Custom Layouts

2002-2003 Custom Record Layouts
Schools, Servicers and Software developers that program their own Pell Processing system will use the Custom Record Layouts (or Legacy Record Layouts). Phase In Participants will notice minimal changes in the legacy record layouts. Details of the changes are also listed in the 2002-2003 Implementation Section.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-1

SAIG Transmission • SAIG Transmission Header Record Description • SAIG Transmission Batch Header Record Description • SAIG Transmission Batch Trailer Record • SAIG Transmission Trailer Record Creating an Origination Record and Receiving Acknowledgement • Grant Batch Header Record Description • Grant Batch Trailer Record Description • Origination Record Description • Origination Acknowledgement Record Description Batch Reject Reasons • Origination and Disbursement Record Batch Reject Reasons • Disbursement Record Batch Reject Reasons • Data Request Record Batch Reject Reasons Creating a Disbursement Record and Receiving Acknowledgement • Disbursement Record Description • Disbursement Acknowledgement Record Description Receiving and Processing ESOAs • ESOA Record Description (Summary) • ESOA Record Description (Detail) Printing the ESOA • 2002-2003 ESOA Print Format • ESOA Printing Guidelines • Institution Data Records and Acknowledgements • Institution Data Record Description • Institution Data Acknowledgement Record Description

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-2

Electronic Data Requests • Data Requests: Multiple Reporting, Reconciliation, SOA, YTD Record Description • Data Request Acknowledgements Record Description • Multiple Reporting Record Description • Reconciliation File Record Description • Year-to-Date Record (Origination) Description • Year-to-Date Record (Disbursement) Description • Year-to-Date Record (Summary) Description Importing Data to Populate Databases • External Origination Add/Change Record Description • External Disbursement Add/Change Record Description

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-3

SAIG Transmission Records
What’s included:
• • • •

SAIG Transmission Header Record Description SAIG Transmission Batch Header Record Description SAIG Transmission Batch Trailer Record SAIG Transmission Trailer Record

Note: The Title IV Wide Area Network (TIVWAN) has been renamed to the Student Aid Internet Gateway (SAIG).

Categories for the record layouts are as follows:
• • • •

Start – First position of the field. End – Last position of the field. Length – Sum of the positions assigned to a field. Type – Alpha (A) or Numeric (N) character that indicates the required value for the field. Field Name – General term that acknowledges the field. Description – Explanation that gives clear purpose of the use of the field. Valid Values – Predefined content that satisfies processing requirements to be used in the field. A “blank” listed as a valid value also indicates that the data element is not a required field. Elements other than those described will be rejected by the software. Processing Notes/Edits – Comments related to the process that merit attention.

• • •

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-4

SAIG Transmission Header Record
Field Length Type Field Name Positions (# of Firs t Last Bytes) 1 5 5 A/N SAIG Transmission Header ID 6 54 53 55 48 2 XX A A/N A Unused Description Valid Values Constant: “O*N01” Constant spaces Constant: “73” Constant spaces Processing Notes/Edits Missing Transmission Header – Reject Transmission

Literal value for Header ID

>80

Reserved for future use Header Indicator SAIG Transmission Header Indicator Unused Length extended to make the transmission records match the Message Class record length. Total Record Length

Type = A (Alphanumeric) = N (Numeric) = D (Date)

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-5

SAIG Transmission Batch Header Record
Field Length Typ Field Description Positions (# of e Name First Last Bytes) 1 5 5 A/N SAIG Batch SAIG Batch Header ID Header Identification Number Valid Values Processing Notes/Edits Missing Transmission Trailer – Reject Transmission; No detail records – Reject Transmission

Constant: “O*N05”

6

12

7

A/N

Header SAIG Destination Mailbox ID ‘TGXXXXX’ where Destination ‘XXXXX’ is a fiveNumber digit number assigned to Destination Unused Reserved for future use Constant spaces

13 20

19 24

7 5

A A/N

Header Text used to identify that the Constant: “,CLS = ” Class Label next field is a Message Class Header Message Class Valid Message Class Format = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘03’ for 20022003 IN = for records IN to Pell OP = for records OUT of Pell Constant: “,XXX”

25

32

8

A/N

33 37

36 41

4 5

A/N A/N

Header XXX Label Header Text used to identify the next Constant: “,BAT = ” Batch label field is a Batch ID Header Batch ID

42

58

17

A/N

17-digit character batch ID. If Batch ID: not used, set to all zeros. “00000000000000000 ”

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-6

SAIG Transmission Batch Header Record (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 59 64 6 A/N Header NCNT Text used to identify the next Constant: Label field is the number of records “,NCT = ” included in this batch. 65 70 6 N Header NCNT Number of records included “000000” in this batch XX A Unused Length extended to make the Constant spaces transmission records match the Message Class record length. >80 Total Record Length Processing Notes/Edits

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-7

SAIG Transmission Batch Trailer Record
Field Length Positions (# of First Last Bytes) 1 5 5 Typ e Field Name Description Valid Values Processing Notes/Edits

