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Business and Financial Policies and Procedures

Avoiding Problems with UINs

The University Identification Number (UIN) is used by Banner, the i-card database, and other University systems to uniquely and permanently identify the records of a person associated with the University. These systems are connected and share information; therefore, it is important that each person has only one UIN.

Because UINs are used to identify employees, students, visitors, alumni, and various program participants, UINs are stored in a variety of electronic systems. However, only the i-card database contains all UINs.

Avoid Creating Multiple UINs

Search the i-card database or call i-card Programs' Help Desk before you create a new person record in Banner. Many people already have a UIN but do not realize it. Creating a new person record when it's not needed results in multiple UINs for one person which causes problems and takes time to resolve.

If you are not sure whether someone already has a UIN or you do not have access to i-card data, contact the i-card Programs' Help Desk (217-265-6464 or

Consequences of Multiple UINs

If multiple UINs are assigned to the same person, that person's records may be confused and/or incomplete and lead to a variety of problems, such as:

  • Denial of Services - A person with two UINs may be denied service because the UIN the person is presenting is not the UIN that makes them eligible for a given service.
  • Pay Issues - A person's social security number must be associated with the correct UIN record so Payroll can process pay correctly.

If you believe someone has more than one UIN, contact the i-card Help Desk (217-265-6464 or

Last Updated: October 21, 2011 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 2002

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