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NCPTS Collections Cashiering

NCPTS Collections Cashiering. Payment Automation, Integration , and Reconciliation. Introduction. Purpose of NCPTS Collections Cashiering To automate payment collection To collect in-person payments To send appropriate correspondence to property owners about billing

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NCPTS Collections Cashiering

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  1. NCPTSCollections Cashiering Payment Automation, Integration, and Reconciliation

  2. Introduction • Purpose of NCPTS Collections Cashiering • To automate payment collection • To collect in-person payments • To send appropriate correspondence to property owners about billing • To reverse payments made in error • To process refunds for overpayment of property taxes • To provide your county with Finance integration

  3. Automate 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

  4. 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

  5. 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

  6. 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

  7. 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 this process by 70% for counties!

  8. 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

  9. 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 • Time and effort to keep systems in sync are reduced

  10. Collections Cashiering Workflow

  11. 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

  12. 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 quantity of cookies produced in one baking • Recipe determines the type of cookie produced

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

  14. Offline Payment Batches

  15. 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 • Fourpayment batch types in NCPTS are captured in the offline payment log • Lockbox • Epay • Debt Set Off • Mortgage

  16. 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 • Bankruptcy – • Unpostable

  17. 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

  18. Lockbox Batches

  19. Lockbox Batch Detail

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

  21. 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

  22. E-pay Batch

  23. E-pay Batch Detail

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

  25. 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

  26. Debt Setoff Batches

  27. Debt Setoff Batches

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

  29. Mortgage Batches

  30. Mortgage Batches

  31. 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

  32. 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

  33. Mass Payments - Mortgage • You may also process multiple mortgage payments by uploading an extract file • [steps for uploading/processing extract files]

  34. In Person Payments

  35. 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)

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

  37. Property Tax is Not Paid in Full Automated and Integration Collections Solutions

  38. Partial Payments • If a property owner does not pay their tax bill in full they will either receive a receipt indicating their balance due OR a Credit Applied Letter • Receipt of Balance due are given for in person payments • Credit Applied Letters are generated for electronic payments

  39. Payment Arrangements

  40. Payment Arrangements • Property owners who are unable to pay their balance in full can set up a payment arrangement to divide their tax bill into manageable installments • You can generate a payment arrangement schedule by: • Frequency (how often will the payments be due) • Number of Payments OR • Amount of Payment

  41. Payment Arrangements • Tip: If the property owner is able to pay the bill in full at a later date due to an increase in income (i.e. tax return or paycheck), you can generate an arrangement to have the property owner pay the bill in full at a later date • Select payment frequency to set the due date • Select payment schedule type “Single”

  42. Legal Action

  43. Finance Batches

  44. Discount Management

  45. Reversals • Cash, Check and Money Order payments for a bill can be voided • Exercise

  46. Refunds • Refunds are sorted by type into various queues • Refund Queues • Mortgage • Lockbox • Daily • Proration • Adjustment • Prepayment • Debt Set Off • Epay • Legal Action

  47. Refunds • Daily Refund Queue • This queue provides a summary of each type of refund queue on a given day • Overpayments that are applied to bills with a zero balance, are not processed as refunds. The payment is not taken and will display in the offline payment log as an Error: Zero Due

  48. Refunds Source: Offline Payment Source: NCPTS User The following refund queues are populated based on changes submitted by an NCPTS user Proration Adjustment The following refund queues are populated based on data submitted in a particular type of payment batch. • Lockbox • Debt Set Off • Prepay • Epay • Legal Action Daily Refund Queue

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