Address Issues and Matrix
The University of Illinois
Address Issues and Person Data in Banner
Banner Address Type Ownership Matrix
Updated 4/23/2013
Issue Description
The UI approach to managing addresses for an individual has created several very complex challenges
for person data. A key understanding and agreement must be reached in order to correct and ultimately
reduce the issues of address data maintenance and on-going support.
The address of any individual is, by definition, owned by the individual. No one area of the University
can claim ‘ownership’ of the address. Each office has a responsibility for data stewardship and to
correctly identify the person with his place of residence or his desired communication approach, but it
is the individual who owns his address.
In addition, the University is legally required to maintain specific person information that complies
with federal, state and local laws governing employment, student aid, national security and fiscal
responsibility.
Traditionally, each system has managed address information independently but in concert with other
systems utilized by the University. This approach has been coined ‘ownership’ and has lead to some of
the design and implementation challenges we face now.
Reasons for maintaining addresses
Addresses are primarily used for two purposes: communication and/or location of an individual. It is
necessary to keep history of addresses for certain purposes and an individual may have different
addresses for different reasons. By and large, though, an individual will be communicated to at one
location for a period of time. Once that period of time has ended, a new address (not address type)
would be communicated to the University by the individual.
Shared Address Types
By definition, the MA (Mailing Address) type is used to communicate to an individual through the
United States Postal Service (USPS). As defined, this address will change each time an individual
relocates. Employees tend to have stable, long-term addresses whereas students have transitory mailing
addresses based on their educational progress.
By definition, the PR (Permanent) type is used to communicate to an individual through the USPS
when a MA address is no longer valid or has expired. This address is usually more stable than an MA
address and for students typically indicates a parental address or permanent home address.
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Address Issues and Matrix
The University of Illinois
Address Issues and Person Data in Banner
Address Types by Functional Area – Human Resources/Payroll
C1-Campus Primary, C2-Campus Secondary, IA- International Direct Deposit (also used by AP), PCPaper Check, W2-W-2 Mailing, PY-Payroll / HR, HQ-Headquarters (Non-Illinois), LE-Leave
Address, UP-Unclaimed Property, Z9-W-2 Mailing if No Address
HR intends to communicate to employees by internal (campus) mail. This type of contact is
appropriate and necessary for the daily activities within the University. The C1 (Campus Primary)
address was designed for this purpose. While it might be more cost efficient for the University to
utilize campus mail instead of the USPS for certain communications, it is important to recognize that
billing/financial and/or student communications are not necessarily appropriate to be delivered in this
manner. The C1 address is initially entered through HRFE by the employee’s hiring unit but all
subsequent maintenance is the responsibility of the employee.
C1 addresses for the extension offices are the exception as these addresses will be either a campus
address or an actual street address depending on the location of the office.
C2 (Campus Secondary) addresses were previously used for campus mailings to locations other than
the employee’s home department. There is a plan to inactivate all existing active C2 addresses in the
near future. Employees are no longer able to set up or maintain a C2 address through NESSIE.
IA (International Address) addresses are used for Direct Deposits for International ACH deposits.
This was new in Banner 8.
PC (Paper Check) addresses are for people who were grandfathered in who received checks via USPS
Mail (i.e. Extension Office etc.).
The W2 (W-2 Mailing) and the PY (Payroll / HR) addresses are never intended for any other area but
Payroll.
HQ (Headquarters (Non-Illinois)) addresses are used for employees who are located outside Illinois
with no actual address within Illinois.
LE (Leave Address) addresses are temporary addresses used for employees who are on leaves of
absence.
UP (Unclaimed Property) addresses are used as part of an automated process for re-issuing payments
for unclaimed property by University Payroll.
Z9 (W-2 Mailing if No Address) addresses are used as part of an automated process to identify bad
addresses for W2 purposes.
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Address Issues and Matrix
The University of Illinois
Address Issues and Person Data in Banner
Address Types by Functional Area – Student
LR-Local Address International, PA-Parent Home, P2-Parent Second, RH-Student Resident Hall, DADiploma Address
The LR (Local Address International) address types are used for the physical location for
international students for SEVIS purposes.
The PA (Parent Home) and P2 (Parent Second) address types are intended to meet the needs of
applicants/students who have more than one parental/permanent address. Ongoing maintenance of
these address types is not considered to be substantial since they are used primarily at the point of
admissions application and during the first year of education.
The RH (Student Resident Hall) address type is used to track where individuals reside on campus.
While this address type is used primarily at UIUC, it may be utilized by other campuses. The RH
address type is loaded once per academic year into Banner.
The DA (Diploma Address) address type allows students to set up a specific address to which they
would like their diploma mailed. This address type is first in the hierarchy for mailing diplomas.
