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New Year Tax Administration Steps for Kentucky

Quick Links to Each of the Steps:

 

STEP ONE: Add the Exemption Allowance

Some PVA Imports REQUIRE this to be done BEFORE you run the Import.  To play it safe, we recommend you always create this record for your new tax year before your run the import.

Edit | Adjust System Preferences | System Config | Value Exemptions.

  • Select the "New" button to insert a new line in the grid
  • Fill out the form to the right of the grid
  • Select the SAVE button to save the record into the grid

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STEP TWO:  IMPORT REAL PROPERTY VALUES

IRV.  Import REAL Parcel Values First

 

IRV1a. Put PVA Files in Your Import Folder (download files attached PVA email).

When you receive certified values from your county you will need to place them into your import folder in a new sub folder named for the current year (Example C:\Pontem\Import\2022)

IRV1b. Print your PVA Assessment Roll Totals

We recommend you PRINT a copy of the PVA Assessment Roll totals provided.  You will use this later when you Verify Totals when importing the data.

IRV1c. Prepare \ Format Your Assessment Roll File to the Format Required for Your County

In some Kentucky counties, the PVA does not provide the file in a format that was originally provided when your Custom County PVA Import was developed.  If you do not have notes for any necessary reformatting or are unsure you can click here to create a support request to get assistance from a Pontem TA application specialist.

IRV1e.   Start the Import Program in Pontem Tax Administration

Navigate to : File | Import | Load Parcel Values.

You will first be prompted to BACK UP your data.  We recommend you select YES unless you have already answered YES in a recently canceled run of this import

IRV1e. Parcel Values Import Setup Page 1

Import  Real Property values (IRV) first.  When you have finished the Real and approved the totals, you can proceed with importing the Tangible Property values; these use a different ‘Import Types’ and procedures.

At the Set-up screen, select the needed settings for

Import Type’, the ‘Taxing Unit’, ‘File Location‘ and ‘Files to Process‘.

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Click the ‘Next’ button to continue through the import steps.

 

IRV2. Parcel Values Import Setup Page 2

Fill in the screen as seen below to define the data to import for assessment year in ‘Tax Year’ .

Be sure to select (Re) Initialize Assessment Roll for the first (REAL values) import.

Click on ‘Files’ button to continue.

 

IRV3.   Parcel Values Import Setup Page 3  - Confirm File Date

The program will look for the files and check the date of the files.  If the date is older than 30 days, you will receive a warning so your attention is draw to the date of the files you selected.  The is to allow you the opportunity to be certain you have not accidently selected an old/outdated file.

If the file name and date looks correct Click ‘Validate.’

Next, you will see the following progress window which indicates the data is being parsed and validated:

 

IRV4.    Reviewing Warnings and Errors

When the import is complete the ‘Warnings, Critical Warnings, or Errors’ list is displayed.

If Critical Errors need to be corrected in the PVA file, the 'Process" button will be disabled and you will not be able to continue; you will need to correct the PVA file and rerun this import from the beginning.

Errors can often be resolved by reaching out the the PVA to ask for files in the same format provided the previous year.  If you prefer or the PVA is not able to assist, you can click here to create a support request to get assistance from a Pontem TA application specialist.

If there are no errors preventing continuation of the import procedure, click on ‘Process’ to continue to move on the the 'Import Values' display.

 

IRV5.  Verify REAL VALUE Import matches PVA totals

When the Process step is complete, the ‘Import Values’ dialog will display.  On this dialog you will verify the totals of the imported records match the PVA report totals and then finish processing the import. 

In the upper right corner of the Grid where the import records are listed, Select the 'Reports' button to drop down a menu of the Verification Reports

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  • To Print, Select 'Districts Stats'
  • Select the 'Ok' on filtering options dialog
  • Now Compare your Districts Stats Totals to your PVA Totals Report

You should not continue if cannot justify any differences in the reports.  

Note that selecting the CLOSE button will SAVE what you have processed to this point.  Once you have verified your totals, you can return to the Import again and it will show your unfinished/unprocessed import in a grid in the right side of the dialog, with buttons in the lower right to Continue Processing or Remove Import.

After you have confirmed your totals you can

  • Optionally review/edit and apply each individual import / change record or simply apply them all without individual preview.
  • Or you can skip to step IRV6  "Selecting Apply All in List".

IRV6. Selecting ‘Apply All in List’

Most of our Kentucky clients select ‘Apply All In List’ button without reviewing and applying individual record changes in the Side-by-Side.   You will find this button in the lower right corner of Import Values List view.

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Once you click ‘Apply All In List’ the following window will appear confirming this action.

Click ‘Continue’.

 The following progress window will indicate the data is being imported:

Next, click ‘OK’.

 

IRV7.  Selecting Owner History to Record.

At this point, if any OWNER CHANGES are being made in your assessment roll, you will see a list with an option to select which ones should be recorded in history tracking. 

