State Agencies Bulletin No. 574

Subject
Error Messages Added to Control-D Report NPAY766
Date Issued
August 22, 2005

Purpose

To notify agencies and describe the error messages that will now appear on the NPAY766 (Employee Address Not
Barcodeable) Report.

Effective Date(s)

Immediately

Background

The NPAY766 Report contains employee addresses that do not meet U.S. postal standards for bar code mailing. (Please refer to Payroll Bulletin No.325, issued June 14, 2002 for additional information.) The addresses may look correct but are not acceptable as determined by the Postal Service. The report includes: Department ID, Employee ID, Name, and the Non-Barcodeable address, including Zip Code, as entered on the Personal Data page (Address History tab).

To assist agencies, the report will now include error messages to explain why the address is not barcodeable.

Error Messages

The error messages that have been added to the NPAY766 Report are listed below along with suggested actions for verifying and/or correcting the data. 

DO NOT PLACE COUNTRY NAME IN CITY FIELD

  • Verify that city field is correct and country name is in the country field.

POSTAGE IS CHEAPER FOR PUERTO RICO AS A USA STATE

  • Suggests identifying Puerto Rico as a state rather than a country.

THIS COUNTRY DOES NOT HAVE POSTAL CODES

  • According to the US Postal Service, the country you selected does not have a Postal Code.

ZIP CODE NOT DETERMINED

  • Verify zip code.

DUPLICATE CITY NAME WITHIN STATE

  • Verify correct city and zip code for state selected.

NON-MAILING NAME

  • Verify city name is spelled correctly.

CITY NOT DETERMINED

  • Verify city field is correct.

STREET FAILED BECAUSE OF EWS MATCH

  • Address may be correct. Message indicates that the street is new and has not yet been added to the Postal Service database.

STREET NOT MATCHED

  • Verify street is correct.

NO MATCH ON ALPHA PORTION OF STREET RANGE

  • Verify alpha is valid for that street and range.

NO INPUT STREET RANGE PROVIDED

  • A number must be submitted with the street.

STREET NUMBER OUT OF RANGE

  • Verify street number is correct.

VALID RANGES AND STREET NAMES FOR MULTIPLE ZIP CODES

  • Verify zip code is correct.

STREET RANGE NOT DETERMINED

  • Verify street number is correct.

SUFFIX MISSING OR INCORRECT

  • Add correct suffix to address.

DIRECTIONAL MISSING OR INCORRECT

  • Verify direction is correct.

DIRECTIONAL AND SUFFIX INCORRECT

  • Verify direction and suffix are correct.

SUFFIX MULTIPLE CHOICE

  • Verify correct suffix is used. Message indicates there is more than one to choose from.

DIRECTIONAL MULTIPLE CHOICE

  • Verify correct direction is used. Message indicates there is more than one to choose from.

DIRECTIONAL OUTSIDE CARDINAL POINT

  • Directional is not N, S, E, W, NE, NW, SE, or SW.

SUFFIX/DIRECTIONAL COULD NOT BE DETERMINED

  • Verify that suffix/directional should be used.

UNIT NUMBER ALPHA CHARACTER TRANSPOSED

  • Verify unit number alpha character is correct.

UNIT NUMBER VALID IN MULTIPLE CHOICE

  • Verify unit number is correct.

UNIT NUMBER MISSING

  • Verify what unit number should be used.

UNIT NUMBER INVALID

  • Verify that unit number is correct.

RR/HC BOX NUMBER ALPHA CHARACTER TRANSPOSED

  • Verify rural route/highway contract route numbers are correct.

PO BOX NUMBER ALPHA CHARACTER TRANSPOSED

  • Verify PO Box number is correct.

Agency Actions

  • Review the NPAY766 Report each pay period.
  • See the attachment to Payroll Bulletin No.325 for guidelines for writing barcodeable addresses.
  • Follow the instructions provided above to address each error message.
  • Enter the address on the US Postal Service website, http://zip4.usps.com/zip4/welcome.jsp, to ensure the address is acceptable.
  • If, after verification or correction, the address remains on the NPAY766 Report, please contact the Postal Service for further clarification.

Questions

Questions may be directed to Colleen Barkman at (518) 473-7426 or [email protected].