PELL GRANT RECORD LAYOUTS

PELL MESSAGE CLASSES
Message Class <all> <all> <all> <all> <all> <all> PGOR02IN PGOA02OP PGOW02OP PGDR02IN PGDA02OP PGDW02OP PGAS02OP PGID02IN PGIA02OP PGRQ02IN PGRA02OP PGMR02OP PGRC02OP PGYR02OP PGTX02OP N/A N/A Data Type TIVWAN Transmission Header Record TIVWAN Transmission Batch Header Record TIVWAN Transmission Batch Trailer Record TIVWAN Transmission Trailer Record Grant Header Record Grant Trailer Record Origination Records Origination Acknowledgment Records Disbursement Records Disbursement Acknowledgment Records Statement of Account Records Institution Data Record Institution Data Acknowledgment Data Request Record Data Request Acknowledgment Multiple Reporting Record Reconciliation Record Year to Date Records ED Comments in ASCII Text Format External Origination Add/Change Record External Disbursement Add/Change Record Record Length Variable Variable Variable Variable Variable Variable 250 355 100 200 200 240 106 100 100 450 TBD 350 80 309 108 Page Number 2 3 4 5 6 8 9 17 24 26 28 32 35 36 38 40 43 44 N/A 55 62

For Award Amount Maximum values please refer to the 2001 – 2002 Payment Schedule and Low Tuition and Fees Schedule.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

1

PELL GRANT RECORD LAYOUTS TIVWAN Transmission Header Record
Start 1 End Length Type 5 5 A/N Required Yes Field Name Description Valid Values Constant: “O*N01" Processing notes/Edits Missing Transmission Header - Reject Transmission TIVWAN Transmission Literal value for header ID Header ID

6 54

53 55

48 2 XX

A/N A/N A/N

Yes Yes Yes

Filler Header Indicator Filler

Reserved for future use WAN Transmission Header Indicator Filler will be added to make the transmission records to match the Message Class record length.

Spaces Constant: “73" Spaces

∃100

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

2

PELL GRANT RECORD LAYOUTS TIVWAN Transmission Batch Header Record
Start 1 End Length Type 5 5 A/N Required Yes Field Name TIVWAN Batch Header Identification Number Description Valid Values Constant: “O*N05" Processing notes/Edits Missing Transmission Header -Reject Transmission

6

12

7

A/N

Yes

Header Destination Number

TIV WAN Destination Mailbox ID

‘TGXXXXX’ where ’XXXXX’ is a five-digit number assigned to Destination Spaces

13 20

19 24

7 5

A/N A/N

Yes Yes

Filler Header Class Label

Reserved for future use

Text used to identify that the next field Constant: “,CLS=” is a Message Class

25

32

8

A/N

Yes

Header Message Class

Valid Message Class

33 37

36 41

4 5

A/N A/N

Yes Yes

Header XXX Label Header Batch label

Format: XXXXYY[IN/OP] where: XXXX - Literal for rec type YY - last year in cycle: ‘02 IN -for records IN to RFMS OP-for records OUT of RFMS Constant: “,XXX”

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

42 59 65

58 64 70

17 6 6 XX ∃100

A/N A/N N A/N

Yes Yes Yes Yes

Header Batch ID Header NCNT Label Header NCNT Filler

17 digit character batch ID. If not used Batch ID: set to all zeros “0000000000000000000" Constant: “,NCT= ” Number of records included in this batch Filler will be added to make the transmission records to match the Message Class record length. “000000" Spaces

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

3

PELL GRANT RECORD LAYOUTS TIVWAN Transmission Batch Trailer Record
Start 1 End Length Type 5 5 A/N Required Yes Field Name Description Valid Values Constant: “O*N95" Processing notes/Edits Missing Transmission Trailer- Reject transmission No detail records - Reject transmission TIVWAN Batch Trailer Record Identifier Identification Number

6

12

7

A/N

Yes

Trailer Destination Number

TIV WAN Destination Mailbox ID

‘TGXXXXX’ where ’XXXXX’ is a five-digit number assigned to Destination Spaces

13 20

19 24

7 5

A/N A/N

Yes Yes

Filler Trailer Class Label

Reserved for future use

Text used to identify that the next field Constant: “,CLS=” is a Message Class

25

32

8

A/N

Yes

Trailer Message Class

Valid Message Class

33 37

36 41

4 5

A/N A/N

Yes Yes

Trailer XXX Label Trailer Batch label

Format: XXXXYY[IN/OP] where: XXXX - Literal for rec type YY - last year in cycle: ‘02 IN -for records IN to RFMS OP-for records OUT of RFMS Constant: “,XXX”

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

42 59 65

58 64 70

17 6 6 XX ∃100

A/N A/N N A/N

Yes Yes Yes Yes

Trailer Batch ID Trailer NCNT Label Trailer NCNT Filler

17 digit character batch ID. If not used Batch ID: set to all zeros “0000000000000000000" Constant: “,NCT= ” Number of records included in this batch Filler will be added to make the transmission records to match the Message Class record length. “000000" Spaces

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

4

PELL GRANT RECORD LAYOUTS TIVWAN Transmission Trailer Record
Start 1 End Length Type 5 5 A/N Required Yes Field Name Description Valid Values Constant: “O*N99" Processing notes/Edits Missing Transmission Trailer- Reject transmission No detail records - Reject transmission TIVWAN Transmission Literal value for Trailer ID Trailer ID

6 54

53 55

48 2 XX

A/N A/N A/N

Yes Yes Yes

Filler Header Indicator Filler

Reserved for future use WAN Transmission Trailer Indicator Filler will be added to make the transmission records to match the Message Class record length.

Spaces Constant: “73" Spaces

∃100

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

5

PELL GRANT RECORD LAYOUTS Grant Batch Header Record
Start 1 End Length Type 10 10 A Required Yes Field Name Header Identifier Description Identify Header record in file. Left Justified Valid Values Constant: ‘GRANT HDR ’ Processing notes/Edits Missing Batch Header - Reject Batch

11 15

14 40

4 26

N A

Yes Yes

Data Record Length Batch ID

Length of data records included in this batch Number generated by the institution to uniquely identify a specific batch of records.

Must be numeric: 0001-9999 Format: XXCCYY999999CCYYMMDDHHMM SS where: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD-date batch created HHMMSS - time batch created

41

48

8

A/N

No

OPE ID

The OPE ID number assigned to the reporting institution.

Valid OPE ID number or blank.

If not equal to length for Message Class, then Reject Batch. Valid Batch Type codes: #A - Statement of Account #C - Reconciliation #D - Disbursements #E - Batch Errors #G - System Generated #I - Institution Data #M - Multiple Reporting #O - Originations #R - Data Request #T - ASCII Text #Y - Year-to-Date WO – Origination acknowledgement from the web WD – Disbursement Acknowledgements from the web If duplicate Batch No, then Reject Batch. If batch type does not agree with Message Class type, then reject batch. If #O, #R, or #I batch and received before system startup, then reject batch. If #D received more than N days prior to Award Year Start, then reject batch. If Batch Award Year does not agree with Message Class award year, then reject. If Reporting Pell ID is ineligible, then send warning message. If Reporting Pell ID is a branch campus or has Central Funding, then reject batch. If date batch created is > system date, then reject batch. If not blank and not equal to OPE ID associated with Pell ID, then warn the batch.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

6

PELL GRANT RECORD LAYOUTS Grant Batch Header Record
Start 49 End Length Type 58 10 A/N Required No Field Name Software Provider Description For non-Express software provide an identifier to indicate the software provider and version number if applicable. Reserved for future expansion ED Use Only - do not use Valid Values Software provider defined or blank Processing notes/Edits No edits will be performed on this field. The value will be stored in RFMS for customer service uses.

59 64 69 77

63 68 76 100

5 5 8 24

A A/N N N

No Yes Output Output

Unused ED Use RFMS Process Date Batch Reject Reasons

Constant spaces Spaces. ED Express PC software version number. Completed by RFMS as a result of processing the batch. Completed by RFMS as a result of Batch editing.

XX ∃100

A

Unused

Filler

Date RFMS processed the Format: CCYYMMDD corresponding batch List of up to eight 3 digit batch reject Reject Reasons format: 000 - 999 reason codes which occurred during Position 77-79: 1st reject reason code initial editing of the batch. Only reject Position 80-82: 2nd reject reason code reason codes hit will display in this Position 83-85: 3rd reject reason code field. Otherwise, this space will be zero Position 86-88: 4th reject reason code filled. Position 89-91: 5th reject reason code Position 92-94: 6th reject reason code Position 95-97: 7th reject reason code Position 98-100: 8th reject reason code Filler will be added if necessary to make Spaces. the header record the same length as the detail records which follow.

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

7

PELL GRANT RECORD LAYOUTS Grant Batch Trailer Record
Start 1 End Length 10 10 Type A Required Yes Field Name Trailer Identifier Description Identify Trailer record in file. Valid Values Constant: ‘GRANT TLR ’ Processing notes/Edits Missing Batch Trailer - reject batch. No detail records - reject batch.

11 15

14 40

4 26

N A

Yes Yes

Data Record Length Batch ID

Length of data records included in this batch Must be numeric: 0001-9999

to Data Record Length * If not equalthen reject Batch. on Header, If not equal to Batch ID on Header, then reject Batch.

41

46

6

N

Yes

Number generated by the institution to Format: uniquely identify a specific batch of records. XXCCYY999999CCYYMMDDHHMM SS where: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD - date batch created HHMMSS - time batch created Reported Number of Records Number of data records included in the Must be numeric: 000000 - 999999 batch.

If not equal to count of detail records in batch, then return warning message.

47

57

11

N

58

58

1

A

59 65

64 75

6 11

N N

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. For ESOA will be constant 0. 00000000000 – 99999999999 Yes Reported Total Sign Indicator Positive or negative sign for total amount ‘P’ – Positive reported. ‘N’ – Negative For ESOA will be constant ‘P’. Output Accepted and Corrected RFMS USE ONLY - Number of data records 000000 - 999999 Number of Records accepted and corrected by RFMS. Output Accepted and Corrected Total RFMS USE ONLY - Total Award or of Batch Disbursement amount accepted and corrected on batch. Output Accepted and Corrected Total RFMS USE ONLY - Positive or negative Sign Indicator sign for total amount accepted. Unused Unused Reserved for future expansion Unused Filler Dollars and cents. Use leading zeros, do not include the $ sign or decimal point. 00000000000 - 99999999999 ‘P’ - Positive ‘N’ - Negative Constant spaces

Yes

Reported Total of Batch

Total Origination Award Amount or Disbursement amount reported on Origination, or Disbursement batches.

