Collection Report
Tips
Berny Schiff – [email protected]
Susana Kent – [email protected]
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Important Dates
• Annual Financial Information report
 Due 60 days after end of the court’s fiscal year
(Many jurisdictions have their fiscal year October
1 through September 30. The due date for the
AFI for these jurisdictions is November 30.)
• Collections Monthly report
 Due the 20th day after the current month ends
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Annual Financial Information Report
(AFI)
• Administrative expenses whether paid from the court’s
or county’s budget.
• Expense include staff who spend more than 5% of
their time on the CIP
- i.e. taking applications, phone calls, sending notices, etc.
• Assistance from Budget, Auditor’s or Treasurer’s Office
• AFI Report Exemption – For programs with extremely
limited and insignificant costs i.e. CSCDs.
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AFI: Take Note
• Before you enter your AFI data ensure that the
correct Fiscal Year has been selected.
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AFI - Help!
Step by step procedures
Detailed steps on how to complete the AFI.
Help with FTE Calculations
Spreadsheet where you enter your court’s information
and the spreadsheet automatically populates the AFI data
to be entered online.
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AFI Details: CIP Expenses
Help with FTE Calculations
The spreadsheet will calculate the following information for
your court once the required information is entered in :
• Headcount: Actual number of employees in your court
• Full-Time Equivalent (FTE) positions: a percentage of each
employees’ time spent on the CIP
• FTE Salaries: a percentage of each annual base salary summed
for all employees
• Fringe Rate: Includes health insurance, retirement, sick leave,
vacation, etc. – Get this from your Auditor or Budget Manager
• Direct Operating Expenses: This is not calculated in the
spreadsheet (Exclude shared expenses difficult to separate)
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Annual Expense & Revenue Report
• Use report to compare historical
data and locate any anomalies
• Lists all submitted AFI reports by
fiscal year along with monthly
report figures summed by fiscal year
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Monthly Collection Report
This is only for criminal cases assessed or collected
during the month being reported. This figure
excludes cases in which the primary assessment is
one of the following:
• Revocations,
• Parking,
• Administrative fee for dismissing the case,
• Teen Court fee,
• Juvenile Court fee,
• Expungement fee, or
• Civil court case fees.
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Monthly Reporting Tips
• The Dollar Amount for 0-30 days in the aging
schedule should be less than or equal to Dollar
Amount Assessed.
• Negative numbers should not appear in any fields
other than the “adjustment” fields.
• Dollar Amount Collected must equal the total of the
Aging Schedule Total Dollars Collected.
• 120 - Day Collection Rate cannot be over 100%. If it is
then there is an error in Dollar Amount Assessed.
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Monthly Reporting Tips
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Monthly Reporting Tips
• Dollar Amount Collected generally should be less
than Dollar Amount Assessed.
 Exception: warrant round-up
• Use the two previous month to compare historical
data.
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Monthly Collection Report
• Located at the bottom of the monthly report.
• Enter unusual events that affect the data.
Such as:
– Court closed for several days
– Purged records
– Employee turnover
– Etc.
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Reporting Issues
• Software conversion issues
• Turnover
• Natural Disasters (i.e. hurricane, fire, etc.)
Please contact your Regional Collection
Specialist and let them know your situation
immediately.
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Questions?
Berny Schiff, [email protected]
512-936-7557
Susana Kent, [email protected]
512-763-5488
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Monthly Reports Collected by OCA
Collections vs. Court Activity
• CIP Collection Report
– Only specific to criminal cases with guilty plea
– Documents payment amount and when they are
received
• Judicial Council Court Activity Report
– All cases seen by the judge in that court
– Number of cases under a type of plea: i.e. guilty, not
guilty, trial by judge, trial by jury
– Number of cases by type of offense: i.e. parking,
misdemeanor, criminal cases, juvenile etc.
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CIP Collection Report
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Court Activity Report
Municipal Court
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Court Activity Report
County Court
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Questions Judicial Council Court Activity Report
• District and County Court Reports: Sandy
Mabbett, (512) 463-1640
• JP and Municipal Court Reports: Kimberly
Rhodes, (512) 463-4046
• Or send email to
[email protected]
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