NCVTS SITUS BATCH AND SITUS UPLOAD - FARRAGUT

NCVTS SITUS BATCH AND SITUS UPLOAD

How to Enter Questions

GoToWebinar Button

NCVTS Time Line • NCVTS Help & Support: Introducing the Customer Portal Webinar: You will receive information on how to

use the Customer Portal to access information and resources related to NCVTS • The Customer Portal is the primary method to ask Power Users and the DOR questions April 8 • Situs Batch and Situs Upload Webinar – We will provide an overview of Situs Addresses and explain how

to update your Situs files April 11 • Adjustments and Exemptions Webinar (4/22) • Refunds and Prorations Webinar (4/23) • Hand on Practice and Access to NCVTS Training Environment (4/22 to 4/26) April 22 - 26 • Last day to edit your Exemption Codes and Tax Rates in NCVTS April 26 • Second DMV Upload from STARS to NCVTS April 27 • First day to work second month of vehicle records in NCVTS April 29 • Third DMV Upload from STARS to NCVTS May 25 • First day to work third month of vehicle records in NCVTS May 27

Objectives • I will understand what a Situs Address is • I will understand what information is used to create a

Situs Address • I will understand the Situs validation process in NCVTS • I will understand how to update my existing Situs

Repository through Batch Situs and Situs Upload • How to add a new address • How to update an existing address • How to retire an existing address • How to change the tax districts for an address

Agenda • Situs Address Overview • Batch Situs and Situs Upload Updates

• How to add a new address • How to update an existing address • How to retire an existing address • How to change the tax districts for an address

Addresses in STARS • County Code

• County in which the vehicle was last registered • Controls which vehicles will be sent to a given county • Provided by vehicle owner

• Residence Address (primary owner) • Where the vehicle owner resides • Provided by vehicle owner

• Lessee Address (primary lessee) • Not the address of the owner • Provided by leasing company at the time of transaction

or lessee

Addresses in STARS • Mailing Address

• Mailing address of the primary owner if different from the residence address

• Provided by vehicle owner • One-Time Mailing Address

• One – time temporary mailing address • Provided by vehicle owner • Used for driver’s license only

• Vehicle Location Address • SITUS address of the vehicle if different from the

residence address • Controlled by the counties

Addresses in STARS • County Code and Situs Address will be

controlled through the VTS • Counties can transfer vehicles to another county if

that vehicle was incorrectly assigned to a county • County code changes will be sent to STARS and

updated in STARS as part of the batch billing process

• Situs address changes will be made in the VTS and sent to STARS

• The address will be stored in STARS • However STARS will not change a Situs address

unless the taxpayer changes the vehicle address with the DMV

Business Rules • An LPA can effectively change a situs at the

request of the vehicle owner • Change in Residence Address

• If a Vehicle Location Address (situs) is present, a change in Residence Address will NOT trigger a change in situs

• The LPA should send the customer to the county if the address and county are correct and the tax districts are incorrect.

• If no Vehicle Location Address (situs) is present, a change in the Residence Address triggers a recalculation of the taxes in the VTS

Situs Repository in VTS • Address ID has Three Components

• County Address ID is numeric, limited to 10 characters

• Effective Date (MMDDYYYY) • End Date (MMDDYYYY)

• Street Number (maximum 6 characters) • Prefix (N, NW, W, SW, S, SE, E, NE) • Street Name (maximum 30 characters) • Street Type (mostly 2 to 4 characters)

Situs Repository in VTS • Suffix (N, NW, W, SW, S, SE, E, NE) • City • State • Zip (5 characters) • Parcel Number (PIN for address points) • Tax District Type (County, City, Fire, Special) • Tax Districts

Situs Repository in VTS

• Street Ranges • Street Range From • Street Range To • Parity (Even, Odd, Mixed, Unknown) • “Break” on tax districts

Situs Matching

Situs Address Matching

Multiple Tax Districts Effective Start Date

Situs Validatiion/ Match

WHAT DO I DO IF I WANT TO ADD A NEW ADDRESS? New Address in NCVTS

Situs Batch and Situs Upload • New Address

• A new address is an address for which there is currently no record in the Situs repository.

• This might be due to the construction of a new street or any other reason a previously non-existent address might be created • May have been inadvertently left out in data migration

• VTS identifies the new address based on new county address ID. • Effective Start Date should be prior to when the address will be

used • End Date should be well into the future UNLESS the user knows

the address should be retired as of a certain date (i.e. you know of a future annexation).

