Address Book Request - Change


In this lesson you will learn how to perform the Address Book Request for a Change.


Steps:

  1. End Users MUST have an Address Book Role that allows submission of requests for new records or to make changes to existing records.  The Address Book Role AB09 does not have the ability to submit Address Book Requests.  All other Address Book Roles allow the End User to submit Address Book Requests.

    Step 1
  2. Click the State of Nebraska link.

    Step 2
  3. Click the Address Book link.

    Step 3
  4. Click the Enter Address Book Requests link.

    Step 4
  5. Read through the "General Instructions: Changes:" for Documentation Requirements:

    Step 5
  6. Filters section

     

    Use Filters to Narrow Search for Address Book Record(s) to be Changed.

    Step 6
  7. Filters

     

      o Tax ID

      o Address Number

      o Alpha Name

      o Search Type

      o Long Address Number

    Step 7
  8. Enter the desired information into the Tax ID field. Enter "365365365".

    Step 8
  9. Click the Find button.

    Step 9
  10. Use Scroll Bar to view records for Change selection.

    Step 10
  11. The record at the top of the grid will automatically be selected (see Radio Button).  To request a change to a different record, select the correct Radio Button.

    Step 11
  12. To select the correct Address Book record, click the option to the left of the record in the grid row.

    Step 12
  13. Click the Select button.

    Step 13
  14. NOTIFICATION OF ADDRESS BOOK RECORD UPDATE

     

    o Name

    o Agency

    o Phone

    o Email Address - confirmation of Address Book record creation or update will be e-mailed to this address

     

    Notification Information is required and defaults to the Requester Information, but can be overridden if desired.

    Step 14
  15. REQUESTER INFORMATION

     

    o Name

    o Agency

    o Phone

    o Email Address

     

    Requester information is required.  This information is used for communication between the Requester and the individual updating/creating the Address Book Record.  Information populates based on the Requester's User ID and Address Book information.

     

    Only the contact phone and e-mail address can be overridden, if incorrect.

    Step 15
  16. Click the Address Information tab.

    Step 16
  17. ADDRESS INFORMATION tab

     

    Information specific to the updated Address Book record must be entered in the appropriate format.

     

    Note: Fields marked with an asterisk (*) are required for submission.

     

    Note: For Search Type V and VP records, the DBA Name should be listed in the Alpha Name and Address Line 1/DBA fields.

    Step 17
  18. Alpha Name

     

    With the exception of the comma separating last and first name, punctuation is not allowed. Punctuation such as a period or hyphen should be replaced with a space.

      o John O'Brien = OBRIEN, JOHN

      o HFI, Inc. = HFI INC

      o Connie Jones-Smith = JONES SMITH, CONNIE

      o Ebay.com = EBAY COM

     

    Title and Suffix are not included in the Alpha Name.

      o Dr. John Smith = SMITH, JOHN

      o John L. Smith, MD = SMITH, JOHN L

      o John Smith Jr. = SMITH, JOHN

     

    Do not enter the word, "The” or “A".

      o The Money Company = MONEY COMPANY

      o A Better Way Service = BETTER WAY SERVICE

     

    Unless the record is a DBA (Doing Business As), the Alpha Name should match the owner of the Federal Tax ID or Social Security Number. If this record is a DBA, the operating business name should be entered in the Alpha Name field.

     

    Only one individual name is allowed in this field. The person who owns the Social Security Number entered on the request should be entered in the Alpha Name field.

    Betty and Bob Jones should be entered as a single name depending on the name associated with the SSN:

      o JONES, BETTY or

      o JONES, BOB

    Note: Both names can be entered in the Mailing Name field.

     

    If possible, do not abbreviate.

      o Nebraska State Fair = NEBRASKA STATE FAIR, not NE STATE FAIR.

