Fla. Admin. Code R. 12D-8.013

Current through Reg. 50, No. 217; November 5, 2024

Section 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

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(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 = Alphanumerics

F = Floating Point

N = Numeric

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(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	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

N = Numeric

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Fla. Admin. Code Ann. R. 12D-8.013

Rulemaking Authority 195.027(1), 213.06(1) FS. Law Implemented 195.027, 195.096, 213.05 FS.

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.