If not equal to total of detail records in batch, then return warning message.

76 77

76 100

1 24 XX ∃100

A A A

Filler will be added if necessary to make the Spaces trailer record the same length as the detail records.

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

8

PELL GRANT RECORD LAYOUTS Origination Record
Start 1 End 23 Length Type 23 A/N Required Yes Field Name Origination ID Description Unique number used to identify an origination. Valid Values Format: 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID Orig Sequence Number - 00 001010001 - 999999999 Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name Valid PELL-ID Processing notes/Edits Identifier If Origination ID matches on RFMS 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 If SSN & Name Code do not match value in Origination ID, then reject record.

24 33

32 34

9 2

N A

Yes Yes

Original SSN Original Name Code

Student's SSN from original FAFSA. Student's name code from original FAFSA.

35

40

6

N

Yes

Attended Campus PELL-ID

PELL-ID of attended campus. Change creates new origination record. Institution must change award amounts for student at original attended campus as necessary.

Identifier Change creates new origination record. If Attended Pell ID does not match value in Origination ID, then reject record If Attended Campus is not equal to Reporting Campus, then If Attended Pell ID is not a branch of the Reporting Pell ID or Central Funded, then reject.

41 46

45 58

5 13

A/N A/N

Yes No

ED Use Institution cross-reference

Reserved for future use. This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken. Reserved for expansion

Spaces Institution defined

59 60 61

59 60 67

1 1 7

A A/N N

No No Yes

Action Code Unused

Will always be BLANK Constant spaces

No editing

Award amount for entire school Must equal the award amount calculated by Dollars and cents. Use leading year the institution to be disbursed to this student zeros and report cents as ‘00’; for attendance for this entire Pell Grant award do not include the $ sign or year. decimal point. Range: 0000000 to AWARD AMOUNT MAXIMUM Estimated Disbursement Date #1 Date 1st disbursement to student is estimated CCYYMMDD: to be made. Range: N days prior to DISBURSEMENT START DATE (20010701) to DISBURSEMENT END DATE ( 20070930).

Cannot exceed Total Payment Ceiling award validation performed. Increases are required to be submitted to RFMS. Any change to origination data requires the Award Amount to be validated. If Date not within range, then set approved value to system date

68

75

8

N

Yes

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

9

PELL GRANT RECORD LAYOUTS Origination Record
Start 76 End 83 Length Type 8 N Required No Field Name Description Valid Values Processing notes/Edits If Date not within range, then set approved value to spaces. See Estimated Disbursement Date #2 Estimated Disbursement Date #2 Date 2nd disbursement to student is estimated CCYYMMDD: to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date #3 Date 3rd disbursement to student is estimated CCYYMMDD: to be made. Range:[see field position 68 in this record] or BLANK Estimated Disbursement Date #4 Date 4th disbursement to student is estimated CCYYMMDD: to be made. Range:[see field position 68 in this record] or BLANK Estimated Disbursement Date #5 Date 5th disbursement to student is estimated CCYYMMDD: to be made. Range:[see field position 68 in this record] or BLANK Estimated Disbursement Date #6 Date 6th disbursement to student is estimated CCYYMMDD: to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date #7 Date 7th disbursement to student is estimated CCYYMMDD: to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date #8 Date 8th disbursement to student is estimated CCYYMMDD: to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date #9 Date 9th disbursement to student is estimated CCYYMMDD: to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date Date 10th disbursement to student is CCYYMMDD: #10 estimated to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date Date 11th disbursement to student is CCYYMMDD: #11 estimated to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date Date 12th disbursement to student is CCYYMMDD: #12 estimated to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date Date 13th disbursement to student is CCYYMMDD: #13 estimated to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date Date 14th disbursement to student is CCYYMMDD: #14 estimated to be made. Range: [see field position 68 in this record] or BLANK Estimated Disbursement Date Date 15th disbursement to student is CCYYMMDD: #15 estimated to be made. Range: [see field position 68 in this record] or BLANK

84

91

8

N

No

92

99

8

N

No

See Estimated Disbursement Date #2

100

107

8

N

No

See Estimated Disbursement Date #2

108

115

8

N

No

See Estimated Disbursement Date #2

116

123

8

N

No

See Estimated Disbursement Date #2

124

131

8

N

No

See Estimated Disbursement Date #2

132

139

8

N

No

See Estimated Disbursement Date #2

140

147

8

N

No

See Estimated Disbursement Date #2

148

155

8

N

No

See Estimated Disbursement Date #2

156

163

8

N

No

See Estimated Disbursement Date #2

164

171

8

N

No

See Estimated Disbursement Date #2

172

179

8

N

No

See Estimated Disbursement Date #2

180

187

8

N

No

See Estimated Disbursement Date #2

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

10

PELL GRANT RECORD LAYOUTS Origination Record
Start 188 End 195 Length Type 8 D Required Yes Field Name Enrollment Date Description Valid Values Processing notes/Edits If blank or invalid, then set approved value to previous value or date reported Batch ID in Grant Header record. First date that the student was enrolled in an CCYYMMDD: * eligible program for the designated award Range: 20010101 - 20020630 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 2001-2002 funds, report the actual start date of the student's classes for that payment period. Flag to identify tuition ranges when the Value Tuition Range * As per table annual tuition is less than or equal to or BLANK: low tuition does minimum defined by low tuition and fees not apply table. Status of verification of applicant data by the A: Accurate school. C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Code to indicate the student’s incarcerated BLANK: Not incarcerated status for students incarcerated in local penal Y: Yes, the student is institutions, but are otherwise eligible to incarcerated in a local receive Federal Pell Grants. institution, but is otherwise eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Transaction number from eligible SAR used Must be numeric: 01 - 99 to calculate award Must equal the student's Expected Family Contribution from the ISIR or SAR. Range: 00000-EFC MAXIMUM.

196

196

1

A

No

Low Tuition & Fees code

If invalid, then set approved value to previous value or BLANK.

197

197

1

A

Yes

Verification Status code

Only one disbursement for an amount less than or equal to ½ of the Origination Award amount can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if the status remains W. If blank or invalid, then If selected by CPS, then set approved value to previous value or “W” ELSE set approved value to “N”.

198

198

1

A

No

Incarcerated Federal Pell Recipient code

If invalid, then set approved value to previous value or BLANK.

199

200

2

N

Yes

Transaction number

201

205

5

N

Yes

Expected Family Contribution (EFC)

If BLANK or NO Match with eligible app data, then reject record. Return last value reported on acknowledgment. If BLANK or NO Match with eligible app data, then reject record. Return last value reported on acknowledgment.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

11

PELL GRANT RECORD LAYOUTS Origination Record
Start 206 End 206 Length Type 1 N Required No Field Name Secondary Expected Family Contribution Description Valid Values Processing notes/Edits 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 acknowledgment. Code indicating which EFC value is used to O = Federal Pell Grant award determine award amount 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 Calendar which applies to this student's 1=Credit Hours - non-standard educational program. Must be valid or terms; system accepted to process record. 2 =Credit Hours - standard terms of quarters; 3 = Credit Hours - standard terms of semesters; 4 =Credit Hours - standard terms of trimesters; 5 = Clock hours; 6 = Credit Hours without terms;

207

207

1

N

Yes

Academic calendar

The academic calendar dictates which Payment Methodology can be accepted. Used in award amount validation. The following changes in Academic Calendar indicate need to change Payment Methodology. From To 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5 If AC invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default AC populated, then set accepted value to default. ELSE If Reporting Pell ID default AC populated, then set accepted value to default. ELSE If Payment Methodology = 4, then set accepted value to “5". ELSE set accepted value to “3".

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

12

PELL GRANT RECORD LAYOUTS Origination Record
Start 208 End 208 Length Type 1 N Required Yes Field Name Payment methodology Description Formula used to calculate the student's Federal Pell Grant Award. Valid Values Processing notes/Edits The Payment Methodology dictates the data required for Enrollment status, Weeks of instructional time, Weeks of instructional time in academic year, Credit/Clock Hours expected to complete, Credit/Clock Hours in academic year. Used in award amount validation. Academic Calendar and Payment Methodology must be logically consistent. PM AC 1 2, 3, or 4 2 2, 3, or 4 3 1, 2, 3, or 4 4 5 or 6 5 1, 2, 3, 4, 5 or 6 If invalid or BLANK, then set accepted value to previous value or “3". 1= (a)Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms equal or exceed 30 weeks, or have been granted waiver; or (b) School offers a summer term in addition to fall through spring terms, could calculate awards using Formula 1 or 2 and chooses to perform alternate calculation (AC: 2,3, or 4) 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC: 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC:1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC: 5 or 6) 5 = Programs of study by correspondence (AC: 1,2,3, or 4 denotes Formula 5B AC:5& 6 denotes Formula 5A) Must equal COA calculated by the institution Dollars and cents. Use leading following the Federal Pell Grant Payment zeros; do not include the $ regulations. sign or decimal point. Range: 0000000 - 9999999.

209

215

7

N

Yes

Cost of Attendance

Used in award amount validation. If invalid or BLANK, then set accepted value to previous value or “9999999".

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

13

PELL GRANT RECORD LAYOUTS Origination Record
Start 216 End 216 Length Type 1 A Required Field Name Description Valid Values Processing notes/Edits Used in award amount validation. BLANK only if Payment Methodology is either Formula 4 or if Payment Methodology is Formula 5 and Academic Calendar is 6. If PM does not equal 4; or if PM does not equal 5 and AC equal 6 and invalid or BLANK, then set accepted value to previous value or “1". ELSE if invalid, set accepted value to BLANK. If AC: 1, 2, 3, or 4 and Payment Methodology is 5 and Enrollment Status is reported as either Blank or a value other than 3 or 4, we must set the value equal to 3 and we must have a warning comment (W) go to the institution that says: Enrollment Status may never exceed half time when using Payment Methodology 5. Must be BLANK when using Payment Methodology 1. If invalid, out of range or greater than Weeks of instructional time in program’s definition of academic year, then accepted value equal to previous value or equal to Weeks for Academic Year. If supplied and not needed for payment methodology, ignore. Used in award amount validation. See Payment Methodology for AC information that determines if the PM is 5B or 5A. PM 1,2,3,5Enrollment status This student’s expected enrollment status for Blank (AC: 5 or 6) the entire award year. The Enrollment Status 1: Full-time (AC: 1, 2, 3, or 4 5 “Other” is used when the student’s and Payment Methodology enrollment is “mixed” or student attends more not equal to 5) than number of terms in a full academic year. 2: 3/4 time (AC: 1, 2, 3, or 4 Valid Values depend upon Academic and Payment Methodology Calendar and Payment Methodology fields. not equal to 5) 3: ½ time (AC: 1, 2, 3, or 4) 4: Less than ½ time (AC: 1, 2, 3, or 4) 5: Other (AC: 1, 2, 3, or 4 and Payment Methodology not equal to 5)

217

218

2

A

Pay Meth Weeks of instructional time used Total Number of weeks on instructional time 2,3,4,5 to calculate payment provided by this student’s Program of Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: 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 student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student.

