ACR 44302 – TINS System Change
Agency testing begins Feb. 3 – ACR migrates March 3
Introduction
ACR 44302 migrates on March 3, 2014, to create a mid-day validation process for the Texas Identification Number System (TINS). Agencies can test the new mid-day process in Agency Setup beginning Feb. 3, 2014.
Issue
As a result of the Payee Number Conversion project, TINS needs to provide agencies with payee status and the Comptroller-assigned 7 TINs before they issue payments. The 7 TINs are replacing 2 TINs based on Social Security numbers (SSNs) or Individual Taxpayer Identification Numbers (ITINs).
Solution
This ACR creates a mid-day process to allow agencies to submit input files with TINs and mail codes to validate against the system. Agencies will receive back an output file with information on the TIN and mail code, as well as the Comptroller-assigned 7 TINs.
Beginning Feb. 3, agencies may begin testing this mid-day process in Agency Setup. The ACR migrates March 3 with the payee number conversion.
New Mid-Day Validation Process
When an agency is preparing to make payments to its payees, the agency may submit an input file via Electronic File Transfer (EFT) with the payees’ 11-digit TINs and/or TINs and mail codes. The submitted 1, 2, 3 or 7 TINs and/or mail codes will be validated and matched against TINS, which will send back an output file on the submitted TIN and mail code.
The output file will include the randomly assigned 7 TINs when a 2 TIN is submitted, as well as whether:
- The submitted TIN validates against the federal validation criteria for SSNs, ITINs and EINs.
Note: This process does not include validation of mail code addresses.
- The submitted TIN and/or mail code is already set up in TINS or if a payee master and/or mail code setup is required.
- The submitted TIN and/or mail code is active or inactive (if the number already exists in TINS).
TINS Mid-Day Validation Output Results
| If the Agency Submits a… | Then… | Agency Action |
|---|---|---|
| 2 TIN and TINS finds a corresponding 7 TIN, |
TINS checks the status of the TIN and/or mail code and Returns the 7 TIN in the output file. |
If the TIN and/or mail code status is active:
The agency must use the 7 TIN according to the rules outlined in the Payee Number Matrix |
| If the TIN and/or mail code status is inactive:
The agency should call the Payment Services Help Desk at (512) 936-8138 to request reactivation of the TIN or mail code. |
||
| 2 TIN and TINS cannot find a match to a corresponding 7 TIN, |
TINS validates the nine-digit number against the federal validation criteria for SSNs or ITINs. | If the number is valid:
The agency receives a message that a payee master and mail code setup is required. The agency must follow up with a payee master and mail code setup via online or EFT. TINS will also create a 7 TIN and return it in the output file. This will be the 7 TIN reserved for that payee after the agency submits the payee master and mail code setup. |
| If the number is invalid:
The agency receives a message to that effect and must then research the correct SSN or ITIN for the payee. |
||
| 1 TIN (for an EIN) and TINS finds it, |
TINS checks the status of the TIN and/or mail code. | If the TIN and/or mail code status is active: The agency can issue a payment to the payee. |
| If the TIN and/or mail code status is inactive:
The agency should call the Payment Services Help Desk at (512) 936-8138 to request reactivation of the TIN or mail code. |
||
| 1 TIN (for an EIN) and TINS cannot find it, |
TINS validates the nine-digit number against the federal validation criteria for EINs. | If the number is valid:
The agency receives a message that a payee master and mail code setup is required. The agency must follow up with a payee master and mail code setup via online or EFT. |
| If the number is invalid:
The agency receives a message to that effect and must then research the correct EIN for the payee. |
Note: Agencies can also submit 3 or 7 TINs in the mid-day validation file to determine the TIN and/or mail code status.
To Request Test or Production Files
To begin testing this mid-day process in Agency Setup, email tins.mail@cpa.texas.gov. Agencies that receive test files will automatically be set up to receive production files.
File Validation Schedule
| If an Agency Submits an Input File… | Then the Validated Output File will be Available at… |
|---|---|
| By the noon deadline, | 12:30 p.m. the same day. |
| After the noon deadline, | 12:30 p.m. the next day. |
Note: If multiple input files are submitted on the same day, only the last file submitted will be processed.
File Layouts
TINS Mid-Day Validation File Layouts (login required)
Note: You need access to the TINS restricted technical documentation on FMX to access the file layouts. If you need to request security access, contact your agency security coordinator.