Property Tax System - Functional Specifications
Functional overview for stakeholders
Introduction
The Property Tax System provides a digital interface to make property assessments, pay property tax, generate payment receipts and monitor tax collection. The citizens can use it, Urban Local Body (ULB) counter field employees and ULB Administrators to accomplish their specific tasks. It is available as a mobile and web-based application.
Functional Scope
The property tax application features can be broadly classified as the following modules:
Registration, Login and Creation of User Profile
Filling an Assessment for a Property
Searching for a Property
Modifications to a Property
Generate Demand Notice
Payments collection and Receipts
Dashboards and Reports
General Features
Registration, Login and Creation of User Profile
OTP Based Login for Citizens via Web/Mobile App
OTP Based Login for Employees via Web/Mobile App
Provision for language selection during first-time registration for both employees and citizens
Provision of creating a personalized Profile for Citizens and employees on the Web App
Login Credentials for the various hierarchy of employees
Role-based access for performing different actions relating to property tax modules
Filing For Property Assessment
This feature enables citizens and employees to self-assess a new property for a financial year. It helps in registering the property in the system. The details of the property can be entered online and can be assessed for the calculation of the taxes.
The property tax system design is user-friendly and reduces the chances of error. The system calculates the tax automatically and creates the demand. If a user wants to reassess his property for any reason (for example - incorrect data, change in property etc), it can be done by editing the details of the last assessment.
An employee can edit the details of the last assessment, on behalf of the citizen based on the owner’s input. Citizens can track down the status of their incomplete assessment. Any incomplete assessment can be searched and completed.
Citizen/CSC can assess new property (by different financial years).
Citizen/CSC can capture Address, Assessment Info, and Owner information for all property types like residential houses, flats and commercial buildings.
o Sample Details captured include -
Door Number,
Mutation number,
Number of floors,
Area covered,
Owner and co-owner,
Mailing & permanent address,
Built year
Individual room measurements
The system computes the property taxes automatically as per state-specific processes and rules.
The system has a facility to make entries in the system by the inspector after a site visit and assessment of the same by the superintendent.
The system dynamically calculates the late fees, interest, rebates, etc for demand generation.
The system fetches the previous year's property data while e-filing the current year to calculate the dues.
The system assigns a unique property ID based on the process defined in the ULBs.
Citizen/CSC: View/Print Summary of filled form
Assessment form
Assessment form is also sent by email to citizen
Upload documents
Ownership/Title related
ID Proof
Any other statutory documents
Searching for a Property
Citizens or employees can track down the status of their incomplete assessment. Any incomplete assessment can be searched and completed.
Citizens/CSC can search for property using
Mobile No
City
Property Tax Unique ID
Citizens/ CSC can view incomplete assessments
Citizens/CSC can reassess searched property
View property details and pending dues
Modifications to a Property
The property tax system provides the ability to capture mutation and transfer of ownership. It reduces interfaces between the user and the State and thus promotes greater transparency. It also helps in reducing the time taken for mutation after registration. The system provides the ability for alteration of assessment after verification and inspection. Any structural changes like addition/extension/reduction of existing built-up area or construction type OR utility changes like usage or occupancy impact the increase/decrease in property tax demand. These changes can be handled by the ‘Additional/Alteration of Assessment’ feature.
The system provides the ability for bifurcation/ amalgamation of property. The property bifurcation/ amalgamation undergoes an approval process. The parent property needs to be modified accordingly, which can be done in the system.
Mutation of property and change of ownership details
Capture extension/ addition and alteration and reassessment based on changed property details
Bifurcation of property
Amalgamation of property
Generate Demand Notice
The system can automatically generate demand notices for a financial year based on set triggers like time-based rollover on the completion of a financial year. The system notifies the citizens about the demand through SMS/Email. The generated bills can also be grouped and printed for physical distribution by the ULB employees. The system enables employees to merge and download bills based on defined parameters to plan distribution drives.
Generate demand notice based periodically
Group demand notices
Print demand notices
Cancel demand notices
Send notifications to citizens on demand generation- SMS, WhatsApp, Email, physical bill
Payments collection and Receipts
The citizen/ employee can view the payment status of previous assessments from the Assessment History section. It allows users to pay assessment fees fully or partially. Assessment receipts can be downloaded from the assessment history section within the property details.
Payment of property tax - online, cheque, cash, DD, during assessment
Partial payment of property tax - online, cheque, cash, DD, during assessment
The system allows a citizen to pay for anyone's property without changing the demand
The system can also be integrated with PoS machines to enable doorstep collection of property tax and issue of receipt
Reports and Dashboards
Property tax reports provide the facility to access the receipt register, cancelled receipt register, account receipt register, ULB-wise PT collection report, and DCB Register. All reports can be downloaded in PDF/XLS format. State-level administrators can monitor property tax collections, assessments and other information at a state level through dashboards.
State Dashboard: View Reports for Total Collections, Properties Assessed, ULBs on Prod, Usage Type, Payment Distribution
State Dashboard: PT Collection Timeline (Monthly, Weekly)
State Dashboard: ULB Wise (Collection, Assessments)
Cancelled Receipt Register Report
PT Collection Report (ULB/Date Wise)
General Features
Notifications - The system can send notifications to citizens. These notifications can be sent for various steps like - assessment completion, payment reminder, and payment confirmation. These notifications can be sent in the language chosen by the ULB through all channels - SMS, WhatsApp, and Email.
Legacy Data Migration - The system can migrate Demand and Collection. In most states, the preliminary step would be to migrate Legacy data of existing properties/connections along with the Demand and Collection details. This would ensure that subsequent demand generation happens through the system.
