Microsoft Word - draft_05.05.2022_UCP Reporting Booklet.revised May 2022

Office of Arkansas Auditor of State

Arkansas Unclaimed Property

Reporting Booklet

- Revised May 2022 -

Table of Contents

1. General Overview – Pg. 1-2

2. Prepare Report – Pg. 3-5

3. Upload & Submit Report – Pg. 5-6

4. Submit Payment – Pg. 6-8

5. Securities Registration & Deposit Instructions – Pg. 8-10

6. Virtual Currency – Pg. 10

7. Remitting the Contents of Safe Deposit Boxes – Pg. 10-12

8. NAUPA Property Type Codes – Pg. 13-14

9. Relationship Codes – Pg. 15-16

10. Tangible Type Codes/Deduction and Withholding Codes – Pg. 17

11. Safe Deposit Box Inventory Form – Pg. 18

12. Sample Due Diligence Letters – Pg. 19-20

13. Remit Year Tables – Pg. 21

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General Overview

What is Unclaimed Property?

Unclaimed property is any financial asset, usually intangible, held for a person or

entity that cannot be found. Examples of unclaimed property types include account

balances, unpaid wages or commissions, stocks, bonds, refunds, utility deposits,

insurance proceeds, cashier’s checks, money orders, safe deposit box contents, and

others.

Who is a “Holder” of Unclaimed Property?

Any business entity in possession of unclaimed property is a potential holder.

Examples of holders include banks, insurance companies, investment firms,

utilities, corporations, partnerships, LLCs, sole-proprietorships, government

agencies, not-for-profit organizations, estates, trusts, universities, hospitals,

doctors’ offices, grocery stores, gas stations, or any other entity holding money for

a client, customer, or otherwise. Generally, if you are acting as a fiduciary, you

could be considered a holder of unclaimed property.

What does the Law Require that I do with Unclaimed Property?

1. Identify if your business is holding unclaimed property.

2. Determine if the property has been inactive or dormant for the appropriate

abandonment period (can be between 1-15 years, depending on property type).

3. Perform due diligence.

4. Collect information.

5. Prepare the report.

6. File the report and submit property to us by deadline.

What is Due Diligence?

Due diligence is written notice to the owners at their last known address informing

them of property that will be reported unless they respond in a timely manner to

reclaim the money from the holder. Owners must be provided at least 90 days to

respond to due diligence letters before a report is filed. Due diligence must be

performed if the value is greater than $50 and the address for the owner appears to

be accurate. For your convenience, sample due diligence letters are provided on

pages 17&18.

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What information will I need to report unclaimed property?

For the owners that you are unable to locate, collect any additional information such

as last known mailing addresses, social security numbers, birth dates, relationship

codes, transaction dates, property types, and legal description (for oil & gas). For

your convenience, reporting codes are provided on Pages 11-15.

When are Annual Reports Due?

Life Insurance - prior to May 1

All other businesses - prior to November 1

Can the Date that Annual Reports are Due be Extended?

In accordance with A.C.A. § 18-28-207(f), before the date for filing the report, the

holder of property presumed abandoned may request our office to extend the time

for filing the report. Our office may grant the extension for good cause. A written

request must be received in our office one day prior to the reporting deadline. The

request may be emailed to holders@auditor.ar.gov.

Get to know NAUPA.

The National Association of Unclaimed Property Administrators (NAUPA) has

approved a standard set of codes in a uniform format with the purpose of making

electronic reporting more uniform for all holders. The most current version of the

NAUPA Standard Electronic File Format may be found at www.unclaimed.org.

How should an oil & gas company report mineral proceeds?

In accordance with A.C.A. § 18-28-201(9), Arkansas requires that mineral proceeds

be reported on a pay to current basis. Mineral proceeds are amounts payable for the

extraction, production, or sale of minerals, or upon the abandonment of those

payments, all payments that become payable thereafter. The holder must provide

the well name, county, section, township, and range of the well with the report of

unclaimed property.

Where can I find detailed instructions for Reporting Unclaimed Property to

Arkansas?

Go to www.auditor.ar.gov to learn more about the reporting process.

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Prepare Report

Arkansas requires all holder reports to be submitted online in a NAUPA-formatted file

and prepared using one of the following options. All reports should be submitted prior

to any payment or transfer of property being remitted to the State. All fields must be

completed if known by the holder in accordance with A.C.A. §18-28-207.

1. There are several holder software products on the market that can help you

prepare your report in the correct format, such as UPExchange, FSITrack,

Tracker, UPCS, etc. If you are looking for a free option, you may choose to the

HRS Pro standard version, https://hrspro.unclaimedproperty.com. HRS Pro has

created a video tutorial to give guidance on proper use of their product. Once

you have signed up and created your account with HRS Pro, you can view the

video from the ‘Start’ option in their menu.

