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Tax Mapping

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1. What is a UPI number?

“UPI” stands for Uniform Parcel Identifier. A UPI number is a series of
numbers (and sometimes letters) that identifies each separate tract, lot, or parcel of
real estate in Cumberland County. The UPI number will allow people to identify a
particular piece of real estate by number, instead of having to describe it by a long
legal description. People will also be able to look up ownership, liens (such as
mortgages), easements (such as utility rights-of-way), and other matters effecting
real estate, by entering a UPI number, instead of the current method of having to
search by each owner of the real estate.
Each parcel of real estate in Cumberland County already is given a number.
That is its tax assessment parcel number, sometimes referred to as a tax map
number. The UPI number for each parcel of real estate will be the same as its
current tax assessment parcel number.

2. What does a UPI number look like?

Most UPI numbers are in this format: 00-00-0000-000
or
00-00-0000-000X
As indicated, some UPI numbers have a letter at the end, in addition to
numbers. There can also be additional numbers or letters in special circumstances,
up to a total of 26 characters.
For example, some properties, such as condominium units, have an additional
reference at the end and may look like this: 00-00-0000-000-U0000000. In that
instance the “U” stands for the assessment office’s unit number. The assessment
office’s unit number is often the same as the unit number maintained by the
condominium association, but is not necessarily the same. Usually the unit number
is less than seven digits long, but it can be up to seven digits long.

3. Who assigns UPI numbers?

The UPI staff, in the Tax Mapping section of the Cumberland County
Assessment Office, assigns new UPI numbers, and certifies existing UPI numbers on
documents to be recorded. In the UPI Ordinance, the Tax Mapping section of the
Cumberland County Assessment Office is sometimes referred to as the “permanent
depository” as that is the name given by the State Statute for the office that keeps
the maps.

4. Why must I have my UPI number certified?

A UPI number needs to be certified in order to ensure that the number on the
deed or other instrument matches with the County’s records for the parcel of real
estate involved, the listed owners of that real estate, etc. Since people will be able
to search real estate records by UPI number, the County needs to ensure that the
number is correct before the instrument is recorded.

5. Where do I get a UPI number certified?

The UPI Staff is located in Room 110 of the Old Cumberland County
Courthouse.

6. How quickly will UPI certifications be made?

The UPI staff intends to promptly respond to all certification requests. When
all documentation is in proper order, certification should be completed within one
day. However, it is anticipated that certification will normally take place immediately
upon receipt of a document, depending upon the number of people making a request
at the same time.

7. Can the UPI certification process be set up in the Recorder of

The Tax Mapping Office is in the Old Cumberland County Courthouse, across
the street from the Recorder of Deeds Office. The resources to certify the UPI
number are in the Tax Mapping Office. Moving the entire Tax Mapping Office is not
practical as there is insufficient space to do so, and as the Tax Mapping Office needs
to be physically close to the Assessment Office. It is impractical to have a single Tax
Mapping employee in the Recorder of Deeds Office to respond to easy UPI
certifications (and then send the questionable cases to the Tax Mapping Office).
When no instruments would be in need of certification, that employee would not
have the resources close at hand to do other work. It is noted that in some counties
the geographic separation is far greater than it will be in Cumberland County.

8. How will Mailed Instruments be handled?

The Recorder’s Office will deliver mailed instruments to the UPI Staff multiple
times during the day, depending upon volume. The UPI Staff intends to respond
within one day. If a telephone number is provided, and a minor problem is
identified, a telephone call will be made. In other instances, the instrument will be
mailed back with an explanation form. For example, if the instrument provides a UPI
number ending “38,” and the correct UPI number is “83,” then a telephone call may
be made to obtain authorization to alter the instrument. Both the UPI Staff, and the
Recorder of Deeds Office, will review documents before returning them by mail, so as
to minimize the occurrence of a document being rejected by one office, corrected,
and then being rejected by the other office.

9. Does the bar code included in the certification sticker set forth

No. The bar code will provide a separate identification number for each
instrument. When the Recorder’s Office scans that bar code, it will cause the
Recorder’s computer system to fill in the UPI number(s), and other information. The
separate identification number set forth in the bar code is not the same number as
the instrument number to be assigned by the Recorder of Deeds Office.

10. What do I do if multiple UPI numbers apply to my document?

While Ordinance Section 8 requires that the UPI numbers be placed at the top
of the first page of the instrument, if the instrument relates to more than a few UPI
numbers a table may be added to the instrument and a reference made at the top of
the first page to the location of the table, such as: “See Table of UPI Numbers on
page ____.”

11. Space for UPI Certifications.

The Ordinance requires that each instrument have at least two inches (2”) of
space at the top for the UPI certification sticker. You do not need to leave space for
a sticker for each UPI number. One bar code sticker will relate to multiple UPI
numbers.

12. Is there a cap on fees when a document relates to multiple UPI

No, there is no cap on fees. A separate $10.00 UPI fee must be paid for each
number referenced by the instrument.

