Verifying Vendor Hold Status

FPP K.012

Overview

Applicable to

State agencies and institutions of higher education

Policy

Agencies and institutions are required to verify a vendor’s hold status for payments made with local funds and payment card purchases over $500. Emergency payments are not subject to this requirement.

The Texas Identification Number System (TINS) is the system of record for accessing vendor hold information. Field staff unable to access TINS may use the Vendor Hold Search.

There is no need to verify vendor hold status for payments made through the Uniform Statewide Accounting System (USAS) with appropriated funds. The system automatically checks the hold table and identifies payments issued to individuals and entities that have outstanding state debts. The Comptroller’s office holds these payments for 30 days and applies them to the liabilities if the debt is not satisfied within that timeframe.

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Doing Business with Entities on Hold Provides Opportunities to Recoup State Debt

Because the Comptroller’s office has the authority to apply held payments to outstanding liabilities, it is actually beneficial for agencies to do business with entities that are on hold.

Agencies and institutions that are physically holding payments issued from local funds may want to consider processing those payments (if eligible for payment with appropriated funds) through USAS. Once processed, the payments would be offset and applied toward the state debts.

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Search Tools

Using TINS

• Access to the TINS mainframe system requires a Comptroller user ID and password. For access, contact your agency security coordinator (Comptroller user ID required).
• A 10- or 11-digit Texas Identification Number (TIN) is required to access hold information using the Payee Hold Information (PYHOLD) inquiry screen.
• If the TIN is unknown, the Payee Name Search (PAYNAM) screen may help in locating an existing TIN.

Vendor Hold Search on the Web

The search tool and instructions are available at Vendor Hold Search.

Note: The Web search is a name search only. You may not search on Social Security number (SSN) or employer identification number (EIN). Additional research may be necessary using TINS if the Vendor Hold Search finds multiple hold records with similar names.