escheat & unclaimed wagesmemphisapa.org/.../19200569/escheat_unclaimed_wages... · payroll or...
TRANSCRIPT
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Escheat & Unclaimed Escheat & Unclaimed
WagesWages
Presented by: Sherry Dwyer, CPP
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AgendaAgenda
� Definitions
� History
� Statistics
� Property Types
� Dormancy Periods
� Due Diligence
� Reporting
� Enforcement
� Record Retention
� Challenges
� Audits
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DefinitionsDefinitions
� Escheat – When the title to property is transferred to the state or government agency, making the state or agency the legal owner.
� Unclaimed Property – Also, known as “abandoned property”, is tangible or intangible property that has not been claimed by its rightful owner or apparent owner for a specific period of time (“dormancy period”).
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HistoryHistory
� Escheatment dates back to the British common law during Medieval times when the King believed abandoned property should be his. This applied only to real property.
� American colonists expanded the law to cover both real and personal property.
� Legislation has continued to evolve over time and made efforts to standardize the rules across the states.
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History (continued)History (continued)
13001300’’ss 17001700’’ss 19541954 19651965
British common law British common law
–– Escheat property Escheat property
to the Kingto the King
American colonization American colonization
–– Escheat to the state Escheat to the state
rather than the Kingrather than the King
Uniform Disposition of Uniform Disposition of
Unclaimed Property Unclaimed Property
Act enacted Act enacted –– this was this was
the first consolidated the first consolidated
statutory scheme statutory scheme
addressing unclaimed addressing unclaimed
propertyproperty
Texas v. New JerseyTexas v. New Jersey--ruled first escheat to ruled first escheat to ownerowner’’ s last known s last known address address –– second to second to state of incorporationstate of incorporation
19811981 19851985 TodayToday
Uniform Unclaimed Uniform Unclaimed
Property Act (UUPA) Property Act (UUPA)
–– imposed strict imposed strict
obligations to obligations to
transfer property to transfer property to
the states the states ––
Intensified efforts Intensified efforts
that must be made that must be made
by the states to by the states to
locate missing locate missing
ownersowners
UUPA UUPA –– Due Diligence Due Diligence
required to find ownerrequired to find ownerStates are States are
aggressively aggressively
searching for searching for
unclaimed property to unclaimed property to
escheatescheat
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StatisticsStatistics
� Virginia returned nearly $40 million in 2012� Wyoming returned over $340,000 in 2012� Illinois returned $129 million in 2012� New Mexico held their first auction in 15 years to sell unclaimed property
� IRS has approximately $1 billion in unclaimed refunds
� Utah holds $350 million� Illinois holds $1.7 billion
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Examples of Reportable PropertyExamples of Reportable Property
� Dormant checking and savings accounts
� Un-cashed Money or Cashiers orders
� Unclaimed Insurance Benefits
� Unused Gift Certificates
� Cash Dividends, Stocks, Bonds, Mutual funds
� Utility Deposits, Fees, Refunds or Rebates
� Payroll Check
� Accounts Payable Checks
� More
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How Do Wages Become UnclaimedHow Do Wages Become Unclaimed
� Employee is discharged or resigns and fails to claim wages
� Employee moves without a forwarding address
� Employee closes checking or savings account of direct deposit
� Forget to cash a check ◦ Reimbursement Check
◦ Interest or dividend Check
◦ Bonus Check
� Gift Cards
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Who Is Responsible?Who Is Responsible?
� Business Associations
◦ Corporation
◦ Partnership
◦ Etc.
� Governmental Agencies
� Non-profit Organizations
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Determine Wages are AbandonedDetermine Wages are Abandoned
� Review outstanding check list◦ Review Age of uncashed checks
◦ Check was voided & not removed from o/s check list
◦ Should check have been voided
◦ Were 2 checks written for the same period
◦ If an employee’s final check� Was for the incorrect amount?
� Issued in error?
� A manual check?
� Being held for some reason?
