Address Information PPAIDEN Entry 2252021 Address Types There

Address Information PPAIDEN Entry

2/25/2021 Address Types There are five types of addresses used in the HR system. They are as follows: PM = Postal Mailing Address – Must be the individual's Postal mailing address. – Only one PM address should be entered per individual. – Must be entered as a valid Postal Address. RA = Residence Address – Used for residence address when different from PM address. – PO Boxes should never be entered for this address type. – This address should never be a campus address. W 2 = Alternate IRS W 2 Address – Used for mailing tax information if different from the PM address. – Use PM address data entry standards when coding. – Must be entered as a valid Postal Address. CK = Alternate Preferred Mailing Address for Check and Direct Deposit Notices – Used for mailing check or direct deposit notices if different from the PM address or the CM address. – Use PM address data entry standards when coding. – Must be entered as a valid Postal Address. CM = Campus Mailing Address [Contact (Local) Mailing Address] – Individual's campus address – Only one CM address should be entered per individual – The CM address is the preferred address to be used for the delivery of direct deposit notices and pay checks. 2

2/25/2021 3 Postal Mailing Address versus Residence Address If the employee provides both a postal mailing address and a residence address and the postal mailing address contains a PO Box, and the addresses are… § In the same zip code § Not in the same zip code – The residence address can be coded within the mailing address. Use the PM address type with the PO Box in the last address line. – The residence address should be coded as a separate address. Use the RA address type. – The postal mailing address should be coded using the PM address type. – Example: Address Type: PM Address: 15 Fairfield Drive PO Box 444 City: Durham State: NH Zip: 03824 – Example: Address Type: PM Address: PO Box 444 City: Durham State: NH Zip: 03824 Address Type: RA Address: 101 State Street City: Newmarket State: NH Zip: 03498

2/25/2021 4 International Addresses Canadian Addresses • Canadian addresses are coded very much like U. S. addresses. • Street address information is entered in the Address: field lines using the same rules as described for the regular PM addresses. • City name is entered in the City: field. • The province or territory is entered in the State/Province: field using the two-letter abbreviation from the state lookup table. • The Canadian postal code is entered in the ZIP/PC: field. The format is always a letter-number combination of: AXA XAX. The space after the third character is always included. • The Nation code of CA is entered in the Nation: field so that the word Canada is printed at the bottom of the address. • If the phone number you are entering associated with the PM Address type is an International Phone Number, code the number with the PM Address and also code the number in the International Access Code field located on the Additional Phone Information page which is accessed via Options on PPAIDEN.

2/25/2021 5 Canadian Example Code First Name: John Last Name: Dupont Address: (line 1) 150 Rue Nepean City: Ottawa State/Province: ON ZIP/PC: K 2 P 0 B 6 Nation: CA Results John Dupont 150 Rue Nepean Ottawa, Ontario K 2 P 0 B 6 Canada

2/25/2021 6 Other International Addresses • Each foreign country has its own unique formatting rules. • Street address information is entered in the Address: field lines using the same rules as described for the regular PM addresses. A slash can be added between information when combining two short lines of an address together into a single input line. • City information along with any local postal code information is entered in the City: field. The postal code is entered either before, or after, the name of the city depending on the preferred format for the country. For some countries an additional letter code needs to be added to the postal code numbers. A good reference for the format of international addresses by country is http: //www/bitboost. com/ref/international-address-formats. html#Formats. • The State/Province: and ZIP/PC: fields should be left blank for international addresses with the exception of Canada. • The Nation code of the country must be entered into the Nation: field so that the country’s name is printed at the bottom of the address. Nation codes can be found in the lookup table in Banner. • If the phone number you are entering associated with the PM Address type is an International Phone Number, code the number with the PM Address and also code the number in the International Access Code field located on the Additional Phone Information page which is accessed via Options on PPAIDEN.

2/25/2021 7 Other International Addresses Example Code Results First Name: John Last Name: Dupont Address: (line 1) Weihburggasse 26 City: A-1010 Vienna State: ZIP/PC: Nation: AU John Dupont Weihburggasse 26 A-1010 Vienna, Austria

2/25/2021 8 Contact (Local) Mailing (CM - Campus) Address Standards for Non-Student Addresses Field Data Entry Standards Example Address Line 1 (Code Department) Department name CIS Training Center Address Line 2 (Code Building) MUST FOLLOW the format: Building Name<space>Rm<space>Number - - - - - - - - - - - REVIEW Building Name Data Standards and the appropriate list of campus building. Conant Hall Rm 123 - - - - 958 John Stark Address Line 3 Coded for student mail stops, boxes, bins, suites, apt numbers etc. as defined by the campuses MSC 24 M-2604 1324 City Leave blank, data will default based on ZIP/PC entered. State/Province: Leave blank, data will default based on ZIP/PC entered ZIP/PC MUST CONTAIN: a valid Campus ZIP/PC Code as defined by USNH

2/25/2021 Contact (Local) Mailing (CM - Campus) Address Standards for Student Addresses Field Address Line 1 Data Entry Standards Example For students using campus delivery: The delivery data is supplied via a feed from the campus student systems if the following text string is coded in Address Line 1: PSU students must be: “Student Distribution” UNH students must be: “ Student Postal Center” If the student prefers to have their check delivered to the department, please follow the non-student data entry conventions and put the department name on Line 1 of the CM address. Student Postal Center Address Line 2 Leave blank for PSU students with “Student Distribution” Data to be supplied coded on Address line 1. Leave blank for UNH students by a feed. with “Student Postal Center” coded on Address line 1. Address Line 3 Leave blank for PSU students with “Student Distribution” Data to be supplied coded on Address line 1. Leave blank for UNH students by a feed. with “Student Postal Center” coded on Address line 1. City Leave blank, data will default based on ZIP/PC entered. State/Province: Leave blank, data will default based on ZIP/PC entered ZIP/PC MUST CONTAIN: a valid Campus ZIP/PC Code as defined by USNH 9

