TINS Warrant Hold Web-Based Training

Lesson 3: Setting up a Hold Record

Hold Setup: PHDSUP – Step 1 and Step 2 Screens

Overview

Once an agency becomes a hold source agency, it can set up a hold in TINS. Hold records in TINS are set up online using the Payee Hold Setup (PHDSUP) screen. Keep in mind that an individual or other entity with a debt to the state — i.e., a debtor — does not have to be a payee in TINS to be placed on hold in TINS.

Identification numbers

A hold agency goes to the PHDSUP screen to begin setting up a hold record. The agency needs to enter one of the following identification numbers on PHDSUP for the individual or other entity to be placed on hold:

Social Security number (SSN)
Individual Taxpayer Identification Number (ITIN)
Employer identification number (EIN)
Comptroller-assigned number (Prefixed with a 3, the Comptroller’s office assigns these numbers to individuals who do not qualify for an SSN or ITIN. It is important to note that agencies must not set up holds on Comptroller taxpayer numbers that begin with 32 or 39.)

The setup process on PHDSUP requires input on two screens — the Step 1 and Step 2 screens.

Step 1 screen

The setup process on PHDSUP requires input on two screens. The first ― the Step 1 screen ― is where the identification number for the individual or entity is entered.

The Step 1 screen validates this identification number in TINS. The validation is not verifying that the correct name is assigned to the number entered, but rather that the number adheres to the source federal agency’s numbering scheme. See the links below for federal agency numbering guidelines:

Determining Social Security numbers (SSA)
How EINs are Assigned and Valid EIN Prefixes (IRS)
General ITIN Information (IRS)

The debtor’s nine-digit or 11-digit number is entered in the PHDSUP field that corresponds to the type of number entered.

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)

   XXXXXXXXX  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

Step 2 screen

The Step 2 screen is for entering the hold details:

Hold reason code
Hold effective date (date the indebtedness became effective at the hold agency)
Liability amount
Payee’s name and address information

Press ENTER when done to save the entered information.

Example: PHDSUP – Step 2 Screen

PHDSUP                                                             MM/DD/YY
                              PAYEE HOLD SETUP   -   STEP 2

                     SSN:  XXXXXXXXX     
                              
                   HOLD SOURCE:    100   
                                         
                   HOLD REASON:    300     
                                          
           HOLD EFFECTIVE DATE:    MM/DD/YYYY    
                                          
              LIABILITY AMOUNT:       10.00     
                                         
               PAYEE HOLD NAME:   PAULA PAYEE_______________  
                                              
      ADDRESS:   123 MAIN ST                        
                 ___________________________________
         CITY:   CITY_________      STATE: ST         ZIP:  12345 - ____
        PHONE:   (555) 555 - 5555
            
PF-3 = QUIT               
ENTER HOLD REASON – PRESS ENTER

SSN: Example of a Smart Label.
HOLD SOURCE: Three-digit agency number of agency setting up a hold — defaults to hold source agency number for which user has security access.
HOLD REASON: Three-digit hold reason code assigned to your agency on the Application to Report Indebtedness form (74-188).
HOLD EFFECTIVE DATE: Enter date indebtedness became effective at the agency.
LIABILITY AMOUNT: Enter total amount of the debt plus any interest when appropriate. Dollar signs ($) are not entered. Dollar-only amounts (no cents) may be entered with or without the decimal. Ex: For $100, enter 100 or 100.00. For amounts with cents, the decimal is required. Ex: For $125.15, enter 125.15.
PAYEE HOLD NAME: Enter name of person (first, middle, last) or business to be placed on hold — up to 50 characters.
ADDRESS: (OPTIONAL) Enter current address of person or business if available — up to 50 characters for first two address lines and 28 characters for CITY field.
PHONE: (OPTIONAL) Enter current area code and phone number of person or business if available.

Example: PHDSUP – Setup Complete Screen

PHDSUP                                                               MM/DD/YY
                          PAYEE HOLD SETUP   -   STEP 2
            
          SSN: XXXXXXXXX  
                        
         HOLD SOURCE: 100   
                             
         HOLD REASON: 300   
                           
  HOLD EFFECTIVE DATE: MM/DD/YYYY   
                    
   LIABILITY AMOUNT:   10.00 _______   
                                    
   PAYEE HOLD NAME:  PAULA PAYEE __________________________   
                                                    
      ADDRESS:  123 MAIN ST _________________________________
              
                                                
                             HOLD NUMBER: 7XXXXXXXXX6
                                                                        
   ENTER     PF-3   PF-6      PF-7     PF-8     PF-9      PF-10
   PHDSUP    END    PYHOLD   PMTHIS   BKRUPD   PHDCHG    RSNINQ   
   RECORD ADDED

HOLD NUMBER: Assigned number for the hold record.
RECORD ADDED: Message displayed upon successful completion of hold record setup.
PF KEYS: Function keys used to navigate to other TINS screens for this entity.

Next: Reviewing the Hold Record – PYHOLD Screen