Data Request Reject Reasons

The Pell Processor rejects data request records for the following reasons: Field/Position Attending Pell ID: Field Positions 1 to 6 Data Request Type: Field Position 7 to 7 Output Media Type: Field Position 8 to 8 Multiple Reporting Request Code 1: Field Position 35 to 35 Multiple Reporting Request Code 2: Field Position 36 to 36 MRR Student ID: Field Positions 37 to 47 Reject Reason If the attending Pell ID is invalid. Must be M, S, or Y. If entered must be valid. Must be O or D if the Data Request Type is M. Must be A, S or I if the Data Request Type is M. Must be valid if the Multiple Reporting Request Code 2 is S. Must have been originated at the requesting institution. Must be valid if the Multiple Reporting Request Code 2 is I.

MRR Institution Pell ID: Field Positions 48 to 53

Note: Batch edits and reject codes for the Origination, Disbursement and Data Request Records are located in Appendix D.

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Creating a Disbursement Record and Receiving Acknowledgement
What’s included:
• •

Disbursement Record Description Disbursement Acknowledgement Record Description

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.

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Disbursement Record
Field Length Type Field Name Positions (# of First Last Bytes) 1 23 23 A/N Origination ID Description Unique number used to identify the origination for which the disbursement is to be applied against. Valid Values Processing Notes/Edits Identifier If Origination ID matches on Pell Database, then Compare all fields. If all the fields match, then the record is returned as a duplicate otherwise it is a change. If the Origination ID does not match then the Origination is new.

This field is required.

Format = 999999999XX200 399999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2003 Valid Attended PELL-ID = 999999 Orig Sequence Number = 00 Institution defined

24

36

13

A/N Institution Disbursement CrossReference

37

37

1

A

Action Code

This field can contain any cross-reference information useful to the institution to identify student records internally. Action code

Will always be blank No editing

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Disbursement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 38 39 2 N Disbursement Unique number of This field is required. Identifier 66-99 are Reference the disbursement Must be numeric: 01 Reserved for Pell system Number 01-65. The Pell to 99 65 generated disbursements. Processor will If number is equal to send disbursement number associated with number 66 to 99 Origination ID, then reject for system record as duplicate. generated disbursement. 40 40 1 A Indicator Sign Indicates whether This field is required. If first accepted P = positive Sign Indicator the Reported disbursement, then must N = negative Disbursement equal “P”. Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. This field is required. 41 47 7 N Disbursement Amount of 7N Amount disbursement for Dollars and cents. Use leading zeros; student do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX

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Disbursement Record (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) This field is required. 48 55 8 D Disbursement Date this Date disbursement was CCYYMMDD = or will be made to Range = 20020621 to 20080930 the student. Processing Notes/Edits

56

63

8

64

100

37 100

Process Date must be within N days prior of disbursement date. 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. D Payment Period Beginning date of CCYYMMDD = If institution is ineligible Start Date the Payment Range = 20020101 and Payment Period Start Period to 20030630 date is invalid or not in Or Spaces range, then 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. A Unused Reserved for Constant spaces A/N future expansion Total Record Length

An adjustment to a disbursement record is supplied in this same format.

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Disbursement Acknowledgement Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) This field is required. Identifier 1 23 23 A/N Origination ID Unique number used to identify the Format = If Origination ID matches an origination. for 999999999XX20039 on Pell database, then 9999900 which the Compare all fields. If all disbursement is to Where: the fields match, then the be applied against. 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 24 36 13 A/N Institution This field can Institution defined Disbursement contain any crossCrossreference Reference information useful to the institution to identify student records internally. 37 37 1 A Action Code to indicate Valid Codes: If a duplicate disbursement Code/Status processing status A = Accepted reference number is of disbursement. disbursement submitted then the record amount will not be processed by C = Corrected Pell. disbursement amount D = Duplicate disbursement reference number of an accepted record at the Pell Processor E = Rejected - record was rejected

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 38 39 2 N Disbursement Unique number of Must be numeric: 01 Identifier Reference the disbursement to 99 66-99 are Reserved for Pell Number 66-99 01-65. The system generated Pell Processor will disbursement. send disbursement number 66 to 99 for system generated disbursement. 40 40 1 A Accepted Indicates whether P = positive Indicator Sign the Reported N = negative Sign Indicator 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. If the disbursement amount Disbursement disbursement for Use leading zeros; is invalid on the input Amount student. If an do not include the $ record it will be returned as adjustment, this sign or decimal all zeros on the rejected value is a point. record. replacement Range = 0000000 to amount. AWARD AMOUNT MAX

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 48 55 8 N Disbursement Date this Date disbursement was or will be made to the student. 56 63 8 D Payment Period Beginning date of Start Date the Payment Period Valid Values CCYYMMDD = Range = 20020621 to 20080630 CCYYMMDD = Range = 20020101 to 20030630 Or Spaces If institution is ineligible and Payment Period Start date is invalid or not in range, then 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. Processing Notes/Edits

64 101

100 107

37 7

A N

Unused

Reserved for Constant spaces future expansion YTD Disbursed Total amount that Dollars and cents. If the record is rejected this Amount has been disbursed Use leading zeros; amount will be 0. to the student for do not include the $ the award year sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 108 182 75 N Edit/Comment Three digit Twenty-five Codes comment codes edit/reject codes of: indicating the 000 to 999 results of Federal Position XXX-XXX: Pell Grant 1st code processing. Position XXX-XXX: Maximum of 25 2nd code comments will Position YYY-YYY: appear in a single 25th code acknowledgement record. If less than 25 comments, zero filled.

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 183 192 10 N ED Use Flags Flags that are set Format = to inform 0000000000 to institutions of 1111111111 modifications that Values: have been made to 0 = 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 193 200 8 A Unused Reserved for Constant spaces A/N future expansion 200 Total Record Length

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

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Receiving and Processing Electronic Statement Of Accounts (ESOAs)
What's included: ESOA Record Description - Summary ESOA Record – Detail 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.

