State Hold Procedures

The State's Accounting Policy Statement (APS 028) states that all state agencies and institutions of higher education must report to the Texas Comptroller of Public Accounts the name of entities with a debt to the state. Agencies must use the Comptroller's warrant hold procedures to ensure payments are not issued to an entity with a debt to the state.

The State Hold Form must be completed for each non-TAMU System Member customer with invoices of $100.00 or more that are 120 days or more past due.

Section 1

1. Check the Payee hold setup box

Section 2

1. Enter the Payee number. The Payee number is either a Social Security Number (SSN) or Federal Employer Identification Number (FEIN).
   • Example SSN: 2XXX-XX-XXXX0
   • Example FEIN: 1XX-XXXXXXX0
2. Enter the Hold source agency number:
   • TAMU: 711
   • TAMUG: 718
3. Enter the Hold reason code:
   • Past due invoice: 646
   • Salary overpayment: 300
   • Past due travel/working fund: 450
4. Enter the total amount due by the customer in the Liability amount field.

Section 3

1. Payee name is the customer's full legal name
2. Address is the customer's address

Section 4

1. Prepared by: Enter your name
2. Agency name: Texas A&M University or Texas A&M University at Galveston
3. Division: Finance
4. Comments: List the invoice numbers that make up the liability and any other pertinent information concerning the customer.

Please note: If customer calls the State, the customer will be referred to FMO or FMS. Please provide as much information as possible in the comments so that FMO or FMS can assist the customer if they call.

Print out the form and mail it to:

Please mark the envelope as Confidential.