Banner Human Resources Biographic and Demographic Training Workbook Release 8.6 – October 2011 Updated 12/17/2011
_______________________________________________________________________________________________

Prepared by: Ellucian

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Fairfax, Virginia 22033

United States of America

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In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing.

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Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, Recruiter, and Open Digital Campus are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners.

Revision History Log

Publication Date	Summary
4/30/08	New version that supports Banner 8.0 Human Resources software.
6/30/2009 11/30/2010	New version that supports Banner 8.0 Human Resources software. New version that supports Banner 8.4 Human Resources software
10/31/2011	New version to support Banner 8.6 Human Resources software.
4/30/2008	New version that supports Banner 8.0 Human Resources software.
6/30/2009 11/30/2010	New version that supports Banner 8.0 Human Resources software. New version that supports Banner 8.4 Human Resources software.
10/31/2011	New version that supports Banner 8.6 Human Resources software.
12/17/2011	Updated to new template

Notice of rights

Copyright © Ellucian 2004-2012.

This document is proprietary and confidential information of one or more of the Ellucian companies and is not to be copied, reproduced, lent, displayed used or distributed except under license from Ellucian. Third party copy centers are advised that clients of Ellucian that have licensed the underlying technology associated with this documentation have a valid license to copy and use this documentation in accordance with that underlying license.

Table of Contents

Introduction	4

Process Introduction	6

Set Up	8

Rule and Validation Forms That Control General Person/Employee Processing	9

onsiderations When Defining and Entering Data	11

Entering Data into a Rule Form	18

Self Check	23

Answer Key	24

Day-to-Day Operations	25

Process Introduction	26

Entering Alternate Identification Information	33

Entering Address Information	35

Entering Telephone Information	37

Entering Biographical Information	39

Entering E-mail Information	42

Entering Emergency Contact Information	44

Entering General Information	46

Entering Skills Information	57

Entering Certification Information	59

Entering Person Experience Information	62

Entering Medical Information	65

Entering International Information	67

Entering E-mail Information	73

Entering Correspondence Information	75

Entering Comments Information	77

Self Check	79

Answer Key	81

Appendix	83

Terminology	84

Introduction

Course goal

The goal of this course is to provide you with the knowledge and practice to accurately define persons and employees into the Banner system at your institution.

The workbook is divided into these sections:

Introduction

Set Up

Day-to-Day Operations

Course Objectives

In this course you will learn how to

create the rules and set parameters used to process employee biographic/demographic data

generate a new person record for an employee

add detail information to an employee record.

Intended audience

Human Resources administrators and staff who are responsible for setting up Human Resources Rule and Validation forms in the Banner System and/or those who are responsible for adding new employees to the Banner system.

Prerequisites

To complete this course, you should have

completed the Education Practices computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system

administrative rights to create and perform the necessary set up in Banner

completed the Human Resources Overview training workbook

administrative rights to create the rules and set the validation codes in Banner.

You will also need to ensure that the rules and validation codes in Banner needed for employee processing have been set up for you

Process Introduction

Introduction

The Banner New Employee process uses several user-defined codes that are necessary when entering a new employee into the system. Once these codes are created, they are used throughout Banner HR as the new employee is processed.

Flow diagram

This diagram highlights the processes used to enter an employee into the Banner system within the overall Human Resource process.

About the process

Rule and validation forms are set up on the Banner system. Unless a new code is required, this step is only performed once.

The new person/employee is entered into the Banner system.

Detail is added to the person/employee record, as necessary.

Set Up

Section goal

The goal of this section is to outline the set-up process and detail the procedures to set-up your Banner system to handle new employees.

Objectives

In this section you will learn how to

create the rules and set parameters used to process employee biographic/demographic data.

Rule and Validation Forms That Control General Person/Employee Processing

Introduction

Before Banner can process an applicant, general person, or new employee in the system, there are several codes and rules that need to be set or created.

Types of rule forms needed

These forms are used to set the rules and parameters in Banner for new persons in the system.

Form Description	Banner Name
Rule Forms
Certification Code	PTRCERT
Ethnic Code	PTRETHN
Exam Code	PTREXAM
Skill Code	PTRSKIL
Skill Level	PTRSKLV

Validation Forms
Chart of Accounts Code	FTVCOAS
Organization Code	FTVORGN or PTVORGN (when no Banner Finance installed)
E-mail Address Type Code	GTVEMAL
Letter Code	GTVLETR
Name Type Code	GTVNTYP
System Indicator	GTVSYSI
Zip/Postal Code	GTVZIPC
Comment Code	PTVCMTY
EEO Ethnic Code	PTVEEOC
Endorsement Code	PTVENDS
License/Certification Status Validation	PTVLCSV
Publication Code	PTVPUBT
Address Type Code	STVATYP
Citizen Type Code	STVCITZ
County Code	STVCNTY
Degree Code	STVDEGC
Degree Level Code	STVDLEV
Ethnic Codes	STVETHN
Initials Code	STVINIT
Language Code	STVLANG
Major/Minor/Concentration Code	STVMAJR

Validation Forms
Medical Code	STVMEDI
Marital Status Code	STVMRTL
Nation Code	STVNATN
Port of Entry Code	STVPENT
Relation Code	STVRELT
Source/Background Institution Code	STVSBGI
State/Province Code	STVSTAT
Telephone Type	STVTELE
Visa Type Code	STVVTYP

Considerations When Defining and Entering Data

Postal

The following validation forms are related to postal information.

Code	Form
Zip/Postal Code	GTVZIPC Used for defaulting city and state for all Banner addresses. Most important for Student Recruiting and Employee Applicant Administration.
Nation Code	STVNATN
State Code	STVSTAT
County Code	STVCNTY

Note: Most of the above information can be easily obtained from the USPS on a disk load. A full address is required within Banner for successful progression to further modules.

Considerations:

How often will the data be refreshed?

Who will be responsible for refreshing?

Use of Zip5 (40,000 records) or Zip9 (54 million records)?

Zip5 for US and Zip9 for state and contiguous states?

Address

Code	Form
Address Type Code	STVATYP (Very important for Advancement)
Address Source Code	STVASRC
Telephone Type	STVTELE
Email Type	GTVEMAL (Multiple home emails, Hotmail, Net Meeting, AOL)

Considerations

How will priorities be set up for Address Type?