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Electronic Statement Of Account Record – Summary
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 1 1 1 A Record Indicates the record Constant “S”Indicator is summary or Summary level detail. account status 2 7 6 N Reporting PELL-ID of Valid PELL-ID Campus PELL- reporting campus ID 8 18 11 A/N Grantee DUNS Data Universal Valid DUNS Number Numbering Scheme number. (DUNS) number Format = assigned to the 999999999BB reporting where 999999999 institution. is a unique number and BB are Blanks. 19 29 11 A Unused Reserved for future Constant spaces expansion Processing Notes/Edits

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 30 45 16 A/N GAPS Award Used to uniquely Valid GAPS Number identify a unique Award number. funding for an Format = P063P institution. school CCYYXXXX accounts in the ED Where Office of Chief “P” = constant for Financial Officer’s PO Indicator Grant and “063" = constant Administrative for CFDA Number Payments System "P" = constant (GAPS). " " 3 spaces Comprised of the CCYY = following fields = Beginning year of PO Indicator school year pair CFDA Number ‘2002’. CFDA Subprogram XXXX = unique Id value for each Subprogram Fiscal funded institution Year Sequence Number 46 50 5 N Accounting Sequence number Range = 00000 to Schedule assigned by the Pell 99999 Number Processor to track Accounting schedules. 51 58 8 D Accounting Date of Current Valid Date in Schedule Date Accounting CCYYMMDD schedule. format. 59 69 11 A/N Previous Amount of school’s Dollars and cents. Will always equal zero N Obligation institution’s total Right justify, left for institutions schools Amount obligation prior to zero fill; do not with obligate/pay this adjustment. include the $ sign accounts for the entire or decimal point. school year.that are Range = obligate-only accounts 00000000000 to for the whole year. 99999999999

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 70 80 11 A/N Obligation Adjustment of the Dollars and cents. N Adjustment obligations for this Right justify, left Amount Accounting cycle. zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 81 91 11 A/N Current Amount of Dollars and cents. N Obligation institution’s current Right justify, left Amount obligation balance. zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 92 102 11 A/N Previous Amount of school’s Dollars and cents. Obligation/ institution’s total Right justify, left Payment obligation prior to zero fill; do not Amount this adjustment. include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank Processing Notes/Edits Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year. Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year. Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year.

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Positions (# of First Last Bytes) 103 113 11 Type Field Name Description Valid Values Processing Notes/Edits Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year.

A/N Obligation/ Payment Adjustment

114

124

11

125

131

7

132

142

11

Total of all Dollars and cents. adjustments to Right justify, left payment for the zero fill; do not GAPS Award include the $ sign Number. or decimal point. Change in the Range = obligation amount 00000000000 to for this Accounting 99999999999 cycle. or Blank A/N Current Amount of Dollars and cents. Obligation/ institution’s current Right justify, left Payment payment balance. zero fill; do not Amount Amount of the include the $ sign school’s current or decimal point. obligation balance. Range = 00000000000 to 99999999999 or Blank N YTD Total Year-to-Date Range = Unduplicated number of 000000000 to Recipients unduplicated 999999999 recipients for or Blank institution. N YTD AcceptedYTD Total of Dollars and cents. Disbursement disbursements Right justify, left Amount accepted by the Pell zero fill; do not Processor. include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank

Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year.

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Positions (# of First Last Bytes) 143 153 11 Type N Field Name Description Valid Values Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. 0000000000000 to 99999999999999 or Blank Processing Notes/Edits

YTD Posted YTD Total of Disbursement disbursements sent Amount to and acknowledged by GAPS.

154

164

11

N

YTD YTD amount of Administrative ACA paid to the Cost institution. Allowance (ACA)

165

177

13

N

GAPS Draw- Net down/Payment drawdowns/payme nts as posted in GAPS, ie: the sum of school-initiated drawdowns, direct payments for Obligate/Pay accounts, adjustments (+/-) less refunds and returns.The sum of DD instigated by the school, Direct payments for Obligation/Payment accounts less Returns and Refunds.

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Positions (# of First Last Bytes) 178 185 8 Type D Field Name Date of Last Activity in GAPS Unused Total Record Length Description Valid Values Processing Notes/Edits

186

200

15 200

A

The date GAPS last Valid date in posted a transaction CCYYMMDD for the GAPS format. Award number. Reserved for future Constant spaces expansion

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Electronic Statement Of Account Record – Detail
Field Length Positions (# of First Last Bytes) 1 1 1 2 8 7 18 6 11 Type A Field Name Record Indicator Description Valid Values Processing Notes/Edits

19

29

11

Indicates the record Constant “D” = is summary or Detailed institution detail. activity N Reporting Pell-ID of reporting Valid Pell-ID Campus Pell- campus ID A/N Grantee Data Universal Valid DUNS DUNS Numbering Scheme number. Number (DUNS) number Format = assigned to the 999999999BB reporting where 999999999 institution. is a unique number and BB are blanks. A Unused Reserved for future Constant spaces expansion

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Electronic Statement Of Account Record – Detail

(Continued)
Processing Notes/Edits

Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 30 45 16 A/N GAPS Award Used to uniquely Valid GAPS Award Number identify school number. accounts in the ED Format = P063SP Office of Chief CCYYXXXX Financial Officer’s Where Grant and “P” = constant for AdministrativePay SFA PO Indicator ments System “063" = constant for (GAPS). a unique CFDA Number funding for an Federal Pell Grants institution. “S ” CFDA Comprised of the subprogram constant following fields = followed by 3 spaces: Program Office ‘P/J/Q/R’ constant for PO Indicator CFDA Subprogram Catalog of Federal ID Domestic P = Advance funded Assistnace (CFDA) (Obligate only Number CFDA accounts) Number J = Just in Time CFDA Subprogram (Obligate/Pay) Id R = Reimbursement --GAPS Award (Obligate/Pay) year Subprogram Q = ACA Fiscal Year-(Obligate/Pay) --Sequence number " " = 3 spaces CCYY = Beginning year of school year pair ‘2002’ for 20022003 XXXX = unique value for each funded institution

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Electronic Statement Of Account Record – Detail (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 46 53 8 D Transaction Effective date of Date accounting transaction sent to GAPS. 54 54 1 A Sign Indicator Indicates whether the Adjustment Amount is an increase or a decrease 55 65 11 A/N Adjustment Amount of N Amount institution’s adjustment batch. individual adjustment. 66 73 8 D GAPS Process The date GAPS Date processed the adjustment. batch. Valid Values Valid Date in CCYYMMDD format. P = positive (Increase) N = negative (Decrease) Processing Notes/Edits

Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 Valid date in CCYYMMDD format.