Blank (Payment Methodology 1) 00 – 78 (Payment Methodology 2, 3, 4, or 5) IF PM=2 Must be < 30 IF PM=3 Must be valid range IF PM=4 Must be valid range IF PM=5 Must be valid range

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

14

PELL GRANT RECORD LAYOUTS Origination Record
Start 219 End 220 Length Type 2 A Required Field Name Description Valid Values Blank (PM: 1) 30 – 78 (May never be less than the number provided in positions 217 – 218 Weeks of instructional time used to calculate payment field of Origination record. If > 78 set to 30. Processing notes/Edits Pay Meth Weeks of inst. time in program's Total number of weeks of instructional time 2,3,4,5 definition of academic year in the institution’s definition of a full academic year for this student’s Program of Study.

*

221

224

4

A

Pay Meth Cr/Clock hrs in Award Year 4,5

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 (Unless Payment Methodology 5 and AC 6, or Payment Methodology 4) or Ranges: 0000-3120 AC = Clock Hour (5) 0000-0100 AC = Credit Hours without terms(6)

225

228

4

A

Pay Meth Cr/Clock hours in this student’s Total number of credit or clock hours in the Blank (Unless Payment 4,5 program of study’s academic institution’s definition of a full academic year Methodology 5 and AC 6, or year for this student’s Program of Study. Payment Methodology 4) or ranges: 0900-3120 Academic calendar 5 0024-0100 Academic calendar 6

Can be blank when using Payment Methodology 1. Can never be less than previous field. If invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default Weeks populated, then set accepted value to default. ELSE If Reporting Pell ID default Weeks populated, then set accepted value to default. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can be blank when using Payment Methodologies 1,2, 3, & 5. If invalid, out of range or greater than Credit/clock hours in this student’s program of study’s academic year, then accepted value equal to previous value or equal to Cr/Clock Hrs for Academic Year. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be blank if PM 5 and AC 6. Can be blank when using Payment Methodologies 1,2, 3, & 5. If invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default Hours populated, then set accepted value to default. ELSE If Reporting Pell ID default Hours populated, then set accepted value to default. ELSE set accepted value to 900 if Academic Calendar = 5 or set accepted value to 24 if Academic Calendar = 6. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be less than previous field.

229 232

231 250

3 19

A/N A

Institution Internal Sequence Number Unused Unused

No

This is an internal sequence number the institution can define. Reserved for expansion

Institutional defined Constant spaces

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

15

PELL GRANT RECORD LAYOUTS Origination Record
Start End Length Type 250 Required Field Name Total Record Length Description Valid Values Processing notes/Edits

NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period * identifies fields in which Valid Values or Processing notes/Edits have been modified or added.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

16

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 1 End 23 Length Type 23 A/N Required Yes Field Name Origination ID Description Unique number used to identify an origination Valid Values Format: 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL- ID Orig Sequence Number - 00 001010001 - 999999999 Identifier Processing notes/Edits

24 33

32 34

9 2

N A

Yes Yes

Original SSN Original Name Code

Student's SSN from original FAFSA

Identifier Identifier

35

40

6

N

Yes

Attended Campus PELL-ID

41 46

45 58

5 13

A/N A/N

Yes No

ED Use Institution cross-reference

Student's name code from original FAFSA Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name PELL-ID of campus attended. Change Valid PELL-ID creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. Reserved for future use. Spaces This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken Institution defined

Identifier

59

59

1

A

No

Action Code

60 61

60 67

1 7

A/N N

No Yes

Unused Accepted Award amount for entire school year

Reserved for expansion

Valid Codes: A: Accepted - all fields accepted C: Corrected - one or more fields corrected D: Duplicate accepted record at RFMS E: Rejected - record was rejected Constant spaces

Must equal the award amount calculated by Dollars and cents. Use leading the institution to be disbursed to this student zeros and report cents as ‘00’; do for attendance for this entire Pell Grant not include the $ sign or decimal award year. point. Range: 0000000 to AWARD AMOUNT MAXIMUM

#

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

17

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 68 End 75 Length Type 8 N Required Yes Field Name Accepted Estimated Disbursement Date #1 Description Date 1st disbursement to student is estimated to be made. Valid Values Format: CCYYMMDD Range: N days prior to DISBURSEMENT START DATE (20010701) to DISBURSEMENT END DATE( 20070930). 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 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 Processing notes/Edits

#

76

83

8

N

No

Accepted Estimated Disbursement Date #2 Accepted Estimated Disbursement Date #3 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 Accepted Estimated Disbursement Date #11 Accepted Estimated Disbursement Date #12 Accepted Estimated Disbursement Date #13 Accepted Estimated Disbursement Date #14

Date 2nd disbursement to student is estimated to be made. 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. 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.

# # # # # # # # # # # # #

84

91

8

N

No

92

99

8

N

No

100

107

8

N

No

108

115

8

N

No

116

123

8

N

No

124

131

8

N

No

132

139

8

N

No

140

147

8

N

No

148

155

8

N

No

156

163

8

N

No

164

171

8

N

No

172

179

8

N

No

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

18

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 180 End 187 Length Type 8 N Required No Field Name Accepted Estimated Disbursement Date #15 Description Date 15th disbursement to student is estimated to be made. Valid Values Processing notes/Edits CCYYMMDD: Range: [see field position 68 in this record] or BLANK Accepted Enrollment Date First date that the student was enrolled in an CCYYMMDD: eligible program for the designated school Range: 20010101 - 20020630 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 2001-2002 funds, report the actual start date of the student's classes for that payment period. Accepted Low Tuition & fees Flag to identify tuition ranges when the Value Tuition Range * As per table flag annual tuition is less than or equal to minimum defined by low tuition and fees or BLANK: low tuition does not apply table. Accepted Verification status flag Status of verification of applicant data by A: Accurate * the school. C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Accepted Incarcerated Federal Code to indicate the student’s incarcerated BLANK: Not incarcerated Pell Recipient code status for students incarcerated in local Y: Yes, the student is penal institutions, but are otherwise eligible incarcerated in a local institution, to receive Federal Pell Grants. but is otherwise eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Accepted Transaction number Transaction number from eligible SAR used Must be numeric: 01 - 99 to calculate award Accepted Expected Family Must equal the student's Expected Family Range: 00000-EFC MAXIMUM. Contribution (EFC) Contribution from the ISIR or SAR May be the primary or secondary EFC value.

# #

188

195

8

D

Yes

196

196

1

A

No

#
Only one disbursement for an amount less than or equal to ½ of the Origination Award amount can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if the status remains W. If blank or invalid, then If selected by CPS, then set approved value to previous value or “W” ELSE set approved value to “N”.

197

197

1

A

Yes

# #

198

198

1

A

No

199 201

200 205

2 5

N N

Yes Yes

# #

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

19

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 206 End 206 Length Type 1 A Required No Field Name Accepted Secondary Expected Family Contribution Description Valid Values Processing notes/Edits Code indicating which EFC value is used to O= Federal Pell Grant determine award amount 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. Calendar which applies to this student's 1= Credit Hours educational program. Must be valid or non-standard terms; system accepted to process record. 2= Credit Hours standard terms of quarters; 3= Credit Hours standard terms of semesters; 4= Credit Hours standard terms of trimesters; 5= Clock hours; 6= Credit Hours without terms;

#

207

207

1

N

Yes

Accepted Academic calendar

#

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

20

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 208 End 208 Length Type 1 N Required Yes Field Name Description Valid Values Processing notes/Edits Accepted Payment methodology Formula used to calculate the student's Federal Pell Grant. 1= (a)Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms equal or exceed 30 weeks, or have been granted waiver; or (b) School offers a summer term in addition to fall through spring terms, could calculate awards using Formula 1 or 2 and chooses to perform alternate calculation (AC: 2,3, or 4) 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC: 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC:1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC: 5 or 6) 5 = Programs of study by correspondence (AC: 1,2,3, or 4 denotes Formula 5B AC:5& 6 denotes Formula 5A) Must equal COA calculated by the Dollars and cents. Use leading institution following the Federal Pell Grant zeros; do not include the $ sign Payment regulations. or decimal point. Range: 0000000-9999999. The code that applies to the student's Blank or expected enrollment status for the AWARD 1: Full-time; YEAR. Changes to this field will be 2: 3/4 time; accepted for the entire award year. 3: ½ time; Must be valid when Payment Methodologies 4: Less than ½ time 1, 2, 3 or 5 are used. 5: Other

#

209

215

7

N

Yes

Accepted Cost of Attendance

# #

216

216

1

A

PM 1,2,3,5Accepted Enrollment status

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

21

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 217 End 218 Length Type 2 A Required Field Name Description Valid Values Processing notes/Edits Pay Meth Accepted Weeks of instructional Total Number of weeks on instructional Blank or 2,3,4,5 time used to calculate payment time provided by this student’s Program of 00 - 78 Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: 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 student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. Pay Meth Accepted Weeks of inst. time in The number of weeks of instructional time Blank or 2,3,4,5 program's definition of academic in the program's academic year. 30 - 78 year Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. Pay Meth Accepted Cr/clock hours in Total number of credit/clock hours in all Blank or 4,5 Award Year payment periods institution expects this Ranges: student to attend and be paid for during this 0000-3120 Academic calendar 5 Federal Pell Grant Award year. 0000-0100 Academic calendar 6 Pay Meth Accepted Cr/Clock hours in this Number of credit or clock hours in this Blank or 4,5 student’s program of study’s student's educational program's academic Range: academic year year definition. 0900-3120 Academic calendar 5 Must be valid when Payment Methodologies 0024-0100 Academic calendar 6 4 or 5 are used. No Institution Internal Sequence This is an internal sequence number the Institutional defined Number institution can define. Unused Unused Reserved for expansion Constant spaces

