Working with Code Enforcement Fees and Payments

Viewing Fees and Making Payments for a Case

The Fee and Payments page from the case details shows the details of the payments due for the case. Separate fee items are listed based on the source and type of the applicable fees. Payable amounts can include fees for case status changes such as for violation, citation, or any other case status changes.

The distribution of fee items and the associated fee for each item are determined by the fee items and schedules set up. For details, see Setting Up Fee Items and Setting Up Issue Subtypes. See also Setting Up Calculate Overdue Case Fee Actions.

You use the Pay button to open the Pay Fees drawer and make the payment.

For paid fee items that are eligible for a refund, authorized agency staff can select the fee items and initiate a refund.

Tip:

You can also make a payment for a case or citation from the Permitting and Licensing home page by selecting the Make Code Enforcement Payments option in the Quick Actions field. Registered public users can make payments for a case or citation using the CE Payments tile on their landing page.

The attributes on the case details – Fees and Payments page are updated once the payment is successful. They are also updated when a refund is initiated, processed, or voided.

To view the fee details for a case and make payment:

Select the Cases tile on the Permitting and Licensing home page to view all the cases in the system.
On the Cases page, click the row for the case you want to access.
Click Fees and Payments in the left panel.

On the Fees and Payments page, view a list of total code enforcement fees, such as Total Fees, Total Payable, Total Payments in Process, Total Paid and Balance Due. You can also view the detailed list of separate fee items in the grid below.

A Pay button is displayed, when you have fee items due for payment. Use the Pay button to pay either all the balance amount which is due or pay only a particular fee item.

The totals displayed on the page take refunds into account. Total Paid is reduced by refund amounts that are in progress or have been refunded. The same refund-aware calculations are reflected in the Fee Summary.

Page Element	Description
Total Fees, Total Payable, Total Payments in Process, Total Paid, Balance Due, and Pay button	The top section on the page displays the consolidated details for all the fee items displayed in the grid below. Use the Pay button to open the Pay Fees drawer and pay the total balance due or pay for selected fee items. Refund amounts are included in the applicable totals. Total Paid is adjusted for refunds that are in progress or have been processed.
Initiate Refund button	Initiates a refund for the selected eligible paid fee items. The button isn't available when the selected fee items aren't eligible for a refund. For example, you can't initiate a refund for a fee that isn't paid or when the full refundable amount has already been requested or refunded.
Calculate Late Fee button	When there are overdue fee items, a late fee is associated with them, which the responsible party must pay. Click to open the Calculate late fees drawer, and calculate late fees for fee items, if any.
Fee Source	Shows the source from which the fee item was generated. For example, case status change, citation, and late fee. Click the fee source link, if available. to access the View Details drawer.
Fee Item	The identifier of the fee. Click the fee item link to access the Fee item details drawer.
Fee Record ID	The unique identifier of the fee record generated for each fee item. The values are generated based on the fee autonumber rule set up on the Code Enforcement Options page. Note: The fee record ID for a late fee will remain the same as the value generated for the fee item it is applied on. See Setting Up Agency-Level Options for Code Enforcement.
Total Amount	The amount due for the fee. Refund transactions are displayed as negative amounts. Note: Fee amounts are calculated based on the fee schedule set up on the Issue Subtype page. For more information, see Setting Up Issue Subtypes.
Late Fees	Displays the late fees applicable for the fee item row, if any.
Status	Shows the status of the fee payment as a badge: Paid Processing payment Due Refund transactions can also indicate that a refund is in progress or has been refunded.
Currency	The currency in which the fees are paid.
Due Date	The date by which the payment must be made.
Assessed Date	The date on which the fee was assessed.
Payment Reference ID	The identifier of the payment.
Refund Amount	Displays the amount being refunded or already refunded for a paid fee item, when applicable. For a fee with a late-fee component, the refund amount for the fee and the late fee is tracked separately.
Refund Reason	Displays the reason for the refund for a refund transaction.

Note:

Grids are rendered in either a condensed or expanded format based on the FSM option selection made by the agency during implementation. On the Fee and Payments page, each agency staff member can now personalize expanded grids to display information in a manner that suits their own requirement. See Personalizing Grid Displays.

Viewing Fee Item Details

Select the Cases tile on the Permitting and Licensing home page to view all the cases in the system.
On the Cases page, click the case row you want to access.
Click Fees and Payments in the left panel.
On the Fees and Payments page, click the fee item link for which you want to view the details.
On the Fee item details drawer, view additional information about the fees, such as fee department, and comments about the fee item. You can edit to make changes to the fields for fee amount, status, department, assessed and due dates, as well as enter comments.

If the fee item has any late fees associated with it, you can see the details in the Late Fee Details section.

