Setting Up Fee Schedules

Define fee schedules to associate with the application types. A fee schedule can be used for multiple application types.

You set up your fee schedules and fee lines or items on the Fee Schedule page. The fee model defined on the fee items is associated with a decision model set up in OCI Process Automation.

Before you can set up your fee schedules, you must do the following:

• Set up the fee items on the Fee Item page.

  You must define the items that require a fee to be displayed in the prompt list for the Default Fee Item and Refund Fee Item fields.

  See Setting Up Fee Items.

• Set up decision models in OCI Process Automation.

  For more information, see Creating Decision Models for Fees in this guide and the documentation for Oracle Integration Cloud.

Caution:

Presently in Community Development Code Enforcement, the fee module supports the configuration of only one fee item for each fee decision model.

Adding Fee Schedules

1. Select the Setup and Maintenance tile on the Agency Springboard to access the Functional Setup Manager.

2. From the Setup drop-down list, select your offering.
3. From the Functional Areas list in the left panel, select Fees and Payments.
4. The right panel shows the required tasks for the selected functional area. Select All Tasks from the Show drop-down list and then select Manage Fee Schedules from the tasks list.
5. On the Fee Schedule page, click + Add to add a new fee schedule.
6. On the New Fee Schedule page, enter values for the fields under the Fee schedule details section.

   Page Element	Description
   Effective Start Date and Effective End Date	Enter the start date when the fee schedule is effective. The default value for the effective end date is open-ended and can't be changed. Caution: After the fee schedule definition is saved, the effective-dated entry becomes read-only. If you need to make any changes, you must add a new effective-dated entry to accommodate the new effective start date. For more information, see "Working with Effective Dates in Fee Schedules" in this topic.
   Fee Schedule	Enter an ID for the fee schedule.
   Description	Enter a description for the fee schedule.
   Default Fee Item	Enter a fee item as the default for this fee schedule. The default fee item is used for the fee schedule if there is no matching fee item in the decision model.
   Refund Fee Item	Enter a refund fee item as the default for this fee schedule for ad hoc refunds.

7. Required if your agency integrates with Oracle Receivables, enter values in the Receivables fee items section on the fee schedule:

   Page Element	Description
   Adjustment Fee Item	Select a value from the drop-down list to generate a fee item on any invoice with an adjustment, based on this fee schedule. Adjustments can be penalties or late fees.
   Discount Fee Item	Select a value from the drop-down list to generate a discount fee item on any invoice based on this fee schedule.
   Credit Fee Item	Select a value from the drop-down list to generate a credit fee item on any invoice based on this fee schedule.

   Based on payments and adjustments for an invoice, the sync invoice process uses the Receivables fee items to create fees in Oracle Permitting and Licensing. For more information about setting up Receivables fee items, see Oracle Receivables Integration Overview.

8. Click Save.

Working with Effective Dates in Fee Schedules

You can have multiple effective dates for a fee schedule, with the option to copy fee items when you create a new effective-dated entry for the fee schedule definition. Fee schedules with multiple effective-dated entries appear only once in the list on the Fee Schedule page, showing the current effective-dated row.

To switch to viewing other effective-dated entries, click the Date Range drop-down list and select the effective-dated row you want to view.

Caution:

After the fee schedule definition is saved, the effective-dated entry becomes read-only. If you need to make any changes, you must add a new effective-dated entry to reflect the updated effective dates.

Here’s how to add an effective-dated entry to a fee schedule definition:

1. Select a fee schedule on the Fee Schedule list page.

2. On the Fee Schedule Details page, click the Add New Effective Date button.

3. Enter the effective start date.

4. In the Fee items section, add fee items or click Copy Previous Effective Date to copy the fee item rows from the previous effective-dated entry.

Here are considerations for deleting effective-dated entries:

• Click the Delete button on the Fee Schedule Details page to delete the effective-dated entry displayed on the page.

• You can't delete an effective-dated entry if it's the only effective-dated row.

• You can only delete an effective-dated entry where the Effective Start Date is a future date.

• You can't delete effective-dated entries where the start date is the current date or a past date.