Configurable Masters - The system provides the following masters that can be configured as per the State’s
Requirements -
Charges & Calculation: Calculation Engine, Rebate, Penalty,
Rate Master
State Masters: Property Ontology, Documents List, Employee Data Mapping, Boundary Data Mapping
System specification in compliance with the Ease of Doing Business (EODB) BRAP 2019.
7
Land administration and Transfer of Land and Property
3
Digitize land transaction deeds of last 10 years at all sub-registrar offices and make the same available on an online system to check for ownership details and history. The metadata should be searchable for each record and a soft copy of the registered deed should be available. The searchable metadata available should be:
i. Name of buyer
ii. Name of seller
iii. Survey no.
iv. Registration number
v. Registration date
The feature of ‘Property Registry’ in the product will enable this recommendation
8
Land administration and Transfer of Land and Property
3
Digitize and publish the updated Record of Rights (ROR) at all Revenue department offices online in public domain for all areas of the State/UT. The searchable metadata available should be:
i. Name of buyer
ii. Name of seller
iii. Date of mutation
iv. Survey no.
The Property tax system enables this capability
9
Land administration and Transfer of Land and Property
2
Digitize and publish data of Property Tax payment dues online in public domain for all the Urban Local Bodies (ULBs) in the State/UT. The searchable metadata available should be:
i. Name of the Property Tax payer
ii. Property Tax dues
iii. Survey no. of land / Unique Identification no. of property
This feature is enabled by the citizens itself
10
Land administration and Transfer of Land and Property
2
Digitize cadastral maps of all rural areas in the State/UT and make them available in public domain
This can be enabled and worked on by the state team
11
Land administration and Transfer of Land and Property
5
Integrate the below-mentioned records on one website:
i. Data of land transaction deeds for last 10 years at all sub-registrar offices (Name of buyer, Name of seller, Registration number, Registration date, Survey no.),
ii. Updated Record of Rights at all Revenue department offices (Date of mutation), and
iii. Data of Property Tax payment dues at all urban areas of the State/UT (Name of the Property Tax payer, Property Tax dues)
iv. Revenue Court case data (Court case number, Name of parties involved, Date of filing of court case, Status of case [Ongoing/Resolved])
v. Civil Court case data (Court case number, Name of parties involved, Date of filing of court case, Status of case [Ongoing/Resolved])
The website should be publicly accessible. It will help in establishing property ownership and identify tax encumbrances. The integration should be done for all areas of the State/UT.
The integration with external portals and systems of other departments can be enabled by state teams who can enhance the offered product to cater to this recommendation
12
Land administration and Transfer of Land and Property
2
Implement an online application system having the following features
i. Mandatory Online application submission including submission of draft deed and other documents
ii. Provision of online payment of Stamp duty and Registration fee
iii. Auto generation of appointment date and time on making the payment of Stamp duty and Registration fee
The system will provide these capabilities which can be customised as per the state specific rules and regulations
13
Land administration and Transfer of Land and Property
1
Provide model deed templates for sale, gift, lease, mortgage and rent in downloadable and editable format along with instructions to use them
This provision is made available through the ULB portal to make these features accessible to the citizens
14
Land administration and Transfer of Land and Property
2
Integrate the mutation process with the registration process and mandate initiation of mutation process (Revenue department and/ or ULB) as soon as the deed is registered. Ensure that:
i. Information to mutation authority to be automatically shared on completion of transaction (registration). This should be considered as initiation of mutation process.
ii. No separate application from transferee to be required.
iii. SMS/email should be sent to transferee/ transferor to inform about the initiation of mutation
The integration with external portals and systems of other departments can be enabled by state teams who can enhance the offered product to cater to this recommendation
List of Features- Property Tax
Registration, Login, Creation of User Profile
Provision for Language Selection during first time registration via Mobile/ Web App.
OTP Based Login for Citizen/ Employee via Mobile/ Web App
Login Credentials for various hierarchy of employees.
Provision of Personalized Profile for Citizen/ Employee on Web App
Filing an assessment for a property
Citizen/CSC : Assess New Property (By Different Financial Years).
Citizen/CSC : Capture Address, Assessment Info, Owner Info.
Citizen/CSC : View/Print Summary of Filled Form
Searching for a property
Citizen/CSC : Search Property (By Mobile No,City, Property Tax Unique ID, Existing ID).
Citizen/CSC : View the Searched Property
Citizen : View My Properties
Citizen : View Incomplete Assessments
Citizen/CSC : Edit the Searched Property
Citizen/CSC : Reassess Searched Property
Generate demand notice
Generate Demand Notice based on periodic basis
Group/ Print/ Cancel Demand Notices
Send notifications to citizens on demand generation- SMS, Whatsapp, Email, Physical bill
Modifications to a property
Mutation of property and change of ownership details
Capture Extension/ Addition and Alteration and reassessment based on changed property details
Bifurcation/ Amalgamation of property
Payment collection and receipts
Payment of TAX (Online,Cheque,Cash,DD) : During Assessment
Payment of TAX (Online,Cheque,Cash,DD) : Partial Payment
Citizen/CSC : Download Receipts for payments
Dashboards and reports
State Dashboard : View Reports for Total Collections, Properties Assessed, ULBs on Prod, Usage Type, Payment Distribution
State Dashboard : PT Collection Timeline (Monthly,Weekly)
State Dashboard : ULB Wise (Collection, Assessments)
Cancelled Receipt Register Report
PT Collection Report (ULB/Date Wise)
General features
Notification
Legacy data migration
System assigns a unique property ID based on the Process defined in the ULBs.
System has the facility to classify the property based on its type.
System allows changing the type of property.
Configuration masters
Configurable Rate Master (ULB Specific) : Fire Cess/ Building Height
Charges & Calculation : Calculation Engine, Rebate, Penalty
State Masters : Property Ontology, Documents List, Employee Data Mapping, Boundary Data Mapping
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