0. North Carolina Department of Transportation September 26, 2013
Stephanie King, Director of Accounting
Theresa Jones, Manager of DMV Fiscal Revenue
Todd Morgan, Accounts Payable Manager

1. Sources of Funds 2013-14 by Major Funding Source Total Funding = $4
Sources of Funds by Major Funding Source Total Funding = $4.4 Billion
.4%
NCTA/Other
$19.3M
47.1%
Highway Fund
$2,048.8M

3. Reconciliation & Segregation of Funds
Detail financial transactions will be tracked and reported thru the State Title and Registration System (STARS)
STARS and the Vehicle Tax System will be balanced daily
STARS will send a daily update to NCDOT’s Financial System - SAP to update each General Ledger account
NCDOT will be classifying the vehicle property tax owed to the counties as a Liability
Further balancing will take place between STARS, SAP, State’s Cash Management System, Common Payment Service, First Data and iNovah
The State Treasurer’s Cash Management Control System will capture all cash activity within the Highway Fund code of (HF01) initially then transactions will take place to move the vehicle property tax to VPT Code (PT01)
DOT Fiscal will certify the funds and then move the county portion to the following:
Dr (DMV Cash Clearing) HF01 Budget Code 80002
Cr XXX (Cash County VPT Collections) PT Budget Code 64209

4. Deductions From Monthly County Collections
STARS and VTS will generate monthly reports
DMV Financial Operations will distribute county collections after the following deductions:
Overhead Fee - $1.21 per Combined Notice
Credit and Debit card processing fees – Actual Cost
Limited Registration Plate – $1.27
LPA Compensation - $1.06 for six months .71 thereafter
DMV Compensation - .71
ACH Distribution by the 15th of the following month
Combined Account at State Treasurer is covering cost through September.
Dealers are not compensated for vehicle property tax collections.

5. Stats to date July-13 TRANSACTIONS COUNTY AMOUNT Cash 1,472 61,903.98
Check
3,289
269,829.19
Money Order /Cashier Ck
Merchant Card
2,710
201,231.56
EFT (Dealers)
1,113
52,228.85
TOTAL
8,584
585,193.58
August-13
TRANSACTIONS
COUNTY AMOUNT
Cash
17,190
752,589.67
Check
50,185
4,011,492.08
Money Order /Cashier Ck 31
2,070.03
Merchant Card
26,706
2,411,161.05
EFT (Dealers)
5,240
296,248.56
TOTAL
99,352
7,473,561.39

6. Stats to date – Raleigh Window
Week Ending
CASH
MO/CC
CHECKS
Credit
Debit
TOTAL
August 9, 2013
93,591.68
1,517.00
183,437.40
7,408.97
6,790.98
292,746.03
August 16, 2013
86,562.51
689.00
160,282.14
15,316.42
16,306.34
279,156.41
August 23, 2013
82,937.83
691.00
118,502.77
10,353.63
13,725.26
226,210.49
August 30, 2013
100,592.19
922.80
208,303.09
7,690.05
7,593.42
325,101.55
September 6, 2013
82,323.60
421.00
115,451.74
15,086.67
17,983.56
231,266.57
September 13, 2013
91,951.10
1,139.55
173,996.08
21,395.98
28,331.97
316,814.68

7. New Hanover County

8. Remittance Advice for New Hanover County

9. Washington County

10. Remittance Advice Washington County

11. Credit Cards August Credit Card Cost and Collection Totals
*Credit/Debit Card Costs and CPU costs are prorated by county based on collection amounts
4 Point of Sale Locations went live in August with Credit Cards:
59% Transactions from Credit Cards
41% Transactions from Pin-Debit
Combined Bill Collections
First Data Credit/Debit Cost
CPU (0.28X26,706)
Total Collections
$ 3,265,248.13
$50,421.90
$7,477.68
County 74%
$ 2,411,161.05
$37,233.10
$5,521.75
DMV 26%
$ ,087.08
$13,188.80
$1,955.93

12. Bad Debt – Returned Check, ACH, Credit Card Charge Back
Customers will be Billed Daily
Insufficient Fund 10% of check amount
After 30 Days Interest (5% set by DOR)
Blocked from all DMV Services in North Carolina
Driver’s License Block in all other States
If not paid within 30 days they will be cash only for 5 years
Uncollected Bad Debt will be deducted from county collections after the 13 month
Collections will continue with DOT, DOJ, DOR, and Collection Agency

13. Status of Implementation Cost
Total Deposits and Interest as of August
$43,429,809.36
Total Cost to Date
$21,295,457.21
Balance
$22,134,352.15

14. What’s Next Continue roll out of credit functionality
Stabilize and refine processes and internal controls
Begin deductions from County Collections in October
Fill remaining vacancies
Continue to work closely with DOR, DMV, IT to monitor transactions

15. General Questions and DMV Fiscal Contacts
Stephanie King
Director of Accounting
Kim Padfield
Deputy Director of Accounting
Theresa Jones
DMV Fiscal Operations Manager
(919)
Felecia Lucas
DMV Revenue Unit Supervisor
(919)   

16. ACH Questions and Issues
Todd Morgan
Accounts Payable Manager
(919)
Todd Honeycutt
Accounts Payable Assistant Manager
(919)
Main contact for vendor changes:
Hamilton Martin
Contract Unit Supervisor
(919)

17. Questions and Feedback