Oakland County Personal Property & efile Training Manual

Transcription

1 Oakland Cunty Persnal Prperty & efile Curse Outline Persnal Prperty Screen Overview 30 minutes Persnal Prperty Screen Received Statement Year f Statement Prgram Management Glbal Calculatin Optins Infrmatinal Items Itemized Questins Multiplier Schedules Page 3 Items Page 4 Items Sectin M Leasehld Imprvements Sectin O Rental Infrmatin Cnstructin in Prgress Cable and Utility Assets Adjustments Exemptins Persnal Prperty Screen Cmmand Buttns 30 minutes Tlbar Printing a Persnal Prperty Valuatin Recrd Adding a Statement Deleting a Statement Cpy Age Calc. Images Persnal Prperty efile Applicatin 1 hur Generating Access Cdes Electrnic Signature Declaratin Letters User LgIn Persnal Prperty Statement efile Attachments Submitting Printing Persnal Prperty efile Administratin Applicatin 1 hur Lgging In Submitting r Un-Submitting A Persnal Prperty efile Viewing Statement Viewing Audit Viewing Name Change Audit Update Grid Persnal Prperty & efile Applicatin 12/08 1

2 Oakland Cunty Persnal Prperty & efile BS&A Prcessing f efile Statement 1 hur Status Cde Index Persnal Prperty efile Statement Accepting The Persnal Prperty efile Statement Reprts Persnal Prperty & efile Applicatin 12/08 2

3 Oakland Cunty Persnal Prperty & efile PERSONAL PROPERTY SCREEN This screen is used t calculate yur persnal prperty statements. Much like the ther entry screens, yu can have multiple statements attached t a parcel. Previus year statements can exist fr each parcel fr reference nly. Received Statement Place a checkmark when the actual statement is received. This field will indicate that the Persnal Prperty Statement entered was ne filed by a taxpayer instead f an estimate by the assessr s ffice. Yu can use this field as a filter in a reprt that will list all persnal prperty recrds fr which a statement has nt been received. This filter can be used when printing an assessment rll with a special ppulatin f N-File Persnal Prp. r by selecting the Query ppulatin and setting a Query. Year f Statement The system allws yu t keep histrical persnal prperty statements fr reference. These ld statements are NOT included in the cst calculatins. This field makes the distinctin between histrical (ld) and active (current) statements. If the year displayed in this field, fr the current statement, matches the year yu entered in the Current Assessment Year field (Prgram Management Glbal Calculatin Optins), this statement is active and will affect yur cst calculatins. If the year desn t match, this statement is cnsidered histrical and will nt be included in the cst calculatins. Persnal Prperty & efile Applicatin 12/08 3

4 Oakland Cunty Persnal Prperty & efile Lcatins in Reprt Insert a lcatin address that may be different than the Owner s Address field. Audited/By Use these fields t enter the date and auditr name when audit is cmpleted. Cmments Use this field t further describe the current business. Infrmatinal Items In this windw yu can stre all f the items lcated n Page 1 f the Persnal Prperty Statement (Frm L-4175). These items are fr infrmatinal purpse nly and are nt used in the calculatin f the final assessment. This infrmatin can be useful during the auditing prcess. Persnal Prperty & efile Applicatin 12/08 4

5 Oakland Cunty Persnal Prperty & efile Itemized Questins In this windw yu can enter the riginal cst f exempt Special Tls. Values placed in this field are nt included in the cst calculatins fr the parcel. Yu may als place checkmarks beside each item fr which the taxpayer answered yes t the questins lcated n Page 1 f the Persnal Prperty Statement (Frm L-4175). All the items in this windw are fr infrmatinal purpses and are nt used in the calculatin f the final assessment. Multiplier Schedules This windw incrprates buttns t access the State Tax Cmmissin rate tables. Beside each sectin are aggregate ttals fr Original Cst and True Cash Value. Belw the sectins are a ttal f all sectins cmbined. Persnal Prperty & efile Applicatin 12/08 5

