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FIMS – Agency User Guide
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FFEEEE IINNFFOORRMMAATTIIOONN MMAANNAAGGEEMMEENNTT
SSYYSSTTEEMM ((FFIIMMSS))
AAGGEENNCCYY EENNDD UUSSEERR GGUUIIDDEE
Version: 1.2
May 1st, 2017
Note: This document may contain information of a sensitive nature. The information should not be given to persons other than those who are involved in this project or who will become involved during the lifecycle.
1368 How Lane
North Brunswick, NJ 08902 www.enfotech.com
FIMS – Agency User Guide
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Table of Contents
1 FIMS OVERVIEW .................................................................................................................................. 4
1.1 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................................. 4
2 SUMMARY OF ACTORS ...................................................................................................................... 4
2.1 PILOT USER ACCOUNT SET UP .......................................................................................................... 5
3 FUNCTIONAL OVERVIEW OF FIMS – “TO-BE” BUSINESS PROCESS .......................................... 6
3.1 ESTABLISH AND MAINTAIN ACCOUNT & CONTRACT DATA .................................................................... 7
3.1.1 Establish New Account and Maintain Account Data ............................................................... 7
3.1.2 Establish and Maintain Contract Data ..................................................................................... 7
3.2 ESTABLISH AND MAINTAIN PRICING BASIS .......................................................................................... 8
3.3 GENERATE CHARGE RECORDS .......................................................................................................... 8
3.4 GENERATE AND ISSUE INVOICE .......................................................................................................... 9
3.5 RECEIVE AND RESOLVE DISPUTE ..................................................................................................... 10
3.6 RECEIVE AND BATCH UPLOAD PAYMENTS ........................................................................................ 11
3.7 ESTABLISH INSTALLMENT PLAN AND RECEIVE INSTALLMENT PAYMENT .............................................. 12
3.8 RUN BALANCE CLEARANCE AT FISCAL END ...................................................................................... 13
3.9 MAKE ADJUSTMENTS, REVIEW & APPROVE ...................................................................................... 13
4 WEB PART .......................................................................................................................................... 14
4.1 ANNOUNCEMENT ............................................................................................................................. 15
4.2 TOP ACCOUNTS WHO OWE MONEY ................................................................................................. 15
4.3 CURRENT PHASE BALANCE ............................................................................................................. 15
4.4 ACCOUNT RECEIVABLE .................................................................................................................... 15
4.5 ANNUAL FINANCIAL SUMMARY ......................................................................................................... 16
4.6 MY QUERIES ................................................................................................................................... 16
5 ACCOUNT AND SECURITY MANAGEMENT.................................................................................... 16
5.1 MANAGE ‘MY ACCOUNT’ .................................................................................................................. 16
5.2 MANAGE SECURITY SETTINGS ......................................................................................................... 17
5.2.1 Maintain Agency User Accounts ........................................................................................... 18
5.2.2 Add New Agency User Account ............................................................................................ 20
5.3 ESTABLISH & MAINTAIN REFERENCE DATA ....................................................................................... 21
5.3.1 Generic Data ......................................................................................................................... 21
5.3.2 Charge Type Configuration ................................................................................................... 23
5.3.3 Fee Program Configuration ................................................................................................... 24
6 FEE MANAGEMENT ........................................................................................................................... 24
6.1 ESTABLISH & MAINTAIN ACCOUNT DATA .......................................................................................... 24
6.1.1 Creating a New Account ........................................................................................................ 24
6.1.2 Maintaining an Account ......................................................................................................... 26
6.2 MANAGE CONTRACT DATA .............................................................................................................. 30
FIMS – Agency User Guide
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6.2.1 Creating a New Contract ....................................................................................................... 31
6.2.2 Edit Existing Contracts .......................................................................................................... 32
6.3 ESTABLISH & MAINTAIN PRICING BASIS ............................................................................................ 32
6.3.1 Unit Price ............................................................................................................................... 32
6.4 GENERATE CHARGE RECORDS ........................................................................................................ 34
6.5 GENERATE, ISSUE AND TRACK INVOICE ............................................................................................ 35
6.5.1 Generate New Invoices ......................................................................................................... 36
6.5.2 Issuing Invoices ..................................................................................................................... 36
6.5.3 Tracking Issued Invoices ....................................................................................................... 37
6.6 RECEIVE AND RESOLVE DISPUTE ..................................................................................................... 38
6.6.1 Receive a Dispute ................................................................................................................. 38
6.6.2 Resolve a Dispute ................................................................................................................. 38
6.7 RECEIVE, BATCH UPLOAD, VALIDATE AND POST PAYMENTS .............................................................. 39
6.7.1 Receiving Payments .............................................................................................................. 39
6.7.2 Posting Payments ................................................................................................................. 43
6.8 COLLECTION ................................................................................................................................... 43
6.9 RUN BALANCE CLEARANCE AT FISCAL END ...................................................................................... 45
6.10 MAKE ADJUSTMENT TO RECONCILE BALANCE, REVIEW AND APPROVE ........................................... 45
7 FEE PROGRAMS ................................................................................................................................ 47
7.1 FEE PROGRAM CODE TABLE ........................................................................................................... 47
7.2 FEE PROGRAM AND FEE CATEGORY RELATIONSHIP .......................................................................... 48
7.3 FIMS INTEGRATION WITH FEE PROGRAM SYSTEMS .......................................................................... 49
7.4 POST PAYMENT REQUIRED FIELDS .................................................................................................. 50
FIMS – Agency User Guide
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1 FIMS Overview enfoTech’s Fee System has been selected as the base system for the Georgia EPD Fee Information Management System, hereafter referred to as FIMS. This document provides information on the different modules and submodules that FIMS offers to its user. Overall, the FIMS shall achieve three major objectives:
Establish a framework with standard system functions to support data management for all 23 fee programs from Air, Water, and Land branches.
Establish a central database to track
o Customers
o EPD services that are billable under the fee program
o Service costs for each service type
o Invoices
o Payments
o Balances
Under the same framework, provide system configuration options to support certain variation among fee programs for
o Pricing determination
o Calculation of Invoice amount
o Program-specific tracking reports
1.1 Definitions, Acronyms, and Abbreviations
This subsection provides the definitions of all terms, acronyms, and abbreviations required to properly interpret the end user training guide.
Term Definition
FIMS Fee Information Management System
AR Account Receivable
AP Account Payable
DW Drinking Water
SDWIS Safe Drinking Water Information System
CD Code
2 Summary of Actors This section summarizes the actors that are expected to interact with the system. An actor is not specific to a person, instead is a role with certain work responsibilities or privileges to access the FIMS.
ID Actor Name Goals, Motives, and Usage Patterns
1 Super Admin Manage user access security
Configure system settings
Establish user-defined data queries
2 Finance Director/Fee Manager
Track status of division-wide fee related activities
Review summary reports to track division wide financial status
Coordinate and approve pricing
Authorize Collections and installation plans
Coordinate and Approve pricing
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ID Actor Name Goals, Motives, and Usage Patterns
3 Customer Services / Account Manager
Manage customer / vendor account information and contract data
Review to post / un-post transactions
Receive and resolve disputes
Identify accounts with outstanding balance
Set up and maintain service prices
Calculate and generate charges
Generate and issue invoices
4 Collector
Track accounts with outstanding balance
Track proper actions on accounts with outstanding balance.
Resolve unpaid accounts.
