Oklahoma Automated Reporting

1
Oklahoma Automated Reporting
2
The Reporting Evolution

• Paper Reporting (Phase 1)
• Diskette Reporting (Phase 2)
• OST Problem Statement
• New Web-based solution (Phase 3)

3
Paper Reporting

• Unclaimed Property Program began in 1967
• Holder reporting has been communicated by paper
  since that time
• Issues
• Paper report forms sent to holders, involving
  time, and printing and mailing costs
• Holders and reporting agents created paper
  intensive reports sent via mail or delivered to
  the State Treasurer
• Staff at State Treasurers Office had to
  interpret paper reports and enter data manually
  into database, running the risk of interpretation
  errors or data entry errors

4
Diskette Reporting

• In 2001, the Office began accepting reports by
  diskette
• Approximately 46 of holder reports are received
  via diskette today
• Issues
• Advantages gained over previous system by
  eliminating data entry
• Efficiencies gained were lost because the
  diskettes still had to be uploaded and verified

5
Wagers Holder Reporting Software (HRS)

• Available online for free at www.wagers.net
• Creates reports for abandoned property in NAUPA
  format

6
Other Software/Solutions

• Unclaimed Property Reporting Service
  www.acsupch.com
• Abandoned Property and Escheatment Compliance
  System www.cfacsonline.com
• Unclaimed Property Compliance System
  www.chessys.com
• Tracker Unclaimed Property System
  www.freedomgroup.com
• Keane www.keaneco.com
• National Abandoned Property Services
  www.napsltd.com
• Property Escheatment And Compliance Consulting
  www.peacc.com
• Company created reports in Excel, through NAUPA
  specifications found at www.wagers.net/NaupaSpec/N
  aupaRevisedStandard.pdf
• These software solutions are not endorsed by OST
  and should be used as resources only

7
HRS

• Download HRS from www.wagers.net/hrs, select
  HRSInstall.exe
• HRS Five Step Process
• Step 1 Create a holder profile
• Step 2 Create a new report for the holder,
  state and year
• Step 3 Add all unclaimed property and owner
  data
• Step 4 Generate Reports
• Step 5 Generate Submission File

8
HRS Menu
9
Create Holder Profile
10
Create a new report for the holder, State and
year
11
Add all unclaimed property
12
Add all owner Information
13
Generate Paper Reports for your Records
14
Save file for online filing
15
Other HRS Features

• Import external data - Allows the user to enter
  unclaimed property information without keying in
  all the data by hand
• Converting Excel spreadsheets for import

16
Problem Statement

• Oklahoma State Treasurers Office sought an
  efficient, Web-based application to allow holders
  of unclaimed property to report online. The
  application, to be developed by YourOklahoma,
  required secure access for holders or reporting
  agents to update information, upload a NAUPA
  formatted report to the State Treasurers Office
  and/or file a negative report online.

17
YourOklahomas Holder Reporting Application

• Available through the States Official Web site,
  www.youroklahoma.com
• Holders and reporting agents can manage address
  changes, contact changes, statistics
• Upload a holder report in NAUPA format for
  abandoned property
• File a negative report (report of no property)
  online

18
Automated Reporting Process

• Download HRS or other software solution
• Register online or login
• Online options include
• Manage holder/agent information
• Upload holder report
• File negative report online

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Application Homepage
20
Registration Definition
21
Define FEIN and Tax ID Extension
898989898
0000
22
Basic Company Information
23
Define Contact Information
24
Complete Holder Statistics
25
Select Login Information
26
Holder Attestation
27
Registration Completion
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Login
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Holder Main Menu
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Update Holder Information Menu
31
Update Holder Information
32
Update Completed
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Upload Holder Report
34
File Holder Report Online
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Select Print Verification Form
36
New window opened for printing
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Print, complete, notarize and mail
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Holder Main Menu
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File Negative Report Online
40
Negative Reports Uploaded
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Select Print Verification Form
42
New window opened for printing
43
Print, complete, notarize and mail
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Verification Statement

• Uploaded data or data collected from your
  negative report is displayed on this statement
  for view
• Once data is complete, print verification form,
  complete, and notarize it
• Mail it to OST with your remittance check (if
  applicable)

45
Back to Holder Reporting Menu
46
Add a Branch
47
Reporting Completed

• Visit the Holder Reporting System online anytime
  to update information
• Visit the site every year to file your holder or
  negative reports online

48
Summary

• Saves time
• Maintains data integrity
• User-friendly
• Accessible anytime from any computer with
  internet access
• Available 2004

49
Enhancement Plans

• Remittance payments online through electronic
  funds transfer (EFT) or credit card payments

50
Q A
51
Contact Information

• Kathy JanesDirector of Unclaimed
  PropertyOklahoma State Treasurers Office(405)
  522-6743Kathy.Janes_at_treas.state.ok.us
• Mark MitchellDirector of Marketing Portal
  OperationsYourOklahoma(405) 524-3468 Ext.
  120mark_at_youroklahoma.com