13. Can I still do a perimeter deed for a subdivided area?

An owner may convey multiple lots, carrying separate UPI numbers, by
means of a single perimeter description, without amalgamating the lots into a single
tract with a single UPI number. However, the owner should clearly state that the
deed is intended to convey the separate lots, and that they are to remain as
separate lots, subject to the previously recorded subdivision plan. (Or that they
remain separate lots as existed prior to the implementation of the UPI system, if the
deed is for lots or parcels for which there is no subdivision plan on record.)
Conversely, if the deed is to effect an amalgamation of the lots into a single parcel,
the deed should also so state. In either instance, all the applicable UPI numbers
must be listed, and a fee paid for each.

14. Can I still do a perimeter deed for a subdivided area, with

Yes, with all of the UPI numbers set forth, and with the direction as to
whether or not the conveyance is intended to cause an amalgamation of the lots. For
example, an owner may convey a development to a successor developer by means
of a perimeter description for the entire original tract, “Less However” the lots
already conveyed out of the development, so long as all of the UPI numbers are set
forth and the deed clearly states whether or not it is intended to cause an
amalgamation of the lots.

15. What UPI number is to be placed on a document when a lot

The UPI number for the lot.

16. What UPI numbers are to be placed on a document when a lot

The UPI number for the Owner’s lot, and for the abutting property.

17. Who is responsible if the UPI number is incorrect?

While the certification process is designed to minimize the possibility of errors
in UPI numbers, the person recording the instrument is responsible for ensuring that
the correct UPI number is set forth on the instrument, and certified by the UPI staff.
See sub-section “B” of Section 8 of the Ordinance.

18. Single check – can the fee for the UPI number be included in

Yes. Ordinance Section 9 provides that the fee shall be paid to the Recorder
of Deeds. The Recorder will accept a single check for its fees, plus the UPI fee.
19. What is the effective date of the UPI Ordinance.
October 1, 2008.

19. PROCESS OF DEED CERTIFICATION:

1. The UPI must appear at the top of the first page of the document to be recorded.
2. The grantor’s name must be the same as the owner’s name on assessment record.
3. The deed reference on the verification screen must be the same as the prior deed
reference on the new deed.
4. The municipality is the same on the verification screen and the new deed.
5. The property location is the same on the verification screen and the new deed.
6. The lot number, if any, is the same on the verification screen and the new deed.
7. The acreage, if given, is the same on the verification screen and the new deed.

NOTE: Items 1 thru 4 of the above are required for UPI certification.
After the clerk has verified the information, a bar code sticker will be placed on the document to
certify the UPI. If the clerk cannot certify the UPI, a rejection notice, with reason for rejection, will be
attached to the document and returned to the person/agency by the Recorder of Deeds.

20. PROCESS OF PLAN CERTIFICATION:

All plans submitted for Recording must first have a UPI number(s) certified. Plans must include all UPI
numbers for each parcel of real estate affected by the plan.

New Development Examples

Example “A” – Greenacre Development – 100 Lots . Developer owns a 100 acre
tract and is subdividing it into 100 one acre lots. Developer files a single subdivision plan for all
100 lots, files a $1,000,000 development mortgage, and files a Declaration of Homeowners
Association, all before infrastructure or other construction is started, and before any lot is
conveyed. What are the UPI number(s)?
The single UPI number for the original tract goes on each instrument. The plan has not
yet been “activated” because no work has begun nor deed recorded. (53 P.S. §10513(b)) In
addition, the UPI staff will create a new reference parcel number for the Homeowners Association
that the Developer will have to put on the Declaration of Homeowners Association. It is
recommended that the Developer contact the UPI staff in advance, so that this number can be
created and placed on the Declaration prior to its submission for certification.

Example “B” – Greenacre Development – First Deed. Same as Example “A” except
developer now presents the first deed for the first lot. What UPI number should the developer
include on the instrument?
“Part of” and the original parcel number. The Tax Mapping office will then activate the
plan, and assign a UPI to each of the 100 lots on the plan. The new UPI for the individual lot will
be written on the deed by the UPI Staff and certified. In the alternative, the developer may
contact the UPI Staff in advance and request activation of the plan in order to obtain the UPI
numbers for the new lots. The request must be in writing and will activate the plan for
assessment purposes.

Example “C” – Greenacre Development – Construction. Same as Example “A”
except developer undertakes construction of infrastructure and six weeks later presents the first
deed for the first lot. What UPI number is affixed to the instrument?
The plan should have been “activated” by the construction activity. A UPI will have been,
or will be, issued for each new lot. The developer should contact the UPI Staff, ascertain the new
UPI number for the lot to be conveyed, and show that on the deed.

Example “D” – Greenacre Development – Amended Declaration. Same as
Examples “B” and “C” except that after the plan has been activated the developer records an
amended Declaration of Homeowners Association. What UPI number(s) is/are to be affixed to
the instrument?
A Homeowners Association or Condominium Association will have its own “reference
parcel” UPI number. This single reference parcel UPI number is to be shown on all documents
concerning the Homeowners Association or Condominium Association. Currently, title searchers
must search not only the lot owner, but also the Homeowners Association to ascertain any
amendments to the Declaration, etc., which may effect the new owner’s interest. UPI will not
change this.