5 Cash Applier Receive and upload payment records into system
Reconcile unidentified payment records
6 Finance Analyst Review summary reports to analyze financial status and trending
7 View-Only User Majority of View-Only User would be Program Staff
View accounts and their financial data
2.1 Pilot User Account Set Up
Security setting for each FIMS role is illustrated below:
: Full access to the module;
View only: View-only access to the module;
Grey box: no access to the module
Role Account Management
Price Charges Invoices Payment Clearance Adjustment & Approval
Collection and Installment
Super Admin
Finance Director/Fee Manager
Customer Services / Account Manager
Collector
Cash Applier View only View only View only
Finance Analyst
View-Only User
View only
FIMS – Agency User Guide
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Role Report Query Agency Users
Agency Roles
Role Permission
Business Group
System Configuration
System Logs
Reference Data
Super Admin
Finance Director/Fee Manager
Access to Pricing Only
Customer Services / Account Manager
Access to Pricing Only
Collector
Cash Applier
Finance Analyst
View-Only User
3 Functional Overview of FIMS – “TO-BE” Business Process Business processes in FIMS is a life cycle of fee management, which encompasses the following ten (10) major milestones:
1. Set up and maintain accounts and their contract information
2. Establish and maintain base pricing for different fee programs
3. Provide services and generate charges to customers
4. Generate and issue invoices to customers
5. Customer may dispute their invoice
6. Resolve dispute and decide settlement amount
7. Collect payments and upload to system
8. Set up installment plan and corresponding payment schedule
9. Run balance clearance at fiscal end
10. Make adjustments (i.e. credit, refund, etc.) as deemed necessary
Throughout the life cycle, EPD internal work activities and task management are the driving force to push the process forward and on-going.
Follow-on sections present a business flow diagram for each milestone.
FIMS – Agency User Guide
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Legends:
Boxes in blue background are computerized processes. Some data entry screens or system functions will be provided in FIMS. For example:
Box in green background are non-computerized processes. No data entry screens or system functions will be provided in FIMS. For example:
3.1 Establish and Maintain Account & Contract Data
3.1.1 Establish New Account and Maintain Account Data
Account data includes account name, location address, Bill-To name and address, contact information, account type, associated fee programs, dispute records, installment plans, attachments, and comments.
3.1.2 Establish and Maintain Contract Data
Route A: Contract is set up and maintained in FIMS system;
Route B: Contract is set up and maintained in program system(s), outside of FIMS.
FIMS – Establish & Maintain Account Data
Cu
sto
me
r S
erv
ice
s / A
cc
ou
nt
Ma
na
ge
r
Phase
Select
corresponding
account
End
Search FIMS to see
if account already
exists
Click “Create New”
to add new
account
No
Enter account
name, address,
contact information
Associate fee
program(s)
Update account
information: account
name, address, contact,
account type, associated
fee programs
Exist?
Determine account
type: customer vs.
vendor
Yes
12
3 4
6 7 8 9
Save account
information
5
FIMS – Establish & Maintain Contract Data
Pro
gra
m S
taff
FIM
S
Cu
sto
me
r
Se
rvic
es
/
Ac
co
un
t
Ma
na
ge
r
Phase
Review contract
in FIMS if
needed
Web service to
retrieve contract
data from Program
System on regular
basis
End
Contract data for
each account is set
up in Program
System(s)
Click “New
Contract” to add
contract
Enter contract
effective period
Search & select
an account
Specify fee
program, and
contract type
Save new
contract
A1 A2 A3 A4 A5
B1
B2
B3
Click “Create New”
to add new
account
Contract data for
each account is set
up in Program
System(s)
FIMS – Agency User Guide
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3.2 Establish and Maintain Pricing Basis
Pricing basis for different fee programs / categories includes Unit Price, Interest Rate, and Penalty.
FIMS – Establish & Maintain Pricing Basis (Unit Price, Interest Rate, Penalty)
Pri
cin
g B
as
isF
IMS
Fin
an
ce
Dir
ec
tor
Phase
Select an existing
price list
Modify data, such as:
o Price Name / Type
o Unit Price (in $)
o Effective Period
o Associated contract types
End: System will use corresponding
reference data to calculate fee
Search FIMS to
see if price list
already set up
Update Existing
Price List
Specify:
o Fee Program
o Fee Category
Create New
Price List
Enter data, such as:
o Price Name / Type
o Unit Price (in $)
o Effective Period
Save Price List
Specify:
o Fee Program
o Fee Category
Link the Price List to
certain contract type(s)
Go to “Price”
module
A1
A2 A3 A4 A5
A6A7 A8
A9
Go to “Reference
Data” module
Search interest
rate reference data
in FIMS by fee
program &
category
Create / Update the
interest rate by entering:
o Rate Name / Type
o Rate (in %)
o Effective Period
Save Interest
Rate
Search penalty
reference data in
FIMS by fee
program &
category
Create / Update the
penalty by entering:
o Penalty Name / Type
o Penalty amount (in $)
o Effective Period
Save Penalty
1B2 B3
B4
C2 C3
C4
Approved By
Finance
Director
A10
3.3 Generate Charge Records
A charge record could be originally created in Program System(s) or in FIMS:
Route A:
o If a charging event is originally created in FIMS (i.e. customer being charged periodically based on contract), FIMS will run scheduled task to create charge records periodically.
o For drinking water fee program, charges are generated once a year at the beginning of the fiscal year. But if new accounts are sent from SDWIS to FIMS in the middle of a fiscal year, FIMS will run another scheduled task to create Drinking Water charges based on newly added account information.
FIMS – Agency User Guide
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Route B:
If a charging event is originally created in Program System(s), FIMS will utilize web services to retrieve charge records, including charge type, charge amount, charge created date, created by and charge determination reason.
FIMS – Charge Generation
Cu
sto
me
r
Se
rvic
e/A
cc
ou
nt
Ma
na
ge
r
FIM
SC
us
tom
er
Pro
gra
m
Sta
ff
Phase
Set up pricing basis
(Details in “Pricing”)
Run schedule task
to auto-create
charge records
Newly created charge
records stay in staging
table for review
Review charge
records in Staging
table
End
Select account(s) to
issue Billable
Amount Notice
Charging is triggered
periodically based on
contract / schedule
Web services to
retrieve data feed
and auto-create
charge records
Data feed from external system
to trigger charging event
Posted charges go
to Transaction
table
Receive Billable
Amount Notice
from FIMS
Disagree with
billable
amount?
Contact EPD and
submit comments
on the billable
amount
Update contract /
billing parameters in
Program System
Yes
Update pending charges
based on:
o Data feeds from program
system;
o Or, new contract / billing
parameters in FIMS
Receive e-
notification from
FIMS on pending
charges
Approve and post
charge records
Or, update contract /
billing parameters in
FIMS
No
A1 B1 2
3
10
4 5
6
7
8a
8b
9a 11
12
3.4 Generate and Issue Invoice
FIMS – Generate & Issue Invoice
Cu
sto
me
r S
erv
ice/
Ac
co
un
t M
an
ag
er
FIM
S
Phase
Generate invoices in
batch: one invoice
record for each
account
Specify:
o Account(s)
o Fee Program
o Fee Category
o Invoice Period
Calculate current
balance and set it as
invoiced amount
Review invoice
records in Staging
table
E-notify account
contact(s) of the
new invoice
End
Approve invoice
records
Go to “Invoice”
module
Based on the
specified criteria to
pull out transaction
records for each
account
Run invoice
generation
procedure on one or
multiple account(s)
Batch print out
invoices
1 2 3
4 5 6
7 8
9
10
FIMS – Agency User Guide
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3.5 Receive and Resolve Dispute
FIMS – Dispute Management
Cu
sto
me
rC
us
tom
er
Se
rvic
es
/
Ac
co
un
t M
an
ag
er
FIM
S
Fin
an
ce
Dir
ec
tor/
Fe
e
Ma
na
ge
r
Phase
Receive
invoice
Dispute
invoice
Yes
The adjustment
transaction is linked
to the dispute record
Resolve the
dispute outside
of system
Create adjustment
transaction to offset
original transactions,
including adjustment
reason
Agree to
pay?
