FAQ

County Collector Year End Procedures

Tax Billing & Collection-County

Yearly Overview of Processing Personal Property  Information

• Personal Property
  A.)  Inactivate all accounts which received a tax bill last year.
  B.)  Print and send Assessment Sheets
  C.)  Enter date Assessment Sheet is received.
  D.)  Print and send second notices.
  E.)  Print and send second notices.
  F.)  Load valuation tables received for year.
  G.)  Posting each Assessment Sheet and building values.
  H.)  Balancing valuations for different geographical/political entities and/or letters of alphabet.
  NOTE:  GSI provides a variety of reports for locating detail on specific types of property and geographical/political entities.
  I.)  Print preliminary FORM 11 and compare with GovernMENTOR reports.
  J.)  Print Assessor's Book - Totals Only format (for balancing purposes).
  K.)  Once all personal property totals are verified and balanced, final reporting can commence.
  L.)  Transfer BOE values for personal property.
  M.)  BOE changes made with any additional late assessment sheets received.
  N.)  BOE Values report printed
  O.)  Print Assessor's Book in totals only mode.
  P.)  Print Add on Assessor's Book.
  Q.)  Print Form 11a.
  R.)  Any additional Assessment sheets received after final reports should be held and processed as court ordered supplementals.
  S.)  Print monthly supplemental register.

Payroll/Personnel-City & County

General Overview of Processing Payroll

• Monthly
  1.)  Select when various deductions and benefits will be taken from the monthly payroll cycle.
  2.)  Audit Reports - Print audit reports of all payroll data manager changes for the month.
  3.)  Select to print Monthly Payroll Check Register
  4.)  Select to print various reports desired. (See User Reference Manual)
  5.)  Select option "End Pay Period" for month.  This option will clear all employee current and monthly information and prepare for processing next month entries.
  
  NOTE:  If using Longevity, you can update the employee master file during this process.
  
  FYI:  The End Pay Period for month updates the employee's master file for State Retirement program eligibility.
  

• Quarterly
  1.)  Select to print Monthly Payroll Check Register
  2.)  Select to print Quarterly Payroll Check Register
  3.)  Select various reports desired.  (See User Reference Manual).
  4.)  Audit Reports - Print audit reports of all payroll data manager changes for the month.
  5.)  Select to print state and federal reports for the quarter (i.e. 941, Federal unemployment, EEO Reporting, State Retirement Reports, etc.)
  6.)  Select option "End Pay Period" for quarter.  This option will clear all employee current, month and quarter information and prepare for processing next quarter payroll entries.
  
  FYI:  The quarter "End Pay Period" updates the employee quarter code.
  
  NOTE:  If using Longevity, you can update the employee master file during this process.
  
  NOTE:  The End Pay Period for the quarter will also update the employee's master file for state retirement program eligibility.

County Collector Year End Procedures

1.) Print Registers
Select option "11 Register Menu" (Real Estate) and option "30Register Menu" for Personal Property. These options are located on your Collectors Menu

• Print the following reports selecting the "Year" option:
  A.) Court Order Deletions Register
  B.) Court ORder Additions Register
  C.) Supplemental Registers
  D.) Protest Registers
  E.) Resolved Protest Register

2.) Verify and Balance Registers

3.) Print the Void Receipt Report & Collections Detail Report for the year from the Collection Management menu Option "04 Receipt Reports". Then Select "01 Void Receipt Reports" and "02 Collections Detail Report"

• Print any other reports desired.

• A.) Back Tax Totals/Book
  B.) Any other year end report necessary for total valuation

• Select option "08 Year End" from the GovernMENTOR Main Menu

• This process will clear the following Personal Property files:
  PERS.COURT.ADD.YR.REG
  PERS.COURT.DEL.YR.REG
  PERS.SUPL.YR.REG
  PERS.RESOLVED.Y.REG
  PERS.SUPL

• This process will clear the following Real Estate files:
  REAL.COURT.ADD.YR.REG
  REAL.COURT.DEL.YR.REG
  REAL.SUPL.YR.REG
  REAL.RESOLVED.Y.REG
  REAL.SUPL