Treasury - First Period Collections Madison Page 1

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1 Treasury - First Period Collections Madison Owner City of Madison Treasury DOR Collect City payments Text file file to County Import to GCS to create a batch Run a batch summary Same time Same time Hard copy files Additional data GCS data entry Post Run GCS 8 Process occurs weekly from December to mid-february Collected based on preestablished deadline and processed using the City s locally developed system. City also collects prepayments. There is no credit card or e-check collecting by the County on behalf of the City of Madison. Text file is generated from City of Madison s locally developed system. Standard file format is used, including: tax year, parcel number, date, collection period, amount paid, receipt number, interest and penalty information, etc. Data appears in Access Dane at this point. Text file cannot accommodate lottery credits, NSF checks and special changes; therefore, handwritten, hard copies of this information are walked over by the City. The information is generated from the City s system. The County must enter these as a batch. Data entry for adjustments to the data that was imported in some cases; county must review all data to identify adjustments, and highlight (on hard copies) the items that can only be adjusted after posting, e.g., an NSF check must be posted before it is reversed from the system. 8 Cycle time for posting is overnight City of Madison payments are posted weekly. Cycle time for running is overnight (cycle time = days to post and run ) to verify accuracy/ value; data not posted at this point. Final Version

2 Treasury - First Period Collections Madison Owner City of Madison Treasury DOR Adjustments 9 Re-post as a batch Run GCS 0 Enter into GCS Settlement 9 Adjustments are those sent in hard copy by the City of Madison and highlighted by the County (see previous page) 0 The City of Madison process occurs weekly up until the point of running the GCS. Verify totals There are three GCS settlement periods: December, January, and Final. Entered into GCS Settlement in January and February (use February data for August settlement). Note: County pays munis (regardless of owner payment) and then County processes delinquent payments, takes title as necessary, etc. Final Version

3 Treasury - First Period Collections Municipalities that Collect Locally Owner Municipalities Treasury DOR Collect taxes Import Text file to GCS Send batches Same time Print Send GCS Balance? No Troubleshoot Yes Run Treasury from GCS Enter into GCS Settlement Run GCS s () s () 8 9 This occurs - days after the month ends. Munis use the GCS Local Collections Module to prepare batch. Note: Munis must pay by January th ; therefore, County needs to provided data in advance of the muni deadline. Import batch files for specific munis in sequence GCS is a.pdf from the Local Collections Module - County prints the sent by muni by batch. - shows refunds - does not show voids This is Payment by Selection Criteria Data has been in GCS Local Collections Module and GCS Treasury, but does not automatically populate GCS Settlement. Muni data must be entered individually. GCS s run muni by muni and separately for real property and personal property. 8 9 s faxed or mailed to muni. Can be done in a.pdf. Includes: - Payment by Criteria - Jan. Tax Roll Settlement - Summary of Tax Payments and Balance Process occurs once in January and entire process repeats exactly in February. to ensure balance. Note: there is an exception generated by GCS; however, it does not show exceptions. County contacts munis when data do not balance. Munis provide batch detail and County reviews one by one to identify exceptions/cause for not balancing. to compare/ balance/ensure accuracy of import. Final Version

4 Treasury - First Period Collections 0 Municipalities/City of Madison Collects Owner Municipalities Treasury DOR City collects payment on behalf of County Make payment City processes batches Import text file To GCS Send batch Print Run Treasury From GCS Post to GCS Treasury Daily process. County responsible for all mailed payments for the ten munis, and munis may also collect in person. City processes per contract with County. Payments arrive at the County, are collected from the mailbox and then walked to the City for processing. City uses a remittance program the scan line informs the remittance program how to process the payment (also have unique format for batch numbers). Import batch files for specific munis in sequence. Activity is tracked separately in a spreadsheet by Treasury. - County prints the sent by individual muni batch. shows refunds. does not show voids. This is Payment by Selection Criteria. All of the 0 munis appear on one comprehensive ; i.e., s not produced by individual muni. to compare/ balance/ensure accuracy of import Final Version

5 Treasury - First Period Collections 0 Municipalities/City of Madison Collects Owner Municipalities Treasury DOR Re-run Repeat For each muni to local treasurer ACH money to compare/ balance/ensure accuracy of import ACH occurs several days after receipt to ensure checks clear. ACH activity is tracked separately in a spreadsheet. Final Version

