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 GOVERNMENT OF THE DISTRICT OF COLUMBIA 

 OFFICE OF THE CHIEF FINANCIAL OFFICER 

 OFFICE OF FINANCE AND TREASURY 
 
 Unclaimed 

 Property Unit 
 
 Instructions 

 For 

 Preparing Unclaimed 

 Property Reports 

 TH
 1101 4  Street, SW 
 Suite 800W 
 Washington, DC 20024 
 202-442-8181 phone 
 202-442-8180 fax 

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                                       Table of Contents 
 
 Preparing Your Report 

 Introduction                                                  3 

 Special Note to Holders                                       3 

 Regarding Owners                                              3 

 INSTRUCTIONS FOR PREPARING UNCLAIMED PROPERTY REPORT          4 
 Who Must Report                                               4 

 What to Report                                                4 

 When to File                                                  4 

 Negative reporting                                            5 

 Filing Extensions                                             5 

 What Holder information is needed to Report                   5 

 What Owner information is needed to Report                    6 

 Reporting Method-Electronic Specifications                    7 

 Making a Payment                                              7 

 Negative Reports                                              7 

 Aggregate Reporting of Property                               7 

 Instructions for Federal Reserve Eligible Securities & Stocks 8 

 Instructions for Registration of Mutual Funds                 9 

 Instructions for Completing Form UP-4                         10 

 District of Columbia Unclaimed Property Law Dormancy Periods  11 

 NAUPA Property Type Codes                                     12 

 Relationship Codes                                            14 

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 INTRODUCTION 
 
 The District of Columbia’s Uniform Disposition of Unclaimed Property Act (DC code section 41-101 et seq.) 
 requires business associations, banking and financial organizations, life insurance corporations, and others to 
 review their records each year to determine whether they hold any funds, securities, or other properties that have 
 been unclaimed for the required dormancy period, and to file an annual report with the Unclaimed Property Unit. 
 
 This reporting booklet is designed to inform organizations of their responsibilities under the Unclaimed Property 
 law and assist in the preparation of abandoned property reports. Each organization should review the Unclaimed 
 Property law to ensure all reporting requirements are understood. The review of the law should be ongoing, as 
 revisions to the statute may cause changes in reporting requirements. 
 
 To ensure the complete, accurate, and timely reporting of unclaimed property, it is important that this reporting 
 booklet and all other related materials be forwarded to the persons in your organization responsible for the 
 preparation of the unclaimed property report. 
 
 SPECIAL NOTE TO HOLDERS 
 
 Holders should remit their stock claims though Depository Trust Company (DTC). Claimants will receive their 
 stock property faster if the stock is issued in book entry form through DTC. If the stock is not eligible, you must 
 issue the stock in the District’s nominee name of DCGov & Co (exactly as written). Any other name will delay the 
 issuance of property to the claimant (see page 6 for further instruction. 
 
 Processing complete and accurate holder reports. 
 This can only be done with cooperation from the holders. Incomplete report information adds processing time to 
 your report, makes it more difficult to locate owners, and causes delays in processing claims. 
 
 Provide Your Tax ID and Current Address 
 It is your responsibility to update this office if you have any address or personnel changes in the department 
 responsible for filing your reports. All correspondence should include your Employer Identification Number (EIN - 
 Tax ID Number) and current address. 
 
 Returning money to its rightful owner. 
 Proactive steps are in place to allow our staff to find owners prior to the annual newspaper advertisement. If you 
 have any questions, comments or suggestions on how to improve the reporting process, please feel free to contact 
 one of the Unclaimed Property Staff at (202) 442-8181. 
 
 REGARDING OWNERS 

 We encourage you to make reasonable efforts to locate owners when an account first becomes inactive or a check 
 remains uncashed. Most individuals and companies can be found if an attempt to locate them is made during the 
 first six months following a change of address. 
 
 While the District of Columbia supports your efforts to contact your unclaimed property owners prior to reporting 
 and remitting to the District of Columbia Government, expenses incurred for researching and locating owners are 
 not authorized by the Statute to be deducted from your remittance to the District of Columbia Government. 
 