Example “E” – Greenacre Development – Deed Restrictions. Same as Example “D”
except instead of forming a planned community with a Homeowners Association (or a
condominium) the developer simply creates 100 fee simple lots, records deed restrictions with
the original plan, and after the plan has been activated, desires to amend the restrictions. What
UPI number(s) is/are to be affixed to the instrument?
All 100 UPI numbers must be included and certified on the amendment. A fee of $10.00
per UPI number ($1,000.00) will be due.
* * *

Example “F” – Blackacre Development – Phase 1. Developer owns a 100 acre tract
and is subdividing it into 100 one acre lots. Developer files a phase 1 subdivision plan for 20 lots,
files a $1,000,000 development mortgage, and files a Declaration of Homeowners Association, all
before infrastructure or other construction is started, and before any lot is conveyed. What are
the UPI number(s)?
Same example as New Development Example “A.” The plan is not yet activated, and
therefore the original tract’s UPI number is placed on the phase 1 subdivision plan and mortgage.
The Developer should contact the UPI staff and obtain a new “reference parcel” number for the
Declaration of Homeowners Association.

Example “G” – Blackacre Development – Second Mortgage. Same as New
Development Example “F” except after the plan is “activated” by Tax Mapping due to construction
activity occurring on site, the developer obtains a supplemental mortgage for $1,500,000 that is
to be a lien on the developer’s entire property. What are the UPI number(s)?
The instrument must have at least 21 UPI numbers, to wit: The residual 80 acre tract UPI
number, plus the numbers for all of the first 20 lots. In addition to the 21 lot and residual tract
UPI numbers, the mortgage must set forth the “reference parcel” UPI number for any association
if any portion of the tract is identified by the association’s UPI number, and if applicable, the UPI
number for any other open space or amenity lot.

Example “H” – Blackacre Development – First Deed then Second Mortgage. Same
as New Development Example “G” except that the plan is “activated” by Tax Mapping due to the
first lot conveyance having occurred, and then the developer obtains a supplemental mortgage
for $1,500,000 which is to be a lien on the developer’s entire property. What are the UPI
number(s)?
The instrument must have at least 20 UPI numbers, to wit: The residual 80 acre tract UPI
number, plus the numbers for all of the remaining 19 Phase 1 lots. In addition to the 20 lot and
residual tract UPI numbers, the mortgage must set forth the “reference parcel” UPI number for
any association if any portion of the tract is identified by the association’s UPI number, and if
applicable, the UPI number for any other open space or amenity lot.

Example “I” – Blackacre Development – Perimeter Description. A plan is activated
as in Example “G.” The developer desires to place the $1,500,000 mortgage on the entire
original tract. May he use the original 100 acre perimeter description, or must he use 20
individual lot descriptions plus a description for the residual 80 acre tract?
If the plan which sets forth the 20 lots and the residual tract also contains the perimeter
survey, then the mortgage may be described by the perimeter description. In addition to the 21
lot UPI numbers (20 lots plus one residual tract), the mortgage must set forth the UPI number for
any open space or amenity lot still owned by Developer.

Example “J” – Blackacre Development – Phase 2. Same as New Development
Example “F” except that the developer has now conveyed half of the Phase 1 lots, and records a
Phase 2 subdivision plan for lots 21-40, together with a $2,000,0000 infrastructure mortgage and
an amendment of the Homeowner’s Association declaration submitting the Phase 2 lots to the
association. What UPI number(s) should be affixed to the instruments?
The Final Phase 2 Subdivision Plan and the $2,000,000 mortgage will have the residual 80
acre UPI number. (If the mortgage is to cover any of the remaining lots in Phase 1, those UPI
numbers must be added.) The amendment of the Homeowners Association declaration will carry
only the UPI number for the Association, and a “Part of” UPI number for the 80 acre former
residual tract because Phase 2 (20 acres for lots 21-40) will now be added to the Homeowners
Association parcel.
* * *

Example “K” – Whiteacre Development – Open Space Deed. Two years after a
development is begun, the developer conveys open space area to the Association. What UPI
number(s) should be affixed to the deed?
There should be a UPI number assigned to the open space lot or lots, and it should be the
“reference parcel” number for the Homeowners Association. With subsequent phases, and
multiple open space, storm water detention area, amenity, or other such parcels, there may be
multiple reference parcel numbers. The drafter of the deed should contact the Tax Mapping
department in advance of preparing the deed and submitting it for recording. If an open space
lot had been given a parcel number other than the “reference parcel” number for the
Homeowners Association, then that prior number for the open space lot will be eliminated and
the “reference parcel” number for the Homeowners Association allocated also to the open space
lot being conveyed to the Association. Therefore, the Developer must either have established
that the “reference parcel” number for the Homeowners Association will be used, and place that
number on the deed for the open space lot, or the Developer will place the prior UPI number on
the deed, and will be required to change that number when the deed is presented for
certification.

Example “L” – Whiteacre Development – Deed of Dedication. Two years after the
development is begun, the developer prepares a deed of dedication for the road. What UPI
number(s) should be affixed to the deed?
Deeds of dedication have been excepted from the definition of instruments requiring a
UPI. UPI numbers are not needed for public road right-of-way areas.