Log dispute
record into the
system
No
End: Pay to EPD by
check, money order, etc.
Is settlement $
= invoiced $?
Yes
No
Log resolution into the
system:
o Settlement date
o Settlement $
o Settlement result
Receive
notification from
FIMS on dispute
settlement result
Create adjustment
transaction to reflect
the final settlement
amount
Generate a new
invoice to reflect
settlement $ and
issue to customer
1 2
3
4 67
9
10
11 12 13
14
Disputed
transactions are
put “on-hold”
5
Approves new
invoice amount
8
FIMS – Agency User Guide
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3.6 Receive and Batch Upload Payments
FIMS – Receive and Batch Upload PaymentsC
us
tom
er
Ca
sh
Ap
plie
rF
IMS
GE
OS
(Fu
ture
Ph
as
e)
Phase
Receive
invoiceNo
End
Agree to
pay?
Yes
End: Go to “Dispute”
Process
Request to
pay by
installment?
Yes
Pay to EPD by
check, money
order, etc.
No
Receive
payment
Via e-Payment
Pull payment
records from GEOS
via Web Services
Receive payment
records from bank
Via check / cash /
money order
Batch upload
payment records
into the system
Review validation
results in Staging
Auto-validate uploaded
payment records:
o Account ID
o Check deposit $ >
0
o Approve and post
payment records;
o Unvalidated records
stay in Staging
Payments are
posted to
Transaction table
End: Go to
“Installment”
Process
1 2
34
5a
6a
5b
6b
7
8
9
10
Resolve
unvalidated
payments
11
FIMS – Agency User Guide
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3.7 Establish Installment Plan and Receive Installment Payment
FIMS – Establish Installment Plan & Receive Installment Payment
Cu
sto
me
rC
as
h A
pp
lie
rF
IMS
Fin
an
ce
Dir
ec
tor
Phase
Receive
invoiceNo
Create adjustment to offset
transactions that are linked
to the invoice(s) with
adjustment reason
Installment amount
will be reflected in
the balance of
follow-on invoice(s)
End: Go to
“Payment” Process
Based on the payment
schedule of each plan,
generate charge
records on
transaction table
Agree to
pay?
Yes
End: Go to “Dispute”
Process
Set up an installment
plan in the system
o # of Installment(s)
o Payment schedule
(date, $)
Request to
pay by
installment?
Negotiate with
EPD and settle
down an
installment plan
YesNo
Find corresponding
account in “Account
Management”
Link to issued
invoice(s)
1 2
34
5 67
9 10
Signs off
installment
plan
8
11
FIMS – Agency User Guide
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3.8 Run Balance Clearance at Fiscal End
3.9 Make Adjustments, Review & Approve
Adjustments can be used for multiple purposes throughout the entire fee management life cycle:
A. Create Credit / Refund / Discount adjustment at the request of customer
B. Create Credit / Refund / Discount adjustment for customer who overpays
C. Create ad-hoc Charge adjustment
For example, Collection amount collected by Enforcement Staff sometimes is greater than account balance. The overpaid portion is deemed as penalty. To offset the overpaid amount, Account Manager may need to add an adjustment record to reflect the penalty amount.
D. Create Charge / Payment / Credit / Refund / Discount adjustment to offset existing posted transactions:
For example, in cases where transactions have been posted and invoice issued, FIMS user finds that transaction(s) is/are created incorrectly, due to human / system error, or exceptions, or technical issues. The adjustment is added to offset these transaction(s).
FIMS – Run Balance Clearance
Fin
an
ce
An
aly
st
Ca
sh
Ap
pli
er
Vie
w-O
nly
Us
er
FIM
SC
olle
cto
r
Phase
Receive alert from
FIMS on account(s)
being sent to
collection
EndAt period end, go
to “Clearance”
module
Take enforcement
actions to collect
payment from
accounts
Yes
End of
“Collection
Process”
No
Specify fee
program, review
& commit
clearance result
Decide to take
follow-on actions on
these accounts
Accounts with
outstanding
balance?
No
Yes
o Send to
“Collection
Agency”
o Log down
Collection Date
Payments
collected?
No
Log into FIMS to
mark “Collection
Completed” for
accounts that have
paid off the balance
Collection $ >
Overdue $
Go to “Adjustment”
to add an
adjustment record
Log down the
payment amount
collected from
account(s)
Yes
Set up
Installment Plan
Go to “Installment
Payment” Process
Issue invoice to show current balance
o Original due amount
o Interest (optional)
o Penalty (optional)
E-notify customer of the
outstanding balance and
due date to pay
Receive payments
from accountsGo to “Payment”
Process
2
3
4
5
A1 A2
B1
C1
C2
C3
C4
C5 C6
C8C9
A3
Receive e-
notification on
collection action
completed &
collection amount
C7
Auto-run clearance
procedure and present
results on staging table
1a
Manually run
clearance
procedure for a
fee program
1b
FIMS – Agency User Guide
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4 Web Part The home page of FIMS is also called the ‘Dashboard’, which gives the user visibility of key features that FIMS has to offer. The dashboard contains the following customized elements which display to the user a general overview of current activities associated to them:
Announcement
Top Accounts Who Owe Money
Current Phase Balance
Account Receivable
Annual Financial Summary
My Queries
FIMS – Make Adjustments, Review & ApproveC
us
tom
er
Cu
sto
me
r S
erv
ice
s / A
cc
ou
nt
Ma
na
ge
rF
IMS
Phase
Request for
refund /
credit /
discount
Adjustment records
are posted to
Transaction table
Refund
End
Review
adjustment
records
Create
adjustment
records
Is
adjustment
approved?
No
Yes
Process refund
to customer
After clearance
run, some
accounts are
found to overpay
Ad-hoc charges
need to be
created
Records need to
be added to
offset existing
posted
transactions
E-notify
customer of
refund / credit
eligibility
A1
B1
C1 D1
2 34
5 6
7
FIMS – Agency User Guide
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4.1 Announcement
1Announcements can be seen by all FIMS Users. This is a great tool for division wide alerts.
Announcements can be changed and updated under the System Setting module.
4.2 Top Accounts Who Owe Money
2This section presents to the User the top accounts within the Fee Program that have outstanding
balances. The User can view the Account ID, Name, and the amount owed.
4.3 Current Phase Balance
3The “Current Phase Balance” feature shows a breakdown of all charges and payments within that
current phase. This section combines total charges, adjustments, payments, disputes, settlements, and fees to calculate a total balance due. This is based on the Fee program selected. To see the current phase balance for a different fee program, just select the Fee Program from the dropdown menu located at the top of the home page.
