Fee Maintenance

Navigate: Closed Configuration > Fee Maintenance

Description

In the cashiering, distribution, business revenue process, and other modules, various taxing authorities can charge fees for various items, such as for commissions, auditor fees, and treasurer fees.

Use this task to search for and maintain existing fees and to create new ones.

NOTE: Previously, certain fee maintenance tasks were contained in various modules:

Tax > Delinquent > Fee Maintenance

Fee rules and rates configured for Delinquent are no longer configured via Tax > Delinquent > Fee Maintenance; instead, they are configured here. Once you have defined the delinquent fee, you can view and apply using the Delinquent Fee Application task (Tax > Delinquent > Groups > Delinquent Fee Application). Once applied, you can use the fee in various Delinquent Correspondence, such as the Delinquent Lien Notice.

Business Revenue > Setup > Business Fees and Rates

Fee rules and rates configured for Business Revenue are still available via Business Revenue > Setup > Business Fees and Rates.

Cashiering > Setup > Partial Payment Rules

Fee rules and rates configured for the Cashiering Partial Payment Rules process are available on the Cashiering Partial Payment Rules setup screen.

NOTE: An Apply Fee on the Maintain Partial Payment Rule Details screen applies the defined fees.

Now, you can search for and maintain these fees all in one place as well as create new fees for the three above mentioned areas on one Maintain Fee screen.

When processing a payment through Batch Collections (or internal batch processes), Aumentum can automatically add the partial payment fee when appropriate and create the transaction. However, in Cashiering > Collect Payments, the screen defaults to assuming that the bill(s) will have the full amount due paid. The user modifies the default when making a partial payment. It is only then that Aumentum can recognize a partial payment is being made and add the partial payment fee.

For the eGov export using the import by bill format, for each bill:

A Partial Payment Allowed Y/N field is included.
A Partial Payment Fee Amount field accepts the fee amount.
The collection type is defined.
A Can Full Payment Be Partial Y/N field is included.

For the eGov Payment Import, the Partial Payment Allowed Y/N field indicates whether the payment added the partial payment fee and if Yes, modifies the Batch Collections eGov import process to usee it.

Steps

On the Search for Fees screen, locate an item in the Fee Search Results panel and click Edit. Optionally, enter or select search criteria in the header panel to filter your choices in the Fee Search Results panel.

OR

Click New in the Command Item bar.

NOTE: Fee, as used in this topic, refers collectively to fees, penalties or interest. They are each calculated as applicable.

On the Maintain Fee screen, make a selection from the Fee process drop-down list.
- Delinquent Fee – These are fees that can be assigned during the Delinquent process.
- Business License Fee – These are fees related to Business Licenses.
- Cashiering Partial Payment Rules – These are fees that can be assigned during Partial Payments in Cashiering.
Make a selection from the Fee Type drop-down list.

Based on a fee rule – Fees that are based on rules created in Fee Rules and Rates.
Based on charge types – Fees that are calculated only for specific charge types that are entered into Fee Maintenance.

NOTE: If you select Based on charge types, the Charge Types panel is displayed at the bottom of the screen.

Based on lines of advertising
Based on number of deed pages
Based on portions of buyer amount
Cost of Unit – Fees that will calculate based on a specific number of units (for example, hours and mileage).
Flat rate – Fees that are calculated using the amount in Fee Cost.
Total cost – Fee will spread the total cost evenly across all items in the selected group.

Enter a Fee Short Description and a Fee Description.
Make a selection from the Distribution method drop-down list.
Make a selection from the Payable option drop-down list for applying the charges. It is not used for calculating fees. The action depends on your selection:
- Only if a tax balance remains – the charge is applied only if there is currently a tax balance for the revenue object.
- Regardless of tax balance due – the charge is applied regardless of whether there is a tax balance due.
- Paid by buyer then add to redemption due
Select the Active checkbox to make this fee active.
Select the Eligible for TIF checkbox to make this fee eligible for Tax Increment Funding. Select this only if the delinquent fee uses a TAG (tax authority group) as a distribution method. Currently, this setting does not affect calculation or application of delinquent fees.
Enter or select a due date.
Enter the grace days, which are the number of days allowed past the due date to pay taxes before fees are enforced. Currently, this setting does not affect calculation or application of delinquent fees.
Enter the minimum fee amount and maximum fee amount.
If applicable to your fee type, enter the minimum amount due and maximum amount due that will be accepted on the delinquent bill. Any balance due that is less than the minimum will not have the charge applied.
Enter the fee cost for the delinquent fee.
If applicable to your fee type, enter the base amount of the delinquent amount against which a fee is applied.
If applicable to your fee type, enter the portion amount of the delinquent amount against which a fee is applied.
If applicable to your fee type, enter the Cost per portion of the delinquent amount.
If applicable to your fee type, enter the Cost per unit.
Make a selection form the Fee Category drop-down list.
Select the checkbox next to Fee May be Changed on Accounts Receivable to enable Mass Fee Update in the Common Actions menu for the purpose of selecting the update type.
Click here for Mass Fee Update steps.
1. Click Common Actions > Mass Fee Update.
2. On the Mass Fee Update screen, select the checkbox for one or more items in the Update Type panel.
3. Click Update Fees.
In the Roll Types panel, select the checkbox for each roll type to which you want to apply the fee. The types available depend on your jurisdiction.
Click Save in the Command Item bar.

Click List to return to the Search for Fees screen.

Configuration, Dependencies, and Setup

Prior to setting up fees, you should set up rules and rates (Configuration > Fee Rules and Rates) to define how the fees are calculated and applied.

Documentary Stamp Fee

The ability to charge a Documentary Stamp fee for Delinquents is available. To accommodate this, a Systype Category for Fee Category with a Systype for Doc Stamp is available. This fee type of based on portions of the buyer amount. The fee type includes entries for Cost per portion and Portion amount. The calculations to figure the Delinquent Fee when the Fee is of the Fee type Based on portions of buyer amount are as follows:

The Buyer Amount is divided by the Fee Portion amount (this amount varies, depending on your jurisdiction).
The dividend is rounded up to the nearest dollar.
The resulting amount is then multiplied by the Fee Cost per portion (this amount varies based on your jurisdiction).
The resulting amount is then added to the Fee Base amount. The result is the Fee amount.
Anytime the Buyer Amount is changed for an item, the fees that are based on that amount are recalculated and updated
For Tax Sale, fees can be applied to Tax Sale Items and selected for specific Tax Authorities. You can also select a Fee Category for the fee. The Maintain Tax Sales and maintain Property Sales screens include a column to display the Fee amount.
The Fee amount for the Tax Sale Item is a hyperlink that opens the Tax Sale Fees window where you can manually edit the Fee if you have the appropriate security rights.

Distribution

Rules and Rates – Set up the rules for delinquent fees of the type fee rule.

Configuration Menu

Delinquent systypes are created only when delinquent fees are set up.

Coordinate conversion and implementation, because the application of set up delinquent fees creates corresponding systypes that are required as charge codes in the fncldetail table.
Fees must be marked as such in systype intelligence.
If they are converted in, and not created through the application, then your Aumentum Implementation team should go through systype intelligence and make sure the fees are set as fees.

Configuration > Systype > Select the category Charge Type from the drop-down list.
Select Fee from the resulting grid, and all charge codes will load in. Select the fees.
If not correct, Cashiering is affected.