Payee Number Requirements
The mail code is a three-digit alphanumeric suffix to the 11-digit TIN unique to each mailing address or direct deposit record. The mail codes are assigned in ascending order, usually beginning with 000, 001, 002, etc.
- A payee with only one mailing address or direct deposit record in TINS would have a TIN with the mail code 000 (for example, XXXXXXXXXXX.000).
- A payee with two mailing addresses or direct deposit records in TINS would have two mail codes, 000 and 001 (for example, XXXXXXXXXXX.000 and XXXXXXXXXXX.001).
Note: State employee mail codes are assigned as PRX (X being a unique number) by the Uniform Statewide Payroll/Personnel System (USPS) or SPX by the Standardized Payroll/Personnel Reporting System (SPRS).
Once an agency has set up a mail code, any agency may use it to make payments. If an additional mail code is needed:
- An agency can use the PYADDR inquiry screen to find the next available mail code and then set up the new mail code via batch or
- TINS will assign the next available mail code during online processing.
Mail Code Security Levels
Unsecured Mail Code Changes
Before making changes to an unsecured mail code, your agency should explain the changes to other agencies that have:
- Used the mail code for payments as shown on Payee Voucher History (PVOUIN).
- Made changes to the mail code within the last six months as shown on Payee Maintenance History (PMTHIS).
Your agency should only create a new mail code if:
- The other paying agencies contacted do not agree with the proposed changes.
- There are numerous agencies using the mail code for payments, and it is not feasible to contact each paying agency.
Secured Mail Code Changes
If your agency has secured a mail code (Security Level 1 or 2), you can change the mail code information without contacting other paying agencies.
If your agency needs to change a mail code secured (Security Level 1) by another agency, you must contact the securing paying agency.
Your agency should only set up a new mail code if the securing agency does not agree with the proposed changes.
Agencies must submit a Payee Change Request (74-157) (login required) PDF form to request Security Level 2.
Note: When payees contact Payment Services about a mail code change, Payment Services refers them to the paying agency.