Description: Tags: 0304CODVol3Sec3PellRecordLayoutvApr03

Volume III, Section 3—Pell
Grant Fixed-Length Record

Layouts
Pell Grant Record Layouts
Grant Batch Header Record

Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 10 10 A Header Identifier Identify Header This field is required. Missing Batch Header – Reject
record in file. Constant: ‘GRANT Batch
Left Justified HDR ’
11 14 4 N Data Record Length of data This field is required. If not equal to length for
Length records included in Must be numeric: 0001 Message Class, then Reject
this batch to 9999 Batch.
April 2003 (2003-2004) COD Technical Reference Page III-3-1

Volume III – Pell Grant Phase-In Participant Technical Reference
Positions (# of
Bytes)
First Last
15 40 26 A Batch ID Number generated by This field is required. Valid Batch Type codes:
the institution to Format = #A = Statement of Account
uniquely identify a XXCCYY999999CCYY #C = Reconciliation
specific batch of MMDDHHMMSS #D = Disbursements
records. Where: #G = System Generated
XX = batch type code #I = Institution Data from
(alpha) the web
CCYY = last year in #M = Multiple Reporting
cycle: ‘2004' #O = Originations
999999 = Reporting #P = Origination
PELL ID acknowledgement from the
CCYYMMDD = date web
batch created #R = Data Request
HHMMSS = time batch #T = ASCII Text
created. #W = Disbursement
Acknowledgements from the
web
#Y = Year-to-Date
If duplicate Batch ID, then

Reject Batch.
If batch type does not agree
with Message Class
type, then reject batch.
If #O, #R, or #I batch and
received before system
startup, then reject batch.
If #D received more than N
days prior to Award
Year Start, then reject batch.
If Batch Award Year does not
agree with Message
Class award year, then reject.
If reporting Pell ID is ineligible,
then send
warning message.
If Reporting Pell ID is a branch
campus or has
Central Funding, then reject
batch.
If date batch created is >
system date, then reject
batch.
41 48 8 A/N OPE ID The OPE ID number Valid OPE ID number If not blank and not equal to
assigned to the or blank. OPE ID associated with Pell ID,
reporting institution then warn the batch.

Positions (# of
Bytes)
First Last
49 58 10 A/N Software ProviderFor non-Express This field is required. No edits will be performed on
software provide an Software provider this field.
identifier to indicate defined or blank
the software provider
and version number if
applicable.
59 62 4 A Unused Reserved for future Constant spaces
expansion
63 63 1 A ED Use ED Use Only – do not Constant Spaces Media Type = Y for Year-to-
use Date
64 68 5 A/N ED Use ED Use Only – do not Constant spaces ED Express PC software
use version number
69 76 8 N Process Date Date the Format = CCYYMMDD Completed as a result of
corresponding batch processing the batch
was processed
77 100 24 N Batch Reject List of up to eight 3- Reject Reasons format Completed by PELL processor
Reasons digit batch reject = 000 to 999 as a result of Batch editing.
reason codes which Position 77 to 79 = 1st These are the 200 series of
occurred during initial reject reason code edits that can be found in
editing of the batch. Position 80 to 82 = 2nd Volume III, Section 4 of the
Only reject reason reject reason code Technical Reference.
codes hit will display Position 83 to 85 = 3rd
in this field. reject reason code
Otherwise, this space Position 86 to 88 = 4th
will be zero filled. reject reason code
Position 89 to 91 = 5th
reject reason code
reject reason code
reject reason code
reject reason code
XX A Unused Length extended to Constant spaces
make the header
record the same
length as the detail
records which follow.
≥100 Total Record
Length

Grant Batch Trailer Record
Positions (# of
Bytes)
First Last
1 10 10 A Trailer Identifier Identify Trailer record This field is required. Missing Batch Trailer – reject
in file. Constant: ‘GRANT batch. No detail records—
TLR ’ reject batch.
11 14 4 N Data Record Length of data This field is required. If not equal to Data Record on
Length records included in Must be numeric: Header, then reject Batch.
this batch 0001 to 9999
15 40 26 A Batch ID Number generated by This field is required. If not equal to Batch ID on
the institution to Format = Header, then reject Batch
uniquely identify a XXCCYY999999CCYY
specific batch of MMDDHHMMSS
records. Where:
XX = batch type
code (alpha)
CCYY = last year in
cycle = ‘2004'
999999 = Reporting
PELL ID
CCYYMMDD =
date batch created
HHMMSS = time
batch created
41 46 6 N Reported Number Number of data This field is required. If not equal to count of detail
of Records records included in Must be numeric: records in input batch, then
the batch. 000000 to 999999 return warning message.
47 57 11 N Reported Total of Total Origination This field is required. If not equal to total of detail
Batch Award Amount or Dollars and cents. records in batch, then return
Disbursement amount Use leading zeros; do warning message.
reported on not include the $ sign
Origination or or decimal point.
Disbursement For ESOA is constant
batches. For all other 0.
types of batches this 00000000000 to
amount will be 99999999999
constant 0.
58 58 1 A Reported Total Positive or negative This field is required.
Sign Indicator sign for total amount P = Positive
reported. N = Negative
For ESOA is constant
P.

