Refund a Building Permit payment

This article will assist with the processing of a payment refund for cancelled permits in Community Development where the permit is fully paid.  In this example, the client is due a refund of 80% of Fee 102 - 'Building Non-Residential >= 2001'.

1.  If you have already cancelled the permit, remove the 'Cancellation Date' from the permit under Modify Existing Permit.

2.  Enter a Reverse Payment under Permits - Tasks - Enter Payment Adjustment.

     - Suggest using a Saturday or Sunday date within the current month in order to help with monthly balancing.

     - Suggest adding a reason to the 'Description' or 'Comments' for the reversal of the payment.

     - Check the box to 'Reverse' the entire payment.

      - Hit Enter and the payment reversal will move to the right side under 'Property Information'.

3.  Correct the Fee on the original permit line for Fee 102 to the portion of the fee the municipality gets to retain.   (ie:  Original fee = $965.26; Refund 80% is $772.21; new fee amount is $193.05.

    - Permits - Tasks - Modify Existing Permit

    - Fees tab - select the 'Arrow' button to the left of the fee - select 'Manually Override Amount' -  Enter the amount the municipality retains.  In this example,  $193.05.

    - Suggestion:  Under the Permit - Notes tab, write an explanation of the change in the fee amount with a breakdown of the total cost less the refund amount.

4.  Enter the payment for the entire value of the original payment on the same date used on step 2.   The 'Refund Amount' will go in the last line as 'Unapplied'.  Use the manual allocations  for the portion(s) of the fees that the municipality gets to retain under Permits - Tasks - Enter Payment

5.  Refund the payment using Permits - Enter Payment Adjustment - Refund overpayment. 

    - Suggest using the same date as in step 3.

6.  Cancel the permit under modify existing permit.

7. When creating the refund invoice in Accounts Payable or Check-on-Demand, apply the expense to the Community Development clearing General Ledger account number.

    - Suggest using the same date for the refund check date as the 'Payment Adjustments' date.

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