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Miami UniversityBanner Data Entry Standards and Guidelines

Updated: 1/8/2002

1/8/02 Miami University Data Entry Standards

Reasons For Data Entry Standards..............................................................................................4

General Guidelines......................................................................................................................4

Avoiding Duplicate Records........................................................................................................4

Person Identification Number..................................................................................................5

Social Security Number...........................................................................................................5

Non-person Identifier...............................................................................................................5

Rules for Persons as Vendors..................................................................................................8

Duplicates................................................................................................................................8

Before Adding.........................................................................................................................8

Name Standards...........................................................................................................................9

General Guidelines..................................................................................................................9

Person Names..........................................................................................................................9

Company Names....................................................................................................................10

Address Standards.....................................................................................................................12

Address Types (Validated by Banner table STVATYP).......................................................12

Emergency Contact Information............................................................................................16

E-mail Address and UniqueID...............................................................................................16

Address Source Codes (Validated by Banner table STVASRC)...........................................16

U.S. Street Address Standards...............................................................................................16

International Addresses.........................................................................................................20

Campus Mail..........................................................................................................................20

Work Addresses.....................................................................................................................21

Residence Hall (Student) Addresses......................................................................................21

Telephone Number Standards....................................................................................................22

Telephone Types (Validated by Banner table STVTELE)....................................................22

Date Standards...........................................................................................................................23

Appendices................................................................................................................................24

Appendix A - Company Name Abbreviations.......................................................................24

Appendix B – Address Abbreviations...................................................................................24

Appendix C - Invalid Addresses............................................................................................251/8/02 Miami University Data Entry Standards

Appendix D - Notes...............................................................................................................26


Reasons For Data Entry StandardsThe effectiveness of a set of standards may be measured in terms of its purpose. It is the purpose of this set of data entry standards to:

reduce duplicate personal identification records through reliable search for existing records,

promote search capability through uniform data entry, and

promote reporting efforts based on presentation, retrieval and joins of the data.

General Guidelines Never store the percent symbol (%) in a data field.

Never store the ampersand (&) symbol except in an address or business name.

Enter all data using mixed case (uppercase and lowercase) and standard capitalization rules. The Chicago Manual of Style should be consulted as the manual of style for standard capitalization rules.

Spell out all data unless it is necessary to abbreviate words to fit lines into the appropriate fields. For example, enter the first line of an address as “121 North Main Street” rather than “121 N. Main St.” (A few exceptions are made for items in addresses, such as directionals. See p.19 and following for details.)

See Appendix B for lists of abbreviations that should be used.

Enter punctuation in a name only when it is a part of the official name, or for a single character first name, or for an empty first name. Enter punctuation in the street address when abbreviations are used.

Avoiding Duplicate RecordsCreating a duplicate record for a person or organization for which a record already exists in Banner can lead to loss of data or incorrect results. It is extremely important to avoid creating duplicate records of this kind.

Before creating a new record for a person or organization, conduct an identification and name search to make sure the person or organization has not already been entered into the Banner system. Search for a person using social security number and all current and previous names, and also do a “soundex” search. Then verify that the correct record has been found by checking the birthdate and address. Only if no record is found should you add a new record.

Example: To find Mac Donald, you must account for McDonald, Mc Donald, MacDonald, and Mac Donald. A search on M%D% will retrieve all of these records.

Please use the method outlined on the appropriate job aid for name searches.


Person and Non-Person Identifiers

For both persons and non-persons, identification numbers consist of a unique nine-digit number. (This identification number is not the same as the PIDM or personal identification master, which is a system-generated number used to link together all tables related to one identification number.)

Person Identification Number Banner generates identification numbers for persons using a '+99999999' format (an 8-digit number beginning with '+' to indicate that the number is a generated one).

Social Security Number Where possible, the social security number field should be entered. When the social security number is entered, a secondary ID record will automatically be stored with an alternate identification number consisting of social security number. There are numerous cases such as tape loads from other institutions in which use of social security number helps significantly to reduce duplicate person records.

Employees are required to supply their social security numbers.

Students, admission, and financial aid applicants will be asked to supply their social security numbers for identification purposes.

Donors' social security numbers will be captured from their checks, if possible. Some searching will be done to locate the social security number of prospective donors.

Non-person Identifier Non-persons are companies or organizations, as opposed to individuals (persons). They include vendors, granting agencies, banks, accounts receivable firms, and donors. For the purposes of this document, the term “companies” as used below includes corporations, companies, firms, organizations, institutions, government entities, and other non-person entities.

Identifiers for non-persons are created by the user at the time of data entry and are entered into the Banner identification number field. (The non-person identifier is sometimes referred to as an identification ‘number’ even though the identifier is primarily alphabetic characters.) The Banner screens also use the name ‘vendor code’ to refer to these non-person identifiers.