2. Enter your information using the Manual Entry option on the Submit a Holder

Report page on our website at https://claimitar.com/app/submit-a-report.

If you choose to use the Manual Entry option on the Submit a Holder Report page on

our website, please refer to the following useful instructions:

Before filing the report, you will need to compile the required information for each

property being reported, if known:

 Property Type

 Owner name, last known address, social security number/tax ID number, date

of birth

 Name and information of any known beneficiary

 A description of the property, including check or account number

 The Start Date. This date should be the date in which a property is presumed

abandoned, whether by contact, interest, activity, issuance, or otherwise.

Creating the report will have 5 basic steps. All steps will be required each time a report

is submitted:

1. Register and Log In

2. Enter Holder Information

3. Enter Property Information in a two-step process:

 Enter the owner information

 Enter the property details

4. Review and agree with the Report Summary

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5. Submit the Report

1. Register and Log In

 To begin your report, go to the Arkansas Unclaimed Property website at:

https://claimitar.com/app/submit-a-report

 To create your Unclaimed Property report directly on the website, select the

Enter a Manual Report button.

 Begin your report by registering for a Secret Key. Enter your email address

and select the Register button. You must register for a new Secret Key every

time you start entering a new report.

 Make sure you Print your Secret Key. If you lose this key, it cannot be

provided to you, and you will have to start over from the beginning.

 Return to the Begin Submission page, enter you Email Address and Secret

Key from the Registration and select Login.

2. Enter Holder Information

 Enter your Company information on the Holder Information page. All fields

with a red asterisk are required. After you have entered all required

information, select the Save button.

 Review the Holder information for accuracy and edit if necessary. If

everything is correct, proceed to the next step.

3. Enter Property Information in a two-step process:

 Begin adding properties to the report by selecting the Create A Record

button.

 Properties will be added in a two-step process. You will first add and save

the owner information by selecting Add New Owner to Record.

 Add the property Owner information, including Owner Name, Address and

Relationship Code. This code will be the relationship of the owner to the

property. All fields with a red asterisk are required. After you have entered

all required information, select the Save button.

 Review the Owner information for accuracy and edit if necessary. If

everything is correct, complete the second part of the process by selecting

the Add Property button.

 Make sure you are on the correct Owner Name and select Add New

Property.

 Add the Property Information, including Property Type Code, Dollar

Amount, and Start Date. The Start Date is the date in which a property is

presumed abandoned, whether by contact, interest, activity, issuance, or

otherwise. All fields with a red asterisk are required. After you have entered

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all required information, select the Save button.

 Review the Property information for accuracy and edit if necessary. If

everything is correct, select the Go to Report Summary button.

4. Review and agree with the Report Summary

 The running total amount of Owners, Properties, and Dollar Amount will be

displayed. If you have no additional properties to report, select Final

Review. If you have more properties to add, select Create a Record.

 The Final Review button will bring up the Summary page. You will be able

to review all properties entered and download a NAUPA file for your

records. Make sure all Holder, Owner, and Property information is correct

on this page. You will not be able to edit your report once it is submitted.

 If all information is correct, check ALL boxes in the Summary Record area,

even the blank boxes, to show that you agree with the amounts being

reported.

5. Submit the Report

 After checking all the boxes, select Submit.

 You will be given one last opportunity to save the NAUPA file for your

records. If you have already downloaded the file, select Continue with

Submission.

 Your report has been submitted. You will have the opportunity to Print the

report details for your records. If you close this page without printing, you

will not be able to come back and print later. If paying by check, please print

this page and submit with payment. Select Done.

 You will be returned to the Begin Submission page. If you have more than

one report to submit, you may start over here.

 Please remit payment for the Amount Due. You may Pay Online for a

convenience fee or Pay by Check. Please refer to the following remittance

instructions for more information regarding remitting a payment or

transferring property.

Upload & Submit Report

Arkansas requires all holder reports to be submitted online in a NAUPA-formatted file.

If you utilized a vendor to prepare your NAUPA-formatted file, please refer to the

following useful instructions:

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 All files must be in straight-text format without encryption. The feature accepts

.txt, .hrs, and .rpt file types.

 To submit your report, go to the Arkansas Unclaimed Property website at:

https://claimitar.com/app/submit-a-report

 To Upload your NAUPA-formatted file, select the Upload A Report button.

 Enter your Company information and Report details on the Holder Information

page. All fields with a red asterisk are required. After you have entered all

required information, select the Next button.

