O FFIC E O F TH E T REASURER -T AX C OLLECTOR H A LL O F FIN A N CE & R ECORDS 12 C IVIC C ENTER PLAZA , SUITE G 76 PO ST O FFICE B OX 4515 SANTA A NA , CA 92701 w w w.ttc.ocgov.com C H RISS W. STREET TREASURER- TAX C OLLECTOR BRETT R. BARBRE CH IEF ASSISTA N T TREASURER-TAX C OLLECTOR PAUL C. G ORM AN , C .P.A .,CTP ASSISTA N T TREASURER-TAX COLLECTOR TREASURY W ALTER D ANIELS ASSISTA N T TREASURER-TAX COLLECTOR TAX COLLECTION R O BIN R USSELL ASSISTA N T TREASURER-TAX COLLECTOR ADMINISTRATION C LA R ISSA A DRIANO -C ERES ASSISTA N T TREASURER-TAX COLLECTOR INFORMATION TECHNOLOGY T itle & E scrow Com pany Interface M arch 1, 2007 9:00 a.m . W elcom e & Introductions Hon. Chriss W. Street Orange C ounty Treasurer-Tax Collector Presentations O ffice ofthe Treasurer-Tax C ollector (TTC ) 1. Consolidation ofServicesw ithin the TTC Brett R. Barbre, Chief Assistant Treasurer-Tax Collector 2. U pdated R efund Process Walter Daniels, Assistant Treasurer-Tax Collector – Tax Collection 3. U pdated Paym entM ethods K im Hansen, C ash Manager 4. D ata D elivery Enhancem ents Clarissa Adriano-Ceres, Assistant Treasurer-Tax Collector – IT O ffice ofthe A ssessor – H on. W ebsterG uillory,O range County A ssessor O ffice ofthe C lerk ofthe B oard – D arlene Bloom , Clerk ofthe Board O ffice ofthe A uditor-C ontroller – Frank D avies O ffice ofthe C lerk R ecorder – Judith H oshor Q uestions, A nsw ers& R ound Table D iscussion
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Chriss W. Street, Treasurer-Tax Collector ORANGE COUNTY TREASURER-TAX COLLECTOR EFFECTIVE & EFFICIENT CONSTITUENT SERVICE.
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OFFICE OF THE TREASURER-TAX COLLECTOR
HALL OF FINANCE & RECORDS 12 CIVIC CENTER PLAZA, SUITE G76
POST OFFICE BOX 4515 SANTA ANA, CA 92701
www.ttc.ocgov.com
CHRISS W. STREET TREASURER-TAX COLLECTOR
BRETT R. BARBRE CHIEF ASSISTANT TREASURER-TAX COLLECTOR
PAUL C. GORMAN, C.P.A., CTP ASSISTANT TREASURER-TAX COLLECTOR TREASURY
WALTER DANIELS ASSISTANT TREASURER-TAX COLLECTOR TAX COLLECTION
ROBIN RUSSELL ASSISTANT TREASURER-TAX COLLECTOR ADMINISTRATION
CLARISSA ADRIANO-CERES ASSISTANT TREASURER-TAX COLLECTOR INFORMATION TECHNOLOGY
Title & Escrow Company Interface March 1, 2007
9:00 a.m. Welcome & Introductions Hon. Chriss W. Street Orange County Treasurer-Tax Collector
Presentations Office of the Treasurer-Tax Collector (TTC) 1. Consolidation of Services within the TTC Brett R. Barbre, Chief Assistant Treasurer-Tax Collector 2. Updated Refund Process Walter Daniels, Assistant Treasurer-Tax Collector – Tax Collection 3. Updated Payment Methods Kim Hansen, Cash Manager 4. Data Delivery Enhancements Clarissa Adriano-Ceres, Assistant Treasurer-Tax Collector – IT Office of the Assessor – Hon. Webster Guillory, Orange County Assessor Office of the Clerk of the Board – Darlene Bloom, Clerk of the Board Office of the Auditor-Controller – Frank Davies Office of the Clerk Recorder – Judith Hoshor
• Consolidated multiple telephone numbers into one central tax help line.
EFFECTIVE & EFFICIENT
Delinquent Unsecured Tax Bills in Bankruptcy
• Hired PT Bankruptcy Lawyer• Employing a new system which prompts filings for
Proof of Claims
$ Collected YTD % Increase
Jul. 1, 2005 – Jan. 31, 2006
$1,267,000 +919%
Jul. 1, 2005 – Jan. 31, 2006
$124,000 ---
EFFECTIVE & EFFICIENT
AB589 Grant Money Bipartisan Bill effective 2002 giving grants to
qualifying counties for the improvement of tax collections. Hired additional full time staff in necessary departments. Hired “Skip Chasers” so tax collectors are now calling
good telephone numbers and reaching good addresses.
Payments•Payments received late•Transposition Errors
Other Inflows toRefund Stream
Assessment Appeal Board Decisions (AAB)
Assessment Roll Corrections (ARC)
Negative Supplemental Tax Bills
Refund Processing Timeline
3 – 4 Weeks
Mismatched/Short Payments
AAB and ARC refunds under $2,500Automatically refunded by the system provided there was no change of assessee within that fiscal year.
Negative Supplemental Assessments
6 – 7 Weeks
Duplicate and Overpayments
AAB and ARC greater than $2,500Due to the fact that the “who paid” information must be determined before issuing these refunds.
Methods of Refunds
Refunds are processed and approved through the Assessment Tax System (ATS) and the checks are issued by the Auditor-Controller.
