Escheatment management that dates every dormant account from the owner's last real contact, with a named person signing every letter run, reactivation and state file
Every dormant account dated from real owner contact, and every letter inside its window.
See one case, screen by screen ↓It is escheatment management for banks: deposit operations track dormancy by state, send due-diligence letters and file unclaimed property. Six agents date every dormant account from the owner's last real contact across today's core and the archived one, apply each state's rules, draft the letters inside each state's window and tie every state file to the general ledger. The Unclaimed Property Manager approves each step and the Deposit Operations Controller signs every remittance.
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Escheatment management rests on one field: the date of the owner's last activity. Every dormancy clock, every due-diligence letter and every state report is counted from it. But the core's last-activity date is not the owner's last contact. A core conversion stamps its load date on every account, a system release that adds a field touches the contact date, and interest postings and statements that come back in the mail look like activity. An account dated by the core is reported years late, or never, and the state's auditors find it later and assess it with interest.
Each state runs its own clock: its dormancy period, its letter window, its threshold, its report format and due date. Pennsylvania wants the letter mailed no more than 120 and no less than 60 days before the April 15 filing; New York wants a first-class letter at least 90 days before its report and a certified one at least 60 days before when the property is over $1,000. Today the work is a once-a-year scramble across a core extract for one report year, spreadsheets, a print vendor and a hand tie-out to the ledger, and the owners who would have answered a letter in time are not asked.
Estimated split for one state's report cycle at a regional bank, from the core extract to a signed remittance, by hand and with the agents. Our estimate, kept modest.
Six agents read both cores, date every account from real owner contact and run each state's letters and files; a manager approves and a controller signs.
Monday, December 14, 2026, in Unclaimed Property at Corvane National Bank, a regional bank that reports to 52 jurisdictions. The core says checking ending 2290 is active. Here is what happens next, screen by screen, in the working solution.
Overnight the agents read 186,240 quiet accounts: 412 crossed a dormancy date and 17 owners answered. Five pieces of work wait, each with its deadline: approve the Pennsylvania run of 1,313 letters, confirm checking 2290, approve 15 reactivations, a $1,212.40 New Jersey ledger break, and 2 owner-contact calls the agents were unsure of.
“Pennsylvania letter run PA-2027-01 is waiting for your approval · the window opens December 16.”
On June 14, 2021 the core conversion set the last-activity date to the load date on 2,914,600 accounts. The agents compared every converted account with the archived core and found 6,214 whose core date is not owner contact: 2,370 reportable now and late ($7,284,517.06), 1,980 crossing a dormancy date in 2027 and 1,864 with owner contact since. A note to each state about late property is drafted for deposit counsel.
North Carolina's guide, cited in the source record: “A computer system conversion causes the dates used to age dormant accounts to reset incorrectly.”
Every account shows its dot strip, its state, the last owner contact the agents found and what the core says. Accounts recovered from the archived core carry a tag and a late-since date. An account held by Financial Crimes shows only that it is held, and OFAC-blocked property is reported to OFAC instead of a state.
“The core says active. I need to know if the owner did anything.”
Walter E. Kosinski opened the account in 2014 at the Clarks Summit branch; the balance is $4,826.17. The core dates it September 21, 2024, a stamp from core release 24.3, which touched the contact date on 1,118,420 accounts. On the line, 10 filled dots are owner contact and 158 hollow dots are not, 151 of them interest postings. The core's dashed clock would report the account on April 15, 2028.
Confidence 0.97. Below 0.90, the Contact agent hands the account to the analyst.
The last thing the owner did was a $300.00 cash withdrawal at the Clarks Summit branch on March 4, 2019 at 11:42 AM, teller 07, in the archived core's transaction log. Document imaging holds the signed slip, and the signature matches the 2014 signature card. Everything after it is cited as not owner contact: interest postings, statements returned from October 7, 2019, the address marked undeliverable, both system stamps.
Returned mail, interest postings and conversion or release stamps never count as owner contact.
By last known address the account is Pennsylvania's: three years, so it was presumed abandoned on March 4, 2022 and has missed four reports. It goes into the April 15, 2027 report as late property. The Outreach agent drafts letter PA-DD-v7 to the last known address and to a newer one the address search found, plus a call, because the balance is over $1,000 and the mail came back. The letter mails December 16; the window closes February 14; the owner may answer until March 31.
