Build Roll Processes

Navigate: Closed Asmt Admin > Assessment Roll Processing > Corrections/Supplemental/Annual

OR

Tax > Processing > Tax Roll Processing

Description

Roll processing screens are used to record inventory and value data that creates cadastres, assessment rolls, and tax rolls used to generate tax bills.

NOTE: The Build Roll Process screen is the same for assessment roll processing and for tax roll processing.

Steps

On the Select ... Process screen, click on an item in the Instances column.
On the Manage Roll Process screen, update details as needed and click Save in the Command Item bar.
Click Calculations.
On the Build Roll Process screen, select the Select All checkbox in the panel's top row.
Click Calculate.

NOTE: You can click Refresh to view the updated Status column as the calculations occur.

If you calculate one instance at a time, you must select them in sequential order starting with the first one on the list and working your way down.

Tabs on the Build Roll Processes screen:

History tab

Click the History tab to view historical data about the process build.
To filter by iteration, make a selection from the Iteration drop-down list. For example, if you have 4 instances that you are building as part of your process, the drop-down list displays the last (most recent) iteration first.

Log tab

Click the Log tab to view logged messages.
Make a selection from the Iteration drop-down list. If you have, for example, 4 instances that you are building as part of your process, the drop-down list displays the last (most recent) iteration first.
To filter and perform additional activities to the list:
- Enter the beginning part of the Log Message you are searching for in the Filter field and click Refresh. For example, to filter by the Log Message Starting, enter that word in the field and press Tab on your keyboard.
- Click Errors Only to view a log of errors.
- Click Download Log to download a .txt file of the log messages.

Files tab

Click the Files tab to view any files associated with the process.
Click on any existing file to open it.

Click Refresh to refresh the view on any of the tabs.

Click List to return to the Select Reports and Extracts Process screen.
Click Previous to return to the Manage Roll Process screen.
Click Close to end the task.

Jurisdiction Specific Information

California

A Matching TAG Composition roll process if available (on the Select Tax Rate Calculations Process screen, select Reports and Extracts from the Category drop-down list). After calculations are complete, a report is available on the Build Roll Process screen that shows TAG lookalikes.

Certified Date is included in posted rates for eGov to use as part of the annual debt rate tax roll process. Once processing is complete, a Submit for Approval button becomes available to submit the process to the workflow, available on the View My Worklist screen, for approval. When selected from the workflow, additional Accept/Reject buttons and Certified Date field are available on the Manage Roll Process screen. If rejected, click Reject, and the roll is returned to the workflow for further process. If accepted, enter the Certified Date and click Accept.

An Assessment Administration effective dated Prorate Escape between all owners within tax year application setting determines whether to prorate escapes among all owners for the Levy Extend Tax Roll process. Set to true to prorate. Set as applicable to your jurisdiction via Configuration > Application Settings > Maintain Application Settings. Select the Setting Type of Effective Date and the Filter By Module of Assessment Administration.

The ability to print BOE 822 and BOE 822B reports has been added.

Click Configuration > Application Settings > Maintain Application Settings.
Set the Framework Application Settings UNC path to primary folder for Aumentum attachments storage and Default attachment type for Aumentum Events before you run the BOE 822 reports.

The BOE 822 reports use Aumentum Attachments to link the report PDFs to the workflow process. Ask your Aumentum Support representative to verify these settings.

To print the reports:

Click Tax > Assessment Processing > Tax Roll Processing.
Select the Report and Extracts category, then the BOE 822 Report process.
Select the Raise Event To Start Accept/Reject Process checkbox to create a Aumentum Event and start a workflow for the approval of the reports.
Click the Workflow icon in the Aumentum sidebar and work through the workflow to accept the reports.

Aumentum validates all related funds to make sure they have the same fund.subCategory setting whenever a new fund is created and as part of a user-initiated Taxing Entity maintenance check routine. The check routine is initiated upon save of the tax fund validation rule. For TRA/TAF edit checks, a TRA/TAF Edit Check Validations process is part of Reports and Extracts Category of Tax Roll Processing. Run the associated steps for this process to create a Mismatch report and a Relationships report.