Constructing Non-person IdentifiersThe non-person identifier consists of a maximum of nine characters. The first seven characters are alpha, all capitalized. The remaining two characters are numeric, and used only when required to eliminate duplicate codes.

General Pattern The non-person identifier consists of a maximum of nine characters. The first seven characters are alphabetic, all capitalized. The remaining two characters are numeric, and used only when required to eliminate duplicate codes.

The first seven alphabetic characters are:the first three letters of the company’ first name, plus


the first two letters of the company’s second name, plusthe first two letters of the company’s last name

Example: Computer Technology Solutions, Inc. = COMTESO

Extra words Ignore words such as “The”, “Inc.”, “Company”, “Corporation”, as well as “&”, “and”, “of” etc., when assigning codes. Examples: The Evergreen Door Company = EVEDOOR; The Hudson Company = HUDSON; Rodefeld’s of Oxford, Inc. = RODOXFO.

Exceptions:

Companies with…

two-word names Use three letters of the first name and four letters from the second name; i.e., Apple Computer = APPCOMP. If the second name is less than four characters, shorten company code as required.

one-word names Use seven letters of the first name. Example: Husman’s = HUSMANS. If first name is less than seven characters, shorten company code as required.

hyphenated names Treat as two words. Example: Addison-Wesley Publications, Inc. = ADDWEPU

initials (acronyms) by which they are most commonly recognized

Use the acronym regardless of length. Example: NACUBO (National Association of College and University Business Officers) = NACUBO.

initials for first or second names, or names too short to meet requirements

Fill in the identifier by expanding the next (second or third) name to make up for the shortage as appropriate. Examples: On Technology Corp. = ONTECHN; JP Flooring Systems = JPFLOOR; H. L. Hummert Company = HLHUMME; W.E. Agee, Inc = WEAGEE.

numbers for names

Spell out the numbers and follow the above rules. Examples: 3M Corporation = THREEM; 32 Ford-Mercury Inc. = THITWFO.

DuplicatesWhere duplicates are encountered after applying the above rules, two optional numerals are added to the identifier on succeeding companies, beginning with “21", then “22", etc. Example: American Association of Engineers, American Association of Entertainers, and American Association of Equestrians would be AMEASEN, AMEASEN21, and AMEASEN22, respectively.


Before AddingBefore adding a new company to Banner, it is important that SPRIDEN be searched thoroughly (as detailed earlier in this document) to ensure that the company does not already exist in the vendor or other non-person files. If a company already exists, use the appropriate maintenance form to activate in the applicable module. If required, add an additional address type and address particular to the module.

Only one company record and company identifier, with multiple addresses and types as required, should exist for each business unit. Where large corporations operate under different business units, only then should the business units be established as separate entities with separate identifiers.

For example, all area Wal-Mart stores, K-Mart stores, etc. would be a single company with one identifier and multiple business addresses. Mutual Manufacturing and Supply, with separate offices in Cincinnati and Dayton would be a single company with one identifier and multiple business addresses. Nationally affiliated moving companies, such as North American Van Lines, would be a single company with one identifier and multiple addresses containing the name of the individual agent, because these are all centrally billed under the parent company. However, General Electric Aerospace, General Electric Medical Systems, and General Electric Credit Corporation would all be separate companies with separate identifiers since they operate as separate business units even though they are the same parent corporation.

Vendors Who Are Persons1

As stated above in the section on Person Identification Number, where persons are added to SPRIDEN through the Student, Human Resources, or the Alumni module, they will be assigned an auto-generated Banner identification number. Finance (including Purchasing and Accounts Receivable applications) will use this generated number to identify these persons when they are added to the Vendor file for purposes of refunds, reimbursements, etc.

Where persons, such as sole proprietors, individual service providers, or other individuals not otherwise affiliated with the University are initially added to SPAIDEN through the Finance module as a vendor, they will be provided a manual identifier similar to the non-person identifier above.

This vendor person identifier will consist of a maximum of nine characters. The first six characters are alpha, all capitalized. The remaining three characters are numeric, and used only when required to eliminate duplicate codes.

1 This standard is currently under review.1/8/02 Miami University Data Entry Standards

Rules for Persons as Vendors General Pattern The first six characters are alphabetic made up of:

the first three letters of the individual’s last name, plusthe first two letters of the individual’s first name, plusthe first one letter of the individual’s middle initial.

Example: John P. Jones = JONJOP

Exceptions: Persons with… Do this…

no or unknown middle initial

Use three letters of the last name plus three letters of the first name.

last name less than three letters

Use additional letters from the first name to make up the shortage.

first name less than two letters

Use additional letters from the last name to make up the shortage.

no combination of last name letters plus first name letters plus middle initial adds to six characters

Shorten the identifier as required.