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Electronic Statement Of Account Record – Detail (Continued)
Field Length Positions (# of First Last Bytes) 74 99 26 Type Field Name A/N Adjustment Batch ID Description Batch ID which generated the adjustment. Valid Values Format = CCYYXX999999CCY YMMDDHHMMSS where: XX = #D = Disbursements, #G: System generated; #A Statement of Account; #W: Disbursements from the Web. CCYY = End year of school year pair = ‘2003' 999999 = Reporting Pell ID CCYYMMDD = date batch created HHMMSS = time batch created Constant spaces Processing Notes/Edits

100

200

101 200

A

Unused Total Record Length

Reserved for future expansion

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Electronic Statement of Account Print Format and Specifications
Description
The Electronic Statement of Account (ESOA) details an institution’s spending authorization and amount expended to date. This section provides a sample as specified in EDExpress software.

Output Specifications (Layout and Printing Instructions)
The ESOA report contains:
• •

Header - see Sample Output Document for correct header information Summary Information – see the following ESOA Print (Summary Information) table Detail Information – see the ESOA Detail Information table that follows the ESOA Print (Summary Information) table

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Electronic Statement of Account (ESOA)
ESOA Print (Summary Information)
This table of print specifications is used in EDExpress software and is provided as an example. Row 1 2 3 Field Name in EDExpress Pell School Number School Name Printing Instructions Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified school. Print the value for this field associated with the Reporting Campus ID # as defined on the Pell institution database table. Print the value for this field associated with the Reporting Campus ID # as defined on the Pell institution database table. Print the value for this field as defined on the Pell ESOA database table for the specified school. Print the value for this field as defined on the Pell ESOA database table for the specified school. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified school Print the value for this field as defined on the Pell ESOA database table for the specified school. Print date in MM/DD/CCYY format. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount.

4

State

5 6 7 8 9

Grantee Duns Number GAPS Award Number

Accounting Schedule Accounting Schedule Date

10 11

A. Previous Pell Grant Obligation Current Pell Grant Obligation

12

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ESOA Print (Summary Information) (Continued)
Row 13 Field Name in EDExpress Adjustment (Increase + or Decrease -) Printing Instructions Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Calculate Adjusted Obligation Amount as the absolute value of (Previous minus Current). If current is higher, print a “+” after the Adjustment amount; if the previous is higher, print a “-” after the Adjustment amount. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Calculate Adjusted Payment Amount as the absolute value of (Previous minus Current). If current is higher, print a “+” after the Adjustment amount; if the previous is higher, print a “-” after the Adjustment amount. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified school. Print date in MM/DD/CCYY format. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified school. Insert ','s if number is over 999. If spaces, leave blank. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified school. Reformat dollar amount.

14 15

B. Previous Pell Grant Obligation/Payment Current Pell Grant Obligation/Payment Adjustment (Increase + or Decrease -)

16

17

18 19

GAPS Drawdowns/Payments

20

Date of Last Activity in GAPS

21 22

YTD Total Unduplicated Recipients YTD Pell Accepted Disbursement Amount YTD GAPS Posted Disbursement Amount

23

24

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ESOA Print (Summary Information) (Continued)
Row 25 Field Name in EDExpress YTD Administrative Cost Allowance Printing Instructions Print the value for this field as defined on the Pell ESOA database table for the specified school Reformat dollar amount. Print a blank row. Print the value for this field as defined on the Pell ESOA Summary database table for the specified school. Print format for batch # is : XXCCYY123456CCYYMMDDHHMMSS Print a blank row. Print a blank row. Print Section A Notation as stated below: Section A values apply to "Obligate only" accounts Print Section B Notation as stated below: Section B values apply to "Obligate/Pay" accounts

26 27

As of Batch ID

28 29 30 31

Section A values apply to "Obligate only" accounts. Section B values apply to "Obligate/Pay" accounts.

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ESOA Detail Information
Row 1 2 3 4-5 Column N/A N/A N/A 1 Field Name in EDExpress Blank Line ESOA Detail Batch Information Blank Line Adjust Report Date Printing Instructions Print a blank line. Print the literal section label: ‘ESOA DETAIL BATCH INFORMATION’. Print a blank line. Print the value for this field as defined on the Pell ESOA detail database table for the specified school. Print date in MM/DD/CCYY format. Print the value for this field as defined on the Pell ESOA detail database table for the specified school. Reformat dollar amount. If the DEBITCREDITFLAG on the ESOA Detail table is “P”, print a “+” after the amount; if the flag is “N”, print a “-” after the amount. Print the value for this field as defined on the Pell ESOA detail database table for the specified school. Print date in MM/DD/CCYY format. Print the value for this field as defined on the Pell ESOA detail database table for the specified school. Print the literal value for this field as defined on the Pell ESOA detail database table for the specified institution.

5

2

Adjust Amount

4-5

3

Adjust Process Date

4

4, Line 1

Adjust Batch #

5

4, Line 2

Adjust Description

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Sample Output Document
SUMMARY INFORMATION
Report Date: MM/DD/CCYY U.S. DEPARTMENT OF EDUCATION STUDENT FINANCIAL ASSISTANCE PROGRAMS Report Time: HH:MM:SS 2002-2003 Award Year FEDERAL PELL GRANT PROGRAM ELECTRONIC STATEMENT OF ACCOUNT **************************************************************************** PELL SCHOOL NUMBER SCHOOL NAME STATE GRANTEE DUNS NUMBER GAPS AWARD NUMBER Accounting Schedule Accounting Schedule Date A. Previous Pell Grant Obligation Current Pell Grant Obligation Adjustment (Increase + or Decrease -) B. Previous Pell Grant Obligation/Payment Current Pell Grant Obligation/Payment or Decrease -) GAPS Drawdowns/Payments Date of Last Activity in GAPS YTD YTD YTD YTD Total Unduplicated Recipients Pell Accepted Disbursement Amount GAPS Posted Disbursement Amount Administrative Cost Allowance 999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXX XXXXXXXXXXXXXXXX 999 MM/DD/CCYY $999,999,999.99 $999,999,999.99 $099,999,999.99* $999,999,999.99 $999,999,999.99 Adjustment (Increase + $099,999,999.99* $999,999,999.99 MM/DD/CCYY 999,999 $999,999,999.99 $999,999,999.99 $999,999,999.99 XXCCYY12345619990101123000

As of Batch ID

SECTION A VALUES APPLY TO “OBLIGATE ONLY”. SECTION B VALUES APPLY TO “OBLIGATE/PAY ACCOUNTS”.

