welcome to getting started with ncvts - farragut to getting started with ncvts ... ncid review •...

WELCOME TO GETTING STARTED WITH NCVTS

Department of Revenue Panelists David Baker David Duty

Robin Rogers Tina Stone

Travis Isaacs

Department of Transportation Panelist William (Pete) Rodda

How to Enter Questions

GoToWebinar Button

Upcoming Webinars • April 3, 2013 –NCVTS Question & Answer

Session • 9:00AM to 11:00AM • This is an opportunity to ask questions about NCVTS

after using the system for two days

• April 4, 2013 – NCVTS Correspondence & Document Management • 10:30AM to 11:30AM • Topics will include VTS Mail Merge, Export

Functionality, Document Management and Alternate Methods of Storage

NCVTS Time Line •County Administrators Set Up Users in NCVTS •County Administrators Make Configuration Changes Including Mass Assignment

March 27 and March 28

•First DMV Upload from STARS to NCVTS March 30

•First day to work first month of vehicle records in NCVTS April 1

•NCVTS Question and Answer Webinar: This is an opportunity to ask questions about NCVTS after the first two days of usage April 3

•NCVTS Correspondence & Document Management Webinar: Topics will include VTS Mail Merge, Export Functionality, Document Management, and Alternate Methods of Storage

April 4

•Second DMV Upload from STARS to NCVTS April 27

•First day to work second month of vehicle records in NCVTS April 29

Accessing NCVTS

Mozilla Firefox Google Chrome

Internet Explorer Version 8 and Above

Accessing NCVTS • Click the following link to access the NCVTS System

https://eservices.vts.nc.gov/NCVTS/

Your NCID Your Password

Accessing NCVTS • Remember to turn off pop-up blockers on your

internet browser

Here is an example of the type of error you may see if your pop-up blocker is on In this example, a user was trying to validate an address in the Default Address Queue.

Turning-Off the Pop-Up Blocker • Step 1: Select the Options Widget from the top right-hand

corner of your browser

Turning-Off the Pop-Up Blocker • Step 2: Select Internet Options from the dropdown menu

Turning-Off the Pop-Up Blocker • Step 3: Select the Privacy Tab

Turning-Off the Pop-Up Blocker • Step 4:Uncheck the “Turn on Pop-up Blocker” checkbox • Step 5: Click “Apply”

Objectives • I can get NCIDs for my staff

• I can use the User Management function of NCVTS to search users, search roles, add users, and add roles

• I can assign rights to roles and create new roles with specific NCVTS access rights

• I can use the Mass Assignment function of NCVTS to assign work to my staff in a quick, automated fashion

• I can correct my data by editing the following: • Short Descriptions • Default Situs • Configurations • Exemption Codes • Tax Rates

Agenda • NCID Review • User Management Overview

• Search Users • Search Roles • Add Users • Add Roles

• Mass Assignment Overview • Editing Your Data

• Short Descriptions • Default Situs • Exemption Codes • Tax Rates • Configurations • Situs Batch and Situs Upload

• Additional Resources

NCID REVIEW NCID Support Flow and How to Setup NCIDS

NCID Review • Each county should have an NCID administrator and we recommend that

counties have more than one NCID administrator • You can utilize the following resources

• NCID Training and Documentation • NCID Administration Guide

• Below is the support flow for NCID related issues

1. NCID Administrator

2. ITS Service Help Desk • 919-754-6000 • Toll Free at 1-800-722-3946 • its.incidents@its.nc.gov • May have a 24 to 48 hour turn

around time

3. DOR

NCID Review 1. Determine if your county has an NCID Tax Administration group (division) by accessing the following site: https://www.ncid.its.state.nc.us/NCID_County_gov_map.asp

NCID Review 2. If your county already has an NCID Tax Administration division setup, please proceed to instructions for your county tax office personnel to register for their NCIDs on Slide 23.

NCID Review 3. If your county does not have an NCID Tax Administration division, you can establish one by taking one of the following actions:

a. If you have an NCID County Administrator (see link above), contact that person and request that he setup a Tax Administration division for your county. The County Administrator will submit a request to ITS to establish the division. Once the division is setup, please proceed to instructions for individual NCID setup on Slide 23.

b. If you do not have an NCID County Administrator, select the

following URL to setup a Tax Administration division for your county on the NCID Registration page: https://ncid.nc.gov/

NCID Review

4. Select the Register link in the blue highlighted section of the NCID Login page

NCID Review

5. Select “Local Government Account” from the drop-down and select the Submit button.

NCID Review

6. Select “County” for Organization Types. Select your county for Organizations. Then select “Request Entity” to request a Tax Administration division for your county.

