HomeMy WebLinkAboutIR 7383 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 73$3 p.1
: ► �o�faar9 To the Mayor and Members of the City Council
May 23, 1989
rExAy'
Subject: In REFUND PRMSS
The tax refund process, as depicted on the attached flow chart, is a
very time intensive and audit trail oriented operation. The primary
requirements for tax refund are verification and assurance that the
correct individuals or entities are being repaid. This verification
process and the volume of refunds handled necessitate an average
repayment period of four and one-half weeks.
Volume
The Revenue Collection Division handles an average of $00-700 tax
refunds every month with busier tax season payments averaging 850 per
month. The refund requests come from two sources. There are 400-500
received on tape from Tarrant Appraisal District on exemption changes
and value changes along with mail-in requests from individual
taxpayers.
All refunds are handled by one clerk in Revenue Collection whose
primary duty is repayment processing.
Only those refunds exceeding 9500 are taken for Council approval, in
accord with the State Property flax Code (Section 31.12). Of the total
refunds only 3% must be approved by Council .
Turn-around Time
The key factors in processing the refunds are:
a. Application and verification of TAD adjustments by type,
b. Preparation of backup documentation for each adJustment,
c. Verification of repayment to the correct entity/individual,
Double pays and claims for erroneous pays require substantial
research.
d. Preparation and submission for Council approved refunds,
e. Interface to the accounting system for check printing, and
f. Final audit of the checks before mailing.
State law requires that all refunds be processed and remitted within
sixty (60) days of receipt . The current process requires 4.5 weeks and
within that time assures that the refunds are side accurately.
r
touglas Karma
ity Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
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Re:
Dear Taxpayer:
Enclosed you will find a check from the City of Fort Worth and the Fort
Worth Independent School District in the amount of This
represents a refund of an overpayment of your City and/or School
taxes.
Overpayments can be made as a result of:
( } Value Change
( ) Homestead Granted After Taxes Paid
( } Over 65 Exemption Granted After Taxes Paid
{ } Disability Granted After Taxes Paid
( } Taxes Paid On Wrong Account Number
{ ) Taxes Paid Twice On Same Account
{ } Veterans Exemption Granted After Taxes Paid
( } Change in Veterans Exemption Code
( } Overpayment
( ) Other
If you need additional data, or if you have any questions concerning this
refund, please do not hesitate to contact me at 870-6703.
Sincerely,
cqueline Hills
ax Administration
Enclosure