Address, telephone number changes and inactivations are important to Commission operations. Reliable addresses ensure that Employers receive important Commission documents in a timely manner. Prompt inactivations of Employer accounts prevent inappropriate collection actions and unnecessary paperwork for the Employer.

Check to see if an account is in bankruptcy before making address changes by checking screens CDS, CFI or TSI. If account is in bankruptcy, e-mail Regulatory Integrity Division (RID) Tax Bankruptcy for approval before making the address change. Search e-mail address for bankruptcy unit using global address list and entering RID Tax Bankruptcy. Update FTC with who you contacted in RID for the address change approval.

Address, telephone number changes and inactivations can be performed on both the STA screen and the SNC screen. The STA screen should not be used to change an address, federal identification number, phone number or to inactivate an account when the transaction can be processed using the SNC screen.

The address or telephone number on an account may be changed on the basis of information provided on an Employer's pre-printed Quarterly Report, Status Change Form, or any type of written information from the Employer or their representative. Address changes should be processed to an account with or without a signature unless there is some reason to believe the change is not being requested on the Employer's behalf.

If a document indicates a change of address:

1. Review the document. Make changes as appropriate and review new address for Code 1 (G1CP). See Chapter 1 - "Code 1" for more information. Review the new address the following day to ensure Code 1 passed.
   
   
2. If any C-3 specifically asks to change the address, telephone number or DBA (new address, we have moved, change my address, etc), change the address.
   
   
3. Any change to a pre-printed form is considered an address change or change to telephone number or DBA.
   
   
4. If the employer submits a C-3 (not pre-printed) with a different address or telephone number but does not indicate address or phone number change, do not change the address.
   
   
5. If the employer submits a C-3 (not pre-printed) with a different address but you are re-opening the account based on that C-3, change the address and phone number.
   
   
6. If an address change request is confusing or incomplete, telephone the Employer to verify the information. Use the SNC screen to change the address as appropriate and update the FTC screen to document the telephone call.
   
   
7. If an address change request is received on a Status Change Form (C3SCF), or any other type of written document, use the SNC screen to change the address.
   
   

   If there is an address under the Unemployment Claims and Chargeback Address on the Status Change Form, a copy will need to be sent to Unemployment Insurance Support Services (UISS) to add the address. Place a copy of the form in the Benefits box. Yellow highlight the Unemployment Claims and Chargeback Address and document FTC that a copy of the Status Change Form was sent to UISS.
   
   Note: The Unemployment Claims and Chargeback Address is also discussed in Chapter 4 - "Special, Designated and Chargeback Address Requests".

8. An address should be changed based on C-1 or pre-printed C-3 reflecting a different address than that on record even if the previous address is that of a service agent.

Lines 1 through 6 are only 35 spaces in length. Do not key more than 35 characters (including spaces) per line when keying a name or address change.

Lines 1 & 2:  Reserved for the Employer's name. If the Employer's name does not fit on Line 1 then Line 2 should be used.

Line 3:  Reserved for the trade name. If the trade name does not fit on Line 3, enter as much of the trade name as will fit and leave off the rest of the trade name.

Lines 4 & 5:  Reserved for the Employer's address. Line 4 should be used before any data is entered on Line 5. If the Employer's address will not fit on Line 4, enter the street address on Line 5 and any additional information such as Personal Mail Box (PMB), Lock Box (LB), Mail Stop (MS), suite number or apartment number on Line 4.

% (in care of) and ATTN should be placed on Line 4 followed by the address on Line 5 for Code-1 purposes.

Line 6: Reserved for the city, state and zip code (zip + four). For “City/State/Zip Code Line 6” for foreign address changes, see Chapter 2 - “Address Changes Foreign Addresses”.

1. If an Employer indicates in writing or by fax that its business has closed, review the SER and QRM screens. Document FTC screen.
   
   
2. If the Employer furnishes a final wages date and the final wages date coincides with SER and/or QRM screen information, use the SNC or STA screen to suspend the account according to the final wages date supplied by the Employer.
   
   Situation 1
   
   A Status Change Form is received from an Employer indicating a final wages date of 12-31-08. A review of the SER screen indicates Employer's Quarterly Reports posted through the fourth quarter of 2008.
   