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DETAILED INFORMATION (PAGE 2)
Electronic Statement of Account Page: 2 ESOA DETAIL BATCH INFORMATION ADJUST REPORT DATE ADJUST AMOUNT ------------ ---------------MM/DD/CCYY $999,999,999.99* MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* ADJUST PROCESS DATE -----------MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY ADJUST BATCH # ADJUST DESCRIPTION -------------------------XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX

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Electronic Data Requests
What’s included:
• • • • • •

Data Requests: Multiple Reporting, Reconciliation, SOA, YTD Multiple Reporting Record Description Reconciliation File Description Year-to-Date Record (Origination) Description Year-to-Date Record (Disbursement) Description Year-to-Date Record (Summary) Description

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.

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 1 6 6 N Requesting Pell-ID campus on This field is Attended required. Campus Pell-ID Valid Pell-ID Processing Notes/Edits If all zeros are entered and the request is a Year-toDate or Reconciliation request then a YTD or Reconciliation file will be generated for the reporting campus, contained in the Batch ID, and each attended campus associated with the reporting campus. A separate Year-to-Date or Reconciliation file will be generated for each Pell ID

7

7

1

A

Request Type Code for data request type.

8

8

1

A

Requested Output Media Type Unused

9

34

26

A

This field is required. M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date Code for type of E = Send output by Cannot be blank for media to use when Electronic File requests from the WEB. sending output data. Reserved for Constant spaces future expansion

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Federal Pell Grant Program Technical Reference

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 35 35 1 A Multiple Indicates the Reporting institution is Request Code 1 requesting origination or disbursement information. 36 36 1 A Valid Values Processing Notes/Edits

37

47

11

A

48

53

6

N

This field is required for type M requests. O = Send origination information D = Send disbursement information Multiple Indicates the This field is required There may be multiple Reporting institution is for type M requests. detail records to Request Code 2 requesting by A = Send list of accommodate the number selected student, other institutions for of Student IDs or selected all students institution numbers listed institution, or all S = Send other for the attended campus students. institution for institution. students listed in record. I = Send students for institution listed in record Student ID The Student SSN Blank or Must be non-blank MRR and Name code for 001010001XX to Code 2 equals S. which a MR is 999999999XX requested. Only where XX = required if MR Uppercase A to Z Code 2 equals S. . (period) ' (apostrophe) - (dash) Blank = no last name MR Institution The institution Blank or Must be non-blank if MRR Pell-ID code for which Valid Pell-ID Code 2 equals I. MR listings are requested. Only required if the MR Code 2 equals I.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 54 76 23 A Origination ID The Origination ID Format = If Request Type is Y and the for which a Year- 999999999XX20039 Origination ID is nonblank to-Date is 9999900 then the YTD will be Requested. Where: generated for that SSN = 001010001 to Origination ID. If the 999999 999 Origination ID is not found Name Code = XX or invalid the request will be Year Indicator = 2003 rejected. Valid Attended PELL ID = 999999 Orig Sequence Number = 00 77 85 9 A/N Student Current Social Security Valid Social SecurityThis field will only be SSN Number, as altered Number or blank populated for student by the student specific Data Requests. 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. 86 93 8 D Student’s Date The date of birth Format: This field will only be of Birth of the student for CCYYMMDD populated for student this transaction. specific Data Requests.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 94 109 16 A/N Student’s Last The last name of Name the student for this transaction. 110 121 12 A/N Student’s First The first name of Name the student for this transaction. 122 122 1 A Student’s The middle initial Middle Initial of the student for this transaction. 123 125 3 A Unused Reserved for A/N future expansion 125 Total Record Length Valid Values Processing Notes/Edits

A – Z, 0 – 9, period, This field will only be apostrophe, hyphen populated for student or blank specific Data Requests. A – Z, 0 – 9 or blank This field will only be populated for student specific Data Requests. A – Z or blank This field will only be populated for student specific Data Requests. Constant spaces

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-83

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 6 6 N Requesting Pell-ID campus Attended Campus Pell-ID Valid Values Valid Pell-ID Processing Notes/Edits If all zeros are entered and the request is a Yearto-Date or Reconciliation request then a YTD or Reconciliation file will be generated for the reporting campus, contained in the Batch ID, and each attended campus associated with the reporting campus. A separate Year-to-Date or Reconciliation file will be generated for each Pell ID

7

7

1

A

Request Type Code for data request type.

8

8

1

A

9 35

34 35

26 1

A A

M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date Requested Code for type of E = Send output by Output Media media to use when Electronic file Type sending output data. Unused Reserved for Constant spaces Future Expansion Multiple Indicates the O = Send Reporting institution is Origination Request Code 1 requesting information origination or D = Send disbursement Disburseme information. nt information

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-84

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 36 36 1 A Multiple Reporting Request Code 2 Description Indicates the institution is requesting by selected student, selected institution, or all students. Valid Values Processing Notes/Edits

37

47

11

A

48

53

6

N

A = Send list of other institutions for all students S = Send other institution for students listed in record. I = Send students for institution listed in record MR Student The Student SSN Blank or ID and Name code 001010001XX to for which a MRR 999999999XX is requested. where XX = Only required if Uppercase A to Z MRR Code 2 . (period) equals S. ' (apostrophe) - (dash) Blank = no last name MR Institution The institution Blank or There may be multiple Pell-ID code for which Valid Pell-ID detail records to MRR listings are accommodate the number requested. Only of Student IDs or required if the institution numbers listed MRR Code 2 for the attended campus equals I. institution.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-85

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 54 76 23 A Origination ID The Origination ID Format = If Request Type is Y and for which a Year- 999999999XX20039 the Origination ID is to-Date is 9999900 not blank and was Requested. Where: requested by the user. If SSN = 001010001 to the Origination ID is 999999999 not found or invalid the Name Code = XX request will be rejected. Year Indicator = 2003 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 77 77 1 A Action Code Code to indicate Valid Codes: action to be taken A: Accepted - all fields accepted C: Corrected - one or more fields corrected E: Rejected - record was rejected 78 98 21 N Edit/Comment List of up to seven Comment format: Codes 3 digit comment 000 – 199 codes which Position XX-XX:1st occurred during comment code processing of the Position XX-XX: data request. 2nd comment code... Position XX-XXX: 7th comment code