Situs Batch and Situs Upload Situs

repository County Address ID

Street Number Dir Prefix

Street Name

Dir Suffix

Street Type

Street Misc City State Zip

Tax Districts Eff Start Date Eff End Date

1 100 E Main ST Charlotte NC

2822

6

CHAR, MECK, SPEC01 1/1/2000 12/31/9999

2 200 W Main ST Charlotte NC

2822

6

CHAR, MECK, SPEC02 1/1/2000 12/31/9999


2822

6

CHAR, MECK, SPEC03 1/1/2000 12/31/9999


2822

6 MECK, Fire01 1/1/2000 12/31/9999

New Address County Address ID

Street Number

Dir Prefix

Street Name

Dir Suffix

Street Type



5 500 E Main ST Charlotte NC 2822

6

CHAR, MECK, SPEC01 1/1/2000 12/31/9999

WHAT DO I DO IF I WANT TO UPDATE AN EXISTING ADDRESS WITH THE SAME TAX JURISDICTION(S)? Update Address in NCVTS

Situs Batch and Situs Upload • Update Address

• A record can be updated in order to change the parcel number or address-related data such as street number, street name, city, or zip and is generally used to correct mistakes like misspellings. • Changing the expiration date falls into another scenario (Retirement) • Changing tax district falls into another scenario (Annexation)

• Example: PINE RIDGE DR should be PINERIDGE DR

• VTS identifies the existing address based on provided county

address ID and start date

Situs Batch and Situs Upload Situs repository County Address ID


Street Name

Dir Suffix

Street Type




2822

6

CHAR, MECK, SPEC01 1/1/2000 12/31/9999


2822

6

CHAR, MECK, SPEC02 1/1/2000 12/31/9999


2822

6

CHAR, MECK, SPEC03 1/1/2000 12/31/9999


2822

6 MECK, Fire01 1/1/2000 12/31/9999

Update Address

No tax District change

County Address ID

Street Number

Dir Prefix

Street Name

Dir Suffix

Street Type



1 600 W Main DR Charlotte NC 28226

CHAR, MECK, SPEC01 1/1/2000 12/31/9999

WHAT DO I DO IF I WANT TO RETIRE AN ADDRESS Address Retirement in NCVTS

Situs Batch and Situs Upload • Address Retirement

• Most address records start with an expiration date well into the future. Over time, addresses may change due to parcel splits or address reassignment. After the expiration date the record will no longer be considered active and cannot be associated with future abstracts. Retiring a record is the act of changing its expiration date. Generally, the expiration date is being moved to an earlier date, so the address is “retiring” from active use. Rather than simply changing the record, retirement is used to maintain historical data.

• VTS identifies the existing address based on provided county address ID and start date.




Street Name

Dir Suffix

Street Type




CHAR, MECK, SPEC01 1/1/2000 12/31/9999

2 200 W Main ST Charlotte NC 28226

CHAR, MECK, SPEC02 1/1/2000 12/31/9999


CHAR, MECK, SPEC03 1/1/2000 12/31/9999

4 400 W Main ST Charlotte NC 28226 MECK, Fire01 1/1/2000 12/31/9999

Retire Address County Address ID Street Number Dir Prefix

Street Name

Dir Suffix

Street Type


Tax Districts

Eff Start Date Eff End Date


CHAR, MECK, SPEC02 1/1/2000 3/15/2013 Retire

WHAT DO I DO IF I WANT TO CHANGE THE TAX DISTRICTS FOR AN ADDRESS? Address Annexation in NCVTS

Situs Batch and Situs Upload • Annexation

• Annexation will change the tax districts associated with an address. Generally, this will be performed with a combination of the retirement and replacement scenarios – an existing record associated with the old tax districts will be retired and a replacement record will be created with the new tax districts. However, if a record is not yet associated with any bills, the tax districts can be updated for that existing record instead of using the retire/replace combination, if desired.

• VTS identifies the existing and new addresses based on the provided county address IDs and start dates.

• The addition or removal of a taxing jurisdiction (fire, service districts, municipal service districts, etc.) are also handled similarly.




Street Name

Dir Suffix

Street Type

Street Misc City State Zip Tax Districts Eff Start Date Eff End Date


CHAR, MECK, SPEC01 1/1/2000 12/31/9999


CHAR, MECK, SPEC02 1/1/2000 12/31/9999


CHAR, MECK, SPEC03 1/1/2000 12/31/9999

4 400 W Main ST Charlotte NC 28226 MECK, Fire01 1/1/2000 12/31/9999

Annexation County Address ID

Street Number

Dir Prefix

Street Name

Dir Suffix

Street Type



4 400 W Main ST Charlotte NC 28226 MECK, Fire01 1/1/2000 3/15/2013 Retire

4 400 W Main ST Charlotte NC 28226 CHAR, MECK 3/16/2013 12/31/9999 New

Address Start Dates and End Dates • If you are updating an address for your Situs Repository

for a record that has already been uploaded from DMV make sure the start date is prior to the DMV Upload date • Note: You can only change the start date in NCVTS in the Add/Edit

