Add properties

To start the reporting process, you first need to add properties to your account. You can bulk import a lot of properties at once with our import template, or manually add them one at a time.

Bulk import properties

You can also edit many properties already in the software with the bulk import feature.

To bulk import properties, follow these steps:

1. Select Properties from the side menu.
2. Click Add properties, then select Bulk Import from the dropdown.
3. Verify that your business’s State/province/territory of incorporation and Business category information is correct. Then, click Next. 
   

If the information is not correct, click Edit business information. Read the article on managing your business for more details about these fields.

4. Click Download Template to download the import template. Then, complete it with your business’s unclaimed property records. 
    
   The import template has three tabs:

• • Data: Enter your properties’ information in the appropriate columns. When you import, your data must be on the first tab of the excel file. Or, you can save the file as a .CSV to remove the other tabs before importing.
  • Instructions: Information on how to fill out and format the fields on the Data tab.
  • Sample Data: Example of a filled-out template.

Check out the Instructions tab in the file and read the import template tips section for help filling out the template.

5. Click Browse, select your file, then click Upload. 
    
6. Your file will go through a data validation process to identify missing or incorrect data. There are three possible bulk import outcomes:

• • Property import successful: All your properties were imported successfully. Click Manage properties to review them on the Properties page.

The number of rows Found may not always equal the sum of Added, Updated, and Deleted properties. Rows containing properties already in the system with no changes are not imported to avoid duplicating properties. These rows will be included in the Found category but will not be included in the Added, Updated, or Deleted categories. Additional owners are counted as part of the properties and will not be included in the Added, Updated, or Deleted categories either. Click Download import summary to view information on how each row was handled during import.

• • File imported with warnings: Some or all of your properties have errors that could prevent states from accepting your report. Click Download import summary to identify which properties have warnings. You can either fix the errors in your file immediately and re-import it or click Continue to import the properties with warnings and fix them later on the Properties page.
  • Import unsuccessful: Your file has critical errors, such as missing required fields or duplicate properties, and can’t be imported. Fix the errors in your file and re-import it. Click Download import summary to view the errors.

Read the article on import errors for explanations of all import warnings and critical errors.

Import template tips

• Read the article on property statuses for details about each status code.
  
  
• You can find a list of state-specific codes on the By State/Province tab of the Compliance Resources page.
  
  
• To enter an owner address outside of the U.S. or Canada, leave the State field blank and enter a 3-character code in the Country Code field. You can find a list of country codes in the Country Codes document on the Compliance Resources page.
  
  
• To import additional owners, add a row directly following their primary owner’s row and enter their owner details Enter “#A” in the Property Code field and fill in the Relationship Code field with the 2-character code that describes the additional owner’s relationship to the property. You can add multiple additional owner rows for one primary owner.
  • A relationship code is not required when importing but is required when reporting. If you leave the Relationship Code field blank, the state default for multiple owners will be assigned (typically, AND). You can find a list of state-specific relationship codes on the By State/Province tab of the Compliance Resources page.
• Aggregate property is unclaimed property with low monetary value that can be reported to the state as a lump sum. You can find state-specific aggregate reporting requirements under Address Information on the By State/Province tab of the Compliance Resources page. To import aggregate property, enter the following information:
  • The 4-character “xx99” code to identify the type of property in the Property Code field. For example, if the combined properties are all in the same category, like “ACxx,” you would enter “AC99.” If you have more aggregate properties in a different category, like “MSxx,” create a new row with “MS99” as the property code.
    • You can find a list of state-specific property codes on the By State/Province tab of the Compliance Resources page.
  • In the Property Description field, list the number of properties that were combined and their property code. For example, if the amount is made up of 15 properties with the property code AC01 and 10 with the property code AC02, then list them as “15-AC01, 10-AC02.”
  • The word “Aggregate” in the Last Name/Business Name and Property ID fields.
  • The state you will report the aggregate property to in the State/province/territory field.
  • The date of the oldest property you are aggregating in the Last Owner Activity Date field. 
    

Manually add a property

To manually add one property, follow these steps:

1. Select Properties from the side menu.
2. Click Add properties, then select Add a property from the dropdown. 
   
3. Enter the Property details. Required fields are marked with an asterisk (*). View more fields by clicking the Show more... options.
   

Check out explanations of all property details fields.

4. If known, enter the Primary owner details. View more fields by clicking the Show... options. To add any additional owners, click Add an additional owner and enter their details. 
   

Check out explanations of all owner details fields.

5. Click Add.

Property details

Property code: A 4-character code used to identify the type of property. Each state decides which standard NAUPA codes it accepts. 

Sovos maintains custom codes for properties with additional rules around limiting age, expiration dates, and more. You can find a list of state-specific property codes on the By State/Province tab of the Compliance Resources page. We can’t advise which property code you should use for your unique reporting needs.

• We support the following standard NAUPA codes:
  • ACxx - Accounts
  • CKxx - Checks
  • CSxx – Educational Accounts (college savings)
  • CTxx – Court Deposits
  • HSxx - Health Savings Accounts
  • INxx - Insurance
  • IRxx - IRAs
  • MSxx - Miscellaneous Property
  • TRxx – Trusts/Investments/Escrows
  • UTxx - Utilities
  • ZZZZ - Unknown (not recommended)

Mineral Interest (MIxx), Securities (stocks, bonds, dividends) (SCxx), and Safe Deposit Box Contents (tangible property) (SDxx) are not supported. Contact us to learn more about our enterprise solution that supports these codes.