 There is an option to pay the claimants directly and then file for reimbursement from the District Government on 
 Form UP-4 (see page 11). 

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 INSTRUCTIONS FOR PREPARING ABANDONED AND UNCLAIMED PROPERTY REPORT 

 Who Must Report 
 
 The District of Columbia’s “Uniform Disposition of Unclaimed Property Act of 1980,” as amended, requires every 
 business entity to review its records to determine whether they hold any funds, securities or other property 
 presumed abandoned under the Act, and file an annual report with the Office of Finance and Treasury, Unclaimed 
 Property Unit. 
 
 What to Report 

 Report all property, tangible or intangible, presumed abandoned, that is held or owing in the ordinary course of the 
 holder’s business and has remained unclaimed by the owner for more than three years after it became payable or 
 distributable, unless otherwise specified. Please refer to the Checklist on Form UP-1 for more specific examples of 
 the types of property that are reportable. 
 
 Property presumed abandoned shall be reported and delivered to the District if one of the following applies: 
 
   1. The last known address of the apparent owner, as shown on the records of the holder, is in the District. 
 
   2. If the address of apparent owner is unknown, at least one of the following applies: 
 
                 A.     Address of last known person entitled to the property is in the District of Columbia; 
 
                 B.     Holder is domiciled in the District; or 
 
                 C.     Holder is the District of Columbia Government. 
 
   3. The last known address of apparent owner is in a foreign country or in a state outside the District of 
         Columbia and the property is not being reported to that state and, the holder is: 
 
                 A.     Domiciled in the District: or 
 
                 B.     The District of Columbia Government. 
 
   4. The transaction concerning the property took place in the District. 
 
 When to File 

 Reporting Deadlines 

 Reports and remittances are due for corporations, government agencies, banks and other financial institutions on 
 October 31st of each year for fiscal year ending the preceding June 30th (fiscal year runs July 1st to June 30th the 
 following year). 
                                            th                                             st        st
 Insurance Companies are due on April 30  calendar year ending, preceding December 31  (January 1  to December 
 st
 31 , calendar year). 

 Penalties for non-filing: There is a fifteen (15%) percent penalty on late remittances. 

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 Negative Reports 

 Negative or None reports are only required for life insurance holders and companies domiciled in the District of 
 Columbia. 

 Filing Extensions 

 Extensions for filing reports must be submitted in writing and are granted on a case-by-case basis. The requests 
 may be e-mailed, faxed or mailed to the Unclaimed Property Unit. 

 What Holder information is needed to file a Report 
 
 Holder’s Name and Address: 
 Complete the name and address lines with your company name and mailing address. Do not forget to include 
 department names if they are an important part of your address. 
 
 Report Year: 
 Enter the year for which the report is being filed. 
 
 Employer ID Number (EIN): 
 Enter the nine-digit tax ID number assigned to you by the federal government. This line must be completed. 
 
 Property Type: 
 Review the property types listed on both sides of the form to verify the types of property you are reporting. 
 Each item marked “yes” must be itemized on the Abandoned and Unclaimed Property Form (UP-2). 
 
 Previous Holder: 
 If you are not the original holder of any of the property listed on the report, enter the name and address of the 
 previous holder and the date the property changed hands. If your institution’s name has changed during the time 
 (last 10 years) that you held any property reported, list the previous name and date of change 
 
 Primary Business Activity: 
 Check the primary business activity which best describes your principal operation. 
 
 State of Incorporation: 
 Corporations should enter the state in which they were incorporated. Savings and loans associations, banks, and 
 credit unions should enter the state in which they were chartered. 
 
 Date of Incorporation/Charter Date: 
 Corporations should enter the date on which they were incorporated or licensed to do business. Savings and 
 loan associations, banks, and credit unions should enter the date their organizations were chartered. 
 