99% of your Kentucky customers simply select the "Select All" option to place a check mark in front of all records in the list and select the option to proceed.    Select the button to continue.

 

When the Import successfully completed you will receive this confirmation.

Click OK to close the import program:

STEP THREE: Import Tangible Property Values (ITV)

NOTE about Prior Year Tangibles:

Tangible parcels from the previous year are not included in the current or “new year’s” import file. Therefore, tangibles imported in the previous year are “retired by omission.”

The existing prior year tangible records will receive a value record for the current year with no value totals, and a property class of “ZT” (‘Retired Tangible’) is assigned.

ITV1. At the set-up screen below select the appropriate ‘Import Type’, the ‘Taxing Unit’, and the file path to the file to import. Click ‘Next’ to continue.

Make sure the ‘Import Type' is for your county TANGIBLES

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ITV2. When importing the Tangibles do not select(Re)Initialize Assessment Roll’ – select ‘Update Certified Values’. Failure to select ‘Update Certified Values’ will cause the removal of current year values already imported for the real property. Tangibles are added as new parcel records each year, select to import ‘New Parcels‘ only.

ITV3. As this is the second time you are importing data for the new tax year you will see the following warning window. Click ‘Yes’ to continue.

ITV4. The display on the next screen shows which file/s will be used to pull the names, legal descriptions, and values for the new assessment year. Click ‘Validate’.

The following progress window will indicate the data is being imported:

ITV5. The next window shown below displays the list of tangible parcels found in the import file. Click ‘Process’ to continue.

ITV6. At the results screen shown below, click ‘Apply All in List‘ as these records are all new to the database so there is no need to review them.

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ITV7. Click on the Continue button to import the Tangible parcels.

 

ITV8.  When the import has finished you will see the following warning dialog. Click ‘OK’.

ITV9. The ‘Information’ dialog indicates the import process is complete and official:

 

STEP FOUR: Make Need Manual Changes and Verify Totals

  • Update Waste and Other Special Assessment Districts
  • Add Missing Property Records
  • Correct/Update Taxpayer Names and Addresses

Before you create your official tax roll and bills you must update several values, first:

Update Discounts for New Year
Discounts’ are found in Edit| Adjust System Preferences| System Config. If nothing has changed from the existing settings, skip this step.

Update Values
Edit the parcel value from MPR | Values Page | Edit Value to apply changes received from the county. If a parcel from last year was not included in the import file from the county there will be no values for the current year. This parcel has been “retired” in your database; no tax bill will be created for the current year, though it is still possible to print delinquent bills for retired parcels.

You may know the parcel is still active and know it should have value against it. If so, edit the parcel value record to add values for the new year if appropriate. Tangibles are a prime example of this scenario.

Update Parcel District Codes
Once you approve the imported values you will want to perform any maintenance on your parcel records which will affect the calculation of tax bills, such as adding or removing district codes to the parcel record for such items as “Waste,” etc.

Often clients tell us they are instructed to correct an exemption made by their county. These corrections should be completed before calculating the tax bills. Parcel District Codes are added/removed from the parcel record in Manage Property Records | Values| Edit Values.

Verifying Parcel Value Totals for the Tax Year

Before you create your official tax roll and tax bills, you should verify your assessment roll totals.

You can verify your assessment roll totals for both Real and Tangible by going to

Reports | Parcel | Parcel Values | Parcel Values Summary Report

Compare it to the report you received from the county PVA.

Review the column labeled ‘Taxable $’ for exemption totals.

Also in the Reports| Parcel Reports menu, you will find ‘Parcel Exemption by Class’ and ‘Parcel Exemption by PIDN’. These two items will aid you in tracking down information about the records which cause you concern. Make sure you compare the parcel count for each exemption to the county report as well.

If you discover a problem when you compared the reports, we can work with you to determine what course of action should be taken. Call or email the Pontem Help Desk at 888.237.8531 or support@pontem.com.

 

STEP FIVE: Prepare the Tax Roll Definition

Clone Tax Period
Using this feature saves you from rebuilding the tax levy list and tax calculation control setup you entered last year. Click on Tax Roll Setup | Tools Tab | Create/Clone Tax Period.

Make Corrections and Add New Levy Definitions

Once you have cloned, you can use the features in the different Views to update your levy definitions for the current year.

View - Tax Unit General Info

Data from here is printed on tax bills. You may need change the Page Tab to update information such as Notices, Messages, Headings.

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View - Tax Levy (Rate) Definitions (TLD)

These define the calculation equations. Each levy\rate or special assessment is set up to instruct the system how to calculate the tax item and identify which parcels will be included or excluded in the calculation process.

  • Use the Edit, New, and Delete buttons to change the Levy Definitions of your cloned tax period to what is required for your current tax period
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IMPORT NOTE IF YOU HAVE DISCOUNTS:

As a safeguard, the Discount Check Box on the Levy Definition records are

NOT cloned from the prior tax year. 

