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Real Property Tax · New York State
From State RPS files to money in the bank.
One system imports the State RPS files, produces the tax bills, collects and reports every payment, and puts property search and payment online. Designed with, and proven in, Chautauqua County, New York.
Built on R:BASE® 11 and Oterro® 11 · Maintained and supported by the team that built it
State files
RPS 155D1, 160D1, 160D3 and SDF loaded step by step
IMPORTTax bills
Reviewed, printed front and back, reprinted on demand
BILLCollection
Payments, batches, lockbox, delinquent, foreclosure, bankruptcy
COLLECTOnline portals
Public search and secure online payment
ONLINEReports
State, County, Town, Village and School District requirements
REPORT62Taxing entities in one system
100,000+Parcels managed
1998In production since
4State file types loaded and verified
Part 1
Import the RPS files. Print the tax bills.
A guided, four-step load turns the State's files into verified tax data for each school, village, town and city, and then into printed tax bills.
Load the RPS155D1 file
Builds the parcel, tax and liability tables from the State file in one guided step.
Load the RPS160D1 file
Brings in the 160D1 data, with its own record count and tax amount to check.
Load the RPS160D3 file
Brings in the 160D3 data, verified the same way.
Load the SDF file
Loads the SDF tax bill data, and lets you review the last SDF file you loaded.
Verify before you finalize. Record counts and tax amounts appear for every table as it loads, so the numbers can be checked against the State files before anything is finalized. Interest rates, notice fees and collection dates are set per school.
Tax bills, printed your way
Printing is part of the workflow, not an afterthought.
- Review all tax bill backers, or one at a time
- Load an updated backer when the language changes
- Print tax bills front and back, or front only
- Reprint any single tax bill on request
- Print third-party tax bills and reprint them as needed
- Print current tax bill labels for the entire district
Part 2
Collect every payment. Account for every dollar.
From the first payment at the counter to the returned tax roll, the collection system covers what a tax collector actually does all year.
Process payments any way they arrive
Single payments, batch payments with no penalty, penalty 1 or penalty 2, and lockbox files, all posted to the right bill.
Fix it the right way
Split parcels and correct errors with a clear audit trail, then report on every split and correction.
Disbursements and exports
Enter and review disbursements, print the log, export payment data as XLS or CSV, and create the lockbox payment file.
Delinquent, foreclosure, bankruptcy
Delinquent tax collection with foreclosure and bankruptcy handling built in, not bolted on.
Reports your auditors and finance office will recognize
- Daily tax collection report
- Daily tax collector deposit report
- Monthly tax collection report
- Lock box payments and receipts
- List of un-paid tax properties, including by town
- Un-paid return affidavit
- Tax warrant balancing report
- Returned tax roll
- Lists of split and corrected tax parcels
Online
Taxpayers help themselves, any hour of the day.
Search, review and pay online, with every payment posted to the County's records in real time and a receipt issued automatically.
Public Search Portal
Property owners and the public look up a parcel, its current-year taxes and its payment history.
- Parcel overview and current-year taxes
- Tax payment history
- Links to parcel photo and map
Delinquent Tax Payment Portal
Pay delinquent taxes online through a secure redirect to the payment processor.
- Credit or debit card, personal check, corporate check
- Several parcels in one bulk payment
- Works with your own merchant processor
- Real-time posting, acknowledgements and receipts
School Current Tax Portal
Online current tax collection for school districts, now in beta testing, with the other entities to follow.
- Built on the same secure payment flow
- Posts to the school's collection records
1 · SEARCHFind the parcelBy owner, parcel ID or bill number
2 · REVIEWSee what is owedFull liability, payment type and amount
3 · PAYSecure processorCard or check on the processor's own page
4 · RECEIPTRecords updateLiability status updated, receipt provided
Every taxing entity
One system for the whole tax roll.
County and Towns, Villages, Cities, Schools and Expanded City Schools each get their own bills, collection and reports, in one system and managed by one team.
29County / Towns
13Villages
1City
18Schools
1Expanded City Schools
Deployment
Run it where you need it.
The same system runs on your own network, in a secure cloud environment, or in AWS GovCloud.
On your infrastructure
Hosted inside your own network, behind your own security perimeter, the way Chautauqua County runs it.
Secure cloud
A managed cloud environment, so your staff use the system without running the servers.
AWS GovCloud
Hosted in AWS GovCloud for organizations that want a government-focused cloud region.
Support included in the picture. Annual maintenance and dedicated support from the developers who built the system, with enhancement work planned together every year.
Track record
Built over decades, with the people who run it.
This system was shaped by the staff of a working County Real Property Tax office, one improvement at a time.
1988
A first system
Our work with Chautauqua County begins, supporting the County's own R:BASE for DOS system.
1998
A custom system
A purpose-built Real Property Tax module for County staff, running on the local network.
Today
Cloud and online
R:BASE 11 and Oterro 11, hosted in the cloud, with online search and delinquent tax payment in production.
Next
Online current tax
School current tax collection online, in beta now, with the other entities to follow.
Chautauqua County, New York runs its real property tax collection on this system: County/Towns, Villages, the City of Dunkirk, Schools and Expanded City Schools, with annual maintenance and enhancement every year.
See it working.
Request an online demo and we will walk you through the load, the tax bills, the collection screens and the online portals, using your questions as the agenda.