NCPTS Cashiering

1. NCPTSCashiering Payment Automation, Integration, and Reconciliation

2. Visual Guides

3. Introduction • Advantages of NCPTS Collections Cashiering • Automates payment collection • Facilitates collection of in-person payments • Sends appropriate correspondence to property owners about billing • Capability to reverse payments made in error • Efficiently process refunds for overpayment of property taxes • Provides your county with Finance Integration

4. Automates Payment Collection • NCPTS includes a comprehensive Cashiering module that tracks payment information and keeps check and money order images with payments • You can track the mode of payments • You can track multiple bills paid through a single check • You can reduce the number of Customer Service Issues related to payment information • You will be able to verify what bills were paid and when they were paid • You will be able to resolve auditing issues by justifying when and how bills were paid and collecting payee information

5. Automate Payment Collection • Payment Integration • Once checks are scanned, NCPTS integrates with check scanners to scan the image of the check while accepting the payment • The image is attached to the payment and can be accessed at any time • NCPTS offers full integration with third party collection agencies and eliminates the issue of invalid bill numbers

6. Collect In-Person Payments • The Collections Cashiering module of NCPTS will allow you to accept in-person payments at your tax office • Payments can be made by: • Cash • Check • Money Order

7. Correspondence • NCPTS allows you to send correspondence about property tax bills • Credit Applied Letters are sent to property owners with balances that are still owed • Enforcement Release letters are sent to appropriate parties after bills have been paid in full • NSF letters are sent to property owners for which accounts have insufficient funds for a payment

8. Payment Reversals • NCPTS allows counties to track checks for which there is not enough funds in the account or for which there is a stop on a check. • NCPTS has inbuilt NSF process which will allow you to apply NSF fees against the bill • NSF letter is also sent to taxpayer • Has increased the efficiency of this process by 70%!

9. Refunds • Tracking • NCPTS provides detail tracking of refund checks • Issue Date • Mailing Date • Cashing Date • Unpaid Bills • NCPTS provides refund queues where County staff can review the refunds and verify if there is any unpaid bill for the tax payer • Taxpayers that are attached to a legal action for unpaid bills will have refund checks applied to their unpaid balance

10. Finance Integration • NCPTS provides an interface to County finance system and keeps it up to date with daily postings • Finance system is up to date with available cash • Balancing is quick and accurate • Reduces time and effort to keep systems in sync

11. Collections Cashiering Workflow

12. Payment Batches • Technological advancements in payment options have made it possible for property owners to pay their property tax in a variety of ways • NCPTS includes functionality to automate the collection of payments from different payment sources • The collection of various payment options in NCPTS are grouped together by type into payment batches

13. Payment Batch Analogy • A payment batch is a group of similar payment types created in one day • Payment source determines the type of batch created • A batch of cookies is the set of cookies produced in one baking • Recipe determines the type of cookie produced

14. Payment Batches • Types of batches include: • Lockbox • Epay • Debt Setoff • Cashier • Correction • Legal Action • Mail • Mortgage

15. Offline Payment Batches

16. Offline Payment Batches • Offline payment batches include payment files with multiple payments, grouped by type. • Offline payment logs capture errors in received payments • Zero Due • Overpaid • Legal Action • Bankruptcy • Unpostable • Four payment batch types in NCPTS are captured in the offline payment log • Lockbox • Epay • Debt Set Off • Mortgage

17. Offline Payment Batches – Error Logs • Zero Due – no payment was due to tax bill, no payment was taken • Overpaid – payment amount received is greater than the tax owed. This abstract will go into a refund queue. • Legal Action – restriction on payment against legal action unless approved by enforced collector • Bankruptcy – restriction on payment against bankruptcy payments, unless approved by bankruptcy clerk • Unpostable – bill is not present in system

18. Offline Payment Batches – Error Logs • Errors in offline payment batches will display in the Exception and Exception Amount ($) Fields

19. Lockbox Batches • Lockbox payments include payments a property owner makes by check that are sent to a location outside of your office for processing by a third party or bank • Batch files for lockbox payments are found in the Offline Payment Log

20. Lockbox Batches

21. Lockbox Batch Detail

22. Lockbox Batch Detail • Lockbox batch files include • Bill # • Check # • Check Account # • Check Routing # • Check Amount • Interest Through Date • Exception Type • Exception Amount ($) • Payment Amount ($)

23. E-pay Batch • These payments include electronic payments such as • Online payment by credit/debit card • Echeck • IVR – Payment by Phone • Batch files for e-payments are found in the Offline Payment Log

