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Overclaims

 

Overclaims: How to Understand and Resolve an Overclaim

An overclaim occurs when the total shares claimed on a musical work exceed 100%.

When a work enters overclaim status, the Members claiming shares on the work can work together to resolve the conflicting shares.

There are several ways to resolve an overclaim, including:

  • Amending your shares so the total claimed shares are 100% or less
  • Relinquishing all of your shares on the work
  • Providing documentation to substantiate your claimed shares

How do I initiate an overclaim?

You can initiate an overclaim through the Claiming Tool.

Steps to initiate an overclaim

  1. Locate the existing work in the Claiming Tool.
  2. Submit the shares you believe should be associated with your Member.
  3. Before submitting, review the notification confirming that your claim will place the work into overclaim status.
  4. Submit your claim.

Once the overclaim is created, you will receive an email from overclaims@themlc.com.

The subject line will include:

“Overclaim on your work [WORK TITLE] (Overclaim ID#XXX)”

What happens after I initiate an overclaim?

After the overclaim is created, go to the Overclaims Tool in your Member Hub to review the overclaim details.

The Overclaims Tool allows you to see information such as:

  • The status of the other Members involved
  • Deadlines for submitting substantiating documentation
  • Available options for resolving the overclaim

What is an overclaim?

An overclaim means that the total shares claimed on one work are more than 100%.

You may see an overclaim because another rightsholder for a work on which you also have shares has claimed a percentage that causes the total claimed shares to exceed 100%.

When this happens, the work moves into overclaim status.

What happens when a work enters overclaim status?

All claimants on the work receive an automated email.

The claimants can then work together to resolve the overclaim by either:

  • Reducing their shares so the total equals 100% or less, or
  • Providing documentation to substantiate their claimed shares.

An overclaim establishes that there are conflicting shares reported on a work.

How do I submit documentation to prove my share amount?

Under The MLC's Dispute Policy, you may provide substantiating documentation to maintain your claim on an overclaim.

Upload documentation through the Overclaims Tool

  1. Log in to the MLC Portal.
  2. Select Overclaims Tool from the left-side menu.
  3. On the Overclaims main page, find and select the relevant work.
  4. On the Overclaim Detail page, scroll down and select Upload Documents.
  5. A slide-out menu will appear.
  6. Drag and drop your file into the upload area, or select Browse Files to locate the file on your computer.
  7. Once your file is attached, select Upload.
  8. When you have finished uploading documents, select Done.

If you have additional documents to submit, select Upload More and repeat the process until you have submitted all relevant documentation.

What happens after I submit my documentation?

After you submit your documents, you will receive a follow-up email from The MLC regarding their status.

What do the Overclaim statuses mean?

The Overclaims Tool uses several statuses to indicate where an overclaim or conflict currently stands.

Yellow: Overclaim

The yellow Overclaim status means the work is still in overclaim status.

The total shares on the work are still more than 100%.

Red: Dispute

The red Dispute status means that the rightsholders on the work have all provided substantiating documentation.

Per The MLC's Dispute Policy, the work then moves into Dispute status.

Green: Resolved

The green Resolved status means the overclaim has been resolved.

The work now has shares totaling 100% or less.

Blue: Merged

The blue Merged status means the resolution to the overclaim was to merge the work into another work.

Gray: Canceled

The gray Canceled status means the overclaim was canceled and the work is no longer in overclaim status.

What does it mean to amend shares?

To amend shares means to update your claimed shares on a work to an amount that brings the total claimed shares to 100% or less.

Amending your shares can be used as one way to resolve an overclaim.

How do I amend my shares?

  1. Open the relevant work in the Overclaims Tool.
  2. On the Overclaim Detail page, scroll to the bottom.
  3. Select the blue Amend Shares button.
  4. Update the amount of shares you are claiming in the Collection Share column under the appropriate Name section.
  5. Select the blue Confirm button at the bottom of the page.
  6. A confirmation pop-up will indicate that your updated shares have been entered into the system.

Your new share percentage will be reflected in your catalog within 1–3 weeks.

What does it mean to relinquish shares?

To relinquish shares means to remove all of your shares from a work.

Relinquishing your shares can be used as a way to resolve an overclaim.

How do I relinquish my shares?

  1. Open the relevant work in the Overclaims Tool.
  2. On the Overclaim Detail page, scroll to the bottom.
  3. Select the blue Relinquish Shares button.
  4. A pop-up will ask you to confirm that you want to relinquish all of your shares on the work.
  5. To cancel, select Cancel.
  6. To proceed, select Confirm.
  7. You will receive another pop-up confirming that your shares have been relinquished.

The work will be removed from your catalog within 1–2 business days.

