PREP UCC Filing Manual
Contents
1. lete Print Upload Submit D After clicking Submit a pop up will appear to confirm that you intend to submit the documents for eFiling Click OK in the lower right corner of the confirmation box to complete the transmission of data and documents Submit Document x Your package is ready to be submitted to the Westchester County Clerk s Office As you have uploaded your document s you do not need to deliver your cover sheets or hard copy document s to the Office of the Westchester County Clerk Your package will be delivered electronically By clicking OK your package will move out of your current packages grid on the PREP System To view the status of this package in the future choose View Submitted Packages from your packages screen Clif one or more documents must be rejected from this package record the remaining documents that are recordable OK If any of the documents you have uploaded have a different page count than the number of pages you entered on the Fee tab earlier you will get an error message alerting you to the discrepancy This final check is very useful to let you know if you inadvertently attached the wrong file 1f you mis counted the pages or if any pages didn t get scanned j h m lnn rn t upioad page count and fee page After submitting your package for eFiling you will be able to check on its status by clicking on View Submitted Packages The status will2. My Packages My Account Doc Finder Logout Help Welcome prep0001 Getting Started Start by Creating A Package D Editing A Package Double click on the package row and additional details about your package will be displayed at the top of the grid Choose Edit from the actions menu Payments Click on Pay in the Actions column to create your PREP Payment Cover Page which must accompany your submission Don t Forget To Submit Your last step before sending your papers to our office should be to click Submit in the Actions column After clicking Submit choose View Submitted Packages to check on the status of your package Rejections Packages with rejections will be returned to your packages grid Just click on the blue Rejected link in the Status column to view your rejection letter The grid below lists all of the pending packages created by you To view additional details about a package double click on the package row and additional details about your package will be displayed atthe top ofthe grid Xr if you See a star icon in your package grid this package is scheduled to be purged To either save your package or confirm that it can be purged click on the star Actions Add Doc Pay Submit Delete Print Upload Edit Delete Print Print Status Package ld 2013100920707001000 Current Package Description Subordinate lien UCC 3 Modified USC Cover Page 532027456 Attachment for
3. Cover Page which is the summary sheet for the entire package The Payment Cover Page lists all the documents in the package the associated fees to be paid and the method s of payment If you are eFiling or Uploading your documents it is not necessary to print the Payment Cover Page as the payment information is transmitted with the images of your documents and no printed pages need to be delivered to this office On the My Packages screen all the available options for the package as a whole are on the first line of the package containing the Package Description and the Package ID To create your Payment Cover Page for the package click the a button on the first line of the package in the Actions column urren t Package D es Se sieidis W Package id Stati US Actions ees Closing Documents 2012042700223001000 Add Dot arn Delete Print F Dawar nf Attarnay DAT Dawar Dana 671932266 Pendinn Pr Thelete Print If any of the cover pages for your package have not been completed and you click k Pay you will receive a message alerting you to the incomplete documents All data regarding the documents being submitted must be completed before you can enter payment information Errors The land doc with the control number 5272732600 DED is incomplete Please check e The land doc with the control number 52753337 RAG is incomplete Please check Once you finish all your document cover pages and click pay you will arrive at the Pay
4. a fixture filing or timber to be cut Terminations and Subordinations of UCC s must be filed alone without any other amendments to the existing filing so those documents have their own document types in PREP The last UCC document type available in PREP is UCC3 Modified which is used for all amendments to parties or collateral If you are amending the parties and or the collateral to an existing UCC filing using the UCC3 Modified document type you must then choose a sub type telling the system what changes if any you are making to the parties to the filing This selection will let the system know what information should be changed in the indexing of the financing statement and what information should be made available to be changed in the forms if the user is e filing UCCI1 for Co ops CUC UCCI1 for Fixture Filings and Timber to be Cut U1C UCC3 for Termination of UCC UTC UCC3 for Subordination of Lien U3C UCC3 Modified U3C No Change in Parties Full Assignment Partial Assignment Add a Debtor Delete a Debtor Change a Debtor Name and or Address Add a Secured Party Delete a Secured Party Change a Secured Party Name and or Address UCC Filings New UCC financing statement To file anew UCC financing statement select the UCC type as either UCC1 for Fixture Filings and Timber to be Cut UIC or else UCC1 for Co ops CUC UCC Filings Termination or Subordination To Terminate or Subordinate an existing UC