6 Oakland Cunty Persnal Prperty & efile In the multipliers schedules, each sectin is basically the same. The first clumn is labeled Year Installed and displays the last 14 years and a field labeled Prir, t handle any items that were purchased befre the last year displayed. The next clumn is labeled fr whatever sectin yu are in i.e. furniture and fixtures, machinery and equipment, cmputer equipment.. Beneath this label is where yu enter the Original Acquisitin Cst as reprted t yu, by the taxpayer. The third clumn is labeled STC Mult. Beneath this label are the State Tax Cmmissin rates used t determine the True Cash Value fr each line item. The last clumn is labeled True Cash Value. The numbers shwn under this clumn have been calculated by multiplying the riginal cst and % Gd clumns tgether. These numbers represent true cash values n a line-by-line basis. At the bttm f this windw are ttals fr each clumn and a field shwing the State Tax Cmmissin rate table that is used. The rate table fr this sectin is fixed int the prgram and cannt be changed r altered, except fr the user defined schedule. These ttals are als shwn n the Depreciatin Schedules windw next t the buttn labeled fr each sectin. Persnal Prperty & efile Applicatin 12/08 6

7 Page 3 Items Oakland Cunty Persnal Prperty & efile Fr each f these three sectins, G thrugh I, enter the true cash values as calculated by the assessr. Page 4 Items Persnal Prperty & efile Applicatin 12/08 7

8 Oakland Cunty Persnal Prperty & efile Sectin M Leasehld Imprvements This sectin is used t calculate Leasehld Imprvements f BOTH a Real Prperty and Persnal Prperty in Nature. Cst figures entered here will calculate a true cash value and will be assessed as PERSONAL PROPERTY. The first clumn is labeled Bught During and displays the last 14 years and a field labeled Prir t handle any items that were purchased befre the last year displayed. The next clumn is labeled Original Cst. Beneath this label is where yu enter the Original Acquisitin Cst as reprted t yu, by the taxpayer, under Sectin M f the Persnal Prperty Statement labeled Leasehld Imprvements. The third clumn is labeled % Gd. Beneath this label are the State Tax Cmmissin rates used t determine the True Cash Value fr each line item. The last clumn is labeled True Cash Value. The numbers shwn under this clumn have been calculated by multiplying the riginal cst and % Gd clumns tgether. These numbers represent true cash values n a line-by-line basis. At the bttm f this windw are ttals fr each clumn and a field shwing the State Tax Cmmissin rate table that is used. The rate table fr this sectin is fixed int the prgram and cannt be changed r altered. These ttals are als shwn n the 12. Page 4 Items windw next t the buttn labeled Leasehld Imprvements. Persnal Prperty & efile Applicatin 12/08 8

9 Oakland Cunty Persnal Prperty & efile Sectin N Buildings n Leased Land This sectin can be aut-calculated if yu have placed a checkmark next t the Aut-Calculate Leased Buildings fr Persnal field in Prgram Management, Gvernmental Unit Optins Calculatin Optins sectin. This means the prgram will cmpute any Residential, Agricultural, Cmmercial r Industrial Building recrds yu have entered and put the ttal true cash value in this field autmatically. If yu decide nt t use the aut-calculate ptin, yu may enter a true cash value int this field. Sectin O - Rental Infrmatin In this field enter the assessrs calculated true cash value. Idle Equipment In this windw yu can either calculate the reprted Idle Equipment using the depreciatin table r yu may enter the true cash value as calculated elsewhere by the assessr. The depreciatin table uses the Machinery & Equipment rates. The rates have been indexed by 60% t allcate fr the Idle Equipment reductin. The Calculate with Depreciatin Table screen will be displayed as shwn belw: Persnal Prperty & efile Applicatin 12/08 9

