agencies that are associated with the property tax account for a year layer.
Procedure
- In PACS 9.0, open the property record you wish to view the associated special assessment agencies for.
- Open the Tax Area, Exemptions & Special Assessments panel and view the special assessment agency details for the property in the Special Assessments grid.
- To view detailed information on a specific special assessment, highlight the row and click Details. Open the Special Assessments section. You can review and edit the detailed information on the special assessment, including tax year, status, date created, date calculated, and create date.
- To review additional information based on an individual year, highlight the year and click Details.
2.4.6.Certifying the Special Assessment Year Layer - Optional
Purpose
Use this procedure to certify the special assessment year layer and lock down assessments for any changes.
Caution
DO NOT USE THE OPTION IF Changes are to be made to the assessment after certifying for the year.
This option locks down data entry/changes of special assessments for the year and should only be used if:
-
- No changes are to be made to the assessment after certifying for the year.
- If you will not be receiving any New LIDS or Assessments throughout the year.
This option does not update the Certified status that is set in the Calculation Wizard and is a different process outside that procedure.
Execute this procedure only when all corrections have been made and the comparison report has been reviewed. No changes can be made to the assessment after certifying for the year.
Prerequisites
- All assessments are certified.
- In order to perform this procedure, the following user right is required:
- Special Assessment > Certify Special Assessment Year
Procedure
- In PACS 9.0, choose Activities > Special Assessments > Certify Special Assessment Year.
- Click Yes.
3.Special Assessment - Exemption Level Basis
Purpose
Clients may have a new special assessment that is granting a percentage exemption based on the level of the senior exemption.
Procedure
Special Assessments in PACS can have special assessment exemptions. (Search > Sp Assessment Agency > open agency > Special Assessment > open SA for a specific year > Exemptions tab). These exempt a property from part of their special assessment fees if the property has a matching exemption.
SNR/DSBL property exemptions have an exemption qualify code, which is determined by the associated income. This is also called the exemption level in some places. (Property Exemption Details > Decision paragraph)
- Special assessment exemptions (SAEs) for SNR/DSBL exemptions can now be set up with a qualify code.
- All existing SAEs will have a qualify code of * (All), so it will behave the same as previously until users define SAEs for specific qualify codes (typically 1, 2, or 3, but any codes can be defined).
- The * code is only used when there isn’t a specific match.
NOTE: Special Assessment fees are calculated when the user runs the wizard: Treasurer role: Activities > Special Assessments > Calculation Wizard.
- The Special Assessment Exemption details dialog is modified for code consistency, in addition to needing to modify it to add the Qualify Code.
- The New and Future Year Layer processes include the new field when copying
- The Special Assessment Calculation Comparison report is updated. When it shows a special assessment exemptions for a specific qualify code, it shows the qualify code too. For example: “SNR/DSBL-2”