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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Glossary/Acronyms

A

Advance Payment Notification (APN)
The APN service emails the payee:
  • One business day before a direct deposit payment will be available in the payee’s account

    –OR–

  • When a warrant has been issued
Agency Number
A three-digit number assigned to identify each state agency or institution of higher education. To find an agency number, see Texas State Agency Number Lookup.
Agency Repeater Numbers
Agency repeater numbers are used for interagency payments. They begin with 3, followed by the agency number repeated three times, and end with a check digit. For example, the repeater number for agency 200 is 32002002007.
Assignee
The assignee receives the right to payment in an assignment agreement with a payee (assignor).
Assignment
An assignment is the legal transfer of a right or property. For state business, this is the transfer of a payee’s right to payment.
Assignor
The assignor (payee) transfers the right to payment in an assignment agreement.
Automated Clearing House (ACH)
The ACH network provides for electronic funds transfer between financial institutions for direct deposit payments to payee accounts. The National Automated Clearing House Association governs the network and publishes rules and regulations.

Note: Electronic funds transfer is not to be confused with electronic file transfer, which is the batch process used to submit agency system information to the Comptroller’s office.

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B

Bankruptcy
Bankruptcy is a legal status of a person or business that cannot repay the debts owed to creditors. Bankruptcy only applies in TINS if the debtor or payee is in TINS with a hold record.
Batch
Batch means processing multiple similar transactions in large groups, or batches, simultaneously. Some agencies submit transactions from their internal systems to TINS via electronic file transfer to be processed during the nightly batch cycles.

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C

Centralized Accounting and Payroll/Personnel System (CAPPS)
CAPPS is a Comptroller statewide financial system.
Check Digit
The check digit is the last digit of the 11-digit payee TIN calculated with an algorithm. See the Check-Digit Calculator.
Comptroller-Assigned Number
The Comptroller’s office can assign a TIN beginning with 3 to a business located outside the United States or to foreign individuals who reside in the U.S. who do not qualify for an SSN, ITIN or EIN.
Corporate Trade Exchange (CTX)
CTX is a corporate ACH format that allows direct deposit payment-related data to be transmitted with the payment to assist with reconciliation.
Credit Entry
An electronic credit payment that the Comptroller’s office initiates on behalf of a paying state agency to credit a state payee's account at a financial institution within the U.S.
Custodial Agency
The state agency that establishes and maintains the payee’s direct deposit account information. The custodial state agency may or may not be the paying state agency.

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D

Debtor
A debtor is any individual, business or other party that owes a debt to the state of Texas. Debtors are set up in TINS so that in the event they become payees, their payments can be held and applied to their debts as authorized by state law.
Direct Deposit
Direct deposit is an ACH service that provides for the electronic transfer of funds directly into the payee’s financial institution account.
Direct Deposit Deadline Date
The date a payroll must be submitted to transmit payment by direct deposit. If the agency payroll office submits a payroll after the direct deposit deadline date, payments will be made by warrant for the payroll period.
Direct Deposit Effective Date
The date after the six-business day test period, referred to as the prenotification (prenote) period, on which direct deposit account information becomes effective.
Direct Deposit Instructions
The payee’s financial institution account information for payments made by direct deposit.

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E

Electronic File Transfer (EFT)
The batch process used by some state agencies to send internal system information to the Comptroller’s office, usually during the nightly cycle.

Note: Electronic file transfer is not to be confused with electronic funds transfer, which is used to describe an ACH payment.

Electronic Funds Transfers (EFT)
A transaction processed through the ACH network to credit funds to a payee’s account. See Direct Deposit.

Note: Electronic funds transfer is not to be confused with electronic file transfer, which is the batch process used to submit agency system information to the Comptroller’s office.

Employer Identification Number (EIN)
The EIN is a nine-digit number assigned to a company by the Internal Revenue Service (also referred to as a Federal Employer Identification Number).

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F

Federal Reserve
The Federal Reserve is the central banking system of the United States and includes a network of 12 banks and a number of branches under the oversight of the Board of Governors.

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G

Governing Agency
An agency with authority through an interagency agreement with another agency to oversee online and batch TINS processing on behalf of that agency.

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H

Hold Record
Information in TINS on a debtor’s state liability.
Hold Source Agency
The state agency or institution of higher education that reports a state debt to TINS.
Hold Transaction or Maintenance
An entry in TINS to set up a new hold record, update the hold record, change the liability amount or delete the hold record.
Human Resource Information System (HRIS)
HRIS is a Comptroller statewide financial system.

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I

Inactive Mail Code
A mail code that cannot be used to issue payments until its status is changed back to active.
Individual Recipient
A person who receives a non-payroll payment from the state.
Individual Taxpayer Identification Number (ITIN)
The ITIN is a nine-digit number issued by the IRS for certain resident and nonresident aliens, their spouses and their dependents. The ITIN is only available to individuals who are required to have a taxpayer identification number for federal tax reporting but who do not have and are not eligible to obtain an SSN.
International ACH Transaction (IAT)
IATs are Automated Clearing House (ACH) payments destined for a financial institution outside of the territory of the United States. These payments must provide specific data elements to comply with U.S. law. The Comptroller’s office cannot issue international direct deposit payments.

