Using Tax Exemption

OPS-COM supports Tax Exemption Codes for users, allowing the system to automatically waive applicable taxes during their purchases of items like permits, violations, and lockers. This feature ensures accurate billing for tax-exempt individuals or organizations and simplifies compliance with specific tax regulations.

Using this Feature

1. Locate the user you wish to edit/update by searching.
2. Click on the Username from the search results, and their User Profile Landing Page will display.
3. Confirm that the name of the user displayed at the top right-hand corner of the page matches the user whose account you intend to modify.
4. Click the Edit button on the Basic Profile Information bar, or click the Profile dropdown menu and select Edit Profile Information.

Adding or Updating a Tax Exemption Code

1. On the Edit User Profile screen, locate the Tax Exemption Code field.
2. Enter or update the alphanumeric tax exemption code in this field.
3. Click Submit Profile Information.
4. On the subsequent confirmation screen, click Information Correct to save the changes to the user's profile.

Verifying the Tax Exemption Code

The Tax Exemption Code is displayed in the Profile Overview window on the user's profile landing page for easy reference, allowing administrators to quickly verify its presence.

Tax-Free Transactions

When a user with a valid tax exemption code on their profile proceeds to purchase items (such as a permit), applicable taxes will not appear as a line item on the payment or confirmation page. The system automatically waives these taxes.

Generating the Tax Exemption Report

Administrators can generate a report to view all users with active tax exemption codes.

1. Generate the Tax Exemption Report from the Payments menu.
2. This report includes three key fields: First Name, Last Name, and Tax Exemption Code.
3. You can print or export the report records for further use, such as auditing or external reporting.

Best Practices & Considerations

• Accuracy is Crucial: Ensure that tax exemption codes are accurately entered and validated against official documentation to maintain compliance and prevent incorrect billing.
• Internal Verification: Establish clear internal procedures for verifying a user's eligibility for tax exemption before entering a code on their profile.
• Compliance: Understand your organization's tax compliance requirements and how this feature integrates with your overall financial processes.
• Reporting and Auditing: Regularly run and review the Tax Exemption Report for auditing purposes, ensuring that all tax-exempt transactions are correctly accounted for and supported.
• User Communication: Clearly communicate tax exemption policies to eligible users.