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-86

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 99 107 9 A/N Student Current Social Security Valid Social SecurityThis field will only be SSN Number, as altered Number or Blank. populated for student by the student specific Data Requests. 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. 108 115 8 D Student’s Date The date of birth Format: This field will only be of Birth of the student for CCYYMMDD populated for student this transaction. specific Data Requests. 116 131 16 A/N Student’s Last The last name of A – Z, 0 – 9, period, This field will only be Name the student for this apostrophe, hyphen populated for student transaction. or blank specific Data Requests. 132 143 12 A/N Student’s First The first name of A – Z, 0 – 9 or blank This field will only be Name the student for this populated for student transaction. specific Data Requests. 144 144 1 A Student’s The middle initial A – Z or blank This field will only be Middle Initial of the student for populated for student this transaction. specific Data Requests. 145 150 6 A/N Unused Reserved for Constant spaces future expansion 150 Total Record Length

June 2002 (2002-2003)

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Multiple Reporting Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 1 2 2 A Record Type Code that indicates RO = Originated the reason the Institution institution is RD = Disbursed receiving the Institution record. RN = None found CE = Concurrent Enrollment Institution PB = Blocked Institution PR = Blocker Institution PU = Unblocked Institution BC = Blocked and Concurrent Enrollment RC = Blocker and Concurrent Enrollment 3 8 6 N Requesting Pell-ID of the Must be a valid PellInstitution Pell- requesting ID assigned by the ID attended campus Department of of the student. Education. Will be blank for May be BLANK. concurrent enrollment and potential over award records. 9 9 1 A Multiple Indicates the O = Send origination Reporting institution is information Request Code 1 requesting D = Send origination or disbursement disbursement information information. Will May be BLANK. be blank for concurrent enrollment and potential over award records.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 10 10 1 A Multiple Indicates the A = Send list of Reporting institution is other institutions for Request Code 2 requesting by all students selected student, S = Send list of other selected institutions for institution, or all students listed in students. Will be record. blank for I = Send student for concurrent institution listed in enrollment and record potential over May be blank. award records. 11 21 11 A MR Student ID The Student SSN Blank or and Name code for 001010001XX to which a MR is 999999999XX requested. Will be where XX = blank for Uppercase A to Z; concurrent . (period); enrollment and ' (apostrophe); potential over - (dash); award records. Blank = no last name

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-89

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 22 27 6 N MR Institution The institution Valid Pell-ID. May Pell-ID code for which be blank. MR are requested. Will be blank for concurrent enrollment and potential over award records. 28 36 9 N Student Student’s Original 001010001 to Original SSN SSN from the 999999999 origination record. 37 38 2 A Original Name Student’s name Uppercase A to Z; Code code from the . (period);’ origination record. ’ (apostrophe); - (dash) Blank (no last name). 39 44 6 N Institution Pell- Pell-ID of the Must be a valid PellID attended campus ID assigned by the of the student. UseDepartment of the record type to Education. interpret the relationship this institution has to the institution receiving this record. 45 114 70 A/N Institution The name of the Name institution. 115 149 35 A/N Institution The street or post Street Address -office box address Line 1 of institution. 150 184 35 A/N Institution The street or post Street Address -office box address Line 2 of institution. 185 209 25 A/N Institution City The city in which the institution is located.

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-90

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 210 211 2 A Institution State The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located. 212 220 9 A/N Zip Code The zip code of the institution. 221 250 30 A/N Financial Aid The full name of May include blanks Administrator the institutional and special (FAA) Name administrator characters. officially responsible for the accuracy and completeness of the data, starting with first name, e.g., JOHN E DOE. 251 260 10 N FAA Telephone The working Includes area code, Number phone number for but not parentheses the person or dashes. indicated as FAA. 261 270 10 A/N FAA Fax The working fax May be BLANK. Number number used by Otherwise includes (Optional) the person area code, but not indicated as FAA. parentheses or dashes. 271 320 50 A/N Internet Internet address of May be BLANK. Address an authorized official. Processing Notes/Edits

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-91

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 321 327 7 N Scheduled Scheduled Federal Range = Federal Pell Pell Grant for a 0000000 to Grant student with this AWARD AMOUNT EFC and COA MAX attended full-time for a full academic year 328 334 7 N Origination Annual award Range = Award Amount amount supplied 0000000 to on the origination AWARD AMOUNT record. MAX 335 336 2 N Transaction CPS-assigned Range = Number Transaction 01 to 99 number from the eligible SAR used to calculate the award. 337 341 5 N Expected Amount of the Range = Family student’s Expected 00000 to EFC Contribution Family MAXIMUM Contribution from the SAR used to calculate the award. 342 349 8 D Enrollment First date the CCYYMMDD Date student was Range = 20020101 enrolled in an to 20030630 eligible program for the award year. 350 357 8 D Origination Date the CCYYMMDD Create Date origination was Range = 20020401 created in the Pell to 20080930 Processor database. 358 364 7 N Total of Total amount of all Range = Disbursements disbursements 0000000 to AWARD Accepted accepted by the AMOUNT MAX Federal Pell Grant Program for the POP student.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 365 372 8 D Last Activity Date of the last Format = Date payment was CCYYMMDD received from the institution. 373 380 8 D Next Estimated Date of next Blank or Disbursement estimated CCYYMMDD Date disbursement date. Range = 20020101 to 20080930 381 385 5 N Eligibility UsedThe percentage of Format = 000.00% the student’s The last two digits eligibility used by represent less than 1 the institution. percent. Field does not include decimal point or %. 386 395 10 N ED Use Flags Flags that are set Format = to inform 0000000000 institutions of Where: modifications that Each digit signifies a have been made to different situation their database and 1st = Shared SAR ID require immediate 2nd = Verification W action to rectify. Status 3rd = Concurrent Enrollment 4th = POP 5th through 10th = Reserved for future use . 396 411 16 A/N Student’s Last The last name of A to Z, 0 to 9, Name the student for this period, apostrophe, CPS transaction hyphen or blank number. 412 423 12 A/N Student’s First The first name of A to Z, 0 to 9 or Name the student for this blank CPS transaction number. 424 424 1 A Student’s The middle initial A to Z or blank Middle Initial of the student for this CPS transaction number.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-93

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 425 432 8 D Student’s Date The date of birth Format = of Birth of the student for CCYYMMDD this CPS transaction number. 433 441 9 A/N Student Current Social Security Valid Social Security SSN Number, as altered Number or by the student BLANK if not through the CPS matched 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. 442 450 9 A Unused Reserved for Constant spaces future expansion 450 Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-94