4.4 Account Receivable
4’Account Receivable’ displays the total dollar value of aging transactions. The aging transactions
are broken down based on the number of days that they have been aging. For this display, the aging transactions are based on 0, 1-30, 31-60, 61-90, and transactions that have aged for greater than 90
days.
1
2 3
4 5
6
FIMS – Agency User Guide
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4.5 Annual Financial Summary
5 The ‘Annual Financial Summary’ shows a bar graph of the past three fiscal years and displays
years starting balance, total charges, total payments, total adjustments, the current balance, and the end of the year cash balance.
4.6 My Queries
6‘My Queries’ is versatile in its approach to provide information to the user. The details of these
queries are configured under ‘Report -> Query -> My Queries’. This allows the user to customize their results with precision. Unless the user is extremely familiar with the database structure, modification of these queries is not advised.
5 Account and Security Management
5.1 Manage ‘My Account’
1. The User will login using their assigned Username and Password.
2. User browses to the ‘My Account’ module.
3. General Information: The User can update their general information in the first section. They can also specify whether or not they wish to receive SMS messages through their phone or if they would like to have scheduled inspections saved to their outlook calendar.
4. Change Password: The User may change their current password through the ‘My Account’ module.
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5.2 Manage Security Settings
The System will support role-based security which will include three major components:
User/Group: user account and the functional group(s) to which the user belongs. For example, a User could be assigned to the Land Protection Branch, Air Protection Branch, Watershed Protection branch or different District work groups.
Role: a “Title” that represents a predefined job functions. For example, the User could have an Finance Analyst role, or could have an Super Admin Role.
Permission: system function a “Role” could perform
1. The User will login using their assigned Username and Password.
2. The User will navigate to the ‘System Setting’ module. This feature will only be available for user’s with certain access levels.
3. In the ‘Agency Users’ submodule, the User will be able to view all agency accounts that have been created in FIMS.
4. In the above Search Screen, the administrator can search for a system user based on the search filter criteria. The search can be conducted by using the following fields, which are displayed upon clicking the ‘Advanced Search’ link:
User Name: Indicate the system user account name
First Name: User given name
Last Name: User family name
E Mail: Email address
Account Status: Choose a status for your account: Active or Inactive
Security Group: Group in which user is associated with
User Account Accepted: All, Yes or No
A User can also sort the search results by simply clicking the corresponding label. (For example, click First Name label to sort the results in ascending/descending order). Managers and administrators have access to the following functions to properly manage Agency users:
View and edit current Agency user information
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Creating new Agency user accounts
Delete Agency user accounts
Associate/de-associate groups and roles
5.2.1 Maintain Agency User Accounts
1. Navigate to the ‘Agency User’ submodule under ‘System Setting.’
2. Click on the View/Edit icon to open up the Agency User account record.
3. The User’s account information can be updated or changed along with their permissions and data access.
5.2.1.1 Agency Roles
Agency roles determine if the agency user can see certain functions. This prevents unauthorized users from modifying data and configurations within FIMS. In the below Agency Roles screen, an administrator can assign different permissions to each Agency Role. By associating the user to the role, that user now has that role’s access level.
5.2.1.2 Role Permission
This module gives the administrator the ability to assign permissions to different screens and controls for the Agency roles within FIMS. For example, the System Setting Admin role in FIMS will only have access
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to the Home, System Setting, and My Account modules. A User with the System Setting Admin role would be unable to access FIMS Fee Management, Report, or Document modules. On the other hand, the System Super Admin would have privileges to all modules of FIMS and therefore would have no Controls listed to deny access.
5.2.1.3 Business Group
The work group feature plays an important role in FIMS due to the fact that the FIMS system relies heavily on the grouping to assign key tasks and to provide visibility. This allows the Agency users from different branches and/or groups to only see those items pertaining to their group. In the Work Groups screen to the right, administrators can associate groups with a particular user by clicking the
button. At any point of time, the administrator can delete the user from the existing Groups by
simply clicking the delete ( ) button of the corresponding User.
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5.2.2 Add New Agency User Account
1. If the User needs to create a new agency
account, the User will click the button to enter information on the new agency user.
2. Enter all required general information for the New User.
3. The New User will have a Username and status assigned to their account when their general information is entered.
4. The New User will also need to be associated to a Default Security Group. This will determine the views and permissions that the User can access.
5. Once the New User’s general information and account information is entered, click the
button. This will prompt other New User information sections to open.
6. The ‘Permission-Data Access’ section will display the security group that was associated to the User in step 7. More Permission groups can be associated by clicking on the
button. If a permission needs to be removed from that User, then
click the red under the delete column.
7. The ‘Permission Groups’ section will show the roles that can be associated to that User.
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5.3 Establish & Maintain Reference Data
1. Navigate to the ‘Reference Data’ submodule within the ‘System Setting’ module.
5.3.1 Generic Data
1. The User can search through different Reference Tables to view information and update the data.
2. Click the button after selecting a reference table from the dropdown menu to display the information stored in that particular table.
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5.3.1.1 Add New Reference Data
4. To add new data to the Reference Table, the User will first load the reference table for which they want to add data (see step 2 of Section 4.1.1).
5. Once the correct Reference table is loaded, the User
will click on the button to create new data.
6. The User will enter the reference data code, status name, and a short description. The code must be unique and can be a combination of letters and numbers but should never be just numbers.
7. Once this information is correct, click Save.
8. The newly added data will be seen in gridview for the Reference table.
5.3.1.2 View/Edit Existing Reference Data
1. The User will load the reference table for which they wish to view the existing data by selecting a Reference table from the dropdown menu and
clicking on the button.
2. Click on the ‘View/Edit’ icon to open the data record.
3. The User will be able to update the status, name, and description of the reference data.
*Once reference data is saved to a table, the User will be unable to update the ‘Code’ for those records*
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5.3.2 Charge Type Configuration
5.3.2.1 Create New Charge Type
1. Browse to the Reference Data submodule within System setting.
2. Select the Fee Program and the Charge Type in the dropdowns in which the new charge will be created.
3. Click the button.
4. Enter the applicable charge information.
5. Click the button when finished.
5.3.2.2 View/Edit Existing Charge Types
Based on the Fee Program selected, the User may view, edit, or delete existing charge types.
1. Click on the View/Edit icon to open up the charge record.
2. The User will be able to update the information required to calculate the charge.
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5.3.3 Fee Program Configuration
Each Fee Program provided in FIMS may be configured in this submodule. Different Fee Programs can be selected from the drop down menu at the top of the screen. The Fee program code is unique to that program. Different categories may be associated to the Fee programs by clicking on the “Associate Category” button.
6 Fee Management
6.1 Establish & Maintain Account Data
6.1.1 Creating a New Account
1. The User will login using their assigned Username and Password
2. From the “Home” page, the FIMS
User will browse to the Fee Management module and the Account Management submodule.
3. The User can create a New
Account by clicking on the
button.
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4. The User can either create a new account by entering the ‘Account Name’ and its address, or the User can search the Master Facility List by
clicking on the button.
The User can use the different filters to narrow their search results. Once an existing facility is found, the User will select the radio button next to that facility and click
the button (shown on right).
5. Once the account basic
information is entered, or an existing Master Facility is associated to the account, the User can select which Fee Programs to relate to the account by selecting the appropriate check boxes.
6. The User will see information in the ‘Facility ID
Mapping’ section only if the created account was associated to a Facility from the Master Facility List. Otherwise, this section will remain blank.
