Master and Mail Code Setups and Changes
Payee Mail Code Setup (PMCTUP) – Continuation from PMSTUP

Screen Example (PMCTUP)

PMCTUP.2XXXXXXXXX6                                                    MM/DD/YY
                          PAYEE MAIL CODE SETUP                                
                                                                               
         SSN: XXXXXXXXX__    MAIL CODE:                 INPUT SOURCE: XXX      
   NAME: __________________________________________________                    
 LINE 1: __________________________________________________                    
 LINE 2: __________________________________________________                    
 LINE 3: __________________________________________________                    
 LINE 4: __________________________________________________                    
 CITY: ____________________   STATE: __   ZIP: _____ - 0000   ZONE CODE: ___   
SIC CODE: 9999       SECURITY TYPE: 0     TELEPHONE NUMBER:( ___ ) ___ - ____  
EMPLOYING AGENCY: ___                        STATUS: A                         
                                        MAIL CODE OVERRIDE NUMBER: ___         
UNMASK TIN: _     HOLD BYPASS: _                                               
COMMENTS: ___________________________________________________________________  
          ___________________________________________________________________  
          ___________________________________________________________________  
                                                                               
                                                                               
                                                                               
                                                                               
                                                                              
PF3=QUIT                    PF7=MASTER    PF9=STEP 1   PF10=XTRN   PF12=PYMENU

Note: Some fields are auto-filled and protected from data entry. Line 1 will display the 11-digit TIN based on the number entered on the PMSTUP – Step 1 screen. A 2 TIN displayed on Line 1 will be assigned a 7 TIN when the new payee record is successfully processed.

Steps (PMCTUP):

1. SSN, EIN, ITIN or PAYEE NUMBER: The appropriate Smart Label displays to identify the number entered. The field is auto-filled with the nine- or 11-digit number entered on PMSTUP – Step 1.
2. MAIL CODE: Displays a Blank until the new mail code is assigned by TINS when the payee master and mail code setups are processed.
3. INPUT SOURCE: Defaults to the user’s agency number and is a protected field.
4. NAME (Required): Enter the legal name of the payee. The field determines the Pay To name on a warrant or direct deposit payment and is used for name searches on the Payee Name Search (PAYNAM) screen.
   
   

   Periods, commas and % are not allowed in the name field.

   Screen Example:

   PMCTUP.1XXXXXXXXX0.                                                   MM/DD/YY
                              PAYEE MAIL CODE SETUP                                
                                                      
             EIN: XXXXXXXXX__    MAIL CODE:                 INPUT SOURCE: XXX      
       NAME: PAYEE NAME________________________________________                    
     LINE 1: DELIVERY ADDRESS__________________________________                    
     LINE 2: __________________________________________________                    
     LINE 3: __________________________________________________                    
     LINE 4: __________________________________________________                    
     CITY: CITY________________   STATE: ST   ZIP: 12345 - 0000   ZONE CODE: ___   
    SIC CODE: 9999       SECURITY TYPE: 0     TELEPHONE NUMBER:( ___ ) ___ - ____  
    EMPLOYING AGENCY:                        STATUS: A                         
                                            MAIL CODE OVERRIDE NUMBER: ___         
    UNMASK TIN: _     HOLD BYPASS: _
   COMMENTS: ___________________________________________________________________
             ___________________________________________________________________
             ___________________________________________________________________
   
                                                     ADD RECORD? (Y/N): Y
                                                        
                                 PF7=MASTER    PF9=STEP 1             PF12=PYMENU
   
   

   Note: If the ownership type is Sole Owner, enter the owner’s name in this field and the owner’s business name in Line 1.

5. LINES 1-4: Enter up to four lines of address information, up to 50 characters per line. See Confidential Information and Confidential Data Prohibited in TINS.

   A valid delivery address (street address, post office box, etc.) is required on the last populated address line of Lines 1-4 so that it displays directly above CITY/STATE/ZIP. If the mail code needs a prefix such as DBA, C/O, ATTN, etc., enter this information in Line 1.

   Note: Refrain from using special characters in the address lines as the address validation process may reject the information.