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How to Minimize the Amount of Unclaimed How to Minimize the Amount of Unclaimed
Payroll ChecksPayroll Checks
� PayCards◦ Reduces the Employer obligations – Normally Pay Card Company is Responsible
� Direct Deposit◦ Reduces number of uncashed checks
� Exit Interview Forwarding Information
� Gift Cards (Awards)◦ Property of Retailer
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Identify PropertyIdentify Property
� Review Types by State
� What Information is Needed
◦ Owner ID
◦ Name
◦ Address, City, State, Zip
◦ Check Number and Date
◦ Last Date of Activity
◦ Amount
� Property from Merger or Acquisition
� 170 Property Types added over a 4 year span. Ex: HSA, Roth IRA, etc
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What is the Dormancy PeriodWhat is the Dormancy Period
� Factors for Determination
◦ Type of Property
◦ Last Date of Contact with the Owner
◦ Owner Last Known Address
◦ State Regulations where Specified
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What is the Dormancy PeriodWhat is the Dormancy Period
� Dormancy Rule of Thumb
Example: State Report due Nov 1
Date is June 30 & property is xxx years old (based on state)
Proceed to due diligence
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State Rules on Unclaimed WagesState Rules on Unclaimed Wages
StateState Unclaimed Unclaimed
AfterAfterStateState Unclaimed Unclaimed
AfterAfterAlabamaAlabama 1 year1 year MontanaMontana 1 year1 year
AlaskaAlaska 1 year1 year NebraskaNebraska 1 year1 year
ArizonaArizona 1 year1 year NevadaNevada 1 year1 year
ArkansasArkansas 1 year1 year New HampshireNew Hampshire 1 year1 year
CaliforniaCalifornia 1 year1 year New JerseyNew Jersey 1 year1 year
ColoradoColorado 1 year1 year New MexicoNew Mexico 1 year1 year
ConnecticutConnecticut 1 year1 year New YorkNew York 3 years3 years
DelawareDelaware 5 years5 years North CarolinaNorth Carolina 1 year if > $2501 year if > $250
Dist. Of ColumbiaDist. Of Columbia 1 year1 year North CarolinaNorth Carolina 2 years2 years
FloridaFlorida 1 year1 year OhioOhio 1 year1 year
GeorgiaGeorgia 1 year1 year OklahomaOklahoma 1 year1 year
HawaiiHawaii 1 year1 year OregonOregon 3 years3 years
IdahoIdaho 1 year1 year PennsylvaniaPennsylvania 2 years2 years
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State Rules on Unclaimed WagesState Rules on Unclaimed Wages
StateState Unclaimed Unclaimed
AfterAfterStateState Unclaimed Unclaimed
AfterAfterIllinoisIllinois 1 year1 year Rhode IslandRhode Island 1 year1 year
IndianaIndiana 1 year1 year South CarolinaSouth Carolina 1 year1 year
IowaIowa 1 year1 year South DakotaSouth Dakota 1 year1 year
KansasKansas 1 year1 year TennesseeTennessee 1 year1 year
KentuckyKentucky 3 years3 years TexasTexas 1 year1 year
LouisianaLouisiana 1 year1 year UtahUtah 1 year1 year
MaineMaine 1 year1 year VermontVermont 1 years1 years
MarylandMaryland 3 years3 years VirginiaVirginia 1 year1 year
MassachusettsMassachusetts 3 years3 years WashingtonWashington 1 year1 year
MichiganMichigan 1 year if > $501 year if > $50 West VirginiaWest Virginia 1 year1 year
MinnesotaMinnesota 1 year1 year WisconsinWisconsin 1 year1 year
MississippiMississippi 5 years5 years WyomingWyoming 1 year1 year
MissouriMissouri 5 years5 years
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Benefits of Due DiligenceBenefits of Due Diligence
� Compliancy with States
� Promotes Goodwill with Customers
� Prevents Inappropriate Entries on Financials
� Controls Internal Fraud
� Sarbanes
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Due DiligenceDue Diligence
� Take every effort to locate owner◦ Certified Due Diligence letter to last known address (Required by NJ, OH, NY, IA)
◦ State Dept of Revenue Computer database
◦ Dept of Motor Vehicles Computer database
◦ Credit Bureaus
◦ Internet – anywho.com, free-peoplesearch-engines.com, switchboard.com
◦ Publications in Newspapers (Required by DE, NY & PR based on Industry)
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Due DiligenceDue Diligence
� Document Responses or Lack of
� Determine State Jurisdiction
� Maintain proper records for length of dormancy period (state specific)
� No Due Diligence required for PA or DE but is recommended
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Owner Action ExamplesOwner Action Examples
� Cash Check
� Deposit or Withdrawal from Account
� Pay a Premium
� Written Communication
� File a Claim
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Other Action TypesOther Action Types
� Owner Activity in One Bank Account vs. No Activity in Another
� Phone Contact
� Mail Not Returned
� Electronic Contact
◦ Atm
◦ Etc.
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Due DiligenceDue Diligence
� Timeframe to Send Letters
◦ Some states no more than 120 days prior to reporting or
◦ Less than 60 days prior
� Colored Envelopes may Increase Owner Response
� What proof is required by states
� Some states allow deduction of administration fees for mailing costs (CA, IA, IL, NY, OH, OK)
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Due Diligence for PayrollDue Diligence for Payroll
� Suggested areas to locate Owners◦ Employee terminated? Leave a forwarding address?
◦ Employee transferred?
◦ Employee Retired? Retirement database?
◦ Secondary Address
◦ Emergency Contacts
◦ Accounts Payable System (1099 employee?)
