Last Updated 3/14/2023
Please note: this is a suggested list that must be superseded by local Tax Office policy.
If an event is not listed, or no longer performed, please contact hzeh@spindlemedia.com or supportteam@spindlemedia.com with the information.
Annual Tasks................................................................................................................................. 3
Statute of Limitations Strikeoff................................................................................................... 3
Escheat Refunds.......................................................................................................................... 3
August - September – October..................................................................................................... 3
September Deadline to Adopt Current Year Tax Rates.............................................................. 3
***Year End / Certified Load / New Year.................................................................................. 3
SMIGL Year End Close Out and New Year Rollover................................................................ 3
Mortgage Company Requests..................................................................................................... 3
October........................................................................................................................................... 4
Mobile Home Escrow and Escrow Transfers.............................................................................. 4
October Billing............................................................................................................................ 4
Mortgage Company Requests..................................................................................................... 4
November....................................................................................................................................... 4
November 30............................................................................................................................... 4
January........................................................................................................................................... 5
SIT Transfer................................................................................................................................ 5
SIT Deficiency Billings.............................................................................................................. 5
January 31................................................................................................................................... 5
February......................................................................................................................................... 5
Roll Suits Forward...................................................................................................................... 5
2nd Notices Billing....................................................................................................................... 5
33.11 Billing................................................................................................................................ 5
Quaterpayment 2nd Billing..........................................................................................................5
April................................................................................................................................................ 5
Quarterpayment 3rd Billing......................................................................................................... 5
May................................................................................................................................................. 6
33.07 Billing................................................................................................................................ 6
June................................................................................................................................................. 6
Quarterpayment 4th Billing......................................................................................................... 6
Halfpayment Billing.................................................................................................................... 6
Mobile Home Lien File............................................................................................................... 6
Year End for some ISD’s............................................................................................................ 6
SMIGL Year End Close Out and New Year Rollover if in use.................................................. 6
July.................................................................................................................................................. 7
Collection Penalties Accrue from 33.07 Billing......................................................................... 7
Year End for some ISD’s............................................................................................................ 7
SMIGL Year End Close Out and New Year Rollover if in use................................................... 7
August............................................................................................................................................. 7
Year End for some ISD’s............................................................................................................ 7
SMIGL Year End Close Out and New Year Rollover if in use.................................................. 7
Monthly Tasks Done Year Round............................................................................................... 8
Supplement Processing............................................................................................................... 8
Supplemental Billing................................................................................................................... 8
33.08 Billing................................................................................................................................ 8
Create Mortgage Tapes for Vendors........................................................................................... 8
Create Attorney Tapes for Collectors......................................................................................... 8
SMIGL Period Close Outs and Rollovers................................................................................... 8
Annual Tasks
Statute of Limitations Strike Off
This is done one once a year, usually before the October Statements go out. This Strike Off includes Real property accounts, with an unpaid levy receivable, that are older than 20 years old, and Personal property accounts, with an unpaid levy receivable, that are older than 10 years old. (Levy is defined as Levy, Ag Levy, and Ag Interest). It does not include any accounts that have ever had a suit, bankruptcy, or deferral.
https://spindlemedia.freshdesk.com/a/solutions/articles/36000404723
Escheat Refunds
This is done once a year. All unpaid refunds created three or more years prior to the run date, are posted to a batch with a single payee. The check is then sent, by local policy, to the entity they wish (State, County, etc.).
August - September – October
September Deadline to Adopt Current Year Tax Rates
Update TaxClient with new rates prior to setting current year starting balances.
***Year End / Certified Load / New Year
The process where a current tax year is closed out, the certified load is added, and the new year is begun.
Year End Procedures Guide
https://spindlemedia.freshdesk.com/a/solutions/articles/36000398861
SMIGL Year End Close Out
New Year Rollover
https://spindlemedia.freshdesk.com/a/solutions/articles/36000398904
This is done for locations that have just performed year end tasks.
Mortgage Company Requests
Send Requests to Mortgage Companies for account lists, upon receipt, update TaxClient
October
Mobile Home Escrow and Escrow Transfers
This is done after current year receivables are set, but before the October billing is created. Any payments made in the prior year as escrow are posted to the current year so that the billing does not overstate the amounts due. This is one of the steps in the New Year Calculations guide
https://spindlemedia.freshdesk.com/a/solutions/articles/36000398904
Note: If this process is run prior to the October Billing, many accounts will be paid in full and will not receive an October Statement. As a result, no Correspondence record will be on the account for the billing. If the transfer results in a partial payment, the Correspondence record will only reflect the remaining amount due. If local policy set by Auditors requires the October Statement to reflect full amount due prior to any payments, this process may be run after the October Billing is created and Correspondence records set. If this process is not done at this time, please notify Spindlemedia by initialing the option to that effect on the New Year Calculation form.