7. Click the button to save all entered information on the Account. After saving, all tabs for this Account will become active so that more information can be entered or reviewed. The account will also be given a unique ‘Account ID.’
The User may change the Accounts status from ‘Active’ to ‘Inactive’ by selecting options in the ‘Status’ dropdown menu.
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6.1.2 Maintaining an Account
1. The User can manage accounts through the ‘Fee Management’ module and the ‘Account Management’ submodule. The User can view different accounts basic information in gridview along with when and by whom the account was last updated.
2. Reset Key: The User is able to
Reset the Key for an account through the Account Management main page. The User can narrow down their search using the search filters at the top of the page. Click
on the ‘Reset Key’ icon to send an email to the Account’s Bill-To contact containing their new PIN. This Key is used by the account Bill-To contacts to conduct online payment and transaction searches through GEOS.
3. The User can search for an account using any of the search filters listed at the top of the ‘Account
Management’ page. Any or none of the search filters listed can be used to search for a particular account.
The first address search criteria is for the account’s associated facility’s address.
The Bill-To Address is the address that is tied specifically to invoicing for the account.
4. Click on the ‘Edit’ icon to open up an Account Record.
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5. Account Summary: The User is brought to the Account Summary General Information page where they can update the Account’s name, address, and fee programs.
The User can filter the account information they wish to view by using the Fee Program dropdown menu. The Fee Programs listed in the dropdown are dependent on the checkboxes selected in the ‘Fee Programs’ section in the ‘General Information’ module of the account.
6. Account Contact: The User navigates to the
‘Account Contact’ submodule under the ‘Account Summary’ tab.
The User can associate a contact already in the
FIMS system by clicking on the button. If the Contact is not already in the system,
the User can click on the button to create a new contact record.
Once a Contact is associated to or created for the Account, the User can go and edit the Contact’s information
by clicking on the ‘Edit’ icon next to the Contact they wish to update. *Any changes made to the Contact’s information will be reflected throughout FIMS. The Contact’s information is not unique to the Account.*
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Only contacts that are associated to the account in the previous steps can be assigned as Program Billing Contacts. Once a billing contact is selected,
click the ‘Save’ icon to save the ‘Bill To’ contact to the ‘Program.’
*Billing contacts must have an email address associated to their contact information in order to receive invoicing information.*
7. Transaction: This section gives the User a
summary of the transactions that have occurred on the account based on the date range entered in the search bar.
Any records that are available may be exported to Excel by clicking on the
button under the ‘Transaction Detail’ subtab.
A summary of transactions can be viewed under the ‘Transaction Summary’ tab.
*Information will only be displayed under this tab if Fees, Charges, or Payments have occurred under the selected Account and Fee Program.*
8. Invoice: The User can view any invoices that had been issued for the selected account under the
particular fee program.
The User can view the details of the
invoice by selecting the Detail icon. The Invoice Detail will show the different transactions that were included in the invoice and will also display any payment information if a payment was made towards the invoice.
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9. Contract: Based on the Account’s assigned Fee Programs, this tab is used to track any contracts that the Account must follow. To add a new contract to the account, the User clicks the
button and inputs the Contract information and which current Pricing Information the contract will follow.
10. Dispute: The User is able to
log or track any disputes that an Account contact may have to an invoice. The User can add a new dispute by clicking
the button.
Transactions associated to the dispute will be placed on hold until a settlement is reached.
The dispute must be linked to an invoice.
New Disputes can also be added in the ‘Invoice’ module by selecting the ‘Dispute’ button next to the corresponding posted invoice.
Once a settlement has been reached, the Settlement Date, Amount, and Comments can be entered to close the
dispute by clicking the Edit icon.
11. Attachments: The User can upload any documents
related to the account (i.e. contract documents)
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12. Reports: The User will be able to select the View icon to view different reports within the FIMS system. The User can filter results using the search fields at the top of the reports.
13. Comments: The User is able to enter different comments on the Account that can be viewed by anyone that has access to that account. The User is also able to submit emails to the account contacts through this tab.
6.2 Manage Contract Data
1. Navigate to ‘Fee Management’ and the ‘Account Management’ submodule. 2. Search for the account in which you want to view the contract data. You can use any of the search
filters available below. See section 5.1.2 #3 for more details.
3. Click on the ‘Edit’ icon to open up the account record.
4. To view the contract information for other fee programs, select a different program from the dropdown
menu and click the button.
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5. Once the fee program loads, navigate to the ‘Contract’ tab.
Current Contract information can be seen in gridview.
If Contract information was gathered from the Program database (i.e. SDWIS), then the contract information can be updated but the Pricing Information and Contract cannot be altered or deleted.
6.2.1 Creating a New Contract
1. Click on the button.
2. The User will be prompted to enter the Contract Information along with the price information that the contract will follow.
3. All available Pricing for the Fee Program selected will be shown. Pricing can be removed from the contract by clicking on the
red icon.
4. Click the to reproduce all of the Pricing options for the Fee Program.
5. Once all contract information is entered,
click the button.
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6.2.2 Edit Existing Contracts
1. Click on the Edit icon to open up a Contract record.
2. Once open, the User may change any of the contract information, including the Pricing as long as the Contract was created within FIMS. If the contract was created within a Program database (i.e. SDWIS), then the pricing information cannot be updated.
6.3 Establish & Maintain Pricing Basis
6.3.1 Unit Price
1. The User will navigate to the ‘Price’ submodule under the ‘Fee Management’ module.
2. All pricing information will be displayed in grid view.
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6.3.1.1 View/Edit Pricing Information
1. Click on the Edit icon to update the pricing record.
2. The pricing basic information can be updated, including: Price Name, Effective and Expiration Date, Status, and a Description. Inactive Pricing records will be unavailable to associate to Contracts.
3. The User can change the base price ($) for the different price tiers.
4. Click the button to save the updated pricing information.
5. Click the Print button to print a hard copy of the pricing information.
6. Back in the ‘Pricing List’ gridview, as seen in #2, the User can click the e-Notify
button to send a notification of the pricing update to all account Bill-To contacts that have that Pricing information included in their Contracts.
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6.3.1.2 Create New Pricing Information
1. Click on the New Price button from the ‘Price’ module main page.
2. Based on the Fee Program that the User selects, they will also need to enter the Charge type. The Effective date, Expiration date, and Price name are also required information.
3. Once all data is entered, click the button.
4. A new page will open showing the Pricing form for the particular ‘Charge Type’ that was selected. The Base Price can be changed for the different tiers.
6.4 Generate Charge Records
Charges will be generated based on active service contracts and the active pricing list that is tied to that service contract. If an account does not have an active service contract, then no charge will be generated. Charges will also be imported from other Program systems to FIMS for Customer Service/Account Manager Review.
1. Once the Charge has been generated, the Customer Service/Account Manager of the Fee Program will be notified via email to review the pending charge records.
2. The User will go to the ‘Charges’ submodule under ‘Fee Management’. Pending charges can be viewed under the ‘TBD Charges’ tab.
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3. Using the search filters at the top of the page, the User can filter the Charge batches.
4. Click on the ‘Detail’ icon to open the Charge Batch.
5. The User can review all Charge amounts and reason that that charge amount was determined.
6. Once reviewed, the User can eNotify the account Bill-To contacts of the newly generated charge amount by selecting the checkboxes next to the charges and the then
clicking the button. The User can also e-Notify all accounts in the Batch by returning to the TBD Charges tab and clicking the e-Notify button next to the charge in the ‘Batch Charge List.’
