Formatting and Style Guide for HCTC

To ensure that the HCTC Program has accurate data within Salesforce, all of the entries for names, address, and related information must be standardized. Having accurate data helps to eliminate the possibility of duplicates, minimize data clean up
efforts, and ensures that information being distributed back to nonprofit partners and their donors is 100% accurate. Everything entered into an Eligibility or Contribution Form and Salesforce should be entered in the following format.

HCTC Standardization

• Use proper capitalization for all entries. Do not use all capital letters or all lowercase letters.
• Do not type “N/A” in any field. Fields should either be completed or left blank to keep data clean.
• Be sure to only use one space between all words, numbers, names, etc.
  • Do not include any spaces before or after any words, numbers, names, etc.
• Review all information prior to submitting to check for spelling, formatting, and punctuation accuracy.
  • Look into best practice procedures with your organization to have a second person review information prior to submitting.
  • Accuracy for Tax ID and full names to match is especially important.

Organization Name

• Must be the non-profit organization's legal name as shown on the organization's tax return.
• Use accurate punctuation for organization name abbreviations
  • Ex.) Nonprofit Name Inc.

Donor Name

It is very important to maintain consistency and legal accuracy when entering donor information.

• Use full legal names as found on tax documentation
  • Do not use any nicknames (ex. “Steve” for “Steven” or “Patty” for “Patricia”, etc.)
• Include accurate spelling and punctuation for names
  • Ex. ) O’Reilly vs. Oreilly
• Do not include diacritics (accents) on letters when entering names. The system does not process these characters and will appear as a “?” on certificates and in reports.
• The donor name must match the Tax ID that is printed on the certificate.
  • Do not use the spouse name with the donor’s last four digits of the Social Security Number or ITIN
• Maintain consistency if entering middle initials in the Full Taxpayer Name.
  • Full middle names should not be entered. Only Middle Initial if opting to include in the Full Taxpayer Name.

Address

• Do not use punctuation for street name abbreviations
  • Ex.) 123 W Elm St vs 123 W. Elm St.
• Do not use the common abbreviations that may be below:
  • City Names: Greenwood Village or Colorado Springs - not Greenwood Vlg or Co Spgs/Colorado Sprgs/etc.
  • North, South, East, or West – Only use the first letter.
  • Northwest, Southwest, etc. – NW, SW, etc.
• Secondary Unit Designator
  • Apartment – Apt
  • Suite – Ste
  • Lot – Lot
• Street Suffixes
  • Avenue – Ave
  • Boulevard – Blvd
  • Circle – Cir
  • County Road – CR
  • Court – Ct
  • Drive – Dr
  • Highway – Hwy
  • Lane – Ln
  • Parkway – Pkwy
  • Street – St
  • Way - Way