NCVTS County Financial Reports

NCVTSNCVTSCounty Financial ReportsCounty Financial Reports

September 26, 2013 September 26, 2013

• Gain information regarding the following NCVTS Reports:

– County Finance Report– County Reconciliation Report– Net Distribution Report– Pending Refund Report

ObjectivesObjectives

NCVTS Reports NCVTS Reports BackgroundBackground

Reports Reports Background Background

• General Rules for NCVTS Reports

– Financial reports should include vehicle values, taxes and interest paid by jurisdiction.

– The financial report will initially be provided by month of collection. A subsequent version will provide collections by registration month. Both reports will include a year-to-date summary page.

– DOT will show gross collections, billing, credit card and debit card costs, and net revenue.• Costs will be extracted.

Reports Reports Background Background

• General Rules for NCVTS Reports

– The levy consists of “bills for registrations/property taxes actually paid in full through the renewal/issuance process or created through the LRP process.

– 5% first month interest remains in effect after July 1, 2013.

– DOT Fiscal will provide a monthly Remittance Advice showing:

• Overall collections for your county

• Billing and collection costs

• Credit card and debit card costs

• Net collections after expenses are deducted

County Finance County Finance ReportReport

• Primary purpose is balancing with DOT Remittance Advice

• Secondary role is cost allocation

• Obtained from VTS on a monthly basis

• May be imported as a .csv or .xls file or keyed manually into your financial system

• County or municipal finance personnel should contact the County Assessor for direct access to this report


• Report shows financial data in 13 tables

– One table for each month of the Fiscal year, starting in July and ending with June

– One final table giving a “Year to Date” summary.

– The amounts in each table are based on payments made in that Fiscal month.

– Each table breaks out financial data by Tax Jurisdiction.


• The financial data for each table is divided into four areas:

– Billing Information – provides data for Levies (as originally billed or adjusted prior to payment) and number of vehicles as well as LRP (Limited Registration Plates)

– Collections – shows amounts actually paid (after adjustments, if any)• This is the levy

– Credit /Debit Card Cost Allocation – shows payment data made by Credit or Debit card

– Total Collected and Total Uncollected – shows data about amounts paid and amounts unpaid (LRP)


• Valuations and Levy• The number of vehicles with renewals, issuances or LRPs.• The net value of registered vehicles (after adjustments made before

payment), issuances and LRPs• The taxes and fees billed/collected through renewals, issuances and LRPs.• The taxes billed on vehicles issued an LRP

County Finance County Finance ReportReportBilling Information

Jurisdiction Nbr Vehicles Renewal/LRP /Issue Net Values

Renew/Issue Levy LRP Levy Net Levy

CB1 69 $467,622 $1,098.90 $0.00 $1,098.90CH1 0 $424,330 $0.00 $0.00 $0.00KB1 38 $373,930 $977.83 $0.00 $977.83NH1 1,918 $16,751,835 $92,825.42 $0.00 $92,825.42NH2 883 $7,454,207 $5,889.06 $0.00 $5,889.06WB1 48 $431,559 $574.05 $0.00 $574.05WM1 880 $8,024,517 $39,892.97 $0.00 $39,892.97Totals $141,258.23 $0.00 $141,258.23

• Collections

– The total value of taxes paid through renewals and issuances

– The total value of taxes collected through the LRP process

– The aggregate collection rate for LRP and Renewal collections

County Finance County Finance ReportReportCollections

Renew/Issue Collections

LRP Collections

Total Collections

% Collected

$1,098.90 $0.00 $1,098.90 100.00%

$0.00 $0.00 $0.00 0.00%

$977.83 $0.00 $977.83 100.00%

$92,335.68 $0.00 $92,335.68 99.47%

$5,874.41 $0.00 $5,874.41 99.75%

$574.05 $0.00 $574.05 100.00%

$39,558.59 $0.00 $39,558.59 99.16%

$140,419.46 $0.00 $140,419.46 99.41%

• Cost Allocation

• 3 Categories of costs

– Billing Costs

– Credit Card Costs

– Debit Card Costs (future)

