Tax Collection Software

The vendor is required to provide a comprehensive and fully automated tax collection software for the comptroller and is expected to provide a solution which has the capability to enhance the collection efforts of the comptroller.
- Among the highest priorities of the tax collection software desired, the comptroller seeks a solution that provides for the secure, accurate, and reliable transmission of tax returns and proceeds. 
- The solution shall also have the ability to grow and scale with future needs, as well as provide for integration for both inbound and outbound data feeds.
- A tax collection software that meets a wide range of business needs, but understands that there is not a one-size-fits-all solution that will meet all the needs of a given client.
- Functionality
1. Functional requirements
• Ability for customers to update their account information through workflow for staff approval.
• Ability to create audit assessments with refund and offset in a prior filing period with refund and offset amounts allocated according to fac 12-26.009
• Application of penalties and interest on tax assessed at prior and current tax rates according filing period, accruing on a daily basis.
• Ability to remove waived penalty, interest, fees or to amend tax assessed from an audit and collection event on approval at an agreed user level.
• Ability to upload and create new versions of notices, form letters, correspondence, etc. required
• Audits and collections apply overpayments to future periods and reallocate to previous periods when audit identified overpayment 
• Ability to collect online, in person, and mail in payments. 
• Refund creation and tracking.
• Ability to create notices and billing statements for all components masse or on demand.
• Capabilities web account access and payment processing for all modules.
• Ability to add documents, images and other attachments to account information.
• General ledger (G/L) interface to enterprise accounting system.
• Ability to process dishonored checks. 
• Include but not limited to cancellation of payment, calculation and addition of fees, and flagging of account.
• Ability to export banking data to outside sources.
• Ability to print a screen or menu, on demand, by the user.
• Ability to enter account number and have screen populated with outstanding amounts across years.
• Ability to calculate amounts due based on user defined formulas
• Software must allow for all taxes remitted to settle to comptroller's bank account without incurring any merchant fees, percentage charges, or any other costs
• Ability to process good faith payments, installments, deferred tax, or bankruptcy settlements with capability of full or partial payments. 
• Transaction to include audit trail and reason code capabilities.
• Ability to process returned checks including: payment reversals, automatic calculation and posting of NSF fees
• Ability to suspend a transaction, resume and complete the transaction at a later time or have the system terminate the transaction at a time determined by the user
• Ability to void and reverse payments and have system automatically reverse posting in all subsystems on the same day or at a later date. maintain integrity as it relates to daily balance totals and audit trail.
• Ability to correct or adjust the details of a transaction on the same day or a later date. all fields associated with the payment including account number, payment distribution and tender type may be changed in the correction process. 
• The system processes the change through an automatic void and re-posting process to create a full audit trail.
• Ability to create a new bill immediately after completion of an error correction.
• Ability to create duplicates to include, but not limited to, receipts, correspondence letters, validations, endorsement and imaged copies as needed.
• Online activity reconciliation.    
• Ability of system to generate reports directly to html, excel or pdf formats
• System supports search of information and generation of reports on any unique field or combination of fields.
• System supports role-based privileges for report generation
• Ability to save custom ad hoc reports future use.
• Ability to generate a user defined form, letter etc. from within the software. required
• Ability to produce transaction activity reports for all modules.
• Ability to produce user and permissions report by user and capability.
• Ability to design ad-hoc and on-demand reports and data exports
• Ability to produce delinquent reports that will include any data elements maintained in the database.
• Ability to create reports on comments and notes posted to accounts, by date, user, account, codes.
• Ability to produce daily balancing reports
• Ability to produce comprehensive balance reports
• Ability to produce a reversal/correction/void report to include, but not be limited to, user, reason code and amounts.
• Ability to generate a top taxpayers report, for any given tax year, by tax roll, jurisdiction, mortgage company and ownership.
• Ability to generate correction summary reports by account, correction number, correction reason.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: July 07, 2025