Electronic Tax Processing for Lending and Servicing Institutions (09/20/2005)
The following discussion outlines the procedures used by Utah County
to process tax payments via electronic media. Beginning
with the 2002 tax year, Utah County NO LONGER ACCEPTS magnetic tape
media submitted by lending or servicing institutions.
Utah County will allow lending and servicing institutions to process
real property tax payments via electronic media provided that they conform
to the format and processing schedule outlined below. If the format is
not adhered to the county will be unable to complete the process. Each
lending or servicing institution is responsible to ensure that the process
is completed according to these instructions. When making requests for
information from the county, the lending or servicing institution must
indicate how they would like to receive the data (ftp, email, floppy or cd).
Diskette Requirements
Media will have the following attributes:
- ASCII
- 3 1/2 inch, 1.44 megabyte (double sided/high density) or CD
- Formatted with DOS or WINDOWS
- The information is contained in a single file, which may be
compressed with the PKZIP shareware utility if necessary.
- 110 Characters per record (fixed length)
- Records terminated by a carriage return and line feed.
Diskettes received by the county will not be returned.
Description of processes
Process# Date Description
- August 1 (approximate) On request Utah County will submit to lending
institutions a diskette of all taxable properties in the county.
- September 15 (approx) Lending institutions will submit to Utah County
a tax bill request diskette containing full lending institution information
and property serial numbers for all properties upon which payments are
anticipated. Utah County will process the diskette and return to the
lending institution a listing of errors encountered, if any, for correction.
- October 1 (approx) On request Utah County will submit to lending institutions
a diskette of all taxable properties in the county with tax
amounts due and payable.
- Prior to November 30 Lending institutions will submit to Utah County
a tax payment diskette containing full lending institution information
and tax amounts for each property serial number to be paid. A check,
or checks, must also be submitted to cover the amounts being paid.
- Lists are to be in balance before submission to Utah County. Any
discrepancies are the responsibility of the respective lending institu
tions. Payments received after November 30 will be subject to a 2% or
$10.00 penalty (per property) which ever is greater.
- November 30 (approx) Utah County will post the tax payment diskette
as of the date received. Lending institutions will receive detailed
certified listings as receipt of payment. Institution information included
in the designated field of the property record on the diskette will
be included in this posting report. Any error conditions will be forwarded
to the lending institution for correction.
- February 1 (approx) On request Utah County will submit to lending
institutions a diskette of all properties in the county. Properties
that are delinquent for the prior years taxes will reflect delinquent
amounts on the diskette.
The following record layouts are defined in the COBOL
language format.
All diskettes adhere to the formats below.
