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ORANGE COUNTY TREASURER-TAX COLLECTOR. EFFECTIVE & EFFICIENT CONSTITUENT SERVICE. Chriss W. Street, Treasurer-Tax Collector. Tax Collection Recap Fiscal Year End 2005-06. EFFECTIVE & EFFICIENT Methods of Tax Collections Jul. ’06 – Dec. 06. EFFECTIVE & EFFICIENT INVESTING.

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orange county treasurer tax collector

ORANGE COUNTYTREASURER-TAX COLLECTOR

EFFECTIVE & EFFICIENT CONSTITUENT SERVICE

Chriss W. Street,

Treasurer-Tax Collector

effective efficient investing
EFFECTIVE & EFFICIENTINVESTING

TRACS Financial Research

Public Interest 2006 Top Investment Returns

slide6

EFFECTIVE & EFFICIENTConstituent Service over theINTERNET

  • 2004 - Pay Taxes Online
  • 2005 - Supplemental Tax Calculators; Pay Multiple Online & Simultaneously
  • 2006 - Email Reminder Subscription; Prior Year Refund Interest; Escheatment List
effective efficient constituent service over the telephone
EFFECTIVE & EFFICIENTConstituent Service over theTELEPHONE
  • Avg. wait time of 13 seconds to speak with an agent in Dec. ’06. A decrease of over 50% from Dec. ’05.
  • 14 Fully staffed phone lines everyday. 24 lines staffed during busiest time.
  • Consolidated multiple telephone numbers into one central tax help line.
effective efficient delinquent unsecured tax bills in bankruptcy
EFFECTIVE & EFFICIENTDelinquent Unsecured Tax Bills in Bankruptcy
  • Hired PT Bankruptcy Lawyer
  • Employing a new system which prompts filings for Proof of Claims
effective efficient ab589 grant money
EFFECTIVE & EFFICIENTAB589 Grant Money
  • Bipartisan Bill effective 2002 giving grants to qualifying counties for the improvement of tax collections.
    • Hired additional full time staff in necessary departments.
    • Hired “Skip Chasers” so tax collectors are now calling good telephone numbers and reaching good addresses.
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Chriss W. Street

Treasurer-Tax Collector

Office of the Treasurer-Tax Collector

County of Orange

Hall of Finance & Records

12 Civic Center Plaza, Suite G76

Post Office Box 4515

Santa Ana, CA 92701

www.ttc.ocgov.com

For Additional Information Contact

Susan Czech

Director of External Affairs

Email: sczech@ttc.ocgov.com

Phone: 714.834.5279

orange county treasurer tax collector12

ORANGE COUNTYTREASURER-TAX COLLECTOR

CONSOLIDATED SERVICES

Brett R. Barbre,

Chief Assistant Treasurer - Tax Collector

orange county treasurer tax collector14

ORANGE COUNTYTREASURER-TAX COLLECTOR

TAX REFUND PROCESS OVERVIEW

Walter Daniels

Assistant Treasurer – Tax Collector, Tax Collection

Rogelia Martinez,

Chief Deputy Tax Collector

annual refund stats fiscal year 2005 2006
Annual Refund Stats Fiscal Year 2005-2006

Roll Type

Refunds Processed

Secured & Supplemental 49,847

Unsecured 5,813

Prior Year/Redemption 1,963

Total 57,627

reasons for refunds
Reasons for Refunds

Duplicate/Double Payments

  • Taxpayers
  • Title Companies
  • Mortgage Companies

Over Payments

  • Penalty Overpayments
  • Transposition Errors

Mismatched/Short Payments

  • Payments received late
  • Transposition Errors
other inflows to refund stream
Other Inflows toRefund Stream

Assessment Appeal Board Decisions (AAB)

Assessment Roll Corrections (ARC)

Negative Supplemental Tax Bills

refund processing timeline
Refund Processing Timeline

3 – 4 Weeks

Mismatched/Short Payments

AAB and ARC refunds under $2,500

Automatically refunded by the system provided there was no change of assessee within that fiscal year.

Negative Supplemental Assessments

6 – 7 Weeks

Duplicate and Overpayments

AAB and ARC greater than $2,500

Due to the fact that the “who paid” information must be determined before issuing these refunds.

methods of refunds
Methods of Refunds
  • Refunds are processed and approved through the Assessment Tax System (ATS) and the checks are issued by the Auditor-Controller.
  • Occasionally Manual/Trust Fund refunds are processed for those items that cannot be processed through the ATS and the completed refund forms are forwarded to the Auditor-Controller for issue of checks.
  • Refunds for payments received by Electronic Funds Transfer (EFT), Credit Cards, ACH Debit (e-check) and wires are processed in normal manner through the ATS and the checks are issued by the Auditor-Controller.
  • Credit card payments that are accidentally paid twice for the same parcel on the same day (duplicated) may be reversed by using reversal method. This will credit the taxpayers’ credit card account and the Tax Collector will not see it on the daily report or the bank statement.
issues of security control in the refund process
Issues of Security & Controlin the refund process

Only selected employees are given access to the refund releasing program.