What hierarchies need to be established for Address Type?

Do we allow employees to update phone numbers – business, home, cell, pager via the Web?

IPEDS

Code	Form
Citizen Type Code	STVCITZ Suggest Citizen, Non-Resident Alien, Resident Alien, Substantial Presence
Ethnic Code	STVETHN/PTRETHN Defines in-house ethnic codes and links them with federally defined ethnic categories for EEO reporting. Form linked to STVETHN in Student. Must configure both STVETHN and PTRETHN together.

International

Code	Form
Visa Type	STVVTYP/GOAINTL Establishes codes for visa types and associates them with descriptions and administrative data. Important for HRIS reporting.
Port of Entry Code	STVPENT Establishes port of entry codes for visa data
Language Code	STVLANG
International Sponsor Code	STVSPON Used only in GOAINTL (Nationality and Family)
Employment Type	STVEMPT Used only in GOAINTL (Nationality and Family)

Note: IPEDS is dependent on this information.

Considerations:

How and when do we run a report to find expired or nearly expired visa information before it is too late?

Who is responsible for Visa information, maintenance, reporting, and updating?

Relationships

Code	Form
Legacy Code	STVLGCY Defines codes that identify and describe a relationship (e.g., to an alumnus or a current employee).
Marital Status Code	STVMRTL Most institutions do not use this field.
Religion Code	STVRELG
Relationship Code	STVRELT Establishes relation codes for use in emergency contact information.

Considerations:

Will we allow the employee to update his/her own emergency contact information via Web?

ADA

Code	Form
Medical Code	STVMEDI
Medical Equipment Code	STVMDEQ
Disability Type	STVDISA
Disability Service Type	STVSPSR

Note: Have an ADA discussion with your legal advisor. Medical information is viewed by both Student and Human Resources.

Considerations:

What medical conditions do we track and to what severity?

If medical information is confidential, who has access to update, maintain, and report within Student and Human Resources?

Education

Code	Form
Source/Background Institution Code	STVSBGI
Degree Code	STVDEGC
Degree Level Code	STVDLEV
Major/Minor/Concentration	STVSPSR
SBGI Geographic Region	STVGEOR Used only in Student.
SBGI Geographic Division	STVGEOD Used only in Student.
Transcript Information	PPAGENL/SOAPCOL

Note: Most of this information can be obtained from a source on a disk load.

Considerations:

Will transcript information be used, and, if so, how?

Who will designate the official transcript?

Other

ID Numbers

Will we use SSN or have them generated by Banner?

Will we create SSN as an alternate ID number in Banner?

If an alternate ID number is used over SSN, how do we accurately search for a person we are about to enter?

What are the advantages to using SSN over Generated and vice versa?

Statement of Information Confidentiality

Who will generate this legal document that outlines proper use of data?

Data Standards Issues

Who will define our data standards (Name, Address, Phone, Case, Dates, etc.)?

Who will approve and issue the Data Standards document?

Duplicate Records

What will be useful in determining the existence of duplicate PIDMs?

Who is responsible for monitoring potential duplicates?

Persons versus Non-Persons

What is a Non-Person and how will it be used?

When an individual is considered a Non-Person in Banner?

Will Non-Persons have alternate Ids?

Ownership

Who will take ownership of the shared data among the functional areas?

Who will have access to update the shared data?

Who will maintain the configuration tables?

Entering Data into a Rule Form

Introduction

The Certification Code Rule Form (PTRCERT) allows you to define codes for professional certifications.

Steps

Follow the steps below to define professional certifications.

Access the Certification Code Rule Form (PTRCERT).

Perform an Insert Record function.

Enter a certification code (up to four characters) in the Certification Code field.

Enter a description of the certification in the Description field.

Click the Date Required check box.

Enter the minimum score required in the Numeric Value field, if required.

Click the Save icon.

Click the Exit icon.

Introduction

The Human Resources System works in conjunction with other Banner systems. Certain processes in Banner Human Resources are associated with specific values in validation forms. If the forms do not contain these values, processes associated with these forms will not run correctly. You can tailor some of the forms by adding or deleting values, but certain forms must remain as delivered.

Validation forms enable you to tailor the Human Resources System to your needs by providing the system with lists of coded values that can be entered at specific prompts.

Note: When tailoring these codes, be mindful of the impact on other modules, i.e. Student or Advancement. Refer to your institution’s data standards policy and procedures as well to ensure compliance.

Example

For example, the Major/Minor/Concentration Code Form (STVMAJR) allows you to enter the employee/student/person’s major subjects at your institution or another that they attended. When a value is entered in any Major/Minor/Concentration field, the system checks the validation form, verifies the code, and issues an error message, if necessary.

Shared validation forms

Some of the validation forms that need to be set-up will be tables that are maintained by other areas of Banner. Validation forms beginning with STV are shared with the Banner Student System. Those beginning with GTV are Banner General System forms. Some of these forms can be viewed but not changed without proper security access.

Access and review

For each validation table listed on the previous pages, access the table and review the information that is presented within the table. There will be instances that the information will need to be tailored to meet the needs of your institution. When this happens, the table can be edited to meet the needs.

Banner form

The following example uses the Major/Minor/Concentration Code Validation Form (STVMAJR).

Steps

Follow these steps to enter data into a validation form.

Access the form by entering STVMAJR in the Go To… field. Then press enter.

Verify that the information on the form is accurate for your institution.

IF…	THEN…
you have access to the table	add/delete information using the add/delete functions.
you do not have access to the table	contact the person who maintains the table to ask them to add the information that you will need.

Edit the table (if necessary)

Click the Save icon.

Click the Exit icon.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

Rule codes are updated immediately after they are added or changed.

True or False

Question 2

Only management has access to Rule and Validation forms.

True or False

Answer Key

Question 1

Rule codes are updated immediately after they are added or changed.

True

Question 2

Only management has access to Rule and Validation forms.

False. It depends on responsibilities.

Day-to-Day Operations

Section goal

The goal of this section is to explain the procedures in adding a new employee to the Banner system.

Objectives

In this section you will learn how to

generate a new person record for an employee

add detail information to an employee record.

