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Some tax offices need to enter data and print NSF Affidavit letters when they receive a notice about a hot check (one that had non-sufficient funds). This can be done in three ways in the ACT system: on the NSF Affidavit screen, the Reversal screen, and the batch menu item called NSF Affidavit Letter.  The NSF Affidavit screen also allows users to print a returned check letter

User Entitlements

The following user entitlements must be set for each user who needs access to the NSF Affidavit Letter screens. They are part of the Make Reversal Payment and Print NSF Affidavit Letters tasks.

Only users with the  Head Cashier job can print these letters. See Tasks, Entitlements, and Jobs for more information.

REVERSAL_DEPOSIT - Open a Reversal deposit.

ACT_NSF_ AFFIDAVIT: Set to Y to see the NSF Affidavit screen and the NSF button on the Reversal screen. Set to N to not make these visible.

(v1 security only) Users must have the Head Cashier or Super roles in order to use this functionality.

Client Preferences

NSF_AFFIDAVIT: Allow the NSF Affidavit screen to be accessed.

NSF_AFFIDAVIT_FORMAT: Set to Y to use format 2 (Kaufman County only). All other tax offices should set this to N.

NSF_STATE, NSF_COUNTY: Set to the state and county you want to print on the NSF Affidavit letter.

NSF_CHECK_FEE: Enter the dollar amount of the NSF fee.

NSF_TAXUNIT: Enter the unit number that stores the NSF fee.

COUNTY_NAME: (Dallas County only) Enter the county name (for ex., Dallas County)

NSF Affadavit screen:

1. From the Main Menu, select Update, then NSF Affidavit.  The NSF Affidavit screen will appear. If the account number you carried over already has an affidavit, the screen will fill with data. If not, the screen opens in query (search) mode.
2. If you are in query mode, enter information in any of the fields on the screen, then press F8.  Any available results that fit your information will appear.

If there are no matches, you will see a message at the bottom of the screen: "Query caused no records to be retrieved. Please re-enter."  Either enter different information or press Ctrl + Q to leave query mode.

3. To create a new affidavit, press F6 (Insert) to clear the screen.
4. The following fields are required:

• Year
• Type - Select from a drop-down list. The values must be entered as an NSF_AFFIDiVIT_TYPE Code in the Global Code Set screen.
• Check Number
• Check Amount
• Check Date
• Owner Name
• Address - City, State, Zip
• Phone Number
• Reference
• Service Type - select from a drop-down list. The values must be entered as an NSF_SERVICE Code in the Global Code Set screen.
• Check Signer Name
• DLNOS
• Bank Name - Click the star to the right of this field and select a bank. These bank names are entered as an NSF_BANK Code in the Global Code Set screen.
• Tax Office Clerk
• Reason - Select from a drop-down list. The values must be entered as an NSF_REASON Code in the Global Code Set screen.
• Location Code - Select from a drop-down list. The values are entered as locations in the Office Locations screen.
• Precinct Number - Select from a drop-down list. The values must be entered as an NSF_PRECINCT Code in the Global Code Set screen.
• Affidavit Date - The date the affidavit is issued .

5. If you selected Tax Collection System as the Type and you also enter an account number, you can see a list of remit sequence numbers for that account by clicking the star next to the Remit Seq. No. field.  In the popup window, highlight a remit sequence, then click OK.

If you selected a remit seq. no., the screen will populate with the Check No., Check Amount, Check Date, Payer Information and the Check Signer Name. The check signer defaults either to the certified owner, when the fiduciary number associated with the remit seq. no. is 0, or to the alternate payer's name, if the fiduciary number is not 0.

6. Enter any other desired information.  For example, see the following:

• Bank Account No. - Click the star to the right of this field and select an account number. These numbers are entered as an NSF_BANK_ACCOUNT Code in the Global Code Set screen.
• Payment Type - Select from a drop-down list. The values must be entered as an NSF_PAYMENT_TYPE Code in the Global Code Set screen.

7. Press F10(Save) to save the data.
8. To print the returned check letter, click Print Returned Check Letter.
9. To print the affidavit letter, click Print NSF Letter. A Y will be put in the Letter Generated field. You can print the same letter multiple times from this screen and from the Reversal screen even if that Y is present. From the batch menu, you cannot print letters for affidavits having a Y in this field.  

A note is generated when a letter is printed for affidavits having the Tax Collection System type. Also, an NF is put in the Transaction Type field of the Payment Distribution screen when a letter of either Type is printed.

Note: If you print the letter before pressing F10, the data will be saved for you.