Only agency staff with the system administrator role for managing effective date operations can click Delete to remove an entire fee schedule, along with all of its effective-dated entries. Staff with this role can also delete individual fee schedule entries that have a future effective date and update the data within any effective-dated entry - whether the entry is in the past, present, or future - except for the effective start and end dates.

Caution:

If you’re using the form designer mapping source for fee items, you must also map fee items for all effective-dated entries on the fee mapping page for the application type.

Modifying or Deleting Fee Schedules

You can modify fee schedules on the Fee Schedule Details page. Fee schedules are associated with application types such as permits, planning applications, and licenses. You must have permission to delete fee schedules.

Caution:

Be aware of all associated application types before you delete or modify fee schedules or fee items.

1. Select the Setup and Maintenance tile on the Agency Springboard to access the Functional Setup Manager.

2. From the Setup drop-down list, select your offering.
3. From the Functional Areas list in the left panel, select Fees and Payments.
4. The right panel shows the required tasks for the selected functional area. Select All Tasks from the Show drop-down list and then select Manage Fee Schedules from the tasks list.

5. On the Fee Schedule page, select the row for the fee schedule that you want to modify.

6. On the Fee Schedule Details page you can:

   • Modify the fee schedule description. You can't change the fee schedule ID or the effective start or end dates.

   • Enter a new default fee item.

     This default fee item is used for the fee schedule if there is no matching fee defined in the fee decision model.

   • Enter a new refund fee item.

   • Enter new Receivables adjustment fee items, if your agency integrates with Oracle Receivables.

   • After a definition is saved, the start and end date fields become read-only.

   Note:

   When adding a new fee item to the fee schedule, you must verify the fee mapping for all affected application types.

7. If you made any changes, click Save.

8. If you made have permission to delete the fee schedule, click the Delete button. You can't restore deleted fee schedules.

   Only agency staff with the system administrator role for managing effective date operations can click Delete to remove an entire fee schedule, along with all of its effective-dated entries.

   Caution:

   When you delete a fee schedule, all associated fee items are also deleted.

Modifying Fee Items on the Fee Schedule

To modify a fee item on the fee schedule definition:

1. Select the fee schedule associated with the fee item to open the Fee Schedule Details page.

2. In the Fee Items section, select the fee item to open the Fee item details drawer.

3. Select different decision model mapping values for the fee from the drop-down lists.

   • For fees assessed during the application process, select Form Designer.

   • If you’re working with additional fees, such as citation fees, click the Map Fee Attribute link and update the fee map definition.

4. Click the Pay Now switch to turn it on or off.

5. If you made any changes, click Save.

Note:

You must re-migrate the application type using Import Management from Functional Setup Manager (FSM) if you change the values for any of the fields – Model Name, Version, Service Name, Map Fee Item, Map Fee Amount, and Mapping Source.

Deleting Fee Items from the Fee Schedule

Caution:

Be aware of all associated application types before you delete or modify fee schedules or fee items. When you delete a fee item, the decision model mappings are deleted from all associated record types.

To delete a fee item from the fee schedule definition:

1. Select the fee schedule associated with the fee item to open the Fee Schedule Details page.

2. In the Fee Items section, select the fee item to open the Fee item details drawer.

3. To delete the fee item, click Delete.

Adding Fee Items Based on Form Designer Attributes

You set up fee lines or items for a fee schedule on the Fee Item Details page. The system automatically calculates the fees associated with an application type when users submit their applications. For example, when you apply for a fence permit, the permit fees are generated at the time of the application.

When you add application fee items to the fee schedule, you set up the fee model to use the attribute mapping on the intake form designer. In addition, every time you add new effective-dated fee items with a form designer source, you must go to the form designer to map the fee items. For more information about fee mapping when the source is the intake form designer, see Mapping Form Fields to Decision Model Attributes.

Caution:

If you’re using the form designer mapping source for fee items, you must also map fee items for all effective-dated entries on the fee mapping page for the application type.

