This is a follow up to the post about negative reporting I published earlier this week. That post covers some points about which states require or will accept a negative report.
I often field questions about which format to use for negative reporting. Does the state require some sort of paper form or will they accept a NAUPA file? The answer, like so many other things, depends on which state you are filing.
Most states will accept the NAUPA format for a negative report. This may seem strange to most filers. Wouldn't the NAUPA file be completely blank if there are no records to report? Actually, it isn't. The first line of the report holds all of your company information. When a state reads your report with their special software, they can easily determine which company sent the file. It's even easier for them to process than if you should send a paper form.
Many states will accept a cover sheet signed by an officer of your company. Arizona, Delaware, District of Columbia, and Kentucky are a few examples.
Illinois, Indiana, Nevada, Ohio, Pennsylvania and a few other states will accept the negative report online via their websites.
Other states like Rhode Island, New Jersey, and Connecticut will accept your negative report as a simple letter on company letterhead that states you have nothing to report.
Check with the states and/or your software vendor for a full listing of all formats accepted by all states.
Author: Danielle Herring
Product Manager, UPExchange
Labels: UP Reporting Tips
