Magtape File Layout Detail Record

Magtape File Layout Detail Record

New York State

Office of the State Comptroller

Handbook for Reporters of Unclaimed Funds

NYCD Diskette Installation and User Manual

Office of Unclaimed Funds

February 2015

Table of Contents

OVERVIEW .................................................................................................................................................................. 3

REQUIREMENTS ....................................................................................................................................................... 4

INSTALLING THE NYCD APPLICATION. ........................................................................................................... 5

INTRODUCTION ........................................................................................................................................................ 9

IMPORTANT KEY FUNCTIONS ........................................................................................................................... 11

PROVIDING REPORT INFORMATION .............................................................................................................. 12

IMPORTING REPORTS .......................................................................................................................................... 13

ENTERING AND EDITING REPORT INFORMATION .................................................................................... 15

ENTERING AND EDITING REPORT CONTACT INFORMATION ............................................................... 18

E

DITING

E

XISTING

R

EPORT

C

ONTACT

I

NFORMATION

…………………………………………………………..18

E

NTERING

N

EW

R

EPORT

C

ONTACT

I

NFORMATION

……………………………………………………………...19

ENTERING AND EDITING ACCOUNT, PROPERTY, AND OWNER INFORMATION .............................. 21

E

NTERING AND

E

DITING

A

CCOUNT AND

P

ROPERTY

I

NFORMATION

……………………………………….…….21

E

NTERING AND

E

DITING

O

WNER

I

NFORMATION

…………………………………………………………….…..22

U

SING

C

OMMAND

B

UTTONS

………………………………………………………………………………….…24

A

DDITIONAL

N

OTES

………………………………………………………………………….….………………25

CHECKS AND BALANCES WINDOW ................................................................................................................. 25

USING THE CHECKS AND BALANCES WINDOW .......................................................................................... 26

PRINT VCL (VERIFICATION AND CHECKLIST) ............................................................................................ 27

PRINT DETAILS ....................................................................................................................................................... 29

CREATING EXPORT FILES .................................................................................................................................. 30

DELETING REPORTS ............................................................................................................................................. 33

IMPORTING REPORTS .......................................................................................................................................... 35

WORKING WITH NAUPA FILES .......................................................................................................................... 37

WORKING WITH NEW DISKETTE REPORTING LAYOUT .......................................................................... 38

NYCD DISKETTE REPORT RECORD LAYOUT ............................................................................................... 40

NYCD DISKETTE SUMMARY RECORD LAYOUT .......................................................................................... 41

NYCD DISKETTE CONTACT RECORD LAYOUT ............................................................................................ 42

NYCD DISKETTE ACCOUNT RECORD LAYOUT ............................................................................................ 43

WORKING WITH HDT IMPORT (HEADER, DETAIL, TRAILER) OR (MAG TAPE SPECS) .................. 44

USE THESE INSTRUCTIONS TO IMPORT AND USE THE HDT IMPORT TEXT FILES. ........................ 44

WORKING WITH 389 IMPORT ............................................................................................................................. 49

USE THESE INSTRUCTIONS TO IMPORT AND USE THE 389 IMPORT TEXT FILES. ........................... 49

WORKING WITH EXCEL IMPORT ..................................................................................................................... 51

USE THESE INSTRUCTIONS TO IMPORT AND USE THE EXCEL IMPORT FILES. .............................. 51

TROUBLESHOOTING ERROR MESSAGES ....................................................................................................... 53

Overview

To eliminate paper reporting and simplify the reporting process, the New York State

Comptroller’s Office of Unclaimed Funds has developed an electronic reporting system.

You can obtain the application on CDROM or you can download a copy from

OSC’s

Unclaimed Funds Internet Site

Important features are:

The application’s windows are arranged in a manner that leads you through the reporting procedure correctly.

The application utilizes Microsoft® Access, a relational database. Using a relational database reduces data redundancy. You only need to enter account information once when reporting a multiple owner account.

Each account usually has two kinds of information: the account information and the owner information. The Account/Owner window shows the account information on the left side of the window and the owner information on the right.