Positions (# of
Bytes)
First Last
59 64 6 N Accepted and ED USE ONLY - 000000 to 999999
Corrected Number of data
Number of records accepted and
Records corrected by the Pell
Processor.
65 75 11 N Accepted and ED USE ONLY - Total Dollars and cents.
Corrected Total Award or Use leading zeros, do
of Batch Disbursement amount not include the $ sign
accepted and or decimal point.
corrected on batch. 00000000000 to
99999999999
76 76 1 A Accepted and ED USE ONLY - P = Positive
Corrected Total Positive or negative N = Negative
Sign Indicator sign for total amount
accepted.
77 82 6 N Number of ED USE ONLY- 000000 to 999999
Duplicate Numb er of data
Records records that duplicate
a previously accepted
Origination or
Disbursement record.
For all other types of
batches this field is all
zeroes.
expansion
XX A Unused Length extended to Constant spaces
make the trailer record
the same length as the
detail records.
>100 Total Record
Length

Origination Record
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used to This field is required. Identifier
identify an origination. Format = If Origination ID matches on
999999999XX20049999 Pell database, then Compare
9900 all fields. If all the fields
Where: match, then the record is
SSN = 001010001 to returned as a duplicate
999999999 otherwise it is a change. If
Name Code = XX the Origination ID does not
Year Indicator = 2004 match then the Origination is
Valid Attended PELL new.
ID = 999999
Orig Sequence Number
= 00
24 32 9 N Original SSN Student's SSN from This field is required. Identifier
original FAFSA. 001010001 to 999999999
33 34 2 A Original Name Student's name code This field is required. Identifier
Code from original FAFSA. Uppercase A to Z; If SSN & Name Code do not
. (period); match value in Origination
' (apostrophe); ID, then reject record.
- (dash);
Blank = no last name
35 40 6 N Attended PELL-ID of attended This field is required. Identifier
Campus PELL-ID campus. Change Valid PELL-ID Change creates new
creates new origination origination record. If
record. Institution Attended Pell ID does not
must change award match value in Origination
amounts for student at ID, then reject record. If
original attended Attended Campus is not
campus as necessary. equal to Reporting Campus,
then reject. If Attended Pell
ID is not a branch of the
Reporting Pell ID or Central
Funded, then reject.
41 45 5 A/N Unused Reserved for Constant spaces
expansion.

Positions (# of
Bytes)
First Last
46 58 13 A/N Origination This field can contain Institution defined No editing by Pell processor
Cross-Reference any cross-reference will be done on this field.
information useful to
the institution to
identify student
records internally.
59 59 1 A Action Code Code to indicate action Will always be BLANK No editing.
to be taken.
60 60 1 A Unused Reserved for expansionConstant spaces
61 67 7 N Award Amount Must equal the award This field is required. Cannot exceed Total
for Entire School amount calculated by Dollars and cents. Use Payment Ceiling - See Pell
Year the institution to be leading zeros; do not Grant Calculations
disbursed to this include the $ sign or Appendix. You must report
student for attendance decimal point. increases to the Award
for this entire Pell GrantRange = 0000000 to amount for the entire school
award year. AWARD AMOUNT year. If any of the
MAXIMUM origination data used in the
award calculation changes,
the Award amount must be
re-edited to ensure it does
not exceed Total Payment
Ceiling.
68 75 8 N Estimated Date 1st disbursement This field is required. If Date not within range,
Disbursement to student is estimated CCYYMMDD = then set approved value to
Date #1 to be made Range = N days prior system date.
to DISBURSEMENT
START DATE
(20030621) to
DISBURSEMENT END
DATE (20080930).
76 83 8 N Estimated Date 2nd disbursement This field is optional If Date not within range,
Disbursement to student is estimated CCYYMMDD = then set approved value to
Date #2 to be made. Range = [see field spaces.
position 68 in this
record] or BLANK
84 91 8 N Estimated Date 3rd disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #3 to be made. Range = [see field
position 68 in this
record] or BLANK

Positions (# of
Bytes)
First Last
92 99 8 N Estimated Date 4th disbursement This field is optional See Estimated Disbursement
position 68 in this
record] or BLANK
position 68 in this
record] or BLANK
position 68 in this
record] or BLANK
position 68 in this
record] or BLANK
position 68 in this
record] or BLANK
position 68 in this
record] or BLANK
140 147 8 N Estimated Date 10th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #10 student is estimated to Range = [see field
be made. position 68 in this
record] or BLANK
record] or BLANK