 Select the Add Document button, attach the NAUPA file and select Next.

 The Primary Holder Information and Report Information will be displayed on

the Preview Submission page. If all information is correct, check that you agree

with the statement under Electronic Signature Required and enter you name.

Select Submit.

 Your report has been submitted. You will have the opportunity to Print the

report details for your records. If you close this page without printing, you will

not be able to come back and print later. If paying by check, please print this

page and submit with payment.

 Please remit payment for the Amount Due. You may Pay Online for a

convenience fee or Pay by Check. Please refer to the following remittance

instructions for more information regarding remitting a payment or transferring

property.

 Report Year should be current year when filing is submitted (i.e., Report Year

for a report submitted on October 31, 2022 should be 2022 or report submitted

on January 1, 2023 should be 2023).

Submit Payment

In accordance with A.C.A. § 18-28-208(a), all payments must be received prior to the

reporting deadline. Payments can be delivered using the following methods:

Pay Online:

If you submit your reports by way of the AOS website, you will have the option to

submit payment online for a convenience fee.

Search for, select, and pay at https://claimitar.com/app/holder/payment/search.

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Check by Mail:

The report delivery confirmation page and check made payable to Arkansas Auditor

of State must be mailed to the following address:

Arkansas Auditor of State

Unclaimed Property Division

1401 West Capitol Avenue, Suite 325

Little Rock, AR 72201

Additional Notes:

 A holder of unclaimed property should submit a single remittance as payment

for its annual unclaimed property report. In the event a holder submits multiple

checks as payment for a single unclaimed property report, the checks will not

be accepted.

 If a holder submits a single payment to be split to multiple reports, the holder

must send along with the payment a listing of each report to which the payment

should be applied. If the payment is delivered online, this information may be

emailed to holders@auditor.ar.gov.

 Any payment or transfer remitted to the State prior to the submission of a report

of unclaimed property may be returned to the holder.

 Receipt of funds does not relieve the holder from the obligation to file the

detailed report under A.C.A. §18-28-207 on or before the due date.

 W-9 may be requested by sending an email to [email protected].

Holder Request for Return of Payment Due to Error:

For various reasons, a holder may make an error in reporting or remitting property

which would result in a need to request monies be returned to the holder held by the

State. Use the Holder Request for Reimbursement Form to request a refund of

unclaimed property that was reported to the State in error. This form may also be used

to request a reimbursement from the State for items that you reimbursed to the rightful

owner or for which you reestablished an account. The Holder Request for

Reimbursement Form may be found at https://auditor.ar.gov/forms-library.

To request a refund due to an error made while filing the unclaimed property report,

the holder must provide the holder information requested in Part I, identify the Report

Date and Amount for Reimbursement in Part II, provide an explanation of the error on

the line provided (if more space is needed, the explanation may be provided on a

separate form or email and referred to on the line provided on the form), and complete

the holder certification requirement in Part III. Once completed, the form should be

emailed to holders@auditor.ar.gov.

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If the holder is using this form to request a reimbursement from the State for items that

you reimbursed to the rightful owner or for which you reestablished an account,

instructions may be found at https://auditor.ar.gov/forms-library. Once completed, the

form should be emailed to claimit@auditor.ar.gov.

Securities Registration & Deposit Instructions

In accordance with A.C.A. § 18-28-208(b), if the property reported to our office is a

security or security entitlement under § 4-8-101 et seq. (USS – Investment Securities),

our office is an appropriate person to make an indorsement, instruction, or entitlement

order on behalf of the apparent owner to invoke the duty of the issuer or its transfer agent

or the securities intermediary to transfer or dispose of the security or the security

entitlement in accordance with § 4-8-101 et seq. (USS – Investment Securities).

The following instructions should be followed to deliver reported shares to the Arkansas

Unclaimed Property Division:

Prior Notice:

Two days prior to delivery of securities, we request you e-mail your intent to deliver to

Arkansas’ custodian via an Excel Document containing the issue name, CUSIP, ticker

symbol, number of shares, and the delivering party’s DTC participant number and/or

delivering party’s information.

Please email the Excel list to ARcusto[email protected]

Registration and Delivery of Stock:

When possible, stock, including foreign stock, should be delivered via Automated

Customer Account Transfer Services (ACATS) to:

Wells Fargo Clearing Services, LLC

ACATS Participant #0141

Reference: State of Arkansas, Unclaimed Property Division

Account # 8348-6338

If stock cannot be delivered via ACATS, alternate electronic methods such as DTC Free

Delivery, DRS or DWAC may be used.

