Payee Number Requirements
The mail code is a three-character alphanumeric suffix to the 11-digit Texas Identification Number (TIN) unique to each mailing address and its associated direct deposit record, if applicable. The mail codes are assigned in ascending order, usually beginning with 000, 001, 002, etc.
- A payee with only one mailing address, with or without a direct deposit record, would have a TIN with mail code 000 (for example, XXXXXXXXXXX.000).
- A payee with two mailing addresses, with or without direct deposit records, would have two mail codes, 000 and 001 (for example, XXXXXXXXXXX.000 and XXXXXXXXXXX.001).
Mail code setups made online in TINS may be all numeric or alphanumeric; however, the use of alphanumeric mail codes requires pre-approval from Payment Services. If approved, alphanumeric mail codes can only be set up online. The batch process restricts mail code setups to all numeric mail codes and will reject alphanumeric mail code setups. See the batch file layout for Mail Code Setups or Changes.
If the required payee’s mailing address or direct deposit information is not already set up in TINS, an additional mail code may be added via:
- Online: TINS will automatically assign the next available mail code.
- Batch: The mail code field may be blank for TINS to assign the next available mail code, or use the Payee Mail Code Information (PYADDR) screen to find the next available mail code to submit it via batch.
Once an agency has set up a mail code, any agency may use it to make payments unless it is one of the Restricted Mail Codes listed below.
Mail Code Security Levels
A mail code includes a security level field with three values — 0, 1 and 2. TINS defaults the security level to 0, but agencies may secure a mail code with security level 1 based on a specific need. Security level 2 can only be set up by Payment Services.
Default — Security is not required for the mail code; the mail code information is not considered confidential.
|1||Low Security||Restricts mail code updates to the securing source agency.
|2||Maximum Security||Restricts view and updates to only the securing source agency.
Agencies may change the security level field on an existing mail code online or via batch:
- From level 0 to level 1 to secure the mail code.
- From level 1 to level 0 if they are the securing source agency.
- From level 2 to level 1 or level 0 if they are the securing source agency and level 2 was requested in error or the mail code information is no longer deemed confidential.
Agencies must continue to submit the PCR form to request a change from level 0 or level 1 to level 2. See ACR 4227 for additional information when making changes to the security level.
Securing Source Agency vs Custodial Agency
A mail code may include an associated direct deposit record. The securing source agency on the mail code does not define the agency that can update or cancel the associated direct deposit record. The agency that sets up the direct deposit record becomes its custodial agency. The mail code’s securing source agency may or may not be the same as the custodial agency.
|The mail code’s securing source agency and custodial agency of the direct deposit record are the same,||The agency may update the mail code information and update or cancel the direct deposit record.|
|The mail code’s securing source agency is different from the custodial agency for the direct deposit record,||
Only the securing source agency can update the mail code information.
Only the custodial agency of the direct deposit record can update or cancel the direct deposit information.
Updates to Mail Codes
If a mail code is unsecured or secured, the agency that needs to update a mail code may need to contact other agencies that make payments to the mail code. Agency contact information can be obtained by accessing the Paying Agency Contact List on FMX.
|The mail code is unsecured (security level 0),||
|The mail code is secured with level 1 but your agency is not the securing source agency,||Contact the securing source agency to request it process the update. If the securing source agency does not agree to the update, your agency may set up a new mail code.|
|The mail code is secured with level 1 or 2 and your agency is the securing source agency,||Your agency may update the mail code without contacting other agencies.|
Note: When payees contact Payment Services to request a mail code change, Payment Services refers them to the paying agency or the securing source agency if the mail code is secured with level 1 or 2.
Restricted Mail Codes
State employee mail codes are assigned as PRX or SPX (X being a unique number) by the statewide payroll systems:
- PRX by the Uniform Statewide Payroll/Personnel System (USPS)
- SPX by the Standardized Payroll/Personnel Reporting System (SPRS) / Centralized Accounting and Payroll/Personnel System (CAPPS).
PRX and SPX mail codes are set up and updated via the payroll systems and cannot be set up or updated in TINS. Only the agencies that issue payroll and travel payments for their employees may use PRX or SPX mail codes. Agencies that issue payments out of local funds may not use PRX or SPX mail codes when submitting reimbursement payroll or non-payroll documents to USAS.
The following mail codes are dedicated for specific payment types and have restricted use.
|Mail Code||Restricted to…|
|PR1, PR2, PR3||
Employee payroll payments from USPS.
PRX mail codes may not be used to issue non-payroll payments, except for state employee travel reimbursement payments while the employee is employed at the agency.
|SP1, SP2, SP3||
Employee payroll payments from SPRS / CAPPS
SPX mail codes may not be used to issue non-payroll payments, except for state employee travel reimbursement payments while the employee is employed at the agency.
|TXX||Tax refund payments issued by the Comptroller’s office|
|UXX||Unclaimed property payments issued by the Comptroller’s office|