TINS Online Entry Web-Based Training
Lesson 2: Online Entry Screens
Payee Mail Code Setup (PMCTUP) – Continuation From PMSTUP
After completing the entries for the payee master record on the PMSTUP Step 2 screen, TINS automatically displays the PMCTUP screen to set up the second part of the payee record — the mail code.
PMCTUP
PMCTUP.2XXXXXXXXX6 MM/DD/YY
PAYEE MAIL CODE SETUP
SSN: XXXXXXXXX__ MAIL CODE: INPUT SOURCE: XXX
NAME: __________________________________________________
LINE 1: __________________________________________________
LINE 2: __________________________________________________
LINE 3: __________________________________________________
LINE 4: __________________________________________________
CITY: ____________________ STATE: __ ZIP: _____ - 0000 ZONE CODE: ___
SIC CODE: 9999 SECURITY TYPE: 0 TELEPHONE NUMBER:( ___ ) ___ - ____
EMPLOYING AGENCY: ___ STATUS: A
MAIL CODE OVERRIDE NUMBER: ___
UNMASK TIN: _ HOLD BYPASS: _
COMMENTS: ___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
PF3=QUIT PF7=MASTER PF9=STEP 1 PF10=XTRN PF12=PYMENU
Step A: Review the following fields that are autofilled based on the information entered on the PMSTUP Step 1 screen. Verify the correct identification number was entered.
- The screen ID PMCTUP is displayed on Line 1 followed by an 11-digit number with:
- The prefix of 1 + the nine-digit EIN + the check digit. This will be the payee’s assigned Texas identification number (TIN) after the mail code setup is completed.
- The prefix of 2 + the nine-digit SSN or ITIN + the check digit. TINS will assign an 11-digit number with a 7 prefix after the mail code setup is completed.
- The 11-digit Comptroller-assigned number.
- The field label
SSN,ITIN,EINorPAYEE NUMBERfor the number entered on the PMSTUP Step 1 screen, followed by the nine- or 11-digit number. INPUT SOURCE:Three-digit agency number.
Step B: Enter the following fields using the information provided on the payee application form:
NAME:Enter up to 50 characters. Periods (.), commas (,) and percent signs (%) are not allowed.LINES 1-4:Enter up to four lines of address information, up to 50 characters per line. A dash, percent sign or asterisk is not allowed as the first character in any of the four address lines.
Reminder: Information entered in these fields prints on the warrant to be mailed in a window envelope. To ensure compliance with the Business and Commerce Code and Texas Government Code, Section 552.352, the Public Information Act, the address fields must not include confidential information such as:- Social Security numbers (SSNs), unless required for an IRS tax levy, a federal bankruptcy court or child support court order. See the
UNMASK TINfield below. - Driver’s license number.
- Account numbers or credit card numbers.
- Medical information.
- Social Security numbers (SSNs), unless required for an IRS tax levy, a federal bankruptcy court or child support court order. See the
CITY:If the city name is longer than 20 characters, TINS will truncate the name.STATE:Enter the two-character state abbreviation.ZIP+4:The five-digit ZIP code is required; the +4 field is optional.ZONE CODE:This field is autofilled for a domestic (U.S.) address. See Zone Codes when setting up Foreign Payees.SIC CODE:This field may be blank; it defaults to 9999. See the list of SIC Codes.SECURITY TYPE:This field may be blank; it defaults to 0. See Mail Code Security Levels for more information.
| Security Level | Type | Description |
|---|---|---|
| 0 | No security | Default. The mail code does not require security if the mail code information is not considered confidential. |
| 1 | Low security | Agencies can enter a 1 to restrict updates by other agencies. Updates can only be made by the agency that secures the mail code, referred to as the securing source agency. |
| 2 | Maximum security | Restricts view and updates to only the securing source agency. Only Payment Services can set security level 2. Submit a Payee Change Request form (74-157) to request a mail code be secured with level 2. |
TELEPHONE NUMBER:This field is optional and may be blank.EMPLOYING AGENCY:If you entered E=State Employee as the ownership type on the PMSTUP Step 2 screen, enter your three-digit agency number. For all other ownership types, leave blank.STATUS:It is a protected field and defaults to A=Active.MAIL CODE OVERRIDE NUMBER:TINS assigns mail codes sequentially (000, 001, etc.). If an agency has a valid need for a specific mail code, contact Payment Services for approval. If approved, enter the three-digit mail code.UNMASK TIN:This field must be blank for the payee’s initial mail code. If an additional mail code must be set up for payments such as an IRS tax levy, a bankruptcy trustee or a court order that requires the payee’s full SSN to be printed on the warrant, enter Y (Yes) on that mail code setup.HOLD BYPASS:This is a protected field and can only be set up by Comptroller staff. The purpose of this field is to bypass state holds for payments issued to the IRS for a tax levy, a federal bankruptcy court or child support court order.COMMENTS:Optional field. Comments are not stored in TINS. Make a screen print if you need to maintain a record of your comments.
