Payee Inquiry Screens
Payee Mail Code Information (PYADDR)
The PYADDR screen displays all the addresses that are set up for a TIN. PYADDR is commonly referred to as the Payee Address screen. If the required address is not on PYADDR, the user must set up a new mail code either online in TINS or via Batch Processing.
PYADDR automatically calculates the check digit for a TIN.
Access
Access PYADDR through the TINS Inquiry Menu (INQMEN) screen or Line 1 Entry.
Steps:
- Follow the instructions for the INQMEN Menu
–OR–
Enter PYADDR.(10- or 11-digit TIN) in Line 1 along with the options needed to narrow the search. Press Enter.
If the TIN is… Then enter… Notes EIN-based - 1 + nine-digit EIN
– or –
- 1 + nine-digit EIN + check digit
TINS calculates the check digit when a 10-digit TIN is entered. Comptroller-assigned 11-digit TIN that begins with 3 A 7 TIN for payees who provide an SSN or ITIN - 11-digit TIN that begins with 7
– or –
- 2 + nine-digit SSN or ITIN
– or –
- 2 + nine-digit SSN or ITIN + check digit
When entering a 2-based TIN that is on file, the inquiry results display the assigned 11-digit 7 TIN.If the inquiry is for… Then enter… All mail codes associated with a TIN, PYADDR.(10- or 11-digit TIN) and press Enter A specific mail code, PYADDR.(10- or 11-digit TIN).(three-digit mail code) and press Enter All the mail codes for the TIN within a specified five-digit ZIP code, PYADDR.(10- or 11-digit TIN).(5-digit ZIP code) and press Enter - 1 + nine-digit EIN
- Use the Direction Message Keys to navigate through the screen information.
Screen Example
PYADDR.1XXXXXXXXX6 MM/DD/YY
PAYEE NUMBER: 1XXXXXXXXX6 TAXPAYER NUMBER: 1XXXXXXXXX6
OWNERSHIP TYPE: SOLE OWNER IAT IND:
ACTIVE MC CNT: 1 1099 MC LOOKUP: PF12 NEXT AVAILABLE MC: 001
MAIL CODE: 000 SIC CODE: 9999 SECURITY TYPE: 1 SECURING SOURCE: XXX
STATUS: A ON HOLD TELEPHONE:
UNMASK TIN: HOLD BYPASS:
NAME: SOLE OWNER NAME ADDRESS IND:
ADDRESS: BUSINESS NAME
C/O BILLING DEPARTMENT
DELIVERY ADDRESS
CITY: STATE: TX ZIPCODE: 12345 - 0000 ZONE CODE: 000
END OF DISPLAY - PF1=HELP, PF3=QUIT, PF4=INQMEN
1099 MC Lookup
Steps:
- Press F12 from the PYADDR screen to display the 1099 mail code lookup screen.
- AGENCY: Enter the three-digit agency number.
- TAX YEAR: Enter the desired tax year from the five prior tax years plus current. The field defaults to the most recent tax-reporting year.
Note: The 1099 MC Lookup became functional in 2011. Prior years are not available.
- Press Enter to display the results.
Note: If an agency has not issued 1099-eligible payments to the payee for the designated tax year, the lookup screen displays the message No Results Found for Agency and Tax Year.
- Press PF3 to back out of the 1099 MC Lookup screen and return to PYADDR.
Note: The 1099 MC Lookup screen is a real-time lookup at the time of inquiry based on the most recent mail code paid through USAS by the agency for a 1099-reportable payment. If an agency issues 1099-reportable payments to a payee using different mail codes throughout a single fiscal year, the most recent mail code paid will display on the 1099 MC Lookup screen.
Screen Example
PYADDR.1XXXXXXXXX6 MM/DD/YY
PAYEE NUMBER: 1XXXXXXXXX6 TAXPAYER NUMBER: 1XXXXXXXXX6
OWNERSHIP TYPE: SOLE OWNER IAT IND:
ACTIVE MC CNT: 1 1099 MC LOOKUP: PF12 NEXT AVAILABLE MC: 001
ENTER AGY AND TAX YR TO SEARCH FOR PAYEE’S 1099 MAIL CODE FOR AGENCY
AGENCY: XXX
TAX YEAR: 2012 (CURRENT + 5 PRIOR RETAINED)
PAYEE 1099 MAIL CODE: 000
PF3=QUIT, PRESS <ENTER> TO PROCESS
Screen Field Descriptions
PAYEE NUMBER
Displays the 11-digit TIN.
TAXPAYER NUMBER
Displays the 11-digit taxpayer number assigned by the Comptroller for state tax reporting. This field is blank if the payee does not have a taxpayer number.
The use of the Taxpayer Number is restricted to the Comptroller’s office. See ‘System-generated Random Number’ under Comptroller-assigned Payee Numbers.
OWNERSHIP TYPE
Displays the Ownership Type.
IAT IND
Displays the International ACH Transaction (IAT) indicator. 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 with OFAC compliance.
The indicator will be Y (Yes) if the payee indicates state direct deposit payments are destined to be transferred outside the U.S.; otherwise the field will be blank.