5. asked if you intend to upload or eFile your document If you intend to upload or eFile your UCC you must let the PREP System know at this stage by choosing Yes Once you ve chosen to upload or eFile the first document all subsequent documents in the package must also be uploaded or eFiled If you would prefer to submit your next package in hard copy this is permissible However documents within the same package must all be submitted the same way f Create A Package x A package is a group of documents which must enter the County Clerk s Office together For example a package may consist of a Deed TP 584 RP 5217 and Mortgage Choose a package name UCC Package Tip If you want to begin by creating your tax forms choose the document such as Deed that your tax forms are supporting Choose your document fucci for Fixture Filings and Timber to be Cut U1C Vv iiag and Timber to be Cut U1C The dogus pe you nave chosen will be entered as a U Will you be uploading a scanned image of your document Yes No Add Document Once you have chosen your package name and selected your UCC type you will enter the data entry screens of the PREP application https prep WestchesterClerk com 6 PREP Helpline 914 995 3111 UCC Document Types in PREP There are five different UCC document types available in PREP There are two options for filing an original UCC1 depending on whether you are filing a UCC for a Co op or for
6. be Not Received for about a minute and then it will change to Examination Once the package is examined at this office you will receive an email with the recorded documents attached The recorded documents that you receive via email will each have a Recording and Endorsement sheet with a time and date stamp attached to the front of the document If upon examination any of the documents in your package are rejected you will receive an email notification with the rejection letter attached Your package will be returned to your My Packages page so that you can make changes to the data the documents or both https prep WestchesterClerk com 18 PREP Helpline 914 995 3111
7. i Upload lf you wish to submit a PDF or TIF image of your filing rather than submitting your filing in hard copy please choose Upload to the right of the document you wiskto submit an image of Current Package Descriptia j File Actions Payment S Sheet 2012091419266001000 AA Mortgage MTG 522585048 Jones Deed pdf a a Jones Power of Power of Attorney PAT 52258504 tif Acceptable To view an image click on the file name in the File column To remove an image choose Remove from the Actions column When you are finished uploading your image s choose Close below Close mistakenly chose the wrong file you can easily remove the image from the package by clicking the Remove button on the line for that document in the Actions column and then upload the correct file https prep WestchesterClerk com 17 PREP Helpline 914 995 3111 After uploading all the documents in the package simply click the Close button in the lower right corner to return to the My Packages screen Once you return to the My Packages screen you can now click Submit to transfer all the data as well as the images of the documents to this office urrent Package Vescrption rackKade id status ww i Jones Closing Documents 2012091419266001000 Add Doc Re Y Mortgage MTG Cover Page 522585048 meeer 4 Power of Attorney PAT Cover Page 522585049 Pending Edit Delete Print
8. section of the form based on the information you entered when you created your PREP account If you would prefer that the filing be returned to someone else you can edit this information in the form Though much of the required information is already filled in you will see certain fields are highlighted in red meaning that they are required fields You will also notice that certain items cannot be filled in as they are not allowed in the particular document type amp sub type that you chose in the beginning For example if you chose UCC3 Modified U3C as your document type and Delete Debtor as your sub type you will notice that Debtor and Delete are checked in item number 5 of the UCC3 and all the other checkboxes in that section are unavailable as shown in the illustration below You can also see that the Termination and Assignment checkboxes are unavailable as those actions would require a separate UCC filing The Continuation checkbox however appears in blue as it is an available option when deleting a debtor The Continuation checkbox is available for all UCC3 amendments except Termination and Subordination which are separate document types in PREP 8 TERMINATION Effectiveness of the Financing Statement identified above is terminated with respect to security interest s of the Secured Party authorizing this Termination Statement 3 E ONTINUATION Effectiveness of the Financing Statement identified above
9. the document or documents and clicking Print If you would like to print all the documents you can just click Print All without the need to check the boxes Print All x Details Status Print Payment Sheet 2013100920707001000 UCC 3 Modified USC 532827456 Print All Print Close Once you have printed all your cover pages you can click Submit on the first line of the package to submit the data to this office Current Package Description Package Id status AcHons Jones Clasing Documents 2012042700223001000 Add Doc F gy Submit peterin wre A was reed ope ek rm E a AAA e Fri If you will be filing your UCC s on paper each cover page should be placed atop the corresponding document and the documents should be assembled with paperclips NOT staples Once the documents https prep WestchesterClerk com 15 PREP Helpline 914 995 3111 are received the barcodes on each cover page will be scanned matching the data with the physical document thereby facilitating the examination process After completing your cover pages and assembling your documents to be sent to this office be sure to click the Submit button to transfer the data to this office You must click submit prior to delivering your documents to this office so that the data you entered can be matched to the documents once we receive them Uploading or eFiling If you intend to upload images of UCC documents or eFile there are some preliminary step