Reconciliation File
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 16 16 A/N Student’s Last The last name of Name the student. 17 29 30 28 29 52 12 1 23 Valid Values Processing Notes/Edits

53

61

9

62

67

6

A to Z, 0 to 9, period, apostrophe, hyphen or blank A/N Student’s First The first name of A to Z, 0 to 9 or blank Name the student. A Student’s The middle initial A to Z or blank Middle Initial of the student. A Origination ID The Origination ID Format = If Request Type is Y of the student. For 999999999XX20039999 and the Origination which a Year-to- 9900 ID is not blank and Date is Requested. Where: was requested by the SSN = 001010001 to user. If the 999999999 Origination ID is not Name Code = XX found or invalid the Year Indicator = 2003 request will be Valid Attended PELL ID rejected. = 999999 Orig Sequence Number = 00 A/N Student Current Social Security Valid Social Security SSN Number, as altered Number or by the student BLANK if not matched through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS N Reported Pell-ID of the Valid Pell-ID Campus Pell-ID reporting campus

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-95

Reconciliation File (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 68 69 2 N Transaction CPS-assigned Range = Number Transaction 01 to 99 number from the eligible SAR used to calculate the award. 70 74 5 Expected The EFC supplied Range Family on the origination 00000 to EFC MAX Contribution record. that (EFC) corresponds to the transaction number. 75 81 7 N Origination Annual award Range = Award Amount amount supplied 0000000 to AWARD on the origination AMOUNT MAX record. 82 86 5 N Scheduled Scheduled Federal Range = Award Amount Pell Grant for a 00000 to AWARD student with this AMOUNT MAX EFC and COA attended full-time for a full academic year 87 93 7 N YTD Total of all the 0000000 to 9999999. If there are no Disbursement accepted The first five positions disbursements at the Amount Disbursement are the whole dollars and Pell Processor or they amounts for the the last two positions are have all been rejected student. the cents. then this amount will be 0. 94 94 1 A Verification The verification V: Verified Accept ‘W’ and ‘V’ Status status supplied on W: Without or else set to blank for the origination Documentation 2002 – 2003 and record. Or Blank after. 95 95 1 A POP Flag Flag set in Y or blank origination record when a student is in a POP situation. 96 100 5 A Unused Reserved for Constant spaces future expansion 100 Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-96

Year-to-Date Record (Origination)
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 1 1 A YTD Record Indicates if record Indicator is the YTD Origination, YTD Disbursement or Summary data. 2 24 23 A/N Origination ID Unique number used to identify an origination Valid Values Constant: “O” Processing Notes/Edits

Format = 999999999XX20039999 9900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2003 Valid Pell- ID = 999999 Orig Sequence Number = 00

25 34

33 35

9 2

N A

Original SSN

36

41

6

N

Student's SSN 001010001 to from original 999999999 FAFSA Original Name Student's name Uppercase A to Z; Code code from original . (period); FAFSA for this ' (apostrophe); school year. - (dash); BLANK = no last name Attended Pell-ID of campus Valid Pell-ID Campus Pell-ID attended. Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary.

Identifier If Origination ID matches on Pell database, then Compare all fields. If all the fields match, then the record is returned as a duplicate; otherwise it is a change. If the Origination ID does not match then the Origination is new. Identifier Identifier

Identifier Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary.

June 2002 (2002-2003)

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 42 46 5 A/N Unused Reserved for Constant spaces future expansion 47 59 13 A/N Origination This field can Institution defined Crosscontain any crossReference reference information useful to the institution to identify student records internally. 60 60 1 A Action Code Code to indicate Valid Codes: action to be taken A = Accepted - all fields accepted C = Corrected - one or more fields corrected Processing Notes/Edits

No editing.

Rejected YTD records shall contain Requested Original SSN, Original Name Code, Attended Campus, and “Action Code”. All other fields shall be blank and no other records for the student will be enclosed in batch.

61 62

61 68

1 7

A N

Unused

69

76

8

N

77

84

8

N

Reserved for future expansion. 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. Accepted Date 2nd Estimated disbursement to Disbursement student is Date #2 estimated to be made.

Constant spaces Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-MAX AWARD AMOUNT Cannot exceed Total Payment Ceiling for student – award validation performed.

Format: CCYYMMDD Range: N days prior to 20020621 – 20080930 Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 85 92 8 N Accepted Estimated Disbursement Date #3 93 100 8 N Accepted Estimated Disbursement Date #4 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 Description Date 3rd disbursement to student is estimated to be made. Date 4th disbursement to student is estimated to be made. 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. Valid Values Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Processing Notes/Edits

101

108

8

N

109

116

8

N

117

124

8

N

125

132

8

N

133

140

8

N

141

148

8

N

February 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-99

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 149 156 8 N Accepted Estimated Disbursement Date #11 157 164 8 N Accepted Estimated Disbursement Date #12 Accepted Estimated Disbursement Date #13 Accepted Estimated Disbursement Date #14 Accepted Estimated Disbursement Date #15 Description Date 11th disbursement to student is estimated to be made. Date 12th disbursement to student is estimated to be made. Date 13th disbursement to student is estimated to be made. Date 14th disbursement to student is estimated to be made. Date 15th disbursement to student is estimated to be made. Valid Values Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Processing Notes/Edits

165

172

8

N

173

180

8

N

181

188

8

N

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Federal Pell Grant Program Technical Reference

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 189 196 8 D Accepted First date that the CCYYMMDD = Enrollment student was Range = 20020101 to Date 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. 197 197 1 A/N Accepted Low Flag to identify Valid Values: Tuition and tuition ranges 1=0 Fees Flag when the annual 2 = 1-216 tuition is less than 3 = 217-433 or equal to 4 = 434-649 minimum defined or by low tuition and BLANK= low tuition fees table. doesn’t apply 198 198 1 A Accepted Status of V: Verified Verification verification of W: Without Status Flag applicant data by Documentation Or Blank the school. Processing Notes/Edits

Accept ‘W’ and ‘V’ or else set to blank for 2002 – 2003 and after.

