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Susan Combs  •  Texas Comptroller of Public Accounts

Direct Deposit Focus Group
Notes
June 30, 2009

1:30 p.m. - 3:00 p.m.
LBJ State Office Building
9th Floor Conference Room

Opening Remarks – Debbie Bennight

Debbie Bennight welcomed all attendees and let everyone know that there would be a video presentation on the new Texas Direct Deposit website. The website was launched in May for state agencies, vendors and state employees.

Verizon and Verizon Wireless – Debbie Bennight

Debbie Bennight discussed the cleanup effort in TINS for Verizon and Verizon Wireless. The majority of mail codes for Verizon and Verizon Wireless will be set up for direct deposit. Verizon has very specific requirements for entering the account number for the payments to be applied to the correct account.Find these procedures on the Vendor Requirements for Direct Deposit page.

Debbie is preparing a spreadsheet that can be used by state agencies to search by the Remit To address. This will help identify the correct TIN/Mail Code to use when processing payments to Verizon. The spreadsheet will also help alleviate duplicate Remit To address information in TINS and identify whether mail codes are set up for payment by direct deposit or warrant. Debbie emphasized the importance of matching the Remit To address information listed on the invoice to the Mail Code address in TINS prior to issuing payment. The spreadsheet will be distributed to state agency vendor contacts by the end of July.

Should a state agency have problems with unapplied payments, please contact Debbie Bennight. Debbie will work directly with Verizon to resolve the issue.

Agencies may contact Debbie Bennight by email at debbie.bennight@cpa.state.tx.us or by phone (512) 475-2154 for assistance with Verizon or other Top Ten vendors.

Alltel Wireless Now Part of Verizon Wireless – Debbie Bennight

Debbie Bennight announced that Alltel Wireless is now part of Verizon Wireless. Agencies that currently have service with Alltel Wireless should already have been notified of the merger by letter from Alltel. The invoices issued in July should reflect the Verizon Wireless address. If the address on your invoice has not changed, continue to issue payments to Alltel until your invoice changes.

University of Texas at Austin – Debbie Bennight

Debbie Bennight discussed the numerous direct deposit mail codes set up for the University of Texas at Austin by Rose Baladez with the Comptroller’s office. The payee numbers associated with the setups are TIN 17460002037 and 37217217217. The handout distributed during the meeting contained duplicate information. Debbie will create a new handout and distribute it to state agency vendors. Debbie stressed that these mail codes should only be used for direct deposit payments if the Remit To address matches exactly. The University of Texas at Austin has numerous departments and some payments cannot be issued by direct deposit.

Windstream Communications – Steve Tubbs

Steven Tubbs discussed the new remittance guidelines that must be used to ensure accurate posting of payments to Windstream Communications. The Telephone Number or the Account Number must be entered in the Invoice Number field and cannot include any special characters such as "/", "–", ".", "#", etc. or spaces.

Example:

In the Invoice Number Field enter your 10-digit Phone number or your 9-digit account number. If your internal accounting system requires a unique invoice number, that information can be added to the account number after the required digits by entering an X and then enter the unique invoice number (example: 1234567890X07062006). Find these procedures on the Vendor Requirements for Direct Deposit page.

Steven is preparing a spreadsheet that can be used by state agencies to search by the Remit To address. This will help identify the correct TIN/Mail Code to use when processing payments to Windstream. The spreadsheet will also help alleviate duplicate Remit To address information in TINS and identify whether mail codes are set up for payment by direct deposit or warrant. The spreadsheet will be distributed to state agency vendor contacts by the end of July.

Should a state agency have problems with unapplied payments, please contact Steven Tubbs. Steven will work directly with Windstream to resolve the issue.

Agencies may contact Steven Tubbs by email at steven.tubbs@cpa.state.tx.us or by phone (512) 463-4844 for assistance with Windstream

New Direct Deposit Website – Steven Tubbs and Steve Tamez

In May 2009, the e-Payment Promotions section launched a new direct deposit website for state agencies, vendors and state employees. The user friendly website has resources for direct deposit including easy-to-find direct deposit forms. Promotional direct deposit material is also available for use by state agencies. Visit the new Texas Direct Deposit website.

In conjunction with our new website and brochures the e-Payment Promotions section also launched a new direct deposit logo. The new logo is available on the website for use by state agencies as a link to the Direct Deposit website.

Steve Tamez, e-Payment Promotions section manager, is currently tracking agency percentage rates for direct deposit payments. To request your agency’s percentage rate, contact Steve at the following: steve.tamez@cpa.state.tx.us

New Direct Deposit Promotional Material – Steven Tubbs

Steven Tubbs used a PowerPoint presentation to demonstrate the new Texas Direct Deposit and FMX Web Direct Deposit sites. The presentation was introduced at the summer TSABAA conference in Corpus Christi. The goal is to assist state agencies in promoting direct deposit to vendors, payees and employees.

The Window on State Government FMX website for state agencies has been enhanced and is now more user friendly. The FMX website is linked to the FMX Direct Deposit site and contains links to vendor, payee and employee direct deposit forms. Direct deposit marketing materials are available that can be downloaded by state agencies to promote direct deposit to vendors, payees and employees. In addition, a Savings Calculator can be used to calculate the cost savings of converting warrants to direct deposit. Direct deposit information and materials will continue to be added to assist state agencies in promoting direct deposit.

Steven discussed the new Texas Direct Deposit logo that can be placed on individual state agency websites. The logo is linked to the new direct deposit website. Steven also went over the new direct deposit marketing material. These downloadable stuffers can also be accessed at the link above.

Agencies, vendors and payees can download the new Direct Deposit/ Advance Payment Notification form PDF. The Texas Direct Deposit website gives vendors and payees the option to receive advance payment notification and remittance information when they sign up for direct deposit for their state payments. Steven stressed the importance that once an agency sets up the direct deposit, the Direct Deposit/ Advance Payment Notification form needs to be faxed (512-475-5424) or scanned and emailed to the e-Payment Promotions section at tins.mail@cpa.state.tx.us so that the Advance Payment Notification can be set up.

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Susan Combs
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.state.tx.us
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