Copy features allow you to copy an account title from the Owner Name field and to copy the address for multiple owners with the same address.

The application links all owners to an account if the account has more than one owner.

Online help provides instruction for using the application. Whenever you have a question, simply press the F1 key to open the help window and locate the necessary information.

Requirements

The Diskette Reporting Package will run on a Windows Platform computer.

You’ll need about 5 megabytes free disk space to load and run its programs and files. It should run well on any computer with at least 32M of RAM and a Pentium processor.

On newer computers please make sure you have ADMINISTRATOR rights on your own computer before downloading and installing software. Please CONTACT your computer department for assistance if you do not have ADMINISTRATOR rights.

Installing the NYCD application.

Use these instructions to install the NYCD application:

1. Use the following table to determine your first step.

If you…

Download the NYCD.ZIP file from the Internet…

Then…

 Using "Windows Explorer" or " My

Computer", navigate to the

NYCD.ZIP file you just downloaded, then double-click on it.

 Using "Windows Explorer" or " My

Computer", go to the Folder NYCD

First read Important Instructions

Before Installing New NYCD.pdf

 When previous completed Double

Click setup.exe

Received the application on CD-

ROM…

 Insert the CD-ROM.

 Using "Windows Explorer" or " My

Computer", go to the Folder NYCD

First read Important Instructions

Before Installing New NYCD.pdf

 When previous completed Double

Click setup.exe

The Welcome window appears.

2. Click Next.

The Customer Information window appears.

3. Click Next

4. Click the Typical button, then Next.

5. Click Install.

The completed window appears.

6. Click Finish.

7. Test Desktop Shortcut

Introduction

When you initiate the NYCD application, the first window to appear is the Switchboard window. It has three data entry fields:

Enter Report FEIN

Enter Report Year

Enter Report Number

You can populate each by pulling down its drop-down list and selecting a list item. Use them to define which report(s) with which you want to work.

The Switchboard window also contains a number of command buttons. The table below describes their functionality.

Clicking this Command

Button…

Enter/Edit Report (1)

Checks and Balances (2)

Print VCL (3)

Print Detail Accounts (4)

Import Report (5)

Create Export Report (6)

Delete Report (7)

Exit icon (8)

Clear (9)

F1 Help(10)

The Office of the State

Comptroller (11)

Does this…

Opens the Verification and Checklist (VCL) window, in which you can provide reporter, report, and contact information. The application calculates amounts.

Opens the Check Balance window. The application calculates and displays account cash and share amounts.

Prints the VCL Report for the report you specified.

Opens the Print Preview of the Account

Detail Listing. You can then print the details for the report you specified.

Opens the Import window. The application imports the file type you specify. A file can be a NAUPA, NYCD, Magtape, or Upload text file or an Excel spreadsheet.

The application creates a .txt file suitable for exporting.

The application deletes the report you specify.

Closes the window.

Clears the screen.

Opens the Help Screen

Opens the State Comptroller Website

Important Key Functions

Key(s) Function

TAB or RIGHT

ARROW

Moves the cursor to the next field.

END Moves the cursor to the last field in the current record, in navigation mode.

Moves the cursor to the previous field. SHIFT+TAB, or

LEFT ARROW

HOME Moves the cursor to the first field in the current record, in navigation mode.

DOWN ARROW Moves the cursor to the current field in the next record.

CTRL+DOWN

ARROW

CTRL+END

Moves the cursor to the current field in the last record, in navigation mode.

Moves the cursor to the last field in the last record, in navigation mode.

UP ARROW

CTRL+UP

ARROW

CTRL+HOME

Moves the cursor to the current field in the previous record.

Moves the cursor to the current field in the first record, in navigation mode.

Moves the cursor to the first field in the first record, in navigation mode.

Providing Report Information

Use these instructions to provide report information.

From the Switchboard window:

1. In the Enter Report FEIN field (1): Pull down the list and select the appropriate FEIN. This is the reporting organization’s nine-digit, Federal Identification Number.