NCID Review

7. For Requested Organization, enter your county (i.e., Pitt County). For Requested Division, enter “Tax Administration”. Enter your name, email, and telephone number. Enter the confirmation words and then select the “Request Entity” button.

Individuals—Register for Your NCID 1. Once your County NCID Tax Administration Division is setup, contact your

County NCID Tax Administrator to setup your NCID. Use the following link to find your County NCID Tax Administrator:

https://www.ncid.its.state.nc.us/NCID_County_gov_map.asp

2. You should receive an NCID and temporary password, with instructions to

change your password and answer security questions in case you need to access your NCID account / change your password again in the future.

3. NOTE: The NCID password expires every 90 days, so you will need to

change your password every 90 days.

NCID Review County NCID Tax Division Administrator (see Slide 23) ITS Service Desk Phone: 919-754-6000 or Toll Free at 1-800-722-3946 Contact us by phone for higher priority requests. Service Desk phone numbers do not go to voicemail. ITS Service Desk Email: its.incidents@its.nc.gov Contact us by email for noncritical issues. All incidents received by email are automatically assigned a lower priority for resolution. Tina Stone, DOR: tina.stone@dornc.com

NCID Recap

• I can get NCIDs for my staff

USER MANAGEMENT OVERVIEW Search Users, Search Roles, Add Users, and Add Roles

User Management Overview

User Management Overview

User Management Overview

You can use the “Search User” option to verify users in the system and to see which roles are assigned to them.

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Overview

User Management Recap • I can use the User Management function of

NCVTS to search users, search roles, add users, and add roles

• I can assign rights to roles and create new roles with specific NCVTS access rights

MASS ASSIGNMENT OVERVIEW Assign work to users in a quick, automated fashion

Mass Assignment Overview • The purpose of Mass Assignment is to assign work to users in a quick,

automated fashion.

• If you do not use Mass Assignment to assign work, you will have to manually assign vehicle abstracts to users, so that they can process them.

• Mass Assignment changes need to made before the DMV Upload occurs each month to apply to vehicle abstracts for that month. If you make changes after the DMV Upload, these changes will not go into effect until the following month.

• Ex: For Mass Assignment rules to apply for vehicle record abstracts on April 1, 2013 you will need to make these changes prior to March 30, 2013.

• If you make changes after March 30, 2013, these will not take effect until April 29, 2013

Mass Assignment Overview

Mass Assignment Overview

Mass Assignment Overview

Mass Assignment Overview

Mass Assignment Overview

Mass Assignment Overview

Mass Assignment Overview

Mass Assignment Recap • I can use the Mass Assignment function of

NCVTS to assign work to my staff in a quick, automated fashion

DATA CORRECTION Short Descriptions for Tax Jurisdictions, Default Situs Addresses, Exemption Codes, Tax Rates, and Configurations

Short Descriptions for Tax Jurisdictions

• Significance • City short descriptions are being matched to tax

jurisdictions and must be correct to prevent Situs matching issues.

• Counties will get access to NCVTS March 27th to correct these descriptions. City descriptions must be corrected before the first DMV Upload on March 30th. All other descriptions can be corrected prior to April 26th when billing takes place for the first time.

Short Descriptions for Tax Jurisdictions

• Problem • County users view the short descriptions for their tax jurisdictions and

find that the description names are incorrect or not how they would like for them to be represented.

Short Descriptions for Tax Jurisdictions • Editing Short Descriptions 1. Log in to NCVTS as County Admin 2. Click the Vehicle Tax hyperlink 3. Mouse over Admin menu in Main Menu 4. Click Lookup Management 5. Under Lookup Management, select “Jurisdiction” from the Lookup Type drop

down menu and select “2012” from the Year For drop down menu 6. Click Refresh 7. Modify respective columns as needed 8. Click Submit button

Default Situs Address

• Significance • Default Address should consist of the highest possible tax

district combination in a particular county. The Default Address will not be printed on the invitation to renew, only the Tax Districts. If the Default Address is incorrect or if proper Tax Districts are not assigned they can be corrected in the application

• Counties will get access to NCVTS March 27th to correct any issues with their Default Address. Default Situs Address must be corrected before the first DMV Upload on March 30th

Default Situs Address

• Editing Default Address: 1. Log in to NCVTS 2. Click the Search hyperlink in the upper right corner of the application 3. Click the Situs Address tab 4. Select “Default” from the Record Type drop down menu 5. Click Search button

Search Result data grid is displayed 1. Click the St # hyperlink to open/edit the Default Situs 2. Update the address accordingly and click Submit button.

