Re: Employee Permanent Addresses

Office of the President has announced improved editing in PPS on employee permanent addresses to comply with the specific address formatting required by the Social Security Administration (SSA) for the printing of W-2 forms. The Social Security Administration requires a specific address format, including valid state abbreviations and correct zip codes. Not acceptable to the SSA are invalid characters in addresses or state codes and zip codes with less than five numbers. As it is the employee permanent address on the Employee Data Base (EDB) that is printed on W-2 forms, the strengthened edits will be assisting OEU updating to employee addresses on the EADD entry screen.

" Address Line 1 or Line 2 required: Either an address line 1 or line 2 must be entered, or both.
An error message will be issued if both address lines are blank.
08-132 First or second street of permanent address is required.

" City required: City will be a required field for domestic addresses. An error message will be issued if the city field is blank.
08-133 City of permanent address is required.

" Invalid characters: An error message will be issued if the address includes invalid characters.
08-227 Invalid character entered in street or city.

" State code required for domestic addresses: For domestic addresses the state code must be one of the standard postal state code abbreviations. If an invalid state code is entered an error message will be issued.
08-224 Invalid state code for domestic address (Valid state codes will be loaded into payroll system tables and be available in Help).

" Zip code required: For domestic addresses the zip code must be five-digits numeric and must be the correct zip code for the state entered in the state field. An error message will be issued if the zip code is not five-digits numeric or if it s not the correct zip code for the state.
08-225 Invalid zip code, must be five-digit numeric
or
08-228 State/Zip code not a valid combination.

" Foreign/Domestic address indicator: If the address is foreign the indicator must be coded F.
If the address is domestic the indicator must be A or blank. If the indicator is F (foreign) the State and Zip Code must be blank. An error message will be issued if the address is foreign and the state and zip codes are not blank.
08-225 State and Zip Codes must be blank with foreign indicator F.

Similarly, if the address indicator is set to A or blank (indicating a domestic address) the
foreign country, province, and postal code must be blank. An error message will be issued
if they are not blank.
08-218 A/Blank address indicator requires a US address delete foreign information

" Foreign Address Country Code: If the foreign address indicator is set to F (foreign) then the foreign country code must not be blank. An error message will be issued if blank.
08-215 F indicator requires foreign country code.

" Employee Name: The employee name updated to PPS should be exactly as it appears on the employees social security card . The SSA compares the name and social security number that employers report on W-2 forms to their records and will reject mis-matches .

The strengthened editing will help to ensure correct addresses for W-2 production and other mailings that use employee permanent addresses on the employee data base and should reduce the number of returned documents.

re: On-line updates

The same rules apply for on-line updates in UCFY.
UCFY will flag the incomplete field and issue "Validation Problem" messages.

Address Line 1 or 2 is still required on UCFY. If not completed, the field will be flagged and the following message issued:
** Validation Problems:
Address Line 1 or Address Line 2 - A value is required for either of these fields.
Likewise, city and zip are required and will issue the following messages if not completed:

** Validation Problems:
Zip - A value is required for this field.
City - A value is required for this field.
An incorrect zip code (missing a digit, or not matching the state) will issue the following message:

** Validation Problems:
Zip Code - Invalid State and Zip Code combination. One must be wrong.
State is entered from a drop-down menu, and thus cannot be updated with invalid data. The only message one might receive when updating the state is the above state/zip invalid message.
UCFY will not allow updates until these validation problems are resolved.

Employees can no longer change their names on UCFY.

 

Maintained by: PPS Office