   Solution 1
   
   Suspend the account as of the fourth quarter of 2008. The SER screen confirms the information supplied by the Employer.
   
   Situation 2
   
   A Status Change Form is received from an Employer indicating a final wages date of 9-30-08. A review of the SER screen indicates Employer's Quarterly Reports posted through the second quarter of 2008 and the third quarter of 2008 as "partial". The QRM screen shows the third quarter 2008 Employer's Quarterly Report and money received.
   
   Solution 2
   
   Suspend the account as of the third quarter of 2008. The QRM screen shows the third quarter 2008 Employer's Quarterly Report to be in progress.
   
   
3. If the Employer furnishes a final wages date and the final wages date does not coincide with SER or QRM screen information, use the SNC or STA screen to suspend the account according to Employer's Quarterly Reports posted on the SER or QRM screen. Use a final wages date which will encompass the latest Employer's Quarterly Report.
   
   Situation 3
   
   A Status Change Form is received from an Employer indicating a final wages date of 9-30-08. A review of the SER screen indicates Employer's Quarterly Reports posted through the second quarter of 2008. A "None" report is posted to the third quarter of 2008 and the QRM screen does not indicate money or reports received for periods after 6-30-08.
   
   Solution 3
   
   Suspend the account as of the second quarter of 2008 unless there is reason to believe the Employer misreported wages in the third quarter of 2008. Information on the SER and QRM screens does not confirm suspend information supplied by the Employer.
   
   
4. If the Employer does not furnish a final wages date, use the SNC or STA screen to suspend the account according to Employer's Quarterly Reports posted on the SER and/or QRM screen. Do not eliminate Employer's Quarterly Report liability for any quarter unless certain the Employer did not pay wages in that quarter.
   
   Situation 4
   
   A second quarter of 2008 is received in May of 2008. The Form C-3 is marked "business closed" and the account in question has "Report Dues" for the fourth quarter of 2007 and the first quarter of 2008.
   
   Solution 4
   
   If the 2/08 report shows zero wages, the proper date to suspend the account is in the first quarter of 2008. If the 2/08 report shows wages, the proper date to suspend the account is the second quarter of 2008. Since there is uncertainty about the correct final wages date for the account, do not eliminate the "Report Dues".  If the 2/08 report shows zero wages stating “business closed” and gives a close date, it is proper to use the date provided by the employer to close the account.  

The SNC screen can be used to change an address, phone number, federal identification number or to inactivate an account. The SNC screen cannot be used to amend suspend information. If a suspend date, final wages date or suspend reason code needs to be changed, the STA screen or Form C-10 must be used. Foreign addresses must be done on STA or a C-10. See Chapter 2 - "Foreign Addresses STA Screen" or "Foreign Addresses Form C-10" for more information.

To change an address or inactivate an account using the SNC screen:

Access the SNC screen.

Once an address change has been keyed to the SNC screen and the <Enter> key pressed, it is not possible to retract the information.

1. If an error is made changing a name or address when using the SNC screen, do not attempt a second address change.
   
   
2. Wait until the following day, review the name or address and key any necessary corrections.

Once close information is keyed to the SNC screen and the <Enter> key pressed, it is not possible to retract the information. It is possible to prevent the inactivation from taking place by causing the transaction to fail. This procedure must be used the same day the original error was made.

If you make a mistake keying close information when using the SNC screen;

Address changes and inactivations may be processed on the basis of an incoming or outgoing telephone call. An owner, officer, partner, company authorized representative, or valid written authorization representative can request such change over the telephone.

1. If a telephone call indicates that an address should be changed:
   
   
2. Review the Employer Master Record (STS).
   
   
3. If the request is questionable inform the Employer to submit its request in writing, by fax, or e-mail.

If the request appears legitimate, access the SNC screen, key the appropriate address change and update the FTC screen to document the change. Proper documentation should include the name and title of the person requesting the change and the new address.

If a telephone call indicates that the account should be inactivated:

1. Review the STS and SER screen.
   
   
2. If the request is questionable inform the Employer to submit its request in writing, by fax, or e-mail.
   
   
3. Examiner should verify whether the business has been discontinued with no successor, whether employment has been discontinued, or whether the business has been acquired by a successor.
   
