12D-8.013. Submission of Computer Tape Materials to the Department

(1) All submitted tapes shall meet the following technical requirements, unless written approval to do otherwise is granted by the Executive Director for good cause shown. (a) Character set (display) – EBCDIC (Extended Binary Coded Decimal Interface Code). (b) One-half inch standard magnetic tape, 9 track, odd parity, 800, 1600, or 6250 BPI (Bits Per Inch). (c) No label records. (2) For each submission of tape(s), a transmittal document showing the following information shall be enclosed: (a) Character set. (b) Density. (c) Leading tapemark (yes or no). (d) Record layout (if not specified by these rules). (e) Record format data elements description (if not specified by these rules). (f) The transmittal document for the Standard Name – Address – Legal (N.A.L.) file shall indicate: 1. Whether effective year built or actual year built is shown for each improved parcel, and 2. Whether adjusted area or total living area is shown for each improved residential parcel. (3) Each property appraiser shall submit a computer tape copy of the following files to the Department on or before the dates indicated. STANDARD FILES are defined under subsection (6) of this rule. (a) The STANDARD N.A.L. File: No later than the submission date for the initial real property assessment roll. This file shall contain information current at the time of publication of the initial real property assessment roll, including a computer tape copy of real estate transfer data current to December 31st of the previous calendar year. Upon request by the Department, another submission is required no later than 30 days following extension of the tax rolls pursuant to Rule 12D-8.015, F.A.C. (b) The Master Appraisal File, if one exists: No later than the submission date for the initial real property assessment roll. This file shall contain information current at the time of publication of the initial real property assessment roll. The record layout shall be that used locally, provided that the requirements of subsection (1) above are met. (c) The previous year standard N.A.L. file: No later than the submission date for the current year real property assessment roll in the event that the county has completely or partially changed parcel numbering since the previous roll other than routine splits, deletions and combinations. This file shall have coded thereon an “alternate key” to facilitate the translation of the old parcel numbers to the new parcel numbers. (4) Each property appraiser shall submit a computer tape copy of the following file to the Department on or before the date indicated: (a) The STANDARD N.A.P. File: No later than the submission date for the initial tangible personal property assessment roll. This file shall contain information current at the time of publication of the initial tangible personal property assessment roll. Upon request by the Department another submission is required no later than 30 days following extension of the tax rolls pursuant to Rule 12D-8.015, F.A.C. (b) The previous year standard N.A.P. file: No later than the submission date for the current year tangible personal property assessment roll in the event that the county has completely or partially changed account numbering since the previous roll other than routine attrition or addition of accounts. This file shall have coded thereon an “alternate key” to facilitate the translation of the old account numbers to the new account numbers. (5) In those counties subject to an in-depth review, pursuant to Section 195.096, F.S., and if requested in writing by the Executive Director, the property appraiser shall submit a computer tape copy of the following files to the Department on or before the dates indicated, provided that submission shall not be required earlier than 30 days following mailing of the request by the Executive Director. (a) The STANDARD N.A.L. file