Master and Mail Code Setups and Changes
Payee Mail Code Setup (PMCTUP) – Existing Payee
The PMCTUP screen is used to set up a new mail code for a payee who is already set up in TINS. If the payee was initially set up with an SSN or ITIN, the assigned 7 TIN is required to set up new mail codes for a TIN already on file. See Payee Number Matrix.
Access
Access PMSTUP through the TINS Update Menu (PYMENU) screen or Line 1 Entry.
Screen Example (PMCTUP)
PMCTUP MM/DD/YY
PAYEE MAIL CODE SETUP
PAYEE NUMBER: ___________ 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 PF10=XTRN PF12=PYMENU
Note: Some fields are auto-filled and protected from data entry.
Steps (PMCTUP):
-
Enter Option C from the PYMENU screen and press Enter
–OR–
Enter PMCTUP.11-digit TIN along with the options needed on Line 1 and press Enter.
If Line 1 is Entered… Then… Without a TIN Go to Step 2 With a valid 11-digit TIN (PMCTUP. XXXXXXXXXXX)
The 11-digit TIN displays in the PAYEE NUMBERfieldGo to Step 3
With a 10-digit TIN TINS displays the message TIN Must Be 11 Digits Research and enter the correct TIN
Note: Only TINS inquiry screens allow for a 10-digit TIN on Line 1.
With an invalid 11-digit TIN TINS displays the message Check Digit Is Incorrect for TIN/Hold Number Research and enter the correct TIN
With an 11-digit 2 TIN TINS displays the message TIN Must Begin With ‘7’ Research and enter the correct TIN
- PAYEE NUMBER: Enter the 11-digit TIN, based on the Payee Number Matrix.
- MAIL CODE: Will be blank until TINS assigns the new mail code when this screen processes.
- INPUT SOURCE: Defaults to the user’s agency number and is a protected field.
- 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.
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.
- 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.
- 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.
- 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.
- 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.
- ZONE CODE: TINS auto-fills the zone code for a domestic address.
- SIC CODE: See SIC Codes for the appropriate SIC code to be entered. If blank, defaults to 9999.
- SECURITY TYPE: See Mail Code Security Levels for the appropriate level. Agencies can enter Level 1 or leave blank for Level 0.
- TELEPHONE NUMBER: (Optional): Enter the payee’s area code and phone number when available.
- 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.
- STATUS: Defaults to A for Active.
- 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.
- 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 TINindicator or submit a Payee Change Request form (74-157) to inactivate the mail code. - HOLD BYPASS: Protected field. 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.
- 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.
- 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
STATEfield)
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 PF12=PYMENU - Review and verify the address information as described in this table and shown in the screen examples for PMCTUP Dialogue Box for Single Address Match and PMCTUP Dialogue Box for Multiple Address Matches:
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.
- If the TINS address validation software fails to validate the address, an error message is displayed. If the and the agency confirms it is a deliverable address, the agency may override the validation process.
- The
OVERRIDEfield is displayed above theADDRESS INDfield. Enter Y=Yes. - TINS sets the
ADDRESS INDvalue to M=manual when the transaction is processed. - During each nightly cycle, all mail codes with the
ADDRESS INDof 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
OVERRIDEfield may result in return mail.
- The
- 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 ADDEDASSIGNED 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. Also note:
- 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 CODEfield at the top of the screen will display the TIN-assigned mail code number after it has successfully processed.RECORD ADDED: Indicates the successful processing of the master and mail code setup.