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Proposal for Parking Citation Services City of Santa Ana — November 5. 2008 <br />needed would be the citation, amount paid and date of returned check, which may be <br />obtained by returning the actual check to PHOENIX GROUP. The remaining process <br />will be performed by PHOENIX GROUP. If CITY already has a method in place for <br />processing bank returned checks, the processing may remain with CITY and there will <br />be NO CHARGE by PHOENIX GROUP for processing. <br />2.19 Refunds <br />REFUNDS - PHOENIX GROUP will provide verification that a refund is applicable <br />and provide a refund request form to CITY. Upon approval of the refund, CITY may <br />initiate the refund and the information may be tracked within WINCI'1re. <br />WINCI1re will keep track (on -line) the Name and Address of Who received the <br />refund, many times this is not the Registered Owner. CITY may also establish an <br />Imprest account with PHOENIX GROUP to disburse and mail refunds. NOTE: CITY <br />approves all refunds mailed by PHOENIX GROUP in advance. <br />Currently Phoenix Group also prepares and generates the refund "check" for the City. <br />2.20 Payment Disposition Tracking and Reason Codes <br />The WINaire program will keep track of all voided, cleared, and or dismissed <br />dispositions (separate status codes) for citations sent to the administrative <br />review /hearing process. In addition to providing information as to the current status, the <br />system will also provide the user with the entire history of the citation (or license plate). <br />For example if the citation was paid, then returned as a bad check, and paid at a later <br />date, the system will provide detail of all the information including the dates of <br />occurrence, amounts, and adjust the revenue. <br />The citation payment will remain on the system for approximately two years AFTER <br />payment (purge data requested in advance). This will allow CITY to request revenue <br />information for one complete fiscal year. In addition to the data available on the system, <br />the data is stored onto magnetic media and available through archive, or as requested <br />by CITY. <br />38 <br />