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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Master and Mail Code Setups and Changes
Payee Mail Code Setup (PMCTUP) – Existing Payee

The Payee Mail Code Setup (PMCTUP) screen is used to set up a new mail code for a payee who is already set up in TINS.

Note: 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 the TIN already on file. Please see the Data Entry Matrix.

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 
  

Note: Some fields are auto-filled and protected from data entry.

Steps (PMCTUP):

  1. 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 NUMBER field

    Go 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

  2. PAYEE NUMBER: Enter the 11-digit TIN.

    Note: The ‘7’ TIN is required for a payee who was set up with an SSN or ITIN. See Payee Number Matrix.

  3. MAIL CODE: Will be blank until TINS assigns the new mail code when this screen processes.
  4. INPUT SOURCE: Defaults to the user’s agency number and is a protected field.
  5. 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 PAYNAM inquiry 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.

  6. LINES 1-4: Enter up to four lines of address information, up to 50 characters per line. See Confidential Data Prohibition.

    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.

  7. 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.
  8. 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.
  9. 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.
  10. ZONE CODE: TINS auto-fills the zone code for a domestic address.
  11. SIC CODE: See SIC Codes for the appropriate SIC code to be entered. If blank, defaults to 9999.
  12. SECURITY TYPE: See Mail Code Security Levels for the appropriate level. Agencies can enter Level 1 or leave blank for Level 0.
  13. TELEPHONE NUMBER: (Optional): Enter the payee’s area code and phone number when available.
  14. 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.
  15. STATUS: Defaults to A for Active.
  16. 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.
  17. 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) (login required) PDF to inactivate the mail code.

  18. 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) (login required) PDF to Payment Services.

  19. 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.

  20. 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)
  21. 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…

    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.

    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
  22. A dialogue box displays at the bottom of the screen.

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                        
   PMSTUP END                  PYADDR PMTHIS PMCTUP PDDSUP                      
   RECORD ADDED                                                                 
  

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

RECORD ADDED: Indicates the successful processing of the mail code setup.

ENTER PF-3, PF-6, PF-7, PF-8, PF-9: Displays shortcuts to navigate to other TINS screens. 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 CODE field at the top of the screen will display the TIN-assigned mail code number after it has successfully processed.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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