Dealer ACH Controls and Tools Presented by Tarrant County November 15, 2016

Transcription

1 Dealer ACH Controls and Tools Presented by Tarrant County November 15, 2016 Presented By: Amy Goldman Kelly Starks Dorothy Starr Anita El Sakhawy

2 Key items covered in this presentation: Establishing a New Dealer for ACH/Web Dealer General ACH workflow for Tarrant County Expectations from each location and dealers Technology and Record Retention Statistics and needs The ACH Daily Debit Summary Template demonstration video Obtaining the funds from the dealer and general reconciliation Summarizing the data Closing thoughts to consider Questions and Answer session Entry doors Old Courthouse Library

3 Establishing a New Dealer for ACH/Web Dealer Bonding a Dealership for Inventory/Supplies Surety Bond A Surety Bond is submitted by the interested Dealership to the Tax Office The Bond is sent to the District Attorney for Approval After Approval Tarrant County issues a New Dealer Packet Contract Deputation Form Texas Ethics Commission Form 1295 Employee List of Personnel ACH Authorization Letter Completed New Dealer Packet is submitted to the District Attorney s office for approval and signature(s) Contract and Deputation is signed by the Tax Assessor Collector Contract, Ethics Form 1295, and Deputation are sent to County Judges for review and placed on the agenda for Commissioners Court After all forms are approved Assign an RTS Dealer ID Number Enter the new dealer in the banking software Add the new dealer to the Balancing ACH Template

4 How do you figure the amount of the Surety Bond? Why 25? Because 25 Plates in a Box! Average Sales TAX Title Registration Fees 25 Sample: $2, X 50 = $100,000 This dealership could get 2 boxes of 25 plates for a Surety Bond of $100,000 TX Administrative Code CH.217 Minimum of $100,000 for a Bond Dealership would have to commit to a minimum of 2 boxes of plates

5 Sample Documents Full page samples can be found beginning on page 2 of the Sample Documents at the back of the Participation Packet Downtown Fort Worth Tax Office artwork Longhorn Mural hanging in the entrance to the Administration Building Photo by Roger Armstrong

6 The Contract

7 Motor Vehicle Deputation

8 List of Personnel to Process Title Work and Pick Up Supplies

9 Texas Ethics Commission Form 1295

10 ACH Authorization Letter

11 General ACH/Web Dealer Workflow Day 1 De-Centralized Process Day 2 Centralized Process Branch Locations and Downtown Main Processing ACH Scan and Save Downtown Main Cash Office Compiles ACH data from ALL Locations An is sent to the Dealers with the amount of the Debit for Approval Key Control Document Completion of the ACH Daily Debit Summary Template to staff Dealerships reply their approval Upload the debit information to banking software to obtain payment

12 Expectations of the Branch Offices Day 1 Send to Central Office stating if they will be processing ACH Employee Name Workstation Dealers Being Processed Estimated Dollar (if needed) Clerks process title work as usual using ACH option when cashing out of Web Dealer or RTS Manager, Supervisor, or Designee closes the workstation or completes a current status Scan and Save the Payment Report and ACH Coversheet for retrieval by Downtown Main Cash Office that ALL ACH processing is complete by 3:00 PM

13 Expectations of the Downtown Main Branch Downtown Main Office will offer a list of clerks processing ACH Downtown The Downtown Main Cash Office will be watching for s from the branches for status updates Downtown Main Cash Office starts the ACH Daily Debit Summary Template An will go to the Dealers asking for approvals for the work completed confirmation is saved to file Complete the ACH Daily Debit Summary Template Including verification and reconciliation using RTS Countywide Reports to various non-motor vehicle staff (auditors, accounting, management) to notify of payments processed An ACH Upload is created from the ACH Daily Debit Summary Template to upload data directly to the banking software. Print and Finalize reports for file Day 1 Day 2

14 Technology and Record Retention Scanners in place of fax machines Communication via is essential in knowing who is working ACH at each location. In addition, we communicate with the dealers via Keeping records in a digital format Allows for quick access to records Allows for information to be communicated easily from location to branches using attached files to Allows for anyone, including County Auditors or Quality Control to view and review the details of the ACH transactions Sign display Old Courthouse Law Library