 Is this your first time to report? 
 Indicate whether your organization has ever reported unclaimed property to this office, under this or any other 
 tax ID numbers. 
 
 Contact person for reporting: 
 List the name, address, and phone number of the person who completes your report. This is the person the 
 Unclaimed Property Unit will contact if there are questions or problems with your report. This is also the 
 person to whom we will mail future reporting information. 

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 What owner information is needed to Report 

 Owner’s Information: 
 Enter the full name (last name first) and last known address for each owner. Corporate titles should be entered 
 exactly as adopted, except the word “the” should be deleted when it is the first word of the title. List the 
 complete address, including zip code. If the address is unknown, insert “address unknown” under the name. 
 
 If a single item has two or more owners, the names and addresses of both individuals must be shown, along 
 with the relationship (e.g. “Trustee”, “Or”, “And”, etc.). If the owners have the same address, the address may 
 be entered once beneath the names. 
 
 Social Security Number: 
 Enter the owner’s social security number(s) if known. 
 
 Date of Last Transaction: 
 This is the date of the last deposit or withdrawal made by the owner. The “date property became payable, 
 demandable, or distributable” is, for example, the date a dividend became payable, the date a note became 
 payable, the date a check or draft was issued, the date a gift certificate was purchased, etc. If payable on 
 demand, the date the instrument was issued should be used. The date of computer conversion shall not be used 
 as the date of last transaction. 
 
 Amount Due Owner: 
 The total value due owner is the amount of cash due the owner of the item, including all interest earned on 
 deposits and without the deduction of any service charges. 
 
 Note: 
 For stocks and bonds, the number of shares should be listed. 
 
 INSTRUCTIONS FOR PREPARING TANGIBLE ASSETS INVENTORY 
 
 Reference Number: 
 
 Enter the reference number assigned to the owner of the abandoned or unclaimed property. Usually this number 
 refers to the safe deposit box number. 
 
 Name and Address: 
 Enter the name and address of the owner of the abandoned or unclaimed property. 
 
 Description of Property: 
 This area is very important and must be completed in detail especially if there is more than one of a particular 
 category of property. The more detailed the description, the easier it will be to identify the property at a later 
 time should the owner come forward to claim it. Note any specific identifying marks or characteristics of each 
 piece of property. 
 
 Note: For miscellaneous personal papers with no monetary value, these can be listed as a group and not 
 detailed item by item. 
 
 Effective Date or Last Access: 
 This refers to the last date the safe deposit box was accessed by the owner. 

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 Reporting Method-Electronic Specifications 

 The Office of Finance and Treasury requires all holders of unclaimed property accounts to report in NAUPA format 
 electronically using the DC Unclaimed Property (https://dc.findyourunclaimedproperty.com). Specifications for 
 NAUPA format can be found at the following website: http://www.naupa.org/reporting. The External File 
 Processing function allows holders of unclaimed property to download information from their current computer 
 system onto the District’s website. 

 You can securely upload your District Unclaimed Property holder report through our web portal. Using the web 
 portal reduces the risk of loss of sensitive and confidential information. The web portal will validate and give you a 
 confirmation that the upload was successful. 

 Where do I report unclaimed property? 
 Report unclaimed property to the Unclaimed Property Unit via the (https://dc.findyourunclaimedproperty.com. 
 Businesses with questions about reporting requirements or which need forms should call the Unclaimed Property 
 Unit at 202-442-8181. 
 How do I make my payment? 
 Any of the following methods can be used when remitting Unclaimed Property: 

     DC Unclaimed Property (https://dc.findyourunclaimedproperty.com 

     Checks - made payable to the DC Treasurer 

     ACH and Wire transfers - Bank: Wells Fargo 
     ABA #: 121000248 
     Account#: 2000043154940 
     Title: District of Columbia Government/Unclaimed Property 
     Ref Line: Your FEIN or Tax ID number, and name 
 
