Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
Purpose: The Appalachian District Health Department Environmental Health Section is charged with the protection of the public health and the prevention of communicable disease. These daily responsibilities include the permitting and inspection of the many ongoing operations including foodservice, lodging, institutions, educational, confinement, mass gatherings and residential care facilities and public swimming pools as well as the evaluation, inspection and permitting processes associated with state rules governing on-site wastewater treatment and disposal systems and private drinking water wells which are regulated by North Carolina General Statutes and are permitted and inspected under rules established by the North Carolina Department of Environment and Natural Resources (DENR) and the North Carolina Commission for Health Services. In administering these many programs and services, the Appalachian District Health Department Environmental Health Section is permitted, under specific state regulations, to charge various fees for many of these services. These fees allow the Environmental Health Section to cover the costs of providing the before mentioned services to the public. It is sometimes necessary to issue refunds to members of the public that decide after making an application for service that the service is no longer necessary, or that the request for service cannot be granted by this Department due to conditions or circumstances that prohibits or restricts the Department’s ability to fulfill the applicants request based on the inability to meet State and District rules and regulations. Policy: It shall be the policy the Appalachian District Health Department Environmental Health Department to issue refunds for requests for services in accordance with the procedures outlined below. Procedure: BELOW ARE INSTANCES WHERE REFUNDS ARE REQUESTED. THE FOLLOWING MAY NOT BE THE ONLY REASONS THAT A REFUND COULD BE REQUESTED, BUT THEY ARE THE MOST FREQUENT. If AT ANY TIME YOU HAVE ANY QUESTION CONCERNING WHETHER OR NOT YOU CAN GIVE A REFUND CONSULT WITH THE ENVIROMENTAL HEALTH SPECIALIST WORKING ON THE APPLICATION(S) AND THE E.H. SUPERVISOR. SEPTIC There are several reasons that you would give a septic refund in environmental health. You can give a refund if: 1. The property has been found to be Unsuitable. 2. The application has been withdrawn before a site evaluation has been done. 3. An applicant has applied for a higher number of bedrooms than is going to be possible after the evaluation was done. 1|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
1. The property was found to be UNSUITABLE. If the property was found to be unsuitable, the environmental health specialist is to let you know if a refund has been requested by the applicant. If a refund has been requested you will need to determine how much to refund. Talk with the specialist to determine whether numerous visits were made and what has occurred in doing this site evaluation. If numerous visits were made then the specialist may request an additional visit fee(s) be charged. If this is just a normal Unsuitable refund, determine how much the applicant paid at the time the application was submitted. (This may involve looking at previous fee scales if the scale has changed recently). Look to see how much the site evaluation fee was at that time. Deduct the site evaluation fee and the non-refundable administration fee from the amount paid and this if there are no other charges should be the amount to be refunded. EXAMPLE: $400.00 – Pd. 08/24/12 (2 – 3 Bdrm) -$225.00—Site Eval. fee (only for that fee period) -$ 25.00—Nonrefundable administration fee $175.00 Amount to be Refunded $325.00 – Pd. 12/31/05 (2 – 3 Bdrm) -$175.00—Site Eval. fee (only for that fee period) -$ 25.00—Nonrefundable administration fee $125.00 Amount to be Refunded Policy and Procedure Appalachian District Health Department Once you have determined the fees paid and the site evaluation fee, you will need to fill out a refund form. SEE ATTACHED. The refund needs to go back to the person or company who paid for the evaluation. This may or may not be the applicant. If there is a difference between who paid and the applicant, you may need to contact the agent if applicable, or the applicant to determine who paid for the application and who is to get the refund. Once this is determined put that information under the “List name and address of refund recipient below” section. Next provide a brief explanation of why you are giving a refund. Provide the permit number that is involved, the amount being refunded, and the program being charged. Make sure to get the Environmental Health Supervisor to sign this form as well as yourself and date it.
2|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
2. The application was withdrawn before the site evaluation was done. If the applicant request to withdraw the application before site evaluation or any visits were made to the property, you would determine the amount paid at the time the application was submitted. If no activity has occurred with this application since being submitted you can refund everything except the $25.00 nonrefundable administration fee. Check with the environmental health specialist to make sure that nothing has been done with this application before doing refund. Again, fill out the Refund form as described in #1 above. EXAMPLES Septic Permit $400.00 – Pd. 08/24/12 (2 – 3 Bdrm) -$ 25.00—Nonrefundable administration fee $375..00 Amount to be Refunded
Well Permit
$325.00 – Pd. 12/31/12 (2 – 3 Bdrm) -$ 25.00—Nonrefundable administration fee $300.00 Amount to be Refunded
3. Applicant has applied for a greater number of bedrooms than they will be allowed to get a permit on after site evaluation. Once the site evaluation has been done and it was determined that the number of bedrooms that were applied for is not an option, but a lesser number of bedrooms is an option, you may be asked by the applicant/agent if a partial refund on the difference of number of bedrooms may be refunded (this only applies if they go from one fee range to another not if they stay in the same fee range). This is a case by case situation. You must check with the Environmental Health Specialist to find out the circumstances and the Environmental Health Supervisor to get his approval for this refund. EXAMPLE:
$500.00 –Amount paid for a 4 bdrm IP $400.00- -Fee for a 2 – 3 bdrm IP $100.00—Difference between the number of bedrooms and the refund amount
Fill out the refund form as explained in #1.
