Reporting Debtor Records
Payee Hold Setup (PHDSUP)
The PHDSUP screen is used to set up a debtor on hold due to an outstanding liability with a state agency. PHDSUP includes Step 1 and Step 2 screens. The Hold Transaction form (74-154) can provide the information required for entry on these screens. A debtor does not need to be set up as a payee in TINS in order to be set up on hold.
PHDSUP 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 does not match the number against the name.
A hold record may not be set up:
- On the 7 TIN; however, once the hold setup has processed, TINS displays the system-assigned 7 TIN
- By an external agency using a Comptroller taxpayer number, which is restricted for Comptroller-use only. External agencies’ hold records set up on a Comptroller taxpayer number will be deleted by Payment Services. See ‘System-generated Random Number’ under Comptroller-assigned Payee Numbers.
Access
Access PHDSUP through the TINS Update Menu (PYMENU) screen or Line 1 Entry.
Screen Example (PHDSUP – Step 1)
PHDSUP MM/DD/YY
PAYEE HOLD 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 (PHDSUP – Step 1):
-
Enter Option K from the PYMENU screen and press Enter
–OR–
Enter PHDSUP on Line 1 and press Enter.
If Line 1 is Entered… Then… Without an 11-digit TIN PHDSUP – Step 1 screen displays with blank entry fields
Go to Step 2With an 11-digit TIN that is SSN-, EIN- or ITIN-based
(PHDSUP.XXXXXXXXXXX)PHDSUP – Step 1 displays with the base nine-digit SSN, EIN or ITIN auto-filled in the appropriate field
Press Enter for the PHDSUP – Step 2 screenWith an 11-digit TIN that is a Comptroller-assigned number prefixed with 3
(PHDSUP.3XXXXXXXXXX)PHDSUP – Step 1 displays with the 11-digit 3-prefix TIN in the OTHERfield
Press Enter for the PHDSUP – Step 2 screenWith 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. Please see the Data Entry Matrix.
- 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 PHDSUP – 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’
Screen Example (PHDSUP – Step 2)
PHDSUP MM/DD/YY
PAYEE HOLD SETUP - STEP 2
SSN: XXXXXXXXX
HOLD SOURCE: XXX
HOLD REASON: ___
HOLD EFFECTIVE DATE: __________
LIABILITY AMOUNT: ______________
PAYEE HOLD NAME: __________________________________________________
ADDRESS: __________________________________________________
__________________________________________________
CITY: ____________________________ STATE: __ ZIP: _____ - ____
PHONE: ( ___ ) ___ - ____
PF3-QUIT PF12=PYMENU
ENTER HOLD REASON - PRESS ENTER
Note: Some fields are auto-filled and protected from data entry.
SSN, EIN, ITIN or PAYEE HOLD NUMBER: The appropriate Smart Label will be displayed to identify the number entered:
| If the field entered on PHDSUP – Step 1 is… | Then the Smart Label displayed on PHDSUP – 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 HOLD NUMBER with the 11-digit Comptroller-assigned TIN displayed |
HOLD SOURCE: Defaults to the user’s agency number and is a protected field.
Steps (PHDSUP – Step 2):
- HOLD REASON (Required): Enter the three-digit code identifying the reason for the debtor’s hold.
Note: The
HOLD SOURCEandHOLD REASONmust match an existing combination on the RSNINQ screen. - HOLD EFFECTIVE DATE (Required): Enter the effective date in MM/DD/YYYY format.
- LIABILITY AMOUNT (Required): Enter the amount of the debtor’s liability without a dollar sign or commas as shown in the following examples.
Amount Acceptable Entries $18.56 18.56 (with the decimal) $1,856.00 1856.00 (with the decimal and two zeros)
1856. (with the decimal but without zeros)
1856 (without the decimal or zeros) - PAYEE HOLD NAME (Required): Enter the legal name of the debtor, up to 50 characters. Periods, commas and % are not allowed in the name field.
Note: The field is used for name searches on the PAYNAM inquiry screen.
- ADDRESS (Optional): Enter one or two lines for the debtor’s mailing address, up to 50 characters on each line. See Confidential Information and Confidential Data Prohibited in TINS.
Note: If you enter the optional debtor’s address, all address fields are required.
- CITY (Optional): Enter the city for the debtor’s address or the country name for foreign addresses, up to 28 characters.
- STATE (Optional): Enter state abbreviation for domestic addresses or two dashes (- -) for foreign addresses.
- ZIP (Optional): Enter the ZIP+4 for the debtor’s address or all zeros for foreign addresses.
- PHONE (Optional): Enter the debtor’s area code and phone number.
- Press Enter to process the information.
- 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
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.
PHDSUP MM/DD/YY PAYEE HOLD SETUP - STEP 2 SSN: XXXXXXXXX HOLD SOURCE: XXX HOLD REASON: XXX HOLD EFFECTIVE DATE: MM/DD/YYYY LIABILITY AMOUNT: _________5.00 PAYEE HOLD NAME: STATE DEBTOR NAME_______________________ ADDRESS: 100 RIVERSIDE DR_____________________________________ __________________________________________________ CITY: USA CITY______________________ STATE: TX ZIP: 12345 - ____ PHONE: ( 123 ) 555 - 1234 ADD RECORD? (Y/N): Y PF12=PYMENU - A dialogue box displays at the bottom of the screen.
Screen Example (PHDSUP Processed)
PHDSUP MM/DD/YY
PAYEE HOLD SETUP - STEP 2
SSN: XXXXXXXXX
HOLD SOURCE: XXX
HOLD REASON: XXX
HOLD EFFECTIVE DATE: MM/DD/YYYY
LIABILITY AMOUNT: __________5.00
PAYEE HOLD NAME: NAME___________________________________________
ADDRESS: __________________________________________________
ASSIGNED HOLD NUMBER: 7XXXXXXXXX4
ENTER PF-3 PF-6 PF-7 PF-8 PF-9 PF-10 PF-12
PHDSUP END PYHOLD PMTHIS BKRUPD PHDCHG RSNINQ PYMENU
RECORD ADDED
ASSIGNED HOLD NUMBER: Displays the 11-digit TIN.
DIRECTION MESSAGE KEYS: Displays direction message keys to navigate to other TINS screens. See Direction Message Keys for descriptions.
RECORD ADDED: Indicates the successful processing of the payee hold setup.