   
4. If the business has been acquired by a successor, it is the accounts examiner’s responsibility to obtain as much information about the possible successor and follow up on the possible acquisition.
   
   
5. If the request appears legitimate, access the SNC screen, key the appropriate close information and update the FTC screen to document the change. Proper documentation should include the name and title of the person requesting the close and the close date.

Reason code 1 - Business closed no successor - is used to inactivate an account when a business ceases operations without a successor. Reason 1 can also be used when a business is no longer operating because of multiple partial acquisitions. Reason code 1 can be used on both the SNC & STA screens.

Reason code 2 - Business Continued, Employment Discontinued - is used to inactivate an account when a business continues operations but ceases having employment or when an employer begins using a staff leasing company (PEO) to report their wages. Reason code 2 can be used on both the SNC and STA screens.

Reason code 4 - Acquired by a New Account - is used to inactivate a predecessor account which is totally acquired by a successor account. The successor account must be liable under section 201.022 because of the acquisition. Reason code 4 should be used on the STA screen only. Do not use reason code 4 on the SNC screen.

Reason code 5 - Acquired by an Established Account - is used to inactivate a predecessor account which is totally acquired by a successor account. The successor account must be liable prior to the acquisition. Reason code 5 should be used on the STA screen only. Do not use reason code 5 on the SNC screen.

Reason code 7 - Successor Undetermined - is used to inactivate a predecessor account while its potential successor is investigated. An account inactivated reason code 7 must always be traced as long as the reason code 7 remains. Reason code 7 can be used on both the SNC and STA screens.

The STA screen can be used to change an address, phone number, federal identification number or to inactivate an account.

To change an address or inactivate an account using the STA screen;

Access the STA screen.

The SNC screen is a display screen and a data entry screen. If an account was previously inactivated and the suspend information displays on the STS, it will also display on the SNC screen.

If an account was previously inactivated and reopened and now needs to be inactivated once more, under the same type of employment, it is possible to perform the transaction on the SNC screen. This procedure can be used for Regular and Domestic employment. The procedure may also be used for Agricultural employment provided the Employer is "Liable" under only one provision of Agricultural employment. If the Employer is "Liable" under more than one provision of agricultural employment, prepare a Form C-10 to inactivate the account.

To suspend an account which was previously inactivated under the same type of employment;

Access the SNC screen.

1. Key EID NUMBER
   
   Press <Enter>
   
   
2. Previous close information will display. Delete the old suspend information by using the delete key or space bar. You can also key new suspend information directly over the old suspend information including the dashes if shown.
   
   
3. Key SUSPEND ON
          NORPTDUE
          REASON CODE =>  1
   
   
4. Press <Enter> to add the record.

1. Do not use punctuation in the styling of names and/or addresses. Key hyphens as part of a box number only when they are part of the address. For example: RR 4 Box 19-1A.
   
   
2. Use the pound sign (#) only if the secondary designator, such as "APT" or "STE" is not known. If the pound sign is used, there must be a space between the pound sign and the secondary number. For example: 425 Flower Blvd # 72.
   
   
3. Eliminate dual addresses, such as mailing address and physical address. PO Box has priority.
   
   
4. All street names must end with an abbreviation such as ST, AVE, BLVD, LN, PKY, CIR, etc. For example: 1500 E Main ST.
   
   
5. Street numbers should not be spelled out. For example 415 Ninth East is properly styled 415 9TH E.
   
   
6. Do not use words “Rural”, “Number”, “No.” or the “#” symbol (except as described in item 3 above). For example, Rural Route 2 Box 152 is properly styled as RR 2 Box 152.
   
   
7. Key internal mail routing data such as LB, PMB or MS on Line 4 and the remainder of the address on Line 5. If internal routing information is on the same line as the address, it prevents Code 1 from verifying the address.
   
   
8. All employer name and address information will be printed in capital letters (whether keyed in capital letters or not).

Foreign addresses should not be processed on the SNC screen. To process a foreign address, use the STA screen or complete a Form C-10.  See Chapter 2 - "Code 1" and "Foreign Addresses Form C-10" for more information.

To update the EMF with a foreign address. Must use space bar to delete state and zip code.

Access the STA screen.