Can I relinquish only some of my shares?

The flowchart describes relinquishing shares as removing all of your shares from the work. It does not provide instructions for relinquishing only part of your shares.

If you want to reduce your claimed share without removing all of your shares, use the Amend Shares process instead.

I have a question about a resolved conflict and payment adjustments

If an overclaim or conflict has already been resolved and you have questions about previously distributed royalties or payment adjustments, it is the responsibility of the publishers involved in the conflict to resolve matters related to those previously distributed royalties.

Contact the other publisher directly to address the matter.

What if I still have a question for The MLC?

If you have questions for The MLC about the resolved conflict, respond to the original email thread in which the conflict was resolved.

Use the original email thread rather than starting a new request so the relevant conflict information remains associated with the conversation.

Quick Answers

What is an overclaim?

An overclaim occurs when the total shares claimed on a work exceed 100%.

Why is my work in overclaim status?

Another rightsholder may have claimed shares on the same work that cause the total claimed shares to exceed 100%.

How do I initiate an overclaim?

Use the Claiming Tool to locate the existing work and submit the shares you believe should be associated with your Member. Before submitting, you will see a notification that your claim will place the work into overclaim status.

Where can I see my overclaim?

Go to the Overclaims Tool in your Member Hub to review the work's overclaim details, including the status of other Members, documentation deadlines, and resolution options.

How do I prove my share amount?

Submit substantiating documentation through the Overclaims Tool on the Overclaim Detail page by selecting Upload Documents.

What documentation can I submit?

The flowchart states that you may provide substantiating documentation under The MLC's Dispute Policy, but it does not specify particular document types. Do not assume a specific document type unless additional guidance is available.

What does the yellow Overclaim status mean?

It means the work is still in overclaim status and the total shares are more than 100%.

What does the red Dispute status mean?

It means all rightsholders on the work have provided substantiating documentation and, under The MLC's Dispute Policy, the work has moved into Dispute status.

What does the green Resolved status mean?

It means the overclaim has been resolved and the work now has shares totaling 100% or less.

What does the blue Merged status mean?

It means the resolution to the overclaim was to merge the work into another work.

What does the gray Canceled status mean?

It means the overclaim was canceled and the work is no longer in overclaim status.

What does it mean to amend my shares?

It means updating your claimed shares so that the total claimed shares on the work are 100% or less.

How long does it take for amended shares to appear in my catalog?

Your new share percentage should be reflected in your catalog within 1–3 weeks.

What does it mean to relinquish my shares?

It means removing all of your shares from the work.

How long does it take for a relinquished work to be removed from my catalog?

The work will be removed from your catalog within 1–2 business days.

Can I undo relinquishing my shares?

The flowchart does not provide information about undoing or reversing a relinquishment. Do not promise that a relinquishment can be reversed.

My overclaim has been resolved, but I have a question about a payment adjustment. Who should I contact?

For matters involving previously distributed royalties, contact the other publisher involved in the conflict. If you have a question for The MLC, respond to the original email thread in which the conflict was resolved.

Customer Agent Decision Rules

Use these rules when responding to questions about overclaims:

  • If the customer asks what an overclaim is, explain that the total claimed shares on the work exceed 100%.
  • If the customer wants to initiate an overclaim, provide the Claiming Tool process.
  • If the customer has an existing overclaim, direct them to the Overclaims Tool in Member Hub.
  • If the customer wants to prove or substantiate their share, provide the Upload Documents process.
  • If the customer asks what an overclaim status means, explain the specific status they see:
    • Yellow = Overclaim
    • Red = Dispute
    • Green = Resolved
    • Blue = Merged
    • Gray = Canceled
  • If the customer wants to reduce their shares while retaining some share, explain the Amend Shares process.
  • If the customer wants to remove all of their shares, explain the Relinquish Shares process.
  • Clearly distinguish amending shares from relinquishing shares.
  • If a customer asks how long an amended share takes to appear, state 1–3 weeks.
  • If a customer asks how long a relinquished work takes to disappear from their catalog, state 1–2 business days.
  • If an overclaim has been resolved and the customer asks about previously distributed royalties or payment adjustments, direct them to the other publisher involved in the conflict.
  • If they have a question for The MLC about the resolved conflict, instruct them to respond to the original resolution email thread.
  • Do not guarantee that submitted documentation will result in a particular resolution.
  • Do not specify acceptable documentation types unless another approved knowledge source provides that information.
  • Do not claim that a relinquishment can be reversed; the source does not address reversal.
  • Do not expose internal IHC Node, SR, or RR labels to customers.
  • Do not invent additional overclaim statuses, deadlines, resolution options, or dispute procedures that are not included in this knowledge source.