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Steps to Start an Internet Business

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					                              Process Flow Guidelines
What is Process Mapping?
 Process Mapping is a workflow diagram to bring forth a clearer understanding of a process or
 a series of parallel processes.
Steps for Mapping a Process

 Establish the starting and ending points of the process.

 Identify the major activities included in the process.
 List the steps, activities and decision points that need to be charted on large Post-It notes.
 If the team is not sure about a step, mark it to be investigated later.
 Gather all documents, reports (first page only), forms, screen shots, etc. and assign them to
 each step. Keep copies of examples given by person explaining process.
 Put the steps in chronological order (note: some processes may be easier to start at the end
 and work backward)
 Input steps into the Process Flow Sheet. Use short descriptions to be used for the flowchart
 later. Details of each step will be documented on the Process Detail Sheets. Be sure to use
 Time New Roman 12 for all documentation.

 Assign flowchart symbols to each step.

 Create flowchart

 Review and revise if necessary.

Questions to be Answered for Each of the Steps


 Why is the step necessary?
 What happens during the step?
 Where is the step performed?
 When does the step happen?
 How often is the step performed?
 How long does it take to do the step?
 Are there ‘inputs’ to each step (i.e.manual preparation of documents, manual data entry,
 system generated information, information supplied from previous steps)?
 What are the outputs of each step (i.e. reports, correspondence,)?
 Who receives the output and how often is it generated?
 How is the output generated (i.e. system generated, manual)?
 How is the output stored (i.e. paper, system)?
Where is the output stored?
Is the step required by Statute? Regulation? Policy? (Identify by number)
                               Process Workflow Instructions
All fields on the process forms are numbered. Below are the definition and/or instructions
for each field.
                   1 Enter the name of the process.
                  1a Enter the tax type. For example Individual Income Tax.
                     Enter the page number and then how many pages total the document has
                   2 including any other documentation.
                   3 Enter the date the process was mapped.
                     Enter the name of the person interview and what area they are in. For
                   4 example John Smith - Individual Income Tax - Processing Area
                  4a Enter the Functional Area. For example Registration.
                     Define where the process begins. For example: Process begins once
                   5 taxpayer request registration.
                     Define where the process ends. For example: Process ends when taxpayer is
                   6 been sent a registration letter.
                   7 Enter the names of those who mapped the process.
                   8 Check whether this is the current or proposed process.
Process Symbols:

        9             Process Step - represents a simple process step.

       10             Decision - For use with questions

       11             Manual Operation - these steps can include the transportation of an item.
                      Represents the use of a paper document in the process. Acquire copies of
       12             this document when possible.
                      Data File - Indicates that information is in an electronic file. Be sure to
       13             document the file name/location if applicable

       14             Process Terminates - indicates the end of a process.

       15             Stored Data - indicates that data is stored. Please note location of data.
                      Manual Input - indicates that information is being input manually from a paper
       16             source.
                      Preparation - the organization of items before the process can continue. For
       17             example, stamping a file before scanning it in the system.
                      Only need to put the number of the symbol that represents this step. You can
                 18   copy/paste the symbol into the space if the team prefers that.
                 19   Indicates the order of the process steps
                      Use very short descriptions here. This name will be used in the flow chart and
                 20   links to the process detail sheet.
                      Use this space to write down all notes from the process mapping session.
                      Include everything from the Post-It notes as well if not already documented
                 21   somewhere else
                      Mark an "X" for any attachments for each step. Don't forget to mark the
                 22   attachment with the proper step number.


C:\Docstoc\Working\pdf\099cca2e-9ac4-4bed-8f02-ffe22e0ad051.xls                     Rev. 3 April 11, 2005
                    Indicate how the step is required. Regs & Statutes need the corresponding
                    number typed into this space. If you do not know then flag and someone can
                 23 research. Don’t spend to much time researcing the regs.
                    Indicate who is involved in process. (E)mployee (M)anager (C)omputer
                 24 (A)gency
                 25 Business Rule: Use this area if a business rule applies to the step.




                     A business rule determine how a business operates ~ that is, rules that
                     prevent, cause, or suggest things to happen.
                     A business rule is intended to assert business structure to control or influence
                     the behavior of the Business.
                     They are Atomic: can’t be broken down any further without losing information
                     They are Unambiguous: have only one, obvious, interpretation
                     They are Compact: typically, a single short sentence
                     They are Consistent: together, they provide a unified and coherent description
                     They are Compatible: use the same terms/language as the rest of the
                     business model
                     A business rules can be a boundary, a test point, or it can be a control
                     checkpoint.
                     On its own, one business rule, statement may not look very impressive. It may
                     say something about the business that seems trite, obvious, and hardly worth
                     the trouble. Do not worry; this is a good thing. If it seems obvious, you have
                     cracked the most difficult problem: making the business logic understandable.