• Counties should allocate the lump sum costs across their taxing jurisdictions


Credit/Debit Card Cost Allocation

Billing Cost %

Collections By Credit Card

Cost % Collection by Debit Card

Cost %

0.78% $332.24 0.66% $0.00 0.00%0.00% $0.00 0.00% $0.00 0.00%0.69% $316.64 0.62% $0.00 0.00%

65.75% $33,685.90 66.94% $0.00 0.00%4.18% $2,324.74 4.62% $0.00 0.00%0.40% $212.88 0.42% $0.00 0.00%

28.17% $13,444.61 26.71% $0.00 0.00%99.97% $50,317.01 99.97% $0.00 0.00%

• Total Collections/Uncollected– Provides

• Interest collected for each jurisdiction

• Total collections (Levy + Interest) per jurisdiction

• Total LRP uncollected


Total Collections/ UncollectedInterest Collected Total Collected LRP Uncollected

$0.00 $1,098.90 $0.00$0.00 $0.00 $0.00$0.00 $977.83 $0.00$0.00 $92,335.68 $0.00$0.00 $5,874.41 $0.00$0.00 $574.05 $0.00$0.00 $39,558.59 $0.00$0.00 $140,419.46 $0.00

• Cost allocation percentages are based on the contribution of each individual levy to the total of all levies.

– Counties/municipalities may choose other methods for cost allocation

– Counties no longer have the statutory authority to charge municipalities and other jurisdictions up to 1.5% of collections to offset collection costs for vehicles billed under the Tag and Tax Together program


• DOT Fiscal will provide a monthly Remittance Report showing:

– Overall collections for your county

– Billing and collection costs

– Credit card and debit card costs

– Net collections after expenses are deducted




Microsoft Excel Worksheet




County Reconciliation County Reconciliation ReportReport

• This report provides detailed county payment and reversal data in VTS for the purpose of reconciling against distribution reports from STARS for a given date range.

– Originally intended for testing purposes

– Only looks at payments

• The parameters for this report are:

– Start date (inclusive)

– End date (inclusive)





Pos Field Name Length Type Description1 Year_for 4 int 2 Tax_District 20 Char Tax district – using county financial import data3 Vehicle_Taxes 19 money Payments where Levy_type = tax, excluding reversals and

interest 4 Vehicle_Fees 19 money Payments where levy type = vehicle fee, excludes reversals and

interest5 Taxes_and_Fees 19 money Sum of Vehicle taxes and vehicle fees6 Interest 19 money All interest on vehicle fees and taxes, excluding reversals7 Holds_Plus 19 money Funds not assigned (usually seen as an overpayment)8 Total_Payments 19 money Sum of Taxes and Fees plus interest plus Holds_plus9 Reversed_Taxes 19 money Reversals of levy type taxes, excludes reversals of interest10 Reversed_Fees 19 money Reversals of levy type vehicle fees excludes interest11 Total_Reversed_Taxes_and_Fees 19 money Sum of reversed vehicle fees and reversed vehicle taxes12 Reversed_Interest 19 money All reversed interest13 Holds_Minus 19 money Reversed holds (reversal of overpayment refunds)14 Total_Reversals 19 money Sum of Total reversed taxes and fees plus reversed interest

plus Holds_minus15 Credit_Card 19 money Payments associated to a credit card – includes all taxes, fees,

reversals, Holds Plus, Holds_minus and interest

Dataset: Reconciliation by “Year For” and Tax District


Pos Field Name Length Type Description

16 Debit_Card 19 money Payments associated to a debit card – includes all taxes, fees, reversals, Holds Plus, Holds_minus and interest

17 Sum_Vehicle_Taxes 19 money Sum of all Vehicle taxes in report18 Sum_Vehicle_Fees 19 money Sum of all Vehicle_Fees in report19 Sum_Taxes_and_Fees 19 money Sum of all Taxes_and_Fees in report20 Sum_Interest 19 money Sum of all Interest in report21 Sum_Holds_plus 19 money Sum of all Holds_plus in report