Positions (# of
Bytes)
First Last
Date #12 student is estimated to
Range = [see field
record] or BLANK
record] or BLANK
record] or BLANK
record] or BLANK
188 195 8 D Enrollment Date First date that the This field is required. If blank or invalid, then set
student was enrolled in CCYYMMDD = approved value to previous
an eligible program for Range = 20030101 to value or date reported in
the designated award 20040630 Batch ID in Grant Header
year. If the student record.
enrolled in a crossover
payment period before
the first day of the Pell
award year (July 1), but
which will be paid from
2003-2004 funds, report
the actual start date of
the student's classes
for that payment
period.
196 196 1 A/N Low Tuition & Flag to identify tuition Value Tuition Range If invalid, then set approved
Fees Code ranges when the 1=0 value to previous value or
annual tuition is less 2 = 1-225 BLANK.
than or equal to 3 = 226-450
minimum defined by 4 = 451 - 674
low tuition and fees or BLANK = low
table. tuition does not apply

Positions (# of
Bytes)
First Last
197 197 1 A Verification Status of verification of V = Verified
Status Code applicant data by the W = Without
school. Documentation
S = Selected, Not
Verified
Or Blank
198 198 1 A Incarcerated Code to indicate the BLANK = Not If invalid, then set approved
Federal Pell student’s incarcerated incarcerated value to previous value or
Recipient Code status for students Y = Yes, the student is BLANK
incarcerated in local incarcerated in a local
penal institutions, but institution, but is
otherwise eligible to otherwise eligible.
receive Federal Pell N = No, if student
Grants. previously reported as
incarcerated, but is not
or is no longer
Incarcerated
199 200 2 N Transaction CPS–assigned This field is required. If BLANK or NO Match with
Numb er Transaction number Must be numeric = 01 eligible app data, then reject
from eligible ISIR or to 99 record. Return last value
SAR used to calculate reported on
award acknowledgement.
201 205 5 N Expected Family Must equal the This field is required. If BLANK or NO Match with
Contribution student's Expected Range = 00000 to EFC eligible app data, then reject
(EFC) Family Contribution MAXIMUM record. Return last value
from the ISIR or SAR. reported on
acknowledgement.
206 206 1 A Secondary Code indicating which O = Federal Pell Grant If invalid, then set approved
Expected Family EFC value is used to award previously value to previous value or
Contribution determine award based on the BLANK.
Used Code amount secondary EFC and If NO Match with eligible
reported to the Federal app data, then reject record.
Pell Grant program; Return last value reported on
student’s award now acknowledgement.
based on the original
EFC.
S = Federal Pell Grant
award based on the
secondary EFC, as
calculated by the CPS.
Or BLANK if
Secondary EFC not
used

Positions (# of
Bytes)
First Last
207 207 1 N Academic Calendar which applies The Academic calendar
This field is required.
Calendar to this student's dictates which Payment
1= Institution uses
educational program. Methodology can be
nonstandard academic
Must be valid or accepted and the data
terms, and measures
system accepted to elements required to
academic progress by
process record. calculate the student’s
credit hours
award. Refer to Pell Grant
2=Institution uses
Calculations Appendix for
standard quarters and
acceptable combinations.
measures academic
progress by credit
If Academic calendar invalid
hours
or BLANK, then correct to
3=Institution uses
(in the order shown):
standard semesters
--Academic calendar already
and measures academic
accepted for this student, if
progress by credit
any;
hours
--Academic calendar on file
4=Institution uses
for Attended Campus, if any;
standard trimesters and
--Academic calendar on file
measures academic
for Reporting Campus, if
progress by credit
any;
hours
--Clock hour (5) if Payment
5=Institution measures
Methodology=4;
--Semester (3)
clock hours
6=Institution does not
use terms, but does
measure academic
progress by credit
hours

Positions (# of
Bytes)
First Last
208 208 1 N Payment Formula used to This field is required. The Payment Methodology
Methodology calculate the student's Range: 1-5. See Pell that can be accepted is
Federal Pell Grant Grant Calculations dictated by the Academic
Award. Appendix for calendar. Refer to the Pell
regulations covering Grant Calculations Appendix
which Academic for the data elements
calendars may use required for each Payment
each specific formula Methodology.
If Payment Methodology
invalid or BLANK, then
correct to:
--1 Academic calendars 2,3,4;
--3 Academic calendar 1;
--4 Academic calendars 5, 6
209 215 7 N Cost of Must equal COA This field is required. Used in award amount
Attendance calculated by the Dollars and cents. Use validation. If invalid or
institution following leading zeros; do not BLANK, then set accepted
the Federal Pell Grant include the $ sign or value to previous value or
Payment regulations. decimal point. “9999999”.
Range = 0000000 to
9999999
216 216 1 A Enrollment Status This student’s Leave BLANK only if Used in award amount
expected enrollment Payment Methodology validation. See Pell Grant
status for the entire is 4. Calculations Appendix.
award year. The
Enrollment Status 5 Range for Payment If Enrollment status invalid
“Other” is used when Methodologies 1, 2, 3, or BLANK, then correct to:
the student’s and 5:
enrollment is “mixed” 1=Full-time --BLANK, if Payment
or student attends 2=3/4-time Methodology is 4
more than number of 3=1/2-time --3 (half-time) if Payment
terms in a full academic 4=Less than ½-time Methodology is 5
year. Valid Values 5=Enrollment status --1 (full-time) for Payment
depend upon changed from one Methodologies 1, 2, 3
Academic Calendar payment period to
and Payment another, OR student
Methodology fields. attends more than the
number of terms in a
full academic year.