10. the parties to the UCC You must also enter the control number or liber and page of the original UCC filing to import the existing parties and link the original filing to the current filing If you are only filing a Continuation or making a change to collateral and the parties will remain unchanged choose the first option No change to parties Add Cross References FIRST Choose a document sub type to let the system know if there will be any changes to the parties Choose your document sub type Select a document sub type v oana am Select a document sub type ands No change in parties EE Full assignment ase Select the most recent filing which should reflect the Partial assignment Add a Debtor Delete a Debtor Change a Debtor Name and or Address Page B40 _ Add a Secured Party Recorded Liber Page Actions Delete a Secured Party 124 45003 3 Salari Change a Secured Party Name and or Addreg oe 50030340 TUCET for Co ops CUL 1 3 2005 45003 00340 THIRD Click Search to look up the original UCC SECOND Enter the control number or liber and page of the original UCC financing statement FOURTH Click Select next to the original UCC financing statement PREP Data Entry Structure The PREP System is structured so that you will progress through a series of tabs Each tab will collect related p
11. training dates more f PREP System maintenance schedule for Monday January Creating an account is easy and only takes a few 11th from 12 am until 5 am more Recording Fee increase update more Copyright 2009 Westchester County Clerk Al Rights Reserved Privacy Policy Web Accessilibity Policy Disclaimer You will arrive at the Create Account Screen where you will be asked for some basic information 5 ye Office of the Westchester County Clg PREP System Your User ID Choose a User ID which you will be asked to enter each time you login to PREP To create your PREP Account simply fill in the re Your Password Choose a password that is at least eight characters in length and has at Please take care in entering your account info User ID least one letter and one number Password TOTS a Mos CUM an eas oe nome and one letter Confirm Password i a Security Question You must answer at Security Question Please Choose One least one security question so we can Security Answer o Account Name identify you if you forget your password Account Name The Account Name field is for Address 1 MES the company name or an individual name if a pawone lt company is not the submitter Please provide City the information you would provide for a mailing address Contact Name First Name E MI i F Contact Phone O o Contact Fax Contact Email PR
12. with respect to security interest s of the Secured Party authorizing this Continuation Statement is continued for the additional period provided by applicable law 4 i ASSIGNMENT full or partial Give name of assignee in item 7a or 7b and address of assignee in item 7c and also give name of assignor in item 9 5 AMENDMENT PARTY INFORMATION This Amendment affects F4 Debtor or ime Secured Party of record Check only one of these two boxes Also check one of the following three boxes and provide appropriate information in items 6 and or 7 CHANGE nameand or address Please refertothedetailed instructions DELETE name Give record name ADDname Complete item 7a or 7b and also item 7c in regards tochanging the name address ofa party to be deleted in item 6a or 6b also complete items 7e 7q ifapplicable CHANGES TO COLLATERAL You can add delete or restate the collateral associated with a UCC filing with any of the UCC3 Modified sub types with the exception of Partial Assignment When filing a Partial Assignment item 8 on the form is used to describe the part of the collateral being assigned and the form therefore doesn t allow additional changes to the collateral in that space You may however add delete or change a debtor or secured party in sections 5 6 amp 7 and then also make changes to collateral in section 8 8 AMENDMENT COLLATERAL CHANGE check only one box Describe collateral eleted or added or give entir estate
13. Add Payment Payment Type Payment Purpose Total Entry Status Actions No payments are made so far Edit Delete Process Print Payment Cover Page Draft Return to Your Package Details Copyright 2008 Westchester County Clerk All Rights Reserved PREP Helpline 974 05 3111 Suggestions Privacy Policy Web Accessibility Policy Disclaimer If you are eFiling your package it is required that you pay with a credit card or your ACH account on record with this office ACH accounts will be explained in detail below https prep WestchesterClerk com 13 PREP Helpline 914 995 3111 The payment purpose and amount are prefilled with the total amount of fees due for all the documents in your package The Amount can be changed if that payment is being split between two different forms of payment such as cash and a check or multiple checks Depending on the Payment Type selected you may be required to enter additional information For example if you are paying with a guaranteed check you must also enter a check number and a Guarantor or if you are paying with an ACH account you must indicate which account you are paying from Main Page My Packages My Account Doc Finder Logout Help Package 2013100920707001000 Subordinate lien A payment cover page must accompany your payment to the Westchester County Clerk To create this payment cover page please enter your payment information and then choose Add Payment so that your payment de