Duplicates Where duplicate identifiers are encountered after applying the above rules, two optional numerals are added to the identifier on succeeding individuals, beginning with “002", then “003", etc.

Example: John P. Jones, Joseph P. Jones, and Josuha P Jones would be JONJOP, JONJOP002, JONJOP003, respectively.

Before Adding Before adding a new person to Banner through FTMVEND, it is important that SPAIDEN be searched thoroughly to ensure that the individual does not already exist. If a person already exists, bring them into the Vendor File through FTMVEND. If the correct address exists, set up that address as the purchasing and payable default. If the address does not exist, add a business or business remittance address as applicable.


Name StandardsGeneral Guidelines Enter all name information in mixed case (uppercase and lowercase letters) using standard

capitalization rules.

Use apostrophes (') when the symbol is part of the proper, legal name or address, e.g., O'Leary, O'Connor, Sam's Wholesale Club.

Use hyphens to separate double names (sometimes used in ethnic names or by persons who wish to use their maiden and married names), when it is indicated by the person that it is part of the legal spelling of their name.

Do not enter periods in a name unless the person indicates that they are required or in the following circumstances: in an empty first name field and following a single character name.

Never use commas or the pound sign (#) in a name.

Spaces are permitted if the legal spelling and format of the name includes spaces.

Examples: L. Christine JohnsonMc Donald Van HusenMcDonald De La Rosa Mac Pherson De La Rosa St John Van der Linden Cooper-Smith Anderson Johnson

Person Names Preferred First NameThe name one wishes to be called. Enter preferred name (excluding last name) into the preferred name field. Examples: J. Edgar, A. J.

Legal Name The legal name field is not used. See other name fields.

Last NameRequired.

Enter the legal spelling and format of the last name, using standard capitalization rules.

Do not enter titles, prefixes (Dr., Mr., Mrs.) or suffixes (III, Jr.) in this field; this information is stored in the prefix and suffix fields.

First NameRequired.

Enter the legal spelling and format of the first name, using standard capitalization rules.

If there is no first name, enter a period (.) to satisfy the required field.

Spaces and hyphens may be included in double first names (i.e., Mary Ann, Bobbie Jo). 1/8/02 Miami University Data Entry Standards

Enter both names in the first name field only if it is legally a two-name first name or when the legal first name is one character only.

If a single character is designated as the legal first name and followed by a middle name, place both the single character first name and the middle name in the first name field.

Examples: R. Maureen, F. Robert. Enter single character first names with a period.

If the person prefers to be addressed using both first and middle names, but these are not the legal names, use the preferred first name field to enter this information.

Do not include titles, prefixes or suffixes in either the first name or preferred first name fields.

Middle NameNot required.

Enter the legal spelling and format of the middle name in mixed case using standard capitalization rules or the capitalized middle initial.

If the middle initial is used, it should be followed by a period.

If there is no middle name, leave the field blank.

Name Prefixes Enter the name prefixes given by the person. If no prefixes are provided, do not enter any.

Enter the prefix code to be associated with the person's name using mixed case and standard capitalization rules.

Name Suffixes Enter name suffixes given by the person. If no suffixes are provided, do not enter any.

Enter the suffix code to be associated with the person's name using mixed case and standard capitalization rules.

The suffix may be up to 20 characters in Banner and multiple suffixes may be entered.

Separate multiple suffixes with commas.

Company Names Enter company name in the corporation field (on the FTMVEND form) as listed on an

invoice or other company document, omitting "The."

The last name field is used to hold the name of any non-person.

Punctuation in the name and address of a company should be entered only when it is part of the official name.

Determine spacing by using the vendor's invoice or other company documents as a guide. Generally, acronyms do not have spaces between the letters, e.g., FOCUS, IBM, AES of


Roanoke Inc. Include spaces between initials and the company name, e.g., A B Dick Products Inc or E C Geiger Inc.

If the official name includes a numeral such as 47th Street Photo, enter the numeral rather than spelling the number out.

Abbreviations in Company NameIn general, company names should not be abbreviated unless the company has done so such as IBM. If space limitations require that a name be abbreviated, abbreviate the latter part of the name rather than the former. For a listing of recommended abbreviations, see Appendix A.


Address StandardsAddress Types (Validated by Banner table STVATYP ) The address types and descriptions as approved at Miami University are listed below. Note that the use made of a particular address type is really part of its definition.

An ‘internal’ address is one that contains only Miami University campus addresses, whereas an ‘external’ address contains addresses outside of the Miami University campuses.

A1 = Alumni Primary Work AddressThe alumni primary work address is the primary employment address for constituents. Constituents may or may not have an A1 address.

