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Date: May 5, 2011

Bulletin Number: 1073

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Subject

Modification of Control-D Report NPAY766 – Employee Address Not  Barcodeable

Purpose

To notify agencies of a new error code on the Control-D Report NPAY766 – Employee Address Not Barcodeable, communicate modifications to existing error codes, and to provide agencies with further instructions.

Affected Employees

Employees who appear on the Control-D Report NPAY766 - Employee Address Not Barcodeable.

Effective Date(s)

Immediately.

Background

The NPAY766 Report contains employee addresses that do not meet United States Postal Service (USPS) standards for bar code mailing.  The USPS has implemented Intelligent Bar Codes that identify the name and address of the sender, the addressee, and inaccurate zip codes for an address.  In an effort to improve addresses and reduce postage costs, OSC utilizes the USPS Finalist program and produces the NPAY766 report to assist agencies in identifying and correcting inaccurate addresses.  The addresses may look correct, but are not acceptable as determined by the USPS. 

Agencies reported that some of the error messages previously listed on the NPAY766 were not clear.  OSC has attempted to clarify the error messages by modifying the message that prints on the NPAY766 report and providing more concise instruction below.

OSC Actions

The NPAY766 Report is run weekly for Administration and Institution employees who have had a Job status of Active, Paid or Leave in the last 24 months (2 years). 

A new error message, “ZIP DOES NOT MATCH ZIP IN POSTAL DATABASE” has been added to the NPAY766 report to provide agencies with a list of employees whose zip code in PayServ does not match the zip code for the employee’s address in the USPS database. 

OSC has modified certain error messages to provide a better indication of the error.  OSC has also modified many of the instructions for verifying and/or correcting the data provided in this bulletin.

Agency Actions

Note:  A large number of error messages can be corrected by:

  • Checking for spelling errors.
  • Using acceptable abbreviations.
  • Using all CAPS when entering the address.
  • Not using periods (.) in the address.
  • Putting the PO BOX on Address Line 1 when a PO BOX is available.
  • Using the correct Zip+4.

Error Messages

The error messages appearing on the NPAY766 report are listed below along with suggested actions for verifying and/or correcting the data.

NO CITY, STATE, AND ZIP CODE IN ADDRESS
Verify the city, state, and zip code are correct and entered in the address field.

NO ZIP CODE AND NO CITY NAME IN ADDRESS
Zip code and city must be entered in the address field.

NO ZIP CODE AND NO STATE NAME IN ADDRESS
Verify the zip code and state name are included in the address field.  If not, add them.

INVALID ZIP CODE AND NO CITY NAME IN ADDRESS
Verify the correct zip code and include city name in the address field.

NO ZIP CODE AND INVALID CITY NAME IN ADDRESS
Verify the city name and zip code for accurate entry. Verify spelling.

INVALID ZIP CODE AND INVALID CITY NAME IN ADDRESS
Verify the zip code and city is valid for the state selected.  Both are invalid.

ZIP CODE NOT IN FINALIST DATABASE
Verify the zip code is correct.

NO STREET NAME IN INPUT ADDRESS
Enter the street name in the address field.

BLANK ADDRESS RECORD
Enter a valid address for the employee.

STREET NAME DOES NOT EXIST IN POSTAL DATABASE
Verify the street name and spelling is correct.

UNABLE TO VALIDATE STREET NAME
Verify the correct spelling of the street and check for acceptable abbreviations.

HOUSE NUMBER NOT VALID
Supply a house number or verify the existing house number with the employee.

INCORRECT OR MISSING DIRECTIONAL
This is a term the Postal Service uses to refer to the part of the address that gives directional information for delivery (i.e. N, S, E, W, NE, NW, SE, SW). Verify the directional is correct or insert a directional.

INCORRECT OR MISSING SUFFIX
Verify the suffix is correct and entered correctly.  The suffix of the address should conform to the standard suffix abbreviations (i.e. Avenue-AVE, Street-ST, etc.). A list of acceptable suffix abbreviations is available at https://www.usps.com/send/official-abbreviations.htm .

INCORRECT OR MISSING SUFFIX AND DIRECTIONAL
Verify the suffix and directional are both correct.

NO RANGE IN INPUT ADDRESS
A number must be submitted with the street.

MULTIPLE COMPONENT FAILURE
There are multiple invalid components in the address. Verify house/Apt. #, street name, city name, state, and zip code. Verify spelling of all components.

LOT ASSIGNMENT HAS FAILED
Address coded successfully but LOT code was not assigned and is required.  Obtain lot number from employee.

UNABLE TO CODE
This error is issued if a reason for inability to code cannot be determined. Verify all components of the address and verify spelling.

UNDELIVERABLE ADDRESS IN FINALIST DATABASE
This is a valid address but is not deliverable by USPS standards.  Verify address with employee.

ADDRESS IS LOCKED AND WILL NOT BE PROCESSED
Verify accuracy of the address.

ADDRESS NOT PRESENT IN THE SPECIFIED ZIP CODE
Verify address.  Verify zip code for this address.

SECONDARY NUMBER DID NOT MATCH
Verify the suite number or apartment number.

INPUT ADDRESS MATCHED TO DPV (Data Point Validation), BUT MISSING SEC. #
Verify or enter a suite number or apartment number.

HOUSE NUMBER MISSING
Street number and street address should be entered in the address field.

NO SUCH HOUSE NUMBER/PO BOX NUMBER
Verify accuracy of the street number or PO Box number.

INPUT ADDRESS MISSING PO, RR, OR HC BOX NUMBER
Verify Post Office Box, Rural Route, and/or Highway Contract numbers are included.

PO, RR, OR HC BOX NUMBER INVALID
Verify correct Post Office Box, Rural Route, and/or Highway Contract numbers.

INPUT ADDRESS MATCHED TO CMRA
A Commercial Mail Receiving Agency (CMRA), also known as a mail drop, typically operates as a Private Mail Box Operator.  A customer of a CMRA can receive mail and other deliveries at the street address of the CMRA rather than the customer's own street address.  Depending on the agreement between the customer and the CMRA, the CMRA can forward the mail to the customer or hold it for pickup.

INPUT ADDRESS MATCHED CMRA, BUT SEC. # NOT PRESENT
Address should include suite or apartment number.

APT/SUITE NUMBER IS INVALID
Verify apartment and/or suite number for accuracy.

DO NOT PLACE COUNTRY NAME IN CITY FIELD
Verify that the city field is correct and the country name is in the country field.

THIS COUNTRY DOES NOT HAVE POSTAL CODES
According to the US Postal Service, the country selected does not have a Postal Code. Remove zip code from the address or verify country.

POSTAGE IS CHEAPER FOR PUERTO RICO AS A USA STATE
Use Puerto Rico as a state rather than a country.  State should be PR, country USA.

UNKNOWN COUNTRY
Verify the Country abbreviation, and verify the MAIL ADDRESS or CHECK ADDRESS for this employee has been made inactive but is still being selected on Update Payroll Options under Distribution Mail Option as the address that should show on the Check or Advice.  Go to Update Payroll Options and select a valid Home Address, Mailing Address or Check Address.

Questions

Questions regarding this bulletin may be directed to the Payroll Deduction mailbox.