7. Account Contacts will have a chance to dispute the charge records. If a charge record is disputed and the EPD changes the Charge, the Charge can be re-run by clicking on the ‘Run’ button and the new charge will be generated.
8. Once all charges have been reviewed and accepted, the charges can be posted by clicking on the ‘Post’ button.
9. Once charges are posted, they can be viewed in the ‘Posted Charges’ tab.
6.5 Generate, Issue and Track Invoice
One invoice can be generated for each account during a billing period.
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6.5.1 Generate New Invoices
1. Go to the ‘Invoice’ submodule under ‘Fee Management.’
2. To generate an invoice, click on the
button.
3. The User must define the Fee Program; which will determine the invoice period, the invoice format, payment due date, and the accounts for which the invoices will be generated.
If there are no pending transactions linked to the account or an invoice has already been issued, then the invoice run will not create a new invoice for that account.
The User can view how many invoices were created in the batch by looking at the ‘# of Invoices’ column on the Batch Invoice List under the TBD Invoice tab.
All invoices that have not yet been posted can be viewed in the ‘Not Posted Invoice” tab.
6.5.2 Issuing Invoices
1. Once the invoices have been reviewed for accuracy, they may be posted by clicking on the button. Once the Invoices have been posted, the Post button will be greyed and inactive.
2. Invoices that have successfully posted can be found under the ‘Posted Invoice’ tab.
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6.5.3 Tracking Issued Invoices
The user can view and manage post issued invoicing tasks through the ‘Posted Invoice’ tab.
1. Print Invoice: The User can select the invoices they wish to print by selecting the checkboxes and
clicking on the Print Invoice button. While an invoice is being prepared for printing the Status will show as ‘P.’
2. eNotify: By selecting the different checkboxes next
to the invoices and clicking the button, the User can send an email notification of the invoice to the Bill-To contacts of the account. Within the email, the Account Contact can confirm receipt of the invoice. If they fail to confirm receipt via the email notification, then the invoice will be issued to them via mail. The FIMS User can see if the invoice was received via email by looking at the E-Confirmed Date column. Invoices that are in the batch eNotification queue will show a status of ‘E.’
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3. Invoice Regeneration: To retrieve a copy of the most recent invoice record for an account, the User
must select the checkboxes next to the invoices and click the button. This will pull the latest information invoice information to the PDF. When invoices have been sent to the Invoice Regeneration Queue, they will show a Status of ‘R.’ When the regenerated invoice has been received the status of the record will change back to ‘A.’
4. Collections: Once an invoice has been overdue for a certain period of time, the invoice can be sent for collection. A batch of invoices can be sent to ‘Collection’ by selecting multiple checkboxes and
clicking the button at the top of the page, or individual invoices can be sent to
collection by clicking the button next to the record.
5. Dispute: For more information on Dispute tracking please see section 5.6.
6.6 Receive and Resolve Dispute
Dispute records can be entered into FIMS in the Invoice submodule. Once entered, Disputes can be tracked through Account Management or through Dispute.
6.6.1 Receive a Dispute
1. The User will navigate to the ‘Invoice’ submodule under ‘Fee Management.’ Once there, click on the ‘Posted Invoice’ tab to see all invoices that may be disputed.
2. If the Account Contact disagrees with the charges in the invoice, then a Dispute record can be opened for that
invoice. Click on the Dispute button next to the invoice.
3. To add a new dispute click the
button. The invoice number will be populated automatically but the User must enter the Dispute Status, Type, Date, and the Charge amount.
4. Once a dispute is recorded, it can be tracked and updated either through the Account Management ‘Dispute’ tab (seen in section 5.1.2 #10) or through the ‘Dispute’ submodule under ‘Fee Management.’ Disputed transactions will be placed “On-hold’ during this process.
6.6.2 Resolve a Dispute
1. Once a dispute is resolved, the User can navigate to ‘Account Management’ and browse to the dispute tab for the applicable account.
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2. Click on the ‘Edit’ icon to open up the dispute record.
3. The User can now enter the date that the dispute was settled and the amount that is owed by the account. Once this dispute is saved, the account contact will be notified of the settlement and a settlement transaction will be created for the settlement amount.
Unlock Dispute/Unlock Settlement: As soon as a dispute is entered, a transaction is created in FIMS to offset the current transactions within the invoice. The ‘Unlock Dispute’ button allows the User to change the dispute charge if there was an error. Same logic applies for the Settlement amount once a settlement is reached.
6.7 Receive, Batch Upload, Validate and Post Payments
Payments can be received through FIMS either from FIMS either by manual entry or importing from a lockbox or other Program systems.
6.7.1 Receiving Payments
1. The User will navigate to the ‘Payment’ module under ‘Fee Management.’
2. Under the ‘Pending Payment’ tab, the User can view all Batch Payments that have not yet been posted. The User can see pending payments that have either been manually entered or have been imported from the bank via lockbox.
3. Payments that have been received via another Program system or a lockbox will have a download file attached to the payment batch. To view the payments, click on the ‘Edit’ icon.
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6.7.1.1 Batch Upload Payments
1. To batch upload payments, the User must first download the Excel Payment Template from the ‘Pending Payment’ tab.
2. The User can now enter all the payment information into the excel sheet.
3. When data entry is complete, click on the green ‘Generate XML’ button at the top of the excel sheet. This will prompt you to save the document as an XML file, which will be readable by FIMS.
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4. To upload this XML file, click on the button, under the ‘Pending Payment’ tab.
5. Select the XML file from your local computer and Click Upload.
6. Once, the file uploads, the User will be prompted to review the information, validate the payment, and then post it.
6.7.1.2 Manually Enter Payments
1. To enter payments manually, the User can
click on the button.
2. The User must enter the Batch Number, Date of deposit, and the Number of payments or items that are in the batch. Once finished, click Proceed.
3. This will open a new window that will allow the user to enter all the payment information including the Invoice #, Account ID, etc… Once all information is entered and passes the validation check, the Payments can be posted.
6.7.1.3 Splitting Payments
If a payment is received that is greater than the current invoice amount, then the payment can be split between other invoiced amounts.
1. First, enter the payment information for the first instance.
2. Click on the icon to split the payment.
3. All of the information from the first payment will be copied into the second payment record except for the payment amount and any payment comments.
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6.7.1.4 Validating Payments
4. Entered payments will need to pass a validation check.
5. Once all payments are entered, the User can click on the button.
6. FIMS will then make sure that the information entered passes a certain set of rules. The user can hold their mouse over each of the symbols listed below that appear in front of the payment record to see more information.
Waiting for Validation: If all payment information is entered, but the User has not yet selected to
validate the payments (seen in 6.7.1.3 #2), then this symbol will appear in front of the payment record.
Error: If a data entry area receives an error message, denoted by , then the User will not be able to post the payments until the errors are fixed. The area that the error takes places will be highlighted in red.
Warnings: A warning means that there is some discrepancy in the information entered and information stored in FIMS. Warnings should be reviewed for accuracy, however, they will not
prevent the payments from being posted. The User will see next to payment records that have received a warning and the area of the warning will be highlighted in yellow.
Pass: If all of the information entered passes the validation check, then the User will see next to the payment record.
