State/County Fee Collection

The PCIT application supports the fee collection process and reporting functionality for State/County duty stations.

Headquarters with Admin privilege can create (or update an existing user) State/County Financial Administrator users. These financial administrators will maintain the fee structure for duty stations in their purview. Headquarters with Admin privilege can 'turn on' the state/county fee collection feature for individual States and California Counties.

If a State/County opts to collect their fee for issuing Federal certificates they can opt out of collecting their fee for issuing State certificates created within PCIT. For the States and Counties that opt out, PCIT will continue to display the current State/County Information page and provide the Excel for download of this data. PCIT will not calculate fee information for States or Counties that opt out.

The State/County Financial Administrator role has the authority to enter rate and fees that will apply for all duty stations within their purview. If State certificates are being issued within PCIT, the fee structure for State certificates can also be entered.

The fee structure for Federal certificates is established using the State/County Fee Administration for Federal Certificates page. The fee charged is based on the effective rate/fee at the time the application is Submitted. Even if the certificate is being reissued and the previous certificate was issued at an older rate/fee the current rate/fee is charged.

Follow the routine processing steps for ACO & ACO Admins Processing Applications and then complete the following steps.

1.	On the Certificate Adjustment page, click the Enter State/County Information button. RESULT: The Enter State/County Information page appears. NOTE: No charges are applied within the system when a certificate is processed by a state or county duty station.

2.	Complete the fields of the Enter State/County Information page for State/Counties who opt out or the Change State/County Fees page for State/Counties who opt in.

The detail charge for issued certificates will be displayed. The State/County inspector can select a fee type, enter level-of-effort information or other information designated by their State/County Financial Administrator user to determine certificate charges for their duty station. The certificate charge will be calculated and displayed to the user. The ACO can change the previously entered information and the fee will be re-calculated. Once the Save button is clicked, the debit or credit will be applied to the applicant's pre-purchase account. If the State/County opts out to collect their fee for issuing Federal certificates, only the Admin Fee will be collected. NOTE: The applicant's pre-purchase account needs to have sufficient funds to cover the Admin Fee.
RESULT: The Certificate Adjustment page reappears.

The Issue button at the bottom of the Certificate Adjustment page will be updated to indicate if the State or County duty station is collecting its fees through PCIT or if only the USDA Administrative Fee, when implemented will be collected. Upon Issue Certificate & Charge Fee PCIT will redisplay the calculated fee and provide the user with an opportunity to correct it.

5.	The total charged fee will be displayed on the Print Certificate page after the certificate is successfully issued. The ACO can correct the charged fee by clicking the Correct Fee button.

To print the original certificate click the Generate Original Certificate button. Once the original certificate has successfully printed, click the Printed button. This will ensure that duplicate original certificates cannot be generated in PCIT and will change the status of certificates in “Issued” status to “Printed” status.

7.	If the original certificate printed correctly, you may optionally enter the bar code printed on the security paper. Enter the certificate bar code in the input box and click the Add button.

8.	If a certificate is eligible for “Reuse”, a Reuse Certificate button will display. Clicking on this button will allow you to reuse this certificate to generate additional certificates with similar information.