Confidential Data Prohibited in TINS
Agencies must not submit confidential information when establishing new mail codes or updating existing mail codes in TINS. See Gov. Code, Sec. 552.352 of the Public Information Act regarding the distribution and misuse of confidential information.
Under no circumstances should agencies enter or submit confidential information in the payee name and address fields, in both TINS and the statewide accounting systems, such as:
- Complete or partial Social Security numbers (SSNs) or Individual Taxpayer Identification Numbers (ITINs)
- Credit card or financial account numbers
- Dates of birth
- Driver’s license numbers
- Medical information, such as patient names
- Other confidential information as described in Business and Commerce Code, Section 521.002
It is the agency’s responsibility to verify that the payee name and address fields in TINS do not include any confidential information as specified above before submitting payment transactions to statewide accounting systems. The agency must remove confidential information from TINS and USAS before submitting payment transactions.
For more information, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).