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0 <br />EXHIBIT VII <br />CITY OF SANTA ANA GENERAL TOURISM MARKETING DISTRICT OVERVIEW <br />City of Santa Ana Tourism Marketing District <br />Monthly Assessment Remittance Procedures <br />I. Monthly Assessment Remittance: <br />1. Tourism Marketing District (TMD) assessment is a 2% fee charged by all hotel operators with 70 <br />rooms or more located within certain boundaries of the City and remitted to the City on a monthly <br />basis. TMD remittance is due on the last day of every month. <br />2. Monthly remittance reporting forms are automatically generated based on the active TMD <br />accounts registered in the TMD database (TMD system). Currently, there are 17 active accounts <br />registered in the TMD system. <br />3. Monthly remittance reporting forms are mailed to each hotel operator or designated tax preparer <br />(see attached sample). <br />II. Remitting and Processing Payments: <br />1. Most TMD payments are remitted via check, which is mailed in along with the completed <br />remittance reporting form; however, some hotel operators will come in person to remit payment <br />at our cashier station and provide the completed reporting form. <br />2. When the monthly remittance reporting form is received, the reported revenue figures are verified <br />for accurate reporting and calculation and recorded into the TMD system. The check is processed <br />by Treasury Services remittance processor or can also be processed at the cashier counter with <br />an accompanying billing statement. <br />3. Any discrepancies (overages, shortages, calculation errors, missing/wrong remittance reporting <br />form, etc.) will result in a letter to the service provider or tax preparer requesting to resolve the <br />issue. Shortages and calculation errors or late payments that are postmarked after the last day <br />of the month are subject to penalty and interest charges. <br />a. Penalty charges are calculated at 10% of the tax amount owed <br />b. Interest charges are calculated at 1.5% of the tax amount owed per month <br />III. Remittance Tracking: <br />1. The revenues reported on the monthly remittance reporting form are recorded into the TMD <br />system. Once the revenue figures have been entered, the TMD system will calculate the fees to <br />verify the information entered is accurate. If the calculations match, the revenue is recorded and <br />a charge for the amount due is created. If the revenues do not match, the system will indicate <br />the correct calculations in red. The revenue may still be saved as was reported by the hotel <br />operator or tax preparer, but the charge created will be based on the correct calculations. <br />2. Once the revenues have been recorded, the monthly remittance reporting form is scanned into <br />LaserFiche in the Tourism Marketing District folder, then into the corresponding sub -folder for the <br />reporting period being remitted. Each hotel is assigned an account number; the scanned reports <br />are saved into the folder for the corresponding reporting period and sorted by account number. <br />3. The TMD system also has the capability of generating financial reports: <br />a. The `Monthly Audit Report' is a report that provides detailed payment information for all <br />hotels, including reporting period, due date, amount paid, date payment was received and <br />can be generated for any period entering specific parameters (Start Date and End Date). <br />b. The `Payment Summary' report is less detailed; however, it will give a cumulative total of <br />the payments received from each hotel based on the parameters entered (Start Date and <br />End Date). This differs from the `Monthly Audit Report' in that it does not give a breakdown <br />City of Santa Ana RFP No. 23-165 Page 59 of 196 <br />