Property ID: A unique value that helps you identify this property. If the property is a cashier's check or any other outstanding check, enter the check number here.

Last owner activity date: The date of the owner’s last interaction with the property. This is when the dormancy period will start. Examples of owner activity are the date a check was issued or the date of the last documented contact with an owner, such as the owner making a deposit to or withdrawal from their bank account.

Maturity date: The date when a property (e.g., a bond) has stopped or will stop accruing value and when the dormancy period starts. This date can be in the future.

We are not able to determine for you what date should be entered into the Last owner activity date or Maturity date fields. Different property types have different rules regarding what is considered activity. The following property types may need to consider multiple dates in a specific order of priority: securities, individual retirement accounts, certificates of deposit, gift certificates and stored value cards, and health savings accounts. Date determination is offered in our Unclaimed Property Services/Consulting tier. Contact us to learn more.

Account number: If the property is an account (e.g., a bank account or health savings account), enter the account number here.

Policy number: If the property is a policy (e.g., an insurance policy), enter the policy number here.

Source system ID: The unique identifier of the property in your business’s source system, such as an ERP or a database.

Property description: Any additional information about the property that will help identify the owner. This field is included on state reports.

• If you’re reporting insurance-related property, enter "L" for life insurance, "PC" for property and casualty insurance, and "AH" for accident and health insurance. 
• If you’re reporting an aggregate amount, list the number of properties that were combined and their property code. For example, if the amount is made up of 15 properties with the property code AC01 and 10 with the property code AC02, then list them as “15-AC01, 10-AC02.”

Initial amount: The original amount due to the owner before any deductions are subtracted.

Interest rate: If the property is an account that accumulates interest, enter the interest rate here without a percent symbol (%). For example, if the interest rate is 2.25%, enter 2.25.

Addition amount: Any additions to the initial amount that are due to the owner.

Addition code: If you entered an addition amount, this field is required. Select an option from the dropdown that describes the addition amount. 

You can find a list of addition codes in the NAUPA Codes document on the Compliance Resources page.

Deduction amount: Any deductions from the initial amount that are not due to the owner. Not all states allow deductions.

Deduction code: If you entered a deduction amount, this field is required. Select an option from the dropdown that describes the deduction amount.

You can find a list of deduction codes in the NAUPA Codes document on the Compliance Resources page.

State paid: Only use this field if the property has already been paid to the owner or reported to the state. Select the state of the owner or where the property was reported from the dropdown. If the property is included in a final state report, this field will automatically populate.

Date paid: The date the property was returned to the owner or reported to the state. If the property is included in a final state report, this field will automatically populate.

Amount paid: The amount paid to the owner or the state. If the property is included in a final state report, this field will automatically populate.

Payment check number: If you paid the owner or state with a check, enter the check number here.

Due diligence sent date: The date you sent a due diligence letter to the property owner. When you create a due diligence letter for the property, this field will automatically populate. You can also manually enter a date if needed, for example, if you used another program to create due diligence letters.

Claim cut off date: The date up until due diligence letter responses can be received from the property owner. When you create a due diligence letter for the property, this field will automatically populate. This field is for internal tracking purposes and will not appear on the NAUPA file.

Comments: Any additional information or explanation about the property.

Owner details

Owner tax ID type: Select one of the following options from the dropdown:

• FEIN (Federal Employer Identification Number) if the owner is a business
• SSN (Social Security Number) if the owner is an individual
• Other if the owner is unknown

Owner tax ID: The nine-digit FEIN or SSN with no dashes, for example, 123456789. If you select “Other” for the tax ID type, a unique ID number will be assigned for you automatically.

Relationship code: Select an option from the dropdown that identifies the relationship between the owner and the property. You can find a list of state-specific relationship codes on the By State/Province tab of the Compliance Resources page.

The owner is a business: Select this checkbox if the owner is a business.

Business name: If the owner is a business, enter the name of the business, up to 40 characters.

Last name: If the owner is an individual, enter their last name, up to 40 characters.

First name: The first name of the owner. You can enter up to 30 characters.

Middle name: The middle name of the owner. You can enter up to 10 characters.

Prefix: A prefix for the owner (e.g., Mr., Mrs., Dr.).

Suffix: A suffix for the owner (e.g., Jr., IV).

Street address: The property owner’s street address. You can enter up to 30 characters.

Apartment, suite, building: The property owner’s additional address information. You can enter up to 30 characters.

Country: Select the country of the property owner's address from the dropdown.

County: The county name of the property owner’s address. You can enter up to 20 characters.

City: The city name of the property owner’s address. You can enter up to 30 characters.

State/province/territory: Select the state, province, or territory of the property owner’s address from the dropdown.

Postal code: For U.S. addresses, enter the 5- or 9-digit numeric zip code (e.g., 12345 or 123451234). For Canadian addresses, enter the 6-character alphanumeric postal code (e.g. ABC 123).

Alternate filing state: If you want to report the property to a different state, province, or territory than the owner’s address or your business’s place of incorporation, select that state, province, or territory from the dropdown.

Returned Post Office (RPO) mail: Select this checkbox if you previously mailed a due diligence letter to the owner but it was returned by the post office. This will exclude the property from future due diligence letter mailings.

RPO date: If available, the date that the RPO due diligence letter was received, in MMDDYYYY format.

Date of birth: The date the property owner was born in MMDDYYYY format.

Date of death: The date the property owner died in MMDDYYYY format.

Driver’s license state: The state the property owner’s driver’s license was issued in.

Driver’s license number: The driver’s license number of the property owner.

Email: The property owner’s email address.