Please Note: If user needs to update Tax Districts follow the process specified on the following slide

Default Situs Address

• Editing Default Tax Jurisdictions: To edit the Tax Districts assigned to a Default Address User will need to retire current Default Address and create a new one.

Retire Existing Situs

1. Log in to NCVTS 2. Click the Search hyperlink in the upper right corner of the application 3. Click the Situs Address tab 4. Select “Default” from the Record Type drop down menu 5. Click Search button

Search Result data grid is displayed 6. Click the St # hyperlink to open/edit the Default Situs 7. Update the Effective End Date to a date in the Past 8. Input a County Address ID (if one does not already exist) 9. Click Submit button

Default Situs Address

• Editing Default Tax Jurisdictions: To edit the Tax Districts assigned to a Default Address User will need to retire current Default Address and create a new one.

Add New Situs Address

1. Mouse over Admin in Main Menu and click Add Situs Address 2. Fill out required fields 3. Select “Default” from the Record Type dropdown 4. Input Effective Start Date of today 5. Input a County Address ID (Could use 0 if not already in use) 6. Select proper Tax Districts 7. Click Submit button

Configuration Changes

Configuration Changes

Configuration Changes

Configuration Changes

Configuration Changes • To find the 2-unit code for each body style code, select the Body

Style Codes Hyperlink. This will open a table (see below) that displays 2-unit codes for each body style. To enter in relevant body styles to exclude from vehicle fees type the 2-unit code for each type and separate by commas. Do not include any spaces.

Configuration Changes

Important Information • You will have until the last Saturday in April (April 27,

2013) to complete your Exemption Code and Tax Rates edits

Exemption Codes

Editing Exemption Abstracts:

1. Log in to NCVTS 2. Click the Vehicle Tax hyperlink 3. Under Abstract Search, select status “Not Billable” 4. Clear Tax Year For Dropdown 5. Select Exemption Status, “Property Exempt” 6. Click Search button

Property Exempt abstracts are displayed 7. Click the Abstract # hyperlink to open the abstract detail window 8. Click the Property Info tab 9. Under Exemption, update the Exemption drop down menu to the correct exemption 10. Click the Submit button at top right of the page

Exemption Codes

• Process for Updating Exemption Using VIN Search

1. Log in to NCVTS 2. Click the Vehicle Tax hyperlink 3. Under Abstract Search, select status “Not Billable” 4. Clear Tax Year For Dropdown 5. Input VIN number in VIN number field 6. Click Search button

Abstract detail should open, if abstract exists in the system 7. Click the Property Info tab 8. Under Exemption, update the Exemption drop down menu to the correct exemption 9. Select “Permanent” from Exemption dropdown 10. Select “Pct” from Exempt Dropdown 11. Input “100” (or correct % value) in Exempt Percentage field 12. Click the Submit button at top right of the page.

Tax Rates

• Significance • Accurate tax rates are important for ensuring

authentic tax value. • Tax rates can be corrected prior to April 26th

when billing takes place for the first time.

Tax Rates

• Problem • County has incorrect tax rates, tax rate of zero value, or

missing tax rates. • Possible Reasons

• No tax rate was supplied • Tax rate was not sent in correct percent format • Tax rate was sent incorrectly

Tax Rates

• Editing Tax Rates 1. Log in to NCVTS 2. Click on Vehicle Tax hyperlink 3. Mouse over Admin menu in Main Menu 4. Click Tax Schedule 5. Click Search button (Under Tax District List) 6. Click Edit button beside the tax district that requires correction 7. Modify as needed 8. Click Submit button

Data Correction Recap

• I can correct my data by editing the following: • Short Descriptions • Default Situs • Configurations • Exemption Codes • Tax Rates

Take a Deep Breath & Remember: • You are not alone, we’re here to guide you through this

transition • You have access to a treasure trove of NCVTS know-how

on the Farragut Learning Center • Your Power Users and the DOR Support Team are on call

• Click here to see the NCVTS Support Flow which explains how issues and question are resolved.

• Even if you do not touch an abstract it will still go out

Additional Resources • NCVTS Training Guide

• Online NCVTS County User Guide • Farragut Learning Center • Recording of Webinar

• County Administrator Webinar • Data Validation Webinar • NCID Webinar

• Power Users for your Region • Department of Revenue Contacts

• Tina Stone – tina.stone@dornc.com • David Duty – david.duty@dornc.com • Robin Rogers – robin.rogers@dornc.com • Travis Isaacs – travis.isaacs@dornc.com

Additional Resources Farragut Learning Center • http://www.farragut.com/dev/learning-center.php/localgov

Questions

Thank You