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The ACT system allows you to post fees charged by a tax office for miscellaneous products such as photocopies and statements.  

User Entitlements

The following user entitlements must be set for each user who needs access to handle Miscellaneous Fees. They are part of the Take Limited Advanced Payment, Take Full Advanced Payment and Manage Jurisdictions tasks.

Changes can be made with these jobs: Cashier1, CashierNo2, Head Cashier and Client_Admin See Tasks, Entitlements, and Jobs for more information.

ACT8001 - Query Deposit Control.

ADVANCED_DEPOSIT - Take a simple or advanced payment.

CHANGE_DEPDATE - This defaults to N, so users cannot change the deposit date to something other than the current. Set to Y to allow this for individual users.

CHANGE_PAIDDATE - Change the receipt date for the entire deposit, but not for individual transactions within the deposit.

CHANGE_PMT_PAIDDATE -Change receipt date for transactions within a deposit, but cannot change the deposit or receipt date for the deposit as a whole.

NEED_REFUND_APPROVED - Default is N, so users do not need a supervisor to approve overpayment refunds for a particular user.

ACT8038: See the Tax Unit Maintenance screen.

JURISDICTION_UPDATE - Make changes on the Tax Unit Maintenance screen.

Additional set up:

Go to the Tax Unit Maintenance screen and add fee units having a Unit Type of MISCFEE.  Enter the cost of a single item in the Tax Rate field.  For ex., if a photocopy costs $.15, enter .15 in the Tax Rate field.  Add a unit for the current tax year for each fee you want to track.

Add an account in the Account Master screen to use for tracking the posted fees. These fees are not posted to individual taxpayer accounts, but to this added account.  For ex., add an account having the name (number) FEEPAY.   

Set the client preference FEE_PAY_ACCT to the name of the account you just added (for example, FEEPAY). (If this fee is expired or absent, you can pay miscellaneous fees to a regular tax account.)

You can post these fees to the account named in this client preference by opening an advanced/simple pay deposit and going to the Simple Pay Screen.  A receivable record is created for each transaction and fee unit.

1. After opening or re-opening an online payment deposit, the Advanced Payment screen will appear.
2. Click Simple Payment. The Simple Pay Screen will appear.
3. If the account has carried over from a previous screen, go to step 4.  
   
   If the Account Number field is blank, enter the account number or appraisal district number, then go to step 4.
   
   If you need to enter a different account or appraisal district number, highlight the current number, key in the new number, then go to step 4.

Note: If you don't know your account number, see Locating an Account.

4. Click the Misc. Fee Payment button.
5. In the Misc. Fee Payment screen, click the star to the right of the Tax Unit field and select the fee unit you want.  Click OK.  The Year, Tax Unit Name, and Unit Price will be displayed.
6. In the QTY field, enter the number of items (copies, statements, etc.) being paid for.  
7. Press tab to calculate the total cost of the item
8. Repeat steps 5-7 for each type of fee you are collecting.
9. To save the fee information and continue posting the payment, click Save All.  To delete one of the fees, click Delete Fee.  To return to the Simple Pay screen without saving any fees, click Clear All.
10. The Simple Pay screen will contain the tax account entered in the FEE_PAY_ACCOUNT preference.  The Payment Amount and the Total Due are the sum of fees entered in the Misc. Fee Payment screen.
11. Select the Payment Type in the drop-down list.
12. If applicable, enter the check number in the Check No. field.
13. If an alternate payer is making the payment, enter the Fiduciary No.
14. If applicable, enter the authorization number for a credit card in the Authorization No. field.

Note:If you do not know the authorization number, you can enter '0' in this field.  

15. Verify that the Payment Amount is correct.  Change it if necessary.
16. Click Apply; the transaction is complete and saved.

Note: The payment will be displayed in the Last Payment Processed portion of the screen.  This part of the screen always displays the last payment completed in the Simple Payment screen.

17. If you are not set up to print receipts automatically, click Receipt, which will appear between Apply and Void.

Note: Page numbers will be printed on these receipts.

18. To print a statement for the account, click either Print Current Statement.
19. If you have made an error in the payment, you or your supervisor may be able to undo it by clicking the Void button to display the Unpaid window, then placing a check in the Unpaid box next to the amount in error, and clicking Process.  For more information, see Voiding a Payment.