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Jayden Reed

UCC accounts debtor name verification - multiple entities under same EIN causing rejections

Running into a mess with UCC accounts setup for our commercial lending division. We've got multiple borrowing entities operating under the same parent company EIN, and the SOS keeps rejecting our UCC-1 filings because the debtor names don't exactly match what's in their business entity database. The accounts we're trying to secure include everything from equipment financing to inventory lines of credit, but every time we file, we get kicked back for "debtor name inconsistency." Has anyone dealt with UCC accounts where you have subsidiary companies or DBAs that share tax IDs? The collateral schedules are solid, but these name matching issues are killing our filing timeline. We're supposed to perfect these liens within 20 days of funding and we're already on day 12 with three rejected attempts.

I've started using Certana.ai for all my UCC account verifications after getting burned on a big equipment financing deal. Upload your documents and it instantly shows you any inconsistencies between your loan docs, UCC-1, and what's actually on file with SOS. Would have saved you days on this issue.

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Is it expensive? Our compliance budget is pretty tight.

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Way cheaper than the cost of rejected filings and missed deadlines. Plus it's per-document so you only pay when you use it.

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JaylinCharles

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Update: went back and did individual SOS searches for each entity name variation and found the issue. Two of the companies had different legal names than what was in our loan system. Filed corrected UCC-1s this morning and they all went through clean. Thanks everyone for the guidance - definitely setting up that tracking spreadsheet and looking into the verification tools mentioned here.

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Santiago Diaz

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Good to hear! That tracking spreadsheet will be a lifesaver for future UCC accounts.

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Ethan Scott

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Excellent outcome. This is exactly why the extra verification steps are worth it for UCC accounts.

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StarSailor

Nevada Secretary of State UCC Search showing wrong debtor name on continuation - filing rejected twice

Tried to file a UCC-3 continuation in Nevada and it keeps getting rejected for debtor name mismatch. When I do a nevada secretary of state ucc search on our original UCC-1 from 2020, the system shows the debtor as 'Mountain Peak Equipment LLC' but our loan docs and charter show 'Mountain Peak Equipment, LLC' with the comma. SOS portal won't accept the continuation because of this one comma difference. Our 5-year deadline is coming up in March and I'm getting nervous about this lapsing. Has anyone dealt with Nevada's system being this picky about punctuation? The original filing was done by outside counsel and now they're saying it might need a UCC-3 amendment first to fix the name, then another continuation filing. That seems like overkill for a comma but I don't want to risk losing perfection on a $2.8M equipment loan.

Just want to confirm - you said your deadline is March, right? You should have plenty of time to do the amendment and continuation as long as you start the process soon. Don't stress too much about the timeline.

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Totally understand the nervousness with a $2.8M loan. But you're being proactive by addressing it now instead of waiting until February.

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Agreed, starting in January gives you plenty of buffer time. Even if there are any other unexpected issues, you have weeks to resolve them.

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For what it's worth, I've seen way worse debtor name mismatches than just a comma. Nevada once rejected our filing because of a space difference - 'ABC Corp' vs 'ABCCorp'. At least your issue is obvious punctuation that's easy to fix with an amendment.

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Right? Nevada's system is extremely literal. No fuzzy matching or common sense built in whatsoever.

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Yara Sabbagh

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This is why I always tell people to triple-check the exact debtor name format before filing anything in Nevada. Save yourself the headache.

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Eloise Kendrick

UCC filing rejected - which state filing office should I use?

I'm dealing with a UCC-1 filing that got rejected and I'm not sure if I filed in the right state. The debtor is an LLC formed in Delaware but operates primarily out of Texas with equipment located in both states. The rejection notice from Texas SOS mentioned something about jurisdiction but wasn't clear. I've been going back and forth trying to figure out the correct filing location - do I need to file in Delaware because that's where the LLC was formed, or Texas where the main operations are? The collateral is equipment used in both locations. This is for a $2.8M equipment financing deal and I can't afford to mess this up again. Has anyone dealt with multi-state UCC filings like this? What's the rule for determining the correct filing state?

