Weekly ACT Suit Reconciliation Interface

ACT User Meeting June 23, 2011

LAWSUIT SELECTION RULES

• By venue, all open suits and all suits closed within last 30 days

• Include all accounts except dismissed/non-suited • Pre-judgment - include petition years only• Post-judgment - include judgment years only• Show years by juris where juris is collected by active

plaintiff• If no petition or judgment years exist, build single

placeholder record with suit and account data only

LAWSUIT LEVEL DATA

ACCOUNT DATA

BANKRUPTCY FLAG

DELINQUENT TAX DATA

SUIT RECON SUIT AND ACCOUNT DATASUIT # ACCOUNT

SUITTYPE

FILING DT

LITSTATUS & DATE

YEAR

JURIS

FILESTATUS

CRT NBR

ACCT STATUS

CRT COST * TM COST * ADL COST * FIRM COST*

J OR NULL

*Cost data added for out-of-state client, but will remain available as optional data.

*

*

*

*

*

*

*

BK FLAG – ‘B1’

JUDGDATE

SUIT RECON TAX SALE DATA*SALE TYPEAND DATE

SALE STATUS

JUDG AMT SALE AMT PURCHASER NAME PURCHASER ADDRESS CITY STATE/ZIP

* Tax sale data currently used by El Paso only. All Suit Recon files include this data if it exists.

HOW TO GET STARTED

• Work with your LGB&S Attorney or Area Manager to start implementation process

• Area manager will make request through Oracle Help Desk• Implementation actions:

– Request secure server folder location – Identify notification e-mail recipients and create new e-mail

address group– Provide DTAX Software Group the venue name, file location, e-

mail info and required start date• Files will be produced every Thursday night after start date

HOW YOU WILL BENEFIT

• No need for manual coding• Less work• Increased data accuracy• Timeliness of updates• Greater accuracy for 33.48 coding

Legal Status Detail

• Litigation

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Legal Status Detail

• Bankruptcy

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Legal Status Detail

• Sheriff Sale (Legal Status is set to Sold)

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Legal Status Detail

• Sheriff Sale Detail

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Legal Status Detail• Liens

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Legal Status Detail• Manually adding a suit

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Legal Status Detail• Manually updating a suit

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Lawsuit Reconciliation

• Why update lawsuit information manually when you can use the advanced lawsuit recon process ?

• We recommend using either the manual process or the advanced lawsuit recon process

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Upload Lawsuit Recon File to the ACT Processing Area

• E-mail notification with file name• Move the lawsuit recon file to ACT's

processing area

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Process Lawsuit Recon File

• Must be run in edit mode first• Generates a lawsuit recon report

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Lawsuit Recon Report

• Process summary

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Lawsuit Recon Report

• New suits to be added– Suit record in lawsuit recon file and suit record

does not exist in ACT

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Lawsuit Recon Report

• Suits to be modified– Suit record exists in lawsuit recon file and ACT, but

legal status or file date is different– For example, status changes from active to

judgment

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Lawsuit Recon Report

• Suits to be dismissed– Suit record exists in lawsuit recon file with a file

status of closed and in an active status in ACT– File includes suits closed within 30 days

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Lawsuit Recon Report

• Suits to be dismissed (not on file)– Suit record no longer in lawsuit recon file, but still

in an active status on ACT

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Summary of the lawsuit reconciliation process

• Legal status is set in ACT according to rules for reading data from lawsuit reconciliation file

• Eliminates double entry of suit information• Maintains a better communication channel

between the tax office and the customer

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33.48 Dates• 15% attorney collection fee of the total amount

of taxes, penalties, and interest•33.48 dates normally set in January• Applies to accounts delinquent as of 02/01/

current year + 1• Collection fee attaches to account on 02/01/

current year + 1 and may also include current year receivables

33.48 Dates

• ACT recommendscode A (active) lawsuits be set with 33.48 date

Setting 33.48 Dates• Selects accounts based on legal status requested • Can be run for accounts needing a 33.48 date or

for accounts that already have a 33.48 date set

Setting 33.48 Dates

33.48 Dates

• 33.48 dates are established by data as it is on a specific date when the process was completed.

• If data changes during the year, the dates must be manually updated to stay in sync with the penalties and collection fees that are appropriate.

For example….

• If you set a legal status to active and ACT runs the 33.48 process that reads that status and sets a collection fee date, then you must also change/remove the date as appropriate.

• Likewise, if your active lawsuit code was not entered on the ACT system when we ran the 33.48 process, you must manually set the 33.48 date when you change the delinquent status.

Questions

• Interested? Contact your LGBS law office and ACT to get set up.

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