A report is output at the end of the rate calculation process to notify of rate calculation failures. Failures include:

Calculation errors
No rate calculated for an active debt service fund

The County General Fund and all City General Fund Vehicle Licensing Fee (VLF) by District is calculated using the VLF Growth Calculation process. Select the Category of Reports and Extracts and the VLF Growth Calculation to perform this calculation.

A check is performed to ensure that all active debt service funds have a rate at the beginning of the Unitary debt service rate calculation process. Any funds missing a rate are included in the output report.

A check is also performed to ensure that all active funds of the specified type have either a tax rate (fund type of either debt or tax authority group) or a TAG ratio (fund type = tax authority group). A report is output for any funds in violation.

The annual tax roll process supports BOE Qualified Property Unitary Apportionment Factor calculations. To set this up, select Unitary Qualified as the TAG Area from the Set up the Tax Authority Group screen (Set Up Tax Authority Group). Also set up a levy group, levy definition, and rate value types via Tax > Levy Management > Tax Rate Calculation > Levy Groups > Search for Levy Groups > [Next] > Edit Levy Definition > [TAF Setup] > Set Up Levy TAF Rate Value Types. When running the tax roll process, select the Category of Debt Rate Calculations and the Process of Calculate Unitary Debt Rate to perform the BOE Qualified Property Unitary Apportionment Factor calculations.

The annual tax roll process supports calculations for Sales and Use Tax for County General Fund and City General Fund. Select the Category of Reports and Extracts and the Process of Reports and Extracts to perform this calculation on the Search for Roll Process screen.

The Aumentum Platform supports the redistribution of general purpose taxes that have the Average Daily Attendance Indicator equal to true. Sum of General Purpose = General Purpose for all Average Daily Attendance K-12 Non-basic Aid. Average Daily Attendance Distribution = Sum of General Purpose * Current Year Average Daily Attendance Factor.

During the annual roll process that applies Special Assessments and assembles the tax bill charges, the Aumentum Platform performs the following preliminary validation steps for which violations are written to an exception report:

All active special assessments have posted charges - exceptions list the active special assessment name with no posted charges.
A preliminary validation step to ensure that Special Assessment charges are not being applied to non-taxable secured revenue objects. Non-taxable PINs in violation write to the exception report.

During the tax extension process (for all annual, supplemental, and corrections), a validation is performed to ensure that only taxable revenue objects receive charges. All assessments are assumed to be taxable unless they have a non-taxable value modifier. As an output from the tax extension process, the following is generated and stored by Secured, Unsecured and State-assessed:

PIN Count by Taxability Code and TRA
Property Value by Taxability status and TRA
General Levy Tax Amount by TRA (the 1% general levy and may include land-only plus debt service)
General Purpose Tax Amount by TRA (the 1% general levy)
Debt Service Tax Amount by TAF
Fixed Charges by TAF (not applicable to unsecured)
Land Only Charges by TAF (not applicable to unsecured)

During the post process for annual tax roll processing, bill generation varies slightly from normal for instances in which the state has previously billed, the unsecured is getting re-included when gathering the combined Equalized roll, and for which some unsecured properties (bills) may have changed to create a mixture of bills that have been corrected along with some that may not have been corrected. Aumentum performs the following when processing the annual roll:

If no bill exists, an annual bill is created with appropriate charges and due dates.
If an existing bill exists and no changes have occurred to values, charges, or rates, then the existing bill is left as it.
If an existing bill exists and the data is different, then a correction is performed on the annual bill (in all cases whether the change is an increase or decrease) and the bill date and due dates are readjusted as though a new bill is being created.