C:\Docstoc\Working\pdf\099cca2e-9ac4-4bed-8f02-ffe22e0ad051.xls                      Rev. 3 April 11, 2005
                                                                                                       Process Flow Details
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                               24.
Method                                                                                                                                                                                                                                (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                       (M)anager
                                                                                                                                                                                                                                      (C)omputer
                                                                                                                                                                                                                                        (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                         (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment                                                                                                                                                      Payments must be paid by the
                           or Electronic Funds                                                                                                                                                      25th of each month.
                     1     Transfer (EFT)?                                                                                                                                                                                               A


                           Return and/or
                     2     check received                                                                                                                                                                                                A

                           Forward to account
                     3     supervisor                                                                                                                                                                                                    A

                           204 card
                     4     completed                                                                                             21A204                                                                                                  A

                           Document and
                     5     check sent to                                                                                                                                                                                                 A
                           validation
                           Document and
                     6                                                                                                                                                                                                                   A
                           check validated
                           Return and check
                     7                                                                                                                                                                                                                   A
                           cashiered
                           204 card forwarded
                    7A     to Misc. Processing                                                                                                                                                                                           A

                           Check forwarded to
                    7B                                                                                                                                                                                                                   A
                           Treasury Dept.
                           Checks deposited
                     8                                                                                                                                                                                                                   A
                           at bank.




                  Motor Fuels                                                                                                5 of 15                                                                                               8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment This could happen after payment
                              check honored?
                           or Electronic Funds has gone throuh process and would
                           Transfer (EFT)?     have to be backed out and then
                     9                                                                                                                                                                                                                 A
                                               would go of Unhonored checks or
                                               payments process for handling.

                           (See Over-Arching
                           Process Map for
                    9.1    Unhonored                                                                                                                                                                                                   A
                           Checks)

                           Data keyed into
                   10A                                                                                                                                                                                                                 A
                           system
                           Approves Balance
                   10B                                                                                                                                                                                                                 A
                           Data Verified
                    11                                                                                                                                                                                                                 A
                           Data transmitted to
                           Commonwealth
                    12     Office to                                                                                                                                                                                                   A
                           Technology (COT)
                           Is it a Credit or
                    13     Debt EFT Payment                                                                                                                                                                                            T

                           Taxpayer Pays by
                   13.1                                                                                                                                                                                                                A
                           Phone or Internet
                           GPS system
                           generates
                   13.2    confirmation                                                                                                                                                                                                A
                           number




                  Motor Fuels                                                                                                6 of 15                                                                                             8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Papernotifies
                           Taxpayer Payment If the taxpayer has chosen the two
                           or Electronic Funds month tax liability election then they
                           their banking
                           Transfer (EFT)?
                           institution         must electronically submit to the
                                               Motor Fuels Tax Section the
                    14                         amount being transmitted by the                                                                                                                                                         T
                                               15th of each month.



                           Funds transferred
                    15                                                                                                                                                                                                                 C
                           State
                           Government's
                           designated bank
                    16                                                                                                                                                                                                                 A
                           loads File Transfer
                           Protocol (FTP) file
                           from website
                           Is payment
                    17     transaction                                                                                                                                                                                                 A
                           honored?
                           EFT pulls file from
                    18                                                                                                                                                                                                                 C
                           website
                           EFT groups
                    19                                                                                                                                                                                                                 C
                           download file
                           FTP file saved to
                    20                                                                                                                                                                                                                 A
                           "Z" drive
                           FTP file renamed
                    21                                                                                                                                                                                                                 A
                           "REVNU"
                           FTP file edited and
                    22                                                                                                                                                                                                                 A
                           imported
                           Verify account
                    23                                                                                                                                                                                                                 A
                           numbers



                  Motor Fuels                                                                                                7 of 15                                                                                             8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment Could be filed under incorrect
                           Errors corrected on
                    24     or Electronic Funds account number.                                                                                                                                                                         A
                           file
                           Transfer (EFT)?
                           FTP exports to
                    25                                                                                                                                                                                                                 A
                           REVIMS
                           Export process
                           segregates data
                    26     into two files: 204                                                                                                                                                                                         A
                           and bank routing
                           code
                           Bank routing code
                   27A     forwarded to COT                                                                                                                                                                                            A
                           and OSCAR
                           Run Job SP40B       Picks up the check routing number
                  27A.1                        keyed by Div. of Operations.                                                                                                                                                            C

                         Daily numbers
                  27A.2                                                                                                                                                                                                                C
                         added to file
                         Cross Reference
                 27A.2.1 Index System                                                                                                                                                                                                  C
                         (CRIS) Interface
                         REVSP43X
                  27A.3                                                                                                                                                                                                                C
                         monthly job run
                         Data complied into
                  27A.4                                                                                                                                                                                                                C
                         database
                         204 FTP's CARS
                   27B                                                                                                                                                                                                                 A
                         mainframe
                         REVAEFT job run
                  27B.1                                                                                                                                                                                                                C
                           REVRDIOX job run
                  27B.2                                                                                                                                                                                                                C
                           REVD110 run                Dollar totals balance with
                  27B.3                                                                                                                                                                                                                C
                                                      transmittal sheets.


