Outbound Stale Payments File to Unclaimed Property (API023)
- 14 Jun 2024
- 11 Minutes to read
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Outbound Stale Payments File to Unclaimed Property (API023)
- Updated on 14 Jun 2024
- 11 Minutes to read
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Interface Description
Section 17.26, Florida Statutes (F.S.), provides for the cancelation of state warrants not presented for payment within one year. State warrants issued by the Chief Financial Officer (CFO) that are not presented for payment by the end of the twelfth month after originally issued may be canceled. When canceled, funds are transferred to the Unclaimed Property Trust Fund, or back to the fund that issued the warrant. Under Section 17.26(3), F.S., the Governor is authorized to certify that federal funds are not to be transferred to the Unclaimed Property Trust Fund. Warrants canceled from federal funds are exempt from treatment as unclaimed property; federal fund disbursements are returned to the fund they were issued from.
Escheatment is the process of turning over unclaimed or abandoned property by canceling the warrant and transferring the funds to the Department of Financial Services (DFS), Division of Unclaimed Property.
Within the DFS, Division of Unclaimed Property, records of the canceled payments are included in the Holder Reporting Online System, which can be accessed at https://www.fltreasurehunt.gov/.
Unclaimed Property Management Information System is used by Enterprise – DFS/Division of Unclaimed Property to load escheated property to https://www.fltreasurehunt.gov/.
Currently, the DFS, Division of Accounting and Auditing (A&A), Bureau of Vendor Relations (BVR) manages a monthly scheduled process in Central Florida Accounting and Information Resource (FLAIR) system that cancels stale-dated warrants and transfers the funds.
Florida PALM APE007 Fund Based Escheatment extension will identify eligible warrants for Escheatment or cancellation based on the Fund and Budget Entity ChartField combination to automatically exclude funds that should receive outstanding payments back to the originating fund, rather than escheating them and sending funds to the Unclaimed Property Trust Fund.
During the process, 12-month-old outstanding warrants are identified and canceled. Any canceled warrants identified as exempt from transfer to Unclaimed Property via APE007 are canceled and the funds revert to the originating fund. Those funds are returned to the applicable trust fund and are considered in future grant drawdowns. Any canceled warrants identified as not being exempt from transfer to Unclaimed Property are canceled and escheated. The funds are sent to the Unclaimed Property Trust Fund and included within the API023 Outbound Stale Payments File to Unclaimed Property. APR140 Funds Transferred to Unclaimed Property and Funds Exempt from Unclaimed Property Report lists all payments transferred to Unclaimed Property due to a stale date.
Florida PALM APR018 Outstanding Warrants Report lists Stale dated outstanding warrants, expired, or about to expire by specified date range to include warrant type, chart of account ChartFields, payment transaction data, and business unit.
Click below to view the interface file layout and sample data file.
Business Process Model
This interface can be found in the following business process:
Run Control Parameters
The interface data selection criteria includes the following:
| Data Field | Data Field Details |
|---|---|
| None |
File Layout
The layout of the interface is listed below.
| Data Field | Record Type | Data Field Description |
|---|---|---|
| TR Code | Holder Record | Denotes the record is the HOLDER record. |
| Tax Identification Number | Holder Record | Identifies the nine-digit Federal Employer Identification Number (FEIN) tax ID number. |
| Additional ID Number | Holder Record | If any other departments or branches of the organization file unclaimed property reports using the same tax ID number listed on the report, contact the state to receive a FEIN Suffix Number. If the business files only one report, the default is "0001". |
| Report Year | Holder Record | Indicates the four-digit year for which the property is being reported. |
| Report Type | Holder Record | Indicates if the type of report being submitted. |
| Report Number | Holder Record | If this is the first report filed by the holder for the report year, this should be "01." If the holder (under the same tax identification number and extension) files multiple reports during the year, this number should be increased by 1 for each additional report. |
| Report Format | Holder Record | Indicates the Revised NAUPA format. No other values are acceptable. |
| SIC Code | Holder Record | Indicates the four-digit Standard Industrial Classification code that indicates the primary business activity of the reporting company. |
| Incorporated State | Holder Record | Indicates the two-character postal abbreviation of the state in which the company is incorporated. |
| Incorporated Date Year | Holder Record | "CC" equals the 2-digit century and "YY" equals the 2-digit year. |
| Incorporated Date Month | Holder Record | "MM" equals the 2-digit numerical month. |
| Incorporated Date Day | Holder Record | "DD" equals the 2-digit day. |
| Name | Holder Record | Indicates the name of the company or institution for which you are reporting. |
| City | Holder Record | Indicates the city where the primary place of business is located for the tax ID noted above. |
| County | Holder Record | Indicates the county where the primary place of business is located for the tax ID noted above. |
| State | Holder Record | Indicates the state where the primary place of business is located for the tax ID noted above. |
| Contact1 Name | Holder Record | Indicates the report contact name. |
| Contact1 Address 1 | Holder Record | Indicates the report contact address 1. |
| Contact1 Address 2 | Holder Record | Indicates the report contact address 2. |