NOTE: Per a meeting held with the UIUC stakeholders on 9/25/03 – the RH address type was used
only through the Spring 2004 term. At that point, the RH address type was decommissioned. Housing
addresses were loaded to the MA address type in the correct format for USPS mailing purposes,
overlaying existing MA addresses from 2004 until 2006. The RH address type was recommissioned
during Spring 2006; there is now one main load at the beginning of each term followed by weekly
updates during the term.
Address Types by Functional Area – Finance
AB- Agency Billing, BB-Bid Address, BP-Business-Purchases BI-Billing Address, BR-BusinessRemittance, BU-Business Address
AB (Agency Billing) and BB (Bid Address) are used by Finance for Agency billing and bidding
purposes via the USPS. Maintenance of these addresses is executed in the Banner forms by the
purchasing department. I don’t believe this is correct, AB addresses “belong” to Grants & Contracts
(Amy Roessler/Anne Francis). I believe the BB addresses used to be setup by Purchasing but they are
no longer used.
Finance has created BP (Business-Purchases) to send purchase orders to vendors via the USPS.
Finance reported that on Purchase Orders to foreign countries, they have to enter the country on the
last Street Line. If they only enter the country in the country field in Banner the country does not print
and therefore the post office returns the mail. This info is outdated. We no longer list the country on
the last street line, but instead list it in the Country Code Field. This change occurred 4-5 years ago.
These address types are maintained by AP.
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Address Issues and Matrix
The University of Illinois
Address Issues and Person Data in Banner
BR (Business-Remittance) is used to send payments to vendors via USPS. These addresses are
maintained by AP. BU (Business Address) is used once all BR addresses have been used up for a
vendor. Business address includes: Vendor, Independent Contractor, Agency, Constituent Donor,
Regulatory Agency, Grant Agency, Banks, Student/Staff Associations, and Bondholder. It is also
commonly used for Universities. This information is outdated. BU addresses are used for overflow for
entities such as Universities when all BR addresses have been used, but more so it is used to record the
Corporate Office address for an entity. If one exists, this is the address a 1099 will be used to.
Finance has created BI (Billing Address) to bill students with an Accounts Receivable record via the
USPS. Billing addresses are maintained by the student via the web. – These addresses are “owned” by
AR (Susan Cotter).
Finance has reported that any vendor that will receive a 1099 has to have their address entered contrary
to the USPS standards. The USPS standard is that the last Street Line contain the meat of the address the actual street address (50 E Gerty, for example). For example, any additional information such as
an apartment number or an attention line must appear in the line ABOVE 50 E Gerty. Finance reports
that the 1099 process ONLY pulls the address from Street Line 1 so they are required to enter 50 E
Gerty on Street Line 1 and any additional information below in Street Line 2 or 3. This is outdated.
CONVEY now allows for three address lines in addition to the city/state/zip field. There is however a
30 character per line limit in CONVEY.
Current Rules for Changes of address:
MA – Mailing Address and PR – Permanent Address
Permanent Employee permanent and mailing addresses are editable through NESSIE or by directly
accessing Banner.
Graduate Student Employee permanent and mailing addresses are editable through NESSIE, Web for
Students/Student Self Service, or by directly accessing Banner.
Undergraduate Student Employee permanent and mailing addresses are editable through NESSIE, Web
for Students/Student Self Service or by directly accessing Banner.
Formerly employed persons’ permanent and mailing addresses are not editable through NESSIE.
Address updates needed for W-2 purposes can be made through the Payroll office.
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Address Issues and Matrix
The University of Illinois
Data Source
Web for
Prospects
Address Issues and Person Data in Banner
Web for Applicants
GP-AR
NESSIE
Web for
Student
Paper application for
admission
Permanent Employees
MA PR
PA P2
MA PR
PA P2
MA PR
PA P2
MA
MA PR
MA
MA PR
PR MA
PA P2
RH
PR MA
PA P2
BI DA
MA PR
BI DA
MA PR
BI DA
MA PR
BI DA
MA PR
MA PR
Employee group
‘G’raduate
Employee group
‘S’tudent
Non-current employee,
terminated < 15
months ago
Non-current employee,
terminated > 15
months ago
Never employee
C1 MA
PR IA
C1 MA
PR IA
C1 MA
PR IA
BI DA
MA PR
MA PR
MA
MA PR
BI DA
MA PR
MA PR
Type
PR MA
PA P2
MA PR
MA PR
MA PR
Those in Bold/Italic mean that the change can come directly from the person through the Web
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Address Issues and Matrix
Address Issues and Person Data in Banner
The University of Illinois
Definition of Address Types:
Code
(2char)
AB
Descriptio
n
System
Required?