14. C select either UCC3 for Termination of UCC UTC or UCC3 for Subordination of Lien U3C as your document type You will then be asked to link the original UCC filing statement to the current transaction Simply enter the control number or liber and page of the original filing click Search and then click Select next to the original filing statement Add Cross References FIRST Enter the control number Please provide the contro number or the liber and page num r e references and then choose Search All filings related to the origi or liber and page of the original clicking on the control number for the filing Please Select the UCC financing statement current parties of record Control Number OR Liber 45003 Page 340 Search Control Number Description Recorded Liber Page Actions SECOND Click Search to 461516062 UCC 3 Modified U3C 5 31 2006 45003 00340 Select look up the original UCC 450030340 UCC1 for Co ops CUC 1 3 2005 45003 00340 Select THIRD Click Select next to the original UCC financing statement https prep WestchesterClerk com 7 PREP Helpline 914 995 3111 UCC Filings Assignments or Amendments to Parties and or Collateral To Assign or Amend the parties and or collateral of a UCC select the document type UCC3 Modified U3C You will then be asked to choose a document sub type which lets the system know what changes will be made to
15. EP alerts will be sent to the email address you enter Contact Email Confirm Email CII acknowledge compliance with the New York State Identity Theft Law Yes will accept assignment of packages from other users Create Account Copyright 2009 Westchester County Clerk All Rights Reserved PREP Helpline 914 995 3111 Suggestions Privacy Policy Web Accessilibity Policy Disclaimer https prep WestchesterClerk com 3 PREP Helpline 914 995 3111 Once you have finished entering all of your account information choose Create Account and you should receive a message confirming that your account has been created Congratulations Your PREP System account has been created To get started by signing in click here By clicking on the link provided you will be redirected to the Login page where you may now enter your User ID and Password and then choose Sign In D or Password You are now ready to start entering a package All documents submitted to this office are submitted in packages which can contain a single document or multiple documents https prep WestchesterClerk com 4 PREP Helpline 914 995 3111 The My Packages Screen After logging in to PREP the main screen of the system is the My Packages page Any packages that you have created but not yet submitted to this office will be listed on your My Packages page Office of the Westchester County Clerk Making Government Easy PREP System Main Page
16. Filmg Uniform Commercial Code Statements in the PREP System https prep WestchesterClerk com UCC financing statements amendments assignments subordinations continuations and terminations can be filed at the Office of the Westchester County Clerk using the PREP system There are three ways to file UCC documents using PREP a Hardcopy or paper UCC Filing Submit physical document Paper UCC Filing refers to the process of filing the paper copy of the UCC in this office To file UCC documents in hardcopy the user needs to create cover pages in the PREP system to be turned in with the physical document b Upload a paper UCC document Scan and Upload TIFF or PDF image After creating a UCC document on paper the user can scan and upload a PDF or TIFF image of the UCC document through the PREP System instead of generating cover pages and mailing physical paper to our office c E File UCC Create and electronically submit the UCC document in the PREP system The user can also create a UCC document directly in the PREP System by filling in an editable PDF form in the PREP system To file the UCC this form can be saved and submitted electronically without ever creating a physical document on paper The following UCC financing statements amendments continuations assignments and terminations can be filed or e filed using PREP UCC 1 vc UCC 3 Continuation U3C UCC 1 w Co op Addendum UCC 3 Subordination of Lien U3C UCC 3 Amendme
17. UCC 532027457 Package Description Package ld status Created By Created Subordinate lien ___2013100920707001000 Pending sprep0OOt1 10 09 2013 UCC Pack Upload 2013100820706001000 10 08 2013 UCC Pack Paper Filing 2013100720704001001 Pending prep0001 40 07 2013 The My Packages page has a grid which displays all of the packages of documents which you have created When you log on for the first time there will of course be no packages listed Once you have created a package or packages you will notice that the Current Package is displayed at the top of the grid and all the packages you have created but not yet submitted will be listed in the lower portion of the grid You have the ability to work with the current package by creating document or payment cover pages printing cover pages submitting a completed package or editing existing documents Current Package Description Package Id ili 2013100720704001001 Pendin Add Doc Pay Submit Delete Print On the very first line of the current package the name of the package is displayed and a series of commands are available in the Actions column The package name is a name that you will create for your own reference at the time you create the package If at a later date you want to change the package name you can click on the name and a pop up will appear which will allow you to type a new package name We will explore the other commands available in the Actio