A1 may not be updated on the Web. It may contain internal (constituents who are employees of Miami) or external addresses. It will not be corrected by address management software.

A2 = Alumni Secondary Work AddressThe alumni secondary work address is used to maintain a constituent's second employment address. Constituents may or may not have an A2 address, but a constituent should never have an A2 address unless the constituent has an A1 address (one can't have a secondary work address unless one has a primary work address).

A2 may not be updated on the Web. It may contain internal (constituents who are employees of Miami) or external addresses. It will not be corrected by address management software.

BI = Billing AddressThe billing address is the alternate address to which bills from the Bursar are sent. This address should not be entered unless the default for bills (MA or LO or some other) is not the desired destination of the bill.

BI may be updated on the Web, contains both internal and external addresses and will be corrected by the address management software.1

BR = Business Remittance AddressBusiness remittance addresses are alternate vendor addresses to which payments only are directed. The address type is not required if payments are directed to vendor's regular business address (BU). Multiple business remittance addresses may be stored for each vendor, using sequence numbers in conjunction with the BR designator.

A BU address must be entered for all non-person records.

BR may not be updated on the Web, contains only external addresses and will be corrected by the address management software.


BU = Business AddressThe Business address is the address to which purchase orders, LPO's, and other business correspondence is directed, and generally reflects the physical location of the vendor. This is the primary address type for storing vendor addresses in Banner, and all entities established in Banner initially as a vendor should have a BU address. Multiple business addresses may be stored for each vendor, using sequence numbers in conjunction with the BU designator.

BU may not be updated on the Web, contains only external addresses and will be corrected by the address management software.

CL = Collection AddressThe collection address is used by the Bursar’s office to bill accounts that have gone into default. Not every account that has gone into default will have a collection address.

CL may not be updated on the Web, contains both internal and external addresses and will be corrected by the address management software.

FA = FAFSA AddressThe FAFSA address is not loaded to SPRIDEN, thus this address type will probably disappear. However, the FAFSA address will be entered and stored in Banner SFA files.

FA may not be updated on the Web, contains only external addresses and will not be corrected by the address management software.

IN = Invalid AddressUsed only when no valid MA address is available; see the MA address below for further information; see also appendix D (“Invalid Addresses”) for a complete description.

K1 = Work Address 1 (MU)The work address 1 is the primary campus address of university employees, and provides the location to which the employee reports. All employees should have this address type, including regional and overseas campus employees. This address type is entered for Miami University employees only.

K1 may not be updated on the Web, contains only internal addresses and will not be corrected by the address management software.

K2 = Work Address 2 (MU)The work address 2 is the secondary campus address of university employees who have two campus work addresses. This address type is entered for Miami University employees only.

K2 may not be updated on the Web, contains only internal addresses and will not be corrected by the address management software.


LO = Local address (Off-campus)For students, the local address is an off-campus address in the vicinity of the campus attended; it excludes residence halls and students living at home with parents.

Thus, students who live in an apartment in Oxford will have a local address even though their parents live in Oxford; similarly with Hamilton, or Middletown. However, students living with parents in Oxford, will not have LO; similarly with Hamilton or Middletown.

Those students living on-campus will have their address listed under address type ‘RH = Residence Hall’, except for Miami Manor addresses which are to be listed in the LO (local address) field; this is because Miami Manor is not a part of the campus mail system.

Faculty and staff, typically temporary appointees, who have a temporary address in Oxford, will have this address type.

LO may be updated on the Web, contains only external addresses and will be corrected by the address management software.

MA = Mailing AddressThis is the primary address presented by faculty, staff and students. For most, it is their permanent mailing address. The MA address (or an IN address) must always be present for every General Person record; its absence will cause processing errors in offices such as Bursar, Admission, etc. It is the default address type for Admission and Financial Aid tape loads although it may not reflect a true permanent mailing address until the student applies for admission. The Bursar uses this address for non-person records, as in third party billing.

An MA address must be entered for all person records.

MA may not be updated on the Web, contains only external addresses and will be corrected by the address management software.

When no valid MA address is known (typically when a person has moved from their former MA address and has left no forwarding address), the IN address type is used. See

PA = Parent Address 1Parent address 1 is the address of the parent(s) if not the same as the MA address. PA also can be used to list an additional parent.

PA may not be updated on the Web, contains only external addresses and will be corrected by the address management software.

PB = Parent Address 2Parent address 2 is the address of additional parent(s) if not same as MA or PA addresses. It also can be used when to list an additional parent.

PB may not be updated on the Web, contains only external addresses and will be corrected by the address management software.


PC = Parent Address 3Parent address 3 may be used when one wishes to list an additional parent.

PC may not be updated on the Web, contains only external addresses and will be corrected by the address management software.