2. In the Enter Report Year field (2): Pull down the list and select the appropriate year. This is the four-digit report year (YYYY).

3. In the Enter Report Number field (3): Pull down the list and select the appropriate report number. This is a two-digit number.

Importing Reports

The application allows you to import the following file layouts:

New diskette reporting files

NAUPA file layout

Import 389

Import HDT

Import Excel

Use these instructions to import a report.

From the Switchboard window:

1. Click Import Report.

The Import Files Form window appears.

2. Use the following table to determine your next step.

Do you want to…

Import a diskette file?

Do this…

Click Import Diskette.

Import a NAUPA file?

Import a 389 file?

Import HDT?

Click Import NAUPA.

Click Import 389.

Click Import HDT

Import Diskspecs Excel

Import Excel

3. Further instructions are described for each import.

Note: Contact us if you have questions or need a new import for your organization.

Entering and Editing Report Information

Use these instructions to enter and edit report information.

From the Switchboard window:

1. In the Reporter FEIN field (1): Type your FEIN.

2. In the Report Year field (2): Type the report year (YYYY). This is the year that you are filing the Report.

3. In the Report Number field (3): Type the report number. If there is only one report type in 01.

4. Click Enter/Edit Report

The VERIFICATION AND CHECKLIST FOR UNCLAIMED PROPERTY window appears.

4.

Use the following table to complete the fields. Enter the following:

In this field…

Reporting Organization

Name

Do this…

Type the name of the reporting organization.

Area Division Number

Select Report Class

Incorporation Date

Are you authorized to do business in NYS?

Type the area division number. This field is optional.

Pull down the list and select a class.

Type the incorporation date (MM/DD/YYYY).

Pull down the list and select the appropriate code. Y is yes, and N is no.

5. Click Enter/Edit Report Contact Information (14).

The Contact window appears.

6. See Contact Help (F1) for further information.

7. If you want to skip this screen, enter NY for State and click on the Exit button.

Entering and Editing Report Contact Information

Editing Existing Report Contact Information

Use these instructions to edit existing report contact information:

From the Report Contact window:

1. In the Select Contact field (1): Pull down the list and select an existing contact. The system displays the record.

Note: If you make an incorrect selection, you can click Cancel Contact Copy (2) to cancel the transaction.

2. Edit the appropriate data entry fields.

3. When you have finished editing contact information: Click the Exit icon.

Entering New Report Contact Information

Use these instructions to enter new report contact information.

4. From the Report Contact window, in the Contact Type field (3): Pull down the list and select the appropriate code.

EXEC Executive

RPT

Report

5. In the Title field (4):

Type the contact’s title.

6. Use the following table to provide contact name information.

In this field…

Do this…

Prefix (5):

Pull down the list and select the appropriate prefix.

First Name

(6):

Type the contact’s first name.

Middle

Init/Name (7):

Type the contact’s middle initial.

Last Name

(8):

Type the contact’s last name.

Suffix (9):

Pull down the list and select the appropriate suffix.

7. In the Send to Attention of field (10): Type the name of the person you want to receive mail.

8. Use the following table to provide address information.

In this field… Do this…

Address (11):

Type the contact’s street address.

City (12):

State (13):

Zip (14):

Type the contact’s city.

Pull down the list and select the appropriate state code.

Enter a five-digit zip code. You may also include a four-digit supplementary zip code.

9. Use the following table to provide additional address information

If the contact’s address is in…

Then…

The United

States

Leave the Province and Country fields blank.

A country other than the United

States

In the Province field (15):

Type the name of the contact’s province.

In the Country field (16):

Type the name of the contact’s country.

10. In the Phone Number field (17):

Type the contact’s telephone number.

11. In the Fax Number field (18):

Type the contact’s Fax number.

12. In the E-mail Address field (19):

Type the contact’s e-mail address.

13. When you have finished providing contact information: Click the Exit icon (20). This will save the record and open the VCL window.

14. On the VCL Screen, click Enter/Edit Accounts (15)

15. The Account/Owner window appears. See Account/Owner Help (F1) for further information.

Entering and Editing Account, Property, and Owner Information

Entering and Editing Account and Property Information

Use these instructions to enter and edit account and property information.