Positions (# of
Bytes)
First Last
217 218 2 A Weeks of Total number of weeks BLANK=Payment School determines this value
Instructional of instructional time Methodology 1 based on the time required
Time used to provided by this for the majority of its full-
Calculate student’s program of Required for Payment time students to complete
Payment study during a full Methodologies 2, 3, 4, the program of study, not
academic year. or 5. student by student. See Pell
PM2=Total number of Grant Calculations
weeks of instructional Range for Payment Appendix.
time in academic year Methodology 2 is 00-
for student’s program 29
of study (fall through
spring terms).
Range for Payment
PM5 (academic
Methodologies 3, 4,
calendars 1, 2, 3, or 4)
and 5 is 00-78
and PM3=Total
number of weeks of
instructional time in all
terms in academic year
for student’s program
of study
PM5 (academic
calendar 6) and PM4
=The lesser of either
(a) total number of
weeks of instructional
time for a full-time
student to complete
hours in student’s
program of study, or
(b) total number of
student to complete
hours in academic year
for student's program
of study.

Positions (# of
Bytes)
First Last
219 220 2 A Weeks of Inst. Total number of weeks Leave BLANK for Used in award amount
Time in Program's of instructional time in Payment Methodology validation.
Definition of the school’s definition 1. Required for
Academic Year of a full academic year Payment If invalid or BLANK, correct
for this student’s Methodologies 2, 3, 4, to (in order shown):
program of study. or 5. --Weeks of instructional time
in program’s definition of
Range for Payment academic year previously
Methodologies 2, 3, 4, accepted for student, if any;
or 5: --Weeks of instructional time
30-78 in program’s definition of
academic year on file for
Attended campus, if any;
--Weeks of instructional time
in program’s definition of
Reporting campus, if any;
--30 (Payment
Methodologies 2, 3, 4, 5)
--BLANK if supplied and not
needed for Payment
Methodology.
221 224 4 A Credit/Clock Hrs Total number of BLANK for Academic Used in award amount
in Award Year credit/clock hours in all calendars 1, 2, 3, and 4. validation. See Pell Grant
payment periods Calculations Appendix.
institution expects this Ranges:
student to attend and 0000-3120 if Academic If invalid, out of range, or
be paid for during this calendar = 5 greater than Credit/Clock
Federal Pell Grant 0000-0100 if Academic hours in the academic year
Award year. calendar = 6 for this student’s program of
study, then correct to (in
order shown):
--Credit/Clock hours in
award year previously
accepted for student;
--Credit/Clock hours in the
academic year for this
student’s program of study;
needed for Payment
Methodology.

Positions (# of
Bytes)
First Last
225 228 4 A Credit/Clock Total number of credit BLANK for Academic Used in award amount
Hours in This or clock hours in the calendars 1, 2, 3, or 4. validation. See Pell Grant
Student’s institution’s definition Calculations Appendix.
Program of of a full academic year Ranges:
Study’s for this student’s 0900-3120 if Academic If Invalid or BLANK, then
Academic Year Program of Study. calendar = 5 correct to (in the order
0024-0100 if Academic shown):
calendar = 6 --Credit/Clock hours in the
academic year for this
student’s program of study,
if any;
Attended campus, if any;
Reporting campus, if any;
--0900 if Academic
calendar=5;
0024 if Academic calendar=6;
needed for Payment
Methodology.
229 231 3 A/N Institution This is an internal Institutional defined No editing by Pell processor
Internal sequence number the will be done on this field
Sequence institution can define.
Number

Positions (# of
Bytes)
First Last
232 240 9 A/N Student Current Social Security Valid Social Security
SSN Number, as altered by Number
the student through
the CPS for the
Transaction number
reported. This field
equals the original SSN
if the student has not
changed SSN in the
CPS. Blank indicates
this record could not
be matched on Student
ID and/or EFC during
Federal Pell Grant
processing for this
transaction.
241 248 8 D Student’s Date of The date of birth of the Format: CCYYMMDD
Birth student for this CPS
transaction.
249 264 16 A/N Student’s Last The last name of the A – Z, 0 – 9, period,
Name student for this CPS apostrophe, hyphen or
transaction. blank
265 276 12 A/N Student’s First The first name of the A – Z, 0 – 9 or blank
Name student for this CPS
transaction.
277 277 1 A Student’s Middle The middle initial of the A – Z or blank
Initial student for this CPS
transaction.
300 Total Record
Length
NOTE: A change to an origination record is supplied in this same format. Changes apply to the entire award
period

Origination Acknowledgement Record
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used to This field is required. Identifier
identify an origination. Format = If Origination ID matches on
999999999XX20049999 Pell Database, then Compare
9900 all fields. If all the fields
Where: match, then the record is
SSN = 001010001 to returned as a duplicate
999999999 otherwise it is a change. If
Name Code = XX the Origination ID does not
Year Indicator = 2004 match then the Origination is
Valid Attended PELL- new.
ID = 999999
= 00
24 32 9 N Original SSN Student's SSN from 001010001 to 999999999Identifier
original FAFSA.
33 34 2 A Original Name Student's name code Uppercase A to Z Identifier
Code from original FAFSA. . (period)
' (apostrophe)
- (dash)
Blank = no last name
35 40 6 N Attended PELL-ID of campus Valid PELL-ID Identifier
Campus PELL-ID attended. Change
creates new origination
record. Institution
must change payment
amounts for student at
original attended
campus as necessary.
41 45 5 A/N Unused Reserved for Constant spaces
expansion.
46 58 13 A/N Origination This field can contain Institution defined No editing will be done on
Cross- any cross-reference this field by Pell processor
Reference information useful to
the institution to
identify student
records internally.