7. The User may generate a report showing the validation exceptions by clicking the
button.
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8. Once all payments are valid, the User can save the Payments. This will save the Payment batch under the ‘Pending Payments’ tab and will allow other FIMS Users to come in and verify the payments.
9. To view individual payment records that have not yet been posted, the User can also go to the “Not Posted Payment” tab.
10. When all payments have been verified the User can post the payments.
6.7.2 Posting Payments
1. In order to post a payment, no data fields can contain an error message.
2. The User can choose to Post or Not to post individual payment records by selecting the radio buttons.
3. Click on the
button to reconcile the payments.
4. All Posted payments can be viewed under the “Posted Payment” tab.
6.7.2.1 Exporting to PeopleSoft
Once the payments have been reconciled in FIMS, the payments can be exported to PeopleSoft.
1. Under the “Posted Payment” tab, the User can filter the payments by using the search filters at the top of the page. The User can also filter by payment records that have not yet been exported to PeopleSoft by checking the checkbox.
2. Once the User has filtered the payments, they can click on the button.
6.8 Collection
Invoices that have not been paid for over a certain period of time can be sent to the Collection agency.
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An Invoice can be sent to Collections by clicking on the button. (See section 6.5.3 #4 for more information). Once a payment has been sent to Collections, it can be tracked in the Collection module.
Once a collection amount has been received, the User can click on the
icon to open the collection record. The Status will be changed from “In Process” to “Collection Completed” and the Collection Amount and Completed date can be entered.
Collections can also be tracked via the Account Management submodule and the ‘Collection’ tab under the applicable account.
Once a collection has been settled, the FIMS User must enter an adjustment for the account. See Section 6.11 of more information on handling adjustments
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6.9 Run Balance Clearance at Fiscal End
1. The User will navigate to the ‘Clearance’ submodule under ‘Fee Management.’
2. Then click on the button.
3. The User will enter which Fee Program to run the clearance for and then select the Account IDs. If the User is running the clearance for the entire Fee Program, they can skip the Account ID section.
4. The User can review the clearance by under the ‘TBD Clearance’ tab by clicking on the ‘Detail’
icon, or the User can review all clearance records by navigating to the ‘Not Posted Clearance’ tab.
5. Once the Clearance records have been reviewed for the Fee Program, the User can click on the
button. 6. Once a clearance has been posted the User has the option of exporting the clearance records to
excel by clicking the button.
6.10 Make Adjustment to Reconcile Balance, Review and Approve
Adjustments can be made for many different reasons, including:
1. Customer Requesting Credits/Refunds/Discounts
2. Customer Overpays
3. To Offset disputed transactions
4. Create additional charges
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1. The User navigates to the ‘Adjustment & Approval’ submodule under ‘Fee Management.’
2. To create a new adjustment, click on
the button.
3. The User must associate an account for which the adjustment has been requested by clicking on the
button.
4. Enter the requested adjustment amount and include the reason for which the adjustment is being requested.
5. The Adjustment request will be held in the ‘Pending Adjustments’ tab until it has been reviewed
and either Approved or Rejected. The User can click on the or buttons, respectively. If an adjustment is approved, then a transaction will be created and the User will be able to view the approved adjustment under the “approved Adjustments” tab. Rejected adjustments can be seen under the “Rejected Adjustments” tab.x
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7 Fee Programs
7.1 Fee Program Code Table
Fee Program Code A Suggested Code
RADIOACTIVE MATERIALS ANNUAL LICENSE RAD A-RADAL
RADIOACTIVE MATERIALS GENERAL LICENSE RAD A-RADGL
RADIOACTIVE MATERIALS RECIPROCITY RAD A-RADR
RADIOACTIVE MATERIALS -Industrial Radiography Exam RAD A-RADIRE
AIR PERMIT FEE AIR A-PER
EXPEDITE AIR APPLICATION FEE XAIR A-XAPP
DRINKING WATER DW W-DW
CONSTRUCTION STORM WATER PERMIT FEE (EROSION & SED) CSW-ES W-E&S
SURCHARGE ON WASTE DISPOSAL (SW FEE) SWFee L-SW
HAZARDOUS WASTE MGMT FEE HWM L-HWM
HAZARDOUS SUBSTANCE FEE AHS L-AHS
VOLUNTARY REMEDIATION FEES VRP L-VRP
BROWNFIELDS - HAZARDOUS WASTE REUSE AND REDEVELOPMENT FEES BRN L-BRN
SCRAP TIRE ST L-ST
ENVIRONMENTAL ASSURANCE FEE (GUST FEE) GUST L-GUST
ASBESTOS ABATEMENT PROJECT FEES APN L-APN
RRP - FIRM FEES RRP-F L-RRPF
CERTIFICATION & RENEWAL FEE - LEAD ABATEMENT FIRMS PbF L-PbF
RRP FEES - RENOVATOR FEE RRP-R L-RRPR
LEAD INSPECTOR, SUPERVISOR, DESIGNER, RISK ASSESSOR FEE PbISDRA L-PbISDRA
LEAD FEE TRAINING FEE PbTr L-PbTr
LEAD BASED PAINT PROJECT FEES PbNTP L-PbNTP
LEAD - COMBINED INSPECTOR & RISK ACCESSOR FEE PbCIR L-PbCIR
ASBESTOS LICENSE FEE ACLic L-ACLic
LEAD CERTIFICATION AND RENEWAL FEE FOR LEAD WORKERS PbW L-PbW
RRP - TRAINING PROVIDER FEES RRP-Tr L-RRPTr
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7.2 Fee Program and Fee Category Relationship
Fee Program Suggested Code Suggested Fee Category(s)
RADIOACTIVE MATERIALS ANNUAL LICENSE A-RADAL Permit / License, Penalty, Interest
RADIOACTIVE MATERIALS GENERAL LICENSE A-RADGL Permit / License, Penalty, Interest
RADIOACTIVE MATERIALS RECIPROCITY A-RADR Regulation, Penalty, Interest
RADIOACTIVE MATERIALS -Industrial Radiography Exam A-RADIRE
Service, Penalty, Interest
AIR PERMIT FEE A-PER Permit / License, Penalty, Interest
EXPEDITE AIR APPLICATION FEE A-XAPP Permit / License, Penalty, Interest
DRINKING WATER W-DW Service, Penalty, Interest
CONSTRUCTION STORM WATER PERMIT FEE (EROSION & SED) W-E&S
Permit / License, Penalty, Interest
SURCHARGE ON WASTE DISPOSAL (SW FEE) L-SW Regulation, Penalty, Interest
HAZARDOUS WASTE MGMT FEE L-HWM Service, Penalty, Interest
HAZARDOUS SUBSTANCE FEE L-AHS Regulation, Penalty, Interest
VOLUNTARY REMEDIATION FEES L-VRP Service, Penalty, Interest
BROWNFIELDS - HAZARDOUS WASTE REUSE AND REDEVELOPMENT FEES L-BRN
Service, Penalty, Interest
SCRAP TIRE L-ST Regulation, Penalty, Interest
ENVIRONMENTAL ASSURANCE FEE (GUST FEE) L-GUST Regulation, Penalty, Interest
ASBESTOS ABATEMENT PROJECT FEES L-APN Regulation, Penalty, Interest
RRP - FIRM FEES L-RRPF Regulation, Penalty, Interest
CERTIFICATION & RENEWAL FEE - LEAD ABATEMENT FIRMS L-PbF
Permit / License, Penalty, Interest
RRP FEES - RENOVATOR FEE L-RRPR Permit / License, Penalty, Interest
LEAD INSPECTOR, SUPERVISOR, DESIGNER, RISK ASSESSOR FEE L-PbISDRA
Permit / License, Penalty, Interest
LEAD FEE TRAINING FEE L-PbTr Service, Penalty, Interest
LEAD BASED PAINT PROJECT FEES L-PbNTP Regulation, Penalty, Interest
LEAD - COMBINED INSPECTOR & RISK ACCESSOR FEE L-PbCIR
Permit / License, Penalty, Interest
ASBESTOS LICENSE FEE L-ACLic Permit / License, Penalty, Interest
LEAD CERTIFICATION AND RENEWAL FEE FOR LEAD WORKERS L-PbW
Permit / License, Penalty, Interest
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Fee Program Suggested Code Suggested Fee Category(s)
RRP - TRAINING PROVIDER FEES L-RRPTr Permit / License, Penalty, Interest
NOTE: enfoTech assumes there would be penalty / interest charges for each fee program. If there is no penalty / interest associated with a fee program, EPD could take out from the above tale. enfoTech also requests for EPD’s input in the Fee Program – to – Fee Category relation table. The association will be used to generate Revenue Report.