A/N SAIG Batch Trailer Identification Number A/N Trailer Destination Number

6

12

7

Record Identifier Constant: “O*N95” Missing Transmission Trailer – Reject transmission; No detail records – Reject transmission SAIG Destination ‘TGXXXXX’ where Mailbox ID ‘XXXXX’ is a fivedigit number assigned to Destination Constant spaces Constant: “,CLS = ”

13 20

19 24

7 5

25

32

8

Reserved for future use A/N Trailer Class Text used to Label identify that the next field is a Message Class A/N Trailer MessageValid Message Class Class

A

Unused

33

36

4

A/N Trailer XXX Label

Format = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘03’ for 2002-2003 IN = for records IN to Pell OP = for records OUT of Pell Constant: “,XXX”

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-8

SAIG Transmission Batch Trailer Record (Continued)
Field Length Positions (# of First Last Bytes) 37 41 5 Typ e Field Name Description Valid Values Processing Notes/Edits

A/N Trailer Batch Label A/N Trailer Batch ID

Text Used to Constant: “,BAT = ” identify the next field is a Batch ID

42

58

17

59

64

6

65

70

6

XX

>80

17-digit character Batch ID = batch ID. If not “00000000000000000 used set to all 00” zeros A/N Trailer NCNT Text used to Constant: “,NCT = ” Label identify the next field is the number of records included in this batch. N Trailer NCNT Number of records “000000" included in this batch A Unused Length extended to Constant spaces make the transmission records match the Message Class record length. Total Record Length

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-9

SAIG Transmission Trailer Record
Field Length Typ Field Name Description Positions (# of e First Last Bytes) 1 5 5 A/N SAIG Literal value for Transmission Trailer ID Trailer ID Valid Values Processing Notes/Edits

6 54

53 55

48 2

A

Unused

A/N Header Indicator A Unused

XX

Reserved for future use WAN Constant: “73” Transmission Trailer Indicator Length extended to Constant spaces make the transmission records match the Message Class record length.

Constant: “O*N99” Missing Transmission Trailer – Reject transmission; No detail records – Reject transmission Constant spaces

80

Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-10

Creating an Origination Record and Receiving Acknowledgement
What's included:
• • • •

Grant Batch Header Record Description Grant Batch Trailer Record Description Origination Record Description Origination Acknowledgement Record

Categories for the record layouts are as follows:
• • • •

Start – First position of the field. End – Last position of the field. Length – Sum of the positions assigned to a field. Type – Alpha (A) or Numeric (N) character that indicates the required value for the field. Field Name – General term that acknowledges the field. Description – Explanation that gives clear purpose of the use of the field. Valid Values – Predefined content that satisfies processing requirements to be used in the field. A “blank” listed as a valid value also indicates that the data element is not a required field. Elements other than those described will be rejected by the software. Processing Notes/Edits – Comments related to the process that merit attention.

• • •

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-11

Grant Batch Header Record
Field Length Positions (# of First Last Bytes) 1 10 10 Typ e A Field Name Description Valid Values Processing Notes/Edits

Header Identifier Data Record Length Batch ID

11

14

4

N

15

40

26

A

Identify Header This field is required. Missing Batch Header – Constant: ‘GRANT Reject Batch record in file. HDR’ Left Justified This field is required. Length of data If not equal to length for Must be numeric: records included in Message Class, then 0001 to 9999 this batch Reject Batch. Number generated This field is required. Valid Batch Type codes: by the institution to Format = #A = Statement of Account XXCCYY999999CC #C = Reconciliation uniquely identify a specific batch of YYMMDDHHMMS#D = Disbursements S #G = System Generated records. Where: #I = Institution Data from XX = batch type the web code (alpha) #M = Multiple Reporting CCYY = last year in #O = Originations cycle: ‘2003' #P = Origination 999999 = Reporting acknowledgement from the PELL ID web CCYYMMDD = #R = Data Request date batch created #T = ASCII Text HHMMSS = time #W = Disbursement batch created. 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. Continued…

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-12

Grant Batch Header Record (Continued)
Field Length Typ Field Name Description Valid Values Processing Notes/Edits Positions (# of e First Last Bytes) 15, 40, 26, A, Batch ID, Number generated This field is required. If Batch Award Year does cont. cont. cont. cont. Cont. by the institution to Format = not agree with Message uniquely identify a XXCCYY999999CC Class award year, then specific batch of YYMMDDHHMMSreject. S records. If reporting Pell ID is Where: Cont. ineligible, then send XX = batch type warning message. code (alpha) If Reporting Pell ID is a CCYY = last year in branch campus or has cycle: ‘2003' 999999 = Reporting Central Funding, then reject batch. PELL ID If date batch created is > CCYYMMDD = date batch created system date, then reject HHMMSS = time batch. batch created., Cont.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-12A

Grant Batch Header Record (Continued)
Field Length Positions (# of First Last Bytes) 41 48 8 Typ e Field Name Description Valid Values Processing Notes/Edits

A/N OPE ID

The OPE ID Valid OPE ID number assigned to number or blank. the reporting institution

