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Delinquent tax reminder statements are customized to each tax office's preferences. Please check with ACT to determine when your notices are ready to print.

Before printing statements, you must run the Create Delinquent Reminder/Notice Data process or enter account numbers into the Statement Table.  If you want to print the reminders and notices on a local printer, use the instructions below.

To print 33.07 notices for ag rollback and omitted property accounts, you must run the Create Omitted/Ag Rollback 33.07 Notice Data process, then run the process below, including prior years in your parameter settings.

(To create a file of data about these accounts that can be sent to a printer, you must run the Create Delinquent Reminder/Notice Data process, then run the Load Statement Accounts Table from Statement Trigger Table process, then go to Create Data File for Delinquent Statements/Notices.)  

These statements are printed for all delinquent accounts except the following:  half payment, quarter payment, agricultural rollback (except these are printed for 33.08 notices), deferrals that are either active or whose end date is more than 180 days prior to the As Of Date, bankruptcies, bad address, and for some tax offices, accounts with balances under a specified amount or having no address listed.  Data is listed by unit and receipt no.

May 33.07 Notices are sent in order to remind taxpayers that their accounts are delinquent and will begin to accrue attorney fees beginning on July 1.  They are similar in some respects to the delinquent reminder statements sent out in February, however they do have additional information about the attorney fees as well as updated amounts due for the coming months.

33.08 notices can be sent out to delinquent account owners who do not receive a May notice.  These must be accounts having a delinquency date of July 1 or later for the current year.  Attorney fees can be collected beginning August 1 on these accounts.  A print date is put on the coupon part of these notices.

Notices of Tax Lien are sent out to those account to which a tax lien has been attached.  Full payment of the amount owed is needed to remove the lien.

The 33.07 and 33.08 notices will include attorney fees only if these dates have been set in the Tax Collection System.  To set the dates, use the Set 33.07 Dates, Set/Remove 33.08 Dates or Change Due Dates  processes on the batch menu.

Set these client preferences:

CRAWLER1_DELQ , CRAWLER2_DELQ: To place customized phrases on the reminders, enter the desired wording in these client preferences.

SHOW_BARCODE: Enter Y to show barcodes on refund letters, delinquent  summary and detail statements, batch delinquent summary statements, current statements, and delinquent  tax reminder statements. To omit the barcode, set to N. This preference works only for certain tax offices. Contact ACT if you would like this feature.

TEXT_3311_NOTICE1, TEXT_3311_NOTICE2, and  TEXT_3311_NOTICE3: For 33.11 notices, enter the text you want that will be specific to these notices.

CPA: Enter the name of the person whose name you want to appear at the top of the statement (if the COUPON_PAYABLE preference is expired, it will also be in the return address are of the coupon).

CPA_TITLE: Enter the title of the person whose name/title you want to appear at the top and bottom of the statement (if the COUPON_PAYABLE preference is expired, it will also be in the return address are of the coupon).

COUPON_ADDITIONAL_MESSAGE: Insert any text you want to appear on the coupon portion of the statement. You can leave this blank if you want.

COUPON_PAYER:  Name to use as the first line of the return address in the coupon portion of the statement. If the COUPON_PAYABLE preference is expired, the information from the top part of the statement will be put in the coupon and COUPON_PAYER will be ignored.

COUPON_PAYABLE: Name (of the tax office, probably) to use as the second line of the return address in the coupon portion of the statement. If this preference is expired, the information from the top part of the statement will be put in the coupon.

COUPON_ADDRESS:  The street or P.O. Box address you enter here appears as the return address on the coupon.  If the COUPON_PAYABLE preference is expired, the information from the top part of the statement will be put in the coupon and COUPON_ADDRESS will be ignored.

COUPON_CITY_STATE_ZIP:  The city, state, and zip entered here will appear below the COUPON_ADDRESS on the statement's coupon.  If the COUPON_PAYABLE preference is expired, the information from the top part of the statement will be put in the coupon and COUPON_CITY_STATE_ZIP will be ignored.