15 Tarrant County Scanners The Specs Fujitsu ScanSnap ix500 Cost around $ each Scans documents directly to a PDF, savable file using software included with the Scanner

16 A message from the Tarrant County Tax Assessor Collector, Ron Wright Ron Wright Graphics Video.mp4 Ron Wright, Tarrant County Tax Assessor Collector

17 The Statistics Tarrant County currently has over 90 Active Dealers on ACH Each dealer could have work at any of our 8 locations Tax Assessor Collector is responsible for the funds collected of over 250 million dollars for ACH in 2016 alone, up from 150 million dollars in 2015, as is the need for Bonds, Contracts, Deputation and Ethics Forms TX Transportation Code Sec. 520 Tax Code Sec. 152

18 The completed ACH Daily Debit Summary Template with descriptions General Information: This is a homegrown template created inhouse in excel We have enabled security to keep the formulas secure demonstration Embedded formulas and crosschecks aid in accuracy The Template can be modified and updated as new dealers come on your program Placeholders at the end of the dealer list allow easy addition of new dealers with limited disruption to the formulas

19 ACH Daily Debit Summary Template Demonstration Completed by Judy Lee, Motor Vehicle Accounting Manager Template Demonstration final.mp4 Note: The completed ACH Daily Debit Summary Template can be found in your Presentation Packet Locate the template starting on page 11 of the Sample Documents packet to follow along with the Demonstration Video Downtown Fort Worth Office artwork Hanging in the Tax Assessor Collector s office

20 The completed ACH Daily Debit Summary Template Critical Balancing Note: A Request has been made to DMV to include payment type ACH in RTS for Web Agent Payments until then as we process these payments as ACH they are recorded in RTS as Check

21 Obtaining the funds from the dealers ACH Upload to the bank feature Move/Copy the Upload tab to a new file Save the file as.csv example: Upload CSV Sample Upload Tab Note: Different Banking Software will use different file types. J.P. Morgan uses.csv files Check with your bank for more details regarding uploading files to Banking Templates using Excel Upload into Banking Software

22 Summary Formula Monthly/Annual Statistical Summary Using the ACH Template Through the use of formulas and combination of each day s template, the ACH Template can be summarized for monthly and annual statistics Here we see the totals by location and total Daily Statistics

23 Monthly/Annual Statistical Summary Using the ACH Template - Continued Here we see the monthly totals for each individual dealer with this tool we can see how much each dealership is submitting for payment

24 In summary: The ACH Template created by Tarrant County Compiles data from each location s closeouts from RTS and Web Dealer Direct comparison to RTS Countywide Reports to ensure all ACH has been accounted for from all locations Shows any variances between monies posted to RTS and the Closeout detail from the locations Offers an automated upload feature to banking software using a.csv file format Utilizing the Upload mitigates risk for data entry errors ensuring we are taking the correct amount from dealers Statistics and Quantities for production purposes; monthly and annually through the use of formulas also by dealer Debiting the wrong dealer is very bad

25 Welcome Dorothy Starr Customer Service Award Banner Given to the location with the most positive customer comment cards

26 Things to think about County Options Centralize to process ACH in one location Same Day Balancing with a 2:00 cut off Have the Dealers Remit the funds to your bank account VS. Non-Centralized and processing in several branch offices Next Day Balancing with additional reports available such as the Countywide Report Debit the Dealers for the ACH work completed Other things to consider Office Space Amount of Workstations Technology use of scanners and digital space Inventory Management in the Central and Branch Offices as well as at the Dealerships Full versus Part time employees Volume of Transactions

27 Questions? Employee s TCU display Downtown Main Office

28 Contact Information Anita El Sakhawy, PCC Accounting Director Phone: Dorothy Starr, CTOP Motor Vehicle Director Phone: Amy Goldman, CTOP Accounting Assistant Manager, MV Phone: Kelly Starks, CTOP Motor Vehicle Manager II Phone: Presentation and Sweet Treat Bags Sponsored by: Thank you!