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 199 199 1 A Accepted Incarcerated Federal Pell Recipient Code Description Valid Values Processing Notes/Edits

200

201

2

N

Accepted Transaction Number

202

206

5

N

Accepted Expected Family Contribution (EFC)

Code to indicate BLANK = Not the student’s incarcerated incarcerated status Y = Yes, the student is for students incarcerated in a local incarcerated in institution, but is local penal otherwise eligible. institutions, but are N = No, if student otherwise eligible previously reported as to receive Federal incarcerated, but is not or Pell Grants. is no longer. incarcerated CPS-assigned Must be numeric: 01 to Changes to this field, Transaction 99 after associated number from disbursements are eligible SAR used made, creates a new to calculate the active origination student’s award record. Disbursements for the previous origination will be set to zero. Must equal the Range = 00000 to EFC Changes to this field, student's Expected MAXIMUM after associated Family disbursements are Contribution from made, creates a new the ISIR or SAR active origination record. Disbursements for the previous origination will be set to zero.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 207 207 1 N Accepted Secondary Expected Family Contribution Code Description Code indicating which EFC value is used to determine award amount Valid Values O = Federal Pell Grant award previously based on 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. Processing Notes/Edits

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 208 208 1 N Accepted Calendar which Academic applies to this Calendar student's educational program. Valid Values 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=Insititution uses standard trimesters and measures academic progress by credit hours 5=Insitution measures academic progress by clock hours 6=Institution does not use terms, but does measure academic progress by credit hours Processing Notes/Edits The Academic calendar dictates which Payment Methodology can be accepted, and the data elements required to calculate the student’s award. Refer to Pell Grant Calculations Appendix for acceptable combinations. If Academic calendar invalid or BLANK, then correct to (in the order shown): --Academic calendar already accepted for this student, if any; --Academic calendar on file for Attended Campus, if any; --Academic calendar on file for Reporting Campus, if any; --Clock hour (5) if Payment Methodology=4; --Semester (3)

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 209 209 1 N Accepted Formula used to Payment calculate the Methodology student's Federal Pell Grant Award. Valid Values Processing Notes/Edits

This field is required. The Payment Range: 1-5. See Pell Methodology that can Grant Calculations be accepted is Appendix for regulations dictated by the covering which Academic calendar. Academic calendars may Refer to the Pell use each specific formula Grant Calculations Appendix for the data elements required for each Payment Methodology. If Payment Methodolgy invalid or BLANK, then correct to: --1 Academic calendars 2, 3, 4; --3 Academic calendar 1; --4 Academic calendars 5, 6

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 210 216 7 N Accepted Cost Must equal COA of Attendance calculated by the institution following the Federal Pell Grant Payment regulations. 217 217 1 A Accepted The student’s Enrollment enrollment status Status at the time you create or update the student record. Valid Values Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to 9999999. Leave BLANK only if Used in award Payment Methodology is amount validation. 4. See Pell Grant Calculations Range for Payment Appendix. Methodologies 1, 2, 3, and 5: If Enrollment status 1=Full-time invalid or BLANK, 2=3/4-time then correct to: 3=1/2-time --BLANK if Payment 4=Less than ½-time Metholodgy is 4 5=Enrollment status --3 (half-time) if changed from one Payment payment period to Methodology is 5 another, OR student --1 (full-time) for attends more than the Payment number of terms in a full Methodologies 1, 2, 3 academic year. Processing Notes/Edits

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Federal Pell Grant Program Technical Reference

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 218 219 2 A Accepted Weeks of Instructional Time Used to Calculate Payment Description Total Number of weeks on instructional time provided by this student’s Program of Study during a full academic year. Valid Values Processing Notes/Edits

Leave BLANK for School determines Payment this value based on Methodology 1. the time required for Required for the majority of its Payment full-time students to Methodologies 2, complete the program 3, 4, or 5. of student or the PM2=Total number of academic year for the weeks of instructional Range for Paymentprogram of study, not time in academic year for student’s program of Methodology 2: student by student. See Pell Grant study (fall through spring00-29. Range for PaymentCalculations terms). Methodology 3, 4, Appendix. PM5 (academic 5: 00-78 calendars 1, 2, 3, 4) and If invalid, out of PM3=Total number of range, or greater weeks of instructional than Weeks of time in all terms in instructional time in academic year for program’s definition student’s program of of academic year, study then correct (in the PM5 (academic calendar order shown): 6) and PM4=The lesser --Weeks of of either (a) total number instructional time of weeks of instructional used to calculate time for a full-time payment previously student to complete accepted for student; hours in student’s --Weeks of program of study, or (b) instructional time in total number of weeks of program’s definition instructional time for a of academic year full-time student to --BLANK if supplied complete hours in and not needed for academic year for Payment student’s program of Methodology. study.

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Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 220 221 2 A Accepted Total number of weeks Leave BLANK for Used in award Weeks of inst. of instructional time in Payment amount validation. time in the school’s definition of Methodology 1. Program's a full academic year for Required for If invalid or BLANK, Definition of this student’s Program of Payment correct to (in order Academic Year Study. Methodologies 2, shown): 3, 4, or 5. --Weeks of instructional time in Range for Paymentprogram’s definition Methodologies 2, of academic year 3, 4, or 5: previously accepted 30-78 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.

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Field Length Type Field Name Description Positions (# of First Last Bytes) 222 225 4 A Accepted Total number of Cr/Clock Hrs in credit/clock hours in all Award Year payment periods institution expects this student to attend and be paid for during this Federal Pell Grant Award year. Valid Values BLANK for Academic calendars 1, 2, 3, and 4. Processing Notes/Edits Used in award amount validation. See Pell Grant Calculations Appendix.

Ranges: 0000-3120 if If invalid, out of Academic calendar range, or greater =5 than Credit/Clock 0000-0100 if hours in the Academic calendar academic year for =6 this student’s program of study, then correct to (in the 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; --Blank if supplied and not needed for Payment Methodology.

