Application Processing

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Info Center > Application Processing

Description

Application processing is the task of processing applications that tax payers submit to jurisdictions. These applications are typically for exemptions, such as a disabled veteran exemption, or for an historic piece of real property that qualifies in certain jurisdictions for an exemption. Applications are also maintained for claims in this module.

California

  • If the Data Element is displayed in the Data Elements Inherited From Modifier(s) section and Application Data Elements section in Application Processing, they are also displayed in Modifier Maintenance and Application Processing as long as they are set to be displayed in Modifier Maintenance Setup.

  • Application Type Categories are associated with the systypes Modifier Addition and Tax Estimation. These systypes are used on the Set Up Application Type Questions screen (click Asmt Admin > Setup > Application Types, then click New in the Maintain Application Types screen).

    A Tax/Payment button on the Maintain Application Details screen (click Asmt Admin > Application Processing, then search for and select existing applications and click Next) when adding an Application Type uses the Tax Estimation Application Category (set up in Asmt Admin > Setup > Application Types). Click the Tax/Payment button to advance to the Tax Map screen. Changes on the Tax Map screen triggers a Map Tax workflow. The Tax > Levy Management > Tax Estimator task creates estimates for Map Tax Estimation Types. A new Application Setting, Map Tax Inflation Factor, has been added for Tax Levy Management. This setting is used to identify the percentage used for calculating the map tax future taxes. The value is stored as a percentage and can be negative with up to 6 decimal places. The default value is '2' (2%). A data service has been added for 'Map Tax Certificate' to use for the Map Tax Clearance Certificate. Click the Correspondence icon in the sidebar to print the certificate. An Aumentum Event is created when this correspondence is printed.

    • Setup: Click Configuration > Application Settings > Maintain Application Settings. Select the Tax Levy Management module. Set the ' Map Tax Inflation Factor' setting to the percentage appropriate for your jurisdiction.

    • To create a correspondence setup to use for the Map Tax Clearance Certificate, follow these steps: Upload your report template via Reports and Interfaces > Correspondence > Setup > Report Setups > Manage Report Setups. Click Manage Templates to advance to the Manage Templates screen. Click Upload and navigate to your mail merge file and upload the file. Click Manage Report setups to create a Report Setup. Select the existing Map Tax Clearance Certificate setup or click New to create it. You advance to the Edit Report Setup screen. Enter or edit the Description, select the Map Tax Clearance Certificate data service, select the Engine, and select the Template you uploaded. Click Save.

  • Homeowners Exemption Claim: When a homeowners exemption claim exists on a transfer for the tax year, an additional homeowners exemption claim cannot be added during processing, either for applications created in the Aumentum Platform or for applications in the workflow that were otherwise imported. Also, if the application is received more than 30 days after the bill date but before the first installment due date, a Late Home Owners Exemption (HOELate) modifier is added to the account.

  • Supplemental Assessments for Homeowners Exemptions: for supplemental assessments, when the application type Homeowners Exemption Claim is selected:

    1. The calculation checks to see if there was a valid homeowner exemption on the annual tax roll for the PIN based upon the assessment year of the application.

      • If there is an active Homeowners Exemption Claim on the annual tax roll for the assessment year chosen, the message Homeowners Exemption exists for PIN is displayed.

      • If a homeowner's exemption claim was terminated through the transfer process, then the new homeowner's exemption claim needs to exist for subsequent years. An Application Denial Letter can then be printed from the Correspondence icon in the sidebar.

    1. If the application is received more than 30 days after the bill date but before the first installment due date, the HOELate modifier is added.

Searching for and Adding Applications

  1. On the Search for Applications screen, enter search criteria and click Search in the Command Item bar.

    NOTE: Select the Show Deleted checkbox if you want to include deleted items in the search results.

    NOTE: Click Clear in the Search for Applications header to clear the search fields and start again.

  2. In the Existing Applications panel, select the checkbox for one or more items in the grid and click Next in the Command Item bar.
  3. Or, click the Export icon in the header to see the application information in Microsoft Excel.

  4. On the Maintain Application Details screen, select the assessment year, application date, and status in the header area.

    NOTE: If the application category is Modifier Addition and the application type has no associated modifier, then when the application status is changed to Approved, a warning message directs you to Revenue Object Modifier Maintenance to add the appropriate modifier.

    1. Click Configuration > Application Settings.
    2. Select Effective Date from the Setting type drop-down list, and select Assessment Administration from the Filter by module drop-down list.
    3. Locate Default Application Assessment Year and click Edit.
    4. In the Setting Value column, select the checkbox to set this value to True.
    5. NOTE: When set to True, the assessment year in the Maintain Application Details screen is auto-populated based on class code map and the functional calendar for that PIN.

    6. Click Apply, then click Save.
  5. NOTE: The Start Date is calculated using the Conveyance Event UDF and the Assessment Year of the application.

  6. If relevant, respond to any UDF Questions and select flags.
  7. In the Applicants/Related Parties panel, click Add/Remove to open the Search for Applicant Legal Party screen on which you can search for and add parties.

  8. In the Search for Legal Parties panel, enter search criteria and click Search in the Command Item bar.
  9. In the Search Results panel, select the checkbox for one or more items and click Add Selected to move an item up to the Applicants panel.
    • Click Remove Selected to delete an item from the Applicants panel.
    • Click Edit to change the role type using the drop-down list.
    • Click Apply to save the change, or click Cancel to discard the changes.
    • In the Command Item bar, click Cancel to return to the Maintain Application Details screen.
  10. In the Applicants/Related Parties panel, click Show One/All PINS to toggle between showing all or one PIN.
  11. In the Selected Revenue Object Value Groups and Existing Modifiers panel, click Add to open the Select Revenue Objects screen to select the revenue objects and value groups to which the modifiers are applied.
    • In the Command Item bar, click Previous to return to the Maintain Application Details screen.
    • Click Close to end the task.
  12. Click Next to open the Base Value Transfers screen.
  13. NOTE: On the BVS screen, you can indicate that the original property is from another county.