Process Introduction

About the process

The Human Resource Office can:

create a record for a person or non-person who has never been identified to the system.

add or update biographic/demographic information about a person or non-person who was previously defined in Banner.

Flow diagram

This diagram highlights the processes used to enter a new employee into Banner Human Resources.

What happens

The stages of the process are described in this table.

Stage	Description
Human Resources office
1	Employee provides pertinent information to the Human Resources office.
2	The Human Resources office ensures that the person doesn’t already exist in Banner.
3	Generate a new person in Banner.
4	Enter employee biographic and demographic information.
5	Enter employee skills, experience, medical, and other general information into Banner.

Generating a New Person Record for an Employee

Introduction

The Identification Form (PPAIDEN) provides an entry into the Banner system. It generates a unique ID number for each individual. The ID number and name are the minimum requirements to Save the record on the system.

The name entered on PPAIDEN appears on all paychecks and regulatory forms issued for an employee. Banner Human Resources does provide the capability to override the PPAIDEN name for W2 purposes only. This functionality will be reviewed in a later workbook.

The Identification Form shares data with all Banner forms, and can be updated.

In PPAIDEN, when you add a new person to the system, you can also add biographic/demographic data. The new person does not show up on the employee search form POIIDEN until you have completed the Employee Form PEAEMPL. However, the name of the person will appear on the Person Search Form SOAIDEN.

Required fields

The following fields are required in PPAIDEN when a person is being defined as an employee:

birth date

first name

last name

SSN/SIN/TIN

address

gender

citizenship

ethnicity

Note: Some fields on PPAIDEN are optional, and sometimes entire windows are optional.

Warning: Sorting is now done by using the last name from PPAIDEN instead of the last name from Payroll History table (PHRJOBS).

Banner form

Steps

Follow these steps to generate a new person record for an employee.

Note: Before you begin, choose a fictitious name for the new person you will enter into the system. You will want to practice performing a search to ensure that the person you are entering is not already in the system.

Access the Identification Form (PPAIDEN).

Click the Generate ID icon.

Note: When you click the Generate ID icon, the word “Generated” defaults to the ID field. This does not change until the record is saved.

Perform a Next Block icon.

Enter the employee’s social security number in the SSN/SIN/TIN field.

Optional- enter the person’s last name in the Last Name Prefix field.

Enter the person’s last name in the Last Name field.

Note: Enter the Last Name exactly as it appears on the Social Security Card for payroll purposes, or per your institution’s data standards.

Enter the person’s first name in the First Name field.

Optional - enter the person’s middle name in the Middle Name field.

Optional - enter a prefix (Ms., Mrs., Miss, Mr., Dr., Rev., Admr.) in the Prefix field.

Optional - enter a suffix (M.D., Jr.) in the Suffix field.

Optional – enter the person’s preferred first name in the Preferred First Name field.

Note: The Preferred First Name field does not print or display or any other form or report but can be built into reports through customizations.

Optional – enter the person’s full legal name in the Full Legal Name field.

Click the Save icon.

Click the Biographical tab.

Select the appropriate radio button for the employee’s gender in the Gender field.

Enter the employee’s date of birth in the Birth Date fields.

Warning: The fields appear in Day/Month/Year order. Be careful to enter the day prior to the month.

Double-click in the Citizenship field and select a Citizen Type code.

Note: We suggest setting up codes in STVCITZ for Citizen, Resident Alien, and Non-Resident Alien.

Double-click in the Ethnicity field and select the employee’s ethnicity.

Double-click in the New Ethnicity field and select the employee’s new ethnicity as defined by the government.

Click the Ethnicity and Race Confirmed check box is the employee’s ethnicity and race has been confirmed.

If the employee’s ethnicity and race has been confirmed, enter the date that it was confirmed in the Confirmed Date field.

Click the Save icon.

Complete the process

If you want to…	Then…
review the new record and add more information.	select the desired tab.
add another new employee	click the Generate ID icon.
exit this form.	click the X (Close) icon.

Entering Alternate Identification Information

Introduction

The Alternate Identification tab is used to enter a current, previous or alternate name for a person. This is helpful when you need to record name changes associated with marriages or divorces.

Banner form

Steps

Follow the steps below to enter alternate identification information.

Access the Alternate Identification tab.

Select the name type code from the Name Type and select a name type.

Select the change type code from the Change Type drop-down list.

Enter an alternate name for the person, such as a maiden name, in the Last Name field.

Enter the person’s first name in the First Name field.

Optional - enter the person’s middle name in the Middle Name field.

Click the Save icon.

Note: When an employee changes his/her name on PPAIDEN, the alternate name field will be populated automatically in Banner.

Click the Exit icon.

Entering Address Information

Introduction

The Address tab allows you to enter or update an address. You can add details such as delivery points or carrier routes. Addresses are required for employees.

This window is optional for non-employee records such as Trustees or COBRA person beneficiaries. Some persons may have more than one address, such as a Mailing address and a Business address. These are referred to as Address Types. It is important that each address be entered with the appropriate Address Type. You can add multiple addresses or see an address history by clicking the Address Type list and selecting Addresses (PPIADDR).

Note: When checks are processed, the Address Type is a requirement of the payroll system. Be sure to use the same Address Type in PPAIDEN, as used by HR Payroll. For example, if the Address Type entered in PPAIDEN is CA (Campus Address) and the payroll address type is MA (Mailing Address), when payroll is processed, the system will not be able to identify an address for the paycheck.

Banner form

Steps

Follow the steps below to update address information.

Access the Address tab.

Optional – enter dates in the From Date and To Date fields indicating when the person started living at that address. The From field defaults to the current day.

If the address is no longer active, select the Inactive field.

Double-click in the Address Type field and select the code identifying the type of address.

Note: Banner defaults to the home address.

Enter the house number in the House Number field.

Enter the employee’s address in the Street Line 1 field according to your institution’s data standards.

Note: Street Line 1, 2, 3 and 4 fields are available.

Enter the city associated with the address in the City field.

Double-click the State or Province field and select the state or province code.

Enter the zip code in the ZIP or Postal Code field.

Note: You may also double-click the ZIP or Postal Code field and select the zip/postal code associated with the address. A search function is available.