#

219

220

2

A

# # #

221

224

4

A

225

228

4

A

229 232

231 250

3 19

A/N A

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

22

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 251 End 255 Length Type 5 N Required Field Name Description Scheduled amount for a full time student. Valid Values Processing notes/Edits Output Scheduled Federal Pell Grant Range: 00000 – AWARD AMOUNT MAXIMUM Previously Accepted Transaction Transaction number that was previously 01 - 99 Number accepted and currently stored by RFMS for or BLANK if Origination not this student. This field will only be rejected. populated for rejected originations. Previously Accepted EFC EFC that was previously accepted and Range: 00000-EFC MAXIMUM. currently stored by RFMS for this student. or BLANK if Origination not This field will only be populated for rejected rejected. originations. Previously Accepted Secondary Secondary EFC Code that was previously O= Federal Pell Grant award EFC Code accepted and currently stored by RFMS for previously based on the this student. This field will only be secondary EFC and reported to populated for rejected originations. 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 or if Origination not rejected. Previously Accepted Cost of COA previously accepted and currently Dollars and cents. Use leading Attendance stored by RFMS for this student. This field zeros; do not include the $ sign will only be populated for rejected or decimal point. originations. Range: 0000000-9999999. Origination warning/reject List of up to twenty five 3 digit Twenty-Five edit/reject codes of: reasons reject/warning codes which occurred during 000 - 999 processing of this origination record. Only Position XXX-XXX: 1st code edit codes hit will display in the field. Position XXX-XXX: 2nd code Otherwise, this space will be zero filled. Position XXX-XXX: 3rd code... Position YYY-YYY: 25th code ED Use Flags Flags that are set to inform institutions of Format: modifications that have been made to their 0000000000 database and require immediate action to Where: rectify Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th thru 10th - Reserved for future use . Total Record Length

256

257

2

N

Output

258

262

5

N

Output

263

263

1

N

Output

264

270

7

N

Output

271

345

75

N

Output

346

355

10

N

Output

355

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

23

PELL GRANT RECORD LAYOUTS # If record has been rejected, Action Code = E, reported data is returned on the record. * identifies fields in which Valid Values or Processing notes/Edits have been modified or added. Disbursement Record
Start 1 End 23 Length Type 23 A/N Required Yes Field Name Origination ID Description Valid Values Processing notes/Edits Identifier If Origination ID does not match on RFMS database, then reject record. Unique number used to identify the Format: origination for which the disbursement is to 999999999XX200200199900 be applied against. Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL-ID Orig Sequence Number - 00 This field can contain any cross reference Institution defined information useful to the institution to identify student records internally. Action code Will always be blank

24

36

13

A/N

No

Institution cross-reference

37 38

37 39

1 2

A N

No Yes

Action Code

No editing Identifier 91-99 are Reserved for RFMS system generated disbursements If number is equal to number associated with Origination ID, then reject record as duplicate. If first accepted disbursement, then must equal “P”.

Disbursement Reference NumberNumber of this disbursement. RFMS will Must be numeric: 01 - 90 send disbursement number 91-99 for system generated disbursement.

40

40

1

A

Yes

Debit/ Credit Indicator Flag

41

47

7

N

Yes

Disbursement Amount

48

55

8

D

Yes

Disbursement Date

Indicates whether the Reported P : positive Disbursement Amount is an increase or a N : negative decrease to the total amount that has been disbursed to the student for the award year. Amount of disbursement for student Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-AWARD AMOUNT MAX Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20010621 - 20070930

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.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

24

PELL GRANT RECORD LAYOUTS Disbursement Record
Start 56 End 63 Length Type 8 D Required No Field Name Payment Period Start Date Description Beginning date of the Payment Period Valid Values CCYYMMDD: Range: PP START (20010101) to PP END DATE (20020630) Or Blank Processing notes/Edits 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.

64

100

37 100

A

Unused Unused Total Record Length

Reserved for future expansion

Constant spaces

An Adjustment to a Disbursement record is supplied in this same format.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

25

PELL GRANT RECORD LAYOUTS Disbursement Acknowledgment Record
Start 1 End 23 Length Type 23 A/N Required Yes Field Name Origination ID Description Valid Values Identifier Processing notes/Edits Unique number used to identify the Format: origination for which the disbursement is to 999999999XX200200199900 be applied against. Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID Orig Sequence Number - 00 Institution cross-reference This field can contain any cross reference Institution defined information useful to the institution to identify student records internally. Action Code/Status Code to indicate processing status of Valid Codes: disbursement. A: Accepted disbursement amount C: Corrected disbursement amount D: Duplicate accepted record at RFMS E: Rejected - record was rejected Disbursement Reference number Number of the disbursement. RFMS will Must be numeric: 01 - 90 send disbursement number 91-99 for system generated disbursement. Accepted Debit/ Credit Indicator Indicates whether the Reported P : positive Flag Disbursement Amount is an increase or a N : negative decrease to the total amount that has been disbursed to the student for the award year. Accepted Disbursement amount Amount of disbursement for student. If an Dollars and cents. Use leading adjustment, this value is a replacement zeros; do not include the $ sign amount. or decimal point. Range: 0000000-AWARD AMOUNT MAX Disbursement date Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20010621 - 20070630 Payment Period Start Date Beginning date of the Payment Period CCYYMMDD: Range: PP START (20010101) to PP END DATE (20020630) Or Blank

24

36

13

A/N

No

37

37

1

A

Yes

38

39

2

N

Yes

Identifier 91-99 are Reserved for RFMS system generated disbursements

40

40

1

A

Yes

# # If the disbursement amount is invalid on
the input record it will be returned as all zeros on the rejected record.

41

47

7

N

Yes

48 56

55 63

8 8

N D

Yes No

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.

64

100

37

A

Unused Unused

Reserved for future expansion

Constant spaces

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

26

PELL GRANT RECORD LAYOUTS Disbursement Acknowledgment Record
Start 101 End 107 Length Type 7 N Required Field Name Description Valid Values Processing notes/Edits Output YTD Disbursed Amount Total amount that has been disbursed to the Dollars and cents. Use leading student for the award year zeros; do not include the $ sign or decimal point. Range: 0000000-AWARD AMOUNT MAX Three digit comment codes indicating the Twenty-Five edit/reject codes of: results of Federal Pell Grant processing. 000 - 999 Maximum of 25 comments will appear in a Position XXX-XXX: 1st code single acknowledgment record. If less than Position XXX-XXX: 2nd code... 25 comments, zero filled. Position YYY-YYY: 25th code Flags that are set to inform institutions of modifications that have been made to their database and require immediate action to rectify Format: 0000000000 Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th thru 10th - Reserved for future use . Constant spaces

108

182

75

N

Output Edit/Comment codes

183

192

10

N

Output ED Use Flags

193

200

8 200

A

Unused Unused Total Record Length

Reserved for future expansion

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

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

27

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record - Summary
Start 1 2 8 End Length 1 7 18 1 6 11 Type A N A/N Required Output Output Output Field Name Record Indicator Reporting Campus PELL-ID Grantee DUNS Number Description Indicates the record is summary or detail. PELL-ID of reporting campus Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. Valid Values Constant “S”- Summary level account status Valid PELL-ID Valid DUNS number. Format: 999999999BB where 999999999 is a unique number and BB are Blanks. Constant spaces Valid GAPS Award number. Format: P063P CCYYXXXX Where “P” - constant for PO Indicator “063" – constant for CFDA Number "P" – constant " " 3 spaces CCYY – Beginning year of school year pair ‘2001’. XXXX – unique value for each funded institution Range: 00000-99999 Valid Date in CCYYMMDD format. Will always equal zero for institutions who are obligate only accounts for the whole year. Will always equal zero for institutions who are obligate only accounts for the whole year. Will always equal zero for institutions who are obligate only accounts for the whole year. Will always equal zero for institutions who are obligate only accounts for the whole year. Will always equal zero for institutions who are obligate only accounts for the whole year. Processing notes/Edits

19 30

29 45

11 16

A/N A/N

Output Output

Unused GAPS Award Number

Reserved for future expansion Used to identify a unique funding for an institution. Comprised of the following fields: PO Indicator CFDA Number CFDA Subprogram Id Subprogram Fiscal Year Sequence Number

46 51 59

50 58 69

5 8 11

N D A/N

Output Output Output

Accounting Schedule Number Sequence number assigned by RFMS to track Accounting schedules. Accounting Schedule Date Date of Current Accounting schedule. Previous Obligation Amount Amount of institution’s total obligation prior to this adjustment.

70

80

11

A/N

Output

81

91

11

A/N

Output

92

102

11

A/N

Output

103

113

11

A/N

Output

Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 Obligation Adjustment Adjustment of the obligations for this Accounting Dollars and cents. Right justify, left zero fill; Amount cycle . do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 Current Obligation Amount Amount of institution’s current obligation Dollars and cents. Right justify, left zero fill; balance. do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 Previous Obligation/Payment Amount of institution’s previous payment Dollars and cents. Right justify, left zero fill; Amount balance. do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 or Blank. Obligation/Payment Total of all adjustments to payment for the GAPS Dollars and cents. Right justify, left zero fill; Adjustment Amount Award Number. do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 or Blank.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

28

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record - Summary
Start 114 End Length 124 11 Type A/N Required Output Field Name Current Obligation/Payment Amount Description Valid Values Processing notes/Edits Will always equal zero for institutions who are obligate only accounts for the whole year. Amount of institution’s current payment balance.. Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 or Blank. YTD Total Unduplicated Year to date number of unduplicated recipients Range: 000000000 - 999999999 Recipients for institution. or Blank YTD Accepted Disbursement YTD Total of disbursements accepted by RFMS. Dollars and cents. Right justify, left zero fill; Amount do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 or Blank YTD Posted Disbursement YTD Total of disbursements sent to and Dollars and cents. Right justify, left zero fill; Amount acknowledged by GAPS. do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 or Blank YTD Administrative Cost YTD amount of ACA paid to the institution. Dollars and cents. Right justify, left zero fill; Allowance (ACA) do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 or Blank GAPS Drawdown/Payment The sum of DD instigated by the school, Direct Dollars and cents. Right justify, left zero fill; payments for Obligation/Payment accounts less do not include the $ sign or decimal point. Returns and Refunds. 0000000000000 - 99999999999999 or Blank Date of Last Activity in GAPS The date GAPS last posted a transaction for the Valid date in CCYYMMDD format. GAPS Award number. Payment Control Number The reference number for the last payment sent to Valid Payment Control Number or all zeros. the institution. Unused Total Record Length Reserved for future expansion Constant spaces