JUR_ADDRESS1, JUR_ADDRESS2, JUR_ADDRESS3, JUR_ADDRESS4, JUR_PHONE, JUR_PHONE1, JUR_PHONE2: address and phone numbers for the tax office.  These are put at the top of the statements and if the COUPON_PAYABLE preference is expired, they will also be put in the return address area of the coupon.

CREDIT_CARD_INFO: Enter the verbiage wanted to indicate how to remit by electronic payments.

PRINT_CREDIT_CARD_INFO: Set to Y to print the verbiage in CREDIT_CARD_INFO. Set to N to not print this phrase or sentence.

TX_PROP_TAX_CODE_S_1.06: Set to Y to include information about weekend logic (which sets the last eligible payment date). Set to N (defaut) to not do this.

INCLUDE_COUPON_ADDR_CORR_NOTE: Set to Y to include an address correction requested note on the statements. Set to N (defaut) to not do this.

RENDITION_PEN_COMBINE_DEL_STMT: Set to Y to consider the following three preferences for all delinquent statements, tax certificates, and delinquent tax reminders.

RENDITION_PEN_COMBINE_TU: Dummy tax unit for sum of regular rendition penalties.

RENDITION_PEN_ADD_COMBINE_TU: Dummy tax unit for sum of additional rendition penalties.

RENDITION_PEN_FRAUD_COMBINE_TU: Dummy tax unit for sum of fraudulent rendition penalties.

User Entitlements

The following user entitlements must be set for each user who needs access to the Batch Menu and Batch Request screens. They are part of the Run Batch Processes task.  See Tasks, Entitlements, and Jobs for more information. The user entitlement for each batch menu no. mentioned below must be set to Y for each authorized user. Batch menu nos. default to N when they are added.

BATCH_MENU - access to the Batch Menu to generate the reports.

BATCH_REQUEST - access to the Batch Request screen to see the reports.

To print reminders and statements:

1. From the Main Menu, click on Products, then Batch Products.  The ACT Batch Menu will appear.  
2. Click on the Delinquent Tax Reminder/Notices line, batch menu no. 1034. (Harris County for 33.11 notices uses batch menu no. 1050 and for other notices, batch menu no. 1090.)
3. Press Enter.  The parameter screen for this process will appear.
4. In the As Of Date field, enter the date through you would like the notices to be valid   This will be the current date most of the time.  The delinquency date for the accounts selected will be at least 21 days prior to this date.
5. The Statement Type field is used to determine the heading on each statement.  Enter 1 for delinquent statements, 2 for the May 33.07 reminder notice, 3 for 33.08 notices, 4 for a Notices of Tax Lien, 5 for 33.11 notices.  The statements have payment coupons at the bottom. The numbers entered will.
6. In the Batch Sequence field, enter the batch number(s). If you are printing statements in more than one batch (or group), enter the correct batch number (for ex., 1, 2, or 3).  You may need to contact ACT for assistance.  

Note: This is used when large numbers of statements are broken up into smaller batches for printing purposes.  You will need to run the process separately for each batch number.  If you do not need to do this, enter '1' by default.

7. Enter the Request Sequence No.  Enter the request seq. no. given at the bottom of the report generated when running Create Data File for Delinquent Statements/Notice - it is NOT the normal request seq. no. from the batch menu.
8. In the Tax Unit(s) field, enter the tax unit numbers (separated by comma) if you want to limit the data on the reminders.
9. In the Include Prior Year Amount Due field, enter Y to include the prior year delinquent amounts on the 33.07 and 33.08 notices or N to include current year amounts only.  Even if an N is entered, the statement 'records indicate that you have delinquent year(s) due: yyyy-yyyy' appears; the delinquent amount due is added for each of the three months only if Y is entered.  The delinquent amounts include funds for units that have February due dates for prior years (or due dates of June 1 or later for 33.08 notices).
10. In the Sort Order field, enter one of the following numbers: 1 - sort by zip code, then name, 2 - sort by name, then account, 3 - account, 4 - descending by amount, 5 - increasing by amount, 6 - fiduciary no. from the statement requests, 7- postal bar code, 8 - sequence in which they appear in the Statement (trigger) table.