22 Sum_Total_Payments 19 money Sum of all Total_Payments in report

23 Sum_Reversed_Taxes 19 money Sum of all Reversed_Taxes in report

24 Sum_Reversed_Fees 19 money Sum of all Reversed_Fees in report

25 Sum_Total_Reversed_Taxes_and_Fees 19 money Sum of all Total_Reversed_Taxes_and_Fees in report

26 Sum_Reversed_Interest 19 money Sum of all Reversed_Interest in report

27 Sum_Holds_Minus 19 money Sum of all Holds_Minus in report

28 Sum_Total_Reversals 19 money Sum of all Total_Reversals in report

29 Sum_Credit_Card 19 money Sum of all Credit_Card in report

30 Sum_Debit_Card 19 money Sum of all Debit_Card in report

Dataset: Reconciliation by “Year For” and Tax District cont.

Net Distribution Net Distribution ReportReport

• The Net Distribution Report is a modification of the Daily Distribution Report and includes total levies collected by tax district and net adjustments including releases and refunds.




• Recent updates:

– Levy column only includes transactions from STARS

• This will match County Finance Report and County Reconciliation Report

– Net Adjustment column added

• Includes changes to levy amounts due to adjustments and prorations that occur after the payment is made

– Net Adjustment Interest column added

• Includes changes to interest amounts due to adjustments and prorations after the payment is made

– Total column renamed to Net Levy


Pending Refund Pending Refund ReportReport

• This report shows prorated refund data by:

– Tax District

– Levy Type

• Vehicle fee – only prorated in the case of full release or bill voidance

• Tax

– Interest for a given time period


• The parameters for the Report are:

– Fiscal Year – in the form “2013-14”.

– Time Period – a specific Month, Quarter or Year

– Refund Types:• Proration

• Adjustment >=100

• Adjustment <100”

• Over payments are excluded from the report

– Refund Status:• Approved

• Pending


• This report pulls from three datasets:

– Dataset 1 shows a breakdown by tax district and levy type

– Dataset 2 is a summary of refunds by tax district (prorated)

– Dataset 3 is a list of the parameters used to filter the data and the run date of the report.




• Dataset 1: Refunds w/ Tax District and Levy Types Prorated


Pos Field Name Length Type Description1 Name 100 Char Tax payer name2 Adddress_1 50 Char Taxpayer Address3 Address_2 50 Char Additional Tax Payer address4 Address_3 50 Char Taxpayer City, state, zip5 Refund_Type 20 Char Proration or adjustment6 Bill_Num 10 Char Bill Base number7 Status 20 Char Pending or Authorizied8 Transaction_Num 10 int Refund Number9 Refund_Description 200 Char Generic description10 Refund_Reason 20 Char Reason for refund11 Create_Date 10 Date Date Refund created12 Tax_District 20 Char Relevant tax district 13 Levy_Type 10 Char Tax , Vehicle Fee, or Interest14 Refund_Amt 14 money Amount to be refunded by Tax district and Levy

Type15 Subtotal_Refund_Amt 19 money Amount to be refunded to a taxpayer in a single

refund transaction16 Total_Refund_Amt 19 money Total amount of refunds in the report

• Dataset 2: Summary of Refunds by Tax District

• Dataset 3: Report Parameters


Pos Field Name Length Type Description1 Tax_District_Summary 20 Char Tax district2 District_Type_Summary 20 Char District type – City, County,Fire,Special3 Refund_Amt_Summary 19 money Amount refunded to tax district

(prorated)4 Sum_refund_Amt_Summary 19 money Total refund amount

Pos Field Name Length Type Description1 County 50 char Name of County report is for2 Refund_Time_Period 15 Char Name of Month, Quarter or Year3 Refund_Fiscal_Year 11 Char Fiscal year of data4 Refund_Types 100 Char List of Refund Types in report5 Refund_Status 100 Char List of statuses contained in report6 Report_Run_Date 21 Datetime Date and Time that the Report was created –

mm/dd/yyyy hr:min

Report Report MatchingMatching

The following three reports should match with each other(some adjustments may be necessary for reversals)


The following two reports should match with each other


Documents

NCVTS County Financial Reports