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Online Services

 

Welcome to Drumheller’s online system

With today’s varied shifts and demands on time, it is not always convenient to visit or contact Town Hall with requests for personal or account information during office hours. Therefore the Town has provided our customers Internet access to their personal finance records that are maintained by the Town.

Although a portion of the non-personal information is public, such as property assessments, the private or confidential sections are password protected, and hosted on a secure server.

By clicking on the “Online Services” navigation menu item on the website, you can access real-time modules in our online system.

Payment of Accounts

Since the banking industry has various payment systems, and with the payment systems we already have in place, we currently have this section turned off. If you wish to find out about our own payment methods, please call (403) 823-6300.

Errors on Your Account

If you discover errors on your account, such as in your contact information, please let us know by calling (403) 823-6300 or e-mailing Technical Support

Menu Options

Access Code

Throughout any of the modules you, the customer, have direct access to your own information. This is obtained by entering the applicable account number as well as your own private “access code” which can be as complicated as 20 character, alpha numeric, case sensitive code that you can change at your convenience on-line. For example, the word “Access Code” is not the same as “access code” and “1234” is not the same as “01234”. Of course, it is recommended that your access code be more complicated than the word “access code” or your phone number.

To obtain your first access code, please visit or call Town Hall at (403) 823-6300. Your identity will be confirmed, and a temporary access code will be supplied to you. You are then invited to log in to the e-Government System and update the access code. If you forget your access code you will have to follow the same criteria as getting your first code.

The access code may be the same for all your utility and tax accounts if you desire since duplicate codes are permitted in the system.

Please note that each account in each module that you wish to access has its own access code, and is not required to be the same as the rest of the accounts. This way a corporation can choose to allow some staff to Accounts Receivable, other staff access to Accounts Payable, while reserving Property Taxes to the manager only.

All your financial records are maintained on an individual account basis. Therefore if you wish to change your access code, it must be changed for each account separately.

Search and Search Criteria

Each module that has public information has its own search menu. In case the search criteria are too broad or narrow, there is an option to modify the search criteria (or search filter) during the search so you don’t have to get out and refresh your screen.

Some modules will present you with various data to search with. These will be presented in their own box, with its own search button. Please use the applicable search button.

The bottom of the screen will show arrows pointing back as well as forward. The single arrow 1arrow.png will transfer you to the last or next page viewed, while the double arrow 2arrows.png will transfer you to the first or last page of search results. Note that you can select the number of records to be viewed per page. If you select more records than your printer will print to one page you will end up with more than one page. However, since this is data, the lines at the page break will not be split as some internet pages appear to cut a picture. Therefore, a valid option if you wish to print the search findings is to select “all” records per page. Please note the “printer friendly” indicator at the bottom of the page which will reformat the view to standard letter size format.

The search options will be discussed in each module.

Transactions

The transactions can be sorted by various columns such as date or amounts. When you click on a column name you will note the appearance of an up or down arrow next to the title, indicating the data is sorted in descending or ascending order. Clicking on the column name again will toggle the direction of the arrow.

The bottom of the screen will show arrows pointing back as well as forward. The single arrow 1arrow.png will transfer you to the last or next page viewed, while the double arrow 2arrows.png will transfer you to the first or last page of transactions. Note that you can select the number of records to be viewed per page. If you select more records than your printer will print to one page you will end up with more than one page. However, since this is data, the lines at the page break will not be split as some internet pages appear to cut a picture. Therefore, a valid option if you wish to print the search findings is to select “all” records per page. Please note the “printer friendly” indicator at the bottom of the page which will reformat the view to standard letter size format.
Transactions prior to mid 2000 will have a description “CONVERSION”. This data is prior to the installation of our new software.

Module Features

Following is a summary of some of the features you will find in e-Government:

Accounts Payable

The menu options include invoices, payments, or invoice and payments combined.

Clicking on the invoice number will give you a description of the invoice. The status of the invoice will indicate if the invoice has been paid or has just been posted but remains unpaid for some reason.

Clicking on the cheque number will list the various invoices paid by that cheque. The status of the cheque will indicate if the cheque has been issued, or has actually cleared the bank as at our last bank reconciliation.

Accounts Receivable

Clicking on the invoice number will give you a description of the invoice. The status of the invoice will indicate if the invoice has been paid or is still unpaid.

Business License

The search allows a word or phrase that can appear anywhere in the description of the company. For example, the word “contractor” will yield results such as contractors as general, electrical, sub, mechanical, etc.

Cemetery

Cemetery allows for searching only. There are three data areas available:

  • Name: You can search by name. Our older records were handwritten, so there may have been some spelling and/or interpretation errors in the data entry. If you can’t find the entry you are looking for try... (eg: Smythe, try Smyth or Smith). Please inform us of any necessary corrections at support or call (403) 823-6300.
  • Date of Death: This is specific to the date of death, not a starting point for a search. We do know the internment date, but not necessarily the date of death in the older records, especially in the case of cremains, which can be interred years after the date of death.
  • Last Lived Address: This information is not currently online.

Property Taxes

The search area provides four data areas to search from:

  • Tax Roll Number: if you know the tax roll number this is by far the easiest method. Please be reminded that leading zeros are required in the entry. 1234567 is not the same number as 01234567. The “Jur” (Jurisdiction) number is not required.
  • Property ID: This is the Land Identifier Numeric Code” (LINC) number assigned to the title by Alberta Land Titles. We do not yet have this field populated for all accounts.
  • Street Address: the search will not function without a street name. Drumheller is a town that actually has six hamlets, meaning that 123 main street exists in seven locations. The address includes a community mnemonic as follows:
    • CM = Cambira
    • DM = Drumheller
    • DR = Drumheller
    • EC = East Coulee
    • LH = Lehigh
    • NM = Nacmine
    • RD = Rosedale
    • WN = Wayne

Postal Code:

this is intended as the postal code the property is located in, not the postal code of the registered owners mailing address. However, we do not have this data compiled.

Since the roll number does not change on ownership change, the transactions and information are available for review only from the date of the last sale of the property. This protects the information for the previous owner. Be advised that once in a while we purge historical data from the data base so the data may not be from the opening of the account.

Tax Certificates

Legal firms are now able to obtain tax certificates on-line. The firm simply logs into their Accounts Receivable account with their access code, and the tax certificate is charged immediately to their account. In order to create an account with our Accounts Receivable department, please call (403) 823-6300.

The search criteria to find the correct tax roll are detailed under the Property Taxes section.

Utilities

There is no search available other than direct access with the account number. Note this is broken into three sections. The utility bill indicates these sections with a space separator, such as 001 0001234 001. Please note that leading zeros are required in the entry.

Since every new occupant of a water account receives a new account number, the transactions will display all the data we have on file for that account. Be advised that once in a while we purge historical data from the data base so the data may not be from the opening of the account.

When reviewing the transactions you will note that there is a lot of detail presented, as every bill and payment is itemized by amount rather than being summarized.

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