10 Oakland Cunty Persnal Prperty & efile The first clumn is labeled Bught During and displays the last 14 years and a field labeled Prir t handle any items that were purchased befre the last year displayed. The next clumn is labeled Idle Machinery & Equipment. Beneath this label is where yu enter the Original Acquisitin Cst as reprted t yu, by the taxpayer, n STC Frm L The third clumn is labeled % Gd. Beneath this label are the State Tax Cmmissin rates used t determine the True Cash Value fr each line item. The last clumn is labeled True Cash Value. The numbers shwn under this clumn have been calculated by multiplying the riginal cst and % Gd clumns tgether. These numbers represent true cash values n a line-by-line basis. At the bttm f this windw are ttals fr each clumn and a field shwing the State Tax Cmmissin rate table that is used. The rate table fr this sectin is fixed int the prgram and cannt be changed r altered. These ttals are als shwn n the Idle Equipment windw next t the buttn labeled Calculate with Depreciatin Table. Cnstructin in Prgress In this field enter the cst f Persnal Prperty Cnstructin in Prgress. The system will calculate the true cash value using the value entered and applying the STC reductin factr f 50%. Cable and Utility Assets In this field enter the True Cash Value f Cable Televisin and Utility Assets frm STC frm 3589 (Frm 3598 must be hand-calculated by the assessr). Adjustments In the first field enter the true cash value f the adjustment and in the secnd field yu can enter a brief descriptin f the adjustment. Persnal Prperty & efile Applicatin 12/08 10

11 Exemptins Oakland Cunty Persnal Prperty & efile Place a checkmark next t the exemptin that applies t the entity. Exemptin values are set in Prgram Management/Gvernmental Unit Optins Persnal Prperty Optins. Persnal Prperty & efile Applicatin 12/08 11

12 Oakland Cunty Persnal Prperty & efile PERSONAL PROPERTY SCREEN COMMAND BUTTONS The Persnal Prperty screen cntains a set f cmmand buttns that frm a tlbar. The functins f each f these buttns are described belw: If yu have entered mre than ne Persnal Prperty Statement r wish t review Histrical Statements, use the up and dwn arrw buttns pictured t mve between the statements. Printing a Persnal Prperty Valuatin Statement Chsing the Print buttn frm this screen will print a Persnal Prperty Valuatin Statement. Adding a Statement Click n the Add buttn t add an additinal Persnal Prperty Statement t this parcel. If the statement added cntains the current year, its value will be added t ther statements fr the current year. Deleting a Statement Click n the Del buttn t delete a statement frm this parcel. The system will delete the statement that is active n the screen at the time yu chse this functin. Cpy Use this buttn t Cpy infrmatin frm ne statement t anther statement n the same parcel. Enter the number f the statement t cpy frm. The entire statement cpied frm will be duplicated t the new statement and may nw be edited. Age Chsing this ptin will age the current persnal prperty statement by ne year. THIS IS NOT REVERSIBLE! Aging a persnal prperty statement adds anther year f depreciatin t the listed values in preparatin fr a new assessment rll. This functin ccurs fr all statements when yu rll ver yur database and shuld nt need t be repeated at the parcel level if the rll ver is perfrmed crrectly. Images The Images buttn will display a windw where the user can add images t the Persnal Prperty file such as a scanned image f the statement r a digital pht f an item included n the statement. Persnal Prperty & efile Applicatin 12/08 12

13 Oakland Cunty Persnal Prperty & efile Persnal Prperty efile Applicatin The Persnal Prperty Statement e-file Applicatin allws taxpayers t submit their persnal prperty statement L-4175 frm thrugh the internet using an nline persnal prperty statement frm. Once the frm is submitted nline the statement infrmatin is laded int BSA Assessment autmatically thrugh the Persnal Prperty Statement e-file Applicatin. Befre the taxpayer can submit their persnal prperty statement nline they must btain an Access Cde. An e-file Declaratin frm that cntains the e-filers electrnic signature must be n file with the lcal assessr. Once the Declaratin frm is received an Authrizatin Letter cntaining the Access Cde fr the taxpayers persnal prperty business accunt can be sent. Generating Access Cdes Persnal Prperty Access Cdes are autmatically generated fr every persnal prperty business accunt within the BSA Assessment Database at the time the current year assessment database is created. Access Cdes can be verridden by users wh have the prper permissins. Access Cdes can be viewed and edited in the Miscellaneus Fields sectin under PP Fields. 1. Click n Misc. (Generic Fields) frm the BSA Assessment Edit Parcels screen. 2. Click n PP Fields: frm the Miscellaneus Fields screen. 3. Persnal Prperty Fields screen. a. All PP Stmnts n this Parcel is used if yu have a residential parcel that yu want t allw persnal prperty statements n. b. Statement Status can be viewed frm this screen and is the status that is currently displaying frm statement number 1. c. Signature n File is manually checked n when yu have received the Declaratin Frm back frm a taxpayer with their electrnic signature. Persnal Prperty & efile Applicatin 12/08 13