125 132

131 142

7 11

N N

Output Output

143

153

11

N

Output

154

164

11

N

Output

165

177

13

N

Output

178 186 199

185 198 200

8 13 2 200

D N A

Output Output Unused

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

29

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record – Detail
Start 1 2 8 End Length 1 7 18 1 6 11 Type A N A/N Required Output Output Output Field Name Record Indicator Reporting Campus Pell-ID Grantee DUNS Number Description Indicates the record is summary or detail. Pell-ID of reporting campus Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. Valid Values Constant “D” - Detailed institution activity Valid Pell-ID Valid DUNS number. Format: 999999999BB where 999999999 is a unique number and BB are blanks. Constant spaces. Valid GAPS Award number. Format: P063P CCYYXXXX Where “P” - constant for PO Indicator “063" - constant for CFDA Number ‘P/J/Q/R’ constant for CFDA Subprogram ID P: Advance funded (Obligate only) J: Just in Time (Obligate/Pay) R: Reimbursement (Obligate/Pay) Q: ACA (Obligate/Pay) " " – 3 spaces CCYY – Beginning year of school year pair ‘2001’. XXXX – unique value for each funded institution Valid Date in CCYYMMDD format. Processing notes/Edits

19 30

29 45

11 16

A/N A/N

Output Output

Unused GAPS Award Number

Reserved for future expansion Used to identify a unique funding for an institution. Comprised of the following fields: PO Indicator CFDA Number CFDA Subprogram Id Subprogram Fiscal Year Sequence Number

46 54

53 54

8 1

D A

Output Yes

Transaction Date Debit/ Credit Indicator Flag

Effective date of accounting transaction sent to GAPS. Indicates whether the Reported Disbursement P : positive Amount is an increase or a decrease to the total N : negative amount that has been disbursed to the student for the award year. Amount of institution’s adjustment batch.

55

65

11

A/N

Output

Adjustment Amount

66

73

8

D

Output

GAPS Process Date

The date GAPS processed adjustment batch.

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

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

30

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record – Detail
Start 74 End Length 99 26 Type A/N Required Output Field Name Adjustment Batch ID Description Batch ID which generated the adjustment. Valid Values Format: CCYYXX999999CCYYMMDDHHMMSS where: XX - #D: Disbursements CCYY - End year of school year pair: ‘2002' 999999 -Reporting Pell ID CCYYMMDD-date batch created HHMMSS - time batch created Constant spaces Processing notes/Edits

100

200

101 200

A

Unused

Unused Total Record Length

Reserved for future expansion.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

31

PELL GRANT RECORD LAYOUTS Institution Data Record
Start 1 End 6 Length 6 Type N Required Yes Pell-ID Field Name Description Pell-ID assigned the Federal Pell Program for the participating campus. Valid Values Must be a valid Pell-ID code. Processing notes/Edits Change applies to all records with the same Pell-ID , unless further identification (DUNS #) is provided to change only a particular institution

7

17

11

N

No

DUNS Number

18 53 88 113

52 87 112 114

35 35 25 2

A/N A/N A/N A/N

No No No No

Institution street mailing address - Line 1 Institution street mailing address - Line 2 Institution mailing city Institution mailing state

Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. This field is optional. Line 1 of the street or post office box address of institution. Line 2 of the street or post office box address of institution The city in which the institution is located

Valid DUNS number. Format: 999999999BB where 999999999 is a unique number and BB are Blanks. May be Blank. May be Blank. May be Blank.

Used to identify an institution that may be referenced by more than one Pell-ID.

BLANK if unchanged. May edit to determine change of ownership BLANK if unchanged. BLANK if unchanged. BLANK if unchanged.

115 124

123 173

9 50

A/N A/N

No No

Mailing Zip code FAA Email Address

The two-character code assigned by the US May be Blank. Postal Service to the state or other entity in which the institution is located The zip code plus 4 of the institution May be Blank. Internet address of an authorized official. Do not provide an e-mail address usable only with your school’s internal e-mail system.

BLANK if unchanged. BLANK if unchanged.

174

203

30

A/N

No

Financial Aid Administrator (FAA) name

204

217

14

A/N

No

FAA telephone number

Enter the full name of the institutional administrator officially responsible for the accuracy and completeness of the data, starting with first name, e.g., JOHN E DOE. Do not use titles or punctuation. Do not enter the name of your service agent. Phone number for the FAA indicated previously, including area code and extension. Do not enter the number for your service agent.

May include blanks and special characters.

BLANK if unchanged. Are we going to allow updating?

Numeric only. No parentheses or dashes.

BLANK if unchanged.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

32

PELL GRANT RECORD LAYOUTS Institution Data Record
Start 218 End 231 Length 14 Type A/N Required No Field Name FAA fax number (Optional) Description Fax number used by the FAA indicated previously, including area code. Do not enter the number for your service agent. Code that best describes the type of institution Valid Values Numeric only for first 10 positions. No parentheses or dashes. Last 4 positions should be blank. 1= Less than 1 year 2= 1 year, less than 2 years 3= 2 years, less than 3 years 4= 3 years, less than 4 years 5= 4 years (baccalaureate) 6= 5 years or more Otherwise, leave blank. Processing notes/Edits

* BLANK if unchanged.
BLANK if unchanged.

232

232

1

A

No

Institution type

233

233

1

A

No

Financial control

The source of financial control for your institution in Pell Grant files, use the code that best describes your institution.

1= Public 2= Private, nonprofit 3= Proprietary Otherwise, leave blank.

BLANK if unchanged.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

33

PELL GRANT RECORD LAYOUTS Institution Data Record
Start 234 End 234 Length 1 Type A Required No Field Name Academic calendar Description Valid Values Processing notes/Edits BLANK if unchanged. The academic calendar in Pell Grant files, 1 = Institution uses nonstandard use the code that best describes the MAJOR academic terms and measures type of academic term your institution uses. 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 clockhours 6 = Institution does not use terms, but does measure academic progress by credit hours Otherwise, leave blank. Weeks of inst. time in program's The number of weeks of instructional time Blank or definition of academic year in the program's academic year. 30 - 78 Cr/clock hrs in program's The number of hours/credit hours in your Use leading zeroes and the definition of academic year school’s academic year definition in Pell applicable range: Grant file. 0900 – 3120 for AC = 5 0024 - 0100 for AC = 6 Otherwise, leave blank. Total Record Length

235 237

236 240

2 4

A/N A/N

No No

BLANK if unchanged.

240

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

34

PELL GRANT RECORD LAYOUTS Institution Data Acknowledgment Record
Start 1 End Length Type 6 6 N Required Yes Pell-ID Field Name Description Pell-ID assigned the Federal Pell Program for the participating campus. Valid Values Must be a valid Pell-ID code. Processing notes/Edits Change applies to all records with the same Pell-ID , unless further identification (DUNS #) is provided to change only a particular institution Completed by RFMS as a result of Batch editing. Completed by RFMS as a result of Batch editing.

7 8

7 31

1 24

A N

No

Action Status

Code to indicate the status of institution data A - Institution Data Record Accepted record receipt. E - Institution Data Record Rejected List of up to eight 3 digit batch reject reason Reject Reasons format: 000 - 199 codes which occurred during initial editing Position X-X: 1st reject reason code of the batch. Only reject reason codes hit Position X-X: 2nd reject reason code will display in this field. Otherwise, this Position X-X: 3rd reject reason code... space will be zero filled. Position XX-XX: 8th reject reason code Reserved for future expansion Constant spaces

Output Batch Reject Reasons

32

106

75 106

A

Unused Unused Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

35

PELL GRANT RECORD LAYOUTS Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 1 End 6 Length 6 Type N Required Yes Field Name Description Valid Pell-ID Valid Values Processing notes/Edits If all zeros are entered and the request is a Year to Date request then a YTD file will be generated for the reporting campus and each attended campus associated with the reporting campus. A separate Year to Date file will be generated for each Pell ID. Requesting Attended Campus Pell-ID campus on Pell-ID

7

7

1

A

Yes

8

8

1

A

No

9

34

26

A

Unused

M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-To-Date Requested Output Media Type Code for type of media to use when E = Send output by Electronic File sending output data. BLANK = Send output on media type on which the request was made Unused Reserved for future expansion Constant spaces

Request type

Code for data request type.

Cannot be blank for requests from the WEB.

35

35

1

A

Type M

Multiple Reporting Request Code 1 Multiple Reporting Request Code 2

36

36

1

A

Type M

37

47

11

A

Type M

Student ID

48

53

6

N

Type M

MR institution Pell-ID

54

77

23

A

Type Y

Origination ID

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 The Student SSN and Name code for Blank or which a MR is requested. Only 001010001XX - 999999999XX required if MR Code 2 equals S. where XX is: Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name The institution code for which MR Blank or listings are requested. Only required Valid Pell-ID if the MR Code 2 equals I. The Origination ID for which a Year Format: to Date is Requested. 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID Orig Sequence Number - 00

Indicates the institution is requesting origination or disbursement information. Indicates the institution is requesting by selected student, selected institution, or all students.

O = Send origination information D = Send disbursement information There may be multiple detail records to accommodate the number of Student IDs or institution numbers listed for the attended campus institution.

Must be non-blank MRR Code 2 equals S.

Must be non-blank if MRR Code 2 equals I.

