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CINCINNATI AREA GEOGRAPHIC INFORMATION SYSTEMS

How to Apply for Permits online - General Instructions

Registration.

You need to register with ezTrak to apply for permits online. Review the Requirements on how to register and create an ezTrak account.

Specific Instructions and Requirements for a Permit.

Review the Permit Instructions and requirements for the specific permit you wish to apply.

Read the instructions and requirements carefully. Prepare and collect all the necessary information, documents and plans to successfully complete the application online.

Starting the Application Process.

You can start applying for a permit online using the links described below.

  • Use the Apply for Permits Online link in the ezTrak Home Page

    Location of link in ezTrak Home Page
  • Use the Navigation Menu present on all ezTrak Pages. The Apply for Permits menu can be used to start the application process.
  • Use the Apply-Permits ezLinks on Navigation Menu for quick access to the specific permit you wish to apply.This can be used by members who are familiar with ezTrak Permit Application Process.

    Navigation Menu

The Application Process.

You will move through a series of steps to provide information for the permit you are applying. The task list on the left of each application step will provide an overview of the tasks involved. Standard tasks involve identifying the project location, verifying owner information, contractor information and selection of work type for the permit. Some tasks will be specific for the permit involved. Intructions and requirements will be provided at each step as required. Read them carefuly and ensure that all requirements are met. Otherwise your online application will not be accepted and will be voided. Once you finish providing all the information, You will then be prompted to review the information you have entered. You are then ready to save the application and continue with fee notification and documents submission process.

NOTE: Saving an application does not imply that it has been accepted for submission. All requirements for the permits including any fees, documents plans etc need to provided. Only when all the requirements for submission are met is the application deemed accepted for Plan Review.

Confirmation Number and Project Number.

When you save the application, a confirmation number will be issued to this online application. You will use this confirmation number to track your application online through the ezTrak Member Home Page. Upon acceptance of the complete application for plan review, a project number will be assigned. You must use this confirmation number (or the project number when one is assigned on acceptance for plan review) as a reference number for any correspondence and submission of paper documents.

Fee Types.

Each permit will collect fees and the different fee types it may use are listed below and explained in detail.

  • Upfront Fee
  • Estimated Total Fee
  • Balance Due Fee
  • Total Fee

Upfront Fee

The upfront fee is a predetermined, non-refundable amount that serves as a deposit on the application. Depending on the application type, you will pay an upfront fee during the application online or upon notification after acceptance of the application.

Estimated Total Fee

The estimated total fee is based on the information you provide on the application. Depending on the application type, you will pay the estimated fee during the application online or upon notification after acceptance of the application. After plan review and approval, this estimated fee may be revised and reflected as the total fee. When the total fee is greater than any upfront or estimated fee collected, a balance due will be required.

Balance Due Fee

After plan review and approval, the total fee will be calculated. When the total fee is greater than any upfront or estimated fee collected, a balance due fee will be required.

Total Fee

The total fee is the total cost of the permit based on the specifics of each individual application. Depending on the application type, you will pay the estimated fee or upfront fee during the application online or upon notification after acceptance of the application. After plan review and approval, the total fee will be calculated. When the total fee is greater than any upfront or estimated fee collected, a balance due will be required.

Fee Payment.

Each permit application requires payment of fees and you will be notified when it must be paid. Listed below are two types of Fee Payment Notification.

  • Fee Payment during the Online Application Process.
  • Fee Payment on Notification.

Fee Payment during the Online Application Process.

Depending on the permit type, you will pay the estimated fee or an Upfront Fee during the application online. A Trust account or a valid Mastercard or Visa is required to complete the payment process and the completed application is accepted for review upon reciept of payment.

Fee Payment on Notification.

Your application will first be reviewed for completeness. If all submission requirements are met, the application is accepted. Upon acceptance of the complete application, you will be notified when fees for this online permit application need to be paid. An Estimated Fee or an Upfront Fee Payment Notification will be posted to your Member Home Page and you will be notified by e-Mail. All fee balances should be paid through the ezTrak member home page.

Balance Due Fee Payment.

Each time a balance due fee is required, the fee is posted to your application and can be accessed through the ezTrak member home page.You will be notified by e-Mail of the balance due fee to be paid. All fee balances should be paid through the ezTrak member home page.

Document Submission.

Certain Permits require submission of documents and plans along with the application.Read the detailed instruction for the particular permit type you are applying for to determine if documents or plans need to be submitted.

IMPORTANT NOTE: FOR PERMITS REQUIRING DOCUMENT SUBMISSIONS YOUR APPLICATION WILL BE CONSIDERED ACCEPTED ONLY WHEN ALL THE REQUIREMENTSFOR SUBMISSION ARE MET INCLUDING PROVIDING THE REQUIRED DIGITAL DOCUMENTS, DIGITAL DRAWINGS AND THE REQUIRED SETS OF PAPER PLANS WITHIN THE SPECIFIED TIME.

Document Submission Options.

Digital Documents may be submitted online for your application. The following options are available.

  • Submit online during the Online Application Process.
    • After you have saved the application and processed any payments, you will be presented with the option to submit documents. You can submit up to 10 documents at a time. Follow the instructions on this page on filling the various information fields. If you need to submit more documents, make sure you check the "Submit More Documents" option.
  • Submit online using the ezTrak Member Home Page.
    • After you have complete the application process, you can still submit documents at any time from your Member Home Page. In your Member Home page, the application you submitted online will be displayed in the List of Actively Tracked Permits applied online table. Find the row using the confirmation number or the project address. The Submit Documents column will have a submit link. Click on this link to take you to the Submit Document page. You can submit up to 10 documents at a time. Follow the instructions on this page on filling the various information fields. If you need to submit more documents, make sure you check the "Submit More Documents" option.
  • Submit using the Cagis Digital Submission Assistant.
    • The Digital Document Submittal Assistant helps you streamline document submittals. You can download this Assistant from http://cagisperm.hamilton-co.org/docimport/ and install it on your computer.

      This application will help you describe each document in a standard format. This helps to speed the process of accepting documents and subsequent review. All of the information about the documents to be submitted will be saved into a standardized submittal file format. You can then prepare these set of documents along with the standard submittal file for submittal using appropriate media like CD, DVD’s, etc.

      The standardized submittal file along with the documents submitted will then be used by the receiving agency to link the submitted document to your project and import them into the their document management system. The documents will then be available to all parties involved in the permitting process.
      Learn more about using the Document Digital Assistant

Tracking your Application Online.

You may track the application process through the EZTRAK MEMBER HOME PAGE section of the ezTrak Online Services website.

Permit Review.

During plan review, a Plans Examiner may contact you by phone or by email.

Tracking your Project Online.

Once your application has been assigned a Project Number, you may track the approval and inspections process using ezTrak. You will find the Project No: link for your application from the List in your Member Home Page. You can also use the Review Records Menu to track Project progress without logging into ezTrak.


Task List