The Counter System is contained within the BAI Treasurer’s Module. The Treasurer (TR) module interfaces all other elements of the Commissioner and Utility Billing modules. This system works in tandem with all BAI modules to record transactions and to present the cashier with a single view of any taxpayers transaction history, current account balance, and correspondence.
From an end-user perspective, the Counter System requires one log on to view all transactions paid or unpaid for the entire locality. From a single access point, cashiers can handle all types of revenue presented for collection.
This module is a subsidiary to the general ledger and therefore interfaces with the general ledger for regular fund and treasurer’s accountability fund financial reporting.
The BAI TR module will accept the receipt of electronic payments made by internet banking, ACH processing, third party payment processing and lock box as well as over the counter transactions made by cash, credit card, debit card, money order and personal check. The system does record the payer information for future reference.
The localities business practices are input in user managed options and can be altered as the localities business practices change. The system will allow the user to determine within each tax type how often the locality will bill, what the tax rates are, when the taxes within each tax type are due and when penalty and interest should be applied.
The BAI counter system will apply payments to the oldest outstanding taxes before they are applied to current taxes, but does also allow for authorized users to override this standard processing order.
Receipts are produced in either summarized or detailed format, the receipts are available for reprint at anytime and can be accessed through the BAI's web applications.
Users can search to locate records using map number, GPIN number, name, social security number, ticket number, account number, and wild card search. The system does research and link current and delinquent tax records as required by the Code of Virginia by map number or GPIN, rollback, public service and minerals for real estate and by social security numbers one and two for personal property.
The BAI counter system can maintain delinquent tax records for at least 20 years and can retain the historical information for paid records with the entire history of transaction activity for an unlimited amount of time. The system will automatically calculate penalty and interest based upon the localities business practices, but will allow for the authorized user to override, leaving an audit trail that the override has occurred.
The BAI counter system processes but is not limited to the following: animal licenses, business licenses, vehicle decals, vehicle registration fees, real estate, roll-back, consumer taxes, state income tax, parking citations, landfill, minerals, public service, utility bills, prepayments for real estate and personal property and partial payments. In addition, all miscellaneous revenue is receipted into the financial applications via the counter system.
The BAI TR system contains a message center where users can record notes, payment arrangements, and type of message that should be known as a cashier is regarding how to best be of service to the taxpayer.
Users can elect to interface with NCOA to search and match taxpayers mailing address.
The BAI TR system produces a variety of printed tax tickets for annual, semi-annual, monthly, prorated, supplemental tax assessments, roll back tax assessments, and past due notices for all tax types. Users can elect to offer e-Billing, print OCR coding for lockbox processing, or generate flat files for third party printing companies.
Returned checks and refunds make a very clear and concise audit trail of accounting transactions from showing the taxes due again, with a returned check administrative fee attached for returned checks to displaying the accounts payable check number issued for the refund and removing the customer's credit balance. The user will control all aspects of both procedures with override capabilities available.
Users can manage prepayments for real estate and personal property. From the receipt of the payment(s), to editing the payments against current billing information, to include the prepayments on tax tickets until the prepayment is applied to the new tax bill, the system writes a complete audit trail to both the counter system and the general ledger.