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If stock cannot be delivered via ACATS, DTC, DWAC, or DRS, please contact

ARcustody@kelmarassoc.com for alternate delivery methods, including foreign

delivery instructions.

Non-Transferable and Worthless Securities:

Do not report worthless or non-transferable securities to our office. If the securities

become transferable or gain value, report and remit the shares at that time. Our office

may choose to decline to receive shares if they are valued less than $0.01/share or are

deemed non-transferable (i.e., chilled, frozen, etc).

Registration of Mutual Funds:

Mutual Fund Transfer via ACATS:

When possible, mutual funds should be transferred via ACATS as stated below:

Wells Fargo Clearing Services, LLC

ACAT Participant # 0141

Reference: State of Arkansas, Unclaimed Property Division

Account # 8348-6338

Mutual Fund Direct Transfer:

For mutual fund shares unable to be transferred via ACATS, please contact

ARcustody@kelmarassoc.com to obtain a fund account number.

If Arkansas Unclaimed Property does not have an existing account in a specific fund,

contact ARcustody@kelmarassoc.com to obtain the information needed to open a new

account.

CASH option must be selected for all dividend and capital gains registration.

Dividend Reinvestment Plans (DRP) and Closed-End Funds:

The following steps must be completed prior to reporting reinvested shares:

1) Close accounts and transfer whole shares to the state’s account (see

instructions above).

2) Fractional shares must be sold at the owner level and money applied to each

individual owner.

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3) The resulting cash must be reported as “cash for fractional shares” (SC09) on

your report of unclaimed property.

Additional Notes:

When reporting securities, please remember that your report is not complete until you

provide evidence of the property being transferred into the ownership of the State of

Arkansas. The required evidence depends on the type of security and how it will be

delivered to the State.

Contact Information:

Send all questions pertaining to securities registration and instructions to

ARcustody@kelmarassoc.com.

Virtual Currency

Virtual Currency is any type of digital unit, including cryptocurrency, used as a

medium of exchange, unit of account, or a form of digitally stored value, which does

not have legal tender status recognized by the United States. The term does not include

the software or protocols governing the transfer of the digital representation of value,

game-related digital content, or a loyalty card or gift card. Currently, our office is not

accepting virtual currency, i.e., Bitcoin, Ethereum, XRP, Dogecoin, etc., in its native

form. The office will however accept the proceeds from such virtual currency if

exchanged to U.S. dollar or after liquidation

Remitting the Contents of Safe Deposit Boxes

Holders of safe deposit boxes are directed to sell any or all of the contents at public

auction (A.C.A. § 18-27-102(c)(3)(B)). After holders of safe deposit boxes (or

other safekeeping repositories) have attempted to auction the contents of abandoned

boxes, holders must report and remit excess proceeds and remaining property of

value to the Auditor of State. (A.C.A. § 18-27-102, et seq)

Any excess proceeds from such sale shall be remitted consistent with A.C.A. § 18-

27-102(b)(3)(C). Excess proceeds should be returned to the owner, or if necessary,

reported to our office consistent with A.C.A. § 18-28-202(a)(14).

The office is not directing or instructing holders of virtual currency to exchange or sell such assets.

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Holders are not to remit, and the Auditor’s Office will not accept, the following

items:

1. Human remains such as teeth, hair, cremains

2. Medical devices or implants such as dentures, or IUD, etc.

3. Prescription drugs, illicit drugs, drug paraphernalia

4. Firearms, explosives, or ammunition

5. Property which has a value that is less than the expenses of notice and sale

(A.C.A. § 18-28-217(a)).

Instructions:

1. When the box holder sells the contents at auction, the holder may deduct the

rental owed, the cost of opening the box, and damages in connection with the

abandoned box from the proceeds of such sale.

2. Dispose of items having no commercial value. If after disposing of valueless

items there are no contents remaining, then do not include the box on the report

of unclaimed property.

3. Prior to November 1, prepare and send an Unclaimed Property Report as

follows:

a. Use the Tangible Type Codes that are provided on page 15 for reporting

inventory on your online report and the Safe Deposit Box Inventory

Forms.

b. Use the property type code for SD Box Contents (SD01) when reporting

safe deposit box contents. Use the property type code for Miscellaneous

Intangible Property (MS17) when reporting excess cash proceeds.

c. Any savings bonds found in a safe deposit box should be reported and

inventoried separately from other box contents. Use the property type

code for Other Tangible Property (SD03) when reporting savings bonds.

The name shown on the bond should be used when reporting the owner’s

name.

d. Any modern currency in circulation listed within a pricing book as valued

at face value should be deposited. The deposit of modern currency may

be considered to be excess proceeds (as shown above).

e. Find the Safe Deposit Box Inventory Form on page 16.

