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We would like to inform you about an important update regarding our finance and billing software. Over the past few months, we have been working diligently with Edmunds GovTech to transition to a new software called MCSJ, which will replace our current software, FundBalance, provided by Tyler Technologies. FundBalance will no longer be supported after this year, and it no longer meets our needs.
We are pleased to announce that we have successfully completed the first phase of the transition to MCSJ, which focused on accounts payable. This achievement wouldn't have been possible without the valuable assistance and patience of the Edmunds team and our amazing Town Clerk, Kathy SanDoe, and Town Accountant, Julie Campagna.
The next phase, scheduled to go live in mid-July, will involve our utility billing, accounts receivable, and receipting. We are particularly excited about this phase as it will enable us to provide detailed and user-friendly utility bills and receipts each quarter.
Following the successful implementation of the second phase, the final phase will introduce our new online payment portal. This portal will allow residents to access their accounts, view balances, and current utility bills, and make payments using a credit card or checking account. Payments made online will be automatically credited to the account and displayed as "pending." The privacy and security of this system ensure that accounts will only be accessible with a designated account number and passcode, which will be provided by Town Hall staff and printed on the utility bill.
With the new payment portal, residents will have the option to create logins and set up a Virtual Wallet to schedule future payments or establish automatic payments for utility bills. Notifications will be sent before payments are processed, allowing for any necessary adjustments.
In addition, the fee structure will be revised for online payments. Residents using a credit card for one-time payments will be subject to a 2.95% fee at the time of the transaction, while E-Check payments will be processed free of charge, with the Town covering the fee. However, automatic payments via either method will not incur any fees.
As part of our efforts to streamline operations and reduce costs, we encourage residents to opt for e-mailed bills or view their bills online. Please note that starting in the 4th quarter of this year, a $2.00 postage fee will be applied to residents who are not opted in for e-mailed bills.
We understand that this transition may require some adjustment, and we appreciate your patience and understanding throughout this process. Should you have any questions or concerns, please do not hesitate to contact us at staff@charlestownmd.org or during business hours (M-F 8:30-4:30) via telephone at 410-287-6173. We are here to assist you. Thank you!
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