  14. In the Command Item bar, click Save.
    • Click Cancel to return to the Search for Applicants screen.
    • Click Close to end the task.

    NOTE: If you are working from the worklist, click the applicable workflow button, such as Submit to Approve depending on the point to which the workflow has advanced, your user rights/role and queue, and your specific jurisdiction, to submit it to the next step in the workflow. An additional Change Reason pop-up may display on Save, depending on the application.

    NOTE: When a modifier is being added, the modifier start date is automatically the same date as the application date. Any details associated with the Applicant/Related Party are displayed in the Legal Party Details panel.

Common Actions

Revenue Object Modifier Maintenance – Opens the Maintain Revenue Object Modifier screen.

Related Revenue Objects – Opens the Select Related Revenue Objects screen.

Tax Detail – Opens the Tax Information screen.

Personal Property – Opens the Maintain PPA Accounts screen.

View Document History – Opens the Document History of Revenue Object screen.

View Ownership History – Opens the Ownership History Information screen.

Corrections Maintain Interest – Opens the Search for Official Document to Correct screen.

Transfer Detail Correction – Opens the Search for Transfer screen.

Assessment History – Opens the View Assessment History screen.

BVS History – Opens the View Base Value Segment History screen.

Maintain Revenue Accounts – Opens the Maintain Revenue Accounts screen.

Maintaining Applications

Maintain value modifier applications, including application questions and answers, and the revenue object value groups to which the value modifier applies. If you select more than one existing application on the Search for Applications screen, the first one is displayed and the others are available in the Worklist drop-down list.

  1. On the Maintain Application Details screen, select the assessment year from the drop-down list.
  2. Type or choose the application date, or accept the current date default.
  3. Optionally, select the status from the drop-down list.
  4. Optionally, type or select the start date.
  5. Respond to any UDF questions you may have defined on the Set Up Application Type Questions screen, and select Application Processing Flags as applicable.
  6. In the Applicants/Related Parties panel, click Show One/All PINS to toggle between showing all or one PIN.
    • Click Edit to change modifiable fields.
  7. In the Selected Revenue Object Value Groups and Existing Modifiers panel, revenue objects returned from the Select Revenue Objects screen are displayed. Select the revenue object value group to which you want to apply a value modifier.
  8. Click Savein the Command Item bar. Or, if you are using the worklist, click the applicable workflow button, such as Submit to Approve, depending on your point in the workflow, your user rights/role and queue, and your jurisdiction. A Change Reason pop-up may be displayed, depending on the application.
  9. NOTE: By default, the modifier start date is the same date as the application date when a modifier is added.

  10. In the Command Item bar:
    • Notes – Opens the Notes View screen. Click Close to return to the Maintain Application Details screen.
    • Check for Duplicate SSN – Opens the Check Duplicate SSN pop-up.
    • Next – Opens the Base Value Transfers screen.
    • Click List to return to the Search for Applications screen.
    • Click Previous to return to the previous screen.
    • Click Cancel to cancel the changes.
    • Click Close to end the task.

Workflow

Certain activities (for example, an imported application from an external or integrated system like Documentum or eGov) generate an event and a workflow item, which is available on the View My Worklist screen when you click the Workflow icon in the sidebar.

EXAMPLE: A tax payer submits an application for a disabled veteran exemption to the jurisdiction. The jurisdiction enters the application into Documentum and then imports the application into Aumentum Tax via records imports. The application is automatically associated with the workflow. As the application moves through the workflow process of review and submission, a disabled veteran modifier is applied to the revenue object account when the application is approved.

Application Processing generates a workflow item in your queue in View My Worklist when you create a new application, if applicable to your jurisdiction, in order to review the application, associate necessary parties, submit the application for approval, and approve the application.

NOTE: When accessing the Application Processing Workflow from My Worklist, the Maintain Application Details screen may also include additional buttons, such as Accept/Reject, Submit to Approve, depending on your jurisdiction and workflow setup, and your user security role.

Workflow Setup

Configuration

An Assessment Administration effective dated Exclusion Application Categories systype application setting determines whether you can advance an application for selected the categories in the workflow queue (if you have workflow user rights) prior to saving the application. To set the categories:

  1. Click Configuration > Application Settings.

  2. On the Maintain Application Settings screen, select Effective Date from the Setting type drop-down list, and Assessment Administration from the Filter by module drop-down list.

  3. In the Effective Date Application Settings panel, find Exclusion Application Categories and click Edit.
  4. In the Setting Value field, specify the categories for which advancing to the next queue in the workflow is acceptable prior to saving.

  5. Click Apply, then click Close to exit the Maintain Application Settings screen.

IMPORTANT: For California counties, this must be set for the following categories: OwnershipExcl, PropertyExcl, and MultiPropExcl.

Dependencies, Prerequisites, and Setup

IMPORTANT: You must set up the following prior to application processing:

  • Application Types (Assessment Administration > Setup > Application Types, or Configuration > Setup > Application Types) prior to defining application details.

    • Maintain Application Types

    • Set Up Application Type Questions

    • Map Value Modifiers to Application Questions

    • Map Tax – View details about tax and payment information for application processing and maintain certain information such as the escrow account.

  • Value Modifiers (Assessment Administration > Setup > Value Modifiers) to associate value modifiers with revenue objects. Value modifiers must be applied prior to Assessment Roll Processing for proper calculation of revenue object values.