What is the standard format for entering names in the B/P/P System? »

 1) What is the standard format for entering names in the B/P/P System?

On a weekly and/or monthly basis, benefit information is sent to the insurance plan carriers. Having names that do not follow the standardized name format convention results in bad data being passed along to the carriers. This will also cause mismatches later when claims are filed, resulting in participant displeasure with the plan administrators and benefits offices as claims are denied and have to be appealed.

The standardized format by which names should be entered follows. This includes all names, be it an employee, retiree, COBRA participant, dependents, etc.

The names entered into the B/P/P System on Screens 051, 101 and 115 should match the names as entered on a Social Security card. The last name should be entered in the last name field on the B/P/P System, with imbedded spaces if necessary. The first name(s) should be entered in the first name field on the B/P/P System and, if present, the middle initial or first character of the middle name entered in the middle initial field on the B/P/P System. A suffix (for example, a JR (junior) or III (the third)), should be entered in the suffix field on the B/P/P System. The B/P/P System will generate a combined name in a single field based on the names entered above.

There are some individuals with only one name. In these cases, the name should be entered in the LAST name field.

When there is a change in a name field, the B/P/P System will automatically compare the changed name with the A&M System’s Universal Identification Number (UIN) System. This system has been developed to maintain a central repository for all individuals affiliated in some manner with the A&M System. It provides a positive method of uniquely identifying individuals using a number other than the Social Security Number. You will be prompted to verify that the name for the individual has been changed and that the name you just entered is correct. Please follow the instructions and carefully enter the correct name as requested in the appropriate fields. This will help maintain the integrity of the data in the UIN system.

This page was last updated on 06/11/2010 17:10:41