Optional – double-click the County field and select and return the county associated with the address.

Optional- You may enter “157” in the Nation field for the United States of America (check your institution’s data standards).

Note: You can also double-click the Nation field and select the country code associated with the address. This is only required if the State/Province field is not complete.

Double-click in the Source field and select a source.

Click the Save icon.

Select another tab to continue adding information or click the Exit icon.

Entering Telephone Information

Introduction

The Telephone tab allows you to add details regarding a person’s phone number and add comments. It automatically records the activity date when you save the record.

Banner form

Steps

Follow the steps below to enter current identification information.

Access the Telephone tab.

Double-click the Telephone Type field and select a telephone type.

Enter the employee’s phone number in the Telephone field.

Click the Primary check box if this is the person’s primary phone number for this address.

Click the Save icon.

Select another tab to continue adding information or click the Exit icon.

Entering Biographical Information

Introduction

The Biographical tab on the Identification Form (PPAIDEN) is used to enter biographic and demographic information for a person/employee.

Many of the fields such as, Date of Birth, Gender, and Citizenship are required for IPEDS reporting.

Note: You can select the Confidential option to mark this information as confidential. This tab is also used to record an employee’s death.

Banner form

Steps

Follow these steps to add biographical information.

Access the Biographical tab.

Select the appropriate radio button for the employee’s gender in the Gender field.

Note: The gender of an employee cannot be Unavailable.

Enter the employee’s date of birth in the Birth Date fields.

Warning: The fields appear in Day/Month/Year order. Be careful to enter the day prior to the month.

Click the Confidential check box to mark this information as confidential.

Note: The Confidentiality Indicator field is for reporting purposes only. If it is checked, it is displayed on the Letter Generation window. It has no effect on Employee Self Service data.

Do not check the Deceased field.

Note: If the employee is deceased, the Date field should also be entered with the date of death. The employee’s age at the time of death is calculated by the system. This field populates the Deceased box on the W2 report.

Add or edit the SSN/SIN/TIN field, if needed. The person’s age will be automatically calculated.

Note: If you have already entered this information when you generated a new person record in PPAIDEN, the information will appear on this tab. You can edit this information here.

Double-click in the Citizenship field and select the employee’s citizenship.

Optional - Double-click in the Martial Status field and select the employee’s marital status.

Optional - Double-click in the Religion field and select the employee’s religion.

Optional - Double-click in the Legacy field and select the employee’s legacy information

Note: This code is normally used for Advancement purposes; however, Human Resources could use it to identify any relatives working at the institution.

Double-click in the Ethnicity field and select the employee’s ethnicity.

Double-click in the New Ethnicity field and select the employee’s new ethnicity as defined by the government.

Click the Ethnicity and Race Confirmed check box is the employee’s ethnicity and race has been confirmed.

If the employee’s ethnicity and race has been confirmed, enter the date that it was confirmed in the Confirmed Date field.

Enter the file number in the Veteran File Number field, if the person is a veteran.

Double-click in the Veteran Category field and select a valid code if the person is a veteran.

Enter the date on which the individual separated or was discharged from active military duty in the Active Duty Separation Date field.

Note: This date is used to classify veterans under the newly separated veterans’ category on the VETs-100 reports whose active duty separation date falls within the VETS reporting period.

Click the Armed Forces Service Medal Indicator check box if it applies.

Click the Special Disabled Veteran check box if the person is a veteran and disabled.

Note: A special disabled veteran is either of the following:

1) A veteran who is entitled to compensation (or who would be but for the receipt of military retired pay) under laws administered by the Department of Veteran Affairs for a disability (i) rated at 30% or more, or (ii) rated at 10 or 20% in the case of a veteran who has been determined under Section 1506 of Title 38, U.S, to have a serious employment handicap.

2) A veteran who was discharged or released from active duty because of a service-connected disability.

Perform a Next Block icon.

Double-click in the Race field and select a race.

Click the Save icon.

Select another tab to continue adding information or click the Exit icon.

Entering E-mail Information

Introduction

The E-mail tab allows you to add details regarding a person’s e-mail information and add comments. It automatically records the activity date when you save the record.

Banner form

Steps

Follow the steps below to enter e-mail information.

Click the E-mail tab.

Select an E-mail type in the E-mail Type field.

Enter the employee’s e-mail address in the E-mail address field.

Click the Preferred check box if this is the person’s preferred e-mail address.

Click the Save icon.

Select another tab to continue adding information or click the Exit icon.

Entering Emergency Contact Information

Introduction

The Emergency Contact tab on the Identification Form (PPAIDEN) is used to enter Emergency Contact Information for a person/employee.

The Emergency Contact information is optional. If you do choose to maintain this information, the Name and Priority fields are required. The Emergency Contact list may be prioritized according to the order in which the contacts should be notified of an emergency.

Emergency Contact information can be accessed from the Web if allowed by your institution.

Banner form

Steps

Follow these steps to enter emergency contact information.

Access the Emergency Contact tab.

Enter a number in the Priority field to specify the order of contact priority.

Note: Even if you only have one emergency contact, you must enter a “1”. When adding others, add the change with the next available priority number, save, then go back and renumber without saving until you have changed all that is needed.

Enter the contact person’s last name in the Contact Last Name field.

Enter the contact person’s first name in the First field.

Optional - enter the contact person’s middle initial in the MI field.

Double-click in the Relationship field and select and return a Relationship code.

Double-click in the Address Type field and return EM (Emergency Contact) from the Address Type Validation form.

Enter the contact person’s address in the Address field. Enter at least one address.

Enter the contact person’s city in the City field.

Double-click in the State/Province field and select and return a State/Province code.

Enter the contact person’s zip code in the ZIP/Postal Code field.

Optional- Enter “157” in the Nation field for the United States of America.

Note: You can also click the drop-down list in the Nation field and select a Nation code.

Enter the contact person’s phone number in the Phone field.

Click the Save icon.

Complete the process.

IF you want to…	THEN…
review the new record and add more information	select the desired tab.
add another new employee	click the Generate ID icon.
assign a job to this new employee	exit this form and access the New Hire Form (PEAHIRE). See section C for details.
exit this form.	click the X (Close) icon.