Riverside, California

An option has been added to the Calculate Debt Rate tax roll process to Raise Events to Start Accept/Reject Process (on the Select Tax Rate Calculations Process screen, select Tax Rate Calculations from the Category drop-down list). When selected, the Start Debt Rate Approve/Reject Process step creates a Aumentum Event for the process and it is added to the workflow.
Secured and unsecured roll correction bills are flagged as qualifying for the 4-year payment plan if they meet the following conditions:

The roll correction assessment is an escape for a prior Tax Year[Tax Bill].
The roll correction assessment’s Total Base Tax Amount[Tax Bill] is more than 4YPP Eligibility Threshold Amount[Tax Bill] (currently $500).

An Apply Tax Bill Flags step has been added to the roll process build for the tax roll process of Annual Corrections and Escapes (Tax > Assessment Processing > Tax Roll Processing > Search for Roll Process).

To set this up:

Create a Flag Schedule criteria group (Configuration > Criteria Groups > Set Up Criteria Groups).
Create a Flag Schedule in Levy Management using the Flag Schedule criteria group you created (Tax > Levy Management > Setup > Flag Schedule > Add or Edit Flag Schedule).
Once the roll correction is processed through Assessment Administration, run the Annual Corrections and Escapes tax roll process to apply the flag.

The applied flag is displayed on the account(s) on the Revenue Object Detail Information screen in Info Center (Info Center > Revenue Object Detail).

Levy identifies and summarizes both secured and unsecured property that is allocated countywide (e.g., Intercounty Pipeline). Levy extends the 'Calculate Aggregate Values' tax roll process to calculate the secured and unsecured Inter-County Pipeline value provided by the local assessor (R&T code §401.8.(a)) so that it can be reported in BOE 801, 802 and 822 “Allocated Countywide” columns. The calculation performed is that if the roll type equals 'ICPipeline', it is summed by TAG, by component type, and by assessment type to ensure that if any ICPipeline exists in TAGs other than 000-511, then Aumentum includes it.
Tax roll processing includes a Delinquency Rate calculation.
A calculation step was added to the AV/AVI Aggregate process to calculate prior year adjustments. Two UDFs, 'Perform Prior Year Value Adjustments For Jurisdictional Changes' and 'Equalized' were added to the Manage Roll Process screen (Asmt Admin > Assessment Roll Processing > Search for Roll Process > Select Roll Processes > Manage Roll Process) for the purpose of executing the value adjustment and equalizing it when both are checked.
Exceptions are logged for the AV/AVI process if PINs are associated to an inactive or invalid TAG. The Aggregates Report Expired TAGs step of the process shows expired TAGs and PINs, and an error message is included the error log
Fixed charges are not applied to non-taxable secured assessments. To accommodate this, a calculation step was added to the Apply Special Assessments tax roll processing calledReject Fixed Charge for Non-Taxable Assessment. If a fixed charge is approved during fixed charge management, a notification of the rejection is generated. The rejection notice includes: 1.) tax year, 2.) assessment number, 3.) district number, 4.) dollar amount, and 5.) reason for rejection (Property is non-taxable). The report is generated during the Apply Special Assessments step in tax roll processing when a value modifier check is performed if designated as nontaxable and the special assessment is a postable amount. Upon completion of the Apply Special Assessments step, a notification is sent to Special Assessments about any exceptions. If there are properties that need fixed charges rejected, Aumentum Events are created and a simple accept/reject Workflow item is created for them. The items can then be processed via the screen sidebar > Workflow > View My Worklist. The process generates three reports, Tax Extension Failed PINs Report, Tax Extension Property Summary by TAG and Assessment Type Report, and Tax Extension Check Rates.