Step C: Press Enter.
Step D: TINS attempts to standardize the deliverable address information entered in Lines 1-4, city, state and ZIP to meet U.S. Postal Service standards. Dialogue boxes may display with one or multiple address records for selection. You have the option of accepting or rejecting the addresses.
- To accept an address, enter Y when prompted with DO YOU WANT TO ACCEPT THE ADDRESS?
- If the address fails validation, an error message is displayed and the
OVERRIDEfield displays above theADDRESS INDfield. If the address is confirmed to be valid, enter Y=Yes in theOVERRIDEfield.
For more information and screen examples of the address validation dialogue boxes, see Address Validation Tips
and Payee Mail Code Setup (PMCTUP) – Continuation From PMSTUP.
PMCTUP.1XXXXXXXXX0. MM/DD/YY
PAYEE MAIL CODE SETUP
EIN: XXXXXXXXX__ MAIL CODE: INPUT SOURCE: XXX
NAME: PAYEE NAME________________________________________
LINE 1: DELIVERY ADDRESS__________________________________
LINE 2: __________________________________________________
LINE 3: __________________________________________________
LINE 4: __________________________________________________
CITY: CITY________________ STATE: ST ZIP: 12345 - 0000 ZONE CODE: ___
SIC CODE: 9999 SECURITY TYPE: 0 TELEPHONE NUMBER:( ___ ) ___ - ____
EMPLOYING AGENCY: STATUS: A
MAIL CODE OVERRIDE NUMBER: ___
UNMASK TIN: _ HOLD BYPASS: _
ADDRESS: DELIVERY ADDRESS
CITY: CITY
STATE: ST
ZIP CODE: 12345 1234
DO YOU WANT TO ACCEPT THE ADDRESS? Y
Step E: Press Enter to display the prompt ADD RECORD? (Y/N): _
PMCTUP.1XXXXXXXXX0. MM/DD/YY
PAYEE MAIL CODE SETUP
EIN: XXXXXXXXX__ MAIL CODE: INPUT SOURCE: XXX
NAME: PAYEE NAME________________________________________
LINE 1: DELIVERY ADDRESS__________________________________
LINE 2: __________________________________________________
LINE 3: __________________________________________________
LINE 4: __________________________________________________
CITY: CITY________________ STATE: ST ZIP: 12345 - 0000 ZONE CODE: ___
SIC CODE: 9999 SECURITY TYPE: 0 TELEPHONE NUMBER:( ___ ) ___ - ____
EMPLOYING AGENCY: STATUS: A
MAIL CODE OVERRIDE NUMBER: ___
UNMASK TIN: _ HOLD BYPASS: _
COMMENTS: ___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
ADD RECORD? (Y/N): Y
PF7=MASTER PF9=STEP 1 PF12=PYMENU
- Enter N if any of the information entered is not correct. All data will be deleted that was entered in PMSTUP Step 1 and Step 2 screens and the mail code data entered on PMCTUP. TINS displays PMSTUP Step 1 to rekey your entries.
- Enter Y if all the information entered is correct. TINS displays a dialogue box at the bottom of the screen with ASSIGNED PAYEE NUMBER: XXXXXXXXXXX and the message RECORD ADDED.
PMCTUP – Payee Setup Completed
PMCTUP. MM/DD/YY
PAYEE MAIL CODE SETUP
SSN: XXXXXXXXX__ MAIL CODE: 000 INPUT SOURCE: XXX
NAME: SOLE OWNER NAME______________________________________________
LINE 1: DBA BUSINESS NAME_________________________________
LINE 2: DELIVERY ADDRESS__________________________________
LINE 3: __________________________________________________
LINE 4: __________________________________________________
CITY: CITY________________ STATE: ST ZIP: 12347 - 1234 ZONE CODE: XXX
SIC CODE: 9999 SECURITY TYPE: 0 TELEPHONE NUMBER:( ___ ) ___ - ____
EMPLOYING AGENCY: STATUS: A
MAIL CODE OVERRIDE NUMBER: ___
UNMASK TIN: _ HOLD BYPASS: _
COMMENTS: ___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
ASSIGNED PAYEE NUMBER: 7XXXXXXXXX6
ENTER PF-3 PF-6 PF-7 PF-8 PF-9 PF-12
PMSTUP END PYADDR PMTHIS PMCTUP PDDSUP PYMENU
RECORD ADDED
Step F: Press the PF-6 key to display the PYADDR screen and review the mail code you just set up. The ADDRESS IND field displays one of the following one-character values:
- S – Address was validated and standardized.
- T – City name was truncated, address was validated and standardized.
- F – Foreign address was not validated or standardized.
- M – Address was overridden, not validated but standardized.
- Blank – Address was not validated or standardized.
Step G: Review your payee master and mail code setups by accessing:
- PYMAST for the master level record. The first five digits in the
SSN,ITINandEINfields are masked (XXXXX1234). - PMTHIS for the master level and mail code setup transactions.