DR-700012 R. 01/08
Please Read Instructions First
Check one:
Application for certification of database Application for recertification of database
Check one:
Provider of communications services Vendor (See Special Instructions for Vendors on page 3.) Both provider and vendor (Check if the database is used both
internally and offered to other providers as part of a service.)
Section A - Business Information Business Partner Number Federal Employer Identification Number
Providers must enter this number. It is on the Certificate of Registration, Form DR-700014. Enter your Federal Employer Identification Number (FEIN).
Check one:
Corporation Sole proprietorship Partnership Other (please specify) __________________________________ Business name ______________________________________________________________________________________________________ Business location address ____________________________________________________________________________________________ City ________________________________________________________ State ___________________________ ZIP ___________________ Business mailing address _____________________________________________________________________________________________ City ________________________________________________________ State ___________________________ ZIP ___________________ Section B Contact Person
Applicant must designate a contact person responsible for providing access to all records, facilities, and processes that the Department determines are reasonably necessary to review and make a determination regarding this application.
Name of contact person (please print) ___________________________________ Telephone number _____________________________ Address ____________________________________________________________________________________________________________ Fax number __________________________________________________________ E-Mail address ________________________________ Section C Authorized Signature
Signature of person authorized to request certification on behalf of applicant.
Signature ____________________________________________________________ Date _________________________________________ Name (please print) ___________________________________________________ Title __________________________________________ Address ____________________________________________________________________________________________________________ Section D Database Method of Submission ( Check one) Data file will be submitted electronically (See Submitting Your File in instructions.) Data file is included with this application.
Mail application to: CST Database Certification Florida Department of Revenue Local Government Unit PO Box 6530 Tallahassee FL 32314-6530
DOR Use Only
Received by LGU ________________________________________ Date ____________________________________________________ Application complete _____________________________________ Date ____________________________________________________
For assistance completing your Application for Certification or submitting your data file, please contact the Local Government Unit at 850-921-9181.
Instructions for Preparing and Submitting Customer Address Files for Certification Testing
DR-700012 R. 01/08 Page 2
Required Address Data File Layout The address data file must: · Contain only service addresses as defined by s. 202.11(14), F.S. · Include all service address records for the entire geographic area covered by the database being tested. · Be organized by individual customer address records (not by address range). Records within the address data file must: · Be standardized using United States Postal Service addressing standards (preferred for highest level of matching). · Provide postal city name (the name of the post office that supports the mail delivery area covered by that customer address), state abbreviation ("FL" for Florida), and non-blank 5-digit ZIP code for each address record. · Be ordered in ascending ZIP+4 code order, from the lowest ZIP+4 code in your customer address record set to the highest ZIP+4 code in the set. · Include a 10-digit, sequential counter (starting from "0000000001") for each record. Note: the sequential counter must be assigned AFTER ascending ZIP+4 sort is completed. Record Header Information RECNUM USERFIELD ADDRESS CITY STATE ZIPCODE ZIPSECT ZIPSEG CNTYNAME PLACENAME STATEFIPS CNTYFIPS PLACEFIPS CHAR(10) CHAR(20) CHAR(50) CHAR(30) CHAR(2) CHAR(5) CHAR(2) CHAR(2) CHAR(20) CHAR(40) CHAR(2) CHAR(3) CHAR(5)
· Be padded for fields not containing data. Alphanumeric fields must be blank padded. Numeric fields must be zero padded. · Be padded to the appropriate field length. Alphanumeric fields must be left justified, blank padded. Numeric fields must be right justified, zero padded. · Be fixed record size. · Not contain field separators. · Have only one record per row. · Not exceed a maximum record length of 191 characters. Sample Record Layout Examples of the record layout are provided below: 0000000001ABCPHONESYSRECNUM0011801 ROSE MALLOW LN ORANGE PARK FL320037067CLAY 1201900000 0000000003 20 spaces if no data entered 300 BRAUGHTON ST SE BRANFORD FL320082806SUWANNEE BRANFORD 1212108175 0000000229ABCCommunications001200 E GILFORD DAVIS RD GLEN SAINT MARY FL320404604BAKER 1200300000
Zero-padded sequence counter, used for file validation (e.g. "0000000001") Area for applicant's use to identify individual address records Address, including address (e.g., house) number Postal city name "FL" for Florida (File must contain only Florida addresses.) Must be numeric, non-blank response even if valid ZIP code is unknown (if unknown, use "00000") Set to "00" if not available Set to "00" if not available; ZIPCODE+ZIPSECT+ZIPSEG constitute ZIP+4 County name Place name State FIPS Code; always "12" for Florida County FIPS Code; see Jurisdiction / Rate Table on DOR Internet site Place FIPS Code; see Jurisdiction / Rate Table on DOR Internet site Submitting Your File Our e-mail system limits e-mails and attachments to less than 15 megabytes. Based on the size of the file layout (e.g., 192 bytes), an uncompressed file of up to 87,000 records can be sent using e-mail. Depending upon the compression method used, a larger compressed file can also be sent. For files exceeding 15 megabytes, please submit the file on a CD-ROM by mail. Original files will not be returned. Media should be labeled with the applicant's name, the date submitted, contact name and phone number and marked: "For Certification Testing."
