ACR 42862 – TINS System Change
Oct. 12, 2013

Introduction

ACR 42862 completed Phase 2 of the preparations for the Payee Number Conversion in the Texas Identification Number System (TINS) on Oct. 12, 2013. (Phase 3 will be the actual conversion in March 2014.)

Note: Even though changes have been made to screens, reports and extract files, the new 7 TINs will not display until the conversion takes place in March 2014.

Issue 1

Users must be able to access TINS inquiry screens by keying in the 11-digit TIN based on a Social Security Number (SSN), Individual Taxpayer Identification Number (ITIN) or employer identification number (EIN) as well as the new 11-digit 7 TIN. Several TINS screens required enhancements to display the 7 TIN in the PAYEE NUMBER field, in the header and/or on Line 1.

Solution 1

After the March 2014 conversion, TINS will allow users to perform inquiries using any TIN type. Most inquiry screens will look the same and will be ready to function with the new 7 TIN once the conversion is complete.

The Payee Master Information (PYMAST) screen now reflects updated field names, incorporating the:

• Use of Smart Labels, which are field labels that, based on the type of identification number keyed into an entry field, will be appropriately labeled when displayed on a TINS screen.
• Masking of the first five digits of an SSN or ITIN with Xs (Example: XXXXX1234).

Issue 2

For new online payee and hold setups, the user will be required to provide the payee’s or debtor’s nine-digit SSN, ITIN or EIN or 11-digit Comptroller-assigned TIN.

Solution 2

The online Payee Mail Code Setup (PMSTUP) and Payee Hold Setup (PHDSUP) screens have been modified to include a new two-step process labeled Step 1 and Step 2:

• The Step 1 screen now displays new fields to enter the nine-digit SSN, ITIN or EIN or the 11-digit Comptroller-assigned TIN. The SSN, ITIN and EIN fields contain edits to validate the structure of the nine-digit identification number (Fields do not validate number to name). An 11-digit Comptroller-assigned TIN must start with a 3 and will validate the check digit.
• If the edits are met for the selected entry field, the Step 2 screen displays to allow the user to proceed with the payee master setup or hold setup. For payee setups, the Step 2 screen will sequentially navigate to the Payee Mail Code Setup (PMCTUP) screen.

Upon successful completion of a new payee or hold setup, TINS displays a new dialog box with the ASSIGNED PAYEE NUMBER or ASSIGNED HOLD NUMBER, which will continue to display a 1, 2 or 3 TIN. The dialog box includes function keys to allow the user to navigate to other TINS screens. When the conversion takes place in March 2014, the dialog box will begin displaying the assigned 7 TIN for SSN- and ITIN-based numbers.

Issue 3

System validation messages such as error messages or prompts and history transaction messages required updates, including but not limited to the following:

• Number validation edits implemented in Phase 2 for SSNs, ITINs and EINs
• Changes to PYMAST screen disallowing some ID numbers associated to ownership types
• PMSTUP/PHDSUP screens disallowing an inappropriate number in a specified field
• Maintenance history transaction description for purged TINS
• Payee maintenance

Solution 3

TINS will display updated messages after conversion.

After conversion, the updated transaction description for a purged 7 TIN will change to Reserved Master, which will be created for TINs that purge. A Reserved Master preserves the relationship of a 7 TIN to its original SSN or ITIN for future use. If the SSN or ITIN of a purged 7 TIN needs to be set up again in the future, the original 7 TIN will again be assigned for that SSN/ITIN. After conversion, a maintenance history row will display Master Reserved.

Issue 4

The Payee Name Search (PAYNAM) screen displayed the embedded SSNs and ITINs for 2 TINs.

Solution 4

With the migration of this ACR, PYMAST and PAYNAM will mask sole owner and partner SSNs and ITINs by displaying only the last four digits of the SSN or ITIN (XXXXX1234). PAYNAM will also mask the 2-based hold numbers until the March 2014 conversion when the 7 TINs will display for all 2 TINs and hold numbers.

Screens Affected

• Payee Master Information (PYMAST)
• Payee Mail Code Information (PYADDR)
• Payee Maintenance History (PMTHIS)
• Payee Hold Information (PYHOLD)
• Payee Name Search (PAYNAM)
• Payee Master Level Setup (PMSTUP)
• Payee Hold Setup (PHDSUP)
• Payee Mail Code Setup (PMCTUP)
• TINS Bankruptcy File Screen (BKRUPD)
• Vendor Payment Information (PAYVEN)
• Payee Payment Information (PYWRNT)
• Payee Voucher History (PVOUIN)
• Payee Warrants on Hold (PYWTHD)
• Payee Held Warrants Released (PYWTHR)
• TINS Inquiry Menu (INQMEN)

Reports Affected

Four unprocessed error reports have been updated to include a new field so these reports will be able to show both the 2 TIN and the 7 TIN after conversion if applicable:

• TINS84104A – Non-Processed/Warning Payee Maintenance Transactions
• TINS84104W – Payee Maintenance Transactions with Warnings Only
• TINS84105A – Non-Processed Direct Deposit Transaction Register
• TINS84106A – Non-Processed Payee Hold Transactions

If you have questions, please email tins.mail@cpa.texas.gov or call the Payment Services Help Desk at (512) 936-8138.