Note that the system automatically enters a number in the Sequence Number field (1).

When you have completed entering all your data Exit (37) the Account/Property/Owner

Screen.

Account/Owner window:

1. In the Reporters Account Number field (2): Type the identifying data by which the reporting organization refers to the property (Security Certificate Number, Customer Account Number,

Insurance Policy Number, Check Number).

2. In the Dormancy Date field (3): Type the date (MM/DD/YYYY) by which you have determined that the account is dormant. This may be the date of issuance, date of exchange, or redemption or LAST date of customer contact .

3. In the Property Type field (4): Pull down the list and select a property type.

4. In the Initial Amount field (5) type the amount shown on the books as of the abandonment date.

5. In the Escheated Amount Field (6) type the amount you are transferring to New York State.

This amount may differ from the initial amount due to the addition of interest or the deduction of allowable fees.

6. In the Security Description field (7) type the standard description of the issue, including type of stock, as used by the financial community

7. In the CUSIP field (8) type the nine-digit number CUSIP assigned to the issue being reported, as listed in Standard & Poor’s CUSIP Directory.

8. In the Method of Transfer field (9) pull down the list and select the appropriate code. Use the code that reflects the method by which the security was transferred:

P

Physical certificate

D

DTC transfer

A

Account (book entry)

T

Sent for registration transfer, to be delivered at a later date

9. In the Escheated Shares field (10) enter number of shares or denomination being transferred to New York State. For equity issues, enter number of shares; for debt issues, enter dollar equivalent.

10. In the Removal Indicator field (11) pull down the list and select the appropriate code. If you have paid the owner, enter “P” in “Owner Claimed” box. If “Otherwise Reduced to Zero”

(amount originally included in error), ent er “R”

.

Entering and Editing Owner Information

Use these instructions to enter and edit owner information.

Note that the system automatically enters a number in the Owner Sequence field (1).

11. From the Account/Owner window, in the SSN/TIN field (12): Type the appropriate number.

If the owner is an individual, type the individual’s social security number. If the owner is a business entity, type the entity’s Employer Identification Number (EIN). If the SSN or EIN is unknown, leave blank.

12. Use the following table to provide name information.

If the owner is…

Then…

A company In the Company Name field (13):

Type the corporate or entity name.

An individual In the Prefix field (14):

Pull down the list and select the appropriate prefix.

In the First Name field (15):

Type the owner’s first name.

In the Middle Init/Name field (16):

Type the owner’s middle initial.

In the Last Name field (17):

Type the owner’s last name.

In the Suffix field (18):

Pull down the list and select the appropriate suffix.

13. In the Account Title field (19) type the names and relationships of all owners and beneficiaries as reflected on the reporting organization’s records. When the account title and name are the same, type the owner’s name in the Account Title field or click Copy

Owner Name (20) and the system automatically completes the field.

14. Use the following table to provide address information.

In this field…

Address (21):

Do this…

Type the owner’s last known street address or “care of” data.

If unknown, leave blank.

City (22):

Type the owner’s last known city of residence.

State (23):

Zip (24):

Pull down the list and select the appropriate state code.

Enter a five-digit zip code. You may also include a four-digit supplementary zip code. If unknown, leave blank.

15. Use the following table to provide additional address information

If the owner’s last known address is in…

Then…

The United

States

Leave the Province, Country, and Foreign Zip Code fields blank.

A country other than the United

States

In the Province field (25):

Type the name of the owner’s province.

In the Country field (26):

Type the name of the owner’s country.

In the Foreign Zip Code field (27):

Type the foreign zip code.

16. In the Deceased Owner field (28) use the dropdown to select Y if the owner is deceased.

17. Enter Date of Birth if available (28a) using the dropdown calendar.

Using Command Buttons

The Account/Owner window also contains a number of command buttons. The table below describes their functionality.

Clicking this Command

Button…

Does this…

Copy Owner Name (20) Copies owner information to the Account

Title field.

