HOW TO SUBMIT BUSINESS DATA IN AN ELECTRONIC FILE

Please Note: Submission of data in an electronic file to the Business Entity Registration for Procurement site is intended for businesses with access to information technology expertise. This process is highly technical and requires thorough knowledge of and experience with Extensible Markup Language (XML).




Overview

The State Board of Elections provides a format for submission of business data in an electronic file.

Data for a business may be downloaded in the proper XML format, modified (edited), and uploaded to the site. Businesses may, for example, opt to use Microsoft Access or Excel for this purpose.

See How to use Microsoft Access to Update Business Data in an Electronic File.

See How to use Microsoft Excel to Update Business Data in an Electronic File

Step-By-Step Process To Submit Data in an Electronic File

1)  Using the website ( https://BEREP.elections.il.gov ), establish an account, verify the account, and enter basic business data.

2)  Using the website, add at least one of each of the following (assuming they exist for the business): affiliated person and affiliated entity/organization.

3)  Download and save business data in XML format. Download Business Data

4)   Import the file into whatever software is to be used to edit the XML file.

5)   Make appropriate changes to the data, and indicate any adds, changes, or deletes with the appropriate TranTyp.

6)   Export and save the file in the prescribed XML format.

7)   Upload the file of updated business data. Upload File

8)   If any errors occur, none of the changes are accepted – one fails, all fail.

9)   Repeat steps 5 through 7 and correct any errors.



Business Registration XML Document Rules

  • If the TranType element is present in a BusInfo orAffiliate element, the appropriate processing takes place. If the TranTyp element is not present, no action is taken on the element.
  • The 'container' element, either BusInfo or Affiliate, is always required to Add, Change, or Delete.  The BusInfo element may only be changed, not added or deleted.
  • ID serves as a unique identifier in BusInfo and Affiliate element types and is always required to change or delete.
  • For Add transactions, no ID is required.
  • Changes may be made by including the ID element and just those elements that are changing.  If an element is present, that element will be changed, even if the element is empty.
  • Deletes may be made by including the ID element and TranType of "Delete".


Business

Element Name

Occurs

Parent

Required/Optional

Description

Business

Allowed once

 

Required.  Can have any name.

Root element

BusInfo

Allowed once

Root

Required if changing business information.

See BusInfo Type

Affiliate

Allowed an unlimited number of times

Root

Required if adding, editing, or deleting affiliates.

See Affiliate Type

BusInfo Type

Element Name

Occurs

Parent

Required/Optional

Description

BusInfo

Allowed once

Root

Required

Business information

TranTyp

Allowed once

BusInfo

Optional

Transaction type. Valid values are <empty> or Change

ID

Allowed once

BusInfo

Required

Unique identifier

BusName

Allowed once

BusInfo

Required

Legal business name.  The business name cannot be changed via electronic file.

Adrs1

Allowed once

BusInfo

Required

First line of street address

Adrs2

Allowed once

BusInfo

Optional

Second line of street address

City

Allowed once

BusInfo

Required

City

State

Allowed once

BusInfo

Required for US address.  Not allowed for non-US address.

Two-letter state abbreviation - capital letters

Zip

Allowed once

BusInfo

Required for US address.  Not allowed for non-US address.

Either 5-digit or 9-digit zip code. 9-digit zip code must include dash.

Country

Allowed once

BusInfo

Required.  United States must be US.

Country - Must be all capital letters.  ISO 3166 two-letter abbreviation.

Region

Allowed once

BusInfo

Required for non-US address.  Not allowed for US address.

Region

PostalCode

Allowed once

BusInfo

Required for non-US address.  Not allowed for US address.

Postal Code

EmailAddress

Allowed once

BusInfo

Required

E-mail address

Affiliate Type

 Element Name

Occurs

Parent

Required/Optional

Description

Affiliate

Allowed once

Root

Required

Affiliated person or entity

TranTyp

Allowed once

Affiliate

Optional

Transaction type. Valid values are <empty>, Add, Change, or Delete

ID

Allowed once

Affiliate

Required for TranTyp 'Change' or 'Delete'

Unique identifier

Typ

Allowed once

Affiliate

Required.  Valid values are Person or Entity.

Type of Affiliate

Desc

Allowed once

Affiliate

Required if Typ is 'Entity'.  Required if Typ is 'Person' and Spouse is 'true', and must begin with 'Spouse of'.

Description of affiliation.

MinorDOB

Allowed once

Affiliate

Required if age is under 18 years.  Not allowed if age is 18 years or older.

YYYY-MM-DD

Spouse

Allowed once

Affiliate

Required.  Valid values are 'true' or 'false'.

Is a spouse of an executive employee or owner.

Emp

Allowed once

Affiliate

Required.  Valid values are 'true' or 'false'.

Is an executive employee. Valid values are true or false

EmpTyp

Allowed once

Affiliate

Required when Emp is 'true'.  Not allowed when Emp is 'false'.

Type of executive employee. For example, President, CEO, etc.

Own

Allowed once

Affiliate

Required.  Valid values are 'true' or 'false'.

Is an owner of 7.5% or more.

LastOnlyName

Allowed once

Affiliate

Required

Last name or name of affiliated entity

FirstName

Allowed once

Affiliate

Required if Typ is 'Person'

First name

MI

Allowed once

Affiliate

Optional

Middle Initial

NameSuffix

Allowed once

Affiliate

Required if last name includes a suffix.

Jr., Sr, etc.

Adrs1

Allowed once

Affiliate

Required

First line of street address

Adrs2

Allowed once

Affiliate

Optional

Second line of street address

City

   Allowed once

Affiliate

Required

City

State

Allowed once (US)

Affiliate

Required for US address.  Not allowed for non-US address.

Two-letter state abbreviation - capital letters

Zip

 Allowed once (US)

Affiliate

Required for US address.  Not allowed for non-US address.

Either 5-digit or 9-digit zip code. 9-digit zip code must include dash.

Country

 

 Allowed once

Affiliate

Required.  United States must be US.

Country - Must be all capital letters.  ISO 3166 two-letter abbreviation.

Region

Allowed once (NonUS)

Affiliate

Required for non-US address.  Not allowed for US address.

Region

PostalCode

Allowed once (NonUS)

Affiliate

Required for non-US address.  Not allowed for US address.

Postal Code