3|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
WELL There are several reasons that you can give a refund for a well application such as: 1. Applied for well and septic permits and site for septic was evaluated and deemed UNSUITABLE and the well site was not evaluated If we evaluate soils for septic and the lot is deemed UNSUITABLE through the on-site wastewater (see septic Unsuitable refund) program and no evaluation for a well site was done, you can apply for a well refund. This is done on the Refund Form (SEE ATTACHED). The Environmental Health Specialist who is working with the application is to let you know if a refund is needed or requested. The refund needs to go back to the person or company who paid for the evaluation. This may or may not be the applicant. If there is a difference between who paid and the applicant, you may need to contact the agent if applicable, or the applicant to determine who paid for the application and who is to get the refund. Once this is determined put that information under the “List name and address of refund recipient below” section Determine how much the applicant paid and refund accordingly. There is a nonrefundable administrative fee attached to the well permit fee that must be deducted from the refund amount. After filling out the Refund Form it must be approved by the Environmental Health Supervisor and signed by the clerical person requesting the refund. As with the septic refunds, once this has been approved make a copy of the refund request and attach to the well application (Note: If no further action is going to be sought concerning the septic and well application process, you can apply for both refunds on the same refund form. You will need to provide all information on the Refund Form concerning both services requested. Just remember to deduct the $25.00 nonrefundable administrative fee X 2; once on the septic fee and once on the well fee) and send the original to the business office. EXAMPLE OF WELL REFUND $ 325.00 – Pd. 7/11/12 -$ 25.00—Nonrefundable administration fee $300.00 Amount to be refunded 2. Lot was deemed UNSUITABLE for well construction. If the property was found to be UNSUITABLE for well construction, the Environmental Health Specialist is to let you know if a refund has been requested by the applicant. If a refund has been requested you will need to determine how much to refund. Talk with the specialist to determine whether numerous visits 4|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
were made and what has occurred in doing this site evaluation. If numerous visits were made then the specialist may request additional visit fees be charged also. For an Unsuitable for well construction refund, determine how much the applicant paid at the time the application was submitted (this may involve looking at previous fee scales if the fee scale has changed). Look to see how much the site evaluation fee was at that time. Deduct the site evaluation fee and the nonrefundable administration fee from the amount paid (along with any additional site visit fees if indicated by the Environmental Health Specialist that was working on the application) and this if there are no other charges should be the amount to be refunded. The refund needs to go back to the person or company who paid for the evaluation. This may or may not be the applicant. If there is a difference between who paid and the applicant, you may need to contact the agent if applicable, or the applicant to determine who paid for the application and who is to get the refund. Once this is determined put that information under the “List name and address of refund recipient below” section Fill out a refund form appropriately and have this approved by the Environmental Health Supervisor . Submit this form to the business office for payment. EXAMPLE: $325.00— -$100.00 -$ 25.00 $200.00 3.
Pd 8-1-12 well site evaluation fee (for that fee period) nonrefundable administrative fee Amount to be Refunded
The application was withdrawn before the site evaluation was done. If the applicant request to withdraw the application before site evaluation or any visits were made to the property, you would determine the amount paid at the time the application was submitted. If no activity has occurred with this application since being submitted you can refund everything except the $25.00 nonrefundable administration fee. Check with the Environmental Health Specialist to make sure that nothing has been done with this application before doing refund. Again, fill out the Refund form as described in previously above. EXAMPLE: $225.00—Pd. 9/1/07 -$ 25.00—nonrefundable administrative fee $200.00 Amount to be Refunded
5|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
NOTE: When refunding an application for both well and septic that has been withdrawn with no site visits made, it is necessary to deduct the $25.00 nonrefundable administrative fee X 2 (this is once for the well and once for the septic) from the fees to be refunded. Refund the remaining amount. EXAMPLE: $500.00—(2-3 bdrm septic) - $25.00adm fee = $475.00 total refund $325.00- (well permit) - $25.00adm fee = $300.00 total refund $825.00- (total fee) - $50.00adm fee = $800.00 total refund REUSE OF EXISTING SYSTEM AND EXISTING WELL HEAD INSPECTION Occasionally you may need to do a refund on a reuse of existing system and existing well head inspection application. See some examples below. 1. If a Compliance Inspection (reuse of existing system and existing well head inspection) are applied for and we only inspect one or the other. If an application is made for both reuse of existing system and existing well head inspection and the visit for both are made on the same day and it was found at that visit that only one or the other was needed, not both, than we can give a refund on the one not needed. Do not deduct the $25.00 nonrefundable administrative fee for the one not needed. If an application is made for both reuse of existing system and existing well head inspection and the visits were made on separate days and it was found that one or the other was not needed, we cannot refund anything back because these visits were made on two (2) separate days. **The Environmental Health Specialist who is handling the application should instruct you as to whether or not a refund is warranted in either case.