Pennsylvania, in plain words: letters go out “no more than 120 and no less than 60 days” before filing.
Alicia confirms the date with reason code UP-02, dated from the last owner contact with stamps and returned mail excluded, and the account joins Pennsylvania run PA-2027-01. Tobias Brandt prepared the call, so he could not confirm it.
The preparer never approves: dormancy calls, letter runs, reactivations and state files.
Before she approves, the Outreach agent shows its eight checks on the run, all passing: every letter $50 or more, amounts match the core, every letter inside the window, an address search on the 23 returned-mail accounts, joint and business owners named, the IRA template, no restriction named, every date confirmed. Alongside the 1,313 letters go 612 emails, 204 online banking messages and 41 calls. She approves with UP-05 for the December 16 print run.
Six accounts held by Financial Crimes are left out of the run, with no reason shown.
For each of the 17 owners who answered overnight, the Reactivation agent stopped the report and prepared the reactivation, with its proof: a signed reply card, a login, a branch visit with ID, a verified call. Alicia approves 15 together with UP-06, and $74,635.37 stays with its owners. An unsigned reply card goes to a person, and a call from a daughter without power of attorney is marked not owner contact.
The Reactivation agent never reactivates an account; a person approves every one.
The New Jersey supplemental report for accounts recovered from the archived core was $1,212.40 off escheat suspense account 2185-400. The Report Checker traced it to checking ending 6044, reactivated on December 10 after both owners visited the Cherry Hill branch. Without it the file has 148 owner records and ties at $401,701.22. The manager approves the file with UP-07, and only then does the controller sign the remittance.
“The file and the ledger agree to the cent, or nothing leaves.”
The same dormant account, seen by the five people who carry it from the date to the remittance and the audit: what their year looked like, and what it looks like now.
Six agents read both cores, date every account from real owner contact and run each state's letters and files; a manager approves and a controller signs.
Reads every event on an account in today's core and in the archived pre-conversion core, marks each one as owner contact or not under the rule of the owner's state, cites the source record of each, and dates dormancy from the last owner contact.
Assigns the state by the owner's last known address, or the bank's home state when the address is foreign or missing, and applies that state's dormancy period, cut-off, letter window, threshold, file format and report date.
Drafts due-diligence letters from approved templates, schedules them inside each state's window, runs an address search when mail comes back, and adds email, an online banking message or a call where the owner consented and policy allows.
Reads owners' answers (reply cards, logins, branch visits, verified calls), confirms each came from the owner, stops the report, prepares the reactivation and takes the account out of any draft file.
Builds each state's file in the standard electronic format, validates it and tests the portal, ties it to the escheat suspense account to the cent and explains every difference with its source.
Keeps the proof of owner contact behind every dormancy date, drafts notes to states about late property for deposit counsel, pulls compliance test samples and builds export packs.
Approves; the controller signs remittances. The agents propose; a named person decides.
Ask in plain words. Every answer cites the record it rests on and opens the screen it talks about.
Why is checking ••2290 reportable when the core says it is active?
The core's date, September 21, 2024, is a system stamp: core release 24.3 touched the contact date on 1,118,420 accounts, and before that the June 2021 conversion stamped its load date. In the archived core, the last thing Walter E. Kosinski did was a $300.00 branch withdrawal on March 4, 2019; everything after it is interest postings and returned mail. Pennsylvania's three years ran out on March 4, 2022, so it goes in the April 15, 2027 report, with a letter on December 16.
Can every Pennsylvania letter still go out inside the window?
Yes. Pennsylvania counts a letter mailed no more than 120 and no less than 60 days before the April 15 filing: December 16 to February 14. Run PA-2027-01 mails on December 16, the first day. 1,312 of its 1,313 dormancy dates are confirmed; checking ••2290 waits for you. Held letters can join a later run until February 14.
Why does the New Jersey supplemental file not tie to the ledger?
It is off by exactly $1,212.40: checking ••6044. Its owners came to the Cherry Hill branch on December 10 and the account was reactivated at 3:22 PM; the ledger moved the money back, but the file was built on December 9. Take it out and the file ties at $401,701.22, 148 records.
Show the accounts the conversion hid in New York
412 New York accounts recovered from the archived core are reportable now, 368 cross a date in 2027 and 301 had owner contact since. New York wants a first-class letter at least 90 days before the March 10 report and a certified one at least 60 days before when over $1,000; the 2,140 first-class letters went on December 4.