     

    Hotel/Motel locations are to be entered as City State (for locations outside of Nebraska) or City (for locations in Nebraska.

      o HOLIDAY INN – DES MOINES IA

      o HOLIDAY INN – SCOTTSBLUFF

     

    VP records should include specific agency, division, etc.

      o LINCOLN CITY OF – WATER SYSTEM

      o LANCASTER COUNTY - REGISTER OF DEEDS

    Step 18
  19. W-9 Information Section

    or

    General Information Section

    Step 19
  20. Mailing Name

     

    Enter the name as it should appear on the warrant or invoicing document. The Mailing Name field is the first line that appears on either a printed warrant or an invoicing document.

     

    The only punctuation allowed are hyphens “-“ and ampersands “&".

      o Dr. John Smith, Jr. = DR JOHN SMITH JR

      o 4/D Trenching and Excavating, L.L.C. = 4-D TRENCHING & EXCAVATING LLC

     

    If this is a DBA, enter the name of the individual who owns the Social Security Number or the name of the parent company who owns the Federal Tax ID entered on this request.

     

    Note: The Mailing Name is the name as known by the IRS (listed on the W-9 "as shown on your income tax return") and must match IRS records.

    Step 20
  21. Address Verification

     

    Verify proper Address Information through www.usps.com > Find a Zip Code.

     

    Reference Training Guide - Address Verification - USPS.

     

    Note: For V and VP records, remember to list any DBA's in the Address Line 1/DBA field and begin entering the address in the Address Line 2 field.

     

    To ensure accuracy of data and compliance with USPS standards, copy address information directly from www.usps.com.

    Step 21
  22. Address Lines

     

    The only punctuation allowed are hyphens “-“, ampersands “&", and in care of "C/O".

      o CITY LIBRARY - AUBURN MEMORIAL LIBRARY

      o POWER & IRRIGATION

      o C/O CHARLES DALE - TREASURER

     

    Address lines can be an extension of the Mailing Name if the Mailing Name field is not large enough to accommodate the entire name.

     

    Only a confirmed mailing address should be entered. (A confirmed mailing address can be found at www.usps.com.)

     

    If both a physical address and a PO Box are entered, enter the physical address before entering the PO Box in the Address Line fields.

    Physical Address = 101 North State Street and Mailing Address = P.O. Box 123

      o Address Line 1: 101 N STATE ST

      o Address Line 2: PO BOX 123

     

    If a mailing address includes a suite # or an apartment #, the complete address must be entered on one line.

    Physical Address = 1542 A Street, Apartment # 5

      o Address Line 1: 1542 A ST APT 5

    DO NOT enter:

      o Address Line 1: 1542 A ST

      o Address Line 2: #5

     

    If this is a DBA, enter DBA "operating business name" in Address Line 1/DBA field.

      o Address Line 1: DBA SMITH CONSTRUCTION

      o Address Line 2: 123 MAIN ST

    Step 22
  23. Address Lines: Common Street Suffix Abbreviations

     

    The US Post Office has standardized abbreviations for addresses. To maintain standardization and to reduce mailing costs, it is important to maintain the same abbreviation standards.

     

    If the information provided by www.usps.com differs from the following list of abbreviations, use the information provided by USPS "Look Up a Zip Code".

     

    Avenue = AVE

    Center = CTR

    Circle = CIR

    Court = CT

    Expressway = EXPY

    Freeway = FWY

    Heights = HTS

    Lane = LN

    Plaza = PLZ

    Road = RD

    Street = ST

     

    Note: Additional abbreviations can be found on the United States Postal Service web-site at www.usps.com.

    Step 23
  24. Address Lines: Common Secondary Unit Abbreviations

     

    If the information provided by www.usps.com differs from the following list of abbreviations, use the information provided by USPS "Look Up a Zip Code".

     

    Apartment = APT

    Basement = BSMT

    Building = BLDG

    Department = DEPT

    Floor = FL

    Lobby = LBBY

    Lot = LOT

    Office = OFC

    Room = RM

    Suite = STE

    Trailer = TRLR

    Unit = UNIT

     

    Note: Additional abbreviations can be found on the United States Postal Service web-site at www.usps.com.