7.3 FIMS Integration with Fee Program Systems
Fee Program Charge Source
RADIOACTIVE MATERIALS ANNUAL LICENSE
RADIOACTIVE MATERIALS GENERAL LICENSE
RADIOACTIVE MATERIALS RECIPROCITY
RADIOACTIVE MATERIALS -Industrial Radiography Exam
AIR PERMIT FEE
EXPEDITE AIR APPLICATION FEE LEMIR
DRINKING WATER SDWIS
CONSTRUCTION STORM WATER PERMIT FEE (EROSION & SED) GEOS
SURCHARGE ON WASTE DISPOSAL (SW FEE)
HAZARDOUS WASTE MGMT FEE LEMIR
HAZARDOUS SUBSTANCE REPORTING FEE LEMIR
VOLUNTARY REMEDIATION FEES LEMIR
BROWNFIELDS - HAZARDOUS WASTE REUSE AND REDEVELOPMENT FEES LEMIR
SCRAP TIRE LEMIR
ENVIRONMENTAL ASSURANCE FEE (GUST FEE) LEMIR
ASBESTOS ABATEMENT PROJECT FEES LEMIR
RRP - FIRM FEES LEMIR
CERTIFICATION & RENEWAL FEE - LEAD ABATEMENT FIRMS LEMIR
RRP FEES - RENOVATOR FEE LEMIR
LEAD INSPECTOR, SUPERVISOR, DESIGNER, RISK ASSESSOR FEE LEMIR
LEAD FEE TRAINING FEE LEMIR
LEAD BASED PAINT PROJECT FEES LEMIR
LEAD - COMBINED INSPECTOR & RISK ACCESSOR FEE LEMIR
ASBESTOS LICENSE FEE LEMIR
LEAD CERTIFICATION AND RENEWAL FEE FOR LEAD WORKERS LEMIR
RRP - TRAINING PROVIDER FEES LEMIR
FIMS – Agency User Guide
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7.4 Post Payment Required Fields
Fee Program
Account ID
Account Name
Allocated Amount
Invoice #
Check #
Bank Batch #
Deposit Date
Payment Method
RADIOACTIVE MATERIALS ANNUAL LICENSE √
√
RADIOACTIVE MATERIALS GENERAL LICENSE √
√
RADIOACTIVE MATERIALS RECIPROCITY √
√
RADIOACTIVE MATERIALS -Industrial Radiography Exam √
√
AIR PERMIT FEE √ √ √
EXPEDITE AIR APPLICATION FEE √
√
DRINKING WATER √
√
√
CONSTRUCTION STORM WATER PERMIT FEE (EROSION & SED) √
√
SURCHARGE ON WASTE DISPOSAL (SW FEE) √
√
HAZARDOUS WASTE MGMT FEE √
√
HAZARDOUS SUBSTANCE REPORTING FEE √
√
VOLUNTARY REMEDIATION FEES √
√
BROWNFIELDS - HAZARDOUS WASTE REUSE AND REDEVELOPMENT FEES √
√
FIMS – Agency User Guide
Page 51 of 53
Fee Program
Account ID
Account Name
Allocated Amount
Invoice #
Check #
Bank Batch #
Deposit Date
Payment Method
SCRAP TIRE √ √
ENVIRONMENTAL ASSURANCE FEE (GUST FEE) √
√
ASBESTOS ABATEMENT PROJECT FEES √
√
RRP - FIRM FEES √ √
CERTIFICATION & RENEWAL FEE - LEAD ABATEMENT FIRMS √
√
RRP FEES - RENOVATOR FEE √
√
LEAD INSPECTOR, SUPERVISOR, DESIGNER, RISK ASSESSOR FEE √
√
LEAD FEE TRAINING FEE √
√
LEAD BASED PAINT PROJECT FEES √
√
LEAD - COMBINED INSPECTOR & RISK ACCESSOR FEE √
√
ASBESTOS LICENSE FEE √
√
LEAD CERTIFICATION AND RENEWAL FEE FOR LEAD WORKERS √
√
RRP - TRAINING PROVIDER FEES √
√
FIMS – Agency User Guide
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Fee Program
Bank Transaction Number
Check Written Date
Fee Program
Comment Submittal ID
Reporting Requirement ID
RCRA ID
Title III ID
RADIOACTIVE MATERIALS ANNUAL LICENSE
√
RADIOACTIVE MATERIALS GENERAL LICENSE
√
RADIOACTIVE MATERIALS RECIPROCITY
√
RADIOACTIVE MATERIALS -Industrial Radiography Exam
√
AIR PERMIT FEE
EXPEDITE AIR APPLICATION FEE
√
DRINKING WATER
CONSTRUCTION STORM WATER PERMIT FEE (EROSION & SED)
√
SURCHARGE ON WASTE DISPOSAL (SW FEE)
√
HAZARDOUS WASTE MGMT FEE
√
HAZARDOUS SUBSTANCE REPORTING FEE
√
VOLUNTARY REMEDIATION FEES
√
BROWNFIELDS - HAZARDOUS WASTE REUSE AND
√
FIMS – Agency User Guide
Page 53 of 53
Fee Program
Bank Transaction Number
Check Written Date
Fee Program
Comment Submittal ID
Reporting Requirement ID
RCRA ID
Title III ID
REDEVELOPMENT FEES
SCRAP TIRE √
ENVIRONMENTAL ASSURANCE FEE (GUST FEE)
√
ASBESTOS ABATEMENT PROJECT FEES
√
RRP - FIRM FEES √
CERTIFICATION & RENEWAL FEE - LEAD ABATEMENT FIRMS
√
RRP FEES - RENOVATOR FEE
√
LEAD INSPECTOR, SUPERVISOR, DESIGNER, RISK ASSESSOR FEE
√
LEAD FEE TRAINING FEE
√
LEAD BASED PAINT PROJECT FEES
√
LEAD - COMBINED INSPECTOR & RISK ACCESSOR FEE
√
ASBESTOS LICENSE FEE
√
LEAD CERTIFICATION AND RENEWAL FEE FOR LEAD WORKERS
√
RRP - TRAINING PROVIDER FEES
√