PY = Payroll AddressThe Payroll address is the location to which payroll checks and deposit advice slips are sent. (A separate address type for this purpose is needed because some staff members prefer to receive checks at locations other than their official work locations. For example, maintenance workers permanently assigned to a campus building have work addresses in Physical Facilities but may wish to receive their payroll mailings in the building in which they work.) This address is initially populated from the K1 address, and subsequently maintained by the Payroll Office.

PY may not be updated on the Web, contains only internal addresses, and is not corrected by the address management software.

W2 = W-2 AddressThe W-2 address is the address to which W-2 tax forms are sent. It is populated from the MA address at the beginning of each year, approximately January 1, and maintained by the Payroll office until W-2 forms are mailed. (This allows these addresses to be frozen during this period, reducing the possibility of erroneous addresses for W-2 mailings.)

W2 may not be updated on the Web, contains only external addresses, and is not corrected by the address management software.

RH = Residence Hall Address (Oxford)The residence hall address is an address that includes residence halls whose mail is delivered by campus mail and which are maintained in the University housing computing system. This address type will be loaded from the University housing system and may be changed only by load.

RH may not be updated on the Web, contains only internal addresses and will not be corrected by the address management software.

SC = School Address (Non-MU) The school address is the address at some school other than Miami University, where an applicant to Miami wishes to receive Admission or other correspondence.

SC may not be updated on the Web, contains only external addresses and will not be corrected by the address management software.


SE = Alumni Seasonal Address The alumni seasonal address is used to track seasonal addresses for constituents. Alumni seasonal addresses are handled through a combination of data entry, and special monthly and yearly programming scripts. If a constituent reports having two or more addresses throughout the year, e.g., a winter home and a summer home, an SE address record is entered for each address for each consecutive group of months in the current calendar year, and one MA address is entered to reflect the constituent's current address. The yearly script changes the year in each SE address to reflect the current year, while the monthly script examines the SE addresses, and updates the constituent's current MA address.

SE may be updated on the Web, contains only external addresses and will not be corrected by the address management software.

XX = TGRFEED XX may not be updated on the Web, contains only unknown addresses and will not be corrected by the address management software.

Emergency Contact Information Emergency contact information about students or employees may be entered on the emergency contact form. The emergency contact information is not a true address type because the data is not stored in the regular address file, but in a file of its own. In an emergency, if no emergency contact information is found, attempts will be made to contact persons at the MA address or other addresses.

Emergency contact information may be updated on the Web, contains both internal and external addresses and will not be corrected by the address management software.

E-mail Address and UniqueID The e-mail address field will be populated each night by the account generation process. Each UniqueID that is active in the electronic directory will generate an e-mail address in Banner in the following format: [email protected].

The UniqueID generated by the account generation process will be loaded to Oracle in a timely way. This will establish a positive identification of the owner of the UniqueID.

Address Source Codes (Validated by Banner table STVASRC ) A valid address source code should be entered.

U.S. Street Address Standards 2 Guidelines Note that the post office reads an address from the bottom up. Thus, the most general

information (country, state or province) is at the bottom of the address, while the most specific (apartment or room number) is at the top.

For all US addresses, enter the five-digit zip code before entering the city, county, or state.3 If the zip code is entered correctly (and is in the GTVZIPC table), the city, county,


mailto:[email protected]

and state are automatically displayed in the appropriate fields. This not only eliminates the need to key this information, but also ensures that it is correct. Note that you must enter the five-digit zip code only, then press the ENTER key (or the TAB key), which will cause Banner to fill in the city, county, and state. You can then return to the zip code to add the remaining digits.

Leave the country field blank, i.e., do not enter "United States" in the country name field for United States addresses.4

Minimum Address USPS standards require that an address block contain as a minimum a recipient, a delivery

address, and a last line. The attention line is optional.

Example: ABC Movers Recipient1500 Main Ave. Delivery LineSpringfield VA 22152-41010 Last Line

The delivery address should always contain a street number and street name. Addresses simply listing a building name, or building name and room number, are usually improper.

Data may be entered in all 3 lines of the Banner street address, and thus, some labels will have a total of 7 lines. Only address information may be entered in the three Banner street address lines.

Format Although USPS standards prefer uppercase letters for the presentation of all lines of the

address block, address data should be entered in mixed case using standard capitalization rules.

All words in the address should be spelled out in full. However, if there is insufficient space in the data entry field to allow this, words may be abbreviated.

Use hyphens and slashes in addresses when needed for clarity or designated fractions.

Example: Mid-Island Plaza 101 1/2 Main Street

Use the Ampersand (&) instead of the word ‘and’ only if that is the proper spelling. Example: 1500 King & Queen Way

Secondary Designators Secondary designators, such as suite or apartment numbers, should be on the same line as

and at the end (to the right) of the delivery address. If the correct designator is unknown, use the # (pound) sign as a designator. Always use the abbreviation “Apt.” rather than spelling out the word “Apartment.”

