BANNER HR PERSON DATA ENTRY PROCESS

Colleges and departments can create and submit Banner HR Electronic Personnel Action Forms (EPAFs) from their own computer desktops.  A person to be utilized in an EPAF personnel action such as a hire must be set up properly in the Banner HR system before their name can be picked up for use in an EPAF.  The process of entering or setting the necessary information so that a person can be included in an EPAF is called Banner HR person data entry.  The individual who does this for a college or major department is called the HR Person Data Representative.  Colleges and major departments will usually only have one HR Person Data Representative.  Other individuals in the college or department who need to include persons in EPAFs will work with their HR Person Data Representative to get the individual entered and set properly for inclusion in an EPAF.

Clients may request the entry or verification of a person for EPAFs by completing the Banner HR Person Data Entry Form available by clicking HERE.  For all employment situations, a copy of the person's Social Security card must be obtained and attached to the form.

The form should be completed and forwarded to the college's or major department's HR Person Data Representative.  Once HR person data entry is concluded, the original of the form, with a copy of the Social Security card attached, should be retained in the HR Person Data Representative's files.  A copy of the form, with a copy of the Social Security card attached, should be sent to Human Resource Services, 207 Old Main, Huntington campus.

Once information is received on this form, information may be verified or entered into Banner HR form PPAIDEN, the Identification Form.  See caution below about avoiding duplicate person entry.

The person's name must be spelled in the Banner system EXACTLY as it appears on the Social Security card. For all employment situations, pay must be rendered to the individual under the EXACT name as represented on the Social Security card.  If a person is named differently in the Banner system and they will be utilized in an employment relationship generating pay, the name must be changed to conform to the rendering of the name on the Social Security card.  The Banner HR system has precedence for spelling of names when employment and the rendering of pay are involved.

The basic requirements for entering person information so they can be included in an EPAF include the following:

• Enter/verify the person's name.  See information above about spelling of names.

• The Social Security number must be written into the right field on the opening screen of form PPAIDEN.

• The date of birth must be entered.

• The person's ethnicity must be entered.

• The person's gender must be entered.

• The person's citizenship status (U.S. citizen, non-U.S. citizen) must be entered.

• A valid workplace address, Banner HR address type WK, must be verified/entered.

• A valid home address for IRS earnings statement (Form W-2) delivery, Banner HR address type WP, must be verified/entered.

In certain situations the person may already be entered in the Banner system.  A person can have a number of different relationships with the University as represented in various modules of the Banner system.  A person may, for example, be a student or vendor or employee, etc.  The main listings of names serves all Banner modules.  A name entered as a student can potentially be used on the HR-side in an employment situation.    As a courtesy to persons named differently in the Banner system who potentially have other relationships with the University, such as student, they should be informed that their name is being changed in the Banner system.

NOTE: It is critically important that special care be taken NOT to enter a person again into the Banner system if their name already exists in the system.  Among all potential errors in the Banner HR system, the most worrisome and most difficult to correct is the situation of the "duplicate person."  The best way to prevent duplicate entry of a person's name is to thoroughly query the system using a number of different parameters such as Social Security number or name.  Do not enter a name as a new record unless it is highly assured that the person does not already appear in the system.

After person information has been entered or verified, the HR Person Data Representative is asked to notify the person who requested the input that the record has been edited and the person can then be included in an EPAF.

For information or assistance with the Banner HR person data entry process, please contact Human Resource Services at 304.696.6455 or human-resources@marshall.edu.

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Published 07/20/01. Problems with this page? Contact human-resources@marshall.edu