 For the remittance of safe deposit boxes, electronic transmission in the NAUPA format using the DC Unclaimed 
 Property (https://dc.findyourunclaimedproperty.com, of the final accepted safe deposit boxes is requested. Contents 
 of each box must be kept separated and itemized individually with a copy of the inventory sheet in each individual 
 box You can securely upload your District Unclaimed Property holder report through our web portal. Using the 
 web portal reduces the risk of loss of sensitive and confidential information. The web portal will validate and give 
 you a confirmation that the upload was successful 
 
 Negative Reports 
 
 In the case where a holder neither holds nor owes any abandoned property specified under Title 41-117 the 
 District of Columbia request that a negative report be filed annually. Negative or None reports are only required for 
 companies that are domiciled in the District of Columbia. 
 
 Aggregate Reporting of Property 
 
 Individual Owner accounts must be reported individually, regardless of dollar amount. The list should include the 
 names of the owners, amount due each owner and all other available information on file. The Unclaimed Property 
 Unit wants to be able to return even the smallest amounts to the rightful owners. 

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 INSTRUCTIONS FOR REGISTRATION OF STOCKS 
 
 We require stock be transferred via DTC or book entry. When stocks are reported, a transfer must be 
 made to the District of Columbia Government. Any physical stock (not eligible for DTC or book entry) 
 must be issued in the District’s nominee name “Hare & Co acct 822437”, under taxpayer ID #13- 
 6062916, the Hare and Co acct 822437 TIN 13-6062916      only applies to physical certificates. 
 Any book and DRP shares issued to District of Columbia’s Unclaimed Property account cannot be 
 registered to Hare & Co. They should continue to be registered to “DC Gov & Co” TIN# 16-1674446. 
 The report confirmation sheet should be forwarded to the Unclaimed Property Unit at: 
 
                               The Office of Finance and Treasury 
                                Unclaimed Property Unit 
                                               th
                                1101 4  Street SW 
                                               Suite 800W 
                                Washington DC, 20024 
 
 The list should include issue name, cusip number, number of shares and your depository number. 
 
 At least two business days in advance of a DTC deposit, e-mail the following information concerning the 
 deposit  to upch.custody@avenuinsights.com.  Questions  can  be  directed  to  the  State  Client  Liaison  at 
 upch.custody@avenuinsights.com, Attn: District of Columbia 
 
 District of Columbia #822437 
 Name of Security 
 Cusip Number 
 Holder’s DTC number 
 Number of shares 
 
 In the rare event, an email is not possible you may fax the required information to the upch custody fax at 
 617-532-8762 to the Attn of District of Columbia. 
 
 The DTC/book entry delivery instructions are as follows: 
 
 DTC Participant Account# 901 
 Bank             Mellon Bank 
 Account Number:  822437 
 Agent Bank#:             26500 
 Reference:       DCGov & Co/822437 

 The physical stock should be mailed to the following address: 

 The Depository Trust Company 
                        th
 570 Washington BLVD-5  Floor 
 Jersey City, NJ 07310 
 Attn: BNY Mellon/Branch Deposit Department 
 For further credit to 822437 

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 Worthless/Nontransferable Securities: 
 Do not report worthless or nontransferable stock to us.  If they should gain value or become transferable, 
 report and remit the shares at that time. You will not be penalized for late reporting for these situations. 
 
 FEDERAL RESERVE ELIGIBLE SECURITIES 
 
 Fed Reserve Bank of New York 
 ABA #021000018 
 Bank of NYC/CUST/822437 
 
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 INSTRUCTIONS FOR REGISTRATION OF MUTUAL FUNDS 
 
 When reporting Mutual Funds, please be sure to include the complete Fund name, the FEIN Number, CUSIP 
 Number and the Account Number for the Fund. 
 
 Please notify Avenu with the above information at least 3 – 4 business days prior to delivery to request a 
 mutual fund account number for each fund/cusip to make delivery to. Avenu will provide account numbers 
 as soon as possible Please send the required information and request for account number to 
 upch.custody@avenuinsights.com. Questions can be directed to the State Client Liaison at 
 upch.custody@avenuinsights.com Attn: District of Columbia. 
 