Previous Account/Owner (29) Opens the previous Account/Owner record.

Next Account/Owner (30) Opens the next Account/Owner record.

Add Account (31)

Find Record (32)

Delete Record (33)

Last Record (34)

Opens a blank data entry window in which to enter Account/Property/Owner information.

Brings up the Find record box (will search within the field in which the cursor is placed.)

Deletes the current record from the report.

Opens the last record in the report.

Clicking this Command

Button…

Add Additional Owner to this

Account (35)

Add Additional Owner and

Copy Address (36)

Does this…

Creates a blank data entry window in which to enter multiple owners to the current account.

Creates a blank owner data entry window in which to enter multiple owners to the current account and copy the address information.

Exit icon (37) Saves the record and opens the Verification and Checklist window.

Additional Notes

You can only enter account/property information for the first owner. When you exit the application, the system automatically updates all other owner accounts associated with a multiple owner account with this information.

Once you exit the Accounts Edit screen, you will be returned to the VCL screen. If you exit the VCL screen (16) you will be returned to the Switchboard. The screen will blink three times as the program calculates the account owner property information as well as section/article and report totals.

Using the Checks and Balances Window

From the main Switchboard, select Checks and Balances. The Checks and Balances window displays the calculations for each report you select. These calculations print on your

VCL.

If you want to determine individual property type totals, click Property Type Totals, and the

Totals window appears. If you want to close the Checks and Balances window, click the

Exit icon.

Print VCL (Verification and Checklist)

Click Print VCL

You must print the VCL and send it with the report.

If you can’t print your VCL, you may need to enter the appropriate contact data .

Print Details

Click Print Detail Accounts button to preview your Account Detail Listing.

Creating Export Files

You can export a single report or several reports to a text file, which you can then send to the Comptroller’s office along with the VCL and any remittances.

Use these instructions to create an export file.

Before you begin…

Prior to creating an export file, you must enter report, contact, account, and owner information.

From the Switchboard window:

1. Use the following table to determine your next step.

Do you want to create an export file for…

A single report?

Then…

In the Reporter FEIN field (1): Type your FEIN.

In the Report Year field (2): Type the report year (YYYY).

In the Report Number field (3):

Type the report number.

Multiple reports within the same reporting year?

Multiple reports and multiple years?

In the Reporter FEIN field (1): Type your FEIN.

In the Report Year field (2): Type the report year (YYYY).

In the Reporter FEIN field (1): Type your FEIN.

Multiple FEINs and/or multiple reports for a single reporting year?

In the Report Year field (2): Type the report year (YYYY).

2. Click Create Export File a. The Save As screen appears. b. You can save to any folder on your pc or network drive c. The file name is created for you and there is no need to change this. d. If you do change the filename be sure to add .TXT to the end of the file name you enter otherwise an error will occur. e. After you click save the program will automatically create the file where you save it and return to the Switchboard screen.

Deleting Reports

Use these instructions to delete reports.

From the Switchboard window:

1. Use the following table to determine your next step.

Do you want to delete…

A single report?

Then…

In the Reporter FEIN field (1): Type your FEIN.

In the Report Year field (2): Type the report year (YYYY).

In the Report Number field (3):

Do you want to delete…

Then…

Type the report number.

All reports?

Click Clear.

2. Click Delete Report. A confirmation window appears.

3. Click OK.

Note: If you want to cancel the request, click Cancel.

Importing Reports

The application allows you to import the following file layouts:

New diskette reporting files

NAUPA file layout

Import 389

Import HDT

Import Excel

Use these instructions to import a report.

From the Switchboard window:

1. Click Import Report.

The Import Files Form window appears.

2. Use the following table to determine your next step.

Do you want to…

Import a diskette file?

Do this…

Click Import Diskette.

Import a NAUPA file?

Click Import NAUPA.

Import a 389 file?

Click Import 389.

Import HDT?

Click Import HDT

Import Diskspecs

Excel

Import Excel

3. Further instructions are described for each import.

Note: Contact us if you have questions or need a new import for your organization.