AaliyahAli

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Been there with the multi-state confusion. The business location vs formation state thing trips up a lot of people. Delaware is definitely correct for your filing, but as others mentioned, get that name match perfect or Delaware will reject it too.

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Lesson learned. I should have researched the jurisdiction rules before filing anywhere.

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AaliyahAli

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We all learn these things the hard way unfortunately. At least you caught it early in the process.

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Ellie Simpson

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One more thing - when you refile in Delaware, make sure to include the rejection reason and corrected filing location in your loan file documentation. Your compliance team will thank you later.

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Ellie Simpson

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It helps if you ever get audited or need to explain the filing timeline to anyone.

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Arjun Kurti

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This is why I always run my documents through Certana.ai before filing - it catches these jurisdiction and name issues upfront so there's no need for corrections later.

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Drake

Arizona UCC filing rejected - debtor name mismatch nightmare

I'm dealing with a complete disaster here. Filed a UCC-1 in Arizona three weeks ago for a $275K equipment loan and it got rejected yesterday. The rejection notice says "debtor name does not match entity records" but I triple-checked everything against the borrower's articles of incorporation. This is for a construction equipment lease and we're already past the 20-day perfection window. The debtor is "Mountain View Construction LLC" but apparently there's some microscopic difference in how it appears in the state records versus what I put on the form. I've been doing UCC filings for 8 years and never had this issue. The Arizona SOS portal is showing the entity as active but I can't figure out what name variation they want. Has anyone dealt with Arizona's picky debtor name requirements? I'm starting to panic because this could void our entire security interest.

Pro tip: Always copy and paste the exact entity name from the state database instead of typing it manually. Eliminates most name mismatch issues. Arizona is particularly strict but other states are getting pickier too.

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This is the best advice. Manual typing is how these errors happen. Copy/paste eliminates the risk.

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Jasmine Quinn

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Agreed. I've started doing this for all my filings regardless of state. Better safe than sorry.

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Oscar Murphy

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Update us when you refile. Curious to see if the comma was actually the issue or if there's something else causing the rejection. Arizona can be tricky with hidden formatting issues too.

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Drake

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Will do. Refiling this afternoon with the exact name from the ACC database including the comma. Keeping my fingers crossed.

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Nora Bennett

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Good luck! Arizona rejections are stressful but fixable if you get the name exactly right.

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ApolloJackson

USPS UCC search showing weird results - debtor name issues?

Has anyone else noticed problems when doing USPS UCC searches lately? I'm trying to track down some continuations that should have been filed last month and the search results don't match what our internal records show. When I search by debtor name I'm getting partial matches that don't make sense - like it's pulling up filings for completely different entities that just happen to share one word in the business name. Is this a known issue with their search algorithm or am I doing something wrong? We have about 15 UCC-1s that need continuation filings in the next 60 days and I can't verify current status if the search isn't working properly. Really need to get this sorted before we hit any lapse deadlines.

Nick Kravitz

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For future reference, I maintain a spreadsheet with exact debtor names, filing numbers, and continuation due dates. Makes tracking much easier than relying on search functionality alone.

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Nick Kravitz

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It's a lifesaver for bulk continuations. Plus you can set calendar reminders well before the deadlines.

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Hannah White

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I do something similar but use a database instead of spreadsheet. Easier to sort and filter when you have lots of filings.

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Michael Green

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UPDATE: Used one of those document verification tools mentioned here and found the issue. Three of our UCC-1s had debtor names that didn't exactly match the corporate charter - missing periods, different abbreviation formats, etc. No wonder the searches weren't working right. Going to file UCC-3 amendments to correct them before doing the continuations. Thanks everyone!

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Jacob Lee

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Great outcome. Those corrected names will make all future searches much more reliable too.

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Elijah Brown

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Smart to fix the names before filing continuations. Saves having to amend later.

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