18. ctronic submissions For more information on setting up an ACH account please visit www WestchesterClerk com and click on Services gt ACH Debit Accounts Submitting A Package to the Office of the Westchester County Clerk Once you have completed all your document cover pages and payment cover page for your package you are ready to submit your package The final step before submitting your package is to either print your cover pages to be affixed to your documents before delivering them to this office or to upload the images of the documents you will be electronically submitting or eFile the package If you are eFiling by filling the UCC s directly in PREP you do not need to print cover pages or scan the UCC s as the images are generated and transmitted electronically After printing the cover pages or uploading the images you will then click the Submit button on the first line of your package to transfer the data and if eFiling the document images to this office Printing Your Cover Pages You can print the cover pages individually by clicking on the Print command on the line for that document or you can open a dialogue box that will allow you to print multiple cover pages by clicking Print on the first line of the package In the Print All dialogue box any cover pages that have not yet been completed appear in italics and have the word Draft in the status column You can print whichever documents you like by checking the box next to
19. d collateral description or describe collateral _ssionea https prep WestchesterClerk com 1 PREP Helpline 914 995 3111 ADD ATTACHMENTS An attachment can be added to any of the UCC types Typically an attachment would describe the collateral to the UCC though this information can be entered into the form and an attachment is never required for a UCC filing Click on the Add Attachment button after saving the UCC PDF form Prepare eFile UCC Q Add Attachment After clicking the Add Attachment link you will be provided an Add Attachment pop up Click the browse button and select the appropriate attachment from the hard disk Click Upload to add the attachment You will be able to view the attachment in the grid You can click the link on the attachment to open the attachment and view it You may also click on the Remove link to remove an attachment PREP Open UCC Form x To add or replace an attachment to your UCC Financing Statement please browse to find your attachment and then select Upload NOTE that attachments must be in pdf format and must not exceed 512K Add Attachment in PDF format Attachment Actions 532827459 pdf Remove gt kgo Sm The following error message is displayed if either the party details are incomplete on the party tab or the UCC PDF form is not saved prior to attempting to add an attachment Please enter all parties and upload the document before uploading an
20. e amount of the payment you entered Until you have entered all the required payments you will have the option of printing a Payment Cover Page Draft at the bottom of the screen Once all the payments have been entered and the Total Amount Due has been reduced to zero the word Draft will be removed as you will now be able to print the final Payment Cover Page Itis easier however to click Return to Your Package Details which will take you back to the My Packages screen where you can print all your cover pages at one time Note The Payment Cover Page and Document Cover Pages only need to be printed if you are filing in hardcopy https prep WestchesterClerk com 14 PREP Helpline 914 995 3111 What is an ACH Account An ACH Account is a regular bank account which has been linked to our office s Finance Department to transfer Automated Clearing House ACH payments An ACH payment often referred to as a virtual check is the same type of transfer that you would use to make a credit card or utility payment online by entering your account information The major advantage of using ACH is that the correct amount is transferred every time so you will never receive a rejection for incorrect payments Since the correct amount is deducted automatically there is never a need to apply for a refund as it is impossible to overpay when using ACH Additionally if you intend to eRecord documents ACH is the only form of payment accepted for ele
21. e UCC filing s CC 4 Office of the Westchester County Clerk Making Government Easy wd PREP System Main Page My Packages My Account Doc Finder Logout Help Package 2013100720704001001 UCC Pack Paper Filing Land Document 532507446 UCC1 for Co ops CUC pie eel SECOND Party FIRST Party Debtor type Enter each party fo your fransactic id choosing Ade e o fow Copy Previous Party Choose Copy Previous Party to or secured party backage Individual or Other Paty Paty Type z The party type am entering shouga Address 1 E THIRD Last name First name with optional middle initial and an optional suffix Cily a See ee Country 5 Address is not needed for the indexing FOURTH Add Party to add a party o m of UCC s so it is grayed out FOURTH Add Party to add a party sees Party Party Type Name Address SSN EIN Actions irst Party Individual BOHRS JOHN Edit Delete ond Party Other BANK OF AMERICA Edit Delete prev next Party grid Copyright 2009 Westchester County Clerk All Rights Reserved PREP Helpline 974 905 3111 Suggestions Privacy Policy Web Accessibility Policy Disclaimer https prep WestchesterClerk com 9 PREP Helpline 914 995 3111 The Party Tab Creating and eFiling a UCC in the PREP System After you enter and or review the party information for all the parties you can either proceed to the Fees tab and then the My Packages scre