49

58

10

A/N Software Provider

59 63 64 69

62 63 68 76

4 1 5 8

A A

Unused ED Use

A/N ED Use N Process Date

If not blank and not equal to OPE ID associated with Pell ID, then warn the batch. For non-Express This field is required. No edits will be performed software provide Software provider on this field. an identifier to defined or blank indicate the software provider and version number if applicable. Reserved for Constant spaces future expansion ED Use Only – do Constant Spaces Media Type = Y for Year-tonot use Date ED Use Only – do Constant spaces ED Express PC software not use version number Date the Format = Completed as a result of corresponding CCYYMMDD processing the batch batch was processed

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-13

Grant Batch Header Record (Continued)
Field Length Positions (# of First Last Bytes) 77 100 24 Typ e N Field Name Description Valid Values Processing Notes/Edits

Batch Reject Reasons

XX

A

Unused

List of up to eight Reject Reasons 3-digit batch reject format = 000 to 999 reason codes Position 77 to 79 = which occurred 1st reject reason during initial editing code of the batch. Only Position 80 to 82 = reject reason codes2nd reject reason hit will display in code this field. Position 83 to 85 = Otherwise, this 3rd reject reason space will be zero code filled. Position 86 to 88 = 4th reject reason code Position 89 to 91 = 5th reject reason code Position 92 to 94 = 6th reject reason code Position 95 to 97 = 7th reject reason code Position 98 to 100 = 8th reject reason code Length extended to Constant spaces make the header record the same length as the detail records which follow.

Completed by PELL processor as a result of Batch editing. These are the 200 series of edits that can be found in the Technical Reference.

≥100

Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-14

Grant Batch Trailer Record
Field Length Positions (# of First Last Bytes) 1 10 10 Typ e A Field Name Description Valid Values Processing Notes/Edits

Trailer IdentifierIdentify Trailer record in file. Data Record Length Batch ID

11

14

4

N

15

40

26

A

41

46

6

N

Reported Number of Records

Missing Batch Trailer – Constant: ‘GRANT reject batch. No detail TLR ’ records—reject batch. This field is required. Length of data If not equal to Data records included in Must be numeric: Record on Header, then 0001 to 9999 this batch reject Batch. This field is required. Number generated If not equal to Batch ID by the institution to Format = on Header, then reject uniquely identify a XXCCYY999999CC Batch. specific batch of YYMMDDHHMMS S records. Where: XX = batch type code (alpha) CCYY = last year in cycle = ‘2003' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created Number of data This field is required. If not equal to count of records included in Must be numeric: detail records in input 000000 to 999999 the batch. batch, then return warning message.
This field is required.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-15

Grant Batch Trailer Record (Continued)
Field Length Positions (# of First Last Bytes) 47 57 11 Typ e N Field Name Description Valid Values Processing Notes/Edits

58

58

1

A

59

64

6

N

65

75

11

N

76

76

1

A

Reported Total Total Origination This field is required. If not equal to total of of Batch Award Amount or Dollars and cents. detail records in batch, Use leading zeros; do then return warning Disbursement amount reported onnot include the $ sign message. or decimal point. Origination or For ESOA is Disbursement constant 0. batches. For all 00000000000 to other types of 99999999999 batches this amount will be constant 0. This field is required. Reported Total Positive or Sign Indicator negative sign for P = Positive N = Negative total amount For ESOA is reported. constant P. Accepted and ED USE ONLY - 000000 to 999999 Corrected Number of data Number of records accepted Records and corrected by the Pell Processor. Accepted and ED USE ONLY - Dollars and cents. Corrected Total Total Award or Use leading zeros, do of Batch Disbursement not include the $ sign amount accepted or decimal point. and corrected on 00000000000 to batch. 99999999999 Accepted and ED USE ONLY - P = Positive Corrected Total Positive or N = Negative Sign Indicator negative sign for total amount accepted.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-16

Grant Batch Trailer Record (Continued)
Field Length Positions (# of First Last Bytes) 77 82 6 Typ e N Field Name Description Valid Values Processing Notes/Edits

Number of Duplicate Records

83

100

18 XX

A A

Unused Unused

ED USE ONLY- 000000 to 999999 Number of data records that duplicate a previously accepted Origination or Disbursement record. For all other types of batches this field is all zeroes. Reserved for Constant spaces future expansion Length extended to Constant spaces make the trailer record the same length as the detail records.

>100

Total Record Length

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-17

Origination Record
Field Length Positions (# of First Last Bytes) 1 23 23 Typ e Field Name Description Valid Values Processing Notes/Edits

24

32

9

33

34

2

35

40

6

41

45

5

This field is required. A/N Origination ID Unique number Identifier used to identify an Format = If Origination ID matches 999999999XX200399 on Pell database, then origination. 999900 Compare all fields. If all Where: the fields match, then the SSN = 001010001 to record is returned as a 999999999 duplicate otherwise it is a Name Code = XX change. If the Origination Year Indicator = 2003 ID does not match then Valid Attended PELL ID = 999999 the Origination is new. Orig Sequence Number = 00 This field is required. N Original SSN Student's SSN Identifier 001010001 to from original 999999999 FAFSA. This field is required. A Original Name Student's name Identifier Code code from original Uppercase A to Z; If SSN & Name Code do . (period); FAFSA. not match value in ' (apostrophe); Origination ID, then reject - (dash); record. Blank = no last name This field is required. N Attended PELL-ID of Identifier Campus PELL- attended campus. Valid PELL-ID Change creates new ID Change creates origination record. If new origination Attended Pell ID does not record. Institution match value in must change Origination ID, then reject award amounts for record. If Attended student at original Campus is not equal to attended campus Reporting Campus, then as necessary. reject. If Attended Pell ID is not a branch of the Reporting Pell ID or Central Funded, then reject. A/N Unused Reserved for Constant spaces expansion.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-18