2/25/2021 Student Address Feeds Current Banner Record Student Distribution MSC 15 Speare Admin PSU Student Postal Center MSC 15 Gregg Hall UNH PSU Feed UNH Feed MSC 120 MSC 222 Banner Record after Feed Student Distribution MSC 120 Campus-PSU, . PSU Student Postal Center MSC 222 Campus-Durham, . UNH 10

2/25/2021 11 Citizenship/Ethnicity/Race

2/25/2021 12 Citizenship Code • • • 01 – U. S. Citizen - A citizen of the United States is a native-born, foreignborn, or naturalized person who owes allegiance to the United States and who is entitled to its protection. In addition to the naturalization process, the United States recognizes the U. S. citizenship of individuals according to two fundamental principles: jus soli, or right of birthplace, and jus sanguinis, or right of blood. 02 – Foreign Citizen - Individuals who have a non-immigrant visa which permits them to be employed and/or compensated by a U. S. employer. However, in almost every case, employment and compensation are restricted to an identified, sponsoring employer or organization, for a fixed period of time within a specific capacity. 03 – Permanent Resident - Any person not a citizen of the United States who is residing in the U. S. under legally recognized and lawfully recorded permanent residence as an immigrant. Also known as "Permanent Resident Alien", "Lawful Permanent Resident, " "Resident Alien Permit Holder, " and "Green Card Holder. " • 04 – Dual U. S. /Foreign - Individuals who hold both US and Foreign citizenship.

2/25/2021 13 Citizenship Code (cont. ) • 05 – Refugee (A) any person who is outside any country of such person's nationality or, in the case of a person having no nationality, is outside any country in which such person last habitually resided, and who is unable or unwilling to return to, and is unable or unwilling to avail himself or herself of the protection of, that country because of persecution or a well-founded fear of persecution on account of race, religion, nationality, membership in a particular social group, or political opinion, (B) in such circumstances as the President after appropriate consultation (as defined in section 207(e) of this Act) may specify, any person who is within the country of such person's nationality or, in the case of a person having no nationality, within the country in which such person is habitually residing, and who is persecuted or who has a well-founded fear of persecution on account of race, religion, nationality, membership in a particular social group, or political opinion. The term "refugee" does not include any person who ordered, incited, assisted, or otherwise participated in the persecution of any person on account of race, religion, nationality, membership in a particular social group, or political opinion. For purposes of determinations under this Act, a person who has been forced to abort a pregnancy or to undergo involuntary sterilization, or who has been persecuted for failure or refusal to undergo such a procedure or for other resistance to a coercive population control program, shall be deemed to have been persecuted on account of political opinion, and a person who has a well founded fear that he or she will be forced to undergo such a procedure or subject to persecution for such failure, refusal, or resistance shall be deemed to have a well founded fear of persecution on account of political opinion.

2/25/2021 14 Citizenship Code (cont. ) • 06 – Political Asylum - Asylee - An alien in the United States or at a port of entry who is found to be unable or unwilling to return to his or her country of nationality, or to seek the protection of that country because of persecution or a well-founded fear of persecution. Persecution or the fear thereof must be based on the alien’s race, religion, nationality, membership in a particular social group, or political opinion. For persons with no nationality, the country of nationality is considered to be the country in which the alien last habitually resided. Asylees are eligible to adjust to lawful permanent resident status after one year of continuous presence in the United States. These immigrants are limited to 10, 000 adjustments per fiscal year. • 09 – Other - this code is only used for our non-paid individuals for whom we do not require an I-9 form be completed.

2/25/2021 15 Ethnicity • • • 1= American Indian/Alaskan Native 2 = Black-nonhispanic 3 = Asian-Pacific Islander 4 = Hispanic 5 = White-nonhispanic • At this time… this field is required to accommodate the current IPEDS reporting structure. • Refused or Unknown? • If ethnicity/race information is refused or unknown Ethnicity = 0 Unknown – Refused.

2/25/2021 16 New Ethnicity • • Hispanic or Latino – A person of Cuba, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. Non-Hispanic or Latino - A person who does not meet the criteria listed above. Race • • • American Indian or Alaskan Native – A person having origins in any of the original peoples of North and South America, and who maintains tribal affiliation or community attachment. Asian – A person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand Vietnam. Black or African American – A person having origins in any of the black racial groups of Africa. Native Hawaiian or Other Pacific Islander – A person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. White – A person having origins in any of the original peoples of Europe, North Africa or the Middle East.

2/25/2021 17 Duplicate Pidms

2/25/2021 18 Duplicate PIDM • What is a PIDM? – A PIDM is the 6 digit number. PIDMs are shared between HR and Finance. They internally links all of a person’s information in Banner. • What is a Duplicate PIDM? – One individual with two PIDMS. It does not mean the person has 2 of the same PIDM. It means they have 2 different PIDMs. • What problems do Duplicate PIDMs cause? – Selecting the wrong individual’s record will result in significant problems for the employee(s), the department(s), the campus HR office(s) and the USNH HR offices affected by this mistake. At a minimum, this type of mistake will certainly result in benefits and payroll errors. – To resolve a Duplicate PIDM problem requires HR IT, STHRs and FAST resources. • How can I prevent a Duplicate PIDM? – Validate the Individual’s Information. It is critical to validate as much information about the person as is possible before assuming you have the correct identification record or assuming that no identification record exists. Previous entries for an individual may have included a typo in their SSN. Even if a person was never employed by USNH, they may have been a vendor.