14 Oakland Cunty Persnal Prperty & efile d. Access Cde Letter Sent Tggle This field is autmatically turned n when the system generated Access Cde Letter reprt is printed. This flag can be turned ff manually if a user has the security permissins. The Access Cde Letter Sent Tggles are cleared when the new database is created each year. e. Access Cde Autmatically generated each year when the current year assessment database is created. The Access Cde can be viewed r edited if yu have the prper permissins. Access Cdes are nly active fr the taxpayer until they submit their persnal prperty statement nline. Once they submit then the Access Cde becmes inactive fr the taxpayer. If at any time the assessr wants t blck access t a taxpayer after sending them their Access Cde they can simply either edit r remve the Access Cde. f. Override Access Cde This must be turned n if yu want t edit an Access Cde and yu have the prper permissins. Overriding an Access Cde can be used if a taxpayer lses their Access Cde r if yu reject their statement and they have t re-file. 4. Access Cdes can be viewed n the Persnal Prperty Statement screen. Electrnic Signature Declaratin Letters This reprt is generated frm the BSA Assessment system and can be mdified by the assessr. This reprt is mailed t taxpayers with their current year Persnal Prperty Statement. This reprt autmatically fills in the City, Village Twnship name and business accunt number. Once the assessr receives this frm back frm the taxpayer then the Access Cde can be sent t the taxpayer. 1. Click n Reprts > Assessing Reprts > Chse Reprt frm Drp dwn list (Nte: Each CVT s reprt will be named differently) 2. The Electrnic Signature Declaratin letters can be generated by using ne f the fllwing ppulatins: a. All Recrds b. Current Recrd Only c. Blck d. Range (Using Current Index) e. Query f. Chse Units g. Use Results f Last Recalc (NA) h. Use Results f Last Cmplete (NA) Persnal Prperty & efile Applicatin 12/08 14

15 Oakland Cunty Persnal Prperty & efile User LgIn Once the taxpayer receives their Access Cde they can g t the fllwing url: t lgin and file their persnal prperty statement nline. Persnal Prperty efile The nline statement is the fficial Persnal Prperty Statement (Frm L-4175) and will be updated each year t reflect any changes by the Michigan State Department f Treasury. The statement will autmatically fill in the fllwing: a. Frm: (Name and Address f Assessr) - cmes frm BSA Assessment Gvernmental Unit Optins Return Address/Miscellaneus infrmatin b. T: (Name and Address f Taxpayer) cmes frm LAMS and is the send mail here pstal mailing address infrmatin c. Lcatin(s) f Persnal Prperty Reprted n this Statement cmes frm LAMS and is the site address infrmatin Persnal Prperty & efile Applicatin 12/08 15

16 Oakland Cunty Persnal Prperty & efile T request Name/Address Change the taxpayer clicks inside the bx t the left f Request name/address f Taxpayer and an will be sent t the assessr as ntificatin f the name and address change. Thse changes then can be entered int the LAMS system. Persnal Prperty & efile Applicatin 12/08 16

17 Oakland Cunty Persnal Prperty & efile Belw is the that yu will receive ntifying yu that there is a name and address change. Taxpayers can enter infrmatin n each page and save the infrmatin. A taxpayer des nt need t cmplete all infrmatin at ne time. They can save their wrk and return at a later time t finish and submit. The Access Cde stays active until the taxpayer submits the frm. Persnal Prperty & efile Applicatin 12/08 17

18 Attachments Oakland Cunty Persnal Prperty & efile Taxpayers can uplad dcuments t the nline statement if necessary. Each dcument must be in.pdf frmat. These dcuments can be viewed thrugh the PPE Administratin Applicatin and thrugh BSA Assessment. At the end f each year dcuments will need t be saved t CD and will be deleted frm the PPE Administratin Applicatin and frm BSA Assessment. Persnal Prperty & efile Applicatin 12/08 18