Entering General Information

Introduction

The General Information Form (PPAGENL) captures person or employee general qualifications normally submitted by an applicant, including education, experience, examination results, and publications. You can easily access this form using the Options menu on the Person Identification form.

Note: PPAGENL is closely affiliated with Applicant Tracking and matching applicants to position vacancies through the Process Submission Control form (PARMAPP). You can track official transcripts on this form, which is a shared function of the Student System via Faculty Degree Information Form, SIAFDEG. The assignment of this responsibility should be decided during implementation.

Banner form

Steps

Follow these steps to enter general education information.

Access the General Information Form (PPAGENL).

Enter your person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Select the SBGI Code Search icon and select the person’s Institution.

Note: The SBGI code is user-defined and enables you to identify educational institutions.

Click the Save icon.

Perform a Next Block icon.

Double-click in the Code field and select and return a Degree Code.

Enter the person’s Grade Point Average in the GPA field.

If necessary, enter the number of hours in the Hours field.

Enter the dates that the person attended the institution in the Dates of Attendance fields.

Enter the person’s graduation date in the Date of Graduation field.

Click the Terminal Degree check box.

Note: When you check the Terminal Degree field, this information will display in Faculty Tracking (PEAFACT).

Use the down arrow to enter more degree information if this employee has multiple degrees with this institution.

Click the Save icon.

Perform a Next Block icon.

Double-click in the Major field and select and return a Major, Minor, Concentration code.

Double-click in the Minor field and select and return a Major, Minor, Concentration code.

Double-click in the Concentration field and select and return a Major, Minor, Concentration code.

Click the Save icon.

High School tab

The High School tab allows you to capture student information regarding attended high school, graduation date, transcript, class rank GPA and type of diploma the student earned.

Steps

Follow these steps to enter high school information.

Select the High School tab.

Select the High School Search icon and select a school.

Enter the graduation date in the Graduation Date field.

Enter the date institution received high school transcript in the Transcript Received Date field.

Enter the class rank and size of class in the Class Rank and Size field.

Note: Percentile field automatically populates.

Enter the student’s GPA in the GPA field.

Click the Diploma Search icon and select a diploma type from the Diploma Type Validation Form (STVDPLM).

If it applies, click the College Preparation check box.

Click the Save icon.

Examinations tab

The Examinations Option is used to capture information about formal exams for minimum qualifications such as a CPA, State Bar, Medical licenses, and any other professional certification or licensing exams. It may also be used for an institution’s internal exams. The examination codes are entered on the Exam Code Rules Form (PTREXAM).

Steps

Follow these steps to enter examination information.

Select the Examination tab.

Select the Examination Code Search icon and select a valid Examination code.

Enter the date of the exam in the Exam Date field.

Enter the test score in the Score field.

Enter the test score percentage in the Percent field.

In the Pass? Field, Pass or Fail is defaulted but can be overridden.

Click the Save icon.

Publications tab

The Publication tab is used to enter faculty publications.

Steps

Follow these steps to enter publication information.

Select the Publication tab.

Double-click the Type field and select a Publication Code.

Enter the title of the published work in the Title field.

Enter the name of the publisher in the Publisher field.

Enter the Issue name in the Publication Issue field.

Enter the Volume name in the Publication Volume field.

Enter the pages numbers of the publication in the Pages field.

Enter the date in the Publication Date field.

Click the Save icon.

Driver’s License tab

Steps

Follow these steps to enter driver’s license information.

Select the Driver’s License tab.

Enter the Driver’s License Number (up to 20 characters) in the License Number field.

Optional - double-click in the Type field, and select a Skill code.

Select a status code from the drop-down menu in the Status field.

Note: Banner defaults to C-Current but you can also select among the following status options: E-Expired, S-Suspended, I-In Process.

Enter the date the license became effective in the Issue Date field.

Note: This is a required field that will not accept a null value. Any null values will default to 01-Jan-4712 B.C. (earliest possible date in Oracle).

Enter the date the license expires in the Expiration Date field.

Double-click the State/Province field and select and return a State/Providence code.

Double-click in the Nation field and select and return a Nation code.

Click the Save icon.

Honors and Awards tab

Steps

Follow these steps to enter honor and award information.

Select the Honors and Awards tab.

Enter a title to describe the honors and award given in the Honors/Award Title field.

Enter the organization that gave the award in the Awarding Organization field.

Enter the date the award was issued in the Date Awarded field.

Optional - enter the date the award expires in the Date Expired field.

Click the Save icon.

Entering Skills Information

Introduction

The Person Skills Form (PPASKIL) maintains information about the skill and level of expertise of a specified applicant or employee. Skill information is populated on the PTRSKIL rule form and PTRSKLV rule form.

Banner form

Steps

Follow these steps to enter skill information.

Access the Person Skills Form (PPASKIL).

Enter your new person’s ID in the ID field or click the Search icon to find the ID.

Perform a Next Block icon.

Click the List icon in the Skill field and select a skill code.

Click the List icon in the Level field and select a level.

Enter the date that the person started this skill in the Start Date field.

Enter the date that the employee stopped using this skill in the End Date field.

Enter the date that the employee last used this skill in the Last Used field.

Click the Read, Write, Speak, Translate, Teach, and/or Native Lang check box(es) if the employee’s skill is a language.

Enter any additional information regarding this skill in the Comments field.

Click the Save icon.

Click the Exit icon.

Entering Certification Information

Introduction

The Certification Information Form (PPACERT) collects data on applicant/employee certifications and endorsements. The certification codes are pulled from PTRCERT. You can also use this form to track both formal certifications and completion of internal education programs. The Pending Action Report will list upcoming expirations of these certifications.

Banner form

Steps

Follow these steps to enter certificate information.

Access the Certification Information Form (PPACERT).

Enter your person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Select the Certification Code Search icon and select a code from the Certification Code Rule Form (PTRCERT).

Enter the license/certification number in the Certification Number field.

Enter the date that your person was certified in the Certification Date field.

Enter the next date that the person will be certified in the Next Certification Date field.

Enter the date that the certification will expire in the Expire Date field.

Double-click in the Status field and select and return a License/Certification Status Validation Form (PTVLCVS).

Double-click in the State/Province field and select and return the issuing State code from the State/Province Code Validation Form (STVSTAT).