Use of FIPS Codes Generally, our certification system uses the Federal Information Processing Standards (FIPS) 55 data codes. FIPS 55 data consists of a 2-digit state code (Florida = 12), 3-digit county code, and 5-digit place (city) code to identify Florida local taxing jurisdictions. However, the Department's Address/Jurisdiction Database uses "00000" as a place FIPS code for addresses in an unincorporated area of a county. A current list of FIPS codes for Florida counties and incorporated cities is maintained on our Internet site (http://geotax.state.fl.us). Please download the list and use only the Florida place codes listed or "00000" for the unincorporated area of a county.
DR-700012 R. 01/08 Page 3
Where to Send Your File E-Mail: Send e-mail to: ([email protected]). Postal Mail: Send mail to: CST Database Certification, Florida Department of Revenue, Local Government Unit, PO Box 6530, Tallahassee, FL 32314-6530. Overnight Delivery: Send to: CST Database Certification, Florida Department of Revenue, Local Government Unit, 5050 W. Tennessee St., Bldg. E-1, Tallahassee, FL 32304-9201. For Further Assistance For assistance completing your Application for Certification or submitting your data file, please contact the Local Government Unit at 850-921-9181. Testing Accuracy Standard To pass certification, your database must assign street addresses, address ranges, post office boxes, or post office box ranges to the proper jurisdiction with an overall accuracy rate of 95 percent at a 95 percent level of confidence, as determined through a statistically reliable sample. The accuracy must be measured based on the entire geographic area within the state covered by the database. Turnaround Time Upon receipt of an application for certification or recertification of a database, we will examine the application and, within 90 days after receipt, notify you of any errors or omissions. We may request additional information, conduct an inspection, or perform any testing determined necessary. Access to records, facilities, and processes must be provided within 10 working days after notification. An application must be approved or denied within 180 days after receipt of a completed application. We will notify you of the certification test results by mail and email, if possible. The notice will specify the grounds for denial, inform you of any remedy that is available, and indicate the procedure that must be followed. A copy of the Certification Report and Certification Error Report will be included. Certification Report The Certification Report will provide statistics on the number of standardized/validated address records where the applicant's assignment of taxing jurisdictions matched (or mismatched) the information contained in the Department's Address/Jurisdiction Database. · "Matched" record counts provide the number of standardized/validated applicant address records that matched the Department's Address/Jurisdiction Database. · "Mismatched" records are those that do not agree with the Department's Address/Jurisdiction Database. The total number of matched and mismatched records equals the number in the "Total Records Processed" field. · "Num Records Excluded" is the number of address records in the applicant's overall submitted address data file that could not be processed because the address could not be standardized/validated. · "No Decision Rate" is the corresponding percentage of the applicant's overall submitted address data file that could not be validated and subsequently processed for jurisdiction accuracy. Note: A high "No Decision Rate" could lead to an immediate rejection of the Application for Certification. Sample Certification Report
Address certification results for <
Certification Error Report and Error Codes Error records (both unmatched and mismatched records) are written to the Certification Error Report with appropriate error codes describing the error appended for applicant review. Errors can be of two types: 1. The input address record could not be completely processed. This can be due to an invalid (unrecognizable) address or an address that is not contained in the Department's Address/ Jurisdiction Database. 2. The taxing jurisdiction of an input address record did not match the taxing jurisdiction contained in the Department's Address/Jurisdiction Database for that address record. The following is the list of error codes generated by the Address/Jurisdiction Database Certification System: · EBADCNTY: County mismatch. · EBADPLACE: City or unincorporated area mismatch. · ENOADDR ( ): An address that is standardized but is not found in the database. · ENOADDR (A): An address that failed standardization because secondary address information is required. · ENOADDR (H): An address that failed standardization because the input house number was not found on the input street. · ENOADDR (M): An address that returned more than one standardized address. · ENOADDR (S): An address that failed standardization because the input street was not found in the input ZIP code. Certification Period and Recertification Certification is valid for three years following the date of the approval notice. At the end of the certification period, you must submit an Application for Certification of Communications Services Database, Form DR-700012 and database for recertification. Databases submitted for recertification prior to the expiration of the certification period will be treated as certified while the application for recertification is pending. Certification is contingent upon there being no material changes to the database or procedures for its updating and maintenance. If there are such changes, you should contact us and request a determination regarding whether a new Form DR-700012 should be submitted. For examples of what constitutes a material change, please see Rule 12A-19.072(6), F.A.C. Special Instructions for Vendors Please complete page 1. We will contact you with further information concerning your database.
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