Description Applicable
Processes
01 COMPANY-RECORD
05 CR-RECORD-TYPE VALUE "C" PIC X(01). 2, 4
05 CR-COMPANY-ABBV PIC X(08). 2, 4
05 CR-COMPANY-NAME PIC X(30). 2, 4
05 FILLER VALUE SPACES PIC X(62). 2, 4
01 PROPERTY-RECORD
05 PR-RECORD-TYPE VALUE "P" PIC X(01). 1, 2, 3, 4
05 PR-ALPHA-SERIAL-NO PIC X(26). * 1, 3
05 PR-NUMERIC-SERIAL-NO PIC 9(09). 1, 2, 3, 4
05 PR-REFERENCE-NO PIC 9(07). 3, 4
05 PR-GENERAL-TAXES PIC 9(08)V99. 3
05 PR-TAX-ADJUSTMENTS PIC 9(08)V99. 3
05 PR-TAXES-DUE PIC 9(08)V99. ** 3, 4
05 PR-DELINQUENT-INFORMATION.
10 PR-DELINQUENT-FLAG PIC X(01). 3
88 PROPERTY-IS-DELINQUENTVALUE "D". 3
10 FILLER PIC X(27).
05 PR-COMPANY-INFO-R REDEFINES PR-DELINQUENT-INFORMATION.
10 PR-COMPANY-INFORMATION PIC X(28). 4
01 DELINQUENT-RECORD
05 DR-NUMERIC-SERIAL-NO PIC 9(09). 6
05 FILLERVALUE SPACES PIC X(18).
05 DR-DELINQUENT-ARRAY OCCURS 5 TIMES.
10 DR-DELINQUENT-YEAR PIC 9(04). 6
10 DR-DELINQUENT-TYPE PIC X(02). 6
88 DR-NORMAL-DELINQUENTVALUE " ". 6
88 DR-KILLED-LIEN VALUE "KL". 6
10 DR-DELINQUENT-AMOUNT PIC 9(07)V99. 6
10 FILLERVALUE SPACES PIC X(08).
RECORD CONTAINS 110 CHARACTERS
BLOCK CONTAINS 10 RECORDS
TAX PAYMENT DISKETTE (PROCESS 4):
| COLUMN |
TYPE |
START |
| |
|
|
|
|
| DISK-RECORD |
PIC X(101) |
|
| |
|
|
|
|
| COMPANY-RECORD |
|
|
| 05 |
RECORD-TYPE |
PIC X(01) |
1 |
| 05 |
CR-ABBV |
PIC X(08) |
2 |
| 05 |
CR-NAME |
PIC X(30) |
10 |
| |
|
|
|
|
| PROPERTY-RECORD |
|
|
| 05 |
PR-RECORD-TYPE |
PIC X(01) |
1 |
| 05 |
PR-MOD-UT-CTY |
PIC X(26) |
2 |
| 05 |
PR-SERIAL-NUMBER |
PIC 9(09) |
28 |
| 05 |
PR-REFERENCE-NO |
|
37 |
| |
10 |
PR-REFERENCE-NUMBER |
PIC 9(06) |
|
| |
10 |
PR-CHECK-DIGIT |
PIC 9(01) |
|
| 05 |
FILLER |
PIC X(20) |
44 |
| 05 |
PR-PAYMENT-AMOUNT |
PIC 9(08)V99 |
64 |
| 05 |
PR-INST-INFO |
PIC X(28) |
74 |
* The alpha serial number is being phased out at Utah
County and does not exist for all properties. If one exists for a property
it will be included on the diskettes created by Utah County,
but it must be left blank on diskettes submitted by the lending institutions
to Utah County.
** When submitting the tax payment diskette (process
4) the amount being paid for the property serial number is to be entered
in the PR-TAXES-DUE field; or if following the "TAX PAYMENT DISKETTE"layout described above, the amount being paid is to be entered in the PR_PAYMENT_AMOUNT field.
Any field that is not applicable to a process should
be left blank for that process.
For diskettes submitted to the county for processes 2
and 4 the following format should also be followed:
| Record # |
Record type |
| 1 |
Company record |
| 2 |
Property record |
| ... |
Property record |
| n |
Property record |
| n+1 |
Company record |
| n+2 |
Property record |
| ... |
Property record |
| j |
Property record |
| j+1 |
Company record |
| j+2 |
Property record |
| ... |
|
Since a lending or servicing institution may process
tax payments for any number of mortgage companies the format above allows
the property records to be grouped with the company responsible for paying
the taxes for easy reconciliation. Balance information will be given for
each company and for the entire diskette on the posting listing.
The CR-COMPANY-ABBV and CR-COMPANY-NAME fields of the
company record are used to identify each individual company. The CR-COMPANY-ABBV
field should be unique for each company as it is posted with the payment
for reference to the company making the payment.
Diskettes and correspondence should be submitted to:
Attention: Dawnita Bassir
Utah County Treasurer
100 East Center Street
Provo, Utah 84606
For questions about the general tax process please call:
Dawnita Bassir
Utah County Treasurer Lending Institution Representative
(801) 851-8258
For questions about record layouts or data
fields please call:
Sherry Bullock
Utah County Information Systems
(801) 851-8058
Thank you for your assistance in these matters.
|