If Request Type is Y and the Origination ID is nonblank then the YTD will be generated for that Origination ID. If the Origination ID is not found or invalid the request will be rejected.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

36

PELL GRANT RECORD LAYOUTS Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 78 End 100 Length 22 100 Type A Required Unused Unused Total Record Length Field Name Description Reserved for future expansion Valid Values Constant spaces Processing notes/Edits

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

37

PELL GRANT RECORD LAYOUTS Data Request Acknowledgments: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 1 End 6 Length 6 Type N Required Yes Field Name Description Valid Pell-ID Valid Values Processing notes/Edits If all zeros are entered and the request is a Year to Date request then a YTD file will be generated for the reporting campus and each attended campus associated with the reporting campus. A separate Year to Date file will be generated for each Pell ID. Requesting Attended Campus Pell-ID campus on Pell-ID

7

7

1

A

Yes

8

8

1

A

No

9

34

26

A

Output

35

35

1

A

Output

36

36

1

A

Output

37

47

11

A

Output

48

53

6

N

Output

M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-To-Date Requested Output Media Type Code for type of media to use when E= Send output by Electronic file sending output data. BLANK = Send output on media type on which the request was made Pell Batch ID Batch ID requested to be replaced. Format: CCYYXX999999CCYYMMDDHHM MSS Where: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting Pell ID CCYYMMDD-date batch created HHMMSS - time batch created Multiple Reporting Request Indicates the institution is requesting O = Send origination information Code 1 origination or disbursement D = Send disbursement information information. Multiple Reporting Request Indicates the institution is requesting A = Send list of other institutions for all Code 2 by selected student, selected students institution, or all students. S = Send other institutions for students listed in record. I = Send students for institution listed in record MR Student ID The Student SSN and Name code for Blank or which a MR is requested. Only 001010001XX - 999999999XX required if the MRR Code 2 equals S. where XX is: Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name MR Institution Pell-ID The institution code for which MR Blank or listings are requested. Only required Valid Pell-ID if the MRR Code 2 equals I.

Request type

Code for data request type.

.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

38

PELL GRANT RECORD LAYOUTS Data Request Acknowledgments: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 54 End 76 Length 23 Type A Required Output Field Name Origination ID Description Valid Values Processing notes/Edits If Request Type is Y and the Origination ID is not blank and the User requested this field on their request. If the Origination ID is not found or invalid the request will be rejected. The Origination ID for which a Year Format: to Date is Requested. 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID Orig Sequence Number - 00 Code to indicate action to be taken Valid Codes: A: Accepted - all fields accepted C: Corrected - one or more fields corrected E: Rejected - record was rejected List of up to seven 3 digit comment Comment format: 000 - 199 codes which occurred during Position XX-XX:1st comment code processing of the data request. Position XX-XX :2nd comment code... Position XX-XXX: 7th comment code Reserved for future use Constant spaces

77

77

1

A

Output

Action Code

78

98

21

N

Output

Edit/Comment Codes

77

100

2 100

A

Output

Unused Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

39

PELL GRANT RECORD LAYOUTS Multiple Reporting Record
Start 1 End Length Type 2 2 A Required Output Field Name Record type Description Valid Values Processing notes/Edits Code that indicates the reason the institution RO: Originated Institution is receiving the record. RD: Disbursed Institution 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 VW: Verification W SI: Shared SAR ID Requesting Institution Pell-ID Pell-ID of the requesting attended campus Must be a valid Pell-ID assigned by the of the student. Will be blank for concurrent Department of Education. enrollment and potential over award May be BLANK. records. Multiple Reporting Request Indicates the institution is requesting O = Send origination information Code 1 origination or disbursement information. D = Send disbursement information Will be blank for concurrent enrollment and May be BLANK. potential over award records. Multiple Reporting Request Indicates the institution is requesting by A = Send list of other institutions for all Code 2 selected student, selected institution, or all students students. Will be blank for concurrent S = Send list of other institutions for enrollment and potential over award students listed in record. records. I = Send student for institution listed in record May be blank. MR Student ID The Student SSN and Name code for which Blank or a MR is requested. Will be blank for 001010001XX - 999999999XX concurrent enrollment and potential over where XX is: award records. Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name MR Institution Pell-ID The institution code for which MR are Valid Pell-ID. May be blank. requested. Will be blank for concurrent enrollment and potential over award records. Student Original SSN Student’s Original SSN from the origination 001010001 - 999999999 record.

3

8

6

N

Request output

9

9

1

A

Request output

10

10

1

A

Request output

11

21

11

A

Request output

22

27

6

N

Request output

28

36

9

N

Output

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

40

PELL GRANT RECORD LAYOUTS Multiple Reporting Record
Start 37 End Length Type 38 2 A Required Field Name Description Student’s name code from the origination record. Valid Values Processing notes/Edits Output Original Name Code Uppercase A to Z; .(period); ‘(apostrophe); -(dash) Blank (no last name). Pell-ID of the attended campus of the Must be a valid Pell-ID assigned by the student. Use the record type to interpret the Department of Education. relationship this institution has to the institution receiving this record. The name of the institution.

39

44

6

N

Output

Institution Pell-ID

45 115

114 149

70 35

A/N Output A/N Output

Institution name

Institution street address - Line The street or post office box address of 1 institution. Institution street address - Line The street or post office box address of 2 institution. Institution city The city in which the institution is located.

150 185

184 209

35 25

A/N Output A/N Output

210

211

2

A

Output

Institution state

The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located. The zip code of the institution. The full name of the institutional May include blanks and special administrator officially responsible for the characters. accuracy and completeness of the data, starting with first name, e.g., JOHN E DOE. The working phone number for the person Includes area code, but not parentheses indicated as FAA. or dashes. The working fax number used by the person May be BLANK. Otherwise Includes indicated as FAA. area code, but not parentheses or dashes. Internet address of an authorized official. May be BLANK.

212 221

220 250

9 30

A/N Output A/N Output

Zip code Financial Aid Administrator (FAA) name

251 261 271

260 270 320

10 10 50

N

Output

FAA telephone number FAA fax number (Optional) Internet address

A/N Output A/N Output

321

327

7

N

Output

Scheduled Federal Pell Grant

328 335

334 336

7 2

N N

Output Output

Origination Award Amount Transaction Number

Scheduled Federal Pell Grant for a student with this EFC and COA attended full-time for a full academic year Annual award amount supplied on the origination record. Transaction number from the eligible SAR used to calculate the award.

Range: 0000000-AWARD AMOUNT MAX Range: 0000000-AWARD AMOUNT MAX Range: 01-99

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

41

PELL GRANT RECORD LAYOUTS Multiple Reporting Record
Start 337 End Length Type 341 5 N Required Output Field Name Description Valid Values Range: 00000-EFC MAXIMUM Processing notes/Edits Expected Family Contribution Amount of the student’s Expected Family Contribution from the SAR used to calculate the award. Enrollment Date First date the student was enrolled in an eligible program for the award year. Origination Create Date Date the origination was created in RFMS.

342 350 358

349 357 364

8 8 7

365 373 381

372 380 385

8 8 5

386

395

10

396 412 424 425 433

411 423 424 432 450

16 12 1 8 27 450

CCYYMMDD Range: 20010101 - 20020630 D Output CCYYMMDD Range: 20010401 – 20070930 N Output Total of Disbursements Total amount of all disbursements accepted Range: Accepted by the Federal Pell Grant Program for the 0000000-AWARD AMOUNT MAX POP student. D Output Last Activity Date Date of the last payment was received from Format: CCYYMMDD the institution. D Output Next Estimated Disbursement Date of next estimated disbursement date. Blank or CCYYMMDD Date Range: 20010101 – 20070930 N Output Eligibility Used The percentage of the student’s eligibility Format: 000.00% The last two digits used by the institution. represent less than 1 percent. Field does not include decimal point or %. N Output ED Use Flags Flags that are set to inform institutions of Format: modifications that have been made to their 0000000000 database and require immediate action to Where: rectify Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th thru 10th - Reserved for future use . A/N Output Student’s Last Name The last name of the student. A – Z, 0 – 9, period, apostrophe, hyphen or blank A/N Output Student’s First Name The first name of the student. A – Z, 0 – 9 or blank A D A Output Output Unused Student’s Middle Initial Student’s Date of Birth Unused Total Record Length The middle initial of the student. The date of birth of the student. Reserved for future expansion A – Z or blank Format: CCYYMMDD Constant spaces

D

Output

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

42

PELL GRANT RECORD LAYOUTS Reconciliation File To Be Determined

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

43

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 1 2 End 1 24 Length Type 1 23 A A/N Required Field Name Description Valid Values Processing notes/Edits Output YTD Record Indicator Yes Origination ID Indicates if record is the YTD Origination, Constant: “O” YTD Disbursement or Summary data. Unique number used to identify an Format: origination 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2002 Valid Pell- ID Orig Sequence Number – 00 Student's SSN from original FAFSA 001010001 – 999999999 Student's name code from original FAFSA Uppercase A to Z; .(period); '(apostrophe); - (dash); BLANK: no last name Pell-ID of campus attended. Change creates Valid Pell-ID new origination record. Institution must change payment amounts for student at original attended campus as necessary. ED Use Only - do not use Reserved for future use. This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken

Identifier

25 34

33 35

9 2

N A

Yes Yes

Original SSN Original Name Code

Identifier Identifier

36

41

6

N

Yes

Attended Campus Pell-ID

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

42 47

46 59

5 13

A/N A/N

Yes No

ED Use Institution cross-reference

Institution defined

No editing

60

60

1

A

No

Action Code

Valid Codes: A: Accepted - all fields accepted C: Corrected - one or more fields corrected

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 N

No Yes

Unused

Reserved for future expansion.

Constant spaces Cannot exceed Total Payment Ceiling for student - award validation performed.