Examples: 102 Main Street, Apt. 101102 Main Street, Suite 101102 Main Street, Room 101


If there is not enough space on the delivery line for the secondary designator, place it on the line above the delivery line, not below it.

Example: Mr. Michael MurrayApt. C5800 Springfield Gardens CircleSpringfield VA 22152-1058

Attention/Care of Line If possible, avoid using an attention or “care of” line. Reorganizations or turnover can make

them obsolete quickly.

If an attention line is necessary, try to use only an office or title rather than a name. Thus, “Attention: Treasurer” is preferable to “Attention: Joseph Deters, Treasurer” because the former does not become obsolete when a new treasurer is elected.)

If an attention line is necessary, enter the address as provided by the company or organization. Some common examples are:

Attention: John Doe XYZ Company Attention LineXYZ Company c/o John Doe Recipient

Dual Addresses If a mailing file contains both a physical address (street number and name) and delivery address (P.O. Box), place the P.O. Box immediately above the last line.

Example: Mr. John Doe1201 Broad StreetP.O. Box 1001Falls Church, VA 22042-2102


Delivery Line StandardsThe standard layout for the Delivery Line is:

a) primary address number numerical, not wordb) predirectional N (North), E (East), SW (Southwest), etc.c) street name normally not abbreviatedd) suffix Street, Drive, Circle, etc.e) postdirectional N (North), E (East), SW (Southwest), etc.f) secondary address identifier Apt., Room, Suite, etc.g) secondary number numerical, not word

The USPS prefers use of pre-direction and post-direction abbreviations without a period. These describe the geographic direction before and after the street name. Directionals should be spelled out only when they are part of the street name.

Example: 1501 Southwest Freeway101 West Drive202 County Road NE303 Bay West Drive500 Bay Drive W

The preferred delivery line for Rural Route designations is RR. Example: RR 2 Box 18

Street Address and Post Office Boxes Always abbreviate Post Office Box as P.O. Box. Change “Caller”, “Lockbox” and

“Drawer” to P.O. Box.

Abbreviations for Street Designators are defined by the USPS and supplied by our Address Management Software. If used, enter in mixed case (uppercase and lowercase). If you cannot locate a street designator on the USPS chart, spell it out rather than using an abbreviation.

Private Mailbox AddressesPrivate companies offering mailbox rental service to individuals or businesses may require a “box” number called a mailstop code (MSC) for the final mail sort. Print the MSC above the recipient's name or in the attention line as shown in the example below. Since the MSC is not a post office box, the words “P.O. Box” followed by the MSC may not be used on the delivery address line. Only the USPS is entitled to provide delivery to a P.O. Box. Example: MSC 1587

ABC Company 12 E Main Ave.Blacksburg VA 24060-4544


Last Line Standards Use the official USPS City or Place name as contained in the USPS postal database. Whenever possible, spell City or Place names in their entirety. Where abbreviation is required due to label or field size, follow the same standards for suffixes or directional words.

Example: West Stockbridge to W StockbridgeNewberry Springs to Newberry Spgs.

US Zip CodesEnter the five-digit zip code; if you have the last four digits, enter a hyphen and then these last four digits.

Examples: 24060 24060-6363

International Addresses General Guidelines Enter street address information in the 3 street address lines and enter the city and province

(or equivalent) in the city field. (For Canadian addresses, enter the province in the state/prov field.) Finally, enter the postal code (if any) in the ZIP code field.

Although Canadian postal codes should be entered in the ZIP code field, Canadian postal codes were not purchased with Code 1 (the Address Management Software) and are not populated in GTVZIP.

Example: Street address: Petko Metodiev KitanovPOB 140

City: Balgoevgrad, HyderabadZIP Code: 2700Nation: BULGARIA

Military Address Standards Format military addresses for destinations within the United States in the same way as any

other mail. For military addresses outside of the United States:

In the city field, enter the APO or AFO codeIn the state field, enter AE - Europe, Middle East, Africa or Canada (ZIP=09nnn)

AP - Pacific (ZIP=96nnn) AA - The Americas (excluding Canada) (ZIP=34nnn)

Example: Alice VanFrogulemen HHB 6th Battalion 43rd Box 72


Air Defense Artillery CMR 417 APO, AE 09602-8802

Campus Mail The following standards apply to all campus addresses, whether work addresses or residence hall addresses.

The following 5-digit zip codes are used for campus mail.5

Oxford 00000 instead of 45056Middletown 00001 instead of 45044Hamilton 00002 instead of 45011Luxembourg 00003

USPS plus 4 zip codes are used for campus buildings.

