Short Answer

In North Carolina, the court-appointed personal representative can update the mailing address on an unclaimed property claim by sending a signed request to the Department of State Treasurer’s Unclaimed Property Division that references the claim number and includes proof of authority. Attach current Letters of Administration/Letters Testamentary, a government ID, and an updated IRS Form W‑9 showing the estate’s name, address, and EIN. Update each pending claim separately and act before payment is approved so checks issue to the correct address and payee.

Understanding the Problem

You are administering a North Carolina estate and need the Treasury to send unclaimed property claim mail and any checks to a new mailing address. You want to ensure the address change is recognized on the claim while the estate is in probate so payment, if approved, is mailed to the correct place in the estate’s name.

Apply the Law

Under North Carolina probate law, a personal representative (executor or administrator) has the authority to collect estate assets and manage the estate’s affairs, which includes directing where correspondence and payments should be sent. For payments to the estate, use the estate’s taxpayer identification (EIN) and not the decedent’s Social Security number. The North Carolina Department of State Treasurer (Unclaimed Property Division) processes claims and typically requires proof of authority and a current payee address before issuing funds.

Key Requirements

• Show authority: Provide current Letters of Administration/Letters Testamentary and a government-issued ID for the personal representative.
• Identify the claim: Include the claim number and decedent’s details so the Unclaimed Property Division updates the correct file.
• Use the estate’s EIN: Submit an updated IRS Form W‑9 listing the estate’s legal name, current mailing address, and EIN for any payment to the estate.
• File a signed request: Send a signed, dated address-change request through the NCCash claim portal or in writing to the Unclaimed Property Division.
• Update each claim and payor: Repeat the process for each unclaimed property claim and for any life insurance claim being handled outside NCCash.

What the Statutes Say

• North Carolina Gen. Stat. § 28A-13-3 (Powers of personal representative) – Authorizes the personal representative to receive assets, manage estate funds, and act to collect property.
• North Carolina Gen. Stat. § 28A-13-2 (General duties) – Requires settling the estate expeditiously and in the best interests of those involved.

Analysis

Apply the Rule to the Facts: As the administrator, you have authority to direct communications and payments on the estate’s unclaimed property claim. Provide current Letters and a signed request to the Unclaimed Property Division referencing the claim number, and submit a W‑9 with the estate’s EIN and new address so any check is issued to the estate and mailed correctly. If a life insurance claim is separate from the Treasury claim, send a similar address update to the insurer for that claim.

Process & Timing

1. Who files: The personal representative. Where: North Carolina Department of State Treasurer, Unclaimed Property Division (NCCash). What: Signed written request to change the mailing address referencing the claim number, plus current Letters, government ID, and an updated IRS Form W‑9 for the estate’s EIN. When: As soon as the address changes and before payment is approved.
2. The Unclaimed Property Division verifies authority and documentation. Respond promptly to any follow-up requests. Processing time varies by claim volume.
3. Once updated, any approved payment is issued to the estate’s legal name at the new address. Deposit funds into the estate checking account opened with the estate EIN.

Exceptions & Pitfalls

• Wrong payee or EIN: If the claim belongs to the estate, do not list a company or use the decedent’s SSN; use the estate’s legal name and EIN on the W‑9.
• Insufficient authority: Address changes must come from the court-appointed personal representative; include current Letters or the request may be refused.
• Separate claims: A life insurance claim handled by an insurer requires a separate address update with that insurer; updating NCCash does not update the insurer’s records.
• Assignments/transfers: If you want payment directed to a company formed after death, you will typically need documented transfer/assignment and may need to keep the claim in the estate’s name unless the payor accepts the assignment.
• Missed communications: If you filed through the portal, monitor the claim account and email for document requests to avoid delays or closure.

Talk to a Probate Attorney

If you’re dealing with an estate claim through the Treasury and need to update the mailing address and payee details, our firm has experienced attorneys who can help you understand your options and timelines. Call us today at [919-341-7055].

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.