19 Submitting Oakland Cunty Persnal Prperty & efile Once the user is finished filling ut the Persnal Prperty Statement nline they can submit by ging t the Summary Page and clicking n Submit yur Persnal Prperty Statement. Once the taxpayer submits the statement the applicatin will return a message that their Statement has been submitted successfully r they will get an errr message letting them knw what else needs t be dne befre submitting. Printing The nline Persnal Prperty Statement can be printed as the taxpayer ges alng by printing each screen r after they have submitted their Statement. Once a taxpayer has submitted the Persnal Prperty Statement a message screen displays and tells them that their Persnal Prperty Statement has been submitted and an ptin t print the Persnal Prperty Statement is displayed. Once they are dne printing they can click n the Finish buttn and it takes them back t the lgin screen. Persnal Prperty & efile Applicatin 12/08 19

20 Oakland Cunty Persnal Prperty & efile Persnal Prperty efile Administratin Applicatin The Persnal Prperty Statement efile Administratin Applicatin allws an assessr t d the fllwing functins. 1. User LgIn 2. View Persnal Prperty Statement efile transactins 3. Reject a Persnal Prperty Statement that has been efiled 4. View the Persnal Prperty Statement Recrd 5. View the Audit 6. View the Name Change Audit 7. Search User LgIn The Persnal Prperty Statement efile Administratin Applicatin requires administrative permissins. Infrmatin Technlgy Administratrs can update permissins fr this applicatin by authrized pwer users requesting these permissin changes thrugh the service center. T lg int the Persnal Prperty Statement efile Administratin Applicatin g t the fllwing url: Persnal Prperty & efile Applicatin 12/08 20

21 Oakland Cunty Persnal Prperty & efile View Persnal Prperty Statement efile Transactins After a taxpayer submits a Persnal Prperty Statement nline the transactins can be viewed by the assessr. By default the transactins are listed by year and last date/time stamp. Each clumn heading can be clicked n t srt by ascending r descending rder. The Persnal Prperty Statement efile Administratin Applicatin allws the assessr t view the fllwing: 1. Year Persnal Prperty Statement Year 2. Parcel Number Business Accunt fr the Persnal Prperty Parcel 3. Taxpayer Name 4. Submitted flag Displays when a Persnal Prperty Statement has been submitted thrugh Persnal Prperty Statement efile 5. Last LgIn (Date and Time) 6. Date Submitted 7. Set Submitted/Set Nt Submitted Buttn Allws assessr t accept r reject the Persnal Prperty Statement 8. Inserted Int Assessing Displays when the Persnal Prperty Statement infrmatin has been inserted int Assessing 9. View Print Page Persnal Prperty Statement can be printed 10. View Audit allws the assessr t view all transactins fr the recrd n the audit list 11. View Statement (Recrd) Persnal Prperty Statement can be viewed Persnal Prperty & efile Applicatin 12/08 21

22 Oakland Cunty Persnal Prperty & efile The assessr can search by the fllwing: 1. Year 2. Parcel Number 3. Taxpayer Name 4. Submitted Filter a. All Recrds b. Nt Submitted c. Submitted 5. Filter Submitted Date a. Frm b. T The Update Grid buttn updates the search and filtered results. Rejecting a Persnal Prperty efile Statement An Assessr can reject a Persnal Prperty Statement that has been submitted thrugh the Persnal Prperty efile Applicatin if they have administratin permissins. The assessr determines that the infrmatin that was laded int BSA Assessment Database frm the Persnal Prperty Statement that was submitted nline is bad and needs t reject this statement. The fllwing shuld be dne. 1. Lg int the PPE Administratin website 2. Search fr the Parcel Number 3. View Transactin and if the Status Set Nt Submitted buttn is displayed and the Submitted and Inserted Int Assessing Flags are turned n then this recrd can be rejected. 4. Click n the Set Nt Submitted buttn and the respnse windw Are yu sure yu want mark parcel ##-##-##-###-### as nt submitted? Click OK 5. The Submitted and Inserted Int Assessing Flags will becme unchecked and the efiled Statement that was laded int BSA is remved. A transactin fr this change will display in the audit lg within bth systems. Persnal Prperty & efile Applicatin 12/08 22

