Master and Mail Code Setups and Changes
Payee Master Level Setup (PMSTUP)
The PMSTUP process includes Step 1 and Step 2 screens that allow the user to set up a payee master record in TINS. PMSTUP automatically navigates to the Payee Mail Code Setup (PMCTUP) screen, which is a required step to successfully set up a payee record. The Application for Texas Identification Number form (AP-152) can provide the information required for entry on these screens.
Based on the Payee Number Matrix, a 7 TIN may not be used to set up an initial payee master record.
PMSTUP includes fields for the nine-digit SSN, ITIN and EIN. TINS will validate the nine-digit SSN, ITIN and EIN based on criteria established by the Social Security Administration (SSA) and the Internal Revenue Service (IRS). This validation applies to SSNs, ITINs and EINs entered for the payee number, the sole owner’s number and the individual partners’ numbers but does not include a match to a name. See SSN/ITIN/EIN Validation Rules.
The OTHER field is used for the 11-digit Comptroller-assigned payee numbers issued to payees who do not qualify for an SSN, ITIN or EIN. When applicable, see Foreign Payees for additional instructions.
To prevent multiple setups for the same person or entity, research should be performed using the Payee Name Search (PAYNAM) screen to determine if the payee already exists in TINS or is set up under a different TIN.
Access
Access PMSTUP through the TINS Update Menu (PYMENU) screen or Line 1 Entry.
Screen Example (PMSTUP – Step 1)
PMSTUP MM/DD/YY
PAYEE MASTER LEVEL SETUP - STEP 1
ENTER THE NUMBER PROVIDED BY PAYEE IN THE APPROPRIATE FIELD (ENTER ONLY ONE)
_________ SSN - SOCIAL SECURITY NUMBER (9 DIGITS)
_________ EIN - EMPLOYER IDENTIFICATION NUMBER (9 DIGITS)
_________ ITIN - INDIVIDUAL TAXPAYER IDENTIFICATION NUMBER (9 DIGITS)
___________ OTHER - COMPTROLLER-ASSIGNED (11 DIGITS)
PRESS ENTER WHEN READY
PF3=QUIT PF12=PYMENU
Steps (PMSTUP – Step 1):
-
Enter Option A from the PYMENU screen and press Enter
– or –
Enter PMSTUP on Line 1 and press Enter:
If Line 1 is Entered… Then… Without an 11-digit TIN PMSTUP – Step 1 displays with blank entry fields
Go to Step 2
With an 11-digit TIN that is SSN-, EIN- or ITIN-based
(PMSTUP.XXXXXXXXXXX)
Note: The prefix for EINs is 1, and SSNs and ITINs are prefixed by 2.
PMSTUP – Step 1 displays with the base nine-digit SSN, EIN or ITIN auto-filled in the appropriate field
Press Enter for the PMSTUP – Step 2 screen
With an 11-digit TIN that is a Comptroller-assigned number prefixed with 3
(PMSTUP.3XXXXXXXXXX)
PMSTUP – Step 1 displays with the 11-digit 3-prefix TIN in the OTHERfieldPress Enter for the PMSTUP – Step 2 screen
With a 10-digit TIN that is SSN-, EIN- or ITIN-based 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 11-digit 7 TIN TINS displays the message TIN Must Not Begin With ‘7’
Research and enter the correct TIN
- Enter one of the following fields, and press Enter:
SSN– Social Security NumberEIN– employer identification numberITIN– Individual Taxpayer Identification NumberOTHER– Comptroller-Assigned
If the… Then TINS displays the… Nine-digit SSN, EIN or ITIN meets the validation criteria Payee Master Level Setup — Step 2 screen Nine-digit SSN, EIN or ITIN does not meet the validation criteria Number Entered Is Not Valid 11-digit number entered in the OTHERfield does not begin with 3TIN Must Begin with ‘3’ - Use the Direction Message Keys to navigate through the screen information.
Screen Example (PMSTUP – Step 2)
PMSTUP MM/DD/YY
PAYEE MASTER LEVEL SETUP - STEP 2
SSN: XXXXXXXXX
INPUT SOURCE: XXX OWNERSHIP TYPE: _ TAXPAYER NUMBER: ___________
SOLE OWNER’S NAME: __________________________________________________
SSN: _________ ITIN: _________ (ENTER ONLY ONE)
PARTNER 1 NAME: __________________________________________________
SSN: _________ EIN: _________ ITIN: _________ (ENTER ONLY ONE)
PARTNER 2 NAME: __________________________________________________
SSN: _________ EIN: _________ ITIN: _________ (ENTER ONLY ONE)
TEXAS CHARTER NUMBER: __________ IAT IND: _ TIN STATUS: A
PF3=QUIT PF12=PYMENU
Note: Some fields are auto-filled and protected from data entry
SSN, EIN, ITIN or PAYEE NUMBER: The appropriate Smart Label will be displayed to identify the number entered:
| If the field entered on PMSTUP – Step 1 is… | Then the Smart Label displayed on PMSTUP – Step 2 is… |
|---|---|
| SSN | SSN with the nine-digit SSN displayed |
| EIN | EIN with the nine-digit EIN displayed |
| ITIN | ITIN with the nine-digit ITIN displayed |
| OTHER | PAYEE NUMBER with the 11-digit Comptroller-assigned TIN displayed |
INPUT SOURCE: Defaults to the user’s agency number and is a protected field.