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RecordkeepingRecordkeeping
� Un-cashed checks returned to payroll
� List each check by:
◦ Pay Date
◦ State Name
◦ Employee Name
◦ Social Security Number
◦ Amount of Check
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Recordkeeping (continued)Recordkeeping (continued)
� Send certified letter to employee◦ Record lack of response
◦ Record employee responded & wages released� Check Date reissued
� Check Number reissued
� File returned checks in alpha or numerical sequence for easy reference
� Reissued payments recorded in accounting system
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Recordkeeping (continued)Recordkeeping (continued)
� Annually
◦ Review check dates to identify those that have reached the dormancy period
◦ Identify the amounts on your record listing
◦ Keep copy of list with payroll records
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Where To File ReportWhere To File Report
◦State of last known address of employee
◦Address unknown? Send to state of business organization
◦Consider Reciprocity between states
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ReportingReporting
◦ State Requirements� Know Dormancy Periods
� Preliminary and/or Final Reports� Preliminary Required in NY, PR and CA
� Amounts not required to supply name and address on detail report
� Negative Reports
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ReportingReporting
� Remit only net wages
� First filing with a state is called “initial compliance”
� State Reporting Changes◦ CA has 2 reporting requirements
◦ MI (2012) Changed from Nov 1 – Jul 1
◦ TX (2013)� Changed from Nov 1 to Jul 1 with new cutoff to Mar1 from Jun 30
� Due diligence deadline changed to May 1 from Aug 1
◦ SC, TN and WV Require encrypted Report
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Reporting PaymentsReporting Payments
� Remittance◦ Check sent to State Official
◦ Amounts over certain dollar amounts may require wire transfer (CA, DC, IN, MA, NJ, TX)
◦ Must be timely
� State Format
National Association of Unclaimed Property Administrators (NAUPA) Standard Electronic File
http://www.unclaimed.org/reporting/free-compliance-tools/
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Reciprocity AwarenessReciprocity Awareness
� Not all States Share
� Not all States put information on a database
� Does not release Company from Penalties and Interest
� Different Dormancy, Due Diligence and Reporting Periods
� Must comply with all states regulations
� Not Recommended
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Reporting TipsReporting Tips
�Report & Remittance Amounts Agree
�Use Correct Cover Sheets and/or Holder Numbers
�Verify Report is”◦ Complete
◦ Signed
◦ Notarized where Required
�All abandoned property is on the report
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Common Errors in Reporting of Common Errors in Reporting of
Abandoned PropertyAbandoned Property
Payroll or Accounts Payable Check reissued, but not voided
� Voided check in the accounting system, but not removed from the unclaimed property records
� Five or more sequentially-numbered checks probably represent checks that never went out the door (i.e. Printer alignment or jam)
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AccountingAccounting
� Checks cannot be voided from an employee’s record – Must report on W-2
� If due diligence review found a check should have been voided, you may have to:
◦ Issue W2c
◦ Issue 941 & 940 adjustments
◦ Issue State and unemployment adjustments
◦ Issue local adjustments
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Accounting (continued)Accounting (continued)When employee is paid wages the journal entry is:
Debit Payroll Expense
Credit Accrued Payroll
Debit Accrued Payroll
Credit Payroll Cash Account
When an employee’s check has been determined unclaimed the journal entry is :
Debit Payroll Cash Account
Credit Unclaimed Check Liability
When unclaimed wages are remitted to the state the journal entry is:
Debit Unclaimed Check Liability
Credit Operating Cash Account
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States Enforcement of Unclaimed States Enforcement of Unclaimed
Property LawsProperty Laws(Untapped Revenue Source)(Untapped Revenue Source)
� Increased State Audit Staff
� State Shared information of non-compliant businesses
� Third-Party Audit Firms – operate on a contingency fee
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Penalties & Non CompliancePenalties & Non Compliance
� Lost Records or Failure to File
◦ Result in likelihood of audits
◦ Require estimations
◦ Result in Penalties of up to 25% of the assessment or up to $25,000 per item
◦ Result in added Interest from 12% to 18% of the assessment
◦ Criminal charges filed by some states
� If your company has been out of compliance, notify the state you are gathering data
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Record RetentionRecord Retention
� Vary by State
� Some states are silent
� No statute of limitations on unclaimed property
� Recommend to retain at least 10 years
