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How to Use OTC Reports & Resources Presented By: Dana Ratcliffe, City of Weatherford - City Treasurer Breck Buchanan, MBA, City of Tulsa - Treasury Analyst.

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Presentation on theme: "How to Use OTC Reports & Resources Presented By: Dana Ratcliffe, City of Weatherford - City Treasurer Breck Buchanan, MBA, City of Tulsa - Treasury Analyst."— Presentation transcript:

1 How to Use OTC Reports & Resources Presented By: Dana Ratcliffe, City of Weatherford - City Treasurer Breck Buchanan, MBA, City of Tulsa - Treasury Analyst Davis Puryear, City of Oklahoma City - Assistant City Treasurer 2013 OML Conference

2 Presentation Overview Oklahoma Taxpayer Access Point (OKTAP) – What is OKTAP – Access & Navigation – Reports How to use the information – Tulsa – Weatherford

3 What is OKTAP Central Access Point For – Sales & use tax collection details – Permit and taxpayer research – Tax payments – Business Registration

4 OKTAP Access & Navigation Access and Getting Started – Register with the Oklahoma Tax Commission Contact Dave Francis, OTC – (405) Navigation – https://oktap.tax.ok.gov/OkTAP/Web/_/#1 https://oktap.tax.ok.gov/OkTAP/Web/_/#1 – How to log-in – Accessing each months return – Running reports

5 Reports Account Details – Total sales & use tax collections by COPO Account Details Collection Details – Summary of revenues collected for your municipality by taxpayer Collection Details Collection By NAICS Code – Summary of collections by industry Collection By NAICS Code Tax, Penalty, and Interest – Total collections and penalty/interest breakdown by taxpayer Tax, Penalty, and Interest Balance Due – Balances owed from an audit assessment and/or a filed return with no payment Balance Due List of Delinquent Taxpayers – Taxpayers who failed to file a report for a two consecutive months List of Delinquent Taxpayers New Sales Tax Permits – All new permits issued during the month New Sales Tax Permits Canceled Sales Tax Permits – Permits canceled during the month Canceled Sales Tax Permits Audit Details – A summary of audits that were assessed for the period Audit Details

6 Tulsa: Data Analysis Data Analysis Overview How We Use The Data – Sales Tax Permit List – Sales and Use Tax Collections Analysis – Delinquent Listing / Balance Due Listing – Monthly Reports

7 COT Treasury Data Repository Data Analysis Field Inspections Reports OTC Tax Data Audit Leads Business License Approvals Data Analysis Process Enforce Municipal Codes

8 Data Analysis Process Obtain Data Confidential Report Data – “Old Data” OkTAP Data - “New Data” Compile Data Combine Old and New Data Can use ACL Analytics, Access, or Excel Create Reports Visualize the data in a meaningful way Excel is a great tool for this Take Action Make decisions and take corrective actions

9 Sales Tax Permit Analysis Check permits for proper COPO registration – OkTAP: Retailer Permit Search / Sales Tax Permit Lookup Pull lists of permits by: – Name, Street, City, State, ZIP or COPO Only displays up to 250 results per search Check streets/addresses that border your city

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12 Sales Tax Permit Analysis Check permits for proper COPO registration – batchgeo.com: Free tool to map up to 250 addresses at once

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14 Sales Tax Permit Analysis Can double check correct COPO / tax rate with OTC Sales / Use tax rate locator: Sample Address: Tulsa City Hall, 175 E 2 nd St, ZIP: 74103

15 Compare registered permits against other data sources: – City of Tulsa Utilities Data (commercial customers) – Building Permit Applications – Special Events Permits – Dun and Bradstreet Business Directories Sales Tax Permit Analysis

16 Delinquent and Balance Due Lists Combine together: Delinquent Taxpayer List Balances Due: Filtered for vendors that are: – Open – Not in collections – Not on a payout plan Check the list when vendors apply for new or renewed business licenses Listing is updated monthly

17 Collections Analysis Top-Down Approach Start: High Level Economic Summary – What is happening on a macro level that may explain collections trends? Fed Beige Book Kansas City Fed State Treasurer: Oklahoma Economic Report News Reports: CNBC, Wall Street Journal, Yahoo! Finance

18 Collections Analysis Regional Sales Tax Collections Summary – Compare this month’s change in collections to: Other MSA Cities Other Cities in the State

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20 Collections Analysis Industry Analysis – What industries had significant changes? – Is the change widespread, or isolated to one or a few vendors?

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23 Collections Analysis Vendor Analysis – Did any vendors have unusual changes? Reporting Period Totals: Zero balance, unusually large, unusually small, or negative periods Unusual prior period adjustments Can the change be easily explained? – Weather – Refunds – Company Press Releases – Word of Mouth – News Reports – Company SEC Filings

24 Vendor Analysis Tool: Tax Dashboard Summarize collections data into Excel spreadsheet: – Combine Old (pre OkTAP) and New OkTAP Data with Excel – Summarize by tax filing period – Use conditional formatting to highlight periods with unusual totals XX% or more below average (yellow) XX% or more above average (green) Negative (pink) Zero (red) – Sparklines (“Trends” below) give a quick glance of totals Notice the low point? Scrolling further to the right reveals this to be the 3/2012 tax filing period This will be sent to the OTC for review

25 Final Step Sales and Use Tax Issues – Compile a list of identified issues – Issues list sent monthly for review to Oklahoma Tax Commission Taxpayer Assistance – Primary Contact: Dave Francis

26 Weatherford Revenue Review  Monthly Review  Top 10 Taxpayers  Confirm new businesses are remitting  Review credits and refunds  Our process doesn’t require dedicate staff


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