TINS Warrant Hold Web-Based Training
Lesson 3: Setting Up a Hold Record
Hold Setup: PHDSUP – Step 1 and Step 2 Screens
Once an agency becomes a hold source agency, it can set up hold records via electronic file transfer (EFT) or online using the Payee Hold Setup (PHDSUP) Step 1 and Step 2 screens. As a reminder, a debtor does not have to be set up as a payee to be set up on hold.
Identification Numbers
A hold source agency uses PHDSUP to set up a hold record using one of the following identification numbers for the debtor:
- Social Security number (SSN). Required for an individual.
- Individual Taxpayer Identification Number (ITIN). Assigned by the Internal Revenue Service (IRS) to individuals without an SSN.
- Employer identification number (EIN). Required for a business entity.
- Comptroller-assigned number prefixed with a 3.
Comptroller-Assigned Numbers
Foreign entities and individuals who do not qualify for an SSN or ITIN may be issued an 11-digit Comptroller-assigned number prefixed with a 3. These numbers may be used to set up hold records and payee records.
The Comptroller’s office also assigns an 11-digit number prefixed with a 3 to Texas taxpayers. This number is referred to as a Comptroller taxpayer number, and it begins with 30, 32, 38, 39. Comptroller taxpayer numbers are restricted for Comptroller use only. Do not set up hold records using a Comptroller taxpayer number, or they will be deleted by Payment Services.
Accessing PHDSUP
There are two methods of accessing PHDSUP.
Method 1. From the TINS – Update Menu (PYMENU) screen:
- Enter PYMENU on Line 1 on any TINS screen and select Enter.
- Enter K (PHDSUP) in the
ENTER OPTIONfield. - Select Enter to display the Step 1 screen.
Example: PYMENU
PYMENU MM/DD/YY
TINS – UPDATE MENU
A – (PMSTUP) – PAYEE MASTER SETUP
B – (PCHGMS) – PAYEE MASTER CHANGE
C – (PMCTUP) – MAIL CODE SETUP
D – (PCHGMC) – MAIL CODE CHANGE
E – (PDDSUP) – DIRECT DEPOSIT SETUP
F – (PDDCHG) – DIRECT DEPOSIT CHANGE
G – (PDDCAN) – DIRECT DEPOSIT CANCEL
K – (PHDSUP) – PAYEE HOLD SETUP
L – (PHDCHG) – PAYEE HOLD CHANGE
M – (PHDREL) – PAYEE HOLD RELEASE
N – (BKRUPD) – TINS BANKRUPTCY FILE
ENTER OPTION: _
PF3-QUIT PF4-INQMEN
Method 2. Enter PHDSUP on Line 1 on any TINS screen and select Enter to display the Step 1 screen.
Example: PHDSUP – Step 1 Screen
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
PHDSUP – Step 1 Screen
Step 1. Enter the debtor’s identification number in the appropriate field (required):
SSNEINITINOTHER
The identification number is validated against the rules set by the Social Security Administration for SSNs and by the IRS for EINs and ITINs. See SSN/ITIN/EIN Validation Rules 
on TexPayment Resource.
Step 2. Select Enter.
- If the number entered does not pass the validation rules, TINS displays the error message NUMBER ENTERED IS NOT VALID at the bottom left of the screen.
- Correct the number and select Enter again. The Step 2 screen is not accessible until the number entered passes validation.
PHDSUP – Step 2 screen
If the number entered on the Step 1 screen passes validation, it is carried over to the Step 2 screen and is prefixed with a Smart Label based on the number entered as follows:
- SSN: Nine-digit number.
- EIN: Nine-digit number.
- ITIN: Nine-digit number.
- Payee hold number: 11-digit Comptroller-assigned number prefixed with a 3.
