UNCLAIMED PROPERTY REPORT HOLDER'S FILING KIT

RPD-41200 Rev. 06/17/2020

NEW MEXICO

Taxation and Revenue Department

UNCLAIMED PROPERTY REPORT HOLDER'S FILING KIT

Unclaimed Property Office I P.O. Box 25123 I Santa Fe, New Mexico 87504-5123 I 505-827-0762

CONTENTS

GENERAL INFORMATION.............................................1

HOW TO USE THIS MANUAL.......................................................... 1 YOUR RESPONSIBILITIES AS A HOLDER..................................... 1 FILING FOR REIMBURSEMENT AND ............................................ 2 REFUNDS......................................................................................... 2 ASSISTING CLAIMANTS.................................................................. 2

PROPERTY SPECIFIC REPORTING.............................2

FINANCIAL INSTITUTIONS.............................................................. 2 REPORTING SECURITIES OR SECURITIES RELATED CASH..... 4 REPORTING AND DELIVERY OF SECURITIES PROPERTY......... 5 PROPERTY REPORTED BY INSURANCE COMPANIES................ 5 REPORTING MINERAL PROCEEDS............................................... 6

FREQUENTLY ASKED QUESTIONS.............................7

FORMS PROVIDED IN PACKET

RPD-41201, NM Report of Unclaimed Property RPD-41202, List of Owners of Unclaimed Property RPD-41203, List of Owners of Unclaimed Stocks and Other Securities RPD-41204, List of Unclaimed Contents of Safe Deposit Boxes or Other Safekeeping Repositories RPD-41205, Holder's Negative Report RPD-41206, Holder's Request for Reimbursement

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GENERAL INFORMATION

HOW TO USE THIS MANUAL

This manual has been prepared to assist you in filing your unclaimed property reports with the New Mexico Unclaimed Property Office. It does not address legal issues relating to unclaimed property, nor does it describe all types of property which must be reported. It will, however, provide instructions for reporting the more common types of abandoned property.

General Information gives an overview of unclaimed property reporting and provides basic information such as when to report.

The Property Specific Reporting section discusses some of the more common types of unclaimed property.

Frequently Asked Questions from unclaimed property holders, such as the bank or business you represent, are answered.

The report must be filed on or before November 1 of each year for the twelve months next preceding July 1 of that year, but a report with respect to a life insurance company must be filed on or before May 1 of each year for the calendar year next preceding. Tangible property held in a safe deposit box or other safekeeping depository may not be delivered to the administrator until one hundred twenty (120) days after filing the report required by Section 7 of the Uniform Unclaimed Property Act [7-8A-1 to 7-8A-31 NMSA 1978].

The Unclaimed Property Office is always available to assist you with special reporting problems. When you have questions, please call or write for assistance.

Retention of Records

All holders are required to retain records of unclaimed property for ten (10) years. You may be contacted periodically by the Unclaimed Property Office to verify previously reported information.

Notice to Owners (Due Diligence)

The New Mexico Unclaimed Property Act requires you to send written notice to the apparent owner at the owner's last known address not more than 120 days before filing the report.

Negative Reports

If you have no unclaimed property to report, file Form RPD41205, Holder's Negative Report, on November 1, or May 1 for life insurance companies.

Supplemental Reports

If you find it necessary to file a supplemental report at any time, please do not combine the report with any previously reported accounts. Prepare a new report and indicate in a cover letter that it is a supplemental filing.

After property has been delivered to the Unclaimed Property Office, you should refer owners to our office and we will handle their claim. An option exists for you to pay the claimants directly, and file for reimbursement from the Unclaimed Property Office.

The Unclaimed Property Office's goal is to reunite as many people as possible with their unclaimed property. Once you have delivered your remittance to our office, owners may claim their property at any time thereafter; there is no time limit.

YOUR RESPONSIBILITIES AS A HOLDER

The New Mexico Report of Unclaimed Property requires that you provide your Federal Tax ID, current address, contact person, phone number and E-mail address.

It is your responsibility to keep this office advised of your current address and any changes in the department responsible for filing your reports. All correspondence should include your Federal Employer Identification Number (tax ID number).

Computer Printouts

Computer listings cannot be accepted in lieu of the approved reporting forms unless all required data fields are included on the printout. Property type codes must appear on the printout. Refer to the forms and instructions for a listing of the approved codes.

Electronic Filing

We encourage all holders to report their unclaimed property to the office electronically. The Taxation and Revenue Department will accept electronic data in the NAUPA (National Unclaimed Property Administrators) format only. Effective July 1, 2006, all reports containing more than 25 properties must be submitted in electronic format. If you would like more information about electronic reporting, please call (505) 827-0762 or visit our website at tax..

Additional Forms

If additional unclaimed property forms are needed, you may photocopy the blank forms.

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Aggregate Reporting

Individual owner accounts of less than $50 may be reported as aggregate. If you wish to avoid us having to contact you each time an owner files a claim for under $50, you may want to list each individual separately.

To file for a refund, write a letter to the Unclaimed Property Office, explain your mistake, and include an amended report. Your refund will be processed within 90 days after you have satisfactorily documented the overpayment.

