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Case Study: Remittance Processing & Lockbox
School District seeks outsourced solution and improves remittance and lockbox services.
Challenge
The district required a complete and accurate solution to meet their remittance and lock box needs.
Solution
Berkheimer developed a customized remittance and print and mail solution that streamlined and coordinated the school districts recievables with its resident’s payments.
Results
By implementing Berkheimer Outsourcing’s Remittance and Print and Mail services, the school district has since seen significant improvements in their tax collection procedures.
A school district located within a dynamic suburban community distributes real estate tax bills to its residents each year. The district is one of the largest in its state, and the resident population is substantial in comparison to surrounding communities.
The school district enlisted the services of a tax collector to assist them in the process of receiving payments from its residents. The payment processing structure of the tax collector resulted in regular delays in payments being posted to the district’s tax accounts. Payments from residents were initially mailed to the tax collector and could take weeks to clear. This process was time-consuming and resulted in a scenario where the school district would have to wait for the mail delivery process and for the clearance of funds.
The district sought an alternative process that would improve efficiencies and ultimately reduce or eliminate delays in the posting of payments. They required a timely, cost-effective solution that would enable them to print and mail their custom real estate tax collection notices, as well as process the payments submitted by residents. Berkheimer Outsourcing was able to assist by significantly improving the collection and mailing processes.
Berkheimer established a complete solution by creating a customized bill and payment processing structure that suited the school district’s specifi cations. The new service allows Berkheimer to distribute, handle, and process the payments directly, making funds available in days, not weeks.
Each billing file is tracked through Berkheimer’s Job Tracking System (JTS). From the point that the data file is extracted, the JTS captures counts, dates, and applies postage information, ensuring accurate and timely mailing of every bill. Tax Payers mail their payments directly to Berkheimer for same day deposit and payment posting. The school district now has a comprehensive service for the mailing, tracking, and receiving of all residential tax payments.
“The customized billing and payment processing system that Berkheimer created for the District allows for the funds from payments to be available to the District in days, not weeks as they were in the past.” - Accounting ManagerThe school district benefits from Berkheimer Outsourcing’s Lock Box and Print and Mail services by utilizing a complete, integrated solution. Payments are received and posted faster, while all documents are made available for viewing online. Complete coordination between the district and its residents is achieved through customized remittance and print and mail services that deliver results.