| Contact1 Address 3 | Holder Record | Indicates the report contact address 3. |
| Contact1 City | Holder Record | Indicates the report contact city. |
| Contact1 State | Holder Record | Indicates the report contact state. |
| Contact1 Postal | Holder Record | Indicates the report contact postal code. |
| Contact1 Country | Holder Record | Indicates the report contact country. |
| Contact1 Country Code | Holder Record | Indicates the report contact area code. |
| Contact1 Phone number | Holder Record | Indicates the report contact 7-digit telephone number. |
| Contact1 Phone Extension | Holder Record | Indicates the report contact telephone extension. Do NOT zero fill. |
| Contact1 Email Address | Holder Record | Email address for Contact1. |
| Contact2 Name | Holder Record | Indicates the report contact name. |
| Contact2 Address 1 | Holder Record | Indicates the report contact address 1. |
| Contact2 Address 2 | Holder Record | Indicates the report contact address 2. |
| Contact2 Address 3 | Holder Record | Indicates the report contact address 3. |
| Contact2 City | Holder Record | Indicates the report contact city. |
| Contact2 State | Holder Record | Indicates the report contact state. |
| Contact2 Postal | Holder Record | Indicates the report contact postal code. |
| Contact2 Country | Holder Record | Indicates the report contact country. |
| Contact2 Country Code | Holder Record | Indicates the report contact area code. |
| Contact2 Phone number | Holder Record | Indicates the report contact 7-digit telephone number. |
| Contact2 Phone Extension | Holder Record | Indicates the report contact telephone extension. Do NOT zero fill. |
| Contact2 Email Address | Holder Record | Email address for Contact1. |
| Fax Area Code | Holder Record | Indicates the report contact fax area code. |
| Fax Phone Number | Holder Record | Indicates the report contact 7-digit telephone number. |
| NAICS Code | Holder Record | Indicates the NAICS code. |
| Filler | Holder Record | Space Fill. |
| TR Code | Property Record | Denotes the record is the PROPERTY record. |
| Sequence Number | Property Record | The sequence number for each record should be unique. The first property record for a holder should be "000001" and incremented by 1 as other records are added. |
| Owner Type | Property Record | Enter "P" to denote primary owner information. |
| Name ID | Property Record | Enter "C" to identify the name on this record as being a business name. |
| Owner Last Name | Property Record | Used to identify the supplier name. If the supplier name contains "The", it should be placed at the end. For example: "The Smith Company" should be entered as "Smith Company The." |
| Owner First Name | Property Record | Indicates the owner's first name. |
| Owner Middle Name | Property Record | Indicates the owner's middle name. |
| Owner Prefix Name | Property Record | Indicates the owner's prefix such as M/M (for Mr. and Mrs.). |
| Owner Suffix Name | Property Record | Indicates the owner's suffix such as Jr, Sr, III. |
| Owner Title Name | Property Record | Indicates the owner's title such as Dr, Pvt, Rev. |
| Owner Address 1 | Property Record | Indicates the owner person's address 1, and State will utilize this field to capture supplier Address 1. |
| Owner Address 2 | Property Record | Indicates the owner person's address 2, and State will utilize this field to capture the supplier Address 2. |
| Owner Address 3 | Property Record | Indicates the owner person's address 3. |
| Owner City | Property Record | Indicates the city of the last-known address of the owner. |
| Owner County | Property Record | Indicates the county name of the owner's last-known address. |
| Owner State | Property Record | Indicates the standard two-character postal abbreviation of the owner's state of last-known address. If the owner's last-known address is not in the United States, blank fill. |
| Owner Postal | Property Record | Indicates the owner's five or nine character zip code. If five digits are used, blank fill the remaining four digits. Do not include any hyphens in the zip code. |
| Owner Country | Property Record | Indicates the country of the last-known address of the owner. |
| Owner Tax Identification Number | Property Record | Indicates the owner's social security number (SSN) or the company's federal employer identification number (FEIN). |
| Owner Additional ID Number | Property Record | Indicates the owner's SSN or FEIN extension, if applicable. |
| Owner Date of Birth Year | Property Record | "CC" equals the 2-digit century and "YY" equals the 2-digit year. |
| Owner Date of Birth Month | Property Record | "MM" equals the 2-digit numerical month. |
| Owner Date of Birth Day | Property Record | "DD" equals the 2-digit day. |
| Starting Transaction Date Year | Property Record | "CC" equals the 2-digit century and "YY" equals the 2-digit year. If your records reflect a month and/or year only, It should be available information and use "01"s for the unknown data (e.g., 20000601 or 20000101.) |
| Starting Transaction Date Month | Property Record | "MM" equals the 2-digit numerical month. If your records reflect a month and/or year only, It should be available information and use "01"s for the unknown data (e.g., 20000601 or 20000101.) |
| Starting Transaction Date Day | Property Record | "DD" equals the 2-digit day. |
| Ending Transaction Date Year | Property Record | "CC" equals the 2-digit century and "YY" equals the 2-digit year. |
| Ending Transaction Date Month | Property Record | "MM" equals the 2-digit numerical month. |
| Ending Transaction Date Day | Property Record | "DD" equals the 2-digit day. |
| Property Type | Property Record | The property type code distinguishes one property type from another. |
| Amount Reported | Property Record | Indicates the amount due the owner before any deductions, such as taxes, were subtracted. This will be the payment amount. |
| Deduction Type | Property Record | Indicates the code which describes the reason for the deduction in the gross amount due the owner. |