2. If the Compliance Inspection ( i.e.- reuse of existing system and/or existing well head inspection) application is withdrawn before the service is rendered. If an application for reuse of existing system and existing well head inspection is submitted and then requested by the applicant to be withdrawn before any visits were made, a refund may be possible. Check with the Environmental Health Specialist to make sure that no activity has occurred on this application. If there has been no activity on this application we can refund all but a $25.00 nonrefundable administrative fee. Even though the application was for two different services, with the reuse of existing system and existing well head inspecting if they are applied for together and withdrawn together we will only deduct a $25.00 nonrefundable administrative fee one (1) time. 6|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
EXAMPLE: $ 100.00—compliance inspection -$ 25.00 nonrefundable administrative fee $ 75.00 Refundable amount If reuse for existing system and existing well head inspection came in on two (2) separate applications and then are withdrawn, each application is subject to the $25.00 nonrefundable administrative fee. This means that the applicant will only get $25.00 back on each application.
3. Cases where it is determined that a reuse of existing system was needed instead of a new or expanded septic system or that an existing well head inspection was needed instead of a new well. If an application is made for an existing well head inspections along with a new septic system or an expansion of an existing septic system and it was determined at the time of the site visit that the applicant could hook onto an existing septic system or not change his current system, the Environmental Health Specialist may issue a reuse of existing system with the existing well head inspection. If this is the case a refund may be requested by the Environmental Health Specialist. This refund amount could be affected by the number of visits made by the inspector to the location and other circumstances surrounding this application. Before making one of these refunds always consult with the Environmental Health Specialist who was working on this application. If it is approved to refund under these circumstances, you will need to deduct the reuse of existing system fee from the fee that was paid for the septic permit. We will not keep the $25.00 nonrefundable administrative fee because a service was provided, just not the one that was originally applied for. Fill out the Refund form and have it approved by the Environmental Health Supervisor. You will need to determine along with the Environmental Health Specialist if you need to void the septic permit since it was and will not be issued.
EXAPMLE: $500.00- new septic permit (IP/AC 2-3 bedrooms) -$ 50.00-reuse of existing system $450.00 refund amount 7|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
Note: We keep the original fee for the existing well head inspection since it was actually done. . If the application was for a new well permit and reuse of existing septic system and it was found that the applicant could hook onto an existing well instead of drilling a new well, and existing well head inspection would be issued and the above procedure would apply. Fill out the Refund form and have it approved by the Environmental Health Supervisor. You will need to determine along with the Environmental Health Specialist if you need to void the well permit since it was and will not be issued EXAMPLE: $325.00- well permit fee -$ 50.00—existing well head inspection $275.00 – refund amount Note: We keep the original fee for the reuse of existing septic system since it was actually done. PUBLIC SWIMMING POOL It may be necessary to issue refunds on monies collected for the public swimming pool program. See examples 1. A public swimming pool owner/operator may make application(s) for an operation permit(s) and decide to withdraw the application(s) before a site visit is conducted to issue the permit(s). Currently, the permit fee for a seasonal swimming pool (Operation period April 1 through March 31) is $100.00. The permit fee for a yearround swimming pool permits is $200.00. If an application is made for a swimming pool operation permit, and the applicant then decides to withdrawal the application before a site visit is conducted for the purpose of issuing the permit, the applicant can be issued a refund on the monies submitted, minus the $25.00 administrative fee.
Example: $200.00 year-round pool permit fee - $ 25.00 administrative fee $ 175.00 refund amount
8|Environmental Health –EH Refund Policy
Appalachian District Health Department
Policy and Procedure Policy Name Environmental Health Policy Topic EH Refund Policy
Section 700
Approved Date: 5-1-08
Chapter 706
Revision Date: 11-27-2012
If a field visit is conducted, with or without a permit being issued, the applicant will not be entitled to a refund 2. Currently, the Appalachian District Health Department charges $400.00 for the plan review for each public swimming pool, wading pool, and spas being proposed for construction. If an applicant submits an application(s) for swimming pool plan review and then withdrawals the application(s) before any work is started on the plan review, he/she will be illegible for a refund for the monies submitted, minus the $25.00 administration fee. Once the plan review process is started by the environmental health staff, the applicant will not be illegible for any refund of said fees submitted. FOOD AND LODGING It may be necessary to issue refunds on monies collected for the food and lodging program for the plan review process. 1 Currently, the Appalachian District Health Department charges $200.00 for the plan review process of any food or lodging establishment that is proposed for construction within the District. If an application is made for a food or lodging establishment plan review and the applicant wishes to withdrawal their application before the plan review process is started by an environmental health specialist, they are entitled to a full refund of the plan review fee, minus the $25.00 administrative fee. Example: $250.00 plan review fee -$ 25.00 administrative fee $ 225.00 refund If, however, the applicant wishes to withdrawal their plan review application after the review process has begun, there will be no refund of any monies.
9|Environmental Health –EH Refund Policy