Note:

Code technicians can make citation payments on behalf of the responsible party by using the Make Code Enforcement Payments link in the Quick Actions on the Permitting and Licensing home page.

Adding an Ad Hoc Fee Item

Select the Cases tile on the Permitting and Licensing home page to view all the cases in the system.
On the Cases page, click the case row you want to access.
Click Fees and Payments in the left panel.

On the Fees and Payments page, click Add (+ button) to add an ad hoc fee item.

Page Element	Description
Fee Item	Search and select a fee item. If a Fee Item is associated with a department, then the Department field gets automatically populated when you select the fee item.
Amount (USD)	Enter the amount for the ad hoc fee.
Status	Canceled Due Suspended Pending (Default selection) Fee items with a status of Pending are not added in Balance Due in the Fees and Payments page. Paid
Department	The department that calculates the fee amount.
Assessed Date	The date on which the fee was assessed.
Due Date	The date by which the payment must be made.
Comments	Add comments pertaining to this fee item.

Click Save to save the changes.

Paying Code Enforcement Fees

Select the Cases tile on the Permitting and Licensing home page to view all the cases in the system.
On the Cases page, click the case row you want to access.
Click Fees and Payments in the left panel.
Click the Pay button to access the Pay Fees drawer. Select the check boxes of the fee items you want to pay for.

Note:
When overdue fee items are present, the late fees for these are automatically calculated as you click the Pay button and the total amount to be paid is shown.
Click Proceed to Pay.
Depending upon the agency’s payment integration setup, various modes of payment are available, such as Credit Card, Debit Card, or Cash. Choose the payment method and click the Continue button to access the Checkout page.
Review the Checkout page, which shows the different secured payment methods available.

Note:
Only agency staff can process cash and check payments.
Select one of the payment methods for payment processing and click Make Payment.

Depending on the payment service being used, the payment steps differ.

Wait for the payment to be processed. If you navigate away from the payment service or close the browser, the payment may not be recorded.
In the Fees and Payments page, Payment Reference IDs are generated for the paid fee items. Click the link to view a receipt with details, such as receipt number and date, reference number, amount paid, item details, and payment method.

Initiating Code Enforcement Refunds

You can initiate a full or partial refund for eligible paid fee items on the Fees and Payments page. You can initiate refunds for multiple eligible fee items at the same time.

When a paid fee includes a late fee, the fee and its late fee are displayed separately when you initiate the refund. You can refund the fee, the late fee, or both, and specify a different refund amount for each.

To initiate a refund:

On the Cases page, click the row for the case you want to access.
Click Fees and Payments in the left panel.
Select one or more paid fee items that you want to refund.
The Initiate Refund button is available only when the selected fee items are eligible for a refund. For example, you can't initiate a refund for a fee that isn't paid or when the full refundable amount is already in the refund process or has been refunded.
Click Initiate Refund.
The Initiate refund drawer displays each selected fee item. When a selected fee has a late-fee component, the fee and its late fee are displayed separately so that you can specify the refund amount for each component.
Select a refund reason for each fee item.
If the same reason applies to multiple fee items, select the reason and use Apply to All Fees button to apply it to all the fee items in the refund request.
Enter the amount to refund for each applicable fee or late-fee component.
Note:
The refund amount can't exceed the refundable amount and can't be negative. Enter 0 for a component that you don't want to refund. You must specify a refund amount greater than 0 for at least one component.
The Requested Refund and Refund Reason displays the amount of the refund request and its reason for all the individual fee items. The Requested Refund is updated when you change the individual refund amounts.
Enter comments, if applicable.
Click Process Refund.

The system creates refund transactions with negative amounts for the requested refund amounts. The refund request is sent to Refund History for processing.

If selected fee items were originally paid together, their refund lines are grouped under the same refund record in Refund History. Fee items that were paid separately are represented by separate refund records.

After the full refundable amount has been requested, you can't initiate another refund for that amount while the refund is in progress or after it has been refunded. If you initiate a partial refund, you can subsequently initiate a refund for the remaining refundable amount. If a refund request is voided, the corresponding amount becomes eligible for refund again.

For information about processing or voiding refund requests, see Viewing and Processing Code Enforcement Refunds.

Calculating Late Fees

Select the Cases tile on the Permitting and Licensing home page to view all the cases in the system.
On the Cases page, click the row for the case you want to access.
Click Fees and Payments in the left panel.
Click Calculate Late Fee at the top of the grid.
The Calculate late fee drawer lists only the overdue fee items. Select the fee items for which you want to calculate the late fees.
Click Submit to return to the Fees and Payments page. The page now lists the late fee as a separate record with the same Fee Reference ID and its associated fee.