Let’s look at how to add fee items based on the form designer mapping source:

1. Select a fee schedule on the Fee Schedule list page.

2. On the Fee Schedule Details page, click + Add in the Fee items section.

3. On the Fee Schedule Details page, select a few item Fee items section.

4. Enter values on the New fee item drawer:

   Page Element	Description
   Model Name	Enter the name of the fee decision model.
   Version	Enter the version number of the fee decision model you want to activate.
   Service Name	Enter a service name to integrate the fee decision model with the fee schedule.
   Map Fee Item	Associate the fee with the fee item data object in the fee decision model.
   Map Fee Amount	Associate the fee amount with the data object in the fee decision model.
   Applies to Type	Select the application type that this fee item applies to: Origination - Original applications. This is the default value. Amendment - Applications for amendments to business licenses. Renewal - Business license renewal applications. Renewal Estimate - Business license renewal estimate.
   Pay Now	Move the switch to activate the pay now option if you want the fees to be payable upon submission of the application.

5. Use the following field when you map this fee schedule to the application form to perform the fee calculation as configured in the fee decision model in Oracle Integration Cloud.

   Page Element	Description
   Mapping Source	Select Form designer. When Form designer is selected, the fee decision model attributes are mapped from the intake form designer. The attribute mapping is required to calculate fees.

6. Click Save.

   The fee item appears as a new row in the Fee Items grid and is automatically assigned the next fee item number.

Note:

When adding a new fee item to the fee schedule, you must also verify the fee mapping for all affected application types.

Adding Fee Items with Other Mapping Sources

You set up fee lines or items for fees assessed after the transaction is created on the Fee Item Details page. For example, you create a case then issue and assess fees for a citation. In this scenario, you set up the fee model to use predefined groups of attributes that don’t come from the intake form designer. You use the fee mapping at the fee item level to calculate fees.

Note:

When adding a new fee item to the fee schedule, you must verify the fee mapping for all affected application types. The fee lines from these other mapping sources must be included in the same fee schedule that’s associated with the application type.

1. Select a fee schedule on the Fee Schedule list page.

2. On the Fee Schedule Details page, click + Add in the Fee items section.

3. Enter values on the Fee item details drawer:

   Page Element	Description
   Model Name	Enter the name of the fee decision model.
   Version	Enter the version number of the fee decision model you want to activate.
   Service Name	Enter a service name to integrate the fee decision model with the fee schedule.
   Map Fee Item	Associate the fee with the fee item data object in the fee decision model.
   Map Fee Amount	Associate the fee amount with the data object in the fee decision model.
   Applies to type	Select the application type that this fee item applies to: Origination - Original applications. This is the default value. Amendment - Applications for amendments to business licenses. Renewal - Business license renewal applications. Renewal Estimate - Used to calculate the estimated renewal fees and penalties for expiring business licenses. See the section, "Estimating Fees for Renewal and Penalties," in this topic.
   Pay Now	Turn on the switch to activate the pay now option if you want the fees to be payable upon submission of the application or when the citation is issued.

4. Use the Mapping Source field to define fee items for fees assessed after an application was submitted. The fee is not associated with intake form attributes in the intake form designer. You map the transaction attributes directly to the fee decision model in OIC.

   Select the name of a source transaction in the Mapping Source field for fee items that will be calculated and displayed on the Fees and Payments page in the transaction details.