Enter ‘Campus Mail’ in the city field.

Work Addresses For Oxford work addresses, enter the department in the first street address line,

building/room in the second street address line, and the city and zip code as illustrated below.

For regional campus work addresses, enter the campus in the first street address line, the department in the second street address line, building/room in the third street address line, and the city and zip code as illustrated below.

For MUDEC (Luxembourg) campus work addresses, enter the campus address (1, Impasse du Chateau) in the first street address line, the code in the second street address line, the city as illustrated below, a zip code of “00003”, and a nation code of “LU.”

Oxford Example: Sarah FacultyAddress Line 1: ClassicsAddress Line 2: Irvin Hall, 105City: Campus MailZip: 00000

Regional Example: Michael Professor Address Line 1: Hamilton CampusAddress Line 2: GeographyAddress Line 3: Mosler Hall, 100City: Campus MailZip: 00002


MUDEC Example: John SpaceAddress Line 1: 1, Impasse du Chateau Address Line 2: L-4524City: Campus MailZip: 00003Nation: LU (Luxembourg)

Residence Hall (Student) Addresses Residence hall addresses are automatically loaded from the Housing system. These addresses should not be updated manually. The following information is provided for reference only.

Line 1 of the address contains the name of the building, a comma, space, the word “Room,” space, and the room number. Lines 2 and 3 are not used. The City field contains “Campus Mail,” the State field contains “OH,” and the zip code is set to “00000”. The County and Nation fields are not used.

Example: Line 1: Hahne Hall, Room 202Line 2:Line 3:City: Campus Mail County:State: OH Zip: 00000


Telephone Number StandardsTelephone Types (Validated by Banner table STVTELE) The following telephone types and descriptions are approved at Miami University and default to their corresponding address type where applicable:

A1 = Alumni Primary Work PhoneA2 = Alumni Secondary Work PhoneALT = Alumni Alternate Contact PhoneBI = BillingBR = Business RemittanceBU = BusinessCELL = CellCL = CollectionFAFSA = ????FAX1 = Fax 1FAX2 = FaxFXA1 = Alumni Primary Work FaxFXA2 = Alumni Secondary Work FaxFXMA = Alumni MA Address FaxK1 = Work 1 (MU)K2 = Work 2 (MU)LO = Local (Off-campus)MA = MailingPA = Parent phone 1PB = Parent phone 2PC = Parent phone 3RH = Residence hall (Oxford)SC = School (Non-MU)SE = Alumni Seasonal Address PhoneXX = Required for TGRFEED

FormatEnter the telephone number in the fields as follows:

Area Code Enter the three-digit area code for all phone numbers.

Phone Number Enter the seven-digit number without hyphens.

Extension If an extension number is provided, enter only the digits of the extension in the extension field. Do not enter “EXT” or “X” in this field.

Example: 703-231-7865 extension 2114

Enter: Area 703Number 2317865


Extension 2114 Date Standards Except for special cases defined below, enter dates into Banner in mmddyy (or mmddyyyy)

format.6

Dates also may be entered as dd-mon-yyyy or dd-mon-yy where mon is the abbreviation for the month, e.g., 12-Dec-1994, or 12-Dec-94. Hyphens must be used between the day, month and year.

If the correct date is not known at time of data entry leave the field blank, assuming that the date field is not required.

Banner Job Submission and New Dimension Job Scheduler are special cases with regard to date format because they require a wide variety of date formats, depending on the particular job that is being submitted.


AppendicesAppendix A - Company Name Abbreviations

1 Banner requires that the BI, BU, MA, PA, and XX address types exist, i.e., be defined. Users are not required to enter all of these types.2 The United States Postal Service (USPS) has published standards for the presentation of address data that are relevant to, but not the same as, standards for data entry or standards for data storage. Standards for data entry in Banner should be consistent with and promote the presentation of data as stated in the USPS standards document. However, in some cases USPS standards are contrary to other needs of the university. For example, the USPS prefers that name and address appear in upper case, but various university offices require name and address in mixed case. The solution is to enter the data in mixed case, but convert it to upper case when that is a requirement. The university mailing committee has summarized the 120 page USPS document into a brief set of recommendations, which are available from that office and which were considered in these data entry standards.

The thrust of the USPS standards is to speed the sort (and hence the delivery time) of the mail. Addresses that have been bar coded are not examined further by USPS machinery and thus the existence of punctuation or abbreviations in bar coded addresses are not relevant. Addresses that are not bar-coded are passed through bar-coding equipment at the local post office; OCR software attempts to read the address and supply a 9-digit zip code and a bar code. Since the OCR software can reliably read mixed case and punctuation in Courier fonts, the existence of punctuation and mixed case is not relevant. Addresses that cannot be read by USPS OCR software require operator intervention and may delay that piece of mail.