69

76

8

N

No

Accepted Award amount for Must equal the award amount calculated by Dollars and cents. Use leading entire school year the institution to be disbursed to this student zeros; do not include the $ sign or for attendance for this entire Pell Grant decimal point. Cents will be award year. reported as ‘00’. Range: 0000000-MAX AWARD AMOUNT Accepted Estimated Date 1st disbursement to student is Format: CCYYMMDD Disbursement Date #1 estimated to be made. Range: N days prior to 20010701 – 20070930

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

44

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 77 End 84 Length Type 8 N Required No Field Name Accepted Estimated Disbursement Date #2 Accepted Estimated Disbursement Date #3 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 Accepted Estimated Disbursement Date #11 Accepted Estimated Disbursement Date #12 Accepted Estimated Disbursement Date #13 Accepted Estimated Disbursement Date #14 Accepted Estimated Disbursement Date #15 Description Date 2nd disbursement to student is estimated to be made. 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. 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 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: N days prior to 20010701 – 20070930 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

85

92

8

N

No

93

100

8

N

No

101

108

8

N

No

109

116

8

N

No

117

124

8

N

No

125

132

8

N

No

133

140

8

N

No

141

148

8

N

No

149

156

8

N

No

157

164

8

N

No

165

172

8

N

No

173

180

8

N

No

181

188

8

N

No

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

45

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 189 End 196 Length Type 8 D Required Yes Field Name Accepted Enrollment Date Description Valid Values Processing notes/Edits First date that the student was enrolled in an CCYYMMDD: Range: eligible program for the designated school 20010101 - 20020630 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 2001-2002 funds, report the actual start date of the student's classes for that payment period. Accepted Low Tuition & fees Flag to identify tuition ranges when the Value Tuition Range * As per table flag annual tuition is less than or equal to minimum defined by low tuition and fees or BLANK: low tuition does not apply table. Accepted Verification status Status of verification of applicant data by A: Accurate flag the school. C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Accepted Incarcerated Federal Code to indicate the student’s incarcerated BLANK: Not incarcerated Pell Recipient code status for students incarcerated in local Y: Yes, the student is incarcerated penal institutions, but are otherwise eligible in a local institution, but is to receive Federal Pell Grants. otherwise eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Accepted Transaction number Transaction number from eligible SAR used Must be numeric: 01 - 99 to calculate award

197

197

1

A

No

198

198

1

A

Yes

Only one disbursement can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle is status remains W Once a student is selected he/she is always selected

199

199

1

A

No

200

201

2

N

Yes

202

206

5

N

Yes

Accepted Expected Family Contribution (EFC)

Must equal the student's Expected Family Contribution from the ISIR or SAR

Range: 00000-EFC MAXIMUM

Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero. Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

46

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 207 End 207 Length Type 1 N Required No Field Name Description Valid Values Processing notes/Edits Accepted Secondary Expected Code indicating which EFC value is used to O= Federal Pell Grant award Family Contribution determine award amount 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. Accepted Academic calendar Calendar which applies to this student's 1=Credit Hours - non-standard educational program. Must be valid or terms; system accepted to process record. 2 =Credit Hours - standard terms of quarters; 3 = Credit Hours - standard terms of semesters; 4 =Credit Hours - standard terms of trimesters; 5 = Clock hours; 6 = Credit Hours without terms;

208

208

1

N

Yes

The academic calendar dictates which Payment Methodology can be accepted. Used in award amount validation. The following changes in Academic Calendar indicate need to change Payment Methodology. From To 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

47

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 209 End 209 Length Type 1 N Required Yes Field Name Accepted Payment methodology Description Formula used to calculate the student's Federal Pell Grant Award. Valid Values 1= (a)Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms equal or exceed 30 weeks, or have been granted waiver; or (b) School offers a summer term in addition to fall through spring terms, could calculate awards using Formula 1 or 2 and chooses to perform alternate calculation (AC: 2,3, or 4) 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC: 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC:1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC: 5 or 6) 5 = Programs of study by correspondence (AC: 1,2,3, or 4 denotes Formula 5B AC:5& 6 denotes Formula 5A) Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 9999999. BLANK or 1: Full-time; 2: 3/4 time; 3: ½ time; 4: Less than ½ time 5: Other Processing notes/Edits The Payment Methodology dictates the data required for Enrollment status, Weeks of instructional time, Weeks of instructional time in academic year, Credit/Clock Hours expected to complete, Credit/Clock Hours in academic year. Used in award amount validation.

210

216

7

N

Yes

Accepted Cost of Attendance Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations. The code that applies to the student's expected enrollment status for the AWARD YEAR. Changes to this field will be accepted for the entire award year. Must be valid when Payment Methodologies 1, 2, 3 or 5 are used.

Used in award amount validation.

217

217

1

A

PM 1,2,3,5Accepted Enrollment status

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

48

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 218 End 219 Length Type 2 A Required Field Name Description Valid Values Processing notes/Edits Must be blank when using Payment Methodology 1. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Pay Meth Accepted Weeks of 2,3,4,5 instructional time used to calculate payment Total Number of weeks on instructional BLANK or time provided by this student’s Program of 00 - 78 Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: 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 student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. Pay Meth Accepted Weeks of inst. time The number of weeks of instructional time BLANK or 2,3,4,5 in program's definition of in the program's academic year. 30 - 78 academic year Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. Pay Meth Accepted Cr/Clock hrs in 4,5 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 or Ranges: 0000-3120 Academic calendar 5 0000-0100 Academic calendar 6

220

221

2

A

222

225

4

A

226

229

4

A

Pay Meth Accepted Cr/Clock hours in 4,5 this student’s program of study’s academic year

Total number of credit or clock hours in the BLANK or institution’s definition of a full academic Range: year for this student’s Program of Study. 0900-3120 Academic calendar 5 0024-0100 Academic calendar 6 Institutional defined Constant spaces

Can be blank when using Payment Methodology 1. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can be blank when using Payment Methodologies 1,2, 3, & 5. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can be blank when using Payment Methodologies 1,2, 3, & 5. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation.

230 233

232 251

3 19

A/N A

Institution Internal Sequence This is an internal sequence number the Number institution can define. Unused Unused Reserved for expansion

No

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

49

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 252 257 End 256 285 Length Type 5 29 N A Required Field Name Description Valid Values Processing notes/Edits Output Scheduled Federal Pell Grant Scheduled amount for a full time student. Output Student name Range: 00000 – Maximum Award Amount Full student name as reported to the CPS for BLANK or the Transaction number reported. Blank Full name listed in order: indicates this record could not be matched Last Name 01 - 16 on Student ID and/or EFC during Federal First Name17 – 28 Pell Grant processing. Middle Initial 29 Social Security Number, as altered by the Valid social security number or student through the CPS for the Transaction BLANK if not matched 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. Date of birth of the student. Valid date of birth: CCYYMMDD Designates whether CPS selected the BLANK = Not selected by CPS for student for institutional verification of verification applicant data as of the Transaction number * = Selected by CPS for Institution reported. verification of applicant data Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-AWARD AMOUNT MAX Number generated by the institution to Format: uniquely identify a specific batch of records. CCYYXX999999CCYYMMDDH Format for the batch ID is specified. HMMSS where: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting Pell ID CCYYMMDD-date batch created HHMMSS – time batch created Date this record (segment) was processed by Format: CCYYMMDD the Federal Pell Grant program Constant spaces

286

294

9

A/N

Output Student Current SSN

295 303

302 303

8 1

D A

Output Student Date of Birth Output CPS Verification Selection code

304

310

7

N

Output YTD Disbursement Amount The total of processed disbursements by RFMS

311

336

26

A

Output Batch ID

337 345

344 350

8 2 350

D A

Output Process Date Output Unused

Reserved for future expansion

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

50

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Disbursement)
Start 1 2 End 1 24 Length Type 1 23 A A/N Required Field Name Description Indicates if record is the YTD Origination, YTD Disbursement, or Summary data. Unique number used to identify the origination for which the disbursement is to be applied against. Valid Values Constant: “D” Format: 999999999XX200200199900 Where: SSN – 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid PELL ID Orig Sequence Number - 00 Institution defined Identifier Processing notes/Edits Output YTD Record Indicator Yes Origination ID

25

37

13

A/N

No

Institution cross-reference

38

38

1

A

No

Action Code

39 41

40 47

2 7

N N

Yes Yes

48

48

1

A

Yes

49 57 58

56 57 65

8 37 8

D N N

Yes Yes Yes

A: Accepted - all fields accepted C: Corrected - one or more fields corrected Disbursement Reference NumberNumber of the disbursement per student for Must be numeric: 01 - 90 the Award Year Accepted Disbursement Amount Amount of disbursement for student's Dollars and cents. Use leading payment period. If an adjustment, this value zeros; do not include the $ sign is a replacement amount. or decimal point. Range: 00000-Maximum for Award Year Accepted Debit/ Credit Indicator Indicates whether the Reported P : positive Flag Disbursement Amount is an increase or a N : negative decrease to the total amount that has been disbursed to the student for the award year. Disbursement Date Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20010621 - 20070930 Unused Reserved for future expansion Constant spaces Payment Period Start Date Beginning date of Payment Period CCYYMMDD: Range: PP START(20010101) PP END DATE (20020630) or BLANK Constant spaces

This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken

No editing

Identifier :91-99 are Reserved for RFMS system generated disbursements

Process Date must be within N days prior of disbursement date.

Field is required when an institution is ineligible.

66

103

37

N

Yes

Unused

Reserved for future expansion

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

51

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Disbursement)
Start 104 End 129 Length Type 26 A/N Required Yes Field Name Disbursement Batch ID Description Valid Values Processing notes/Edits Number generated by the institution to Format: identify the batch of disbursement records. #DCCYY999999CCYYMMDD HHMMSS where: CCYY – last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD-date batch created HHMMSS - time batch created Reserved for future expansion Constant spaces

130

350

220 350

A

Unused Unused Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

52

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Summary)
Start 1 2 9 16 End 1 8 15 22 Length Type 1 7 7 7 A N N N Required Field Name Description Valid Values Processing notes/Edits Output YTD Record Indicator Output Total Unduplicated Recipients Output Total Originations Output Originations Accepted Indicates if record is the YTD Origination, Constant: “S” YTD Disbursement, or Summary data. Provided by RFMS. Year to date number of Range: 0000000 - 9999999 unduplicated recipients for institution. Provided by RFMS. Year to date number of Range: 0000000 - 9999999 originations received for the institution. Provided by RFMS. Year to date number of Range: originations received and accepted for the institution. Provided by RFMS. Year to date number of Range: originations received and corrected for the institution. Provided by RFMS. Year to date number of Range: originations received and rejected for the institution. Provided by RFMS. Year to date number of Range: Disbursements received for the institution. 0000000 - 9999999

23

29

7

N

Output Originations Corrected

0000000 - 9999999

30

36

7

N

Output Originations Rejected

0000000 - 9999999

37 44

43 50

7 7

N N

Output Total Disbursements Output Disbursements Accepted

0000000 - 9999999

51

57

7

N

Output Disbursements Corrected

58

64

7

N

Output Disbursements Rejected

65 68

67 74

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

75 78

77 84

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

85 88

87 94

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

Provided by RFMS. Year to date number of Range: 0000000 - 9999999 Disbursements received and accepted for the institution. Provided by RFMS. Year to date number of Range: 0000000 - 9999999 Disbursements received and corrected for the institution. Provided by RFMS. Year to date number of Range: 0000000 - 9999999 Disbursements and rejected for the institution. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

53

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Summary)
Start 95 98 End 97 104 Length Type 3 7 N N Required Field Name Description Comment code number. Valid Values Processing notes/Edits Output Comment Code XXX Output Comment Code XXX Count Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number of Range: 0000000 – 9999999 times comment code was returned to the or Blank institution on an acknowledgment. Reserved for future expansion Constant spaces

105 108

107 114

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

115 118

117 124

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

125 128

127 134

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

135 138

137 144

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

145 148

147 154

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

155 158

157 164

3 7

N N

Output Comment Code XXX Output Comment Code XXX Count

165

350

186 350

A

Unused Unused Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

54

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 1 End 23 Length Type 23 A/N Required Yes Field Name Origination ID Description Unique number used to identify an origination. Valid Values Format: 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended Pell ID Orig Sequence Number - 00 001010001 - 999999999 Processing notes/Edits

24 33

32 34

9 2

N A

Yes Yes

Original SSN Original Name Code

Student's SSN from original FAFSFA.