containing real estate transfer data current to December 31, and all other data current at the time of publication of the revised (extended) real property assessment roll: No later than January 31. (b) The STANDARD Deletions, Splits, and Combinations (D.S.C.) File, if one exists: No later than the submission date for the Initial Real Property Assessment Roll. (6) Record Layouts for STANDARD FILES. Property appraisers are not required to keep data in the standard file layouts for day-to-day operations. However, they are required to merge and/or reformat their existing files to the standard file layout as appropriate when submitting computer tape materials to the Department. (a) The STANDARD N.A.L. File shall be formatted as follows: 1. Record length-450 characters (fixed length). 2. Block length-3600 characters (8 records per block). 3. The following is a listing of the STANDARD N.A.L. File and is contained in an example form, Form DR-590 (incorporated by reference in Rule 12D-16.002, F.A.C.). Name, Address, Legal (N.A.L.) File Field Location Field1 No. Field Label First Last Size Type Comments 1 Unique Parcel No. 1 28 28 A/N County No. 1 2 2 N Parcel No. 3 28 26 A/N Show 2 digit county code, local parcel number, and space fill the remaining digits to 28 2 Roll type 29 29 1 A “R” for real 3 Roll year 30 31 2 A/N 4 D. O. R. land use code 32 35 4 All numeric except for notes and header records 5 Special assessment code 36 36 1 N 6 Total just value 37 45 9 N 7 Total assessed value 46 54 9 N Classified use value, including homestead property, if applicable; otherwise just value 8 Total taxable value for operating purposes 55 63 9 N 9 New construction value or deletion value 64 72 9 N Signed field; negative value indicates deletion 10 Land value 73 81 9 N Classified use value of land, if applicable; otherwise just value of land 11 Land units code 82 82 1 N Use land-unit-of-value code here 12 Number of land units 83 88 6 N Assume two decimal places for acreage 13 Square footage 89 97 9 N Assume no decimal places for square feet 14 Improved quality 98 100 3 A/N 15 Construction class 101 101 1 N 16 Filler 102 102 1 A Space Fill 17 Effective or actual year built of major improvement 103 106 4 N 18 Total living area (or adjusted area) or usable area if non-residential 107 113 7 N 19 Number of buildings 114 115 2 N 20 Market area 116 117 2 A/N 10 to 30 areas MOST RECENT SALE DATA (through field 26) 21 Transfer code 118 119 2 N 22 Vacant or improved code 120 120 1 A “V” or “I” 23 Sale price 121 129 9 N 24 Date of sale 130 135 6 N Year 130 133 4 N Month 134 135 2 N 01 through 12 25 O. R. Book 136 140 5 A/N 26 O. R. Page 141 144 4 A/N SECOND MOST RECENT SALE DATA (through field 33) 27 Filler 145 146 2 A Space Fill 28 Transfer code 147 148 2 N 29 Vacant or improved code 149 149 1 A “V” or “I” 30 Sale price 150 158 9 N 31 Date of sale 159 164 6 N Year 159 162 4 N Month 163 164 2 N 01 through 12 32 O. R. Book 165 169 5 A/N 33 O. R. Page 170 173 4 A/N 34 Stratum No. 174 175 2 N Always “00”; will be assigned by D.O.R. 35 Owner’s name 176 205 30 A Primary owner 36 Street address line 1 206 235 30 A/N Mailing address of primary owner 37 Street address line 2 236 265 30 A/N 38 City 266 295 30 A/N 39 State or country 296 320 25 A/N 40 U. S. mail zip code 321 325 5 N 41 Short legal description 326 355 30 A/N 1st 30 characters SOCIAL SECURITY NUMBERS (SSN) OF APPLICANT AND OTHER OWNER (through field 45) 42 Applicant’s Status 356 356 1 A Applicant’s marital status H=Husb. W=Wife O=Other “H”, “W”, or “O” 43 Applicant’s SSN 357 365 9 N 44 Co-Applicant’s Status 366 366 1 A Co-Applicant’s marital status H=Husb. W=Wife O=Other “H”, “W”, or “O” 45 Co-Applicant’s SSN 367 375 9 N 46 Personal exemption flags 376 376 1 A/N Use numeric “0” or “A” through “Z” 47 Other exemption value 377 383 7 N 48 Amount of homestead 384 388 5 N exemption 49 Amount of widow(er) 389 393 5 N exemption 50 Amount of disabled 