24. E-pay Batch

25. E-pay Batch Detail

26. E-pay Batch Detail • E-paybatch files include • Bill # • Transaction Time • Authorization Code • Receipt # • Interest Through Date • Exception Type • Exception Amount ($) • Payment Amount ($)

27. Debt Setoff Batches • Debt Setoff batches include automated payments for taxpayers with delinquent debts. These payments originate from a delinquent tax payer’s North Carolina state tax refunds and/or Education lottery winnings. • Batch files for debt setoff payments are found in the Offline Payment Log

28. Debt Setoff Batches

29. Debt Setoff Batches

30. Debt Setoff Batches • Debt Setoff batch files include • Bill # • Amount Due • Interest Through Date • Interest Through Date • Exception Type • Exception Amount ($) • Payment Amount ($)

31. Mortgage Batches

32. Mortgage Batches

33. Mass Payments • NCPTS includes functionality that allows you to generate mass payments for property taxes • These mass payment types include: • Mortgage • Entry • Extract File • Wage Garnishment

34. Mass Payments - Mortgage

35. Mass Payments - Mortgage • Multiple mortgage payments can be entered en mass • Open a batch, select Mortgage as type • From workflow menu select Mortgage Mass Entry • Enter appropriate batch number • Select Lender • Enter in Loan information for each mortgage payment

36. Mass Payments - Mortgage • You may also process multiple mortgage payments by uploading an extract file • Open Mortgage Batch • Upload Mortgage Extract file into system

37. In Person Payments

38. In Person Payments • In person payments are processed as Cashier batch files • At the beginning of your workday, open a Cashier batch file to accept in person payments (cash, check, and money orders)

39. In Person Payments • Cash only • Check only • Money Order Only • Combination Cash and Check • Partial payment cash

40. In Person Payments • Cash Only • Find the appropriate bill • Click the “Pay bill” button • Enter the cash amount into the Cash field • Click the “Apply Payment” button • Review Payment Information • Click “Submit Payment” button

41. In Person Payments • Check Only • Find the appropriate bill • Click the “Pay bill” button • Enter in the check number • Click “Paid in Full” OR • Enter in the check number and payment amount • Click “Apply” payment • Review Payment Information • Click “Submit payment”

42. In Person Payments • Money Order Only • Find the appropriate bill • Click the “Pay bill” button • Enter the money order amount • Click the “Apply Payment” button • Review Payment Information • Click the “Submit Payment” button

43. Balancing the Batch • Lock Cashier Batch • Click “Balance” Button • Enter in Cash inventory • Add Notes • From Batch screen click Deposit Slip sub-tap • Enter in Deposit Slip information, click submit • Your batch has automatically closed

44. Payments Received via Mail

45. Payments Received Via Mail • Open Mail Batch • Find the appropriate bill • Click the “Pay bill” button • Enter in the check number • Click “Paid in Full” OR • Enter in the check number and payment amount • Click “Apply” payment • Review Payment Information • Click “Submit payment”

46. Payments Received Via Mail – Recalculating Interest • Your office may use the post-mark date as the date for interest accrual instead of the day that the mail payment is being processed in the office • Recalculating Interest • From the bill payment screen, enter the correct interest end date OR click the blue calendar button and select the correct interest end date • Click the Recalculate Interest button • The new payment amount with the adjusted interest will display

47. Prepayment Workflow

48. Prepayment • It is possible that a property owner would like to pay their property taxes early based on an estimate of the taxes that are due. • To pay property taxes for which a bill has not yet been generated, you will need to create a PreliminaryBill • Search for the abstract to be billed using the Abstract Search • Click on the appropriate Abstract Number • If the Abstract Status is not ‘Ready For Billing’ (RFB), click ‘Make RFB’ • Select “Preliminary Bill” from the Abstract Menu • On the Confirm Preliminary Bill screen, select the reason for the preliminary bill from the drop-down list • Click ‘Submit’

49. Prepayment • Once the new bill has been generated, you can process the early payment through a Cashier batch • Refer to In-Person payment slides • Differences between the amount paid and the actual bill amount will be reconciled. • Overpayment – a refund will be generated and sent to the property owner • Underpayment – a bill for the remaining balance will be sent to the property owner

50. Discount Management • Discounts can be applied to taxes, fees, and/or interest for a given time period for specific tax jurisdictions • Setting up Discount Management • From the Options menu, select “Discount Management” • Generate discount with appropriate criteria