A Variance Notification workflow is generated when generating rate variance notices, associated with the Rate Variance Notice data service (Reports and Interfaces > Data Services). Setup:

Two Levy application settings control generation of the variance notifications: 1.) Tax Rate Variance Notification. Setting this to All generates a notice for all TAFs out of tolerance, even if a notice was generated previously. Setting to Previously Not Notified generates notices only for those TAFs that were not previously notified. Setting to None indicates none have been previously generated; 2.) Tax Rate Variance Tolerance. When setting this, any correspondence generated for rates over your defined tolerance is available via Reports and Interfaces > Correspondence > Outbound Document Queue.
Create the correspondence report setup for the variance notifications via Reports and Interfaces > Correspondence > Report Setups. Select the Data Service of Rate Variance Notice and the Event Type of Generic Correspondence. Select the Engine of Mail Merge and select the applicable template.

NOTE: If the template is not created or available, you will need to create that and upload it via Reports and Interfaces > Correspondence III > Report Setups > Manage Report Setups > Manage Templates.
Set the primary contact for the Tax Authority and also set the Tax Rates on the Maintain Levy Requests screen (Tax > Levy Management > Tax Rate Calculation > Levy Maintenance > Select Levy to Maintain OR Tax > Levy Management > Levy Maintenance > Select Levy to Maintain). For Tax Rates, the Current Year column value on the Maintain Levy Requests screen are calculated but can be overwritten. The Variance column shows the difference between the rates.
Set up the Tax Authority Legal Parties, up to two, on the Set Up TAF Legal Parties screen (Tax > Levy Management > Setup > Tax Authorities > Search for Tax Authorities > Maintain Tax Authority > [Legal Parties] OR Tax > Levy Management > Tax Entity Maintenance > Tax Authorities > Search for Tax Authorities > Maintain Tax Authority > Set Up TAF Legal Parties).
To process the calculation and generate the report, go to Tax > Levy Management > Tax Roll Processing OR Tax > Assessment Processing > Tax Roll Processing. Select the Tax Year, the Category of Debt Rate Calculations, and the Process of Preliminary Debt Rate (or the particular instance created for that process) On the Search for Roll Process screen.
Once rates are calculated, go to workflow queue and click Debt Rate workflow with description of your debt rate calc's name. It should take you to the screen where you can review rates and accept/reject.
Go to View Correspondence Process History (Reports and Interfaces > Correspondence > Outbound Document Queue > [View History] > View Correspondence Process History) to view and select the correspondence that was created for rates over the tolerance you defined for the Tax Rate Variance Tolerance application setting. Click the View button on the screen to navigate to the View Correspondence Process screen. Select the Files tab and click on the Debt Rate Notice document to view the report.

The report that is generated shows the TAF short and long descriptions, the legal party name and address, and a statement indicating the calculated rate exceeds the variance tolerance and includes the amount by which it exceeds the tolerance. The report is forwarded to the appropriate individual at the jurisdiction and requests that a justification for the divergence be submitted.
When the justification is received, navigate to the Maintain Levy Requests screen and enter a Variance Reason on the Tax Rates tab.

NOTE: As indicated earlier, correspondence is created based on the Tax Rate Variance Notification application setting. If you define a Variance Reason, the correspondence does not get generated.
Once you are satisfied with the rates, to generate the Aumentum Event that kicks of the accept/reject workflow, go to Tax Roll Processing (Tax > Levy Management > Tax Roll Processing OR Tax > Assessment Processing > Tax Roll Processing) and select the Tax Year, the Category of Debt Rate Calculations, and the Process of Preliminary Debt Rate (or the particular instance created for that process) on the Search for Roll Process screen. Run the calculations to build and complete the roll process to kick off the Final Debt Rate workflow.

NOTE: Optionally select the Raise Event To Start Debt Rate Approvalcheckbox on the Manage Roll Process screen to trigger rate approval automatically after the last roll calculation step. Once rates are calculated, go to workflow queue and click Debt Rate workflow with description of your debt rate calculation name. It should take you to the screen where you can review rates and accept/reject
Go to the sidebar on any screen and click the Workflow icon to open the View My Worklist screen. Select the Debt Rate workflow with the description of your debt rate calculation name to navigate to the Debt Rate Approval screen on which you can accept or reject the item. Rejecting the workflow item terminates it and sets it to complete.