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 = Alphanumerics

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, 213.05 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.