Standards for Adding a New Record

When adding a new record to the Banner system, it's crucial to follow standardized procedures to ensure data accuracy and consistency. Here are the guidelines for entering a new record:

1. Name Entry:

• Enter the last, first, and middle names of the person exactly as they appear on legal documents such as a court order, marriage license, or passport.
• It legal documentation is unavailable during record creation, enter the full name, including the complete middle name. Avoid converting full names to initials.
• Always use mixed case letters for names, adhering to standard upper/lowercase format.

2. Optional Data Entry:

• While not mandatory, entering the Social Security Number (SSN), Date of Birth, Gender, and permanent Address greatly reduces the chance of duplicate records in Banner.
• A U.S. SSN is required for Kentucky State University employees and independent contractors. For students, SSN disclosure is preferred but only mandatory for financial aid or employment applications.

3. Vendor Entry:

• Purchasing will manually enter new vendors into the system and perform a duplicate check to ensure data integrity.

4. Case Handling:

• Enter names in mixed case format, regardless of the case used in submitted paperwork.
• Lowercase the first letter if the person's name starts with a lowercase letter.
• When unsure of the correct format, request legal documentation for guidance.

5. Punctuation Guidelines:

• Follow the person's instructions or legal documentation regarding the use of hyphens, apostrophes, dashes, or periods in names.
• Use hyphens to separate double names and apostrophes when indicated by the person.
• Avoid using commas, pound signs (#), or ampersands (&) in names.

6. Previous Names:

• Preserve previous name information in Banner, except for data entry errors.
• Enter previous names chronologically, followed by the current name.

7. Legal Name:

• Complete the Legal Name field only if the current name is not yet legally changed, following the same standards as mentioned earlier. (Examples of this may be where the person has changed their name but has not yet received legal documentation (court order, SSN, marriage certificate, etc.).

8. Social Security Number (SSN):

• Enter a U.S. SSN in the designated field, as required by Kentucky State University policy. Extract SSN from various tapes for loading into the system, such as ACT test scores or Financial Aid loads. In order to use a different name than the one appearing on the Identification Form for the W-2 Employee Name, the processor should complete the fields in the Social Security Name block on the U.S Regulatory Information window of the Employee Form (PEAEMPL). If a name is not specified in this field, then the name that prints on the W-2 (and all other W-2 reporting) will be taken from the Identification Form (PPAIDEN/SPAIDEN).

9. Last Name:

• The Last Name field is mandatory and should be entered with the legal spelling and format, excluding titles or suffixes.

10. First Name:

• I he First Name field is mandatory. Enter the legal spelling and format, including spaces and hyphens for double first names if applicable. Leave the field blank if no first name is provided. Enter the legal spelling and format of the first name, using standard capitalization rules. If there is no first name, enter a blank to satisfy the required field. Spaces and hyphens may be included in double first names (e.g., Mary Ann, Bobbie Jo). Enter both names in the first name field only if it