Telephone
code
Agency
Billing
Bid
Address
Billing
Address
No
BP
BR
BB
BI
BU
Purpose
AB
Update
via the
web
Null
No
Null
Null
No
BI
Student
BusinessPurchases
No
BP
Null
BusinessRemittanc
e
Business
Address
No
BR
Null
No
BU
Null
Mailing bids to
vendors
Used for a primary
billing address for
anyone with an
Accounts
Receivable record.
Used to send
purchase orders to
vendors.
Used to send
payments to
vendors.
Business address
includes; Vendor,
independent
contractor, agency,
constituent donor,
regulatory agency,
grant agency,
banks, student/staff
associations,
bondholder.
Used for inter
campus mail to
employee’s home
dept.
Previously used for
campus mailings to
locations other
than the
employee’s home
dept.
First address in the
hierarchy for
mailing diplomas
Used for Direct
Deposits for
International ACH
Deposits.
Used for
employees who are
outside Illinois or
headquartered
away from their
normal campus
C1
Campus
Primary
No
C1
NESSIE
C2
Campus
Secondary
No
C2
Null
DA
Diploma
Address
No
Null
Student
IA
Internation
al Direct
Deposit
No
Null
Student
Nessie
HQ
Headquart
ers (NonIllinois)
No
Null
Null
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Functional
Area
USPS use
Uses Clean Address
Finance
Yes - Billing
No
Finance
Yes – Bidding
No
Finance
Yes - Billing
Finance
Yes-Purchasing –
Corporate address
No
Finance
Yes- Remittance
addresses
No
Finance
Yes- BU addresses
are used once all BR
addresses have been
used up for a vendor.
No
Commonly used for
Universities
No – For internal
HR
(Extension offices are
the exception)
No – Previously for
internal HR
No
Student
Yes
Yes
Payroll
No
No
Payroll
Accounts
Payable
Yes
Yes
HR
HR
No
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Address Issues and Matrix
Address Issues and Person Data in Banner
The University of Illinois
Code
(2char)
LE
Descriptio
n
System
Required?
Telephone
code
Leave
Address
No
LE
Update
via the
web
Null
LR
Local
Address
Internation
al
Mailing
Address
NO
Null
Student
Yes
MA
Student
,
NESSIE
P2
Parent
Second
No
P2
Null
PA
Parent
Home
Yes
PA
Null
PC
Paper
Check
No
Null
Null
PR
Permanent
No
PR
Student
,
NESSIE
PW
Payroll
Windstar
Address
No
Null
No
PY
Payroll /
HR
No
Null
Null
RH
Student
Resident
Hall
Student
Off
Campus
Local
Temp
No
RH
Null
No
SL
Null
MA
SL
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Purpose
Functional
Area
USPS use
Uses Clean Address
Temporary address
used for employee
on leave of
absence.
Physical local
address in addition
to international
address for SEVIS
Preferred postal
mailing address of
student or
employee.
Used for mailing to
parent 2 if not the
same as MA or PA
or PR address.
Used for mailing to
parent(s) or
guardian(s) of
student if not the
same as MA
address.
Was used for
persons who were
grandfathered in
who received
checks via usps.
Person’s
permanent
residence address
If other than MA
Intended for storing
international
addresses for
Windstar
HR
Yes
Yes
Student
Yes-but not used for
any correspondence.
Yes
HR
Student
Yes – Primary
communication
address for person
Yes
Student
Yes – Fourth
communication
address for person
Yes
Student
Yes – Third
communication
address for person
Yes
Payroll
Yes, but probably
nobody
grandfathered is still
alive
No
HR
Student
Yes – Secondary
communication
address for person
Yes
Payroll
No – this address type
is not currently being
used as Banner
truncates long
international
addresses
Yes
Used to send
paychecks or
earnings
statements to
employees.
Used to identify a
student’s on
campus residence.
Used to identify a
student’s off
campus temporary
residence.
Payroll
No
Student
No
No
Student
No – this address type
is not currently being
used
Yes
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Address Issues and Matrix
Address Issues and Person Data in Banner
The University of Illinois
Code
(2char)
UP
Descriptio
n
System
Required?
Telephone
code
Unclaimed
Property
No
No
Update
via the
web
Null
W2
W-2
Mailing
No
Null
Null
Z9
W-2
Mailing –
IF NO
Address
TGRFEED
No
Null
Yes
Null
Spraddr
user
UI2SQZ
9ADDR
Null
XX
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Purpose
Functional
Area
USPS use
Uses Clean Address
Used as part of
automated process
for re-issuing
payments for
unclaimed property
by University
Payroll.
Populated from MA
at the beginning of
the year.
Maintained until W2 is mailed.
Freezes the MA to
reduce mailing
errors.
Part of automated
process to Identify
bad address for
W2 processing
Banner System
Processes.
Payroll
No
Yes
Payroll
Payroll
Finance
Yes
No
No
No
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