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Special Notices - New for 2019

How to handle relationship code errors:

Any property with more than one owner must show each owner as a separate person. You CAN NOT list two owners as John & Jane Doe in one ownership line. Each owner must also have their own relationship code. Invalid combinations of codes are discussed below.

Please review the list above. Each of these combinations of relationship codes is invalid. Why?

In each case, the combination either does not give us enough information about how to pay a claim when only one of the co-owners comes forward, or the combination does not make sense.

For example:

PA-PA – This combination does not give us enough information to be able to properly handle a claim from just one of these people. Once we take over responsibility to pay claims for this property, we must do so based on your legal obligation to pay. This set of relationships defines your obligation.

SO-SO –two people cannot be sole owners of an account.

CF-CF – two people cannot be custodians (one for the other) on an account and neither one be the owner

AO – And/Or is no longer accepted as a valid relationship

Examples of acceptable relationship combinations:

AN-AN – Co-owners, equal shares paid to each

OR-OR – Co-owners, First request gets the entire account

IN-BF – Insured and Beneficiary

JT-JT – Joint Tenants

Do you have other combinations that you want to consider? E-mail to determine if they are valid. Report.Remit@trs.virginia.gov

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Is the property owner you are reporting a business?

If so, PLEASE make sure you have used the business/company indicator in your software to indicate this owner as a business or governmental entity!

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What you need to know about requesting an extension of time to file:

  • To request an extension of time to file, go to https://www.vamoneysearch.org/Report/Forms and look for the Request for Extension of Time to File document

  • Download form and follow accompanying instructions

  • Extensions are granted for 30 or 60 days beyond the original due date

  • If your request is approved, you must remit an estimated payment to us along with a copy of your approval

  • Your report file, document or e-mail communication letting us know you no longer have a report to submit is due by the new due date

  • If your report is for an amount less than the estimated payment you submitted, submit a holder claim form for the difference. This form is also available on the forms and instructions page as noted above.

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NAUPA File Delivery Process

  • Access our site to deliver NAUPA files – All electronic reports MUST be delivered via our secure webpage at https://www.trs.virginia.gov/HoldersUpload
  • Acceptable media - We will no longer accept file submissions on CD, flash drive, diskette or any other physical media. 
  • Validation - Upon submission, your file will be subjected to a validation routine. 
  • Confirmation of Delivery – You will receive a confirmation of receipt e-mail which will provide you with either the errors contained on your file or an AP-1 form to use when completing the reporting requirements.  Please double check the e-mail address you provide, so you are sure to get this important confirmation.
  • After Delivery – Once the automated validation is done, a manual review of the file is performed by our staff. If they find errors, they will contact you to discuss them.

Do you use the QUICKLINKS and INFORMATION Tabs? - they are a quick way to get the information you need for Notable Requirements, Due Diligence, Securities reporting, Tangible Property reporting, electronic reporting and reciprocal reporting! Try them out!

Have you used the Reporting Checklist? – make sure you are sending everything you need to!