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 46 58 13 Typ e Field Name Description Valid Values Processing Notes/Edits

59 60 61

59 60 67

1 1 7

A/N Origination This field can Institution defined No editing by Pell Cross-Reference contain any crossprocessor will be done on reference this field. information useful to the institution to identify student records internally. A Action Code Code to indicate Will always be No editing. action to be taken. BLANK A Unused Reserved for Constant spaces expansion N Award Amount Must equal the This field is required. Cannot exceed Total Dollars and cents. Payment Ceiling - See Pell for Entire School award amount Year calcula ted by the Use leading zeros; do Grant Calculations institution to be not include the $ sign Appendix. You must report disbursed to this or decimal point. increases to the Award Range = 0000000 to amount for the entire school student for AWARD attendance for year. If any of the AMOUNT this entire Pell origination data used in the MAXIMUM Grant award year. award calculation changes, the Award amount must be re-edited to ensure it does not exceed Total Payment Ceiling. N Estimated Disbursement Date #1 Date 1st disbursement to student is estimated to be made. If Date not within range, CCYYMMDD = then set approved value to Range = N days system date. prior to DISBURSEMENT START DATE (20020701) to DISBURSEMENT END DATE (20080930).
This field is required.

68

75

8

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-19

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 76 83 8 Typ e N Field Name Description Valid Values Processing Notes/Edits

84

91

8

N

92

99

8

N

100

107

8

N

108

115

8

N

116

123

8

N

Estimated Date 2nd Disbursement disbursement to Date #2 student is estimated to be made. Estimated Date 3rd Disbursement disbursement to Date #3 student is estimated to be made. Estimated Date 4th Disbursement disbursement to Date #4 student is estimated to be made. Estimated Date 5th Disbursement disbursement to Date #5 student is estimated to be made. Estimated Date 6th Disbursement disbursement to Date #6 student is estimated to be made. Estimated Date 7th Disbursement disbursement to Date #7 student is estimated to be made.

CCYYMMDD = If Date not within range, Range = [see field then set approved value to position 68 in this spaces. record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-20

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 124 131 8 Typ e N Field Name Description Valid Values Processing Notes/Edits

132

139

8

N

140

147

8

N

148

155

8

N

156

163

8

N

164

171

8

N

172

179

8

N

Estimated Date 8th Disbursement disbursement to Date #8 student is estimated to be made. Estimated Date 9th Disbursement disbursement to Date #9 student is estimated to be made. Estimated Date 10th Disbursement disbursement to Date #10 student is estimated to be made. Estimated Date 11th Disbursement disbursement to Date #11 student is estimated to be made. Estimated Date 12th Disbursement disbursement to Date #12 student is estimated to be made. Estimated Date 13th Disbursement disbursement to Date #13 student is estimated to be made. Estimated Date 14th Disbursement disbursement to Date #14 student is estimated to be made.

CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-21

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 180 187 8 Typ e N Field Name Description Valid Values Processing Notes/Edits

188

195

8

196

196

1

197

197

1

Estimated Date 15th CCYYMMDD = See Estimated Disbursement disbursement to Range = [see field Disbursement Date #2. Date #15 student is position 68 in this estimated to be record] or BLANK made. D Enrollment First date that the This field is required. If blank or invalid, then CCYYMMDD = Date student was set approved value to Range = 20020101 to previous value or date enrolled in an eligible program for20030630 reported Batch ID in the designated Grant Header record. award 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 2002-2003 funds, report the actual start date of the student's classes for that payment period. A/N Low Tuition Flag to identify Value Tuition Range If invalid, then set & Fees Code tuition ranges when1 = 0 approved value to the annual tuition is 2 = 1-216 previous value or BLANK. less than or equal 3 = 217-433 to minimum 4 = 434-649 defined by low or BLANK = low tuition and fees tuition does not apply table. A Verification Status of V = Verified Accept ‘W’ and ‘V’ or else W = Without Status Code verification of set to blank for 2002-2003 applicant data by Documentation and after. Or Blank the school.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-22

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 198 198 1 Typ e A Field Name Description Valid Values Processing Notes/Edits

199

200

2

N

201

205

5

N

Incarcerated Code to indicate BLANK = Not If invalid, then set Federal Pell the student’s incarcerated approved value to Recipient Code incarcerated status Y = Yes, the student previous value or BLANK. for students is incarcerated in a incarcerated in local institution, but is local penal otherwise eligible. institutions, but are N = No, if student otherwise eligible previously reported to receive Federal as incarcerated, but Pell Grants. is not or is no longer. Incarcerated Transaction CPS – assigned This field is required. If BLANK or NO Match Must be numeric = with eligible app data, Number Transaction 01 to 99 number from then reject record. Return eligible ISIR or last value reported on SAR used to acknowledgement. calculate award This field is required. Expected Must equal the If BLANK or NO Match Range = 00000 to with eligible app data, Family student's Expected Contribution Family ContributionEFC MAXIMUM then reject record. Return (EFC) from the ISIR or last value reported on SAR. acknowledgement.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-23