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f. Obtain two signatures on the inventory forms.

g. Prior to November 1, send the Unclaimed Property Report to the Auditor

of State.

4. Place the contents of each safe deposit box into a container, bag, or envelope

that is sealed so to indicate any later tampering of contents.

5. Label each container with the owner’s name and the box number. If you need

more than one envelope for each owner, mark the envelopes “1 of 2”, “2 of 2”,

etc.

6. Prepare two copies of the inventory for each owner. Place the original inside

with the contents and staple the copy to the outside of each container of contents.

7. Between March 1 and April 30 of the following year, deliver the actual

box/repository contents with the Auditor of State as follows:

a. Ensure inventory forms are attached.

b. Deliver the contents in a container that is separate from the sealed

container, bag, or envelope holding the items.

c. Be especially careful with fragile, heavy, or irregular shaped objects as

items are tossed around during shipping and the envelopes they are sent

in can be ripped or torn.

d. Provide a list containing any owner(s) names whose property was

returned after the Unclaimed Property Report was submitted.

e. Label the outside of the shipping container “1 of 2”, “2 of 2”, etc.

f. Safe deposit box/repository contents should be delivered by bonded

messenger or by insured mail for receipt at our office between 8:00 AM

and 4:00 PM, Monday through Friday, excluding holidays.

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***Important***

Your report must be delivered to our office by October 31 (April 30 for Life Insurance companies). Calculate abandonment as of June 30

of the current year (December 31 for Life Insurance companies). All property held by government entities or instrumentalities have a one

(1) year abandonment period.

Property Type Codes & Abandonment Periods

Account Balances Due Insurance

Yrs Code Description Yrs Code Description

3 AC01 Checking Accounts 3 IN01 Individual Policy Benefits or Claim Payments

3 AC02 Savings Accounts 3 IN02 Group Policy Benefits or Claim Payments

3 AC03 Mature CD or Save Cert 3 IN03 Proceeds Due Beneficiaries

3 AC04 Christmas Club Funds 3 IN04 Proceeds from Matured Policies, Endowments or Annuities

3 AC05 Money on deposit to secure fund 3 IN05 Premium Refunds

3 AC06 Security Deposit 3 IN06 Unidentified Remittances

3 AC07 Unidentified Deposit 3 IN07 Other Amounts Due Under Policy Terms

3 AC08 Suspense Accounts 3 IN08 Agent Credit Balances

3 AC99 Aggregate Account Balances (Under $50) 3 IN99 Aggregate Insurance Property (Under $50)

Uncashed Checks

Securities

Yrs Code Description Yrs Code Description

3 CK01 Cashier's Checks 3 SC01 Dividends

3 CK02 Certified Checks 3 SC02 Interest (Bond Coupons)

3 CK03 Registered Checks 3 SC03 Principal Payments

3 CK04 Treasurer's Checks 3 SC04 Equity Payments

3 CK05 Drafts 3 SC05 Profits

3 CK06 Warrants 3 SC06 Funds Paid to Purchase Shares

7 CK07 Money Orders 3 SC07 Funds for Stocks & Bonds

15 CK08 Traveler's Checks 7 SC08 Shares of Stock (Returned by Post Office)

3 CK09 Foreign Exchange Checks 3 SC09 Cash for Fraction Shares

3 CK10 Expense Checks 7 SC10 Unexchanged Stock of Successor Corp

3 CK11 Pension Checks 7 SC11 Other Cert of Ownership

3 CK12 Credit Checks or Memos 7 SC12 Underlying Shares or other Outstanding Certificates

3 CK13 Vendor Checks 3 SC13 Funds for Liquidation / Redemption of Un-surrendered Stck/Bnd

3 CK14 Checks Written off to Income 3 SC14 Debentures

3 CK15 Other Outstanding Official Checks 7 SC15 U S Govt Securities

3 CK16 CD Interest Checks 7 SC16 Mutual Fund Shares

3 CK99 Aggregate Uncashed Checks (Under $50) 7 SC17 Warrant (Rights)

3 SC18 Mature Bond Principal

Mineral Proceeds & Mineral Interest 7 SC19 Converted Dividend Reinvestment Plan Shares

