PROPERTY TAX BILLING AND COLLECTION SYSTEM SPECIFICATIONS

The Property Tax system provides a detailed property master listing showing all property on file.

All tax rate tables shall be built and maintained by the user's staff.

The user can change the Senior Citizens Exemption amount.

The user can change the Personal Property Exemption amount.

The system allows all input and inquiry to be secured by password control.

Base Taxpayer information includes: Taxpayer Account Number, Name and address, Taxpayer's Employer, Work Number, Home Number, Social Security Number, Spouse's Name, Spouse's Social Security Number, Taxpayer's Bank Number, Taxpayer's Bank Account Number, Carrier/Route Code, Carrier Number, Zone Code, Township Code, District Code, Category Code, Type Code, Comment Field (60 Characters),  Tax Exempt Flag, Business Code, Disabled Flag, Bankruptcy Flag and  Foreclosure Flag.

The Parcel Information record includes the following: Parcel ID Number  or  (PIN Number), Taxpayer Account Number, Map/Block/Lot Number, Parcel Code, Book/Page Number, Owner/Account Number, Owner Name/Address, Mortgage Company Number, Mortgage Company Name, County, Township,  Parcel Address, Parcel Description, Acres/Lot Information, Category Code (i.e. Business, Residential), Type Code (i.e. Office Building, Single Family Home, Duplex), Zone Code (i.e. Northeast, Southwest), Real Property Value, Senior Citizen Exemption, Farm Exemption and Late List Flag.

Personal Property record includes the following: Associated Parcel ID Number, Taxpayer Account Number, Township, District, Personal Property Value (up to 8 fields that are user defined), Description and Late List Flag.

Account maintenance will allow the operator to: access account by Account Number, access Account by Account Name, access Account by Parcel ID Number and Display all Parcel Numbers and Descriptions associated with a taxpayer and allow operator to access a single parcel by keying a "line number" for the parcels  displayed without the need to key the entire parcel number.

Account inquiry is available by: Account Number, Account Name and Parcel Number.

If an account is located by name or number, all parcels for that account can be automatically displayed.

If an alpha inquiry is made and the name of taxpayer is located, the operator can select the account by indicating the line number on the screen and does not  need to key in the account number to access the account.

For accounts with multiple parcels, the system displays all parcels and the operator can select a specific parcel by indicating the line number on the screen and does not need to key in the parcel number to access the parcel.

Account inquiries display or print the following information for each account: Account Name and Address, Tax billing year, Parcel Number,  Property descriptions, Real Value, Personal Value, Tax levied, Interest Charged, Total Due, Total Paid, Date of Payment and Net Due.

The system provides input procedures for recording new abstract data.

The system supports manual input of abstract data.

Input tax information using magnetic media from the county's system.  Program has to match the format provided by the county.

The system prints one tax bill for each parcel of property owned by a taxpayer.

The system calculates and print tax bills using property values from the tax listing system.  The following information should appear on the bill: Taxpayer name and address, Date due, Tax year, Tax bill number, Parcel identification number, Account number, Property location and description, Township, Amount of land (lots and acres), Valuation (real, personal and total), Exemptions (personal, homestead and farm use), taxable values, rate per $100 value and tax levied, special assessment (district and rate), late listing penalty and total amount due.

The system has the ability to sort and print bills by and in any combination of the following sequences: Mortgage company, account name, account number, zip code or bill number.

The system provides a report of tax bills issued by mortgage lender.

Prints post card and/or self-mailer tax bills. The system has the ability to input tax discoveries during the year and print a discovery bill.

Provides, on request, totals of tax value and levy of following: Personal property, Real
property and Grand totals.

Automatically posts advertising cost to each delinquent account and print the advertising list.

The system has the ability for user to enter senior citizen tax exemption.

When tax receipts are entered, the operator can access the account by the account number or name.

Upon receipt entry, system displays all tax bills that are outstanding for an account so that the operator can select which bill is to be paid.

When the tax bill number is entered, the system displays the detail information for the tax payer's bill.

All tax payments shall be entered on the CRT terminal and a receipt printed, if required.  The system should allow the operator to enter the amount tendered by the taxpayer and let the system compute the correct change.

The system has the ability to pay a range of tax bills by entering only the taxpayer's number and year for the bills.  Each tax bill number need not be entered but the system will display the range of tax bill numbers and the total owed for the bills.

Automatically distributes the tax revenue to the proper General Ledger account when the payment amount is entered.

The user can define the way payments are distributed and  automatically applied to taxpayer's account.  Operator can override if required.

Prints a daily cash payments journal listing all transactions by operator.

Allows for partial payment and releases.  When posting the payment, the system shall
automatically calculate the revenue distribution and then provide the operator, the ability to override the distribution if desired.

Ability to handle the following types of payments/credits and will make the proper General Ledger accounting entries for each transaction type:  Automatic/full payment of bill, Automatic or Manual/partial payment of bill, Payment reverse, Release and Release reversal.

The following information is to be available to the cash collections system:  taxpayer name and address, total tax owed for current year, assessed value of all real and personal property, amount of delinquent tax for each tax year, total value of property exemptions, amount late list penalty and special assessments, amount of taxes and penalties due, amount of discounts allowed for early receipts and amount of interest charged for late payment.

Prepares a daily report of transactions/collections broken down by the following categories: operator, current levy, amount of tax paid by year, total tax penalty and pre-payments.

Produces, upon request, a list of delinquent taxpayers' names and amounts of delinquent taxes.

Maintains a ten-year delinquent history files of unpaid bills.  Access to this information is via the terminal or printed report.

The system allows us to send a past due statement to all delinquent accounts.  The statement lists by past due tax bill the year, tax bill amount, accumulated interest, advertising cost and total due by bill number.

Allows user the option to purge accounts with a zero balance.

Allows for inquiry by tax office personnel to information on all accounts, including delinquent taxes owed.

Provides daily, monthly and annual reports of all bills and receipts.

Automatically computes and adds interest charges to past due accounts.  If the payment receipt is for some prior year, the system shall automatically put the amount received into separate General Ledger accounts for that year.

Allows for reporting of total outstanding real estate, personal, and total of each separate year.

Integrated with the General Ledger system for automatic updating. Provides the following base reports: 1. Property Valuation Report (without address, with address or with detail, or with totals only; 2. Account Listing (by account name or by account number); 3.  Print Tax Scrolls (by parcel number or by name); 4. Print Tax Bills; 5. Print Second Notices; 6. Print Final Notices and 7. Maintenance Listing.

For Discovery Accounts the user can print Valuation Report, Tax Scroll (by bill number or account name sequence) and tax bills.

The system provides the following Reports: Daily Receipts Register, Delinquent Tax Accounts Report, Advertising Accounts List, Month-End Receipts Report, Month-End Release Report, Senior Citizens Revenue Loss/Exemptions Report, Top Taxpayer Listing, Tax Customer Account Listing by Mortgage Company, Real Property Mortgage Company Listing, Accounts Receivable Report by Tax Year, History Change Listing, County Data Input Valuation Report and Year-End Receipts Report.