JUST FOR HOLDERS

Holder Reporting Guidelines

Are you reporting unclaimed property for the first time or perhaps you just need some guidance on one aspect of the process? You have come to the right place. We have compiled this information to help you through the reporting process.

Holder Forms

This is a collection of forms used by our office.

Forms can be mailed to:

or faxed to: 785-291-3172

• Holder Reporting Forms (for reports of 10 items or less):
  • Summary Sheet
  • Owner Detail Report
  • Safe Deposit Box
  • Property/Relationship codes (to be used with the owner detail report)
• Other Forms:
  • Request an Extension
  • Remit Property Early
  • Voluntary Compliance
  • Inmate Inventory
  • Firearms Remittance
  • Hospital Safekeeping
• Resolutions:
  • Financial Institutions
    • NO PROPERTY to report
    • FOUND PROPERTY to report
  • Insurance
    • NO PROPERTY to report
    • FOUND PROPERTY to report

Reporting and Delivery of Securities Property

Reporting Codes

Our Office Provides 4 Reporting Methods:

1. Upload NAUPA files to our secure server (account NOT required). You will be prompted to print a remit sheet after the file is successfully uploaded. Please include a copy with your payment.
• NAUPA Standard Electronic File Format.
2. Excel Template and Instructions; The instructions for this spreadsheet must be followed and our format must be used for the file to upload correctly.
3. NAUPA files may also be mailed into the office on CD/DVD.
4. Reporting forms for 10 properties or less:
   • Summary Sheet - Information about the reporting company
   • Owner Detail - Information about the owner you are reporting for.
   • Safe Deposit Box - Owner information for reporting safe deposit box contents.
   • Property type/Relationship codes - A listing of codes to be used with the owner detail.
   • Forms may be printed and filled out or you may fill them out electronically and print them.
5. Here are a couple of options for NAUPA software:
   • HRS Pro offer free and fee-based Options.
   • Sovos offers a fee-based software option.

Due to increasing security measures and the ability to use other means of reporting we are no longer going to allow access to UP3, our online reporting system. If you have questions or concerns, please call (785) 291-3173.

Did you know?

To protect our system password protected files and .exe files are not accepted. Please Upload NAUPA files to our secure server.

We are not a wagers state .hde files are not accepted.

When filing with a CD/DVD please use the appropriate label or use a marker. Improper labels can damage the disk drive.

We do accept files via UPExchange. A remit sheet will be emailed to you after the file is uploaded. Please include this remit sheet with your payment.

Safe deposit boxes are reported to our office after 5 years of no contact with the box owner(s). Contents must be mailed to our office with a report and are due November 1st.

Important Information on remitting the contents of SDB's:

• Questionable Items: Our office does not accept the following items. If a box contains a non-acceptable item you must first list the item on your inventory and then label it as destroyed/trashed.
  • Toiletries/Personal Care Items/Food
  • Plastic Lighters/Matchbooks/Candles
  • Medications/Controlled Substances*/Tobacco
  • Needles/Razor Blades
  • Bodily Fluids (soiled handkerchiefs/tissues/tubing)
  • Fluids/Liquids
  • *Controlled substances should be taken to your local law enforcement officials for proper disposal.
  • If you have questions about specific items please contact the Unclaimed Holders Department at 785-291-3173 or send an Email to Kansas Holder Service at KSHolder@treasurer.ks.gov.
• Packaging: All contents of a box should be sealed in an individual bag, envelope or box and labeled with the owner name. Be sure to tape all edges of the box and to use proper packing material. We have found loose coin in the bottom of boxes where the bottom of the box was not secured. Do not send glass containers. If a box is received that was not properly packaged, our office documents the situation and takes photos of the way the box was received.
• Mailing: Kansas Law does not mandate how a box is delivered to our office. Generally, we receive boxes via certified mail (return receipt requested), a delivery service (UPS, FedEx) or a courier. If the box is walked into our office we will provide you with a receipt. Please note that firearms may not be mailed through the US Postal Service and a different delivery method must be used.
• Discrepancies: Our office inventories the boxes under dual control and may call you if the contents found in the box are different than the inventory you submitted. Notes are added to the property documenting the discrepancies. Cash or coin found in the box may not be removed to collect past due rent or drilling fees.
• Rolled Coins: Bank rolled coins can be inventoried as the face value of the bank roll. Non-bank rolled coins should be opened and counted (we find many foreign coin or incomplete homemade rolls) or put them on the inventory as "one roll said to contain $10 quarters". Please be aware that rolls will break if not properly packed and we will not be able to match your inventory if the rolls are broken.
• Firearms: Please fill out the following form that verifies the firearm is not loaded. Firearms cannot be mailed through the US Postal Service.
• Forms:
  • Firearms Remittance Form
  • Safe Deposit Box Inventory Form
  • Summary Sheet *note this form should accompany your inventory forms

If you have submitted funds to our office but have paid the rightful owner(s) you may request a reimbursement claim with our office.

To request a holder reimbursement form you may contact our claims department at 785-296-4165 or unclaimed@treasurer.ks.gov.

In order to locate the property, please provide the owner name(s) and address as originally reported. If the funds were remitted in an aggregate total, please provide a letter containing report date, aggregate total, owner name(s) and amount due the owner.

Mail report, payment and safe deposit boxes to: Kansas Unclaimed Property Department
900 SW Jackson St., Suite 201
Topeka, KS 66612

Make check payable to: Kansas State Treasurer

ACH / Wire document

Contact information: 785-291-3173 or email the Kansas Holder Serivce at KSHolder@treasurer.ks.gov

Security delivery document.

Reporting Due dates: November 1st for all business other than life insurance. May 1st for life insurance companies. If the reporting due date falls on a weekend the following Monday will serve as the due date. All items should be postmarked by the due date. Report year conversion tables can be found below.

Dormancy period/Report year tables: Dormancy periods for most frequently reported types of property.

Due diligence: Letters for items over $100, safe deposit boxes and stock should be mailed no more than 120 days and no less than 60 days before the report is filed. Sample due diligence letter.

Negative reporting: Negative reports are not required in Kansas you do not need to send anything in.

Safe deposit box document.

Reporting requirements: Reports do not have to be submitted until you have either one of the following: One amount over $100 or a total report of $250. We do take reports for all amounts so you do not need to wait to reach either of these totals.

Aggregate: Amounts under $100 may be lumped into one property and reported as aggregate. No details need to be provided. We recommend providing the details as it saves time for further research on your part in the future.