500.03 issuing new pet licenses

1. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 1
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
I. PURPOSE
To establish a uniform procedure for completing the Pet License Receipt Form.
II. POLICY
Animal Control Officers (ACO) and Animal Control Services Representatives (ACSR) that
collect license payments in the field shall record their payments on the Pet License Receipt
form to be entered into the Chameleon Database at a later date.
III. SCOPE
Applicable to Field Officers, Accounting and Customer Services Staff
IV. FORMS
Pet License Receipt
V. REFERENCES
OC Animal Care Policy and Procedure 500.07 – Collection of Late Fees
OC Animal Care Policy and Procedure 600.33 – Transfer of Ownership
OC Animal Care Policy and Procedure 300.51 – Chameleon Tag Link Window
OC Animal Care Policy and Procedure 300.34 - Field Cash Handling and Initiation of a Fees
Distribution and Collection Report
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Below is a screen shot of the Pet License Receipt Form as well as definitions and
instructions on the use and proper completion of each field:

2. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 2
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
1. TAG NO: This field is used for the license tag number associated with the Animal.
a. For a license renewal where there is an existing permanent tag number, write the
current license number in this field and check the box labeled PERM.
b. For a license renewal where the customer is purchasing a replacement tag, write the
current license number in this field and check the box labeled REPLACE.
c. For a new license where there is already an existing record in Chameleon (i.e.
LINK, VAC CERT) write the UXX-Number from the tag window in this box.
Leave both the REPLACE and PERM boxes empty.
d. For a new license where there is no record in Chameleon, write “Pending” in this
box. Leave both the REPLACE and PERM boxes empty. Give the owner their
copy. Then, above this box, write the UXX-Number generated after you create the
Tag/Link window (P&P 300.51).
2. LICENSE EXP: This field is used for the expiration date of the license.
a. For a new license where there is no record in Chameleon, the expiration date will be
one year from the date on which the license was sold.
b. For a new license with an existing record in Chameleon, the expiration date will be
based on the day we first made contact with the customer. Below are some
examples of types of contact.

3. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 3
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
aa. If there is a previous LINK on the animal and a license has not yet been
purchased, the expiration date would be based on the date of the LINK. For
example, if the LINK was initially created on 1/11/2013, the license expiration
date would be 1/11/2014.
bb. If there is a VAC CERT and a license has not yet been purchased, the license
expiration date would be based on the rabies vaccination. For example, if the
vaccination was given on 12/13/2012, the license expiration date would be
12/14/2013.
c. Occasionally you may encounter an existing license, LINK or VAC CERT record in
Chameleon which displays a status of MOVED, NOT OWNER, etc. The customer
must furnish proof that the animal has been residing out of our jurisdiction and has
just returned (i.e. vet records from another city or state for the dog, proof of a
current license for another city or state, etc). If they have proof that the dog has
only recently returned, the license expiration date will be a year from the date of
sale. If the customer has no proof that the animal has been living out of OC Animal
Care’s jurisdiction, all license and late fees for prior years are owed (up to 4 years in
the past). For example, if their license expired on 5/11/2010, you would sell 4 years
of licenses and late fees to bring the license current with an expiration date of
5/11/2014.
d. For a renewal license, the expiration date will follow the existing record in
Chameleon. For example, if the 2012-2013 license in Chameleon expired on
3/1/2013, the new license sold will expire on 3/1/2014.
e. If the customer has an existing rabies vaccination that will not cover the entire year,
you can reduce the license up to 30 days. For example if you sell a customer a
license on 5/22/2013, but their rabies vaccination expires on 4/22/2014, you can
automatically set the license expiration date to coincide with the rabies on
4/22/2014.
If however, you sell a license on 5/22/2013 and the rabies expires on 1/22/2014, you
would sell the customer a pending license with an expiration date of 5/22/2014. The
customer can choose to get the animal revaccinated early, leave the license in a
temporary status until 1/22/2014 when they would be prompted to send an updated
vaccination certificate or may voluntarily reduce the expiration date to 1/22/2014.
3. RABIES EXP: Enter the rabies vaccination expiration date from a valid rabies
certificate, format: (MM/DD/YY).
4. DATE PAID: Enter the date you are selling the license, format: (MM/DD/YY)

4. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 4
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
5. SOURCE: This is used to track which department the payment is coming from.
a. ACO Field Officer – Check Field
b. ACSR Canvasser – Check Canvass
6. SEX: Enter the sex of the animal.
a. F for a female.
b. M for a male.
c. S for a spayed female.
d. N for a neutered male.
7. BREED: Enter the breed using the Chameleon breed standards.
8. PET’S NAME: Enter the pet’s name.
9. COLOR: Enter the pet’s color using standard abbreviations.
10. TYPE OF LICENSE: Check the correct box depending on the type of license sold:
a. NEW – Customer has never purchased a license before (Includes previously
existing Links and Vac Certs).
b. RENEW – Customer has an existing license that is being renewed.
c. REPLACE – Customer needs a replacement tag.
11. AMOUNT: Enter the total amount paid by the licensee.
12. RECEIVED BY: This field is used to record who collected the money in the field. Enter
your first initial, last name and badge number, if applicable.
13. The next three fields are greyed out on the Office Copy and are designated for clerical
use.
a. RECEIPT NUMBER: The staff member that stores the monies and receipts in
Chameleon shall record the Chameleon receipt number in this field.
b. DATE: The staff member that stores the Chameleon Receipt shall enter the date the
receipt was stored in this field.
c. PROCESSED BY: The staff member that stores the Chameleon Receipt for the
license payment shall enter their first initial and last name in this field.
14. TYPE OF PAYMENT: Check the appropriate box to determine the type of payment
received, i.e. cash, check, charge.

5. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 5
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
15. ADDITIONAL MONIES COLLECTED: Check the appropriate box if there is a
payment for any additional items.
a. LATE FEE: Customer is more than 15 days late. See Policy and Procedure 500.07
Collection of Late Fees.
b. TRANSFER OF OWNERSHIP: Transfer of Ownership form must accompany the
receipt. See OC Animal Care Policy and Procedure 600.33 Transfer of Ownership.
c. REPLACEMENT TAG: Customer lost original tag.
d. DONATION: Donation for OC Animal Care.
16. OWNER NAME: Enter the complete first and last name of the licensee.
17. HOME PHONE: Enter the home telephone number of the licensee. Area code 714 is
implied; enter the correct area code in parenthesis, if different.
18. ALTERNATE PHONE: Enter an alternate telephone number for the licensee. If none,
leave blank. Area code 714 is implied; enter the correct area code in parenthesis, if
different.
19. CUSTOMER FIELDS:
a. NAME CHG: Used to notify clerical that the customer’s name has changed, i.e.
Sally Smith to Sally Greene. Include their existing Person ID next to the owner
name.
b. ADDRESS CHANGE: Used to notify clerical that the customer has moved from a
previous address. If the customer already exists in our system at another address, or
would like to use a PO Box as a mailing address, include their existing Person ID
next to the owner name and check the Address Change box to the right of the name
field.
c. PHONE CHANGE: Used to notify clerical that the customer’s phone number has
changed. Include their existing Person ID next to the owner name.
20. STREET ADDRESS: Enter the licensee’s complete physical address. If mailing
address is a post office box, write the PO Box address on the bottom of the form for
clerical data entry.
21. The following fields are all located in the Receipt Type box on the right side of the
form.
a. Completed License: Check when the license has been paid in full and all required
documents have been supplied to OC Animal Care.
b. 15 Day Notice to Comply: Check when the license may have been paid, but is
pending additional information or fees.

6. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 6
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
c. Final Notice to Comply: Check when the customer has been previously notified to
comply with licensing requirements and has not yet provided OC Animal Care with
all necessary payments and/or required documentation.
22. Check the appropriate licensing rate box based on the information below:
a. LICENSE –
aa. Unaltered – Animal is intact.
bb. Sterilized – Customer has provided proof of sterility in the field or will be
sending the sterility certificate to our office within 15 days.
b. PUPPY – Use for unaltered dogs between 4 and 6 months of age.
c. SENIOR CITIZEN – Use for a senior license on an altered dog.
d. GUIDE DOG – Use for assistance dogs. Customer must fill out the application and
affidavit to be turned in to OC Animal Care.
23. If the receipt is a Notice to Comply (15 Day or Final), check the appropriate box(es)
from the list of the items below that are needed to issue a completed license:
a. Current rabies certificate
b. Sterility certificate
c. Incorrect fee. The amount the customer still owes must be filled in.
d. Penalty fee. The current amount of the late fee must be filled in.
e. Proof of Senior Status
f. Other (please specify)
B. Pet License Form and License Tag Distribution for Animal Control Officers (ACO):
1. Distribute the Pet License Form as follows:
Office Copy (original):
a. For inputting purposes, write the corresponding Activity Number, if applicable, in
the top left hand corner of the Pet License Form.
b. Turn the Office copy into Accounting. The Licensing Unit will retrieve the copy on
the next business day to enter the information into Chameleon.
Owner Copy (yellow)
a. The owner’s receipt copy shall be given to the licensee by the issuing ACO.
b. The licensee shall be advised that the Permanent License Tag shall be mailed to
them.

7. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 7
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
c. The licensee shall be advised of the license expiration date.
Deposit Receipt/Accounting Copy (green):
a. Once all monies have been inputted into Chameleon, the ACO must initiate a
Chameleon Cash Box Closing Report (see OC Animal Care Policy and Procedure
300.34).
b. Place monies and Deposit Receipt (green copy) with a Chameleon Cash Box
Closing Report in an unsealed envelope with the ACO’s name and badge number
written on it.
c. The ACO will give the envelope to the Watch Commander for review and approval.
The Watch Commander will then seal the envelope, initial the back and deposit the
envelope in Accounting’s secured locked box.
C. Pet License Form Distribution for Animal Care Services Representatives (ACSR):
1. Distribute the Pet License Form as follows:
Office Copy (original) & Deposit Receipt/Accounting Copy (green)
a. Deposit the Accounting Copy, as well as the Office Copy and any monies collected
in the clear plastic envelope after supervisor review. The Canvassing Unit
Supervisor will drop the clear plastic envelope in Accounting’s secured locked box.
Owner Copy (yellow)
a. The owner’s receipt copy shall be given to the licensee by the issuing Canvasser.
b. The Canvasser will explain what is required of the licensee when issuing a
temporary license (i.e. rabies certificate, certificate of sterility, etc.)
c. In the event of a new license or replacement tag is sold, the licensee shall be advised
that a Permanent License Tag shall be mailed to them.
d. The licensee shall be advised of the license expiration date.
D. Data Entry of the Pet License Form by office personnel:
1. Retrieve the office copy from Accounting by 8:00AM Monday through Friday
excluding holidays.
2. Licenses and payments issued by ACO’s will be entered under the Chameleon AS4 log-
in.

8. Number: 500.03
SUBJECT: ISSUING NEW PET LICENSES Page: 8
Date: 11/30/00
Approved: Jennifer Hawkins, DVM, Director Revised: 8/2/15
3. Licenses and payments issued by ACSR’s (Canvassers) will be entered under the
Chameleon AS5 log-in.
4. Enter the licenses and payments in Chameleon per the OC Animal Care Policy and
Procedure 300.51. The following additional fields must be completed:
a. Type the Officer’s last name into the BATCH NO field.
b. Type the red receipt number from the licensing form into the FIELD/CANVASS
RCPT Field.
5. Record the Chameleon receipt number, the date the receipt was stored in Chameleon as
well as your name in the gray fields on the Office Copy.
6. After supervisory review of your close of business, turn in the Office Copies of the Pet
License Receipts with your Cash Box Closing for AS4 & AS5 to Accounting in your
clear plastic zipper envelope.