Failure to Report

ASSISTING CLAIMANTS

A holder who fails to report, pay or deliver property within the time prescribed by the Uniform Unclaimed Property Act [78A-1 to 7-8A-31 NMSA 1978] shall pay to the administrator interest at the computed daily rate established by the U.S. Internal Revenue Code (IRC) on the property or value thereof from the date the property should have been reported, paid or delivered.

Unclaimed property owners may contact you after you have remitted the property to the Unclaimed Property Office. These owners should be referred to this office.

When the reimbursement process is not appropriate, direct potential claimants to contact our office to initiate a claim.

The IRC rate changes quarterly, and is announced by the Internal Revenue Service in the last month of the previous quarter. The annual and daily interest rate for each quarter will be posted on our website at tax..

FILING FOR REIMBURSEMENT AND REFUNDS

There are two types of payments the Unclaimed Property Office will make to holders after they have remitted their unclaimed property. The most common type is a reimbursement; the second type is a refund.

CALL or WRITE:

Taxation and Revenue Department Unclaimed Property Office P. O. Box 25123 Santa Fe, NM 87504-5123 (505) 827-0668, or 827-0762

How Claims are Processed

One objective of the Unclaimed Property Office is to process and pay all unclaimed property claims within 90 days. Claimants are required to provide the Unclaimed Property Office with sufficient proof and documentation to substantiate ownership and entitlement for payment.

REIMBURSEMENT: In this process a holder decides to pay an owner and then files a claim with the Unclaimed Property Office for reimbursement. We encourage you to use the reimbursement process for those customers and owners demanding immediate payment or reinstatement of their accounts. We make every effort to respond to your request as quickly as possible. To obtain reimbursement you must complete and properly execute an Affidavit by Holder for Return of Property Presumed Unclaimed, Form RPD-41206.

After we receive your affidavit, a check will be mailed to you approximately within 90 days.

REFUND: Refunds are made to holders who have overpaid their unclaimed property reports. The overpayments are usually due to accounting errors or other mistakes made during the preparation of reports.

Proof provided by claimants is compared with owner information and property descriptions provided by, the reporting company or institution. When preparing your report, assume each owner you list is a potential claimant. It is essential that all available information which identifies owners and properties be listed on your report to the Unclaimed Property Office.

Social security numbers, last known addresses, and property descriptions are three items used to verify ownership during the claims process. Providing this and other descriptive information on your report will reduce the need for the Unclaimed Property Office to contact you for additional information during the claims process.

PROPERTY SPECIFIC REPORTING

FINANCIAL INSTITUTIONS

Financial institutions include, but are not limited to, savings and loan associations, building and loan associations, industrial banks, other banking organizations and credit unions. When you have held unclaimed properties for the appropriate dormancy periods, include them on the next unclaimed

property report you file with the Unclaimed Property Office. The dormancy periods are determined by the property types.

DORMANCY PERIODS

FIVE-YEAR PROPERTIES: All types of demand deposit accounts and savings accounts have five-year dormancy periods.

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Abandoned safe deposit box contents and matured certificates of deposit are also reportable after five years of inactivity.

Other types of unclaimed property reportable by financial institutions include, but are not limited to, all types of uncashed checks; trust-related properties, investments and escrow accounts; all types of securities-related properties; other sums payable under pension and profit-sharing plans; safekeeping properties; and miscellaneous types of unclaimed property such as unidentified remittances. See Retention Period & Property Type Codes.

included on the November 1 report. If some event such as death of the owner occurs prior to the owner reaching age 70-1/2, commence the dormancy period from the date of the owner's death.

Trust Properties

If you have trust properties to report, remember to list beneficiaries of trusts as primary owners. For instance, we will publish the names of minor children on accounts held under the Uniform Gift to Minors Act (UGMA).

ONE-YEAR PROPERTIES: Employee wages - See Retention Period & Property Type Codes.

Non-Return Mail

If the trust properties you hold are securities-related, you must complete Form RPD-41203, List of Owners of Unclaimed Stock and Other Securities. Instructions for reporting these property types are on the back of Form RPD-41203.

The non-return of mail does not constitute activity on an account. In other words, you cannot assume you know the whereabouts of customers just because the post office did not return their monthly statements. When reviewing your records for dormant accounts, remember to look for the last debit or credit generated by the owners.

Reporting Certificates of Deposit

The dormancy period for matured certificates of deposit is five years. The dormancy period begins on the day following the first maturity of the certificates - that is, the day following the end of the first term. Thus, certificates of deposit must be reported five years from the dates the owners were first able to recover the funds without penalties.

When remitting automatically renewable certificates of deposit, you may hold the funds on November 1, waiting to remit on the date of next maturity. This option is available if you wish to avoid charging the owners interest penalties for early withdrawal under the current terms.

Interest earned on certificates of deposit must be reported five years from the date it was payable. However, if the owners instructed that interest be added to the principal amounts of the certificates, the interest must be reported with the principal five years from the date of first maturity.

Any personal trust properties which are not securities-related may be reported on the regular reporting Form RPD-41202.

