349 Address

The 349 Address document is used to add, modify, or delete address information.

The current address is used for mailing the employee’s W-2, Personal Benefits Statement, and the Statement of Earnings and Leave. In addition, it is used for voluntary State, city, and county tax processing in conjunction with the applicable form. The city, county, or State code on the Address tab of the address document must agree with the city, county, or State code for the taxing entity on the tax document to successfully process the voluntary tax withholding. An employee address is required for all Personnel Actions request for accessions.

Salary payments, including annual leave lump sum, compensatory time, etc. are sent to the check mailing address in the database.

A Government check must be cashed within 12 months after the date of issuance or it will be canceled. Effective January 2, 1999, Treasury discontinued issuing paper checks (excluding approved waivers); all Federal payments are disbursed electronically in accordance with the Debt Collection Improvement Act of 1996. To initiate electronic funds transfer (DD/EFT payments) through a financial organization, process a Direct Deposit Sign-Up form.

Note: If a check mailing address is entered inadvertently for an employee receiving DD/EFT disbursements, the check mailing address entry overrides the DD/EFT disbursement. Hence, the employee would receive a paper check in lieu of direct deposit to a financial organization.

When the employee contacts the personnel office about nonreceipt of payment, a replacement payment can be issued.

Following are guidelines for successfully processing address data:

Condition	Action
If an address change is entered in the same pay period as a personnel action to change the employee’s SSN, name, or Agency code.	Enter the personnel action first.
To change from a paper check to DD/EFT.	Process a 096 Net Pay. It is not necessary to process an address change with blanks in the check mailing address fields.
To change any data previously processed	Enter another Address document, as applicable. This is particularly important if the employee separates and changes addresses.

Entering 349 Address Action

Note: A salary payment address must be established in the database; otherwise, the employee will not be paid.

To enter a 349 Address action, select EPIC from the EPIC Web menu bar. The Document List page is displayed. If documents have been processed, the Document List page is displayed with a list of documents. If no documents have been processed, the Document List page is blank.
Select New. The New Document Selection menu is displayed. An alphabetical list of Payroll Actions documents appear on this menu.
Select 349 Address folder. The Key Data tab is displayed.

Complete the fields on the Key Data tab.

Note: Required fields are marked with an asterisk. All other fields are optional.

SSN Field Instruction

Last Name Field Instruction

First Name Field Instruction

Middle Name Field Instruction

Dept Field Instruction

Agency Field Instruction

POI Field Instruction

Eff Pay Period Field Instruction

Effective Date Field Instruction

Auth Date Field Instruction

Select the Address tab. The Address tab is displayed.

Complete the fields on the Address tab (349 Address).

Current Residence Field Instruction

First Line Street Address Field Instruction

Second Line Street Address Field Instruction

Third Line Street Address Field Instruction

City Code (Tax) Field Instruction

County Code Field Instruction

State Code Field Instruction

Zip Code Field Instruction

Zip+4 Code Field Instruction

Check Mailing Address Other Than Bank Field Instruction

First Line Street Address Field Instruction

Second Line Street Address Field Instruction

City Code Field Instructions

State Code Field Instruction

Zip Code Field Instruction

Zip+4 Code Field Instruction

Designated Agent Code Field Instruction

Select the applicable Status Input Code from the drop-down menu. At this point, the following status input codes are available:

Code	Description
H (Hold until Release)	To place a transaction on hold. If the status is not changed, the system will automatically delete the action after 60 days.
I (Save as Incomplete)	To save the transaction that is partially completed and held in EPIC without being edited. After completing the action, change the status code to R or H. If the status code is not changed, EPIC Web will automatically delete the action after 60 days.
R (Release for Processing)	To release the transaction from EPIC Web to be edited in PINE.

Note: To add an additional address without returning to the menu, select the Multiple Adds link on the bottom right corner of the page. The page is refreshed for the next entry. A new transaction must be entered for each type of address.

Select the Update button to save the entries.

The residence and check mailing address data may be verified in IRIS Program IR124, Address/Check Information. The addresses that are processed in the pay period are also listed on the Payroll/Personnel Report Generator System (CULPRPT) Report P0101, Mailing List of Residence Addresses.

Modifying a 349 Address

To modify an address, enter the address with the modification. When the transaction is processed, the new address will overlay the previous address entered. The modified address becomes the address of record.

Condition	Action
If an address change is entered in the same pay period as a personnel action to change the employee’s SSN, name, or Agency code.	Enter the personnel action first.
To change from a paper check to DD/EFT.	Process a 096 Net Pay. It is not necessary to process an address change with blanks in the check mailing address fields.
To change any data previously processed.	Enter another address document, as applicable. This is particularly important if the employee separates and changes addresses.

The residence and check mailing address data may be verified in IRIS Program IR124. The addresses that are processed in the pay period are also listed on the CULPRPT Report P0101.

For information to complete the steps used to modify a Payroll Action, see Modifying Payroll Actions.

Deleting/Canceling a 349 Address

The Current Address or a Check Mailing Address Other Than Bank cannot be canceled. Both addresses must be present on the PPS database.