6 OPC/Credit Cards and E-Checks OPC Municipalities Treasury DOR Print Daily Send Daily Enter into spreadsheet Access Bank account Print Bank account data Enter bank data Create batch import file Import into GCS 0 munis can pay by credit card or e-check for the current year (i.e., for December, January and most of February). After February, any of the munis can pay by credit card or e-check (i.e., for nd installment or if delinquent). - This is notification that a payment has been made the prior day - is in Excel Entries made daily; the information is used for monthly ing to the County Controller s office. New modifications are also being made currently to a second tool/the on-line payment processing system to capture these data. M&I web Shows the sum by type (e.g., sum by VISA) - Entry is made into a customer on-line payment processing system - Enter money received date and create a batch - Assign a deposit number and manually enter the deposit date Batch file created using the batch numbering scheme from the spreadsheet where data are entered at beginning of process. transaction from previous day and do high level reconciliation cannot align accounts Final Version

7 OPC/Credit Cards and E-Checks OPC Municipalities Treasury DOR Run Post Data from City of Madison and OPC have to be balanced before munis are balanced due to having only two coding options when importing payments. 9 County accounting policy requires that that payments be recorded when they are placed in the County s bank account vs. when the payment transaction occurs. Final Version

8 Delinquent Collections Owner Municipalities Treasury DOR Post payment Yes Payment rec d by Jan.? No Payment is in delinquent status Notice created Send file to printer Stuff/ mail Notice Payment Send payment Enter Into GCS Second installment option is lost when payment becomes delinquent. Manual entry is required to place an account in delinquent status. When payments are made on time they are coded as postponed in the GCS system. GCS generates the notice letter can select canned language. Notice is call a reminder notice. There are approximately,000 notices after a deadline. These notices do not have a scan line, therefore, remittances are processed completely manually. File is.pdf; is saved with a list of notices. It is necessary to change to a more current version of.pdf in IT before the notice is sent to the printer. Mail often returned; necessary to troubleshoot address changes Notice process repeats if payment is not sent. Final Version 8

9 Delinquent Collections Owner Municipalities Treasury DOR Run Selection by Criteria Post Print/ mail receipt Receipt is run the next day; one is run for the redemption year, and on is run for the current year. Cannot print receipt until posted. /balance to the daily deposits. Final Version 9

10 Settlement Owner Municipalities Treasury DOR Enter into GCS Settlement Run s Print Settlement s Repeat for each muni Muni picks up Paper Settlement s Check or wire deposit Muni pays Settlement (electronic) Create/submit settlement - Totals from the s provided by each muni are entered - Settlement occurs after the th of February - all must be balanced before the 0 th -cycle time: days to perform GCS data entry Printing is outsourced. s must be returned by / or.. Approximately days of muni payments; muni payments are keyed into county s system: MUNIS. is from GCS settlement; no copy of is generated for the county at this point goes directly to State and county does not have a copy of the information sent. is submitted electronically automatically sends from GCS. Time cycle is approximately one hour per municipality to enter and run the. to compare to the Clerk s certification of the tax roll Statutory Settlement Dates - January th First Installment - February 0 th First Installment - August 0 th Second Installment (to County, OPC, City of Madison) Final Version 0

11 Foreclosures Owner Municipalities DOR Treasury Create GCS s to delinquent payments Run statement Request title work title work Determine foreclosures Prepare Word letter 90-day letter Minimal number of foreclosures each year - Must be. years delinquent to foreclose - No automated tickler to notify status of delinquent records - s show each parcel # in each muni - does not show penalties or interest Statement shows: - parcel # - address - owner - computes penalties and interest (semiautomated the calculation is performed using the system but each step must be manually prompted in the system. The letters are sent to owner as well as lien holder; process is labor intensive. County collects 8% /year on delinquent accounts. Certified letter Final Version

12 Foreclosures Treasury DOR Record payment Yes Payment? Yes Record payment Send 0-day No letter Payment? No after 80 days Deed Other County Departments Clerk Provides Deed File deed with ROD Owner Notification letter Final Version