Positions (# of
Bytes)
First Last
59 59 1 A Action Code Code to indicate action Valid Codes =
to be taken A = Accepted - all
fields accepted
C = Corrected - one or
more fields corrected
D = Duplicate of an
accepted record
E = Rejected - record
was rejected
61 67 7 N Accepted Award Must equal the award Dollars and cents. Use
Amount for amount calculated by leading zeros; do not
Entire School the institution to be include the $ sign or
Year disbursed to this decimal point.
student for attendance Range = 0000000 to
for this entire Pell GrantAWARD AMOUNT
award year. MAXIMUM
68 75 8 N Accepted Date 1st disbursement Format = CCYYMMDD
Estimated to student is estimated Range = N days prior
Disbursement to be made. to DISBURSEMENT
Date #1 START DATE
(20030621) to
DISBURSEMENT END
DATE
(20080930)
76 83 8 N Accepted Date 2nd disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #2 record]or BLANK
84 91 8 N Accepted Date 3rd disbursement CCYYMMDD =
th
92 99 8 N Accepted Date 4 disbursement CCYYMMDD =
100 107 8 N Accepted Date 5th disbursement CCYYMMDD =

Positions (# of
Bytes)
First Last
140 147 8 N Accepted Date 10th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #10 be made. record]or BLANK

Positions (# of
Bytes)
First Last
188 195 8 D Accepted First date that the CCYYMMDD =
Enrollment Date student was enrolled in Range = 20030101 to
an eligible program for 20040630
the designated school
year. If the student
enrolled in a crossover
payment period before
the first day of the Pell
award year (July 1), but
which will be paid from
2003-2004 funds, report
the actual start date of
the student's classes
for that payment
period.
196 196 1 A Accepted Low Flag to identify tuition Value Tuition Range
Tuition & Fees ranges when the 1=0
Flag annual tuition is less 2 = 1-216
than or equal to 3 = 217-433
minimum defined by 4 = 434-649
low tuition and fees or BLANK = low
table. tuition does not apply
197 197 1 A Accepted Status of verification of V: Verified
Verification applicant data by the W: Without
Status Flag school. Documentation
S: Selected, Not
Verified
Or Blank
198 198 1 A Accepted Code to indicate the BLANK = Not
Incarcerated student’s incarcerated incarcerated
Federal Pell status for students Y = Yes, the student is
Recipient Code incarcerated in local incarcerated in a local
penal institutions, but institution, but is
otherwise eligible to otherwise eligible.
receive Federal Pell N = No, if student
Grants. previously reported as
incarcerated, but is not
or is no longer
incarcerated
199 200 2 N Accepted CPS-assigned Must be numeric: 01 to
Transaction Transaction number 99
Number from eligible SAR used
to calculate award

Positions (# of
Bytes)
First Last
201 205 5 N Accepted Must equal the Range = 00000 to EFC
Expected Family student's Expected MAXIMUM
Contribution Family Contribution
(EFC) from the ISIR or SAR.
May be the primary or
secondary EFC value.
206 206 1 A Accepted Code indicating which O = Federal Pell Grant
Secondary EFC value is used to award previously
Expected Family determine award based on the
Contribution amount secondary EFC and
Used Code reported to the Federal
Pell Grant program;
student’s award now
based on the original
EFC.
award based on the
secondary EFC, as
OR BLANK if
Secondary EFC not
used.

Positions (# of
Bytes)
First Last
207 207 1 N Accepted Calendar which applies
This field is required.
Academic to this student's
1= Institution uses
Calendar educational program.
nonstandard academic
terms, and measures
credit hours
2=Institution uses
standard quarters and
measures academic
progress by credit
hours
3=Institution uses
standard semesters
and measures academic
progress by credit
hours
4=Institution uses
standard trimesters and
measures academic
progress by credit
hours
5=Institution measures
clock hours
6=Institution does not
use terms, but does
measure academic
progress by credit
hours
208 208 1 N Accepted Formula used to This field is required.

Payment calculate the student's Range: 1-5.
Methodology Federal Pell Grant. See Pell Grant
Calculations Appendix
for regulations
covering which
Academic calendars
may use each specific
formula.

