Non-domestic Rates Data

The Solomon BID product gathers data together from various sources making it easy for Business Improvement Districts to access knowledge about their local area. This can include non-domestic rates data provided by a Local Authority and / or the Valuation Office Agency (VOA).

This document describes how we use non-domestic rates data, and outlines some of the assumptions our software is currently based on. We envisage that these assumptions will change over time, as we adapt to the needs of new BIDs.

What non-domestic rates data do we use?

Our system can consume and store as much data as the Local Authority can provide but, as a minimum, we need to collect the following data:

  • A unique property reference number (the VOA call this the "billing authority reference") for each Hereditament in the BID area;
  • The corresponding Address for each Hereditament;
  • The Rateable Value used to calculate the levy for each Hereditament;
  • The property description used by the VOA;
  • The occupancy status of the Hereditament (Occupied or Empty);
  • Details of exemptions (is the property empty rate exempt?);
  • The billing account reference number for the BID account;
  • The liable parties details, including their billing address;
  • The outstanding balance for each BID account (optional);
  • The date they became liable for the levy (i.e. the date they became a BID member); and
  • The date they ceased to be liable for the levy (i.e. the date they stopped being a BID member);

A detailed schema is avaliable on request.

What assumptions does our software make about data provided by Local Authorities?

Our system is using assumptions based on data provided by Leeds City Council via LeedsBID. We expect that other Local Authorities will deal with their data in a different way and it will be important to identify any differences before we begin importing your data. The system is very flexible so we can adjust to account for any differences. The current assumptions are as follows:

  1. every Hereditament has a unique Property Reference Number (PRN);
  2. if a Hereditament is divided into two, two new PRNs will be generated;
  3. every levy paying Business has a unique BID Account Reference (BAR) number;
  4. if a Business moves to a new Hereditament a new and unique BAR will be generated;
  5. if a Business’s Liable Party changes (for example, it changes legal name) the new BAR is generated;
  6. every BID Account has Liable From and Liable To dates;
  7. when a BID account’s Liable To date has passed the account is considered closed and can be archived;
  8. if an existing Hereditament falls below the levy threshold the related BID account remains open, until a Liable To date is added;

How often do we import data provided by Local Authorities?

Normally, we will refresh non-domestic rates data once each month. However,  this is entirely dependent on how often the Local Authority are able to provide us with updated copies of their data.