| Deduction Amount | Property Record | Indicates the amount of the deduction to be subtracted from the gross amount due the owner. |
| Amount Advertised | Property Record | Indicates the total amount due the owner after the deductions, i.e., Amount Report minus Deduction Amount. |
| Addition Type | Property Record | Indicates the two-character code which describes the reason for the additional amount/shares reported due the owner. |
| Addition Amount | Property Record | Indicates the amount of any additions. |
| Deletion Type | Property Record | Indicates the 2-character code which describes the reason as to the amount shares, or safekeeping items that are being deleted. |
| Deletion Amount | Property Record | If the property has been claimed by the owner, or the account has been reactivated, or the owner's property was reported in error, it should be amount that was originally advertised. |
| Amount Remitted | Property Record | It should be net amount due each owner after additions or deletions have been calculated. The amount remitted will be the payment amount. |
| Interest Flag | Property Record | If the property is interest-bearing, the Interest Flag should be "Y." Otherwise, the FLAG will indicate "N." |
| Interest Rate | Property Record | If the Interest Flag indicator is set to "Y," this field should be populated with the current interest rate being earned on this account. |
| Stock Issue Name | Property Record | Indicates the name of the security issue which is due the owner. |
| Stock CUSIP Number | Property Record | Indicates the CUSIP number of the security issue named in number 34 above which is due the owner. |
| Number of Shares | Property Record | Indicates the number of shares which is due the owner. |
| Added Shares | Property Record | Indicates the number of shares which have been added since the original (advertising) report, i.e., this is the amount that will be added to the total number of shares originally reported for the owner of this issue. |
| Deleted Shares | Property Record | Indicates the number of shares which have been deleted since the original (advertising) report, i.e., this is the amount that will be subtracted from the total number of shares due the owner of this issue. |
| Remitted Shares | Property Record | Indicates the number of shares which is being remitted for the owner. |
| Unexchanged Issue Name | Property Record | It should be name of the security issue which is still in the possession of the owner. |
| Unexchanged CUSIP Number | Property Record | It should be CUSIP number of the security issue which is still in the possession of the owner. |
| Unexchanged Shares | Property Record | It should be number of shares which are still in the possession of the owner. |
| Account Number | Property Record | Indicates the insurance policy or account number. |
| Check Number | Property Record | Indicates the check number if reporting cashier's checks or any other outstanding checks. |
| Description | Property Record | Any additional information that will assist in identifying the owner of the property should be listed in the property description field. |
| Relationship Code | Property Record | Indicates who must claim the property. |
| Owner Type Code | Property Record | Indicates the type of owner. |
| Filler | Property Record | Space fill. |
| TR Code | Summary Information | Denotes the record is the SUMINFO record. |
| Total Number of Records | Summary Information | This field should contain the total of number records reported including the HOLDER, PROPERTY and SUMMARY INFORMATION records. |
| Total Number of Properties | Summary Information | This field should contain the total number of PROPERTY records. |
| Total Amount Reported | Summary Information | This field should be the sum of the amount in the Amount Reported field on each PROPERTY record. |
| Total Deduction Amount | Summary Information | This field should be the sum of the amount in the Deduction Amount field on each PROPERTY record. |
| Total Amount Advertised | Summary Information | This field should be the sum of the amount in the Amount Advertised field on each PROPERTY record. |
| Total Addition Amount | Summary Information | This field should be the sum of the amount in the Addition Amount field on each PROPERTY record. |
| Total Deletion Amount | Summary Information | This field should be the sum of the amount in the Deletion Amount field on each PROPERTY record. |
| Total Amount Remitted | Summary Information | This field should be the sum of the amount in the Amount Remitted field on each PROPERTY record. |
| Total Number of Shares | Summary Information | This field should be the sum of the amount in the Number of Shares field on each PROPERTY record. |
| Total Added Shares | Summary Information | This field should be the sum of the amount in the Added Shares field on each PROPERTY record. |
| Total Deleted Shares | Summary Information | This field should be the sum of the amount in the Shares Deleted field on each PROPERTY record. |
| Total Remitted Shares | Summary Information | This field should be the sum of the amount in the Remitted Shares field on each PROPERTY record. |
| Negative Report | Summary Information | If the report is a Negative report (No cash or shares to report for the reporting period), this field should contain "Y". If this field contains "Y", only the HOLDER and the SUMINFO records should be included. |
| Software Version | Summary Information | Indicates the version number of the software that created the NAUPA file. |
| Creator | Summary Information | Indicates the company that wrote the software that created the file. |
| Creator Contact | Summary Information | Indicates the name and contact information for the file creator. |
| Filler | Summary Information | Space fill. |
Version History
| Date | Revision Description |
|---|---|
| 12/01/2023 | Original Version |
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