22. en if you intend to submit your UCC on paper or if you intend to upload the image of a paper UCC or you can create the UCC directly in PREP for eFiling as follows 3 i a Office of the Westchester County Clerk Making Government Easy PREP System Main Page My Packages My Account Doc Finder Logout Help Package 2013120220877001001 Mon 01 Land Document 533367776 UCC 3 Modified U3C Enter each party to your transaction one at a time by filling in the required fields and choosing Add Party to display your party details in the grid Copy Previous Party below Choose Copy Previous Party to select a party previously entered as part of this package Party Debtor v Party Type Individual J LastName lt o FistNamemiddemitia su The party type am entering should appear on the following tax forms Country United States of America SSN 1 o a orn recaen 9 Prepare eFile UCC Add Attachment https prep WestchesterClerk com 10 PREP Helpline 914 995 3111 PREPARE EFILE UCC To complete a UCC for eFiling you can click on Prepare eFile UCC at the bottom of the Party Tab which opens up an editable PDF form based on the UCC type selected by you Party names are already pre filled in the PDF form and the PREP System has already calculated and attached the appropriate addendum s if necessary You will also notice that your own name and address appear in the Send Acknowledgment To
23. es to the Office of the County Clerk https prep WestchesterClerk com Logon to PREP Create Package Search for Original UCC Upload Documents Name Package Choose UCC Type Choose E File Option Enter Document Data Enter Party Info Enter Page Count Add Another UCC No Enter Payment Info Package Uploadable Print Cover Pages SUBMIT PACKAGE PREP Helpline 914 995 3111 Creating Your PREP Account and Logging In Creating a PREP account will only take you a few minutes In the PREP System you create your account only once and your contact details are saved To start Go to https prep WestchesterClerk com You will arrive at our Login Screen Choose Create Account by clicking on the blue text indicated below Welcome The Westchester County Clerk s PREP System Property Records Electronic Portal will help you prepare cover pages and any tax forms needed in order to submit land records to our office for recording Registered Users Searching Land Records User ID oF Our PREP System helps our customers prepare cover pages P d and tax forms and is not a tool for searching land records If laden DLO you would like to search for land records files in the Office of Forgot Your User ID or Password Sign In the Westchester County Clerk please visit our Records Viewer New User PREP System News You must create an account with the Office of the Wes z the PREP System order to use PREP System
24. ieces of information The indexing of UCC s is pretty straightforward so there are only two tabs relevant to UCC filings Party and Fee Calculation All the other tabs used for the recording of other land records are grayed out and cannot be clicked You can navigate through the PREP System one of two ways by clicking the prev and next buttons in the lower right hand corner or by clicking on the tab you want to navigate to If you use the buttons in the lower right hand corner the system will check whether all the required information for the current tab has been entered and it will prompt you if anything was left out Clicking on the tabs to navigate allows you to freely move to another tab without ensuring that the current tab has been completed prex next Once you have progressed through all necessary screens you will return to the My Packages screen where you can add another document to your package or complete your package by indicating how you will be paying for your package printing your cover pages 1f you are submitting hardcopy documents uploading scanned images of your documents or 1f you created your UCC financing statement by filling it out within PREP simply clicking Submit to transmit the data https prep WestchesterClerk com 8 PREP Helpline 914 995 3111 The Party Tab Entering Parties in the PREP System For a UCC financing statement filing UIC and CUC you must enter each party separately If
25. m Account Doc Finder Logout Help Create A Package A package is a group of documents which must enter the County Clerks consist of a Deed TP 564 RP 5217 and Mortgage Choose a package name Simpson Co op UCC Tip If you want to begin by creating your tax forms choose the document such as Deed that your tax forms are Submit choose supporting Getting Started Star SECOND Name your package The name should help YOU identify your package and will not be used by our office era ny eee REP Editing A Package actions menu Payments Click on I lon t Forget To Sub Rejections Packageg Choose your document feo eee Select a document type v pe OOE ADU OU Splitter Agreement or any agreement which includes Splitter RAG ju see a star icon Spreader Agreement MTG 1 the stat Statement Identifying Property SIR Subordination Agreement referring to a Mortgage MAG l Termination of Assignment of Leases amp Rents LAG _ Termination of Lease LAG UCC1 for Co ops CUC UCC1 for Fixture Filings and Timber to be Cut U1C sdg UCC3 for Termination of UCC UTC kane Descrnth Jucc3 Modified U3C Mon 01 UCC3 Subordination of Lien U3C NCC Tact 46 Waiver pertaining to real property WAV cg oar Will WLL 11 26 2013 dl Withdrawal of FTL WFL v ch ont Ls After you choose your document type you will be
26. ment For each document click the upload button and in the next pop up you will choose the file of the scanned image to upload by clicking the Browse button urrent Package Description Mortgage MTG 522585048 You may enter the location of your document for the purpose of submitting it either by typing the path to that document in the space provided or by clicking Browse and selecting from your hard drive the document to attach PREP has no restrictions on the file name for any document However the file must not be encrypted and must bei in a or TIF format Once the path to your document has been entered choose UUs Choose file Look in O Jones Closing hd e ee E 3 wi Jones Deed doc SJ po Jones Deed pdf My Recent W jones Power of Attorney doc Documents Jones Power of Attorney tif E Desktop My Documents gs My Computer G j Veni File name Jones Deed pdf 7 aces Files of type All Files v Cancel lf you wish to submit a PDF or TIF image of your filing rather than submitting your filing in hard copy please choose Upload to the right of the document you wish to submit an image of Fanon Sheet 20120914 19266001000 N TA up o Power of Attomey PAT 522585049 NotUploaded c To view an image click on the file name in the File column To remove an image choose Remove from the Actions column e When you are finished upl