Occasionally Manual/Trust Fund refunds are processed for those items that cannot be processed through the ATS and the completed refund forms are forwarded to the Auditor-Controller for issue of checks.
Refunds for payments received by Electronic Funds Transfer (EFT), Credit Cards, ACH Debit (e-check) and wires are processed in normal manner through the ATS and the checks are issued by the Auditor-Controller. Credit card payments that are accidentally paid twice for the same parcel on the same day (duplicated) may be reversed by using reversal method. This will credit the taxpayers’ credit card account and the Tax Collector will not see it on the daily report or the bank statement.
Issues of Security & Controlin the refund process
Only selected employees are given access to the refund releasing program.
The Auditor-Controller runs the refund job every Friday. The refund checks are mailed the following Monday.
Next Monday the final report is printed. This report is verified by the Supervisors and approved by the Managers prior to being delivered to the Auditor-Controller’s office for final processing.
Once the refunds are released to the system, a weekly approval report is produced the following Monday. (The system will not release refunds for those payments made within the past 14 working days. This is a built-in safeguard against ‘bad checks’).
Additional Refund Information
For any information concerning refunds, please contact:
(714) 834-3411
THE END
Thank you for your Attention
ORANGE COUNTY TREASURER-TAX
COLLECTOR
Kim Hansen,Cash Manager
METHODS OF PAYMENT
REMITTANCE PROCESSING ENHANCEMENTS
Upgrading existing machines with new software
Installing a new 3rd machine
Character recognition has improved
Fewer items sent for data correction
Very reliable system with same day processing
EFFECTIVE & EFFICIENT
Methods of Payment
TITLE AND ESCROW COMPANY PAYMENTS - HISTORY
Prior to electronic payments, payments were made by check
Checks didn’t include a payment stub
TTC staff made a payment stub for each payment
In 2005, TTC requested title and escrow companies to pay electronically
Today, most companies are paying via wire transfer
EFFECTIVE & EFFICIENT
Methods of Payment
TITLE AND ESCROW COMPANY PAYMENTS - EFT
Back office processing is a labor intensive manual process
There is no standard format within wires for parcel/bill number information
Payment information and actual payment often are not received simultaneously
Staff time for research and refunding has increased significantly
EFFECTIVE & EFFICIENT
Methods of Payment
Dollar Amount04/05 - 05/06
$14,763,900
$110,356,744
$0
$20,000,000
$40,000,000
$60,000,000
$80,000,000
$100,000,000
$120,000,000
Number of Wires04/05 - 05/06
334
6,666
0
1,000
2,000
3,000
4,000
5,000
6,000
7,000
TITLE AND ESCROW COMPANY PAYMENTS - EFT
•Cost of a wire is much higher than ACH or check ($6.00)
•The bank fees have increased dramatically due to high volume of wires
•Processing time for EFT payments takes up to 2 weeks
•Overall, EFT payments are not working!
•A change is necessary
EFFECTIVE & EFFICIENT
Methods of Payment
PAYMENT OPTIONS FOR ALL TAXPAYERS
TTC has many payment options:CashCheckCredit Card via telephoneCredit Card via webACH Debit via webACH CreditWire Transfer
EFFECTIVE & EFFICIENT
Methods of Payment
PAYMENT OPTIONS FOR TITLE AND ESCROW COMPANIES
Currently, title and escrow companies have these options:
Check
ACH Debit via web
ACH Credit
Wire Transfer
EFFECTIVE & EFFICIENT
Methods of Payment
PAYMENTS
The Treasurer-Tax Collector strongly recommends that title and escrow companies no longer use ACH Credit or Wire Transfer payments.
Today, our preferred payment methods are:CheckACH Debit via web
EFFECTIVE & EFFICIENT
Methods of Payment
CHECK PAYMENTS
TTC will revert back to creating payment stubs for each payment
Guaranteed same day processing with next day visibility
If title and escrow companies include the reference or escrow number on the check, it will be included on any refund!
EFFECTIVE & EFFICIENT
Methods of Payment
ACH DEBIT VIA WEB
Safety and security controls available today mitigate most of the risk previously associated with ACH debit
Dealing with a known partner
Debit filters on your bank account
TTC website can process single or multiple payments
Payment window stays open/active for 8 hours
EFFECTIVE & EFFICIENT
Methods of Payment
FUTURE PAYMENT OPTIONS
TTC will continue to work with title and escrow companies to develop efficiencies for both sides
Electronic payments continue to grow and develop
ACH Credit could be utilized with some standardization of addenda information
EFFECTIVE & EFFICIENT
Methods of Payment
PAYMENT METHODS
Talk to your treasury/finance group
Let TTC help educate them
Questions??
EFFECTIVE & EFFICIENT
Methods of Payment
Clarissa Adriano-CeresAssistant Treasurer-Tax Collector, Information Tech.
ORANGE COUNTY TREASURER-TAX
COLLECTOR
DATA DELIVERY ENHANCEMENTS
EFFECTIVE & EFFICIENTEnhancements to Data Delivery
Methods
Before
Data files are copied to tapes
Tapes are physically delivered or picked up
Takes days before data gets to destination
After
Data files will be made readily available through the County FTP server
Data accessed anywhere through your browser
Data is retrievable anytime
Chriss W. StreetTreasurer-Tax Collector
Thank you for your time and the opportunity to serve you going forth.
We look forward to your questions and feedback at the conclusion of today’s presentation.
Don’t forget to drop your business card in the drop box in the foyer if you want to receive periodic email updates as to future enhancements at the TTC.