Yrs Code Description 3 SC20 Credit Balances

3 MI01 Net Revenue Interest 3 SC21 Bearer Bond Interest

3 MI02 Royalties 3 SC22 Bearer Bond Principal

3 MI03 Overriding Royalties 3 SC99 Aggregate Security Related Cash (Under $50)

3 MI04 Production Payments

3 MI05 Working Interest Trust Investment & Escrow Accounts

3 MI06 Bonuses Yrs Code Description

3 MI07 Delay Rentals 3 TR01 Paying Agent Account

3 MI08 Shut-in Royalties 3 TR02 Undelivered or Uncashed Dividends

3 MI09 Minimum Royalties 3 TR03 Funds held in Fiduciary Capacity

3 MI99 Aggregate Mineral Proceeds (Under $50) 3 TR04 Escrow Accounts

3 TR05 Trust Vouchers

3 TR99 Aggregate Trust Property (Under $50)

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Property Type Codes & Abandonment Periods (Continued)

Misc. Checks & Intangible Personal Property Utilities

Yrs Code Description Yrs Code Description

1 MS01 Wages, Payroll, Salary 1 UT01 Utility Deposits

1 MS02 Commissions 3 UT02 Membership Fees

3 MS03 Workers Compensation Benefits 1 UT03 Refunds or Rebates

3 MS04 Payments For Goods & Services 3 UT04 Capital Credit Distributions

3 MS05 Customer Overpayments 3 UT99 Aggregate Utilities (Under $50)

3 MS06 Unidentified Remittances Other

3 MS07 Unrefunded Overcharges Yrs Code Description

3 MS08 Accounts Payable 3 CS01 Educational Savings Accounts - Cash

MS09

Credit Balance

Accounts Receivable

CS02

Educational Savings Accounts

Mutual Funds

3 MS10 Discounts Due 3 CS03 Educational Savings Accounts - Securities

MS11

Refunds Due

HS01

Health Savings Account

MS12

Unredeemed Gift Certificates

HS02

Health Savings Account Investment

3 MS13 Unclaimed Loan Collateral 3 IR01 Traditional IRA - Cash

3 MS14 Pension & Profit Sharing 3 IR02 Traditional IRA - Mutual Funds

1 MS15 Dissolution or Liquidation 3 IR03 Traditional IRA - Securities

3 MS16 Miscellaneous Outstanding Checks 3 IR05 Roth IRA - Cash

3 MS17 Miscellaneous Intangible Property 3 IR06 Roth IRA - Mutual Funds

3 MS18 Suspense Liabilities 3 IR07 Roth IRA - Securities

3 MS99 Aggregate Misc Property (Under $50) 3 ZZZZ Properties Not Identified Above

Court Deposits

3 MS99 Aggregate Other (Under $50)

Yrs Code Description

1 CT01 Escrow Funds Safe Deposit Boxes & Safekeeping

1 CT02 Condemnation Awards Yrs Code Description

1 CT03 Missing Heir's Funds 5 SD01 SD Box Contents

1 CT04 Suspense Accounts 5 SD02 Other Safekeeping

1 CT05 Other Court Deposits 5 SD03 Other Tangible Property

1 CT99 Aggregate Court Deposit

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Relationship Codes

AD Administrator The person appointed by the court to handle the estate of someone who died

without a will, with a will with no nominated executor, or the executor named

in the will has died, has been removed from the case, or does not desire to serve.

AG Agent For A person who is authorized to act for another (the agent's principal) through

employment, by contract, or apparent authority.

AF Attorney For A person who has been qualified by a State or Federal court to provide legal

services, including appearing in court, and is authorized to act for another.

AN And (Unspecified Joint Relationship) Unspecified joint relationship including 'AND'.

BF Beneficiary Any person or entity (like a charity) who is to receive assets or profits from an

estate, a trust, an insurance policy, or any instrument in which there is

distribution.

CP Community Property Property or earnings received by a husband and wife during marriage, other

than by gift, devise, or descent. Separate property is property owned by a

spouse before marriage or received during the marriage by gift, devise or

descent. In some jurisdictions, earnings from separate property are also separate

property, and in some jurisdictions, such earnings are community property.

California, Arizona, New Mexico, Texas, Nevada, Idaho, Washington,

Wisconsin, Louisiana and Puerto Rico recognize ‘Community Property’.

CN Conservator A guardian and protector appointed by a judge to protect and manage the

financial affairs and/or the person's daily life due to physical or mental

limitations or old age.

CF Custodian A person with whom some article is left, usually pursuant to a contract (called a

"contract of bailment"), who is responsible for the safe return of the article to

the owner when the contract is fulfilled.

DF Defendant The party sued in a civil lawsuit or the party charged with a crime in a criminal

prosecution.

ES Estate All the possessions of one who has died and are subject to probate

(administration supervised by the court) and distribution to heirs and

beneficiaries, all the possessions which a guardian manages for a ward (young

person requiring protection and administration of affairs), or assets a

conservator manages for a conservatee (a person whose physical or mental lack

of competence requires administration of his/her affairs).