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 206 206 1 Typ e A Field Name Description Valid Values Processing Notes/Edits

Secondary Expected Family Contribution Used Code

Code indicating O = Federal Pell which EFC value isGrant award used to determine previously based on award amount the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. Or BLANK if Secondary EFC not used

If invalid, then set approved value to previous value or BLANK. If NO Match with eligible app data, then reject record. Return last value reported on acknowledgement.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-24

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 207 207 1 Typ e N Field Name Description Valid Values Processing Notes/Edits

Academic Calendar

Calendar which applies to this student's educational program. Must be valid or system accepted to process record.

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

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-25

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 208 208 1 Typ e N Field Name Description Valid Values Processing Notes/Edits The Payment Methodology that can be accepted is dictated by the Academic calendar. Refer to the Pell Grant Calculations Appendix for the data elements required for each Payment 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

Payment Methodology

Formula used to calculate the student's Federal Pell Grant Award.

This field is required. Range: 1-5. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-26

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 209 215 7 Typ e N Field Name Description Valid Values Processing Notes/Edits

Cost of Attendance

216

216

1

A

Enrollment Status

Must equal COA This field is required. Used in award amount calculated by the Dollars and cents. validation. If invalid or institution following Use leading zeros; do BLANK, then set accepted the Federal Pell not include the $ sign value to previous value or or decimal point. Grant Payment “9999999”. Range = 0000000 to regulations. 9999999 This student’s Leave BLANK only Used in award amount expected if Payment validation. See Pell Grant enrollment status Methodology is 4. Calculations Appendix. for the entire award year. The Range for Payment If Enrollment status invalid Enrollment Status 5Methodologies 1, 2, or BLANK, then correct to: “Other” is used 3, and 5: when the student’s 1=Full-time --BLANK, if Payment enrollment is 2=3/4-time Methodology is 4 “mixed” or student 3=1/2-time --3 (half-time) if Payment attends more than 4=Less than ½-time Methodology is 5 number of terms in 5=Enrollment status --1 (full-time) for Payment a full academic changed from one Methodologies 1, 2, 3 year. Valid Valuespayment period to depend upon another, OR student Academic attends more than Calendar and the number of terms Payment in a full academic Methodology year. fields.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-27

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 217 218 2 Typ e A Field Name Description Valid Values Processing Notes/Edits

Weeks of Instructional Time used to Calculate Payment

Total number of weeks of BLANK=Payment School determines this instructional time provided Methodology 1 value based on the by this student’s program Required for time required for the of study during a full majority of its full-time Payment academic year. Methodologies 2, 3, students to complete PM2=Total number of the program of study, 4,or 5. weeks of instructional Range for Payment not student by student. time in academic year for Methodology 2 is 00- See Pell Grant student’s program of Calculations 29 study (fall through spring Appendix. terms). PM5 (academic calendars Range for Payment Methodologies 3, 4, 1, 2, 3, or 4) or and PM3=Total number of and 5 is 00-78 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 weeks of instructional time for a full-time student to complete hours in academic year for student's program of study.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-28

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 219 220 2 Typ e A Field Name Description Valid Values Processing Notes/Edits

Weeks of Inst. Total number of Leave BLANK for Time in weeks of Payment Program's instructional time in Methodology 1. Definition of the school’s Required for Academic Year definition of a full Payment academic year for Methodologies 2, 3, this student’s 4, or 5. program of study. Range for Payment Methodologies 2, 3, 4, or 5:
30-78

Used in award amount validation. If invalid or BLANK, correct to (in order shown): --Weeks of instructional time in program’s definition of academic year previously accepted for student, if any; --Weeks of instructional time in program’s definition of academic year on file for Attended campus, if any; --Weeks of instructional time in program’s definition of academic year on file for Reporting campus, if any; --30 (Payment Methodologies 2, 3, 4, 5) --BLANK if supplied and not needed for Payment Methodology.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-29

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 221 224 4 Typ e A Field Name Description Valid Values Processing Notes/Edits

Credit/Clock Hrs in Award Year

Total number of credit/clock hours in all payment periods institution expects this student to attend and be paid for during this Federal Pell Grant Award year.

BLANK for Used in award amount Academic calendars validation. See Pell Grant 1, 2, 3, and 4. Calculations Appendix. If invalid, out of range, or Ranges: greater than Credit/Clock 0000-3120 if hours in the academic year Academic calendar = for this student’s program 5 of study, then correct to (in 0000-0100 if order shown): Academic calendar = --Credit/Clock hours in 6 award year previously accepted for student; --Credit/Clock hours in the academic year for this student’s program of study; --BLANK if supplied and not needed for Payment Methodology.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-29A

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 225 228 4 Typ e A Field Name Description Valid Values Processing Notes/Edits

Credit/Clock Total number of Hours in This credit or clock Student’s hours in the Program of institution’s Study’s definition of a full Academic Year academic year for this student’s Program of Study.