Positions (# of
Bytes)
First Last
209 215 7 N Accepted Cost of Must equal COA Dollars and Cents.
Attendance calculated by the Use Leading Zeros; do
institution following not include the $ sign
the Federal Pell Grant or decimal point
Payment regulations. Range: 0000000-
9999999
216 216 1 A Accepted The student’s BLANK=Payment
Enrollment Status enrollment status at the Methodology 4.
time the student’s
records is created or Range for all other
updated. Changes to Payment
this field apply to the Methodologies is 1-5.
entire award year. 1=Full-time
2=3/4-time
3=1/2-time
4=Less than ½-time
5=Enrollment status
changed from one
payment period to
another, OR student
attends more than the
number of terms in a
full academic year.

Positions (# of
Bytes)
First Last
217 218 2 A Accepted Weeks Total number of weeks BLANK=Payment
of Instructional of instructional time Methodology 1.
Time Used to provided by this
Calculate student’s program of Range for Payment
Payment study during a full Methodology 2 is 00-
academic year. 29.
PM2=Total number of
weeks of instructional Range for Payment
time in academic year Methodologies 3, 4,
for student’s program and 5 is 00-78.
of study (fall through
spring terms).
PM5 (academic
calendars 1, 2, 3, or 4)
or PM3=Total number
of weeks of
instructional time in all
terms in academic year
for student’s program
of study
PM5 (academic
calendar 6) and PM4
=The lesser of either
(a) total number of
student to complete
hours in student’s
program of study, or
(b) total number of
student to complete
hours in academic year
for student's program
of study.

Positions (# of
Bytes)
First Last
219 220 2 A/N Accepted Weeks Total number of weeks BLANK=Payment
of Inst. Time in of instructional time in Methodology 1.
Program's the school’s definition
Definition of of a full academic year Range for Payment
Academic Year for this student’s Methodologies 2, 3, 4,
program of study. or 5 is 30-78.
221 224 4 A Accepted Total number of BLANK for Academic

Cr/Clock Hours incredit/clock hours in all calendars 1, 2, 3 and 4.
Award Year payment periods the
institution expects this Ranges:
student to attend, and 0000-3120 if Academic
to be paid from this calendar = 5
Federal Pell Grant 0000-0100 if Academic
Award year. calendar = 6
225 228 4 A Accepted Number of credit or BLANK for Academic
Cr/Clock Hours inclock hours in this calendars 1, 2, 3 and 4.
This Student’s school’s definition or a
Program of full academic year for Ranges:
Study’s this student’s program 0900-3120 if Academic
Academic Year of study. calendar = 5
0024-0100 if Academic
calendar = 6
229 231 3 A/N Institution This is an internal Institutional defined No editing will be done on
Internal sequence number the this field by Pell.
Sequence institution can define.
Number
251 255 5 N Scheduled Scheduled amount for Range =
Federal Pell Grant a full time student. 00000 to AWARD
AMOUNT
MAXIMUM
256 257 2 N Previously Transaction number 01 to 99
Accepted that was previously or BLANK if
Transaction accepted and currently Origination not
Number stored by the Pell rejected.
Processor for this
student. This field will
only be populated for
rejected originations.

Positions (# of
Bytes)
First Last
258 262 5 N Previously EFC that was Range = 00000 to EFC
Accepted EFC previously accepted MAXIMUM.
and currently stored by or BLANK if
the Pell Processor for Origination not
this student. This field rejected.
will only be populated
for rejected
originations.
263 263 1 A Previously Secondary EFC Code O = Federal Pell Grant
Accepted that was previously award previously
Secondary EFC accepted and currently based on the
Code stored by the Pell secondary EFC and
Processor for this reported to the Federal
student. This field will Pell Grant program;
only be populated for student’s award now
rejected originations. based on the original
EFC.
award based on the
secondary EFC, as
OR BLANK if
Secondary EFC not
used or if Origination
not rejected.
264 270 7 N Previously COA previously Dollars and cents. Use
Accepted Cost of accepted and currently leading zeros; do not
Attendance stored by the Pell include the $ sign or
Processor for this decimal point.
student. This field will Range = 0000000 to
only be populated for 9999999
rejected originations.
271 345 75 N Origination List of up to twenty- Twenty-five edit/reject
Warning/Reject five 3-digit codes of = 000 to 999
Reasons reject/warning codes Position 271-273:
which occurred during 1st code
processing of this Position 274-276:
origination record. 2nd code
Only edit codes hit will Position 277-279:
display in the field. 3rd code...
Otherwise, this space Position 343-345:
will be zero filled. 25th code

Positions (# of
Bytes)
First Last
346 355 10 N ED Use Flags Flags that are set to Format =
inform institutions of 0000000000 to
modifications that have 1111111111
been made to their Values = 0 – indicates
database and require not set
immediate action to 1 = indicates flag is set.
rectify Where:
Each digit signifies a
different situation
1st -Shared SAR ID
2nd -Verification W
Status
3rd - Concurrent
Enrollment
4th - POP
5th through 10th -
Reserved for future use
356 362 7 N Negative Pending Amount that indicates Dollars and cents. Use This value is processed
Amount the negative leading zeros; do not using dollars and cents,
disbursement amount include the $ sign or regardless of a school’s
required. decimal point. choice to process Pell Grant
Range: 0000000- awards with or without
9999999 cents.
363 367 5 N Secondary Indicates the Range: 00000-99999
Expected Family secondary EFC or BLANK = No
Contribution calculated by CPS, if Secondary EFC
any, for this calculated by CPS
transaction.