 Please set up the account so the dividends are paid out in cash and not reinvested and interested 
 party statements are sent to: 
 
           Avenu Insights 
           District of Columbia 
                                                         th
           100 Hancock Street, 10  Floor 
           Quincy, MA  02171 
 
 A statement showing the shares in the nominee name (MAC & CO) and Account Number:      822437                must 
 accompany your Report of Unclaimed Property for your report to be considered complete. 
 
 Mutual Fund accounts held for the District of Columbia should be registered in the name of “MAC 
 & CO 822437” and transferred into the District of Columbia’s custodial account with Avenu. A 
 fund account number is required to be established at the fund in order to effect the transfer into 
 MAC & CO. 
 
 Closed-End funds only should be put in the account for the District of Columbia with the below registration: 
 
                                             DCGOV & CO 
                                             c/o AVENU Insights & Analytics 
                                             100 Hancock St., 10  Floorth
                                             Quincy, MA  02171 
                                             FEIN 16-1674446 

                               with a copy of the statement mailed to: 

                               Government of the District of Columbia, 
           Office of Finance and Treasury, Unclaimed Property Unit 
                               1101 4th Street, SW, Suite. W-800B 
                               WASHINGTON, DC 20024 
 
                               CUSIP numbers are required for all mutual funds. 

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 INSTRUCTIONS FOR COMPLETING A REQUEST FOR HOLDER REIMBURSEMENT 

 FORM UP-4 

 In order to expedite all holder claims for the return of property presumed abandoned, pursuant to “The Uniform 
 Disposition of Unclaimed Property Act of 1980”, DC Law 3-160, the following guidelines have been established: 
 
 If a claim is made to a holder who has delivered unclaimed property to the Mayor pursuant to section 119 (a) of the 
 Act, the holder may: 
 
 •         Pay the claimant upon the filing of satisfactory proof of claim and seek reimbursement from the 
           District or refer the claimant to the District of Columbia Government. 
 •         Under circumstances where the holder has delivered tangible property, the holder may reclaim the 
           property for the rightful owner or refer the claimant to the District of Columbia Government. 
 
 IN ORDER TO SEEK REIMBURSEMENT FROM THE DISTRICT 

 •         The holder must file a Form UP-4. 
 •         Must make payment to the owner prior to submitting a claim to the District for reimbursement. 
 •         Must provide your proof of payment to owner 
 •         Have UP-4 form notarized. 
 
 If you require further clarity on claim/reimbursement procedures, please call Unclaimed Property at 202-442-8181. 

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 DISTRICT OF COLUMBIA UNCLAIMED PROPERTY LAW DORMANCY PERIODS 
 
 Section Description Period                                Dormancy Period 
 
 41-106 Savings, Matured Time Deposits, Demand Deposits       3 years 
        (Checking), NOW, plus interest or dividends 

 41-106 Travelers’ Checks                                     15 years 

 41-106 Written Instruments (Banking and Financial Assns.)    3 years 

 41-106 Money Orders                                          7 years 

 41-106 IRAs, Keogh Plans                                     3 years 

 41-115 Safe Deposit Boxes, Safekeeping                       3 years 

 41-107 Funds Held by Life Insurance Companies                3 years 

 41-109 Stocks, Dividends, Profit Distributions, Interest     3 years 

 41-110 Liquidating Distributions                             60 days 

 41-111 Funds Held by Fiduciaries, Agents                     3 years 

 41-112 Funds Held by Government or Governmental Agencies     1 year 

 41-112 Indebtedness of the District Government               1 year 

 41-103 Ordered Refunds                                       1 year 

 41-103 Misc. Property Held in Normal Course of Business      3 years 
        (Vendor Checks, Credit Balances, etc) 

 41-113 Employee Benefit Trust Distributions                  3 years 

 41-114 Gift Certificates                                     5 years 

 41-116 Unpaid wages/Commissions                              1 year 
 
 NAUPA Property Type Codes 
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