Organization Naming Standards

The Name field is a mandatory field. Enter the name that the IRS has on file for the organization. Enter from the Name field on the Form W-4 or W-9.

Do not enter any other information in the name field. The Department will be fined by the IRS whenever our data is a mismatch to theirs and this is the name that will be printed in the name area on the payment warrant. Example: Do NOT enter Doe, John (DO NOT CONTRACT) or any other notes.

The Business As Name field is an optional field. Include an entry when the tax-identifying name is not the name by which the organization is typically known. Example: John Doe does business as "John's Lawn Service".

Personal Names

If the tax ID number that the provider is using is an SSN (as opposed to a EIN), the format for the name is always: Last name, comma followed by a space, then First name followed by a space and Middle initial followed by a period. (if available). Example: Doe, John J.

Family Organizations

For family-type Organizations, example a foster home with two parents, enter only ONE name. The name chosen should be that of the person whose SSN is used for payments. Example: Jones, Jill.

Use the 'Business As Name' field on the Detail Organization window and/or the 'Licensed As Name' on the Licensing window to enter the names of both persons. Example: Jones, Joe and Jill. Use the Related Persons field on the Detail Organization window to list all family members.

Dual Providers

If an individual/family organization is operating two facility types at the same location or is providing two different services from the same location, use the name and SSN of one individual as the Organization Name.

If an individual/family is using their personal name and SSN for a Child Care contract, the Organization Name and SSN should also work for a Foster Care contract. This allows the user to maintain only one Organization.

However, if the individual/family uses a "corporate" name and Employer Identification Number (EIN) for the Child Care, this Name/Tax ID will not work for the Organization as a Foster Home. For this situation the user will need to maintain two separate Organizations. The related persons are still added to N-FOCUS only once but will be associated to two different Organizations.

If an individual providing Child Care is using a 'corporate' name along with their personal SSN as Tax ID there may be a mismatch with IRS records. The user will need to work with the individual to determine how they are known to the IRS.

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.

When the Organization Name is the Owner of the Service Approval

The ORG name for the owner of a Service Approval must match (as closely as possible) the name IRS has associated with the Tax ID. To keep from being fined by IRS, we have to get the name we use in our system as close to the "official" IRS name as possible. Use a completed Form W-9 as the source of information for the Name and SSN or FID numbers.

Government Agencies

If a Tax ID belongs to a City, enter the Organization name followed by the name of the City. Example: Seward Senior Center - City of Seward.

If a Tax ID belongs to a County, enter the Organization name followed by the name of the County. Example: Lancaster Manor - County of Lancaster.

If a Tax ID belongs to the State of Nebraska, enter "State of NE" followed by the name of the organization. Example: State of NE - UNO Child Care.

Inquiring Families

For families who are inquiring about foster care 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.

Medicaid lock-in providers

Use the Organization Name field (rather than the Business as Name field) to identify the Organizations that will have a Medicaid provider lock-in on N-FOCUS.

The naming standard for these Organizations must satisfy the IRS requirement that name and Tax ID appear as they are on the IRS files. Example: If the provider is a pharmacy, it is added as:

Name of Organization	Tax ID number	Address
Walgreens - Store # 7	as it appears on MMIS without the suffix	actual site unless on corporate list