Double-click in the Nation/Country field and select and return the issuing Nation code from the Nation Validation Form (STVNATN).

Perform a Next Block icon.

Double-click the Endorsements Code field and select and return an Endorsement code.

Enter the date of the endorsement in the Endorsement Date field.

Click the Save icon.

Options – Comments

Steps

Follow these steps to add comments.

Select Comments from the Options menu.

Enter any free form comments (up to 2000 characters) in the Comments field.

Click the Save icon.

Click the Exit icon.

Entering Person Experience Information

Introduction

The Person Experience Form (PPAEXPR) maintains records on an applicant’s experience and references. This form may not be required if your institution has resume imaging software.

Banner form

Steps

Follow these steps to enter person experience information.

Access the Person Experience Form (PPAEXPR).

Enter your new person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Enter data in the following fields within the Experience Information section: Employer Name, State/Prov, Nation, Start Date, End, Empr/Exp Type (click the Search icon to view the List of Values), and Reason for Leaving.

Enter data in the following fields within the Job Duties section: Job Title, Job Duties, and # of Employees Supervised.

Enter data in the following fields within the Supervisory Information section: Name, Phone Number, OK to Contact.

Enter data in the following fields within the Salary Information section: Current Ending Salary, Current Ending Rate, Comments.

Click the Save icon.

Options – Applicant’s Reference

Steps

Follow these steps to enter applicant reference information.

Select Applicant’s References from Options menu.

Enter the name of the reference in the Name field.

Enter the phone number of the reference in the Phone/Ext field.

Enter any comments that require notation in the Comments field.

Click the Save icon.

Click the Exit icon.

Entering Medical Information

Introduction

The General Medical Information Form (GOAMEDI) enables you to enter medical information about an applicant or employee.

Note: We recognize the highly sensitive nature of this information and recommend that each institution set up enterprise-wide confidential policies to ensure only the proper access be granted to this information. Careful consideration by the institutions Data Standard Committee and periodic reviews of the policy and use of this screen after implementation are highly recommended to allow the institution to take advantage of this screen’s functionality and to maintain the highest level of controlled access.

Banner form

Steps

Follow these steps to enter medical information.

Access the General Medical Information Form (GOAMEDI).

Enter your person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Double-click the Medical Code field and select and return a medical code.

Double-click in the Disability Type field and select a disability type.

Enter the age that the person was diagnosed with the disability in the Disability Onset Age field.

Click the Primary Disability? check box if this is a primary disability.

Double-click the Equipment Code field and select and return a medical equipment code.

Double-click in the Disability Service field and select a code.

Enter a free-form comment in the Comment field (up to sixty characters).

Click the Save icon.

Click the Exit icon.

Entering International Information

Introduction

The Visa International Information Form (GOAINTL) allows you to enter visa and nationality data for citizens of countries other than the one in which your institution is located.

Banner form

Steps

Follow these steps to enter visa information.

Access the Visa International Information Form (GOAINTL).

Enter your person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Double-click in the Visa Type Code field and select the valid Visa Type.

Enter the Visa number in the Visa Number field.

Double-click in the Nation of Issue field and select the appropriate country.

Double-click in the Issuing Authority field and select the appropriate authority.

Double-click in the Port of Entry field and select the appropriate port of entry.

Perform a Next Block icon.

Double-click in the Document field, and select the appropriate document.

Double-click in the Source field and select the appropriate source.

Click the Save icon.

Passport tab

Steps

Follow these steps to enter passport information.

Select the Passport tab.

Enter the Passport number in the Number field.

Double-click in the Nation of Issue field and select the country.

Enter the date that the passport will expire in the Expiration Date field.

Enter a three-character code denoting the status in the Status field.

Enter the expiration date of the admission/departure in the Expiration Date field.

Enter the registration number in the Alien Registration Number field.

Click the Duration of Stay check box if the visa is for the duration of the stay.

Click the Save icon.

Certification of Eligibility tab

Steps

Follow these steps to enter certification information.

Select the Certification of Eligibility tab.

Double-click in the Certification Code field and select the appropriate certification of eligibility code.

Enter the certification number in the Number field.

Enter the date that the certification was issued in the Issue Date field.

Enter the date that the certification was received in the Receipt Date field.

Double-click in the Admission Request field and select the appropriate admission request code.

Click the Save icon.

Nationality tab

Steps

Follow these steps to enter nationality information.

Select the Nationality tab.

Double-click in the Nation of Birth field and select the country where the person was born.

Double-click in the Nation of Citizenship field and select the country where the person is a citizen.

Double-click in the Native Language field and select the person’s native language.

Double-click in the Sponsor field and select the sponsoring organization.

Double-click in the Employment Type field and select the type of employment.

Enter the foreign tax ID number in the Foreign Tax ID field.

Select Not Reported, Yes, or No from the drop-down list in the Spouse Accompany Person to County field.

Enter the number of children that are accompanying the person in the Number of Children Accompanying Person field.

Select Not Reported, Yes, or No from the drop-down list in the Signature of Availability of Funds field.

Click the Save icon.

Click the Exit icon.

Entering E-mail Information

Introduction

The E-mail Address Form (GOAEMAL) displays and maintains e-mail addresses for any person who has an ID in your database. Employees can access their information from this form online when using the Employees Self Service product.

Note: You can enter a person’s e-mail address on PPAIDEN when you set them up initially. This form is useful when you need to update an e-mail address.

Banner form

Steps

Follow these steps to enter e-mail address information.

Access the E-mail Address Form (GOAEMAL).

Enter your person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Double-click the E-mail Type field and select and return an E-mail Type code.

Enter the person’s email address in the E-mail Address field.

Check the Preferred check box if this is the person’s preferred e-mail address.

Note: Only one e-mail address can be selected as preferred. If a preferred address becomes inactive, the preferred status is removed.

Tab over the Inactive field.

Click the Display on Web check box if you want the person’s e-mail address to appear on the web.

Enter any comments about this e-mail address in the Comments field.

Click the Save icon.

Click the Exit icon.

Entering Correspondence Information

Introduction

The Mail Form (PUAMAIL) displays and maintains correspondence records.

Banner form

Steps

Follow these steps to maintain correspondence records.

Access the Mail Form (PUAMAIL).

