Add an Organization

If an organization is not in the Organization file on the system after the search for organization is completed, add the organization using the following steps.

Note: Always search before you add. Because the Organization may already exist under a name that is slightly different than the one you plan to add, you need to search using more than one variation of the name. For example, Smith’s Cleaning Service could exist as Smith’s Cleaning; John Smith’s Cleaning; Smith, John, etc.

Some organizations were loaded using a file of Nebraska businesses, compiled by Dunn and Bradstreet. Some of the businesses that use a personal name, such as a legal or medical practice, were recorded last name first; others were loaded first name first.

When you search by Organization name, the system looks for exactly what you key in, including spaces, periods, and hyphens, etc. Therefore if you key in the first name or initial of the Organization name, you are more likely to find all the Organizations that might match your selection. You also avoid adding duplicate Organizations. For a family-type Organization, use the last name (which is the first part of the Organization name) for searching.

Other options for searching include using the Organization’s tax identification number or its N-FOCUS-assigned number. You can also search by related persons, but only if the person has been connected to the Organization. When searching by related person, you must include the city.

You can also narrow your search by specifying the City.

You can also change the Org Status if searching for a Closed Organization.

See Also:

Organization Naming Standards

Corporate Offices

List of Organizations with corporate offices

From the N-FOCUS Main Menu, select the Organization icon.

Result: The Search Organization window displays.
Enter the search criteria.
Select the Search pushbutton.

Result: Either the List Organization window displays or the Detail Organization window displays or you receive the message that no Org was found.

Note: If your search results in a not found message, you may add the Organization
Select the New push button.

Result: The Organization Resolution dialogue box displays
Select the reason(s) for creating the Organization.
Enter the EIN/SSN, if required and the begin date.

Note: The number entered should be the number belonging to the person or agency that will be entered as the Organization Name.

Note: The Tax Information is required only if the organization is responsible for a Service Approval, i.e. payments are made to the organization
Enter the Begin Date.
Enter the appropriate Tax ID Type.

Note: The Tax ID Type does default to SSN, but can be changed.
Select OK push button.

Result: If the FID/SSN entered matches the FID/SSN of an Organization already on N-FOCUS, the Organization Resolution List window displays.

If the FID/SSN entered does not match any other Organization, the Detail Organization window displays.

Note: If the Organization Resolution List window displays, you must determine if the Organization you want to add matches one that is already on N-FOCUS.

If you determine that there is not a match, you must contact the Production Support Unit in Central Office to add the new Organization.

If there is a match, highlight the name of the matching organization and select the Use Existing Organization push button.
If on the Detail Organization window, enter the Organization’s Name.

Note: The mandatory field, Name, is for entering the name that the IRS has on file (W-9 Form) for that organization. The optional field, Business As Name, is used when the tax name is not the name by which the organization is typically known.
1. Personal Names: If the Organization name is a personal name, enter the last name first, followed by the first name. Example: Smith, John K. Following this protocol enables staff to locate family-type Organizations more readily.
2. Family Organizations: For family-type Organizations, when there is more than one parent enter only one of the parent’s names. The name chosen should be the person whose SSN is going to be used for payments.
3. Inquiring Families: For families, who are inquiring about fostering or adoption, use the name of the person making the inquiry. This may be changed if the family decides to have another person in the family receive the payments.
4. Dual Providers: If a member of an Organization is operating two facility types at the same location, i.e. A Foster Home and a Family Child Care Home 1 (FCCH1), or is providing two different services from the same location, i.e. Out of Home Maintenance and Transportation Services, use the name of that individual as the Organization Name in order to avoid creating duplicate organizations.
5. Multi-Facility Organizations: For multi-facility Organizations enter the Tax ID name followed by a hyphen and then the facility name or when appropriate the location. Example: Salvation Army - Wilcox House. This will help users distinguish specific provider organizations when they are working on the agency’s Service Approval or setting up Service Authorizations.
6. Government Agencies: For organizations that are government agencies use the following criteria:
7. State agency: State of Nebraska followed by hyphen and agency name i.e. State of Nebraska - Department of Roads
8. County agency: Name of agency followed by hyphen and County of (County Name) i.e. Department of Health- County of Lancaster
9. City agency: Name of agency followed by hyphen and City of (Name of City) i.e. Fire Marshal-City of Lincoln
Select the Address push button.

Result: The Detail Address window displays.
Enter all address data.

Note: When you enter the zip code, the city field will automatically populate, or you may get a drop down list of cities within that Zip Code. Then, depending on the City chosen, the County field will either Populate automatically, or you will get a drop down list of possible Counties.

Note: If appropriate, select the Mail Address indicator and enter the appropriate information for the Mailing Address. Do not enter a Mailing Address if it is the same as the Physical Address
Select the Directions push button.

Result: The Directions Description text box displays. This can be used to record text regarding directions to reach the organization, if needed.
Select the Email Address pushbutton, if appropriate.

Result: The E-Mail Address dialogue box displays.
Select the School Information push button.

Result: The School Information dialogue box displays.

Note: For CFS Organizations, i. e. Foster Homes, Group Homes, Child Care facilities, enter school information for the Organization. For School district, enter the district in which the Organization is located. To obtain a list of all the Nebraska school districts, select the Out Select Arrow. This brings you to a list of all school districts. Some families in rural areas belong to both a Class 1 district and a high school district. In these situations, record the Class 1 district as the school district.

In the fields labeled Elementary, Middle/Junior High and Senior High enter the school building in each category which is in closest proximity to the organization. This information is useful in locating appropriate placements for children.

For child-care organizations, the elementary school closest to the childcare program should be entered.
Select the OK push button.

Result: The Detail Organization Window returns.

Note: An asterisk displays to the left of the Address push button indicting that changes have been made.
Select the Telephones push button.

Result: The Telephone Window displays.
Enter the telephone number(s).

Note: Enter all appropriate phone numbers for the Organization
Select the OK push button.

Result: The Detail Tax Information window displays.

Note: The information on this window is based on either the Organization’s W-4 or W-9 form.
Select the appropriate Tax Form from the drop down list.

Note: If the W-9 Tax Form is selected, the Tax Classification drop-down is enabled.
Enter the Tax Classification, if appropriate.

Note: If Individual is selected and the Tax ID Type is SSN, the withhold FICA defaults.
Select the Save & Close icon.

Result: The Detail Organization window displays.

Note: The Tax Details pushbutton is now enabled which allows users to view the Organizations tax information.
Select the Main Menu icon to return to the Main Menu.

Result: The N-FOCUS Main Menu returns.

(12-2011)