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State Abandoned Wage Record RetentionState Abandoned Wage Record Retention
StateState Minimum PeriodMinimum Period StateState Minimum PeriodMinimum Period
AlabamaAlabama No provisionNo provision MontanaMontana 1010
AlaskaAlaska 77 NebraskaNebraska 77
ArizonaArizona 55 NevadaNevada 77
ArkansasArkansas 1010 New New
HampshireHampshire1010
CaliforniaCalifornia 77 New JerseyNew Jersey 55
ColoradoColorado 55 New YorkNew York 5 after Dec 31 of year 5 after Dec 31 of year
filedfiled
ConnecticutConnecticut 1010 New MexicoNew Mexico 1010
DelawareDelaware No ProvisionNo Provision North CarolinaNorth Carolina 1010
Dist of Dist of
ColumbiaColumbia1010 North DakotaNorth Dakota 55
FloridaFlorida 55 OhioOhio 55
GeorgiaGeorgia 1010 OklahomaOklahoma 1010
HawaiiHawaii 55 OregonOregon 33
IdahoIdaho 77 PennsylvaniaPennsylvania No ProvisionNo Provision
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State Abandoned Wage Record RetentionState Abandoned Wage Record Retention
StateState Minimum PeriodMinimum Period StateState Minimum PeriodMinimum Period
IllinoisIllinois 55 Rhode IslandRhode Island 77
IndianaIndiana 1010 South CarolinaSouth Carolina 1010
IowaIowa 44 South DakotaSouth Dakota 1010
KansasKansas 1010 TennesseeTennessee 1010
KentuckyKentucky 55 TexasTexas 1010
LouisianaLouisiana 1010 UtahUtah 55
MaineMaine 1010 VermontVermont No ProvisionNo Provision
MarylandMaryland 1010 VirginiaVirginia 55
MassachusettsMassachusetts 55 WashingtonWashington 66
MichiganMichigan 1010 West VirginiaWest Virginia 1010
MinnesotaMinnesota No ProvisionNo Provision WisconsinWisconsin 55
MississippiMississippi No ProvisionNo Provision WyomingWyoming 55
MissouriMissouri 55
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ChallengesChallenges
� Varying State Requirements
◦ Dormancy Periods
◦ Due Diligence Procedures
◦ Report Filing Dates and formats
◦ Property Requirements Differ
� Evolving State Changes
� How to Determine Activity
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ChallengesChallenges
� Multiple Locations and/or Depts within the company
� How to Determine Property Types
◦ States continue to add new types
� State Reciprocity
� Business Transactions� Mergers
� Acquisitions
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Audit TriggersAudit Triggers
� Industry Types
◦ Insurance Companies
◦ Brokerages
� Retirement Accounts
� Mergers & Acquisitions
� Failure to Report Abandoned Property
� Failure to file Negative Reports
� Failure to Follow State requirements
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DoDo’’s & Dons & Don’’ts of an Auditts of an Audit
� Do’s
◦ Take seriously a state audit
◦ Assess potential liability
� Have idea of potential results of assessment
◦ Determine how you will handle the audit
� Internal or outside consultants
◦ Clearly define scope of audit
◦ Get help if needed
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DoDo’’s & Dons & Don’’ts of an Auditts of an Audit
� Don’ts
◦ Assume you don’t have a liability
◦ Ignore notice of audit (represent state)
◦ Use stall tactics
� State can access penalties and interest
◦ Give auditor free reign
� Cleary define audit
◦ Fake it
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What Happens to Property Turned over to What Happens to Property Turned over to
the Statethe State
� Try to locate owner
◦ Social Media
◦ Newspapers
◦ Databases
◦ Other States Share Information
◦ State Fairs
◦ Shopping Malls
� Retain for a Period of Time
� Auction and Retain Dollar Value
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MythsMyths
� We don’t have unclaimed property liability
� Compliance is voluntary
� Without records auditors cannot determine the liability
� Only required to report in states where I conduct business (nexus)
� It’s a Tax
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ResourcesResources
� NAUPA official unclaimed property internet addresses – http://www.unclaimed.org/ & http://www.missingmoney.com
� NAUPA unclaimed property database –http://www.naupa.org/
� Unclaimed Property Resource Guide –http://www.nupd.com/publications.htm
� State websites for unclaimed wages –http://www.cojoweb.com/unclaimed-property.html
� Unclaimed Money Discovery –http://www.unclaimedmoneydiscovery.com
� Unclaimed Property Recovery and Reporting –http://www.uprrinc.com/homeQuickFacts.html
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ResourcesResources
� Keane Unclaimed Property -http://www.keaneunclaimedproperty.com/
� Unclaimed money from the government -http://www.usa.gov/Citizen/Topics/Government-Unclaimed-Money.shtml
� Unclaimed Property Professionals Organization -http://www.uppo.org/
� National Conference of State Legislation (gift cards) – http://www.ncsl.org
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Publications & OrganizationsPublications & Organizations
� APA Payroll Source
� APA Guide to State Payroll Laws
� National Association of Unclaimed Property Administrators (NAUPA)
� National Association of State Treasurers (NAST)
� Unclaimed Property Holders’ Liaison Council (UPHLC)
� Committee On State Taxation (COST)
� Consultants for Holders
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