Working with NAUPA Files

Use these instructions to import and use the fixed-width NAUPA text files.

Before you begin…

Make sure you know the name of the file you want to import.

1. Click Import Report

Note: You don’t need to enter the report’s FEIN, year, and number. This information is already in the NAUPA file.

2. Click Import NAUPA.

3. Open the file you want to import.

4. The file will automatically process, when completed Click the Exit icon.

5. From the switchboard, you can Edit the Report, Contact and Accounts.

6. You can view the NAUPA File Format here .

Working with New Diskette Reporting Layout

Use these instructions to import and use the new diskette reporting layout.

Before you begin…

Make sure you know the name of the file you want to import.

1. Click Import Report

Note: You don’t need to enter the report’s FEIN, year, and number. This information is already in the diskette file.

2. Click Import Diskette.

3. The Open file Screen appears.

4. Select the file you want to import and click Open.

5. After the File is done processing Exit the screen.

6. When you return to the Switchboard screen you can Edit the Report and Accounts.

NYCD Diskette Report Record layout

Report Record - A REC

Type = "A"

Fein

Year

RptNumber

AcctSeq

OwnerSeq

Orgname

Address_1

Address_2

City

State

Zip_Code

Zip_Code_4

Country

State_of_Incorp

Date_of_Incorp

IRS_Bus_Code

Reporter_Div_no

Auth_Bus_NY

Section

Report_Class

Report_Type

Report_End_Date

Report_Due_Date

Total_Cash_Remittances

Number_Cash_Remittances

Initial_Reported_Records

Initial_Reported_Accounts

Initial_Cash_Reported

Initial_Reported_Certs

Initial_Reported_Shares

LENGTH START PO END POS

1 1 1

9

4

2

6

2

11

15

17

10

14

16

22

2

60

40

40

40

23

25

85

125

165

24

84

124

164

204

10

10

12

7

1

10

4

1

12

9

14

7

7

2

10

6

7

4

20

2

5

277

287

297

309

261

262

272

276

316

323

330

342

351

236

238

248

254

205

207

212

216

286

296

308

315

261

271

275

276

322

329

341

350

364

237

247

253

260

206

211

215

235

NYCD Diskette Summary Record layout

Summary Record(s)

Type = "B"

LENGTH START POS END POS

1 1 1

Fein

Year

RptNumber

AcctSeq

OwnerSeq

Property_Type

PTInitial_Reported_Cash

PTInitial_Reported_Certs

9

4

2

6

2

2

12

9

2

11

15

17

23

25

27

39

10

14

16

22

24

26

38

47

PTInitial_Reported_Shares

Blank

14

533

48

62

61

594

NYCD Diskette Contact Record layout

Contact Record LENGTH START POS END POS

Type = "C"

Fein

Year

RptNumber

AcctSeq

OwnerSeq

Contact_Type

Title

Name_Prefix

First_Name

15

15

Middle_Name_Init 15

Last_Name 40

Name_Suffix

Attn_Of

Address_1

Address_2

15

40

40

40

6

2

4

40

1

9

4

2

Address_3

City

State

Province

Zip_Code

Zip_Code_4

5

4

Country 20

Phone_Number 20

Fax_Number 20

EMail_Address 40

Blank 95

40

40

2

20

154

169

209

249

69

84

99

114

17

23

25

29

11

15

1

2

391

396

400

420

440

460

500

289

329

369

371

168

208

248

288

83

98

113

153

22

24

28

68

1

10

14

16

395

399

419

439

459

499

594

328

368

370

390

NYCD Diskette Account Record layout

Account Record - D REC LENGTH START POS END POS

Suffix

Address_1

Address_2

Address_3

City

State

Province

Zip

Zip_Ext

Foreign_Zip

Country

Date of Birth

Type = "D"