                  Motor Fuels                                                                                                8 of 15                                                                                             8/18/2011
                                                                                                                                            2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                            3. Date           7/11/2006
                                                                                                                                            5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                         Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                   6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                               24.
Method                                                                                                                                                                                                                                (E)mployee
             Current                                                                                                                        Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                       (M)anager
                                                                                                                                                                                                                                      (C)omputer
                                                                                                                                                                                                                                        (A)gency
                                            Process Detail                                                              22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents     Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment Post files to CARS database.
                           REV.RAC.MTX.JV
                  27B.4    or Electronic Funds                                                                                                                                                                                           C
                           Tran1
                           Transferto pic JV
                           Run job (EFT)?
                  27B.5                                                                                                                                                                                                                  C
                           Tran
                           Misc. Tax data
                  27B.6                                                                                                                                                                                                                  C
                           posted to MIXERS
                           Transmittal sheets
                    28     reconciled with                                                                                                                                                                                               A
                           system entries
                           Run batch job       Job run DM110.
                    29                                                                                                                                                                                                                   A
                           Data posted to
                           Collection
                           Accounts
                           Receivable System
                           (CARS)/
                    30                                                                                                                                                                                                                   C
                           Miscellaneous
                           Taxes Registration
                           System (MIXERS)
                           and payment
                           flagged
                           Data loaded to
                           Motor Fuels
                    31     System                                                                                                                                                                                                        C


                           Work the work list
                           in MIXERS
                    32                                                                                                                                                                                                                   E


                           Run delinquency
                           report from Motor                                                                       Delinquenc
                    33     Fuel System                                                                                                                                                                                                   E
                                                                                                                    y Report


                  Motor Fuels                                                                                                  9 of 15                                                                                             8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment
                           Prepare JV's if
                           or Electronic Funds
                           applicable
                    34     Transfer (EFT)?                                                                                                                                                                                             E


                           Is it an
                           Overpayment?
                    35                                                                                                                                                                                                                 A


                           Create refund in
                           Business Tax
                    36     Refund System                                                                                                                                                                                               E


                           Is it No pay/partial
                           pay/filed late/non-
                    37     filing error on return                                                                                                                                                                                      A


                           Create bill in CARS

                    38                                                                                                                                                                                                                 E



Refunds

                           Sends refund       Application for refund may be filed
                           application to DOR on a calendar quarter basis. This is                     72A006,
                                              done because of changing tax rates                       72A053,
                     1                        possible every quarter.                                                                                                                                                                  T
                                                                                                       72A066,
                                                                                                       72A072




                  Motor Fuels                                                                                                10 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment When reviewing aviation refunds
                           Review application
                           or Electronic Funds pull previous application to verify
                           Transfer (EFT)?     ending inventory matches
                     2                         beginning inventory on new                                                                                                                                                              E
                                               application. We put applications
                                               into batches of 25 or less.
                           Does permit
                           number exist?
                     3                                                                                                                                                                                                                 A


                           Refund denied              We send letter stating why refund
                                                      was denied or adjusted
                     4                                                                                                                              x                                                                                  E


                           Verify in special          This is performed by looking in
                           fuels system that          special fuels and MIXERS. The
                           refund not issued          MIXERS is being done because the
                     5     previously                 upload of our refunds to the special                                                                                                                                             E
                                                      fuels system is not occurring.


                           Application is
                           counted, entered
                     6     into refund log, and                                                                                                                                                                                        E
                           validated
                           Review invoices
                     7                                                                                                                                                                                                                 E


                           Total gallons
                           compared to
                     8     application                                                                                                                                                                                                 E



                  Motor Fuels                                                                                                11 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment
                           Perform math
                           or Electronic Funds
                           check on
                     9     Transfer (EFT)?
                           application                                                                                                                                                                                                 E


                           Create Excel
                           spreadsheet with
                    10     refund information                                                                                                                                                                                          E


                           Supervisor
                           approves?
                    11                                                                                                                                                                                                                 M


                           Supervisor returns Employee makes copy and original
                           approved           data entry document is sent to
                    12     spreadsheet to     Division of Operations.                                                                                                                                                                  M
                           employee
                           Sends spreadsheet
                           to Division of
                    13     Operations                                                                                                                                                                                                  E