Positions (# of
Bytes)
First Last
368 376 9 A/N Student Current Social Security Valid Social Security
SSN Number, as altered by ofmber
the student through
the CPS for the
Transaction number
reported. This field
equals the original SSN
if the student has not
changed SSN in the
CPS. Blank indicates
this record could not
be matched on Student
ID and/or EFC during
Federal Pell Grant
processing of SSN for
this transaction.
377 384 8 D Student’s Date of The date of birth of the Format: CCYYMMDD
Birth student for this CPS
transaction.
385 400 16 A/N Student’s Last The last name of the A – Z, 0 – 9, period,
Name student for this CPS apostrophe, hyphen or
transaction. blank
401 412 12 A/N Student’s First The first name of the A – Z, 0 – 9 or blank
Name student for this CPS
transaction.
413 413 1 A Student’s Middle The middle initial of the A – Z or blank
Initial student for this CPS
transaction.
450 Total Record
Length

Disbursement Record
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used This field is required.
to identify the Format =
origination which the 999999999XX2004999
disbursement is to be 99900
applied against.
Where:
SSN = 001010001 to
999999999
Name Code = XX
Year Indicator = 2004
Valid Attended PELL-
ID = 999999
Orig Sequence
Number = 00
24 36 13 A/N Disbursement This field can contain Institution defined
Cross- any cross-reference
the institution to
identify student
records internally.
37 37 1 A Action Code Action code Will always be blank No editing
38 39 2 N Disbursement Unique number of the This field is required. Identifier 66-99 is Reserved
Number disbursement 01-65. Must be numeric: 01 to for Pell system generated
The Pell Processor will 65 disbursements. If number is
send disbursement equal to previously accepted
number 66 to 99 for number associated with
system generated Origination ID, then reject
disbursement. record as duplicate.
40 40 1 A Sign Indicator Indicates whether the This field is required. If first accepted
Reported P = positive disbursement, then must
Disbursement Amount N = negative equal “P”.
is an increase or a
decrease to the total
amount that has been
disbursed to the
student for the award
year.

Positions (# of
Bytes)
First Last
41 47 7 N Disbursement Amount of This field is required.
Amount disbursement for Dollars and cents. Use
student leading zeros; do not
include the $ sign or
decimal point.
Range = 0000000 to
AWARD AMOUNT
MAX
48 55 8 D Disbursement Date this disbursement This field is required. Process Date must be within
Date was or will be made to CCYYMMDD = N days prior to disbursement
the student. Range = 20030621 to date.
20080930 If date plus 30 days > system
date, then send 30 day
warning message.
N may be different for Just In
Time and Advance Funding
Institutions.
56 63 8 D Payment Period Beginning date of the CCYYMMDD = If institution is ineligible and
Start Date Payment Period Range = 20030101 to Payment Period Start date is
20040630 invalid or not in range, then
Or Spaces reject the record. If Payment
Period Start date does not
fall within the institution’s
period of eligibility the
record will be rejected. If the
institution is eligible and
Payment Period Start date is
invalid or not in range, then
the date will be set to
spaces.
64 100 37 A/N Unused Reserved for future Constant spaces
expansion
100 Total Record
Length
An adjustment to a disbursement record is supplied in this same format.

Disbursement Acknowledgement Record
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used to Format =
identify an origination. 999999999XX20049999
9900
Where:
SSN = 001010001 to
999999999
Name Code = XX
Year Indicator = 2004
Valid Attended PELL
ID = 999999
= 00
24 36 13 A/N Disbursement This field can contain Institution defined
Cross- any cross-reference
the institution to
identify student
records internally.
37 37 1 A Action Code to indicate Valid Codes:
Code/Status processing status of A = Accepted
disbursement disbursement amount
C = Corrected
disbursement amount
D = Duplicate
disbursement reference
number of an accepted
record at the Pell
Processor
E = Rejected - record
was rejected
38 39 2 N Disbursement Unique number of the Must be numeric: 01 toIdentifier
Number disbursement 01-99. 99 66-99 are Reserved for Pell
system generated
The Pell Processor will disbursement.
send disbursement
number 66 to 99 for
system generated
disbursement.