If you are holding any properties in safekeeping for trust customers, you should report them in the same manner as safe deposit box contents. Refer to the Reporting Safe Deposit Box Contents or Safekeeping Property below.

Corporate Trust Properties

Corporate trust properties are to be reported on Form RPD41203, List of Owners of Unclaimed Stock and Other Securities. The following rules should be observed when reporting corporate trust properties:

1. List minor children as primary owners of properties on UGMA accounts. The trustees should be listed as additional owners.

2. If you are reporting bearer bonds or unclaimed interest on the bonds, the owners of the properties should be listed as unknown. Complete descriptions of the bonds must be provided in the description field.

3. When reporting bond interest, list all outstanding coupon numbers in the description field.

Don't Forget: If certificates of deposit owners have other active accounts with your institution, do not report or remit their dormant certificates.

4. If you are reporting dividends received in nominee name, the stock issues must be listed in the description field. The owners must be listed as unknown.

Reporting Individual Retirement Accounts

Individual Retirement Accounts (IRAs) have a dormancy period of three years. The dormancy period begins no later than the date the owner of the IRA reaches age 70-1/2 which is the mandatory distribution date under federal law. Thus, the dormancy period commences the day after the owner reaches the age of 70-1/2 years. Any individual retirement accounts dormant for more than three years on June 30 should be

5. If you are remitting underlying shares, shares returned by the post office (RPO shares), or both, please combine all shares of the same issue and class in one certificate. Your report, however, must reflect the number of shares which are underlying and the number which are RPO for each of the owners.

6. Please begin the registration change process early enough so that securities are delivered to the Un-

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claimed Property Office no later than November 1.

Reporting Unclaimed Loan Collateral

Unclaimed loan collateral should be reported five years after the date the loan was paid in full. It should be reported using property type codes from the back of Form RPD-41201, New Mexico Report of Unclaimed Property. When reporting unclaimed loan collateral, refer to the safe deposit boxes instructions below.

Reporting Safe Deposit Box Contents or Safekeeping Property (includes unclaimed loan collateral)

On November 1 of each year, report to the Unclaimed Property Office safe deposit box contents, safekeeping properties, loan collateral, and any other tangible properties that have remained unclaimed by the owners for more than five years. Use Form RPD-41204, List of Unclaimed Contents of Safe Deposit Boxes or Other Safekeeping Repositories, to report these items. This report is required by Section 7 of the Uniform Unclaimed Property Act (1995).

The five-year dormancy period for safe deposit box(es) contents begins from the date the last rental payment expired. DO NOT send the contents of safe deposit box(es) along with the report. You must wait 120 days after filing Form RPD-41204 with the Unclaimed Property Office before you can deliver the items to the administrator (7-8A-8 NMSA 1978). This postmark date of receipt is the filing date of the report. All contents MUST be inventoried and listed on Form RPD41204, List of Unclaimed Contents of Safe Deposit Boxes or Other Safekeeping Repositories. Any items that have, or may have, a monetary value should be inventoried separately. If you have letters, slips of papers, pictures, or items of a personal nature, these may be inventoried together.

Two copies of the inventory must accompany the contents of each box. Include the box or account numbers and owner names on each inventory sheet, as well as the name of your institution. Place each original inventory inside the corresponding owner envelope. Attach the second copy of the inventory to the outside of each box to correspond with owner contents. Insure that your company name and report date is on the outside of each box.

Mail or deliver the contents to the Unclaimed Property Office on your designated delivery date. Courier service is not required but is suggested when your contents include valuables. If you choose to deliver your properties by the U.S. Postal Service, they should be sent certified, return receipt requested.

Please mail to: Taxation and Revenue Department Attn: Unclaimed Property Office P. O. Box 25123 Santa Fe, New Mexico 87504-5123

Please deliver to:

Taxation and Revenue Department Unclaimed Property Office Manuel Lujan Building 1200 South St. Francis Drive Santa Fe, New Mexico 87504

For questions or assistance, please call Or visit our website at:

Unclaimed Property Office tax. (505) 827-0668 or (505) 827-0762

REPORTING SECURITIES OR SECURITIES RELATED CASH

Securities or securities-related cash are to be reported on Form RPD-41203, List of Owners of Unclaimed Stock and Other Securities. Instructions for completing the form are on the back of Form RPD-41203.

General Rules for Reporting

1. Do not aggregate cash dividends or any other property type which involves a periodic distribution to the owner.

2. List the minor child as the primary owner of the property on a Uniform Gift to Minors Act (UGMA) account. The trustee should be listed as an additional owner.

1. Securities - Securities include stock certificates, government bonds, interest coupons, etc. When describing securities-related properties, include the registered owners' names, issuing companies, and number of shares.

3. If you are reporting bearer bonds or unclaimed interest on the bonds, the owner of the property should be listed as unknown. A complete description of the bond, including bond number, must be provided in the description field.

2. Firearms and Controlled Substances - Please advise the Unclaimed Property Office when firearms or controlled substances are enclosed prior to delivery.

4. When reporting bearer bond interest, the description field should include the outstanding coupon numbers.

5. The stock issue must be listed in the description field if your are reporting dividends received in nominee

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