Enter your person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Double-click the System field and select a System Indicator code (i.e. H – Human Resources).

Double-click the Letter field and select and return a Letter code.

Enter the date that the letter was initiated in the Initiation Date field.

Enter the date that the letter was printed in the Generation Date field.

Double-click the Signer’s Initials field and select an Initials code.

Enter the number of days between initiating and printing the letter in the Wait field.

Click the Generated radio button.

Click the Save icon.

Click the Exit icon.

Entering Comments Information

Introduction

The Comment Form (PPACMNT) enables you to enter comments about a person and to track and comment upon specific employee or applicant situations. Some examples would be: grievances, accidents, or committee memberships. Payroll uses this form for garnishments. You can also copy and paste text into the free form comments field.

Note: We suggest that free form comments be initialed and dated.

Banner form

Steps

Follow these steps to enter comments.

Access the Comment Form (PPACMNT).

Enter your new person’s ID in the ID field or click the Search icon.

Perform a Next Block icon.

Double-click the Code field and select a Comment Type.

Enter a free-form comment in the Comment field (up to sixty characters).

Enter additional text into the Free Form Comments field.

Click the Save icon.

Click the Exit icon.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

When is the SSN/SIN/TFN field on PPAIDEN required?

Before the person is defined on the system

When the person is being defined in the system as an employee

The SSN/SIN/TFN is not required on PPAIDEN

When the person is being defined in the system as a person

Question 2

Which fields are required in PPAIDEN when a person is being defined as an employee?

Birth date, ethnicity, last name, gender, and address

Birth date, ethnicity, first name, last name, SSN, address, citizenship code and gender

Birth date, first name, last name, SSN, address, and gender

Birth date first name, last name, SSN, and gender

Question 3

It is after hours and someone needs to reach Professor Anderson. They are requesting her home phone number. How do you determine if Professor Anderson will allow this number to be released, without calling her?

Question 4

Match the following forms to their description:

PPACMNT	_______ Certification Information Form

PPAEXPR	_______ General Medical Information Form

PPAGENL	_______ Mail Form

PPACERT	_______ Comment Form

PPASKIL	_______ Person Experience Form

PPAIDEN	_______ E-mail Address Form

GOAMEDI	_______ Employee Skill Form

PUAMAIL _______ General Information Form

GOAEMAL	_______ Person Identification Form

Answer Key

Question 1

When is the SSN/SIN/TFN field on PPAIDEN required?

Before the person is defined on the system

When the person is being defined in the system as an employee

The SSN/SIN/TFN is not required on PPAIDEN

When the person is being defined in the system as a person

Question 2

Which fields are required in PPAIDEN when a person is being defined as an employee?

Birth date, ethnicity, last name, gender, and address

Birth date, ethnicity, first name, last name, SSN, address, citizenship code and gender

Birth date, first name, last name, SSN, address, and gender

Birth date first name, last name, SSN, and gender

Question 3

It is after hours and someone needs to reach Professor Anderson. They are requesting her home phone number. How do you determine if Professor Anderson will allow this number to be released, without calling her?

Biographical tab of PPAIDEN.

Question 4

Match the following forms to their description:

PPACMNT	___D____ Certification Information Form

PPAEXPR	___G____ General Medical Information Form

PPAGENL	___H____ Mail Form

PPACERT	___A____Comment Form

PPASKIL	___B____Person Experience Form

PPAIDEN	___I_____E-mail Address Form

GOAMEDI	___E____Employee Skill Form

PUAMAIL	___C____General Information Form

GOAEMAL	___F____ Person Identification Form

Appendix

Section goal

The purpose of this section is to provide reference materials related to the workbook.

Terminology

When a person is entered into the Banner system, an ID (Identification Number) is generated. There are two types of ID’s generated.

Person – employee or non-employee who has a personal relationship to the institution.

Non-Person – someone who does not have a personal relationship with the institution, such as a vendor. It is often used to enter corporations and/or companies for Events Management and Banner Finance. Employee and other records (Beneficiary) used in Banner Human Resources cannot be entered as non-persons.

When an employee is entered, a social security number must be entered into the SSN/SIN/TFN field. The following table further defines the SSN/SIN/TFN field.

Code	Definition	Where Used
SSN	Social Security Number	United State of America
SIN	Social Insurance Number	Canada
TFN	Fax Filing Number	Mexico

Standards

We recommend that your institution develop data standards for defining how names, titles, and IDs should be entered. For example, you must determine if all names will have a prefix (Ms. /Miss/Mrs. /Mr.) or will they be entered simply as first and last names. If your institution routinely uses Social Security Numbers as Identification, and you do not know the Social Security Number of a non-employee, your institution should devise a data standard for the ID number.

