Collection Report Tips Berny Schiff – [email protected] Susana Kent – [email protected] 1 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 2 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. 3 AFI: Take Note • Before you enter your AFI data ensure that the correct Fiscal Year has been selected. 4 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. 5 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) 6 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 7 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. 8 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. 9 Monthly Reporting Tips 10 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. 11 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. 12 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. 13 Questions? Berny Schiff, [email protected] 512-936-7557 Susana Kent, [email protected] 512-763-5488 14 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. 15 CIP Collection Report 16 Court Activity Report Municipal Court 17 Court Activity Report County Court 18 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] 19
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