13 screens from the working solution, on its sample data. Pick one to see it large.
Each change is saved as a new version and waits for the manager's approval. What policy fixes is locked, and says why.
| Setting | Default | Choose from |
|---|---|---|
| State rule table | Version 2026.4 · 52 jurisdictions | A change needs the Unclaimed Property Manager and deposit counsel |
| Holder's state for foreign and missing addresses | Ohio | Set by the administrator; the manager approves each change |
| Online banking logins | Owner contact in 49 of 52 jurisdictions | By state, as the rule table says |
| Calls | Only a verified owner, or an agent with authority on file | Fixed by policy |
| Call owners when the balance is over | $10,000 | Step up or down by $1,000, from $1,000 |
| Email, online banking message, address search on returned mail | On | On · Off, each |
| Keep records | 10 years after each report | Step up by a year, from 10; BSA records five years |
| Hand to a person below | Contact agent 0.90 · Jurisdiction agent 0.95 | Set per agent by the administrator; reason codes UP-01 to UP-09 on every decision |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
“demo” = seen in the working solution, on its sample data · “target” = the design goal, measured in the live solution · “estimated” = our estimate · “typical” = published figures (55 unclaimed property reporting jurisdictions, National Association of Unclaimed Property Administrators; Pennsylvania's 60–120 day letter window and 12% a year interest on late reports, Disposition of Abandoned and Unclaimed Property Act, 72 P.S. § 1301.1 et seq.). Rules named on this page: New York Abandoned Property Law § 1422; North Carolina Department of State Treasurer guide for financial institutions (common errors after a conversion; positive owner contact); OFAC reporting of blocked property, 31 CFR 501.603; BSA recordkeeping, 31 CFR 1010.430. Corvane National Bank and the people, owners, accounts and records named on this page are fictional: characters and sample data in the working solution.
It is escheatment management for banks: deposit operations track dormancy by state, send due-diligence letters and file unclaimed property. Six agents date every dormant account from the owner's last real contact across today's core and the archived one, apply each state's rules, draft the letters inside each state's window and tie every state file to the general ledger. The Unclaimed Property Manager approves each step and the Deposit Operations Controller signs every remittance.
When a deposit account has no owner contact for the period a state sets, the bank must try to reach the owner and, if there is no answer, report the balance to that state as unclaimed property and remit it. The state is chosen by the owner's last known address, and each state sets its own dormancy period, letter rules and report date.
The Contact agent reads every event on the account, in the core and in the archived pre-conversion core, and marks each one as owner contact or not under the owner's state's rule, citing its source. Withdrawals, checks the owner wrote, branch visits and verified calls count; interest postings, returned mail, letters the bank sent and conversion or release stamps never do. Below 0.90 confidence, a person decides.
The agents compare every converted account with the archived core. In the working solution, 6,214 of 2,914,600 converted accounts had a core date that was not owner contact; each is sorted into reportable now and late, crossing a date next year, or owner contact since, and a note to each state about late property is drafted for deposit counsel.
The Jurisdiction agent applies the state's window and threshold from the rule table, and the Outreach agent schedules each letter inside it: in Pennsylvania, no more than 120 and no less than 60 days before the April 15 filing; in New York, a first-class letter at least 90 days before the report and a certified one at least 60 days before when the property is over $1,000. The manager approves each run after the agents' checks are shown.
The Reactivation agent confirms the answer came from the owner, stops the report, takes the account out of any draft file and prepares the reactivation. A second person approves every reactivation; a call from a relative without authority is not owner contact.
Yes. The agents read, date, draft and check; they never send a letter, reactivate an account, file, remit or change a rule table. The manager confirms dates and approves letter runs, reactivations and state files, the controller signs every remittance, and every override needs a reason code.
The Agentic Solution Engine builds and deploys it from your requirements and documents, such as your state rule tables, letter templates and a sample of dormant accounts from both cores, and it goes live once every quality gate has passed. We will walk you through it on your own accounts first.
Every change checked twice, and takeovers stopped before the record moves.
1-min demoTreasury ReclamationEvery reclamation answered on time, and the bank pays only what it owes.
1-min demoReg CC Exception HoldsEvery exception hold applied the same way, with the right dates on the notice.
1-min demoWe'll run Dormant Account & Escheatment Management on a sample of your own dormant accounts, archived core records and state rules.