Miami University
Banner Data Entry Standards and Guidelines
Updated: 4/20/2000
Reasons For Data Entry Standards
The 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 per cent 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.16 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 Records
Creating 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.
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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.
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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
Identification numbers for persons are generated by Banner using a '+99999999' format (an 8digit 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 Identifiers
The 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
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the first two letters of the company’s second name, plus
the 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.
Duplicates
Where 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 Adding
Before adding a new company to Banner, it is important that SPRIDEN be searched thoroughly
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(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.
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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, plus
the first two letters of the individual’s first name, plus
the 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.
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Name Standards
General 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 Johnson
Mc Donald Van Husen
McDonald De La Rosa
Mac Pherson De La Rosa
St John Van der Linden
Cooper-Smith Anderson Johnson
Person Names
Preferred First Name
The 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 Name
Required.

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 Name
Required.

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).
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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 Name
Not 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
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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 Name
In 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.
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Address Standards
Address 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 Address
The 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 Address
The 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 Address
The 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 Address
Business 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 Address
The 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.
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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 Address
The 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 Address
The 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.
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
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(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 Address
This is the primary address presented by faculty, staff and students. For most, it is their
permanent mailing address. It should 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.
PA = Parent Address 1
Parent 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 2
Parent 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 3
Parent 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 Address
The 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.
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PY may not be updated on the Web, contains only internal addresses, and is not corrected
by the address management software.
W2 = W-2 Address
The 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.
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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 Standards2
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,
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
1500 Main Ave.
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Recipient
Delivery Line
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Springfield 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. 101
102 Main Street, Suite 101
102 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 Murray
Apt. C
5800 Springfield Gardens Circle
Springfield 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.
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
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
XYZ Company
c/o John Doe
Attention Line
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 Doe
1201 Broad Street
P.O. Box 1001
Falls Church, VA 22042-2102
Delivery Line Standards
The standard layout for the Delivery Line is:
a) primary address number
b) predirectional
c) street name
d) suffix
e) postdirectional
f) secondary address identifier
g) secondary number

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:

numerical, not word
N (North), E (East), SW (Southwest), etc.
normally not abbreviated
Street, Drive, Circle, etc.
N (North), E (East), SW (Southwest), etc.
Apt., Room, Suite, etc.
numerical, not word
1501 Southwest Freeway
101 West Drive
202 County Road NE
303 Bay West Drive
500 Bay Drive W
The preferred delivery line for Rural Route designations is RR. Example: RR 2 Box 18
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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 Addresses
Private 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
Newberry Springs
to
to
W Stockbridge
Newberry Spgs.
US Zip Codes
Enter 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 all foreign address information in the 3 street address lines. Thus, for all foreign
addresses, including Canadian addresses, put CITY, PROVINCE, PIN on the next available
street line. Enter the international PIN number (without hyphens) to the right of the city and
province.
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Miami University Data Entry Standards
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
For foreign addresses, no data should be entered in the state or ZIP code fields. Do NOT
enter the international PIN number in the ZIP code field.

Canadian zip codes will not be populated in GTVZIP and were not purchased with Code 1
(the Address Management Software).

Enter a dot (.) in the city field to satisfy the requirements of Banner.5 Mailing labels
generated through our reporting tool can strip out the dot in the city field.
Example:
Petko Metodiev Kitanov
POB 140
Balgoevgrad, Hyderabad 2700
.
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 code
In 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.6
Oxford
Middletown
Hamilton
Luxembourg
00000 instead of 45056
00001 instead of 45044
00002 instead of 45011
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.
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
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:
Address Line 1:
Address Line 2:
City:
Zip:
Sarah Faculty
Classics
Irvin Hall, 105
Campus Mail
00000
Address Line 1:
Address Line 2:
Address Line 3:
City:
Zip:
Michael Professor
Hamilton Campus
Geography
Mosler Hall, 100
Campus Mail
00002
Address Line 1:
Address Line 2:
City:
Zip:
Nation:
John Space
1, Impasse du Chateau
L-4524
Campus Mail
00003
LU
(Luxembourg)
Regional Example:
MUDEC Example:
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:
07/31/17
Line 1:
Line 2:
Line 3:
City:
State:
Hahne Hall, Room 202
Campus Mail
OH
County:
Zip:
Miami University Data Entry Standards
00000
Page 19
Telephone Number Standards
Telephone 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 Phone
A2 = Alumni Secondary Work Phone
ALT = Alumni Alternate Contact Phone
BI = Billing
BR = Business Remittance
BU = Business
CELL = Cell
CL = Collection
FAFSA = ????
FAX1 = Fax 1
FAX2 = Fax
FXA1 = Alumni Primary Work Fax
FXA2 = Alumni Secondary Work Fax
FXMA = Alumni MA Address Fax
K1 = Work 1 (MU)
K2 = Work 2 (MU)
LO = Local (Off-campus)
MA = Mailing
PA = Parent phone 1
PB = Parent phone 2
PC = Parent phone 3
RH = Residence hall (Oxford)
SC = School (Non-MU)
SE = Alumni Seasonal Address Phone
XX = Required for TGRFEED
Format
Enter 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:
07/31/17
Area
703
Number
2317865
Extension
2114
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Date Standards

Except for special cases defined below, enter dates into Banner in mmddyy (or mmddyyyy)
format.7

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.
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Appendices
Appendix A - Company Name Abbreviations
NAME
Admission
And
Center
Company
Corporation
County
Education
General
Incorporated
Institute
International
Library
Management
National
Service
Society
ABBREVIATION
Adm
&
Ctr
Co
Corp
Co
Edu
Gen
Inc
Inst
Intl
Lib
Mgt
Natl
Serv
Soc
NAME
American
Associates
Community
Cooperative
Council
Distributing
Extension
Hospital
Information
Insurance
Laboratories
Limited
Mutual
Publisher
Services
States
Technology
Tech
University
Appendix B – Address Abbreviations
Apartment
Building
Department
Floor
Room
Suite
Unit
ABBREVIATION
Amer
Assoc
Com
Coop
Coun
Distr
Ext
Hosp
Info
Ins
Labs
Ltd
Mut
Pub
Serv
Use standard
abbreviations
Univ
Apt.
Bldg.
Dept.
Fl.
Rm.
Ste.
Unit
Notes
1
Banner requires that the BI, BU, MA, PA, and XX address types exist, i.e., are 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
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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.
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
Placing a period in the city field is a necessary compromise.
Pro: This makes the rules for data entry simple. Some see this simplicity as significant because
of the confusing variety of international addresses.

Con: Banner output would print the period on a line by itself, before nation. It would be a
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modification to Banner to find all functions that deal with address and strip out the period. A
feasibility investigation to strip out the period is under way. Miami written output could strip
out the period.

Con: Search on international cities will be slightly more complex, though certainly possible.

Example: Name
Street Address
Street address line 1
City, State or Province, PIN Street address line 2
.
Nation
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
7
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.
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