    Step 24
  25. City

     

    Do not use punctuation or abbreviation.

      o O'Neill = ONEILL

      o St. Paul = SAINT PAUL

     

    Use appropriate spacing according to www.usps.com.

      o La Vista = LA VISTA

      o McCook = MCCOOK

    Step 25
  26. State

     

    Enter State (or Province) abbreviation or select an option from the visual assist.

     

    If you are unable to find a selection for a Foreign "State", enter Lincoln in the City field and NE in the State field. In the Comments field indicate the correct State (or Province), Zip Code, and Country.

    Step 26
  27. Zip Code + Four

     

    Enter the applicable ZIP+4 according to www.usps.com.

     

    Note: The 4-Digit Extension is a requirement. See instructions for finding Zip Code + 4 Digit Extension at www.usps.com.

     

    The 4-Digit Extension will be different for every address.

     

    Note:  In the case of foreign addresses, enter the supplied Postal Code instead of the ZIP+4.

    Step 27
  28. Click in the Zip + Four field.

    Step 28
  29. Enter the desired information into the Zip + Four field. Enter "10016-5428".

    Step 29
  30. TIN and Federal Tax Classification section

    Step 30
  31. Tax Entity Code (P, C, or N)

     

    C = Corporate Entity for a Federal Tax ID (FTIN) or Employer Identification Number (EIN)

      o Corporation

        - C Corp

        - S Corp

      o Non-Profit Entity

      o LLC

        - C-Corp

        - S-Corp

     

    N = Non-Corporate Entity – FTIN/EIN

      o Sole Proprietor

      o Partnership

      o Trust/Estate

      o LLC

        - P - Partnership

      o Political Subdivision

      o Facility

     

    P = Individual - Social Security Number (SSN)

      o Sole Proprietor

      o Client

      o Board or Commission Member

    Step 31
  32. FTIN/EIN or SSN

     

    Complete this information for the following Search Types:

      o Vendor (V)

      o Customer (C)

      o Political Subdivision (VP)

      o Blind and Visually Impaired Client (BV)

     

    FTIN/EIN or SSN is the Federal Tax ID Number (FTIN), also called the Employer Identification Number (EIN), for an entity or a Social Security Number (SSN) for an individual.

     

    Do not enter dashes, spaces, or special characters.

      o 506-11-1111 =  506111111

     

    Include leading zeroes.

      o 047-69-6969 = 047696969

     

    For International Vendors, enter the US Taxpayer ID from the W-8 form.  Otherwise, enter the word FOREIGN.

    Step 32
  33. Contact Information section

    Step 33
  34. Phone Number & Fax Number

     

    Enter Phone Number and Fax Number of Contact.

    Format:

      o Area Code

      o 471-1234 (for number with an extension: 471-1234 X1234)

     

    It is extremely important to add the Contact phone number to the Address Book request. This provides a direct contact for any questions regarding the processing of the Address Book record or further communications once the record has been created.

    Step 34
  35. Vendor Contact Email

     

    This email is used to provide system users with a contact e-mail address for an individual within an entity.

    Step 35
  36. Supplemental Information section

    Step 36
  37. Country

     

    A blank field is acceptable for United States.

     

    This field will populate with country based upon the State (or Province) for the United States, Canada, and Mexico.

    Step 37
  38. County Code

     

    County in Nebraska where entity or individual is physically located.

    Step 38
  39. Congress Dist

     

    Congressional District as defined by the 2010 US Census Bureau (www.census.gov/2010census/popmap).

    Step 39
  40. DUNS Number

     

    Provided by organization or Political Subdivision.

    Step 40
  41. Agency Defined

     

    This field is used for specific agencies.

    Step 41
  42. Long Address Number

     

    Long Address Information use varies based on Search Type.

     

    Facility (F) & Customer (C) – may be used to indicate an Agency specified "billing code"

    Vendor (V) – Last 4-digits of Bank Account number

      o AG X1234 – All Agencies

      o AG 13 X1234 – Only Agency 13 (Department of Education)

    Blind & Visually Impaired Commission Client (BV) – Client Case number

     

    Note: This field is only required for Search Type BV.