Note: If you have selected accounts by using the Statement Table instead of a batch menu option, the Sort Order will not work without ACT intervention. Amounts are the total amount owed.

11. In the Statement Title Override field, enter any alternate heading you want on your statements. Leave blank to use the default heading.
12. In the Create Notes field, enter Y to insert a note containing the owner's name and address, the amount due the first month of the calendar, and the type of notice created.
13. In the Include O65 Message field, enter Y to include a message about deferral eligibility for over65 and disabled accounts.
14. In the Include All Years field, enter Y to see a statement with all years and units listed.  Enter N to print statements with a listing of tax units for the current year and a sentence giving a total of all prior year amounts due. If set to Y, ACT assumes that when you ran the Create Delinquent Reminder Data process (batch menu no. 1033) to select the 33.08 accounts, you left the Current or Delinquent Years field blank. Enter P to exclude current year, but include all prior years; this assumes that the Statement Type is 3, for 33.08 notices.
15. (batch menu no. 1090 only) In the Print Logo field, leave N to not print the logo and lines at the top of the page (if using pre-printed paper) or enter Y to include the logo and lines.
16. (optional) In the Attorney ID field, enter an attorney unit number (for ex., 8301) to limit the units printed to those associated with that delinquent attorney.
17. In the Print OCR Scan Line field, enter Y to include the OCR line or N to omit it.

Note: For Harris County only, the year in the scan line will be the current year only if Include All Years is set to Y. If it is set to N, the year in the trigger table will be included. For other tax offices, the scan line will always include the current tax year.

18. (optional) In the Lockbox Statement Code field, enter a 3-digit code from the taxunit_suppress table if you want to limit the units to the ones linked to that code.  This is normally used for rollback elections, where statements might be sent for two or more different groups of units.
19. (33.11 notices only, statement type 5) In the Include All Units field, enter Y to put all units on the account on the notices (or all for that attorney ID if one was entered). If set to N, only the units collecting 33.11 penalties (for the specified attorney) will be on the notices.
20. In the Include Bad Addresses field, enter Y to include accounts having a 'BA' in the Address Status field in the Owner Detail screen. Enter N to exclude such accounts.
21. In the Minimum Levy field, enter the minimum levy amount to used when selecting accounts.
22. In the Coupon Address Code field, enter O to put owner addresses on the coupon, F to put mortgage company addresses, or A to put agent addresses.
23. (33.07 notices only) In the Bankruptcy Comment field, enter any comment you want to appear directly below the verbiage about bankruptcies.
24. In Comment Line 1, Comment Line 2, and Comment Line 3, enter any comments you want to appear on the notices if they are not already entered in the  CRAWLER1_DELQ and CRAWLER2_DELQ client preferences. The comments entered in these fields will override the preference settings. They appear in the area on the statements under the list of tax units.
25. In the Include Homestead Agreement Text field, enter Y to include a paragraph about eligibility for residence homestead payment agreements or N to exclude this verbiage.
26. (batch menu no. 1090 only) In the Split Over 65 Statements field, enter Y to create two reports, one for only over 65 accounts (over 65 in the current tax year) and one for all other accounts. Enter N to produce only one report of all accounts. An additional recap report provides a total number of accounts in all files and in each batch.
27. Click Submit Job.
28. Click OK on the "OK to Submit Job" pop-up screen.
29. To see when the process is finished, see Previewing and Printing Reports.  There is no report that can be viewed, but the start and end times will appear on the Batch Request screen.