Example: PHDSUP – Step 2 Screen
PHDSUP MM/DD/YY
PAYEE HOLD SETUP – STEP 2
SSN: XXXXXXXXX
HOLD SOURCE: XXX
HOLD REASON: ___
HOLD EFFECTIVE DATE: __________
LIABILITY AMOUNT: ______________
PAYEE HOLD NAME: ______________________________________________________________
ADDESS: _______________________________________________________________
_______________________________________________________________
CITY: _____________________________ STATE: __ ZIP: _____ - ____
PHONE: ( ___ ) ___ - ____
PF3-QUIT PF12=PYMENU
ENTER HOLD REASON – PRESS ENTER
Step 3. Verify the smart label and the number displayed. It is a protected field and cannot be changed. If the wrong smart label and/or number is displayed:
- Cancel the entry by selecting:
- The PF3 key (QUIT)
– and/or – - The CLEAR key on your keyboard.
- The PF3 key (QUIT)
- Enter PHDSUP on Line 1 and select Enter to display the Step 1 screen.
- Repeat Steps 1-3.
Step 4. Enter the following fields:
HOLD SOURCE (Protected): Defaults to the user’s primary agency and is a protected field.
HOLD REASON (Required): Enter the three-digit hold reason code assigned to the hold source agency for the debtor’s type of debt.
HOLD EFFECTIVE DATE (Required): Enter the date using one of these formats:
- MM/DD/YYYY
- MMDDYYYY
LIABILITY AMOUNT (Required): The amount must be greater than zero. Enter the debtor’s liability amount without a dollar sign or comma as in the following examples:
| Amount | Acceptable Entry |
|---|---|
| $18.56 | 18.56 with the decimal |
| $1,856.00 | 1856.00 with the decimal and two zeros 1856. with only the decimal 1856 with no decimal and no zeros |
PAYEE HOLD NAME (Required): Enter the name of the debtor, up to 50 characters. Do not enter periods (.), commas (,) or the percent (%) sign.
ADDRESS (Optional): Enter one or two lines for the debtor’s mailing address, up to 50 characters per line. If you choose to enter the debtor’s address, the CITY, STATE and ZIP fields are required.
CITY: Enter the city for the debtor’s address. For a foreign address, enter the country name.STATE: Enter the state abbreviation for the debtor’s address. For a foreign address, enter two dashes (- -).ZIP: Enter the ZIP+4 for the debtor’s address. For a foreign address, enter all zeros.
PHONE (Optional): Enter the debtor’s area code and phone number.
Step 5. Verify your entries and make corrections as needed, then select Enter.
- If an invalid entry such as the wrong date format or amount format is made, TINS displays an error message at the bottom of the screen.
- Correct the error(s) and select Enter again until the message ADD RECORD? (Y/N) displays at the bottom right of the screen.
- Enter Y if the information you entered is correct and select Enter.
- If the hold record is not already on file, a dialogue box displays at the bottom of the screen with:
- HOLD NUMBER: XXXXXXXXXXX.
- PF keys to navigate to other TINS screens.
- The message RECORD ADDED.
- If the hold record is already on file, TINS displays the error message HOLD ALREADY EXISTS FOR THIS TIN, SOURCE AND REASON.
- If the hold record is not already on file, a dialogue box displays at the bottom of the screen with:
- Enter N if the information you entered is not correct and select Enter. All information entered will be deleted and will need to be rekeyed. Repeat Steps 1-5.
- Enter Y if the information you entered is correct and select Enter.
Example: PHDSUP – Hold Record Pending
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: _______150.75
PAYEE HOLD NAME: NAME OF DEBTOR_____________________________
ADDRESS: 123 RIVERSIDE DR_______________________________
____________________________________________________
CITY: CITYVILLE_______________________ STATE: XX ZIP: 12345 - ____
PHONE: ( 123 ) 123 - 1234
ADD RECORD? (Y/N): __
Example: PHDSUP – Hold Record 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: _________150.75
PAYEE HOLD NAME: NAME OF DEBTOR_____________________________
ADDRESS: 123 RIVERSIDE DR_______________________________
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
The Payee Maintenance History (PMTHIS) screen, covered in Lesson 7, displays the transaction history of the hold setup.