EX Executor or Executrix The person appointed to administer the estate of a person who has died leaving

a will which nominates that person.

FB For Benefit of A person who is entitled to property that is held by another person (typically a

custodian or trustee). FB is typically used in trustee, self-directed, inherited,

education and transferred accounts.

GR Guardian A person who has been appointed by a judge to take care of a minor child

(called a "ward") or incompetent adult personally and/or manage that person's

affairs.

HE Heir Anyone who receives property of a deceased person either by will or under the

laws of descent and distribution. (Explanation: a devisee under a will is also an

"heir", even though unrelated to the decedent.)

IN Insured The person or entity who will be compensated for loss by an insurer under the

terms of a contract called an insurance policy.

JT Joint Tenants An account held in joint tenancy presumes a right of survivorship, but this

presumption can be overcome by evidence that the account was really the

property of only one, and the joint tenancy was for convenience. Right of

Survivorship is not specifically stated.

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JS Joint Tenants with Rights of Survivorship A type of account which is owned by at least two people, where all tenants have

an equal right to the account's assets and are afforded survivorship rights in the

event of the death of another account holder. In this type of account, a surviving

member will inherit the total value of the other member's share of account assets

upon the death of that other member. All members of the account are afforded

the power to conduct investment transactions within the account as well.

TC Tenants in Common A type of account which is owned by at least two people with no rights of

survivorship afforded to any of the account holders. In this type of account, a

surviving tenant of the account does not necessarily acquire the rights (and

account assets) of the deceased person. Rather, each tenant in the account can

stipulate in a written will how his/her assets will be distributed upon his/her

death. Generally, the member ownership in the account is determined on a pro

rata basis, meaning that if there are two tenants in the account, each will have a

50% claim on the account's value.

JE Tenants in Entireties Joint ownership of property or securities by a husband and wife where, upon the

death of one, the property goes to the survivor.

OR (Or) Unspecified Joint Relationship Unspecified joint relationship including 'OR'

OT Other Relationship Relationship other than specified in this list. Additional details should be

submitted with the property.

PD Payable On Death Account is payable on Death to an alternate owner. Upon the original owner's

death, the beneficiary must supply identification and a copy of the original

owner's death certificate.

PA Payee The one named on a check or promissory note to receive payment.

PO Power of Attorney A written document signed by a person giving another person the power to act

for the signer in designated circumstances and with respect to designated

property. Explanation: There are both general powers of attorney which give the

authorized party broad discretion and special powers of attorney that are limited

in scope.

RE Remitter Used primarily on official checks. The Remitter is the person who purchased

the official check. This relationship is separate from the Holder who turns the

property over to the state.

SO Sole Owner Sole Owner is used when there is only a single owner for the property, and that

person has all rights to the ownership of the property.

TE Trustee A person or entity who holds the assets (corpus) of a trustee for the benefit of

the beneficiaries and manages the trust and its assets under the terms of the trust

stated in the Declaration of Trust which created it.

UG Uniform Gifts to Minor Property that is gifted to a Minor under the Uniform Gifts to Minors Act –

(UGMA). This act allows minors to own property such as securities. Under the

UGMA, the ownership of the funds works like it does with any other trust

except that the donor must appoint a custodian (the trustee) to look after the

account. Regardless of whether the minor has reached the age of majority, they

should be coded with the UG relation. The custodian on the account should be

coded as CU.

UT Uniform Transfer to Minor Property that is gifted to a minor under the Uniform Transfer to Minors Act –

(UTMA). This act allows a minor to receive gifts such as money, patents,

royalties, real estate and fine art, without the aid of a guardian or trustee. The

gift giver or an appointed custodian manages the minor’s account until the

minor is of age (usually 18 or 21).

UN Unknown The owner's relationship to the property is not known.

UF Usufruct Usufruct is a real right in a property owned by another, normally for a limited

time or until death. Simply stated, it is the right to use the property, to enjoy the

fruits and income of the property, to rent the property out and to collect the

rents, all to the exclusion of the underlying real or naked owner. The

usufructuary has the full right to use the property but cannot dispose of the

property nor can it be destroyed.

