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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Security Recommendations

The Comptroller’s office encourages agencies to review their processes and implement changes to reduce security risks:

  • Know your customer. When something appears suspicious, trust your instincts and check it out. It may only take a simple phone call to verify information.
  • Obtain all maintenance requests in writing and on approved forms. Never accept maintenance requests over the phone.
  • Have the payee provide missing information before processing a form.
  • Verify that existing account information is accurate in TINS before processing changes.
  • Do not provide information such as a financial institution account number over the phone. Ask the payee to confirm all confidential and sensitive information.
  • Obtain phone numbers whenever possible. You may need to verify information in the future.

Recommended Documentation Requirements

Before performing payee maintenance, the Comptroller’s office recommends that agencies require documentation to verify the payee’s SSN, ITIN or EIN, such as:

  • An individual’s Social Security card
  • IRS EIN Assignment Letter Form SS4
  • IRS Federal Tax Deposit Coupon Form 8109 from the business payroll office
  • IRS TIN Validation Letter Form 147c — Payees can contact the IRS to request a copy

CAUTION: The Request for Taxpayer Identification Number and Certification Form W-9 can be filled out online by the payee and does not provide verification of the identification number. Payment Services will not accept the Form W-9 as documentation.

Glenn Hegar
Texas Comptroller of Public Accounts
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