27. ment screen This screen itemizes each document you have added to the package on a separate line and shows your total below Office of the Westchester County Clerk Making Government Easy PREP System Main Page My Packages My Account Doc Finder Logout Help Package 2013100920707001000 Subordinate lien A payment cover page must accompany your payment fo fhe Westchester County Clerk To create this payment cover page please enter your payment information and then choose Add Payment so that your payment details appear in fhe grid below Remember that separate checks are required for the payment of recording fees transfer faxes and mortgage taxes and combined checks will be returned for correction if you are paying recording fees with a credit card you will need fo choose Proces from fhe payment grid in order fo process your credit card payment oniine if you are not using credit card choose Print Payment Cover Page once all your payments have been entered Document Fees Mortgage Taxes Transfer Taxes Total UCC 3 Modified USC 532627456 20 00 30 00 0 00 20 00 Total Amount 20 00 30 00 0 00 20 00 Total Amount Due 20 00 30 00 30 00 20 00 Payment Type Select a payment type Purpose Filing Fees Tax Pre Paid for D Check Number Of Guarantee Name Select Guarantee List Select Guarantor ACH Account Select an ACH Account Amount 20 00 Clear
28. ns column as we progress through the system Pending Edit Delete Print Y UCC1 for Co ops CUC Cover Page 532807446 On the subsequent lines of the Current Package you will see each of the document cover pages that you have created so far In the Actions column you can continue working on the document by clicking Edit you can delete the document by clicking Delete or you can print the cover page by clicking Print To the left are gray arrows which allow you to change the order of the documents if they are required to be filed in a particular order The arrows will turn blue if there is more than one document in a package https prep WestchesterClerk com 5 PREP Helpline 914 995 3111 Entering A PREP Package Documents enter the Office of the Westchester County Clerk in packages or groups of related documents Your package may consist of only one document such as a UIC or it may consist of many documents such as a UIC CUC and U3C As soon as you login you will arrive at the My Packages screen where as a new user you will not yet have any transactions listed To begin creating cover pages choose Creating A Package and a pop up will appear where you will name your package and choose the UCC type you intend to enter we dpe PREP Package Content fp gt m z Page 1 Tools rel FIRST Create your package by hester County Clerk Mak clicking Creating a Package PREP Syste
29. nt uc UCC 3 Termination UTC https prep WestchesterClerk com l PREP Helpline 914 995 3111 UCC Filing in PREP The PREP System allows users to submit Packages of UCC documents to this office for filing A package can be envisioned as the envelope containing the documents to be delivered for filing A package can contain a single document or multiple documents and the associated payment for filing fees The user can file a new UCC financing statement or file an amendment continuation or termination of an existing UCC filing by providing the liber page information of the existing UCC Once a user logs onto the system he or she begins by creating a package and giving it a name The package name is for the user s reference and should be a way for the user to easily identify the transaction Many users use a client name or an internal billing number as their package name The user then enters the data for the first document following the sequential tabs until reaching the finish button on the final tab UCC statements are pretty straightforward and only have two tabs Parties and Fees Once all the data has been entered and the Finish button is clicked on the final tab the user can choose to add another document or can complete the package by entering payment info The user can then click the Submit button and if the documents are to be recorded in hard copy deliver the documents with their PREP cover pag
30. oading your image s choose Close below oe Status Actions In the Choose File pop up you must navigate to the folder where you scanned the documents to be recorded The documents should be scanned in either PDF format or TIFF format These are the only file formats that are permissible under the eFiling legislation In the example to the left the documents were created in Word doc and then after the closing the executed documents were scanned into the computer one in PDF format and the other in TIFF format You can now choose the document to upload by clicking on it and then clicking Open or you can just double click the file If you inadvertently click on the Word document the PREP System will display an error message instructing that only PDF and TIFF formats are allowed After choosing the document you will return to the previous pop up where you can now click Upload Document to upload the file to PREP You can then repeat the process for each subsequent document until all the documents in the package have been uploaded You will see that as you upload documents the filename of the document is listed in the File column of the upload pop up You can click the filename and the document you uploaded will be displayed We strongly recommend at least the first few times you eFile documents that you click the filenames and view the documents to ensure that you have uploaded the correct document If you