Positions (# of
Bytes)
First Last
40 40 1 A Accepted Sign Indicates whether the P = positive
Indicator Reported N = negative
Disbursement Amount
is an increase or a
decrease to the total
amount that has been
disbursed to the
student for the award
year.
41 47 7 N Accepted Amount of Dollars and cents. Use If the disbursement amount
Disbursement disbursement for leading zeros; do not is invalid on the input record
Amount student. If an include the $ sign or it will be returned as all zeros
adjustment, this value
decimal point. on the rejected record.
is a replacement Range = 0000000 to
amount. AWARD AMOUNT
MAX
48 55 8 N Disbursement Date this disbursement CCYYMMDD =
Date was or will be made to Range = 20030621 to
the student. 20080930
56 63 8 D Payment Period Beginning date of the CCYYMMDD = If institution is ineligible and
Start Date Payment Period Range = 20030101 to Payment Period Start date is
20040630 invalid or not in range, then
Or Spaces reject the record. If Payment
Period Start date does not
fall within the institution’s
period of eligibility the
record will be rejected. If the
institution is eligible and
Payment Period Start date is
invalid or not in range, then
the date will be set to
spaces.
expansion
101 107 7 N YTD Disbursed Total amount that has Dollars and cents. Use If the record is rejected this
Amount been disbursed to the leading zeros; do not amount will be 0.
student for the award include the $ sign or
year decimal point.
Range = 0000000 to
AWARD AMOUNT
MAX

Positions (# of
Bytes)
First Last
108 182 75 N Edit/Comment Three digit comment Twenty-five edit/reject
Codes codes indicating the codes of: 000 to 999
results of Federal Pell Position XXX-XXX:
Grant processing. 1st code
Maximum of 25 Position XXX-XXX:
comments will appear 2nd code
in a single Position YYY-YYY:
acknowledgement 25th code
record. If less than 25
comments, zero filled.
183 192 10 N ED Use Flags Flags that are set to Format =
inform institutions of 0000000000 to
modifications that have 1111111111
been made to their Values:
database and require 0 = indicates not set
immediate action to 1 = indicates flag is set.
rectify Where:
Each digit signifies a
different situation
1st -Shared SAR ID
2nd -Verification W
Status
3rd - Concurrent
Enrollment
4th - POP
5th through 10th -
Reserved for future use
193 200 8 A/N Unused Reserved for future Constant spaces
expansion
200 Total Record
Length
If record has been rejected, Action Code = E, reported data is returned on the record.

Date Requests: Multiple Reporting, Reconciliation,
Statement of Account, YTD
This record layout has been moved to Volume VIII, Section 8 – COD Reports.
Data Request Acknowledgements: Multiple Reporting,

Reconciliation, Statement of Account, YTD Record Layout
Multiple Reporting Record (MRR)

Reconciliation Report
Year-to-Date Record (Origination)

Year-to-Date Record (Disbursement)

Year-to-Date Record (Summary)



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Volume III, Section 3—Pell

Grant Fixed-Length Record

Pell Grant Record Layouts

Grant Batch Header Record

April 2003 (2003-2004) COD Technical Reference Page III-3-1

If duplicate Batch ID, then

April 2003 (2003-2004) COD Technical Reference Page III-3-2

April 2003 (2003-2004) COD Technical Reference Page III-3-3

April 2003 (2003-2004) COD Technical Reference Page III-3-4

April 2003 (2003-2004) COD Technical Reference Page III-3-5

April 2003 (2003-2004) COD Technical Reference Page III-3-6

April 2003 (2003-2004) COD Technical Reference Page III-3-7

April 2003 (2003-2004) COD Technical Reference Page III-3-8

April 2003 (2003-2004) COD Technical Reference Page III-3-9

April 2003 (2003-2004) COD Technical Reference Page III-3-10

April 2003 (2003-2004) COD Technical Reference Page III-3-11

April 2003 (2003-2004) COD Technical Reference Page III-3-12

April 2003 (2003-2004) COD Technical Reference Page III-3-13

April 2003 (2003-2004) COD Technical Reference Page III-3-14

April 2003 (2003-2004) COD Technical Reference Page III-3-15

April 2003 (2003-2004) COD Technical Reference Page III-3-16

April 2003 (2003-2004) COD Technical Reference Page III-3-17

April 2003 (2003-2004) COD Technical Reference Page III-3-18

April 2003 (2003-2004) COD Technical Reference Page III-3-19

April 2003 (2003-2004) COD Technical Reference Page III-3-20

April 2003 (2003-2004) COD Technical Reference Page III-3-21

208 208 1 N Accepted Formula used to This field is required.

April 2003 (2003-2004) COD Technical Reference Page III-3-22

April 2003 (2003-2004) COD Technical Reference Page III-3-23

April 2003 (2003-2004) COD Technical Reference Page III-3-24

221 224 4 A Accepted Total number of BLANK for Academic

April 2003 (2003-2004) COD Technical Reference Page III-3-25

April 2003 (2003-2004) COD Technical Reference Page III-3-26

April 2003 (2003-2004) COD Technical Reference Page III-3-27

April 2003 (2003-2004) COD Technical Reference Page III-3-28

April 2003 (2003-2004) COD Technical Reference Page III-3-29

April 2003 (2003-2004) COD Technical Reference Page III-3-30

April 2003 (2003-2004) COD Technical Reference Page III-3-31

April 2003 (2003-2004) COD Technical Reference Page III-3-32

April 2003 (2003-2004) COD Technical Reference Page III-3-33

Data Request Acknowledgements: Multiple Reporting,

Multiple Reporting Record (MRR)

Year-to-Date Record (Origination)

Year-to-Date Record (Disbursement)

Year-to-Date Record (Summary)

April 2003 (2003-2004) COD Technical Reference Page III-3-34

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