Situs Address screen

• In order to validate an address in the Default Address queue, the end date for the address in the Situs Repository must be later than the DMV upload date

Situs Batch • File format for Situs Batch

• Similar to Data Migration county Situs file

• If you only have a few addresses to edit, you can also edit

addresses through NCVTS • Refer to pg. 83 to 84 in your training manual for more information • Refer to slides 28 to 39 of this presentation

Manually Adding Situs Addresses in NCVTS

• From the NCVTS Main Menu, click the Search hyperlink on the top right-hand corner of the screen

Manually Adding Situs Addresses in NCVTS • From the Admin Menu, select Maintain Street Dictionary

Manually Adding Situs Addresses in NCVTS • Search for a street to verify if it exists in the Street

Dictionary. • Type in information about the street and click the “Search” button • If there are no streets that currently match your search criteria, you

can add a street to the street dictionary by clicking the “Create New” button

Search for a street first to see if it exists in the Street Dictionary

If a street does not exist in your Street Dictionary, click “Create New” to add the street

Manually Adding Situs Addresses in NCVTS • If you are creating a new entry for a street in the Street

Dictionary, enter in the required fields and press the “Submit” button

Manually Adding Situs Addresses in NCVTS • From the Admin menu, select Add Situs Address

Manually Adding Situs Addresses in NCVTS • Type and select values to define a new street address in

NCVTS • Click on the names of the tax districts that should be

associated with the address • Hint: Press the Ctrl button to select multiple districts

• Click the “Submit” button • The new address is added to your Situs repository

Manually Adding Situs Addresses in NCVTS

Manually Updating Situs Addresses in NCVTS

• From the NCVTS Main Menu, click the Search hyperlink on the top right-hand corner of the screen

Manually Updating Situs Addresses in NCVTS • Select the “Situs Address” tab • Enter information for the address you would like to update • Click the “Search” button

Manually Updating Situs Addresses in NCVTS • Select the address you would like to update from the

search results


• From the Situs Address detail screen, you can update information about the Situs Address

• Select “Submit” to save your changes • To Retire an address, you change the Effective End Date • To perform an Address Annexation, you must first retire a

Situs Address and then create a new Situs Address with the correct tax districts • See slides 28 to 34 for more information about how to manually

add a Situs Address in NCVTS


Uploading a Situs File • Rather than adding and modifying Situs Addresses one at

a time manually, an alternate option is to perform a Situs upload.

• When you upload a Situs file, you are telling NCVTS which Situs Addresses you want to add to your Situs Repository and which existing addresses you want to retire.

• After the upload runs, if any errors occurred during the process you can view those errors through an on-screen log.

Uploading a Situs File • From the “Admin” menu, select “Upload Situs Address”

Uploading a Situs File • Click the “Browse” button, navigate to the file, and select it • Click the “Upload” button

First, click “Browse” to select your file

Next, click “Upload” once your Situs file has been selected

Viewing and Reassigning Logs • When batch processes are run, events from the process

are output to a log. These events include: • When a process began • When a process ended • The number of records that were added or updated • Any errors that occurred

• Each of these events is recorded as a separate log entry, assigned to the person who uploaded the processed file.

• NCVTS administrators can use the logs to see if any errors were in the file and to correct the addresses that did not work

Viewing and Reassigning Logs • From the “Workflow” menu, select “Reassign Log” OR

press [Ctrl and L]. • Enter or select the desired search criteria • Click the “Refresh” button

• The logs display

• Select a checkbox to assign the log to a user, and then select the user in the “Reassign User” column

• Click the “Update” button. • The log is reassigned

Viewing and Reassigning Logs

Viewing and Reassigning Logs

Additional Resources • NCVTS Training Guide

• Online NCVTS County User Guide • Farragut Learning Center • NCVTS Customer Portal • Power Users for your Region • Department of Revenue Contacts

• Tina Stone – [email protected] • David Duty – [email protected] • Robin Rogers – [email protected] • Travis Isaacs – [email protected]

http://www.farragut.com/pdfs/NCVTS County User Training Guide - FINAL.pdf

http://www.farragut.com/pdfs/NCVTS County User Training Guide - FINAL.pdf

http://support.farragut.com/

http://www.farragut.com/pdfs/PowerUsers.pdf



Additional Resources NCVTS Customer Portal

http://support.farragut.com

http://support.farragut.com/

Questions

Thank You

Documents

NCVTS SITUS BATCH AND SITUS UPLOAD - FARRAGUT