TAXPAYER NUMBER: If the payee number exists on the Comptroller’s tax system, TINS auto-fills this field during its nightly process.
The use of the Taxpayer Number is restricted to the Comptroller’s office. See ‘System-generated Random Number’ under Comptroller-assigned Payee Numbers.
TIN STATUS: Defaults to A for Active.
Steps (PMSTUP – Step 2):
- OWNERSHIP TYPE: Enter the letter corresponding to the appropriate Ownership Type.
- Enter the required fields for the Ownership Type:
If the Ownership Type is… Then the following field(s) are required… S – Sole Owner SOLE OWNER’S NAME* (up to 50 characters)SSNorITIN(enter only one)
- For an SSN-based TIN:
- The 9-digit SSN entered in the
SSNfields in Step 1 and Step 2 must match. If different, an error message is displayed. - If an SSN is entered on Step 1 and the
ITINfield is entered in Step 2, an error message is displayed.
- The 9-digit SSN entered in the
- For an ITIN-based TIN:
- The 9-digit ITIN entered in the
ITINfields in Step 1 and Step 2 must match. If different, an error message is displayed. - If an ITIN is entered on Step 1 and the
SSNfield is entered in Step 2, an error message is displayed.
- The 9-digit ITIN entered in the
- For an EIN-based sole owner TIN:
- If the
EINfield is entered in Step 1, theSSNorITINfield in Step 2 must not include the EIN entered in Step 1; otherwise, an error message is displayed.
- If the
P – Partnership PARTNER 1 NAME*SSN,EINorITIN(enter only one)
– and –PARTNER 2 NAME*SSN,EINorITIN(enter only one)
- The
SSN,ITINandEINfields for Partner 1 and Partner 2 must not include the 9-digit EIN of the partnership’s TIN; otherwise, an error message is displayed.
- T – Texas Corporation
- A – Professional Association
- C – Professional Corporation
- L – Texas Limited Partnership
TEXAS CHARTER NUMBER- Must be numeric.
- Must be 10 digits. If the number is less than 10 digits, enter preceding zeros.
- Cannot be all zeros.
- Cannot be 1234567890.
- Cannot be 0123456789.
- Cannot be repeating 10 digits 1111111111 – 9999999999.
*Note: Periods, commas and % are not allowed in the name fields.
- IAT IND: Enter the International ACH Transaction (IAT) indicator from the Direct Deposit Authorization/ACH Direct Deposit Payment Confirmation forms. The Office of Foreign Assets Control (OFAC) requires that all payments transmitted outside the U.S. be identified and monitored. The indicator ensures due diligence by the paying agencies with OFAC compliance.
The indicator will be Y (Yes) if the payee indicates 100 percent of state direct deposit payments are destined to be transferred outside the U.S.; otherwise the field will be blank.
- Press Enter.
- If error messages display, make the necessary corrections.
- Add Record? (Y/N) will display. Review the information to verify it is correct. Enter Y or N and press Enter:
- Y (Yes) if the information is correct
- N (No) if the information is not correct to delete the record and start over
Screen Example (PMSTUP – Step 2)
PMSTUP MM/DD/YY PAYEE MASTER LEVEL SETUP - STEP 2 SSN: XXXXXXXXX INPUT SOURCE: XXX OWNERSHIP TYPE: P TAXPAYER NUMBER: ___________ SOLE OWNER’S NAME: __________________________________________________ SSN: _________ ITIN: _________ (ENTER ONLY ONE) PARTNER 1 NAME: PARTNER 1_________________________________________ SSN: 123456789 EIN: _________ ITIN: _________ (ENTER ONLY ONE) PARTNER 2 NAME: PARTNER 2_________________________________________ SSN: 122333444 EIN: _________ ITIN: _________ (ENTER ONLY ONE) TEXAS CHARTER NUMBER: __________ IAT IND: _ TIN STATUS: A ADD RECORD? (Y/N): Y PF3=QUIT PF12=PYMENU - The Payee Mail Code Setup (PMCTUP) screen will display. You must set up a mail code to process the payee master setup.
- Use the Direction Message Keys to navigate through the screen information.