After importing properties, fulfilling due diligence requirements, and waiting for the required dormancy period to pass, the next step is to submit state reports.

1. Go to Reporting > State Report.
2. Verify that your business details, report contact, and report signer information is correct. Click Next.

   • If this is your first state report, you need to enter your business start date. This is the date on which your company was licensed to do business and is a required field. Click Edit business information to enter it on the Business Information page.

   • If the information isn't correct, click the Edit options.

3. Select a Report year from the dropdown and select the states you are submitting reports to, then click Next.

   • Properties that have passed their dormancy period and are due for the report year and the states you select are automatically included in reports along with past due properties.

   • Properties with the following statuses are not included: Reported (R), Pending claim (C). Exempt (E), On hold (H), Paid to owner (P), and Voided (V).

   • The report year is the year when the property's dormancy period ends. The current report year is selected by default.

     • The report year is based on reporting periods. For example, if a state's reporting period is from January 1, 2024, to December 31, 2024, the report year would be 2024, even if you are reporting in the spring of 2025. You can find the report year and reporting period for each state in the Filing Dates section of the By State/Province tab on the Compliance Resources page.

     • For most business categories, California's final reports are due in June the year after the reporting period ends. For this reason, ReportMyUP does not advance the current report year until June 16th each year.

   • For states with a Cloud icon, you can file reports electronically directly from the software. E-filing is included in your subscription.

   • For all states, we provide instructions for self-filing on the state websites or how to file by mail.

4. Enter or review the tax information for the states you are reporting to, then click Next.

   State assigned IDs

   A state assigned ID is a string of letters and numbers assigned by a state to identify your business. For example, 12345 or 1234567890ABC. States might assign an ID to your business if you have previously reported to them. If this is your first time reporting to a state, you can leave this field blank.

   State FEIN extensions

   A state FEIN extension is a four-digit number assigned by a state to identify your business, with no dashes. For example, 1234. Florida and Oklahoma might assign a FEIN extension to your business if you have previously reported to them. If you don't enter a state FEIN extension, the system enters a default value of 0001. If you have reported to a state before but don't know your state assigned ID or FEIN extension, contact the state. You can find state-specific contact information in the Address Information section of the By State/Province tab on the Compliance Resources page.

   Reporting to Delaware

   If you are reporting to Delaware, enter your name and title and select which payment method you will use to pay the state after submitting your report.

5. At the Preview step, review the submission type and other report information for each state and download a preview of which properties will be reported.

   E-file service

   This option is selected by default for eligible states. These reports will be automatically submitted directly from our software. E-filing is included in your subscription. Turn this option off if you want to self-file instead.

   Tip:

   If you plan to pay electronically on the state portal, turn this option off and upload the NAUPA file directly to the state portal at the time of payment. When e-file is enabled, Sovos delivers your report to the state's sharefile folder, not the state portal, so your report will not be available there.

   Self-file

   These reports will not be submitted from our software. You will need to download the required documents and file them on the state websites or by mail.

   Important:

   Your report may include fewer properties than you expect. Before submitting, complete the following sub-steps to review which properties are excluded and why.

   Properties are excluded from state reports for the following reasons:

   • Status: Only properties with an Open (O), Make reportable (F), or Preliminary (L) status are included. Properties with any other status are excluded.

   • Data validation: Properties with errors are excluded. State validation requirements change over time. A property that passed validation when you imported it might no longer meet current state requirements. Fix these errors to report the properties and avoid late filing penalties or interest.

   • Dormancy: Only properties that are currently due or past due for the selected report year are included. Properties with a future due date are excluded.

   If you click Ready to submit without fixing the errors, these properties will not be reported.

   1. Click Download all and open the Excel files that end in "Excluded" to review which, if any, properties will be excluded from the report.
   2. If properties have errors, click the More options icon in the Actions column and select Delete to remove the state and not submit its report.
   3. Go to the Properties page and fix the errors.
   4. Create a new report for the state.
   
6. Click Ready to submit when you are ready to submit the reports.
7. Optional: If you selected e-file service, view and click Agree to accept the UETA (Uniform Electronic Transactions Act) agreement.
   This allows Sovos to submit reports to states on your behalf. If you don't acknowledge this, you will need to download the required documents and self-file them on the state websites or by mail.

   Note:

   After submitting, the properties' statuses, including the ones that you are self-filing, automatically change to Reported (R) and they are moved to the Archived tab on the Properties page. The following property fields are also automatically populated: State paid, Date paid, and Amount paid.

8. At the Summary step, click Download report package to keep a copy of all your state reports in case you get audited. Read the instructions on how to self-file the reports and the other actions you may need to take after e-filing.
   

   • The file includes all the required documents, including cover sheets, and the NAUPA file for each state.

   • The report package that you download can have two folders, SubmittedOnline and FilingRequired. Reports that you selected E-file service for are in the SubmittedOnline folder. Reports that you need to self-file are in the FilingRequired folder.

   • You can also find all the necessary links and instructions for filing on the Compliance Resources page.

   • Montana reports are created in an online submission format with a .uch file extension. If you are self-filing to Montana, change the file extension to .txt and upload it to the Montana state website. Payment information is also available on the state's website.

     CAUTION:

     Some states require an encrypted .hde file format. We automatically generate this file type if it is required by the state. Do not open an .hde file before submitting it to the state. It will corrupt the file and make it unreadable. If you opened the .hde file, you need to re-download it from the Report History page and then submit it to the state.