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J

Journal Voucher (JV)
A voucher is used by the Comptroller’s office to:
  • Indicate direct deposit returned money

    –OR–

  • Record accounting transactions involving the movement of funds in USAS

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M

Mail Code
A three-digit identifying number unique to each mailing address or direct deposit account under the payee’s TIN. Mail codes are assigned in ascending order, usually beginning with 000, 001, 002, etc.
Money Item
Return item in the Notification of Change Reason Codes when the financial institution returns the money due to a closed account or other problems. See also Non-Money Item.

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N

National Automated Clearinghouse Association (NACHA)
The national association that establishes the ACH standards, rules and procedures that allow a financial institution to exchange payments on a national basis.
Non-Money Item
Change item in the Notification of Change Reason Codes when the pre-note has issues or the financial institution deposits the money but requests changes to the direct deposit instructions. See also Money Item.
Notification of Change (NOC)
Reason Codes sent by a financial institution to notify the Comptroller’s office that:
  • Previously valid information for a payee needs to be updated

    –OR–

  • Information contained in a pre-notification is erroneous

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O

Office of Foreign Assets Control (OFAC)
The section of the U.S. Department of the Treasury that stipulates Foreign Asset Control Requirements.
Offset Process
A process that reduces a payee’s state debt by applying held warrants against the debt.
Originating Depository Financial Institution (ODFI)
A financial institution that originates ACH payments on behalf of the Comptroller’s office and transmits these payments through the ACH network in accordance with NACHA rules.
Overage Payment
Any amount remaining from held warrants after the offset process has eliminated the payee’s state debt.
Ownership Type
Use to indicate the business structure, such as sole owner, partnership, Texas corporation, etc.

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P

Partnership
A legal relationship between two or more persons or other entities contractually associated as principals in a business.
Paycards
The state’s paycard program allows employees to choose to receive their net pay on a payment card. Paycards are restricted to payroll net pay and provide an alternative to warrants or direct deposit for state employees.
Payday
The first state working day of each month for monthly payrolls and the 15th (or following business day) for bimonthly payrolls.
Payee
For this website, a payee includes an individual, corporation, organization, government agency or subdivision, business trust, estate or heirs of an estate, surviving spouse, trust, partnership, association and any other recipient receiving a payment from the state with a record set up in TINS.
Paying Agency
The state agency that initiates a payment.
Prenotification (Prenote)
A six banking day test period after direct deposit account information is set up or changed where the Comptroller’s office sends a non-dollar test transaction to the payee’s financial institution for verification before payments can be transmitted.

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R

Receiving Depository Financial Institution (RDFI)
The payee’s financial institution.
Reclamation
A reversal entry initiated by the Comptroller’s office to reclaim from an RDFI any amounts received by a recipient after death or legal incapacity or the death of a beneficiary of the recipient.
Reinstated Warrant
A warrant reported to Treasury Operations as forged, where funds have been recovered from a financial institution and credited back to the paying agency.
Return
A direct deposit payment that has been returned by the payee’s financial institution due to a closed account or other problems.
Reversal
An ACH transaction initiated by the Comptroller’s office at the request of a paying agency to recover an erroneous direct deposit payment from the payee’s account.
Routing Number
A nine-digit number that identifies specific financial institutions.

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S

Screen ID
The six-character identifier of an online or update screen.
Secretary of State (SOS) File Number
The 10-digit business file number assigned by the Texas Secretary of State, which is called the Texas Charter Number in TINS.
Security Levels
A level assigned to a mail code that restricts whether other agencies can view or change the mail code information.
Settlement Date
The date funds are to be made available in the payee’s account.
Social Security Number (SSN)
The SSN is a nine-digit number issued by the Social Security Administration.
Sole Owner
The person with the exclusive title or right to a business.
Standard Industrial Classification (SIC)
A four-digit code used by government agencies to classify industry areas.
Statewide Payroll/Personnel Reporting System (SPRS)
SPRS is a Comptroller statewide financial system.
State Agency
For this website, state agency includes a board, commission, council, committee, department, office, agency or other governmental body in the executive, legislative or judicial branch of state government. The term includes an institution of higher education, but not a public junior college or community college.
State Debt
For this website, state debt means the liability a person owes to the state of Texas, such as a state tax delinquency or a student loan default.

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T

T Mail Code
Mail codes beginning with T are restricted to state tax-related payments and are not to be used by agencies.
Taxpayer Identification Number
A number beginning with 3 set up for payment of state taxes that cannot be used by agencies.
T-code
The three-digit number for a TINS transaction submitted via batch.
Texas Charter Number
The 10-digit business file number assigned by the Texas Secretary of State, which is also known as the Secretary of State (SOS) File Number.
Texas Identification Number (TIN)
An 11-digit number set up to identify a payee or state debtor. In most instances, the payee or debtor must provide a SSN, ITIN or EIN to receive a TIN.
Texas Identification Number System (TINS)
The statewide financial system that maintains payment information on businesses and individuals who have received or will receive a payment from the state of Texas, as well as debt information on state debtors.

Note:TINS” is the system. “TINs” are more than one payee number or TIN.

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U

Uniform Statewide Accounting System (USAS)
USAS is the Comptroller statewide financial system used to issue payments made from funds in the State Treasury.
Uniform Statewide Payroll/Personnel System (USPS)
USPS is a Comptroller statewide financial system.

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W

Warrant
A state payment in the form of a paper check.
Web Warrant Inquiry and Cancellation Request System (WWIC)
WWIC is administered by the Comptroller’s Treasury Operations Division.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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