BLANK for Used in award amount Academic calendars validation. See Pell Grant 1, 2, 3, or 4. Calculations Appendix. If Invalid or BLANK, then Ranges: correct to (in the order 0900-3120 if shown): Academic calendar = 5 --Credit/Clock hours in the 0024-0100 if academic year for this Academic calendar = 6 student’s program of study, if any; --Credit/Clock hours in the academic year on file for Attended campus, if any; --Credit/Clock hours in the academic year on file for Reporting campus, if any; --0900 if Academic calendar=5; 0024 if Academic calendar=6; --BLANK if supplied and not needed for Payment Methodology.

229

231

3

A/N Institution Internal Sequence Number

This is an internal Institutional defined No editing by Pell sequence number processor will be done on the institution can this field. define.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-30

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 232 240 9 Typ e Field Name Description Valid Values Processing Notes/Edits

A/N Student Current Social Security Valid Social Security SSN Number, as altered Number by 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.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-30A

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 241 248 8 Typ e D Field Name Description Valid Values Processing Notes/Edits

249

264

16

265

276

12

277

277

1

278

300

23 300

Student’s Date The date of birth ofFormat: of Birth the student for this CCYYMMDD CPS transaction. A/N Student’s Last The last name of A – Z, 0 – 9, period, Name the student for this apostrophe, hyphen CPS transaction. or blank A/N Student’s First The first name of A – Z, 0 – 9 or blank Name the student for this CPS transaction. A Student’s The middle initial A – Z or blank Middle Initial of the student for this CPS transaction. A Unused Reserved for Constant spaces expansion Total Record Length

NOTE: A change to an origination record is supplied in this same format. Changes apply to the entire award period

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-31

Origination Acknowledgement Record
Field Length Positions (# of First Last Bytes) 1 23 23 Typ e Field Name Description Valid Values Processing Notes/Edits

24

32

9

33

34

2

35

40

6

41

45

5

This field is required. Identifier A/N Origination ID Unique number used to identify an Format = If Origination ID matches 999999999XX200399 on Pell Database, then origination. 999900 Compare all fields. If all Where: the fields match, then the SSN = 001010001 to record is returned as a 999999999 duplicate otherwise it is a Name Code = XX change. If the Origination Year Indicator = ID does not match then the 2003 Origination is new. Valid Attended PELL- ID = 999999 Orig Sequence Number = 00 N Original SSN Student's SSN 001010001 to Identifier from original 999999999 FAFSA. A Original Name Student's name Uppercase A to Z Identifier Code code from original . (period) FAFSA. ' (apostrophe) - (dash) Blank = no last name N Attended PELL-ID of Valid PELL-ID Identifier Campus PELL- campus attended. ID Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. A/N Unused Reserved for Constant spaces expansion.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-32

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 46 58 13 Typ e Field Name Description Valid Values Processing Notes/Edits

A/N Origination CrossReference

59

59

1

A

Action Code

60

60

1

A

Unused

This field can Institution defined No editing will be done on contain any crossthis field by Pell processor. reference information useful to the institution to identify student records internally. Code to indicate Valid Codes = action 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 Reserved for Constant spaces expansion

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-33

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 61 67 7 Typ e N Field Name Description Valid Values Processing Notes/Edits

68

75

8

N

Accepted Must equal the Award Amount award amount for Entire calculated by the School Year institution to be disbursed to this student for attendance for this entire Pell Grant award year. Accepted Date 1st Estimated disbursement to Disbursement student is Date #1 estimated to be made.

76

83

8

N

84

91

8

N

92

99

8

N

Date 2nd disbursement to student is estimated to be made. Accepted Date 3rd Estimated disbursement to Disbursement student is Date #3 estimated to be made. Accepted Date 4th Estimated disbursement to Disbursement student is Date #4 estimated to be made. Accepted Estimated Disbursement Date #2

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAXIMUM Format = CCYYMMDD Range = N days prior to DISBURSEMENT START DATE (20020701) to DISBURSEMENT END DATE (20080930) CCYYMMDD = Range = [see field position 68 in this record]or BLANK CCYYMMDD = Range = [see field position 68 in this record]or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-34

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 100 107 8 Typ e N Field Name Description Valid Values Processing Notes/Edits

Accepted Estimated Disbursement Date #5 Accepted Estimated Disbursement Date #6 Accepted Estimated Disbursement Date #7 Accepted Estimated Disbursement Date #8 Accepted Estimated Disbursement Date #9 Accepted Estimated Disbursement Date #10 Accepted Estimated Disbursement Date #11

108

115

8

N

116

123

8

N

124

131

8

N

132

139

8

N

140

147

8

N

148

155

8

N

Date 5th disbursement to student is estimated to be made. Date 6th disbursement to student is estimated to be made. Date 7th disbursement to student is estimated to be made. Date 8th disbursement to student is estimated to be made. Date 9th disbursement to student is estimated to be made. Date 10th disbursement to student is estimated to be made. Date 11th disbursement to student is estimated to be made.

CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-35

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 156 163 8 Typ e N Field Name Description Valid Values Processing Notes/Edits

164

171

8

N

172

179

8

N

180

187

8

N

Accepted Date 12th Estimated disbursement to Disbursement student is Date #12 estimated to be made. Accepted Date 13th Estimated disbursement to Disbursement student is Date #13 estimated to be made. Accepted Date 14th Estimated disbursement to Disbursement student is Date #14 estimated to be made. Accepted Date 15th Estimated disbursement to Disbursement student is Date #15 estimated to be made.

CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-36

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 188 195 8 Typ e D Field Name Description Valid Values Processing Notes/Edits

196

196

1

A

197

197

1

A

Accepted First date that the CCYYMMDD = Enrollment Date student was Range = 20020101 to enrolled in an 20030630 eligible program for 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 2002-2003 funds, report the actual start date of the student's classes for that payment period. Accepted Low Flag to identify Value Tuition Range Tuition & Fees tuition ranges when1 = 0 Flag the annual tuition is 2 = 1-216 less than or equal 3 = 217-433 to minimum 4 = 434-649 defined by low or BLANK = low tuition and fees tuition does not apply table. Accepted Status of V: Verified Accept ‘W’ and ‘V’ or else Verification verification of W: Without set to blank for 2002-2003 Status Flag applicant data by Documentation and after. the school. Or Blank

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-37

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 198 198 1 Typ e A Field Name Description Valid Values Processing Notes/Edits

Accepted Incarcerated Federal Pell Recipient Code

199

200

2

N

Accepted Transaction Number

201

205

5

N

Accepted Expected Family Contribution (EFC)

Code to indicate BLANK = Not the student’s incarcerated incarcerated status Y = Yes, the for students student is incarcerated in incarcerated in a local penal local institution, but institutions, but are is otherwise eligible. otherwise eligible N = No, if student to receive Federal previously reported Pell Grants. as incarcerated, but is not or is no longer incarcerated CPS- assigned Must be numeric: Transaction 01 to 99 number from eligible SAR used to calculate award Must equal the Range = 00000 to student's Expected EFC MAXIMUM Family Contribution from the ISIR or SAR. May be the primary or secondary EFC value.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-38

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 206 206 1 Typ e A Field Name Description Valid Values Processing Notes/Edits

Accepted Secondary Expected Family Contribution Used Code

Code indicating O = Federal Pell which EFC value isGrant award used to determine previously based on award amount the secondary EFC and reported to the Federal Pell Grant program; student’s award now 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.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-39

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 207 207 1 Typ e N Field Name Description Valid Values Processing Notes/Edits

Accepted Academic Calendar

Calendar which applies to this student's educational program.

This field is required. 1= Institution uses nonstandard academic terms, and measures academic progress by 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 academic progress by clock hours 6=Institution does not use terms, but does measure academic progress by credit hours This field is required. Range: 1-5. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula.

208

208

1

N

Accepted Payment Methodology

Formula used to calculate the student's Federal Pell Grant.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-40

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 209 215 7 Typ e N Field Name Description Valid Values Processing Notes/Edits

216

216

1

A

Accepted Cost Must equal COA Dollars and Cents. of Attendance calculated by the Use Leading Zeros; do not institution following include the $ sign or decimal the Federal Pell point Grant Payment Range: 0000000-9999999 regulations. Accepted The student’s BLANK=Payment Enrollment enrollment status atMethodology 4. Status the time the student’s records isRange for all other Payment created or updated.Methodologies is 1-5. Changes to this 1=Full-time field apply to the 2=3/4-time entire award year. 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.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-41

Origination Acknowledgement Record (Continued) Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 217 218 2 A Accepted Total number of weeks of BLANK=Payment Weeks of instructional time provided by Methodology 1. Instructional this student’s program of Time Used to study during a full academic Range for Calculate year. Payment Payment PM2=Total number of weeks Methodology 2 is of instructional time in 00-29. academic year for student’s program of study (fall Range for through spring terms). Payment PM5 (academic calendars 1, Methodologies 3, 4, 2, 3, or 4) or PM3=Total and 5 is 00-78. 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 weeks of instructional time for a fulltime student to complete hours in academic year for student's program of study.

Processing Notes/Edits

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-42

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 219 220 2 Typ e Field Name Description Valid Values Processing Notes/Edits

221

224

4

225

228

4

229

231

3

232

250

19

A Accepted Total number of BLANK=Payment Methodology 1. AN Weeks of Inst. weeks of Time in instructional time in Program's the school’s Range for Payment Definition of definition of a full Methodologies 2, 3, Academic Year academic year for 4, or 5 is 30-78. this student’s program of study. A Accepted Total number of BLANK for Cr/Clock Hours credit/clock hours Academic calendars in Award Year in all payment 1, 2, 3 and 4. periods the institution expects Ranges: this student to 0000-3120 if attend, and to be Academic calendar = paid from this 5 Federal Pell Grant 0000-0100 if Award year. Academic calendar = 6 A Accepted Number of credit BLANK for Cr/Clock Hours or clock hours in Academic calendars in This this school’s 1, 2, 3 and 4. Student’s definition or a full Program of academic year for Ranges: Study’s this student’s 0900-3120 if Academic Year program of study. Academic calendar = 5 0024-0100 if Academic calendar = 6 A/N Institution This is an internal Institutional defined No editing will be done on Internal sequence number this field by Pell. Sequence the institution can Number define. A Unused Reserved for Constant spaces expansion