The USPS standard tables shall be adopted for zip code, state, county, city, and elements of the street address. This is true even though address management software will use the abbreviation only when the street address line is too short. The standard federal list of county codes shall be adopted.

Miami University has purchased software that will enforce in the Banner system the USPS standards for street addresses, as described in general terms here. Addresses entered into Banner forms will be verified against the USPS database of correct addresses, if the address is a valid one, abbreviated terms will be converted to their long counterpart unless space prohibits, in which case they will be converted to standard abbreviations with punctuation. If the street and five-character zip code are entered, the city, county, state, and zip + 4 will be supplied. If the street address, plus city and state are entered, an eleven-character zip code will be supplied. Our address management software can correct zip codes that have been modified by the USPS.1/8/02 Miami University Data Entry Standards

NAME ABBREVIATION NAME ABBREVIATION Admission Adm American AmerAnd & Associates AssocCenter Ctr Community ComCompany Co Cooperative CoopCorporation Corp Council CounCounty Co Distributing DistrEducation Edu Extension ExtGeneral Gen Hospital HospIncorporated Inc Information InfoInstitute Inst Insurance InsInternational Intl Laboratories LabsLibrary Lib Limited LtdManagement Mgt Mutual MutNational Natl Publisher PubService Serv Services ServSociety Soc States Use standard

abbreviations Technology Tech University Univ

Appendix B – Address Abbreviations

Apartment Apt.Building Bldg.

3 After entering the street address, move to the Zip/PC field by any of the following methods: (1) press the TAB key repeatedly until reaching the field; (2) press SHIFT+F3 key (hold down the SHIFT key and press the F3 key); (3) use the mouse to click in the “Zip/PC” field. Once you have reached the Zip/PC field, enter the five-digit zip code, then press ENTER or the TAB key. This will cause the city, county, and state fields to be filled in correctly. Then return to the Zip/PC field and add the plus four portion of the zip code if available.4 If a country name is entered, it is printed with the address. This is not required for United States addresses; therefore, the country name should be left blank for U.S. addresses.5 Output programs have the option to substitute the proper USPS zip code for the “0000x” codes used for campus mail. For example, 45056 could be substituted for 00000.6 All dates are stored in Oracle date format, which involves an eight-character date. To simplify data entry, the century pivot has been set for the year 1928. If only the last two digits of the year are entered, all those years greater than or equal to YY of the pivot will be assigned a "19". Those less than YY of the pivot will have "20". For example, e.g. 70 will be stored as 1970; 08 will be 2008.


Department Dept.Floor Fl.Room Rm.Suite Ste.Unit Unit

Appendix C - Invalid Addresses RationaleAn issue arises when jobs to generate mailings are run and certain PIDM’s have invalid (undeliverable) MA addresses.

On one hand, several offices have marked invalid addresses by entering some special character string, e.g., “Invalid address” in the first street line of the address or by entering the address of the originating office. This preserved the existence of an MA address but ensured that the piece generated would not be mailed. However, this solution causes difficulties for other offices that do not sort their outgoing mailings in a way that groups invalid addresses together.

On the other hand, if the MA address is simply marked as inactive, processes that depend on having a valid address in the address sequence, and that make it through the sequence with no valid address for a given PIDM, do not run properly. Typically they produce no output for the affected PIDM. For example, if no valid address (including MA address) is found for a student when billing is run, no bill is produced for that student.

The solution is to guarantee that some valid address is always found in the specified hierarchy. This solution is described below.

SolutionTo deal with this issue, a new IN (INvalid) address type has been created. When an invalid address is found, do the following:

1. Mark the invalid MA address as inactive by checking the “Inactive” box, and expire the address effective on the current date.

2. Create a new address for the person with the following characteristics:

Type: IN

Street Line 1: Invalid address

City and State: <Same as last valid MA address>

Zip: 00000 (all zeroes)

When a corrected address for the person is found, do the following:

1. Mark the existing IN address as inactive by checking the “Inactive” box and expire the address effective on the current date.


2. Modify the MA address as needed and make it active.

All processes that use a sequence of address types should have the IN address type at the end of the sequence, i.e., as the last address in the sequence. The IN address is now the “address of last resort.”

Notes Any office that is permitted to change addresses may use these procedures to mark an invalid

address or to correct an invalid address.

These procedures guarantee that output will be produced for each PIDM. If the existence of output for each PIDM is not required for a particular job, or if missing addresses are known to create log entries which are checked to find missing output, the office may choose not to add the IN address to the address sequence used for the job.

Expiring the originally invalid MA address when creating the IN address and expiring the IN address when the MA address is corrected together create a complete audit trail for the MA address.

Appendix D - Notes


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