394 400 7 N exemption 51 Amount of renewable energy exemption 401 407 7 N 52 Group Number/Confidentiality Code 408 409 2 N First Character Always “0” will be assigned by Department of Revenue for second character “0” otherwise any confidential parcels should be indicated with code “1” 53 Neighborhood code 410 417 8 A/N 54 Public land 418 418 1 A 55 Taxing authority code 419 422 4 A/N First two digits indicate municipality 56 Parcel location 423 431 9 A/N Township 423 425 3 A/N 2 numeric, 1 alpha Range 426 428 3 A/N 2 numeric, 1 alpha Section or Grant No. 429 431 3 N Right justify 57 Alternate key 432 444 13 A/N 58 Tax Roll Sequence No. 445 450 6 N Numbers shall be assigned in the order parcels appear on the assessment roll (1) Field type legend: A = Alphabetic A/N = Alphanumeric N = Numeric (b) The STANDARD D.S.C. File (Deletions, Splits, and Combinations) shall be formatted as follows: 1. Record Length – 86 characters (fixed length). 2. Block length – 3440 characters (40 records per block). Field Location Field Range of Values/ Number Field Label First Last Size Type Comments 1 Unique 1 28 28 A/N No. of each Parcel No. parcel which County No. 1 2 2 N splits, is Parcel No. 3 28 26 A/N deleted or combined. Show county code in 1st two digits; then local parcel number; then spaces through digit 28. 2 DOR land use code 29 30 2 N Use code of above parcel 3 D.S.C. code 31 31 1 N Delete = 1; split = 2; combination = 3 4 Total Just Value 32 40 9 N Previous roll value of deletion; 5 Total Assessed Value (classified Use Value if appl.; other-wise Just Value) 41 49 9 N current roll value if split or 6 Total taxable value for operating purposes 50 58 9 N combination (fields 4 through 6). 7 Parent parcel No. 59 84 26 A/N If entry applies to splits or combinations. Otherwise, space fill. 8 Parent DOR land use code 85 86 2 N If entry applies to splits or combinations. A = Alphabetic A/N = Alphanumeric F = Floating Point N = Numeric (c) The standard N.A.P. file shall be formatted as follows: 1. Record length – 290 characters (fixed length). 2. Block length – 3480 characters (12 records per block). 3. The following is a listing of the STANDARD N.A.P. File and is contained in an example form, Form DR-592 (incorporated by reference in Rule 12D-16.002, F.A.C.). Field Location Field Range of Values/ Number Field Label First Last Size Type Comments 1 Unique 1 17 17 A/N Show 2-digit county code, local account number, and space fill the remaining digits to 17. Account No. County No. 1 2 2 N Account No. 3 17 15 A/N 2 Taxing Authority Code 18 21 4 A/N Same code as used for real property 3 Roll Type 22 22 1 A “P” for personal 4 Roll Year 23 24 2 N Last two digits of year 5 CSN Code 25 25 1 A Flag indicating use of Class (C), SIC (S) or NAICS (N) Codes 6 Class/SIC/NAICS Code 26 31 6 N 7 Furniture, Fixtures, and Equipment; Materials and Supplies – At Just Value 32 41 10 N 8 Leasehold Improvements Just Value 42 51 10 N 9 Pollution 52 71 20 N Control Devices Just Value 52 61 10 N Taxable Value 62 71 10 N 10 Total Just Value 72 81 10 N 11 Total Exemption Value 82 91 10 N 12 Exemption Type 92 92 1 A Alphabetic character to be designated by Department of Revenue 13 Total Taxable Value 93 10 10 N 14 Penalty Rate 103 10 2 N 15 Taxpayer Name 105 13 30 A/N 16 Taxpayer Mailing Address 135 16 30 A/N 17 City 165 19 30 A/N 18 State or 195 21 20 A/N Include Zip Code Country 19 Physical Location of Property 215 27 60 A/N Street Address 215 24 30 A/N City 245 27 30 A/N 20 Filler 275 27 2 A/N Reserved for future use. 21 Alternate Key 277 28 6 N See 12D-8.011(2)(v), F.A.C. 22 Tax Roll Sequence No. 283 29 8 N Numbers shall be assigned in the order accounts appear on the assessment roll. A = Alphabetic A/N = Alphanumeric N = Numeric Rulemaking Authority 195.027(1), 213.06(1) FS. Law Implemented 195.027, 195.096 FS. History–New 12-7-76, Amended 7-17-80, 9-30-82, Formerly 12D-8.13, Amended 12-27-94, 12-31-98, 1-2-01.