Forms Job Aid

Form	Full Name	Use this Form to...
FTVCOAS	Chart of Accounts Code	used to view the charts of accounts defined to the system. Access this form from the Chart of Accounts Maintenance Query Menu (*FINCHRTQ). This is a query-only form.
FTVORGN	Organization Code	used for finance to view the organization codes defined to the system. Access this form from the Chart of Accounts Maintenance Query Menu (*FINCHRTQ). This is a query-only form.
GOAEMAL	E-Mail Address Form	used to displays and maintains e-mail addresses for any person who has an ID in your database. Employees can access their information from this form online when using the Employees Self Service product.
GOAINTL	Visa International Information Form	allows you to enter visa and nationality data for citizens of countries other than the one in which your institution is located.
GOAMEDI	General Medical Information Form	enables you to enter medical information about an applicant or employee.
GTVEMAL	E-mail Address Type Code	used to define valid e-mail address type codes. Examples of e-mail address types include business, personal, and school.
GTVLETR	Letter Code	used to define codes that identify the letters you can generate in Banner. Examples of letters include acknowledgement, applicant, and financial aid offer letters.
GTVNTYP	Name Type Code	use this form to define codes for name types that can be associated with ID names. Examples of name types include maiden, nickname, and legal. These codes can be used for correspondence and reporting.
GTVSYSI	System Indicator	Used to display codes that identify the various Banner systems used at your institution. Examples of systems include Human Resources, Student, and Finance.
GTVZIPC	Zip/Postal Code	used to identify ZIP codes and postal codes used throughout Banner.
PPACERT	Certification Information Form	used to collects data on applicant/employee certifications and endorsements.
PPACMNT	Comment Form	enables you to enter comments about a person and to track and comment upon specific employee or applicant situations.
PPAEXPR	Person Experience Form	used to maintain records on an applicant’s experience and references. This form may not be required if your institution has resume imaging software.
PPAGENL	General Information Form	used to captures person or employee general qualifications normally submitted by an applicant, including education, experience, examination results, and publications.
PPAIDEN	Identification Form	used as an entry into the Banner system. It generates a unique ID number for each individual. The ID number and name are the minimum requirements to Save the record on the system.
PPASKIL	Person Skills Form	used to maintain information about the skill and level of expertise of a specified applicant or employee.
PPATELE	Telephone Form	used to specify and associate an unlimited number of telephone numbers with a person. Telephone numbers originating on this form may be displayed on other forms within Banner, such as the Identification Form (PPAIDEN).
PTRCERT	Certification Code	allows you to define codes for professional certifications.
PTRETHN	Ethnic Code	enables you to define in-house ethnic codes and link them with ethnic categories specified by the federal government for use in Equal Employment Opportunity (EEO) and IPEDS reporting.
PTREXAM	Exam Code	establish examination codes and associates them with descriptions and grade requirements. The codes you define on this form are available for entry on the General Information form (PPAGENL).
PTRSKIL	Skill Code	enables you to create a skill code, describe the skill, and tell whether competence levels exist for it. Codes defined on this form are entered on the Employee Skills Form (PPASKIL) and the Skills Inventory Form (PPASINV).
PTRSKLV	Skill Level	enables you to associate competence levels with the skill codes defined in the Skill Codes Rule Form (PTRSKIL). Skill levels defined here are entered on the Skills Form (PPASKIL) and the Skills Inventory Form (PPASINV).
PTVCMTY	Comment Code	enables you to define codes for comment types. These codes are used during data entry on the Comment Form (PPACMNT).
PTVEEOC	EEO Ethnic Code	used to list the ethnic categories specified by the U.S. federal government for use in Equal Employment Opportunity (EEO) and IPEDS reporting. The codes defined on this form are entered on the Identification Form (PPAIDEN).
PTVENDS	Endorsement Code	enables you to define endorsement codes for use in specifying certifying agencies on the Certification Information Form (PPACERT).
PTVLCSV	License/Certification Status Validation	used to set up the license and certification status codes for use in the Certification Status Form (PPACERT). The status codes entered in this validation form will be available for the License/Certification Status field on the Certification Status Form (PPACERT).
PTVPUBT	Publication Code	enables you to define publication codes for use in the Publications window of the General Information Form (PPAGENL).
PUAMAIL	Mail Form	used to display and maintains correspondence records.
STVATYP	Address Type Code	used to create, update, insert, and delete address type codes, such as Billing, Permanent, or Mailing. Other forms use this form to validate these codes, which You can create or update these codes only from this form.
STVCITZ	Citizen Type Code	used to create, update, insert, and delete citizen type codes such as Canadian Citizen, Student Visa, and so on. This form is used by the General Person Form (SPAPERS) to validate the citizen type codes. You can create or update these codes only from this form.
STVCNTY	County Code	used to create, update, insert, and delete county codes such as Delaware, Polk, or Missoula. This form is used by forms in several modules to validate the county codes. These codes can be created or updated only from this form.
STVDEGC	Degree Code	used to maintain the degree codes, such as Undeclared, Bachelor of Arts, Doctor of Education, and so on. This form is used by other forms to validate the degree codes. You can create or update the degree codes only from this form.
STVDLEV	Degree Level Code	used to create, update, insert, and delete degree level codes (Associate, Bachelor, Master, and so on. Other forms use this form to validate the degree level codes. You can create or update degree level codes only from this form.
STVETHN	Ethnic Codes	used to create, update, insert, and delete ethnic codes, such as Caucasian, Chinese, Cuban, and so on. This form is used by other forms to validate ethnic codes. You can create or update ethnic codes only from this form.
STVINIT	Initials Code	used to create, update, insert, and delete recruiting information. This form is used by the Material Form (SOAMATL) and the Letter Generation process to validate this information. You can create and update these codes only from this form.
STVLANG	Language Code	used to create, update, insert, and delete language codes. These codes may refer to languages such as Chinese, English, or Spanish. This form is used by other forms to validate language codes. You can create or update language codes only from this form.
STVMAJR	Major/Minor/Concentration Code	allows you to enter the employee/student/person’s major subjects at your institution or another that they attended.
STVMEDI	Medical Code	used to create, update, insert, and delete medical codes, such as Blind, Deaf, Prosthetic Limb, and so on.
STVMRTL	Marital Status Code	used to create, update, insert, and delete marital status codes, such as Married, Single, Widowed, and so on. The General Person Form (SPAPERS) uses this form to validate the marital status codes. You can create and update these codes only from this form.
STVNATN	Nation Code	used to create, update, insert, and delete nation codes, such as Australia, France, Iceland, and so on. Forms in several modules use this form to validate the nation codes. You can create and update these codes only from this form.
STVPENT	Port of Entry Code	used to create, update, insert, and delete port of entry codes such as Miami Port Authority, New York City Port Authority, San Francisco Port Authority, and so on.
STVRELT	Relation Code	used to create, update, insert, and delete relation codes, such as Brother, Mother, Spouse, and so on. The Emergency Contact Form (SPAEMRG) and the Guardian Information Form (SOAFOLK) use this form to validate the relation codes. You can create and update these codes only from this form.
STVSBGI	Source/Background Institution Code	used to create, update, insert, and delete source/background institution codes, such as Harvard University, Yale University, Bryn Mawr College, and so on.
STVSTAT	State/Province Code	used to create, update, insert, and delete state and province codes, such as Delaware, British Columbia, New South Wales, and so on.
STVTELE	Telephone Type	used to create, update, insert, and delete telephone types such as Car, Residence Hall, Business, and so on. Several forms in various modules use this form to validate telephone types.
STVVTYP	Visa Type Code	used to create, update, insert, and delete visa type codes, such as Tourist, Student Visa, Exchange Scholar, and so on.