Last Updated August 12, 2015
The instructions provided in this section apply to remittances to both tax units and attorneys. Be sure that you have made all necessary adjustments to the remittances before beginning this processing procedure.
To process remittances, the following roles and user entitlements should be set in the Tax Collection System.
Remittance Screen Roles
GLTAXLEDGE_FOUNDATION - Allows access to the TaxLedge database tables. Restrictions are made by removing entitlements to users.
Remittance Screen Entitlements
ACTGL_REMIT - Allows access to the Remit screen.
GLHOLD_PERCENT - Activate the Percent to Disburse button on the Remit screen.
GLREQUEST_REMITTANCES - Allows users to see the Process button on the Main Remittance screen.
Click here to see the areas of the screens covered by these entitlements.
- In the Remit screen, if you wish to disburse less than 100% of the available funds, applying the same percentage to all units that you plan to process, enter the percentage in the Percent to Disburse field, then click Apply Percentage. The Percent to Disburse should remain the number you entered, unless you click Recalculate. The Remit Totals will be recalculated for both tax units and attorneys. If you want to disburse a different percentage to each unit you are processing, use the Tax Unit Remittance Detail or Attorney Remittance Detail tab.
- Check the boxes in the Remit column for those payments you want to process. To select all the tax unit payments at once, click the Check All button. Clicking the Check All button will check all the tax units with positive totals regardless of the Jurisdictional Rules set for your tax office. Clicking this button a second time will uncheck all boxes. Clicking this button does not affect the attorney remittances at the bottom of the screen.
Some units and attorneys may already be checked by default, based on your Jurisdictional Rules. For example, a unit may be checked automatically if the total remittance amount exceeds the minimum amount to remit that is set up in the rules. You can remove these check marks if you do not want to remit to those units at this time. Negative balances for jurisdictions that are combined with other units are not checked automatically, even if the combined disbursement amount is a positive number.
Some units that were paid in the Tax Collection System may not appear on the Remit screen. Instead, their payments will be included in the totals of another tax unit (for ex. tax unit 2001 is disbursed with tax unit 1216. Only 1216 appears on the screen.) The remittance will be disbursed to the same bank account that is associated with that tax unit.
Two separate rows will appear on the Remit screen for some units because the total remit amount is split between the M&O and I&S funds. Based on your Jurisdictional Rules, the money for each fund may be disbursed to different bank accounts.
Notes: Contact ACT if you want to change your Jurisdictional Rules.
You cannot process remittances for a jurisdiction or attorney that has a negative balance. If you try to check the remit box, you will get a 'You cannot remit negative amount’ message. Such jurisdictions will have a Payment Type of Check even if normally they are set to ACH.
If you have loaded more than one batch, you can combine them into one remittance by selecting All Files in the File Type drop-down list.
- Verify or select the Payment Type (check, wire, ACH) for all tax units chosen for processing. The payment types will default to those chosen by your tax office under its Jurisdictional Rules. You can change them at this time.
- Verify the Payment Address. If you need, for example, to send the remittance to the bank instead of the jurisdiction's address, click the arrow on the right side of that field and select Bank.
- Verify the Bank Account number. If it's necessary to change it to, click the Star button. An Active Bank Accounts popup appears. Highlight the account number needed, then click OK.
Note: If the client preference BANK_ACCT_INFO_REQ is set to N, ACH and wire remittances will be processed even in the bank account information is missing or set to '0'. Otherwise, if the preference is set to Y, a warning message will appear stating that the account number is missing and asking if you want to pay by check. This preference must be set by ACT.
- The Reference and Comment lines at the bottom of the screen are view-only. These remarks must be entered in the Taxunit Remittance Detail or Attorney Remittance Detail screens. Any that have been entered will be printed on the remittance checks.
- Select the correct Bank and Bank Account (for ex., Ad Valorum) from the drop-down list in the lower right part of the screen. Only active accounts are shown.
- Change the Print Date as needed. This date can also be changed on the Check Writer screen.
- After you have made your selections, click the Process button. The Total amounts will be updated to reflect any remaining balances.
Note: If the bank account for any of the jurisdictions has been closed in TaxLedge, you will not be able to process that remittance. A warning message to that effect will appear.
- Exit the Remittance module by clicking the Exit button () on the toolbar to return to the Main Menu. The payments processed to this point are sent to the Check Writer module, where payment will be completed.
Note: Clicking the Process button in the Remit screen does not produce a check, wire transfer, or an ACH payment. This step occurs in the Check Writer module of TaxLedge. A remittance is considered PAID only when the Check Writer module processing is complete. If a remittance is paid and you then decide it was paid by mistake, it must be voided before being cancelled. An exception to this is that some clients do not use the Check Writer for their ACH remittances; once they are processed in the Remit screen, they are considered paid.