31. s you must take before you will be able to upload documents or generate them electronically from the party tab as explained earlier e When you are creating your package click Yes when asked if you will be eFiling or submitting a scanned image of your document e When entering your payment details use only your ACH account or credit card for payment of filing fees due If you specified that you would be eFiling in the last step and you choose a payment method other than ACH or credit card when entering your payment details you will receive an error message that only ACH or credit card is permitted for eFiled documents and you will be prevented from proceeding until ACH or credit card is chosen as the payment method Once all the preliminary steps to eFile have been taken you will be able to upload your land records rather than printing cover pages and delivering the documents and cover pages to this office After entering all your documents and payment details instead of clicking Print you will click Upload on the first line of your package Current Package Description Package Id Status Actions i Jones Closing Documents 2012091419266001000 Add Doc Pay Submit Delete Pant Upload Mortgage MTG Cover Page 522585048 Edit Delete Print N Luu https prep WestchesterClerk com 16 PREP Helpline 914 995 3111 You will then be provided a pop up which lists all the documents in your package with Upload buttons for each docu
32. tails appear in fhe grid below Remember that separate checks are required for the payment of recording fees transfer faxes and mortgage faxes and combined checks will be returned for correction if you are paying recording fees with a credit card you will need fo choose Proces from fhe payment grid in order to process your credit card payment oniine if you are not using credit card choose Print Payment Cover Page once all your payments have been entered Document Fees Mortgage Taxes Transfer Taxes Total UCC 3 Modified USC 532827456 20 00 30 00 30 00 20 00 E Total Amount 20 00 0 00 0 00 20 00 Total Amount Due 20 00 30 00 30 00 20 00 Payment Type Select a payment type aa Purpose Filing Fees nl Tax Pre Paid for D Check Number O Guarantee Name Select Guarantee List Select Guarantor ACH Account Select an ACH Account Amount 20 00 Clear Add Payment Payment Type Payment Purpose Total Entry Status Actions No payments are made so far Edit Delete Process Print Payment Cover Page Draft Return to Your Package Details Copyright 2008 Westchester County Clerk All Rights Reserved PREP Helpline 974 905 3111 Suggestions Privacy Policy Web Accessibility Policy Disclaimer Once you have entered all required information click Add Payment to add the payment information to the payment grid You ll notice that the line for Total Amount Due will reflect a deduction of th
33. y attachments FEE CALCULATION TAB On the Fee Calculation Tab you will be required to enter the number of pages of your filing While this number is used to calculate filing fees for other land records which would be recorded in this office the fees for the filing of UCC s are statutorily fixed at 40 for any hardcopy filing or E Filed UCC with a co op addendum and 20 for all other E Filed UCC s Please note that the statutory fee for E Filing or Uploading a non co op UCC 1s half the fee for filing a UCC in hardcopy The page count is required simply so we can verify that all the pages that were intended to be filed were in fact filed If you are E Filing and have entered the information directly in PREP the page count will already be filled in since the system knows how many pages were created This number would only need to be changed for an E Filed UCC if an attachment was uploaded to the filing After entering the page count in the Fee Tab you can click Finish in the lower right corner to be returned to the My Packages screen From there you can add additional UCC documents to the package or you can enter your payment information and submit your package https prep WestchesterClerk com 12 PREP Helpline 914 995 3111 Entering Payment Details After you have entered the data for all the UCC s in your package you must then enter the details of how you will be paying fees These details are then compiled into a Payment
34. you are filing an amendment continuation or termination of an existing UCC you will see the parties from the existing filing in the grid The party information displayed in the grid is derived from the indexing system and may be different than the one appearing on the existing UCC filing If you are eFiling the UCC you can edit this information on the UCC editable PDF if required All UCC types require the following a Party debtor or secured party Each UCC filing requires at least one debtor and one secured party b Party Type Individual or Other If the party type is Individual then first and last names are mandatory Suffix is optional If the party type is Other the name of the party is mandatory c Address The address is grayed out and there is no provision on the party tab for entering an address If you are eFiling the UCC you can edit this information on the UCC editable PDF if required d Add Party Update Party Add Party link is provided to add a new party When a user wants to edit an existing party Update Party is shown instead of Add Party Depending on the type of UCC document you are filing Add Party as well as the buttons to Edit or Delete a party may or may not be available For example if you selected Add Debtor as your document sub type you will only be able to add a debtor on the Party Tab If you need to make other changes to parties they must be done in a separat
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