23 Oakland Cunty Persnal Prperty & efile Viewing Statement (Recrd) The assessr can click n View Recrd t view the actual statement that the taxpayer submitted. T view the Persnal Prperty Statement (Recrd) yu must first d a search and then click n View under the View Recrd heading. Viewing Audit The audit can be viewed tw ways. 1. Recrd Audit Fr all parcels r based n yur search criteria. 2. View Audit Fr an individual recrd. The audit will list will include the fllwing: 1. Parcel Number Persnal Prperty Business Accunt Number 2. Date Time Stamp The date and time f the transactin 3. Actin Displays the actin taken n the recrd. The actin list includes: a. SetNtSubmitted Admin returns Persnal Prperty Statement b. SetSubmitted Admin accepts Persnal Prperty Statement c. Lgin Taxpayer lgins int the Persnal Prperty Statement efile Applicatin d. Submit Taxpayer submits a Persnal Prperty Statement nline e. RequestedNameAddressChange Taxpayer has checked the Name Change bx n the Persnal Prperty frm 4. Descriptin This field will be remved frm the audit list 5. Changed By will shw name f admin wh made changes t recrd. Viewing Name Change Audit A taxpayer can request a name change by clicking n the name change bx within the Persnal Prperty frm. When a taxpayer checks this bx the infrmatin is lgged in the Name Change Audit. The audit will include the fllwing: 1. Parcel Number - Persnal Prperty Business Accunt Number 2. New Name New infrmatin keyed int the Name field 3. New Address New infrmatin keyed int the Address field 4. New City New infrmatin keyed in the City field 5. New State New infrmatin keyed int the State field 6. New Zip New infrmatin keyed int the Zip field 7. Date Submitted Date that the taxpayer submitted their Persnal Prperty Statement nline The Name Change Audit displays new name and address infrmatin. If the taxpayer clicks n the Name Change bx n the frm an will be sent t a generic accunt as ntificatin that this infrmatin needs be updated in the LAMS system. After these names and addresses have been updated in LAMS it will then display in BSA Assessment crrectly. Persnal Prperty & efile Applicatin 12/08 23

24 Oakland Cunty Persnal Prperty & efile Oakland Cunty BSA Prcessing f efile Statement Status Cde Index T view the Status Cdes frm the parcel list Click Indx frm the main menu tl bar. Frm the Select Index List Chse Statement Status and Click Cntinue Statement Status nw will be yur first clumn in yur parcel list. T search fr a particular Statement Status Click n Srch frm the main menu tl bar. Persnal Prperty & efile Applicatin 12/08 24

25 Oakland Cunty Persnal Prperty & efile Frm the Search by List Chse Statement Status and Click Cntinue Frm the Statement Status List Chse Statement efiled r whatever status yu are trying t search n and Click Cntinue Persnal Prperty & efile Applicatin 12/08 25

26 Oakland Cunty Persnal Prperty & efile Persnal Prperty efile Statement When a taxpayer submits a persnal prperty statement nline the infrmatin is laded int BSA Assessment autmatically with the Status Cde f Statement efiled. This Status Cde and statement is a view nly cpy and can t be updated. Accepting the efile Persnal Prperty Statement T accept this statement as a reviewed statement yu first need t cpy the statement. 1. Click n Cpy frm the Persnal Prperty tl bar Persnal Prperty & efile Applicatin 12/08 26

27 Oakland Cunty Persnal Prperty & efile 2. At the Respnse Windw Verify.Make a cpy f this Persnal Prperty Statement? Click n Yes 3. At the Infrmatin Windw This efiled statement has been cpied t the riginal statement fr this year, and that statement is nw marked as E-Filed PPS Reviewed. Click n OK 4. The riginal current year Statement will nw be replaced with the data that was submitted nline and that Statement Status changes t E-filed PPS reviewed This statement can be edited. This statement will be included in all Persnal Prperty calculatins fr reprting purpses. Persnal Prperty & efile Applicatin 12/08 27

28 Oakland Cunty Persnal Prperty & efile Reprts The Persnal Prperty Cmparisn Reprt - This reprt will list in detail the changes made between the efiled statement and the accepted Statement n a field by field basis including the percentage f difference fr the value fields. There must be a Statement efiled and E-filed PPS reviewed statement in the BSA Assessment system befre yu can run the reprt. The reprt name is Persnal Prperty Amended Statements. Persnal Prperty & efile Applicatin 12/08 28