    Step 42
  43. Business Unit

     

    Enter only if Agency specific security is needed for the requested Address Book record.

     

    Note: This field defaults to “81000000” for the BV Search Type.

    Step 43
  44. Send Invoice To

     

    Available only when requesting a Facility (F) Address Book record.

     

    Used to associate an Agency's preferred billing Address Book number for invoicing.

    Step 44
  45. Review Address Information tab to verify all required fields are complete and optional fields are filled as desired.

    Step 45
  46. Click the Bank Account tab.

    Step 46
  47. BANK ACCOUNT tab

     

    Enter the ACH information as listed on the ACH Enrollment form.

     

    Note:  DO NOT enter Wire Instructions. The State of Nebraska uses the ACH Network and ACH Instructions must be provided for payments to be sent electronically.

    Step 47
  48. ACH Email

     

    The ACH Email Address is used by the system to generate notifications specific to Payables. There can only be one ACH Email Address assigned to an Address Book record.

    Step 48
  49. Enter the desired information into the ACH Email field. Enter "ach.company@company.com".

    Step 49
  50. Press [Tab].

    Step 50
  51. Bank Transit Number

     

    Must be 9 numeric digits.

     

    Provided as ACH routing number.

     

    Do not enter dashes or spaces.

    Step 51
  52. Enter the desired information into the Bank Transit Number field. Enter "555444777".

    Step 52
  53. Press [Tab].

    Step 53
  54. Bank Account Number

     

    Do not enter dashes or spaces.

    Step 54
  55. Enter the desired information into the Bank Account Number field. Enter "548758".

    Step 55
  56. Press [Tab].

    Step 56
  57. Checking or Savings Account

     

    Select the appropriate account type.

     

    0 = Checking

    1 = Savings

    Step 57
  58. Enter the desired information into the Checking or Savings Account field. Enter "1".

    Step 58
  59. Payment Instrument field and Pre-Note Code field will populate as needed when the ACH information is entered.

     

    Note: All ACH information is sent through the 10 day pre-note process.

    Step 59
  60. Comments

     

    Communicate information specific to this request.

     

    This can include information like:

      o Request to change a Search Type to a different Search Type. **

      o Associate an existing Vendor (V) address book record (physical location) to a request for another Vendor (V) record (remit address).

      o Indicate attachments to the submitted request

      o Additional information to be communicated to AS State Accounting

     

    Note: Any information that does not fit in the Comments field can be included as a text attachment.

     

    Note: This information does not remain in the system for future reference.

    Step 60
  61. Click in the Comments field.

    Step 61
  62. Enter the desired information into the Comments field. Enter "DOCUMENTS ATTACHED".

    Step 62
  63. Attachments

     

    Attachments can be included with requests for new Address Book records or changes to existing Address Book records.

     

    Types of attachments include:

      o W-9s

      o ACH documentation

      o Text Attachments

      o Any other documents specific to the Address Book request

     

    Note: The documents attached to the Address Book Request application are to provide information concerning W-9's, ACH information and notes to the AS State Accounting Address Book Team. These attachments are NOT automatically attached to new or existing Address Book records.

     

    Using the Attachments button eliminates the need to interagency mail, fax, or e-mail documentation to the AS State Accounting Address Book Team.

     

    Documentation can be submitted via:

      o PREFERRED: An attachment to a request using the Address Book Request application

      o FAX to (402) 471-0887

      o E-mail: as.stateaccounting@nebraska.gov; Subject Line: "W-9"

      o Interagency Mail

     

    The request will be sent to AS - State Accounting - Address Book Team for review and processing. Once processed, an automatic email will be sent to the Notification email address with the new address book number.

    Step 63
  64. Click the Attachments button.

    Step 64
  65. Click the Cancel button.

    Step 65
  66. Review Bank Account Information to verify all required fields are complete.

    Step 66
  67. Click the OK button.

    Step 67
  68. Click the OK button.

    Step 68
  69. Click the Close button.

    Step 69

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