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Holder Reporting

The Trust Property unit in the Department of State Lands provides education and resources to business holders of unclaimed property to help ensure compliance with Oregon’s unclaimed property laws and requirements. A holder is any individual, business, organization or government agency in possession of unclaimed property.

 
 Online reporting button


Five-step reporting process

  • ​ Property is presumed abandoned if the owner has not shown any interest in the property for a set period of time. Using your bank reconciliation, bank statement, customer accounts and outstanding checklists, determine which items are presumed abandoned.

    An owner shows interest in the property if they have positive contact with you. Positive contact means documented contact between the owner and the holder either generated or initiated by the owner or by responding to the holder.

    Determine which properties have reached their dormancy period. Holding periods are defined in ORS 98.302 – 98.436 .

    Common Property Types & Abandonment Periods

    Property Type Years
    Utility Deposits 1
    Proceeds of dissolved corporations (including employee benefits) 1
    Tangible property in safekeeping depositories 2
    Intangible property held by courts or governmental or public authorities 2
    Tangible property held by courts or governmental or public authorities not covered under another statute 2
    Intangible property held by fiduciaries (security deposits, escrow accounts, lawyer trust accounts, retirement accounts) 2
    Unclaimed Payroll check 3
    Unclaimed checks issued from a general disbursement account 3
    Credit memos and/or accounts receivable credit balances and refunds 3
    Other intangible property not specifically covered by another existing statute 3
    Savings and checking accounts (all types) 3
    Stocks and proceeds 3
    Money orders 7
    Traveler's checks 15
    Life insurance policies--see ORS 98.314

    Use the Reporting Year Conversion Table​ to determine if the properties should be included in the current year 's report.​​

  • ​Holders must make a diligent effort to locate owners of property valued at $100 or greater before the property is remitted to DSL. This should be done as soon as the account is dormant or unclaimed, but must be completed at least 60 days prior to filing and remittance. 

    Acceptable efforts may include phone calls, email, letters and personal contacts. You must retain documentation of your effort for three years after filing your report. 

    You may not subtract costs of due diligence from the owner account unless you have a written contract with the owner that permits this charge. 

  • ​The next step after you have completed preparation and due diligence is preparing your report.

    Report due date: November 1 for any items abandoned as of June 30 of the current year.

    Electronic reports are required and must be in the National Association of Unclaimed Property Administrators (NAUPA) format. You may use any unclaimed property report-generating tool that is available to you as long as your report is in the NAUPA format. There are two free options for generating your report: 

    The following information, if known, must be submitted with your report: 

    • Full name
    • Last known address
    • Social Security Number or Tax ID number
    • Type of account
    • Any identification number, i.e. account number, policy number
    • Reference number
    • Last activity or transaction date used to presume abandonment
    • Any specific description of the property used by the holder

    Instructions for reporting items held in Safe Keeping

    Instructions for reporting Lawyer Trust Accounts and Interest on Lawyer Trust Accounts

    File submission

    We highly encourage electronic submission of files using either the Department of State Lands online reporting tool or UPExpress. Emailing files is not recommended.

    Holders electing not to submit their report electronically will need to copy their data file to DVD/CD or flash drive and mail the report to the Department of State Lands. Include a copy of the verification page or cover sheet with your electronic submission.

    No Records to Report?

    Holders that do not have anything to report may file a zero or negative report using the Department of State Lands online reporting tool. Zero reports are required if you are an active holder and filed a report the previous year or you have been audited by DSL in the last five years.

    Need to request an extension?

    An extension may be granted when there are extenuating circumstances preventing on time reporting. Complete the Extension Request form.

    Need to report property before the dormancy period has been reached?

    Oregon Revised Statute 98.329 requires written consent from DSL before property may be remitted early. Complete the Early Reporting Request form to obtain permission for early reporting.  ​

  • ​Remittance of funds may be made through wire transfer, ACH payment, credit card payment or by check.

    Checks must be payable to the Department of State Lands. Please send reports with payment to: 

    Oregon Department of State Lands 
    Unclaimed Property Section
    775 Summer St. NE, Suite 100
    Salem, OR 97301-1279

    Remit by credit card

    To request authorization and instructions for ACH payment or wire transfer send an email to holder@state.or.us. Include holder name, dollar amount, and the date the transfer is scheduled.

  • ​ORS 98.354 requires that records be retained for three years after filing the report. Records and documentation should be available for inspection upon request by the Department, including:

    • A copy of the report. The electronic file should be maintained as well as the paper copy
    • Record of any due diligence efforts
    • Any evidence which would assist in the identification of the owner such as signature cards, lease agreements, insurance contract​​

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