   Mapping Source	Description
   Appeal for Planning Application	Based on the appeal request after a public hearing decision for a planning application. For more information about public hearing appeals, see Working with Public Hearings.
   District based	Based on the property’s district in the application. The date of application submission determines which effective-dated fee schedule to use. The agency must associate districts to a parcel to use the district-based source. For more information about setting up the property’s district, see Assigning Districts to Parcels. In addition, this source uses a hybrid fee mapping, which means that you can map attributes to the fee model from a combination of the fee schedule and the form designer. The input attribute from the fee model in OIC must be a List type.
   Code Enforcement Case Fees	Based on the case fees, including citation, violation, and ad hoc fees, within Code Enforcement. The current date is used for the fee schedule. For more information, see Working with Code Enforcement Fees and Payments.
   Code Enforcement Overdue Fees	Based on the calculation of late fees for cases within Code Enforcement. For more information, see Working with Code Enforcement Fees and Payments and Setting Up Calculate Overdue Case Fee Actions.
   Code Enforcement Violation Fees	Based on the calculation of recurring fines for code violations within Code Enforcement. For more information, see Working with Code Violations and Working with Code Enforcement Fees and Payments.
   Time Recording for Planning Application Time Recording for Plan Review Time Recording for Inspection	Based on the recorded time entered for work on a planning application, plan review, or inspection, respectively. The current date is used for the fee schedule. For more information about time recording and billing, see Time Recording Overview.
   Time Recording for Code Enforcement Case Time Recording for Code Enforcement Inspection	Based on the recorded time entered for a code enforcement case or inspection. The current date is used for the fee schedule. For more information about time recording and billing, see Time Recording Overview.

   Note:

   For a mapping source set to Code Enforcement Violation Fees or Code Enforcement Overdue Fees, there is an additional field to set: Map Fee Reference. Select the reference value for that additional fee. In your decision model, you will need to incorporate the reference ID within your calculations, and include an attribute for both the input and output definitions. For more information, see Creating Decision Models for Fees.

5. Click the Map Fee Attributes link to complete the fee mapping to the fee decision model. The fee decision model attributes appear on the Map Fee Attributes page.

   Note:

   Attribute mapping to the decision model is required to calculate fees. When you add a new effective date, you must verify that the mapping for each fee item line is still valid.

6. Enter values on the Map fee attributes drawer for each fee item line:

   Page Element	Description
   Effective Start Date	Enter the first day when the fee map definition is valid.
   Effective End Date	Enter the date, if any, when the fee map definition will no longer be valid. To keep the definition valid indefinitely, do not enter a date.
   Model Attribute	Displays the model attributes that are determined by the fee decision model inputs.
   Attribute Type	Displays the data type of the model attribute, such as string, number, boolean, and so on.
   Transaction Attribute	Click the drop-down list to map the decision model attribute to a transaction attribute, which is determined by the selected Mapping Source.

7. Click Save.

   The fee item appears as a new row in the Fee Items grid and is automatically assigned the next fee item number.

Estimating Fees for Renewal and Penalties

Agencies can configure the Renewal Estimate option, which allows them to calculate the estimated renewal fees and penalties for expiring business licenses. The estimated fees and penalties are calculated during the about to expire and expiration phase, respectively.

Note:

The Recalculate Fees button on the Fees and Payments page does not help in calculating the estimated fees.

The penalty fees are estimated based on the configured formula against the outstanding time. When an agency or applicant submits the renewal application, actual renewal fees and penalties will be calculated using the Renewal option.

Here’s how you can estimate fees for renewal:

1. Go to the Fee Schedule list page and select or add a new schedule.

2. On the Fee Schedule Details page, select any row or add a new row under the Fee items section to display the Fee item details drawer.

3. On the Fee item details drawer, select the fee model and enable the Renewal Estimate checkbox and click Save.

4. Run the Generate Fees process for Business Licenses.

5. On the Agency Springboard, click the Business License Transactions icon and select your business license application.
6. Click the Fees and Payments tab on the Business License page. The Estimated Fees is displayed on the right-hand pane.

Agencies can also send communications to businesses about the estimated renewal fees by following these steps:

1. From the Agency Springboard, navigate to the Business Expiration Group page.

2. Under the Expiration Rules section, click the View link against the Communication column.

3. Use the About to Expire or Expired checkboxes to send communications Once, Monthly, Yearly, Weekly, and Daily basis.

Using Separate DMN Models for Renewable Permits

Agency staff can leverage separate Decision Modeling and Notation (DMN) models for origination and renewals for permits. You can use separate fee models to calculate fees on the origination and renewal applications. Here's how to indicate the fee items for renewals:

1. On the Fee Schedule Details page, select an appropriate fee model to display the Fee items section to display the Fee item details drawer.

2. For Applies to Type, select the Renewal checkbox.

3. Click the Save button.

When a permit renewal is submitted, the system will calculate fees.