Excess Debt Services

Last Revised: July 3, 2012

Excess debt services are the amounts that have collected that exceed the amount estimated by the tax office for any given collection year. This collection year may be a different span of months that the fiscal period or tax year. The amount of excess debt is then subtracted from the estimated payments for the next year in order to lower that year's debt service rate (see the Texas Comptroller's Truth-in-Taxation guidelines for more information).

The Excess Debt Services screen displays interest & sinking and maintenance & operations amounts for both Collections and Adjustments, by year, unit and month. Batch menu no. 48, Excess Debt Report, can be used to populate the data in this screen or to print a report of existing data.

The Certified Totals tab on the Tax Unit Maintenance screen has two fields that should be considered. The Debt Services Amount is the total amount of the debt for the year. To have the amounts for the unit included on the Excess Debt Report, batch menu no. 48, the Publish box must be checked.

The following user entitlements must be set for each user who needs access to the Excess Debt Services screen. They are part of the Manage Debt Collections and Run Batch Processes tasks.

Only users having the Accounting job can view the Excess Debt Services screen. See Tasks, Entitlements, and Jobs for more information.

Entitlements:

EXCESS_DEBT: View and query the Excess Debt Services screen.

EXCESS_DEBT_UPDATE: Make changes on the Excess Debt Services screen.

BATCH_MENU: Access the Batch Menu

BATCH_REQUEST: Access the Batch Request screen

Excess Debt Services screen:

From the Main Menu, select Administration, then Excess Debt Services. The screen will appear. The data on this is populated when batch menu no. 48, Excess Debt Report is run with Y in the Update Current Records field.
All existing information is displayed when you come to this screen. To search for a specific set of data, press F7.
Enter search criteria in any combination of fields in the top, highlighted row.
Press F8 to see your search results.

The Tax Year and Collection Year - These may be different years. The Collection Year is normally taken from the calendar year of either the current year or the year entered in the Override Year field of batch menu no. 48, Excess Debt Report.
Collection Type - either Collections (payments) or Adjustments (all negative transactions, including the negative part of transfers, reversals, and voids).
Expire Date - If you enter Y in the Update Current Records field of batch menu no. 48 and data has been entered previously for the same date range, the Expire Date field is populated for the existing data

To make changes, overwrite the data as needed, then press F10 (Save) to save your changes.

Excess Debt Report:

This report displays data provided in the Excess Debt Services screen. The data on this report should match the data on the TC298, batch menu no. 4. Only closed deposits are considered.

The Total Net amounts on the Excess Debt Report should match the Net amounts on the TC298N report, the Summary of Payments and Reversals report. Since the negative amounts on transfers are included in the 298L, Payment Detail Schedule, may not match the Total amounts on the Excess Debt report. The Total Credit amounts on the Excess Debt report include all negative transactions, including the negative part of transfers, reversals, and voids. These correspond to the amounts in the Collection Type of Adjustment on the Excess Debt Services screen.

The correlation of the data on the Excess Debt report to the data on the Excess Debt Services screen is given below.

	Excess Debt Report	Excess Debt Screen
1	Current Collections	Current Levy I&S + Current Levy M&O
2	Delinquent Collections	Delinquent Levy I&S + Delinquent Levy M&O
3	P&I	Current Penalty I&S + Delinquent Penalty I&S + Current Penalty M&O + Delinquent Penalty M&O
4	Total	Lines 1 + 2 + 3 (above)
5	Current I&S	Current Levy I&S + Current Penalty I&S
6	Delinquent I&S	Delinquent Levy I&S + Delinquent Penalty I&S
7	Current M&O	Current Levy M&O + Current Penalty M&O
8	Delinquent M&O	Delinquent Levy M&O + Delinquent Penalty M&O
9	Total	Line 1 + 2 + 3 + 4 + 5 + 6 + 7 + 8 (above)

To run this report,

From the Main Menu, click on Products, then Batch Products. The ACT Batch Menu will appear.
Click on the Excess Debt Report line, batch menu no. 48.
Press Enter. The parameter screen for this report will appear.
Enter your tax office's Client ID number.
In the Begin Month/Year field, enter the earliest month for which to report data (mm/yyyy format).
In the EndMonth/Year field, enter the latest month for which to report data (mm/yyyy format).
(optional) In the Override Year field, enter a year only if you do not want to report collections for the current tax year, otherwise leave this blank.
In the Update Current Records field, enter Y to recalculate the data for the date range and use that data on the report. If data has been entered previously for the same date range, the Expire Date field is populated for the existing data. Enter N to use the original data entered instead of recalculating it. This is important only if the data has either been changed manually on the Excess Debt Services screen or this report has been run again after additional payments were made in the Tax Collection System.
Click Submit Job.
Click OK on the "OK to Submit Job" message.
To preview and print your report, see Previewing and Printing Reports.