October Billing
This billing is traditionally done in October after the new current year taxes have been loaded. This billing reflects current tax year only. I old mass billing it usually includes a Fid Billing, Information Billing for those owners in Fid Billing,
Owner Billing for accounts that do not have Fids.
Here is a guide for new Mass Billing
https://spindlemedia.freshdesk.com/a/solutions/articles/36000342576
Mortgage Company Requests
Send Payment Requests to Mortgage Companies. Post these payments as they come in. (These payments may come in all the way up until the end of January.)
November
November 30
This is the last day that half payments may be set up. Halfpayment 1 is delinquent as of December 1. Since the first payment usually accompanies the split, a billing is not usually created.
January
SIT Transfer
Best practice suggestion, this should be done by January 10, or Delinquent Dates on VIT accounts must be updated to allow more time for payment of remaining taxes (date plus 21 days then forward to 1st day of next month).
https://spindlemedia.freshdesk.com/a/solutions/articles/36000416310
SIT Deficiency Billings
Once the final escrow money has been posted to the SIT accounts in the Tax software, the SIT Deficiency Billing is done to create statements for the SIT accounts with levy still due.
January 31
The last day that quarter payment may be set up. Since the payment usually accompanies the account split, a billing is not usually created.
** HB 1597 Any one qualified for a disabled veteran’s exemption will have the right to pay homestead taxes in four installments, the same right that homeowners who are over sixty-five or disabled have now. If a homeowner with the right to pay in installments makes all payments on time, they will not incur any penalties or interest. If they make the first payment after January 31 but before March 1, they will still have the right to pay the remaining taxes in installments. The process is currently under discussion. As of this update, the homeowner will apparently owe penalties and interest on the delinquent first payment.
February
Move Suits Forward
Traditionally done on 2/1, at the time that the Current Tax year goes delinquent, this move will ensure that current Tax Year delinquent accounts will have the current year added to active suits. As of 2/1, they will incur 15% attorney fees for the time period of February 1 through June 30. As of July 1, the collection penalty will continue but will be set at the contract rate.
https://spindlemedia.freshdesk.com/a/solutions/articles/36000419221
2nd Notices Billing
This is done in January or February – notifies taxpayers that if taxes are not paid by 2/1, penalty and interest will begin to accrue - Current year only (don’t filter for quarterpayments).
33.11 Billing
This is done in February – notifies Personal Property owners (some include mobile home) that if they do not pay their taxes by 60 days after the delinquent date (April 2 on non-leap years), collection penalties will begin to accrue.
Current year only
Quarterpayment 2 Billing
This is done around February 1st, this billing informs the taxpayer that nonpayment by the specified delinquent date will result in penalty and interest on the quarter. This usually affects current year only.
April
Quarterpayment 3rd Billing
This is done around April 1st, this billing informs the taxpayer that nonpayment by the specified delinquent date will result in penalty and interest on the quarter. This usually affects current year only.
May
33.07 Billing
This is done in May, this billing provides the required written notice that anyone receiving this billing must pay taxes by 7/1 or collection penalties will begin to accrue. May include quarterpay accounts that have not paid 1st and 2nd payments. Current year only.
June
Quarterpayment 4th Billing
This is done around June 1st to inform the taxpayer that nonpayment by the specified delinquent date will result in penalty and interest on the quarter. This usually affects current year only.
Halfpayment Billing
For those locations that allow these, Half Payment billings are usually done around June 1 (the delq date for the 2nd payment) to inform the taxpayer that nonpayment by the specified delinquent date will result in penalty and interest on the quarter
Mobile Home Lien File
The state submission deadline is June 30
https://spindlemedia.freshdesk.com/a/solutions/articles/36000390689
Year End for some ISD’s
SMIGL Year End Close Out and New Year Rollover if in use.
July
Collection Penalties Accrue from 33.07 Billing
Accounts included in the 33.07 billings will start to accrue Collection Penalties
Year End for some ISD’s
SMIGL Year End Close Out and New Year Rollover if in use.
August
Quarterpayment 4 Billing
Done around August 1 (4th quarter delinquent date) , this billing informs the taxpayer that nonpayment by the specified delinquent date will result in penalty and interest on the quarter. This usually affects current year only.