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Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 226 229 4 A Accepted Total number of credit or BLANK for Used in award Cr/Clock Hours clock hours in the Academic amount validation. in this student’s school’s definition of a calendars 1, 2, 3, See Pell Grant Program of full academic year for or 4. Calculations Study’s this student’s Program of Appendix. Academic Year Study. Ranges: 0900-3120 if If invalid or BLANK, Academic calendar then correct to (in the =5 order shown): 0024-0100 if --Credit/Clock hours Academic calendar in the academic year =6 for this 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. 230 232 3 A/N Institution This is an internal Institutional No editing Internal sequence number the defined Sequence institution can define. Number 233 251 19 A Unused Reserved for expansion Constant spaces

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Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 252 256 5 N Scheduled Scheduled amount for a Range = Federal Pell full time student. 00000 to Grant Maximum Award Amount 257 272 16 A Student’s Last The last name of the A – Z, 0 – 9, Name student for this CPS period, apostrophe, transaction. hyphen or blank 273 284 12 A Student’s First The first name of the A – Z, 0 – 9 or Name student for this CPS blank transaction. 285 285 1 A Student’s The middle initial of the A – Z or blank Middle Initial student for this CPS transaction. 286 294 9 A/N Student Current Social Security Number, Valid Social SSN as altered by the student Security Number through the CPS for the or Transaction number BLANK if not reported. This field matched 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. 295 302 8 D Student Date of Date of birth of the Valid date of birth = CCYYMMDD Birth student. Processing Notes/Edits

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Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 303 303 1 A CPS Designates whether CPS BLANK = Not Verification selected the student for selected by CPS Selection Code institutional verification for verification of applicant data as of * = Selected by the Transaction number CPS for Institution reported. verification of applicant data 304 310 7 N YTD The total of processed Dollars and cents. Disbursement disbursements by the Use leading zeros; Amount Pell Processor do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX 311 336 26 A Batch ID Number generated by the Format = institution to uniquely CCYYXX999999 identify a specific batch CCYYMMDDHH of records. Format for MMSS the batch ID is specified. where: XX = batch type code (alpha) CCYY = last year in cycle = ‘2003' 999999 = Reporting Pell ID CCYYMMDD = date batch created HHMMSS = time batch created 337 344 8 D Process Date Date this record Format = (segment) was processed CCYYMMDD by the Federal Pell Grant program 345 350 6 A Unused Reserved for future Constant spaces expansion Total Record 350
Length

Processing Notes/Edits

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Year-to-Date Record (Disbursement)
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 1 1 A YTD Record Indicates if record is the Indicator YTD Origination, YTD Disbursement, or Summary data. 2 24 23 A/N Origination ID Unique number used to identify the origination for which the disbursement is to be applied against. Valid Values Constant: “D” Processing Notes/Edits

25

37

13

38

38

1

39

40

2

A/N Disbursement This field can contain Crossany cross-reference Reference information useful to the institution to identify student records internally. A Action Code Code to indicate action A = Accepted - all to be taken fields accepted C = Corrected one or more fields corrected N Disbursement Number of the Must be numeric: Identifier = 66 to 99 Reference disbursement per student 01 to 99 65 are Reserved for the Number for the Award Year Pell Processor system generated disbursements

Format = 999999999XX200 399999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2003 Valid PELL ID = 999999 Orig Sequence Number = 00 Institution defined

Identifier If Origination ID matches on Pell Database, then Compare all fields. If all the files match, then the record is returned as a duplicate otherwise it is a change. If the Origination ID does not match then the Origination is new. No editing

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Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 41 47 7 N Accepted Amount of disbursement Dollars and cents. Disbursement for student's payment Use leading zeros; Amount period. If an adjustment, do not include the this value is a $ sign or decimal replacement amount. point. Range = 00000 to Maximum for Award Year 48 48 1 A Accepted Indicates whether the P = positive Indicator Sign Reported Disbursement N = negative Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. 49 56 8 D Disbursement Date this disbursement CCYYMMDD = Process Date must be Date was or will be made to Range = 20020621 within N days prior of the student. to 20080930 disbursement date. 57 57 1 N Unused Reserved for future Constant spaces expansion 58 65 8 N Payment Period Beginning date of CCYYMMDD = Field is required when Start Date Payment Period Range = 20020101 an institution is to 20030630 ineligible. or BLANK 66 103 38 A Unused Reserved for future Constant spaces expansion

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Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 104 129 26 A/N Disbursement Number generated by the Format = Batch ID institution to identify the #DCCYY999999C batch of disbursement CYYMMDDHHM records. MSS where: CCYY = last year in cycle = ‘2003' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created 130 350 221 A Unused Reserved for future Constant spaces expansion 350 Total Record Length Processing Notes/Edits

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Year-to-Date Record (Summary)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 1 1 1 A YTD Record Indicates if record is the Constant: “S” Indicator YTD Origination, YTD Disbursement, or Summary data. 2 8 7 N Total Provided by the Pell Range = 0000000 Unduplicated Processor. Year-to-Date to 9999999 Recipients number of unduplicated recipients for institution. 9 15 7 N Total Provided by the Pell Range = 0000000 Originations Processor. Year -to-Date to 9999999 number of originations received for the institution. 16 22 7 N Originations Provided by the Pell Range = 0000000 Accepted Processor. Year-to-Date to 9999999 number of originations received and accepted for the institution. 23 29 7 N Originations Provided by the Pell Range = 0000000 Corrected Processor. Year-to-Date to 9999999 number of originations received and corrected for the institution. 30 36 7 N Originations Provided by the Pell Range = 0000000 Rejected Processor. Year-to-Date to 9999999 number of originations received and rejected for the institution. 37 43 7 N Total Provided by the Pell Range = 0000000 Disbursements Processor. Year-to-Date to 9999999 number of Disbursements received for the institution. Processing Notes/Edits

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Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 44 50 7 N Disbursements Provided by the Pell Range = 0000000 Accepted Processor. Year-to-Date to 9999999 number of Disbursements received and accepted for the institution. 51 57 7 N Disbursements Provided by the Pell Range = 0000000 Corrected Processor. Year-to-Date to 9999999 number of Disbursements received and corrected for the institution. 58 64 7 N Disbursements Provided by the Pell Range = 0000000 Rejected Processor. Year-to-Date to 9999999 number of Disbursements and rejected for the institution. 65 67 3 N Comment Code Comment code number. Range = 000 to XXX 999 or Blank 68 74 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 75 77 3 N Comment Code Comment code number. Range = 000 to XXX 999 or Blank Processing Notes/Edits

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Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 78 84 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 85 87 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank 88 94 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 95 97 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank 98 104 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 105 107 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank 108 114 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 115 117 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank Processing Notes/Edits

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Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 118 124 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 125 127 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank 128 134 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 135 137 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank 138 144 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 145 147 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank Processing Notes/Edits

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Year-to-Date Record (Summary) (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 148 154 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 155 157 3 N Comment Code Comment code number Range = 000 to XXX 999 or Blank 158 164 7 N Comment Code Provided by the Pell Range = 0000000 XXX Count Processor. Year-to-Date to 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. 165 350 186 A Unused Reserved for future Constant spaces expansion 350 Total Record Length Processing Notes/Edits

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