Fein

Year

RptNumber

AcctSeq

OwnerSeq

6

2

Multiple Records Indicator 1

Rptr_Acct_No 20

1

9

4

2

Acct_Title

Dorm_Date

Removal_Ind

AcctProperty_Type

Cusip

Method_of_Trans

Property_Desc

Initial_Amt

9

1

70

12

1

4

70

10

Escheated_Amt

Escheated_Shares

Naupa_Owner_Type 4

Deceased_Owner_Flag 1

12

15

SSN_TIN

Prefix

First_Name

Middle_Name_Init

Last_Name

9

15

15

15

40

40

2

20

5

15

40

40

40

4

10

20

9

131

140

141

211

46

116

126

127

17

23

25

26

11

15

1

2

255

264

279

294

309

223

235

250

254

484

524

526

546

349

364

404

444

551

555

565

585

139

140

210

222

115

125

126

130

22

24

25

45

1

10

14

16

263

278

293

308

348

234

249

253

254

523

525

545

550

363

403

443

483

554

564

584

594

Working with HDT Import (Header, Detail, Trailer) or (Mag Tape Specs)

Use these instructions to import and use the HDT Import text files.

Before you begin…

Make sure you know the name of file you want to import.

1. Click Import Report

Note: You don’t need to enter the report’s FEIN, year, and number. This information is already in the HDT file.

2. Click Import HDT.

3. Open the file you want to import.

4. The file will automatically process, when completed Click the Exit icon.

5. When you return to the Switchboard screen, you can Edit the Report and Accounts.

Magtape File Layout Header

Record

Positions

1

Field Length

Record Identifier 1

Remarks

Constant

“H”

2-10 FEIN (Reporter) 9 As used for IRS

11-40

41-70

71-100

101-130

131-150

151-152

153-157

158-161

162-171

172-173

174-177

178-183

184-384

Name 1 (Reporter) 30

Name 2 (Reporter) 30

Address 1

Address 2

City

30

30

20

State 2

Primary Zip Code 5

Supplemental Zip 4

Country (if not

USA)

State of

Incorporation

Month and Year

Report is Due

Date Report

Produced

Blank

10

2

4

6

201

Text

Text

Text

Text

Text

Text

Text

Text

Text

Text

Numeric (MMYY)

Numeric (MMDDYY)

Blank

Position

1

2

– 10

11

– 12

13

– 18

19

20

– 39

40

– 49

50

51

– 53

54

– 83

84

– 113

114

– 133

134

– 135

136

– 140

141

– 144

145

– 154

155

– 163

164

– 183

184

– 253

254

– 259

260

– 268

Magtape File Layout Detail

Record

Field Length

Record Identifier 1

FEIN (Reporter) 9

Property Type 2

Unique Reference

#

6

Multiple Owner

Indicator

Last Name

1

First Name

Middle Initial

Suffix

20

10

1

3

Street Address 1 30

Street Address 2 30

City 20

State

Zip Code

Supplemental Zip

Code

Country, if not

USA

SSN

2

5

4

10

9

20 Property ID

Number

Account Title

Dormancy Date

70

6

Initial Amount 9

Text

Text

Text

Text

Text

Remarks

Constant

“D”

As used for IRS

From Property

Type Tables

For Multiple

Owners, use same #

“X” if 2 or more owners

Text

Text

Text

Text

Text

Text

Text

Text

Text

Numeric

(MMDDYY)

Numeric , no decimal

Position

269

– 277

278

279

– 348

349

– 357

358

– 361

362

– 374

375

376

– 384

Field Length

Escheated

Amount

9

Removal Indicator 1

Description of

Security (Stocks)

CUSIP number

70

Blank

9

4

Number of Shares 13

Method of

Transfer

Blank

1

9

Remarks

Numeric , no decimal

Blank,

“P” , or “R”

Text

Text

Text

Numeric, no decimal

Blank,

“D” , “P”, or

“A”