                           Division of         Information entered into Viking
                           Operations          system. This creates a file
                    14     performs data entry "REVFUELR"                                                                                                                                                                              A
                           of refund
                           COT runs job                 See attached notes from COT on
                           "REMTX08X" which             the jobs that they run for permits
                    15     creates a check                         and refunds.                                                                                                                                                        A
                           register




                  Motor Fuels                                                                                                12 of 15                                                                                            8/18/2011
                                                                                                                                            2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                            3. Date           7/11/2006
                                                                                                                                            5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                         Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                   6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                               24.
Method                                                                                                                                                                                                                                (E)mployee
             Current                                                                                                                        Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                       (M)anager
                                                                                                                                                                                                                                      (C)omputer
                                                                                                                                                                                                                                        (A)gency
                                            Process Detail                                                              22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents     Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           COT runs Payment
                           Is it Paper job
                           or Electronic Funds
                           "REVMTXCW"
                                                                                                                      COT
                           Transfer (EFT)?
                           which creates
                                                                                                                    Reports-
                           check writer
                                                                                                                     Refund
                                                                                                                   Turnaround
                                                                                                                   Document,
                                                                                                                    Potential
                    16                                                                                                                                                                                                                   A
                                                                                                                     Offsets,
                                                                                                                     Refund
                                                                                                                    Summary
                                                                                                                   Report, and
                                                                                                                    Exception
                                                                                                                     Report


                           COT runs job
                           "REVMTRWC"
                    17     which pre-edits,                                                                                                                                                                                              A
                           before sent to
                           MARS
                           Data uploaded to
                           MIXERS
                   18A                                                                                                                                                                                                                   A




                  Motor Fuels                                                                                                  13 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Is it Paper Payment Taxpayer contacts motor fuels tax
                           Refund issued to
                           or Electronic Funds
                           taxpayer?              section if their refund was not
                           Transfer (EFT)?     received. Motor Fuels section gets
                                                 check number and contacts KY
                                                  Treasury to see if check was
                                                cashed. If it was they contact the
                   18B                                                                                                                                                                                                                 A
                                                   taxpayer to verify check was
                                                cashed. If check was not cashed,
                                                 motor fuels section sends a stop
                                               payment document to KY Treasury
                                                and then starts refund procedure
                                                                over.
                           COT sends MTR       MTR document is a reconciliation
                           document to MFTS statement of refunds issued.
                    19                                                                                                                                                                                                                 A



                           Employee
                           compares MTR
                    20     document to total                                                                                                                                                                                           E
                           refunds sent
                           Is there a JV to
                           perform?
                    21                                                                                                                                                                                                                 E




                  Motor Fuels                                                                                                14 of 15                                                                                            8/18/2011
                                                                                                                                          2. Page            1             of                       11
1. Process Name                                                                         1a. Tax Type
                                                                                                                                          3. Date           7/11/2006
                                                                                                                                          5. Process Begins
1. Processing                                                               1a. Motor Fuels

4. Person(s) Interviewed / Area Branch: Brenda Banta, Linda Benton, Michelle Nevels                                                       Motor Fuel Tax: Return and/or check received; Refunds: Refund application received
4a. Functional Area: Motor Fuel Tax
7. Process Charted By:     Linda Benton and Tim Greenwell                                                                                 6. Process Ends
8a.                                                                   8b. Proposed
Present                                                               Method                                                                                                                                                             24.
Method                                                                                                                                                                                                                              (E)mployee
             Current                                                                                                                      Motor Fuel Tax: ; Refunds: Refund Issued to Taxpayer
                                                                                                                                                                                                                                     (M)anager
                                                                                                                                                                                                                                    (C)omputer
                                                                                                                                                                                                                                      (A)gency
                                            Process Detail                                                            22. Attachments                                  23. Step Required by:                                       (T)Taxpayer
                19. Step
18. Symbol                 20. Process Step           21. Process Notes                                Documents   Reports         Form    Correspondence        Statute    Regulation     Policy            25. Business Rule
                Number
                           Perform a Payment Move money to sales tax when we
                           Is it Paper JV to
                           or Electronic Funds have sales tax liability after refund
                           move money
                           Transfer (EFT)?      is created. This occurs because
                                               sales tax becomes applicable when
                   21.1                           motor fuels tax is not charged.                                                                                                                                                      E
                                                 Also, when we have a refund to
                                               state marina or state run airport we
                                                  would JV the money to them.

                           Are there kick-
                           outs?
                    22                                                                                                                                                                                                                 E


                           Refund offset?

                    23                                                                                                                                                                                                                 E


                           Review for missing
                           or incorrect data
                   23.1                                                                                                                                                                                                                E


                           Create vendor
                           offset payment
                    24                                                                                                                                                                                                                 E


                           Perform a JV to
                           move money to
                    25     Sales tax                                                                                                                                                                                                   E




                  Motor Fuels                                                                                                15 of 15                                                                                            8/18/2011

				
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