6. CITY: Enter the city for the delivery address. The city name will be truncated at 20 characters. This field may be blank if a valid ZIP is entered for a domestic delivery address and will be auto-filled after address validation.
7. STATE: Enter state abbreviation for domestic addresses. This field may also be blank if a valid ZIP is entered for a domestic delivery address and will be auto-filled after address validation.
8. ZIP+4 (Required for domestic addresses): Enter the five-digit ZIP code for the delivery address. The +4 extension field is optional and will be auto-filled after address validation. The ZIP code entered must match U.S. Postal Service regulations
9. ZONE CODE: TINS auto-fills the zone code for a domestic address.
10. SIC CODE: See SIC Codes for the appropriate SIC code to be entered. If blank, defaults to 9999.
11. SECURITY TYPE: See Mail Code Security Levels for the appropriate level. Agencies can enter Level 1 or leave blank for Level 0.
12. TELEPHONE NUMBER (Optional): Enter the payee’s area code and phone number when available.
13. EMPLOYING AGENCY: For a state employee, enter the employee’s primary employing agency number. The field is required if the ownership type is E (employee) and protected for all other ownership types.
14. STATUS: Defaults to A for Active.
15. MAIL CODE OVERRIDE NUMBER: TINS assigns mail codes sequentially (000, 001, etc.). If an agency has special circumstances, a specific three-digit mail code may be entered.
16. UNMASK TIN: Enter Y (Yes) if the mail code is being set up for a payee’s levy or court order from a federal agency that requires the full payee SSN, ITIN or EIN printed on the warrant. The payee name on the mail code must reflect the name required on the levy or court order as directed by the federal agency.

    Note: When no longer needed, the paying agency must promptly delete the UNMASK TIN indicator or submit a Payee Change Request form (74-157) to inactivate the mail code.

17. HOLD BYPASS: Can only be updated by Comptroller staff after the agency’s successful setup of the payee master and mail code. This field is used to bypass state holds for payments made on behalf of the payee to the IRS for a tax levy, to a federal bankruptcy court or for child support orders that are not for a state employee. If a bypass is needed for a state employee with a child support hold, contact your USPS representative to have it set up through the payroll system.

    Note: After the payee master and mail code are set up, submit a Payee Change Request form (74-157) to Payment Services to:

    • Secure or unsecure a mail code with Level 2. See Mail Code Security Levels.
    • Change the status.
    • Set up the HOLD BYPASS indicator for payments to the IRS for a tax levy, to a federal bankruptcy court or for certain child support orders, unless the order is for a state employee which would be processed through the payroll system.
    • Delete the HOLD BYPASS indicator when the IRS levy has been satisfied, the bankruptcy has been discharged or the child support order has been removed, unless the order is for a state employee which would be processed through the payroll system.
18. COMMENTS: Enter any information that may be helpful for a screen print.

    Note: Comments are not permanently stored and cannot be accessed at a later time. You must make a screen print if you want to capture comments.

19. Press Enter. The delivery address will be validated. TINS will attempt to alter and standardize U.S. and foreign military addresses, unless the:
    • Ownership Type is E (Employee)
    • Mail code is TXX, PXX or SXX
    • Address is foreign (indicated by -- in the STATE field)
20. Review and verify the address information as described in this table and shown in the following screen examples:

    If TINS finds…	Then…	And…
    A single address match without alterations	The address will be accepted	The prompt Add Record? (Y/N) displays: Enter Y (if correct) or N (if not correct) Press Enter
    A single address match with alterations	The address is displayed to verify the alterations being made	The prompt Do You Want to Accept the Address? displays: Enter Y (if acceptable) or N (if not acceptable) Press Enter If you enter Y, the prompt Add Record? (Y/N) displays: Enter Y (if correct) or N (if not correct) Press Enter
    Multiple address matches	Address options display for selection Enter X in front of the desired address and press Enter	The prompt Do You Want to Accept the Address? displays: Enter Y (if acceptable) or N (if not acceptable) Press Enter If you enter Y, the prompt Add Record? (Y/N) displays: Enter Y (if correct) or N (if not correct) Press Enter
    Note: An entry of Y will display a successful update of the setup. An entry of N provides the opportunity to verify and re-enter the correct information.