Review the Discount Check Box for ALL Levy definitions and make sure the box is Checked/Unchecked appropriately.

 

STEP SIX: Create the Tax Bills (CTR)

When you first Create
CTR1. Select Prepare Tax Bills |Tools Tab | Create\Update Tax Bills.

CTR2. The following window will now appear. If the ‘Tax Period’ field is filled in with the correct tax period, and the field labeled ‘Taxing Unit or Village’ has the correct city listed, click ‘Next.’

CTR3. On the next screen, select the ’Roll Type’ of ‘AD Valorum’. Select ‘Current \Final Value for Tax Year’ Click ‘Finish’.

Next, you will see the following window which will inform you of the progress while tax bills are updated:

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 CTR4. Once your tax bills have been updated a summary of the tax bill totals is displayed. Print this Summary by clicking the ‘Print’ button. Then click ‘Commit Changes’ to complete the calculation process.

 

CTR 5. Special Taxes/Assessments

Before a Special Tax can be added to a tax bill, the Special Assessment Levies must be defined in Tax Roll Setup | Tax Levy Definitions. They are included in the Authority group as ‘SPECIAL’.

In the Prepare Tax Bills Primary Task/Workspace, You can use the simply EDIT a tax bill and navigate to the DETAIL page to add a special tax to a bill, or you can use the  Add/Edit Special Levies (on the Tools Tab) to add a Special Tax to the appropriate tax bill/s.

Using the tool you can enter the dollar amount which is due for the levy if the levy type you selected was added with the calculation method of S—Special Assessment. This can be done prior to calculating your bills.

 

 

STEP SEVEN: Printing

Verify Your Totals Before Printing !!

Before printing your bills, verify your tax bill totals have calculated as expected by printing an ‘Original Tax Roll Balancing’ and ‘Tax Bill Statistics Report’.

To do so, click on Tax Rolls and Bills | Original Tax Roll Balancing Report on the ‘Reports’ menu. Make sure the ‘Tax Period’ field is set to the current tax period and click the ‘OK ‘button at the bottom of the screen.

To run a 'Tax Bill Statistics Report' go to Tax Rolls and Bills | Tax Bill Statistics Report on the 'Reports' menu. Make sure the ‘Tax Period’ field is set to the current tax period and click ‘OK’ at the bottom of the screen.

Print a Test Batch
Once you've verified your totals, print a few test bills to check alignment, addresses, messages, levy descriptions, etc. for any items that may not print correctly. If you use a barcode reader, scan the barcode to make sure it reads correctly.

To print tax bills select Reports | Tax Rolls and Bills | Tax Bills and Notices | Current Tax Bill Original/Reprint (or if using a custom tax bill select your tax bill definition from Reports | Custom | Tax Rolls and Bills | Tax Bills and Notices).

To print selected bills, (e.g., just a few to check alignment), fill out the appropriate filters and click the OK button. Once you’re satisfied with the results, proceed with printing all bills. To print all bills, just click the OK button on the Report Filter screen.

Sending Bills to a Third-Party Print Service
If your jurisdiction uses a third-party service to print, fold, and/or mail your tax bills, select Reports | Tax Rolls and Bills | Tax Bills and Notices | Tax Bill Export File – Print Service. This will create a comma separated value (CSV) file that can be sent to your printing/mailing service.

Another option for sending an electronic file to a print service is to print the tax bills using your unit’s custom tax bill, and at the print preview save the tax bills in a .pdf (Portable Document For-mat) file using the ‘Print to File’ option.

To print selected bills, (e.g., just a few to check alignment), fill out the appropriate filters and click the ‘OK’ button. Once you’re satisfied with the results, proceed with printing all bills. To print all bills, just click the ‘OK’ button on the ‘Report Filter’ screen.

 

STEP EIGHT: Freeze for Collections

Set Your Tax Roll Collection Date

The final step is performed by selecting the  ‘Tax Roll Setup’ Primary Task.  Select your tax period for this tax year and then Edit the ‘Tax Unit General Info’, ‘Tax Roll Date’ ; set it to the date you begin to accept tax payments and show the new tax bills on your online property tax search.

Until the ‘Tax Roll Date’ is filled in, you will only be able to see the new bills in ‘Prepare Tax Bills’.

Adding a Tax Roll Date indicates to the system the tax roll is in no longer in pre-levy mode; all edits to tax bills and all payments will now need to have an audit trail with receipts created for any edits or payments.

This will also ‘allow you to see your new tax bills in ‘Tax Bills and Collections’ and on your Online Property Tax Search.


STEP NINE: Updating Your Pontem Online Property Tax Search
If you subscribe to Pontem Online Property Tax Search, your Online Database also needs to be updated with your newest tax bill information.

To upload your database with your new tax roll, run the Pontem Upload/GBak program and then Create a Support Case  to have Pontem Technical Support team to publish the uploaded database to the Web Server.

 

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