TIN STATUS
Displays the status of the TIN for the payee master record.
- Active: The payee master record on the Payee Master Information (PYMAST) screen is active, and the TIN can be used for payment
- Inactive: The TIN cannot be used for payment
INACTIVATION DATE
Displays the date (MM/DD/YY) the TIN was inactivated if applicable. This field is suppressed if the mail code status is active.
MC CNT
Displays the total number of mail codes set up for the TIN, including both active and inactive mail codes.
1099 MC LOOKUP
Displays a mail code for the TIN based on an agency’s most recent 1099-eligible payment. The lookup is accessed by pressing the PF12 key from PYADDR.
NEXT AVAILABLE MAIL CODE
Displays the next mail code the system will assign when a new mail code is set up.
MAIL CODE
Displays the three-digit mail code for the payee address.
SIC CODE
Displays the four-digit Standard Industrial Classification (SIC) code.
SECURITY TYPE
Displays a one-digit indicator for the security level assigned to an individual mail code.
| Security Level | Description |
|---|---|
| 0 | Mail code information may be viewed and changed by any agency. |
| 1 | Mail code information may be viewed by any agency but can only be changed by the securing source agency. |
| 2 | Mail code information is deemed confidential and can only be viewed and changed by the securing source agency. |
SECURING SOURCE
Displays the three-digit agency number or three-character value of the source that secured the mail code.
| Securing Source | Description |
|---|---|
| ### | Three-digit agency number of the agency that secures the mail code |
| CSO | The payee is a state employee whose mail code is secured by an institution of higher education that reports to the Human Resource Information System (HRIS) |
| SPR | The payee is a state employee whose mail code is secured by an agency that reports to the Statewide Payroll/Personnel Reporting System (SPRS). |
| SPS | The payee is a state employee whose mail code is secured by an agency that reports to the Uniform Statewide Payroll/Personnel System (USPS). |
Note: If the mail code has the maximum security of level 2 and the viewing agency is not the securing source, the message Secured Mail Code is displayed, and the name and address information for that mail code is suppressed.
STATUS
Displays the status of the mail code.
- A (Active) – The mail code can be used for payment.
- I (Inactive) – The mail code cannot be used for payment.
INACTIVATION DATE
Displays the date the mail code was inactivated if applicable. This field is suppressed if the mail code status is active.
ON HOLD
Displays the message On Hold if the TIN is on hold for a state debt or is blank if the TIN is not on hold.
Note: When a payee is on hold, all mail codes for the TIN will display On Hold.
EMP AGCY
Displays only if the payee ownership type is State Employee. Displays the three-digit agency number where the payee is primarily employed.
TELEPHONE
Displays the payee’s area code and phone number.
UNMASK TIN
Displays Y (Yes) if the mail code is 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 masked TIN will print on the warrant stub. If the indicator has not been set, the field is not displayed, and masked TINs will print on the face of the warrant and warrant stub.
| Type of TIN | Example of Masked TIN on Warrant and Warrant Stub |
|---|---|
| EIN-based TIN | 1xxxxx12345 |
| Comptroller-assigned TIN | 3xxxxx12345 |
| Converted 7 TIN | 7xxxxx12345 |
HOLD BYPASS
Displays only if one of the following values has been set on the mail code. If neither value has been set, the field is not displayed.
- 1 Annuity Net Pay, C/S Deducts for mail codes receiving annuity payments where child support holds are to be bypassed as determined by Teacher Retirement System, Employees Retirement System, Texas Emergency Services Retirement System and Office of the Attorney General.
- 2 IRS Tax Levy, Bankruptcy for a payee mail code that is set up for an IRS tax levy or to a federal bankruptcy court. The indicator bypasses all holds and ensures payments to the IRS and bankruptcy courts are available for prompt distribution.
Note: The HOLD BYPASS indicator is not available to agencies for entry via online or batch. Agencies must submit a Payee Change Request form (74-157) for mail codes meeting the criteria.
NAME
Displays the payee’s name as it will appear on a warrant or direct deposit payment.
ADDRESS IND
Displays a one-letter indicator for address validation on each mail code. TINS uses software approved by the U.S. Postal Service to validate and standardize addresses. The software is updated monthly.
Note: If a new address has not yet been added to the software, the agency may need to contact Payment Services to override the TINS address validation process during a mail code setup or address change.
| Address Indicator | Description |
|---|---|
| S | The complete address has been validated and standardized |
| F | A foreign address that is neither validated nor standardized. |
| M | The address has been overridden by the Comptroller’s office and is neither a validated nor standardized address. |
| T | The complete address has been validated and standardized; however, the city has been truncated due to the limited length of the CITY field in TINS. |
| Blank | The address has neither been validated nor standardized. |
ADDRESS
Displays the payee’s delivery address but may be suppressed if the mail code has been secured with security level 2.
CITY/STATE/ZIP CODE
Displays the city, state and ZIP code for the mailing address.
ZONE CODE
Displays a three-digit code for the county, state, or world geographic region of the mailing address. See Zone Codes.
DIRECTION MESSAGE KEYS
Displays page direction and program function keys.