Banner Data Entry Standards

Addresses
- Only UPPERCASE letters are used
- No periods or commas 
- No space before or behind the symbol 
- One space between all identifiers such as: Space, Suite and Bldg 
- If the address is too long for one line, the identifier must be entered on line 1 and the street address on line 2 (the post office reads the address from the bottom up) 
- Zip codes are required 
- Special locations such as Kirtland Air Force Base are abbreviated and entered on   the second or third line (if necessary) after street address:

Examples:      
100 ADAMS NE SPACE L-5 BLDG 5 SUITE 345 ALBUQUERQUE NM 87108 100  WASHINGTON NE ALBUQUERQUE NM 87108

4135 GENERAL BLUNDER SE BLDG 3-23 KAFB 2345 VOLCANO RIDGE SE ALBUQUERQUE NM 87117 KAFB ALBUQUERQUE NM 87117

Terms and Abbreviations 

Avenue = AVE

IDENTIFIERS:

Apartment = APT	Room = RM
Building = BLDG	Space = SPACE
Number =  -	Suite = SUITE

Names

Note: Do not add a new record without doing a name search first

-Only uppercase letters are used 
- No periods, commas, or apostrophes 
- No prefixes, ex.: Ms., Mrs. 
- Suffixes (ex. JR., II) are entered on SPAIDEN and/or PPAIDEN 
- No spaces in hyphenated names 
- Hyphens are entered with no spaces between the names (ex. SMITH-JONES) 
- Names are entered as the student/employee indicates (with regard to spaces and hyphens) 
- First names that are indicated with an initial are entered in the first name field (ex. J PAUL SMITH entered as SMITH [last name], J [first name], and PAUL [middle name] 
- First and middle names are not to be combined in the first name field (even though the student/employee prefers to go by his/her middle name)  

Name Changes

At least two forms of identification showing the new name are required. Examples of such documentation are birth certificate, drivers license, original social security card, or court order of legal name change. Verification of documents must be entered on the name change request form and kept on file. Name changes are not processed for inactive students or previous employees except under special circumstances.   

General Person

A General Person exists on the BANNER system as either a person (student, financial aid applicant, or employee) or non-person (vendor, business, or agency).  All persons acting as vendors should be given a vendor code even if they were previously entered as a person.  A vender code is the letter V, followed by five numeric digits. 

Specific offices will be charged with entering, maintaining, updating, and correcting those general persons within their jurisdiction (this information can be viewed on GUASYST).

The Office of Admissions & Records is responsible for all students (current - Records; applicants/ new / returning -Admissions ). 

The Business Office is responsible for the entry of all vendors. 

The Human Resources Office is responsible for the entry of all applicants.

The Payroll Office is responsible for the entry of all employees.

The Financial Aid Office is responsible for the entry of all financial aid applicants who are not already on the system 

Address, name changes and/or ID changes will only be made in the office responsible for that general person type. (Financial Aid will not process any changes. Address and/or  name changes for financial aid applicants who are not students will be processed by the Admissions Office upon the completion of an application for admission.) Documentation pertaining to each type of change will be kept on file in the office responsible for processing.

PURCHASING

Vendor Codes 

Before entering a vendor in the system, please do a name search to ensure the vendor is not already in Banner and a duplicated record is not created. 

- Use the capitol letter V followed by five numeric digits.

Vendor Names  

- Only uppercase letters are used. 
- Periods, commas and apostrophes are used if in vendor name 
- Prefixes are used 
- No spaces in hyphenated names 
- Spaces are entered as indicated by vendor 

Name Changes for vendors require written or verbal correspondence from the vendor to the Purchasing Department. 

Vendor Addresses  

- Use upper case letters for address 
- No periods or commas 
- No space before or behind the "-" symbol 
- One space between all identifiers 
- If the address it too long for one line, the identifier must be entered on line one and the    street address on line two 
- Zip codes are required 
- Special locations are abbreviated and entered on the second or third line (if necessary) after street address 

IDENTIFIERS:

Apartment = APT	Loop = LP
Avenue =  AVE	Number =  NO
Boulevard = BLVD	Parkway =  PKWY
Box =  BOX	Place =  PL
Building =  BLDG	Post Office =  PO
Circle =  CIR	Road =  RD
Court =  CT	Route = RTE
Drive =  DR	Rural Route = RR
Freeway =  FWY	Street = ST
Highway =  HWY	Suite = STE
Lane =  LN	Trail = TRL

Address Changes for vendors require written or verbal correspondence from the vendor to the Purchasing Department. 

Commodities  

Commodity codes are entered by the Purchasing Department. Commodity information is entered using upper and lower case letters. Periods and commas are used as necessary. 

Purchase Orders/Blanket Purchase Orders  

Purchase orders are entered by the Purchasing Department. Upper case letters are used. Verification of correct cost accounts entered is required.  

Revisions/Change Orders  

Revisions for Purchase Orders are entered by the Purchasing Department.  Upper case letters are used.

Copyright © 2000 CIT. All rights reserved.
Revised: August 19, 2005 .