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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Payee Number Requirements
Mail Codes

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

Valid Values Type Definition/Requirement
0 No Security
  • Default — Security has not been established for the mail code.
  • Changes to the mail code that meet the Comptroller policy and guidelines can be processed by any agency.
  • All agencies have inquiry access to view the mail code information.
1 Low Security
  • Agencies may secure the mail code with Level 1 to protect information (e.g., 1099 mail codes, IRS tax levies, bankruptcy trustees) from updates by other agencies.
  • The mail code information is limited to changes by the agency that establishes the security on the mail code, including changing the level back to 0.
  • All other agencies with inquiry access can view but cannot change the mail code information.
2 Maximum Security
  • Reserved for certain instances such as a state or federal law that classifies the information as confidential.
  • Only the agency that establishes the security is allowed to process changes and to view the mail code information.
  • All other agencies will see the message Secured Mail Code.
  • An agency must submit a Payee Change Request form (74-157) (login required) PDF to request that a mail code be secured with Level 2.
  • The securing source agency can change a mail code from Level 2 to Level 1 or 0 if requested in error or the information is no longer deemed confidential.

Unsecured Mail Code Changes

Before making changes to an unsecured mail code, your agency should explain the changes to other agencies that have:

Your agency should only create a new mail code if:

  • The other paying agencies contacted do not agree with the proposed changes.

    –OR–

  • 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.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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