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-43

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 251 255 5 Typ e N Field Name Description Valid Values Processing Notes/Edits

Scheduled Federal Pell Grant

256

257

2

N

258

262

5

N

Scheduled amount Range = for a full time 00000 to AWARD student. AMOUNT MAXIMUM Previously Transaction 01 to 99 Accepted number that was or BLANK if Transaction previously Origination not Number accepted and rejected. currently stored by the Pell Processor for this student. This field will only be populated for rejected originations. Previously EFC that was Range = 00000 to Accepted EFC previously EFC MAXIMUM. accepted and or BLANK if currently stored by Origination not the Pell Processor rejected. for this student. This field will only be populated for rejected originations.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-44

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 263 263 1 Typ e A Field Name Description Valid Values Processing Notes/Edits

Previously Secondary EFC O = Federal Pell Accepted Code that was Grant award Secondary EFC previously previously based on Code accepted and the secondary EFC currently stored by and reported to the the Pell Processor Federal Pell Grant for this student. program; student’s This field will only award now based on be populated for the original EFC. rejected S = Federal Pell originations. Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used or if Origination not rejected.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-45

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 264 270 7 Typ e N Field Name Description Valid Values Processing Notes/Edits

271

345

75

N

Previously COA previously Dollars and cents. Accepted Cost accepted and Use leading zeros; do of Attendance currently stored by not include the $ sign the Pell Processor or decimal point. for this student. Range = 0000000 to This field will only 9999999 be populated for rejected originations. Origination List of up to Twenty-five Warning/Reject twenty-five 3-digit edit/reject codes of = Reasons reject/warning 000 to 999 codes which Position XXX-XXX: occurred during 1st code processing of this Position XXX-XXX: origination record. 2nd code Only edit codes hit Position XXX-XXX: will display in the 3rd code... field. Otherwise, Position YYY-YYY: this space will be 25th code zero filled.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-46

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 346 355 10 Typ e N Field Name Description Valid Values Processing Notes/Edits

356

362

7

N

363

367

5

N

ED Use Flags Flags that are set Format = to inform 0000000000 to institutions of 1111111111 modifications that Values = 0 – have been made to indicates not set their database and 1 = indicates flag is require immediate set. action to 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 Amount that Negative Dollars and cents. indicates the Pending Use leading zeros; do negative Amount not include the $ sign disbursement or decimal point. amount required. Range: 00000009999999 Secondary Indicates the Range: 00000-99999 or BLANK = No Expected secondary EFC Family calculated by CPS, Secondary EFC calculated by CPS Contribution if any, for this transaction.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-47

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 368 376 9 Typ e Field Name Description Valid Values Processing Notes/Edits

377

384

8

385

400

16

401

412

12

A/N Student Current Social Security Valid Social SSN Number, as altered Security Number by 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 SSN for this transaction. D Student’s Date The date of birth ofFormat: of Birth the student for this CCYYMMDD CPS transaction. A/N Student’s Last The last name of A – Z, 0 – 9, period, Name the student for this apostrophe, hyphen CPS transaction. or blank A/N Student’s First The first name of A – Z, 0 – 9 or Name the student for this blank CPS transaction.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-48

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 413 413 1 Typ e A Field Name Description Valid Values Processing Notes/Edits

Student’s Middle Initial

414

450

37 450

A

Unused Total Record Length

The middle initial A – Z or blank of the student for this CPS transaction. Reserved for Constant spaces expansion

If record has been rejected, Action Code = E, reported data is returned on the record.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-49

Batch Reject Reasons
What's included:
• • •

Origination Record Batch Reject Reasons Disbursement Record Batch Reject Reasons Data Request Record Batch Reject Reasons

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-50

Origination Reject Reasons
Field Position Origination ID: Field Positions 1 to 23 Reject Reasons If Original SSN and Original Name Code do not match a value in the Eligible Applicant Database. If Attending Pell ID does not match the value in the Origination ID. If Attending Pell ID is not funded or is not a branch of the Reporting Pell ID. If Original SSN does not match the value in the Origination ID. If Original Name Code does not match the value in the Origination ID. If not numeric. Amount cannot exceed total payment ceiling. If not numeric or does not match the Eligible Applicant database. If not numeric or does not match the EFC for the transaction number reported in the Eligible Applicant database. If Selected and Secondary EFC not in Pell eligible range.

Original SSN: Field Positions 24 to 32 Original Name Code: Field Positions 33 to 34 Award amount for entire school year: Field Positions 61 to 67 Transaction Number: Field Positions 199 to 200 Expected Family Contribution (EFC): Field Positions 201 to 205 Secondary Expected Family Contribution Used Code: Field Positions 206 to 206

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-51

Disbursement Reject Reasons
The disbursement batch edits are a result of the business rules and the information technology used in the system.
• • •

Processing edits can be found in the record layouts later in this technical reference. The results of these edits are provided in the comment codes on the disbursement acknowledgement record. The editing process may result in rejection, corrections made to data, or warning messages.

For example, the student's disbursement record will be rejected if the institution reports an incorrect origination ID. If the annual award amount is miscalculated, the Pell Processor recalculates the amount and reports the recalculated amount as the accepted value in the disbursement acknowledgement record.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-52