Once the refunds are released to the system, a weekly approval report is produced the following Monday. (The system will not release refunds for those payments made within the past 14 working days. This is a built-in safeguard against ‘bad checks’).

Next Monday the final report is printed. This report is verified by the Supervisors and approved by the Managers prior to being delivered to the Auditor-Controller’s office for final processing.

The Auditor-Controller runs the refund job every Friday. The refund checks are mailed the following Monday.

additional refund information
Additional Refund Information

For any information concerning refunds, please contact:

(714) 834-3411

THE END

Thank you for your Attention

orange county treasurer tax collector22

ORANGE COUNTYTREASURER-TAX COLLECTOR

METHODS OF PAYMENT

Kim Hansen,

Cash Manager

slide23

EFFECTIVE & EFFICIENT

Methods of Payment

  • REMITTANCE PROCESSING ENHANCEMENTS
    • Upgrading existing machines with new software
    • Installing a new 3rd machine
    • Character recognition has improved
    • Fewer items sent for data correction
    • Very reliable system with same day processing
slide24

EFFECTIVE & EFFICIENT

Methods of Payment

  • TITLE AND ESCROW COMPANY PAYMENTS - HISTORY
    • Prior to electronic payments, payments were made by check
    • Checks didn’t include a payment stub
    • TTC staff made a payment stub for each payment
    • In 2005, TTC requested title and escrow companies to pay electronically
    • Today, most companies are paying via wire transfer
slide25

EFFECTIVE & EFFICIENT

Methods of Payment

  • TITLE AND ESCROW COMPANY PAYMENTS - EFT
    • Back office processing is a labor intensive manual process
    • There is no standard format within wires for parcel/bill number information
    • Payment information and actual payment often are not received simultaneously
    • Staff time for research and refunding has increased significantly
slide27

EFFECTIVE & EFFICIENT

Methods of Payment

  • TITLE AND ESCROW COMPANY PAYMENTS - EFT
    • Cost of a wire is much higher than ACH or check ($6.00)
    • The bank fees have increased dramatically due to high volume of wires
    • Processing time for EFT payments takes up to 2 weeks
    • Overall, EFT payments are not working!
    • A change is necessary
slide28

EFFECTIVE & EFFICIENT

Methods of Payment

  • PAYMENT OPTIONS FOR ALL TAXPAYERS
    • TTC has many payment options:
      • Cash
      • Check
      • Credit Card via telephone
      • Credit Card via web
      • ACH Debit via web
      • ACH Credit
      • Wire Transfer
slide29

EFFECTIVE & EFFICIENT

Methods of Payment

  • PAYMENT OPTIONS FOR TITLE AND ESCROW COMPANIES
    • Currently, title and escrow companies have these options:
      • Check
      • ACH Debit via web
      • ACH Credit
      • Wire Transfer
slide30

EFFECTIVE & EFFICIENT

Methods of Payment

  • PAYMENTS
    • The Treasurer-Tax Collector strongly recommends that title and escrow companies no longer use ACH Credit or Wire Transfer payments.
    • Today, our preferred payment methods are:
      • Check
      • ACH Debit via web
slide31

EFFECTIVE & EFFICIENT

Methods of Payment

  • CHECK PAYMENTS
    • TTC will revert back to creating payment stubs for each payment
    • Guaranteed same day processing with next day visibility
    • If title and escrow companies include the reference or escrow number on the check, it will be included on any refund!
slide32

EFFECTIVE & EFFICIENT

Methods of Payment

  • ACH DEBIT VIA WEB
    • Safety and security controls available today mitigate most of the risk previously associated with ACH debit
    • Dealing with a known partner
    • Debit filters on your bank account
    • TTC website can process single or multiple payments
    • Payment window stays open/active for 8 hours
slide33

EFFECTIVE & EFFICIENT

Methods of Payment

  • FUTURE PAYMENT OPTIONS
    • TTC will continue to work with title and escrow companies to develop efficiencies for both sides
    • Electronic payments continue to grow and develop
    • ACH Credit could be utilized with some standardization of addenda information
slide34

EFFECTIVE & EFFICIENT

Methods of Payment

  • PAYMENT METHODS
    • Talk to your treasury/finance group
    • Let TTC help educate them
    • Questions??
orange county treasurer tax collector35

ORANGE COUNTYTREASURER-TAX COLLECTOR

DATA DELIVERY ENHANCEMENTS

Clarissa Adriano-Ceres

Assistant Treasurer-Tax Collector, Information Tech.

slide36

After

Data files will be made readily available through the County FTP server

Data accessed anywhere through your browser

Data is retrievable anytime

Before

Data files are copied to tapes

Tapes are physically delivered or picked up

Takes days before data gets to destination

EFFECTIVE & EFFICIENT

Enhancements to Data Delivery Methods

slide37

Chriss W. Street

Treasurer-Tax Collector

Don’t forget to drop your business card in the drop box in the foyer if you want to receive periodic email updates as to future enhancements at the TTC.

Thank you for your time and the opportunity to serve you going forth.

We look forward to your questions and feedback at the conclusion of today’s presentation.