Text

47

Magtape File Layout

Trailer Record

Position Field Length

1

2

– 10

11

– 40

Record Identifier

FEIN

1

9

Reporter Name 1 30

41

– 70

71

– 100

Reporter Name 2

Address 1

101

– 130

Address 2

131

– 150

City

30

30

30

20

151

– 152

State

153

– 157

Zip code

158

– 161

Supplemental Zip

2

5

4

Code

162

– 171

Country, if not 10

USA

172

– 173

State of

Incorporation

174

– 177

Date Report is

Due

178

– 183

Date Report

Produced

184

– 193

Total Escheated

Cash in Report

194

– 200

Total Escheated

Certificates

201

– 205

Total Items

206

– 210

Total Records

211

– 384

Blank

2

4

6

10

7

5

5

174

Remarks

Constant

“T”

As used for IRS

Text

Text

Text

Text

Text

Text

Text

Text

Text

Text

Numeric (MMYY)

Numeric

(MMDDYY)

Numeric, no decimal

Numeric

Numeric

Numeric

Blank / Spaces

48

Working with 389 Import

Use these instructions to import and use the 389 Import text files.

Before you

begin…

Make sure you know the name of file you want to import.

1. Click Import Report

Note: You need to enter the report’s FEIN, year, and number.

2. Click Import 389.

3. Open the file you want to import.

4. The file will automatically process, when completed Click the Exit icon.

5. When you return to the Switchboard screen, you can Edit the Report and Accounts.

49

154-173

174-243

244-249

250-258

259-267

268

269-338

339-347

348-351

352-364

365

366-367

368-373

UPLOAD TEXT FILE FORMAT

Positions

All fields are Text fields; no numeric, currency or date formatting allowed.

(Fields marked in red are mandatory; file will not load if left blank)

Field Length Remarks

1-2

3-8

9

10-29

30-39

40

41-43

44-73

74-103

104-123

124-125

PROPTYPE

RECCOUNT

MULTOWNR

LAST

FIRST

MID

SUFFIX

ADDRESS1

ADDRESS2

CITY

STATE

2

6

1

20

10

1

3

30

30

20

2

NY property type code

Repeat for multi owner

Blank or X

126-134 9

ZIP

COUNTRY 135-144

145-153 SOCSECNO

10

9 No hyphens

ACCTID

ACCTTITLE

ACTIVDATE

INITAMT

ESCHAMT

REMINDIC

SECDISCR

CUSIPNO

CUSIPEXPAN

NOSHARES

TRANSFER

CLASS

PAY

70

9

4

13

1

2

6

9

1

6

9

20

70

No special characters

No special characters

MMDDYY

No dollar signs

######.## blank

Stock Issue Name

Number of shares

Stock Transfer Method

Blank

Blank

50

374-375

376-377

378-379

380

UNIQUE

YEAR

RPTNO

RPTTYPE

2

2

2

1

Blank

Blank

Blank

Blank

381-389 FEIN 9 Reporting

Organizations FEIN

Working with Excel Import

Use these instructions to import and use the Excel Import files.

Before you

begin…

Make sure you know the name of file you want to import.

1. Click Import Report

Note: You need to enter the report’s FEIN, year, and number.

2. Click Import Excel.

51

Open the file you want to import.

3. The file will automatically process, when completed Click the Exit icon.

4. When you return to the Switchboard screen, you can Edit the Report and Accounts.

The DXCL95.xls spreadsheet is based upon the Upload Format. The same column header names should be used in the same order as the Upload Format. All columns and cells should be formatted to Text, not general, currency, date, or numeric. Do not delete or re-order any columns within the spreadsheet. A copy of the DXCL95.xls spreadsheet is available from our office.

Contact [email protected]

for a copy of the spreadsheet.

52

Troubleshooting Error Messages

1. If you receive a Security Alert, VBA Macro:

Go to: Access/Access Options/ Trust Center Settings / Enable all macros.

2. If you receive the message “No current record:”

Add information to Report Contact.

3.

If you receive the message “Object ‘Find Contact’ already exists:”

You will need to delete the query entitled

‘Find Contact’ . If you have Microsoft Access, close out of the database. Hold down the Shift Key and reopen the database. This will open the database in Edit mode. Locate Queries and the query Find Contact. Delete the query Find

Contact and close the database.

If you do not have Microsoft Access, contact us to arrange to have your database sent to us via email so that we can repair it.

53

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