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Tangible Type Codes (Safekeeping Codes)

Code Description

BULL Bullion

COIN Collectible Coins (US)

COLL Collectibles

FCUR Foreign Currency

JEWL Jewelry

LIFE Life Insurance Policy

MISC Miscellaneous

MMDL

Military Medal

PHOT Photographs

STK Stock Certificate

STMP Stamps

SVBD Savings Bond (list each individually)

SVWR Silverware/Flatware

Deduction and Withholding Codes

DW Dividends Withheld or Discontinued

IW Interest Withheld or Discontinued

SW Service Charge (may not be charge once an account is deemed abandoned)

TW Income Tax Withheld

ZZ Deduction Code Not Identified Above

Addition Codes

DV Dividends Earned

IN Interest Earned

ME Additional Royalty or other Mineral Interest Payments

SP Stock Split

ZZ Addition Code Not Identified Above

Paid or Deletion Codes

ER Erroneously Reported

RO Returned to Owner

RS Reverse Stock Split

ZZ Deletion Code not Identified Above

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Office of Auditor of State

Safe Deposit Box Inventory Form

Holder:

Date Drilled:

Branch ID & Location:

Date Rent Due & Unpaid:

Contact Person:

Inventoried By (initial):

1st:

Title:

2nd:

E-mail:

Phone #:

Primary Owner Name & Last Known Address

Co-Owner Name & Last Known Address

Name:

SSN:

DOB:

Address:

City: State: Zip:

City:

State: Zip:

QTY# TTC Description of Items

Face Value

NOTE:

(1) All information must be typed. No handwritten forms will be accepted.

(2) A copy of this form must be stapled to bag of contents.

(3) A copy must be enclosed inside bag of contents.

(4) Any items having no value may be disposed of at the holder's discretion.

Inventory personnel must print their names, sign & date below. Two signatures are required.

name:

Print name:

Signature:

Date:

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Sample

Due Diligence Letter

To: Date:

Re: Disposition of Outstanding Check

Our records indicate that the following check issued to you is still outstanding:

Check # Date Issued Amount

Please indicate the disposition of the check on the bottom of this form and return it to us

within days.

Disposition of check:

I cashed the above-referenced check. Provide date cashed, if known:

I received the above-referenced check, but it has been lost or destroyed. Please issue a

replacement check.

I did not receive the above-referenced check. Please issue a replacement check.

Other, explain:

Please sign here:

Address:

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Sample

Due Diligence Letter

HOLDER NAME & ADDRESS

CUSTOMER NAME

CUSTOMER ADDRESS CUSTOMER

CITY, STATE,& ZIP

It is the policy of (HOLDER) to review and update our account records periodically. Our

records of your savings/checking account number 123456 indicate no transactions as of (LAST

ACTIVITY DATE) for (REPORT YEAR). Your account needs to be brought current. State

law requires us to turn this account over to the state if the account is truly abandoned. To

prevent us from turning your account over to the state’s unclaimed property office, please

check the appropriate box, sign in the space provided below, and return this to us as soon as

possible.

The above-referenced address information is correct for the account and I am

aware of the account.

Please change the account holder’s name and/or address to read as follows:

I wish to close this account. Please send a check for the closeout amount to the

following address:

Signature: Date:

Your assistance is appreciated. Please contact our office if you have any questions.

Sincerely,

YOUR BANK OFFICER

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Office of Auditor of State

Remit Year Tables

Non-Life Insurance Entities

One year abandonment period

Items that were issued or had a last activity date

during the period: Must be included on the report received before:

7/1/2019 through 6/30/2020

Monday, November 1, 2021

7/1/2020 through 6/30/2021

Tuesday, November 1, 2022

7/1/2021 through 6/30/2022

Wednesday, November 1, 2023

7/1/2022 through 6/30/2023 Friday, November 1, 2024

Three year abandonment period

Items that were issued or had a last activity date

during the period: Must be included on the report received before:

7/1/2017 through 6/30/2018

Monday, November 1, 2021

7/1/2018 through 6/30/2019

Tuesday, November 1, 2022

7/1/2019 through 6/30/2020

Wednesday, November 1, 2023

7/1/2020 through 6/30/2021 Friday, November 1, 2024

Life Insurance Entities

One year abandonment period

Items that were issued or had a last activity date

during the period: Must be included on the report received before:

1/1/2020 through 12/31/2020

Sunday, May 1, 2022

1/1/2021 through 12/31/2021

Monday, May 1, 2023

1/1/2022 through 12/31/2022

Wednesday, May 1, 2024

1/1/2023 through 12/31/2023 Thursday, May 1, 2025

Three year abandonment period

Items that were issued or had a last activity date

during the period: Must be included on the report received before:

1/1/2018 through 12/31/2018

Sunday, May 1, 2022

1/1/2019 through 12/31/2019

Monday, May 1, 2023

1/1/2020 through 12/31/2020

Wednesday, May 1, 2024

1/1/2021 through 12/31/2021 Thursday, May 1, 2025