    Screen Example (PMCTUP Dialogue Box for Single Address Match)

    PMCTUP.1XXXXXXXXX0.                                                   MM/DD/YY
                               PAYEE MAIL CODE SETUP                                
                                                                                    
              EIN: XXXXXXXXX__    MAIL CODE:                 INPUT SOURCE: XXX      
        NAME: PAYEE NAME________________________________________                    
      LINE 1: DELIVERY ADDRESS__________________________________                    
      LINE 2: __________________________________________________                    
      LINE 3: __________________________________________________                    
      LINE 4: __________________________________________________                    
      CITY: CITY________________   STATE: ST   ZIP: 12345 - 0000   ZONE CODE: ___   
     SIC CODE: 9999       SECURITY TYPE: 0     TELEPHONE NUMBER:( ___ ) ___ - ____  
     EMPLOYING AGENCY:                        STATUS: A                         
                                             MAIL CODE OVERRIDE NUMBER: ___         
     UNMASK TIN: _     HOLD BYPASS: _
      
                                            
                                                                                    
        ADDRESS:  DELIVERY ADDRESS                                   
        CITY:     CITY                                                            
        STATE:    ST                                                                
        ZIP CODE: 12345 1234                                                        
                                                                                    
              DO YOU WANT TO ACCEPT THE ADDRESS?  Y 
      

    Screen Example (PMCTUP Dialogue Box for Multiple Address Matches)

    MULTIPLE ADDRESS MATCHES _ ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP: 12345 1234 _ ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP: 12347 1234 _ ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP: 12350 1234 ENTR=ACPT PF3=EXIT MARK AN ADDRESS TO SELECT OR PF3 TO ESCAPE

    MULTIPLE ADDRESS MATCHES _ ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP: 12345 1234 X ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP: 12347 1234 _ ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP: 12350 1234 ADDRESS: DELIVERY ADDRESS CITY: CITY STATE: ST ZIP CODE: 12347 1234 DO YOU WANT TO ACCEPT THE ADDRESS? Y

21. If the TINS address validation software fails to validate the address, an error message is displayed. If the agency confirms it is a deliverable address, the agency may override the validation process.
    • The OVERRIDE field is displayed above the ADDRESS IND field. Enter Y=Yes.
    • TINS sets the ADDRESS IND value to M=manual when the transaction is processed.
    • During each nightly cycle, all mail codes with the ADDRESS IND of M are edited against the address validation software. If the address is found after an update to the software, the system attempts to standardize the address and, if found, updates the M to S=standardized. If not found, the indicator remains an M, and TINS will continue to attempt validation during each nightly cycle.

      Note: Agencies are responsible for determining when to use the address override indicator. The agency should confirm with its payees that the address being set up or changed in TINS is a deliverable address. Invalid use of the OVERRIDE field may result in return mail.

22. Use the Direction Message Keys to navigate through the screen information.

    Screen Example (PMCTUP Processed)

      PMCTUP.                                                               MM/DD/YY
                               PAYEE MAIL CODE SETUP                                
                                                                                       
             SSN: XXXXXXXXX__    MAIL CODE: 000             INPUT SOURCE: XXX      
        NAME: SOLE OWNER NAME______________________________________________                   
      LINE 1: DBA BUSINESS NAME_________________________________                    
      LINE 2: DELIVERY ADDRESS__________________________________                    
      LINE 3: __________________________________________________                    
      LINE 4: __________________________________________________                    
      CITY: CITY________________   STATE: ST   ZIP: 12347 - 1234   ZONE CODE: XXX   
     SIC CODE: 9999       SECURITY TYPE: 0     TELEPHONE NUMBER:( ___ ) ___ - ____  
     EMPLOYING AGENCY:                        STATUS: A                         
                                             MAIL CODE OVERRIDE NUMBER: ___         
     UNMASK TIN: _     HOLD BYPASS: _                                               
     COMMENTS: ___________________________________________________________________  
               ___________________________________________________________________  
               ___________________________________________________________________  
    
    
                            ASSIGNED PAYEE NUMBER: 7XXXXXXXXX6                      
                                                                                    
       ENTER  PF-3                 PF-6   PF-7   PF-8   PF-9              PF-12                      
       PMSTUP END                  PYADDR PMTHIS PMCTUP PDDSUP            PYMENU                      
       RECORD ADDED 
    

    ASSIGNED PAYEE NUMBER: Displays the assigned 11-digit TIN.

    DIRECTION MESSAGE KEYS: Displays direction message keys to navigate to other TINS screens. See Direction Message Keys for descriptions. For example:

    • Press the PF-6 key to display the processed mail code setup.
    • To display the processed payee master setup from PMCTUP, press PF-3 to clear the screen. Type PYMAST on Line 1 followed by the 11-digit assigned payee number and press Enter.

    Note: The MAIL CODE field at the top of the screen will display the TINS-assigned mail code number after it has successfully processed.

    RECORD ADDED: Indicates the successful processing of the master and mail code setups.