Setting Up Fee Schedules

Define fee schedules to associate with the application types. A fee schedule can be associated with 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 the Oracle Integration Cloud (OIC).

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 OIC.
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

Select Billing Setup > Fee Schedule.
On the Fee Schedule page, click Add to add a new fee schedule.

Enter values on the Fee Schedule Details page:

Page Element	Description
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. This field is for future use.
Effective Start Date	Enter the first day when the fee schedule definition is valid. Note: You can't update the start date after saving the fee schedule details.
Effective End Date	Enter the date, if any, when the definition will no longer be valid. To keep the definition valid indefinitely, do not enter a date. After a definition is saved, the end date becomes read-only. Although you can’t make manual changes, the system can still update the end date to accommodate new effective-dated entries. For example, if the currently effective definition has an open end date, and you create a new definition with a later start date, the original definition’s end date changes to the day before the new definition goes into effect.
Show All Dates	Click this button to access the effective-dated history of the definition. This button is not available during the creation of a new definition. You can copy the fee item rows by clicking the Copy Previous Effective Date button in the Fee Item section.

Click Save.

Modifying Fee Schedules

You can modify fee schedules on the Fee Schedule page. Fee schedules are associated with application types such as permits and planning applications.

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

Select Billing Setup > Fee Schedule.
On the Fee Schedule page, select the row for the fee schedule that you want to modify.
On the Fee Schedule Details page you can:
- Modify the fee schedule description. You cannot change the fee schedule ID or the effective start date.
- 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.
- After a definition is saved, the start and end date fields become read-only.
If you made any changes, click Save.

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

Deleting Fee Schedules

Agency staff can delete fee schedules on the Fee Schedule page only for the effective dated rows that have their effective end date in the future or are open ended. The Delete option is not available for effective dated rows that have the start and end dates earlier than the current date.

Only the agency staff with the job role PSC_MANAGE_EFFECTIVE_DATES_PRIV assigned to them can delete a fee schedule with any effective dated entry. Turn on the Correction Mode switch to enable deletion of the record. The Delete option will appear for the rows on the History Data page as well as on the Fee Schedule detail page.

Also note that only when the Correction Mode is enabled, you can update the effective start date for the fee schedule.

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

Select Billing Setup > Fee Schedule.
On the Fee Schedule page, click the Show All Dates button to open the History Data page.
Turn on the Correction Mode switch, which enables the option to delete fee schedules.
Select the row for the fee schedule that you want to delete and click Delete.
Caution: When you delete a fee schedule, all associated fee items are also deleted.
If you want to delete multiple fee schedules, you can delete them from the Fee Schedule page:
1. Click Edit.
2. Select the check boxes for the fee schedule rows to delete.
3. Click Delete.

Modifying Fee Items on the Fee Schedule

To modify a fee item on the fee schedule definition:

Select the fee schedule associated with the fee item to open the Fee Schedule Details page.
In the Fee Items section, select the fee item to open the Fee Item Details page.
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.
Click the Pay Now switch to turn it on or off.
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

To delete a fee item from the fee schedule definition:

Select the fee schedule associated with the fee item to open the Fee Schedule Details page.
In the Fee Items section, select the fee item to open the Fee Item Details page.
To delete the fee item, click Delete.

Note: When you delete a fee item, the decision model mappings are deleted from all associated record types.
If you want to delete multiple fee items, you can delete them from the Fee Items section on the Fee Schedule Details page:
1. Click Edit.
2. Select the check boxes for the fee item rows to delete.
3. Click Delete.

Working with Effective Dates

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.

Note: Fee schedules with multiple effective-dated entries appear only once in the list on the Fee Schedule page.

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

Select a fee schedule.
Click Show All Dates next to the effective date fields. You’ll see all effective-dated entries associated with the fee schedule in descending order.
On the Fee Schedule Details page, click the Add icon.
Enter the effective start date.
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.

You can delete effective-dated entries using the Delete icon in each row. You can only delete rows that have their effective end date in the future or are open ended. The Delete option is not available for effective dated rows that have the start and end dates earlier than the current date.

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.

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:

Select a fee schedule.
On the Fee Schedule Details page, click Add in the Fee Items section.

Enter values on the Fee Item Details page:

Page Element	Description
Space Name	Enter the space name. The space is where the fee decision model is stored. You share decision models created in OIC at the space-level.
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.
Pay Now	Move the switch to activate the pay now option if you want the fees to be payable upon submission of the application.

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.

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.

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.

On the Fee Schedule Details page, click Add in the Fee Items section.

Enter values on the Fee Item Details page:

Page Element	Description
Space Name	Enter the space name. The space is where the fee decision model is stored. You share decision models created in OIC at the space-level.
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.
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.

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.
Business tax	Based on the Tax Related Details field group in the intake form design. The date of application submission determines which effective-dated fee schedule to use. For more information about setting up business taxes, see Setting Up Business License Tax Classes.
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.
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.

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.

Enter values on the Map Fee Attributes page for each fee item line:

Page Elements	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.

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