Identifier Identifier

35

40

6

N

Yes

Attended Campus Pell-ID

41 46

45 58

5 13

A/N A/N

No No

ED Use Institution cross-reference

Student's name code from original FAFSFA. Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name Pell-ID of attended campus. Change creates Valid Pell-ID new origination record. Institution must change award amounts for student at original attended campus as necessary. Reserved for future use. Spaces This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken. Reserved for future expansion Institution defined

Identifier Change creates new origination record.

59 60 61

59 60 67

1 1 7

A A N

No No Yes

Action Code Unused

Will always be blank Constant spaces

No editing

Award amount for entire school Must equal the award amount calculated by Dollars and cents. Use leading year the institution to be disbursed to this student zeros and report cents as ‘00’; do for attendance for this entire Pell Grant not include the $ sign or decimal award year. point. Range: 0000000 to AWARD AMOUNT MAXIMUM Estimated Disbursement Date #1 Date 1st disbursement to student will be made CCYYMMDD: Range: DISBURSEMENT START DATE (20010701)-N days-- DISBURSEMENT END DATE( 20070930). CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK

Cannot exceed Total Payment Ceiling award validation performed. Increases are required to be submitted to RFMS. Any change to origination data requires the Award Amount to be validated.

68

75

8

N

Yes

76

83

8

N

No

Estimated Disbursement Date #2 Date 2nd disbursement to student will be made Estimated Disbursement Date #3 Date 3rd disbursement to student will be made

84

91

8

N

No

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

55

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 92 End 99 Length Type 8 N Required No Field Name Description Valid Values Processing notes/Edits Estimated Disbursement Date #4 Date 4th disbursement to student will be made Estimated Disbursement Date #5 CCYYMMDD: Range:[see field position 68 in this record] or BLANK Date 5th disbursement to student will be CCYYMMDD: made Range:[see field position 68 in this record] or BLANK Date 6th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 7th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 8th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 9th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 10th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 11th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 12th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 13th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 14th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK Date 15th disbursement to student will be CCYYMMDD: made Range: [see field position 68 in this record] or BLANK First date that the student was enrolled in an CCYYMMDD: eligible program for the designated school Range: 20010101 - 20020630 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 2001-2002 funds, report the actual start date of the student's classes for that payment period.

100

107

8

N

No

108

115

8

N

No

Estimated Disbursement Date #6

116

123

8

N

No

Estimated Disbursement Date #7

124

131

8

N

No

Estimated Disbursement Date #8

132

139

8

N

No

Estimated Disbursement Date #9

140

147

8

N

No

Estimated Disbursement Date #10 Estimated Disbursement Date #11 Estimated Disbursement Date #12 Estimated Disbursement Date #13 Estimated Disbursement Date #14 Estimated Disbursement Date #15 Enrollment Date

148

155

8

N

No

156

163

8

N

No

164

171

8

N

No

172

179

8

N

No

180

187

8

N

No

188

195

8

D

Yes

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

56

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 196 End 196 Length Type 1 A Required No Field Name Low Tuition & Fees code Description Flag to identify tuition ranges when the annual tuition is less than or equal to minimum defined by low tuition and fees table. Status of verification of applicant data by the school. Valid Values Processing notes/Edits Value Tuition Range * As per table or BLANK: low tuition does not apply A: Accurate C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Students incarcerated in local penal BLANK: Not incarcerated institutions are not eligible to receive Y: Yes, the student is Federal Pell Grants. incarcerated in a local institution, but is otherwise eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Transaction number from eligible SAR used 01 - 99 to calculate award

197

197

1

A

Yes

Verification Status code

Only one disbursement can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if the status remains W. Once a student is selected he/she is always selected

198

198

1

A

No

Incarcerated Federal Pell Recipient code

199

200

2

N

Yes

Transaction number

201

205

5

N

Yes

Expected Family Contribution (EFC)

Must equal the student's Expected Family Contribution from the ISIR or SAR.

Range: 00000-EFC MAXIMUM.

Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero. Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

57

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 206 End 206 Length Type 1 N Required No Field Name Secondary Expected Family Contribution Description Valid Values Processing notes/Edits Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero. Code indicating which EFC value is used to O = Federal Pell Grant determine award amount 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 Calendar which applies to this student's 1= Credit Hours educational program. non-standard terms; Must be valid or system accepted to process 2 = Credit Hours record. standard terms of quarters; 3= Credit Hours standard terms of semesters; 4= Credit Hours standard terms of trimesters; 5= Clock hours; 6= Credit Hours without terms;

207

207

1

N

No

Academic calendar

The academic calendar dictates which Payment Methodology can be accepted. Used in award amount recalculation. If one of the following changes occur and associated disbursements have been processed, a new active origination record is created. Payments for the previous origination will be set to zero. From To 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

58

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 208 End 208 Length Type 1 N Required Yes Field Name Payment methodology Description Formula used to calculate the student's Federal Pell Grant. Valid Values Processing notes/Edits The Payment Methodology dictates the data required for Enrollment status, Weeks of instructional time, Weeks of instructional time in academic year, Credit/Clock Hours expected to complete, Credit/Clock Hours in academic year. Used in award amount recalculation. 1= (a)Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms equal or exceed 30 weeks, or have been granted waiver; or (b) School offers a summer term in addition to fall through spring terms, could calculate awards using Formula 1 or 2 and chooses to perform alternate calculation (AC: 2,3, or 4) 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC: 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC:1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC: 5 or 6) 5 = Programs of study by correspondence (AC: 1,2,3, or 4 denotes Formula 5B AC:5& 6 denotes Formula 5A) Must equal or exceed minimum COA in Dollars and cents. Use leading Federal Pell Grant Payment Schedule zeros; do not include the $ sign or decimal point. Range: 0000000 - 9999999. The code that applies to the student's Blank or expected enrollment status for the AWARD 1: Full-time; YEAR. Changes to this field will be 2: 3/4 time; accepted for the entire award year. 3: ½ time; For Payment Methodology 1,2,3& 5 must be 4: Less than ½ time valid. 5: Other

209

215

7

N

Yes

Cost of Attendance

Used in award amount recalculation.

216

216

1

A

PM 1,2,3,5Enrollment status

BLANK only if Payment Methodology is Formula 4. Used in award amount recalculation.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

59

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 217 End 218 Length Type 2 A Required Field Name Description Valid Values Processing notes/Edits Must be blank when using Payment Methodology 1. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount recalculation. Pay Meth Weeks of instructional time used Total Number of weeks on instructional Blank or 2,3,4,5 to calculate payment time provided by this student’s Program of 00 - 78 Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: 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 student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. Pay Meth Weeks of inst. time in program's The number of weeks of instructional time Blank or 2,3,4,5 definition of academic year in the program's academic year. 30 - 78 For Payment Methodology 2,3,4&5 must be valid. Pay Meth Cr/Clock hrs in Award Year 4,5 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 or Ranges: 0000-3120 Academic calendar 5 0000-0100 Academic calendar 6

219

220

2

A

221

224

4

A

225

228

4

A

Pay Meth Cr/Clock hours in this student’s Total number of credit or clock hours in the Blank or 4,5 program of study’s academic institution’s definition of a full academic Range: year year for this student’s Program of Study. 0900-3120 Academic calendar 5 0024-0100 Academic calendar 6 Unused Reserved for expansion Reserved for expansion Leave blank

Can be blank when using Payment Methodology 1. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount recalculation. Can be blank when using Payment Methodologies 1,2, 3, & 5. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can be blank when using Payment Methodologies 1,2, 3, & 5. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation.

229

258

30

A

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

60

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record
Start 259 265 End 264 273 Length Type 6 9 N A/N Required Yes Yes Field Name Reporting Campus Pell-ID Student Current SSN Description Pell-ID of reporting campus Valid Values Valid Pell-ID Processing notes/Edits

274

302

29

A

Yes

303

303

1

A

Yes

304

309

6

A

Yes

309

Social Security Number, as altered by the Valid social security number or student through the CPS for the Transaction BLANK if not matched 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. Student name Full student name as reported to the CPS for BLANK or the Transaction number reported. Blank Full name listed in order: indicates this record could not be matched Last Name 01 - 16 on Student ID and/or EFC during Federal First Name17 - 28 Pell Grant processing. Middle Initial - 29 CPS Verification Selection code Designates whether CPS selected the studentBLANK = Not selected by CPS for institutional verification of applicant datafor verification as of the Transaction number reported. * = Selected by CPS for Institution verification of applicant data Created Time Time when the record was created. 000000 – 235959 Supplied by the system. Format is HHMMSS HH = 00 – 23 MM = 00 – 59 SS = 00 – 59 Total Record Length

Field is required to be populated only for those schools which cannot have a blank field in the last field of a record.

NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period * identifies fields in which Valid Values or Processing notes/Edits have been modified or added.

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

61

PELL GRANT RECORD LAYOUTS External Disbursement Add/Change Record
Start 1 End 23 Length Type 23 A/N Required Yes Field Name Origination ID Description Unique number used to identify an origination Valid Values Format: 999999999XX200200199900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID Orig Sequence Number - 00 Institution defined Processing notes/Edits

24

36

13

A/N

No

Institution cross-reference

37 38

37 39

1 2

A N

No Yes

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

This field can be used to track each disbursement record (by reference number) to a payment period. No editing Identifier 91-99 are Reserved for ED system generated disbursements

Disbursement Reference NumberNumber of the disbursement per student for 01 – 90 the Award Year Disbursement Amount Amount of disbursement for student's payment period. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-AWARD AMOUNT P : positive N : negative

40

46

7

N

Yes

47

47

1

A

Yes

Debit/ Credit Indicator Flag

48 56 57

55 56 64

8 1 8

D A N

Yes No No

Disbursement Date Unused Payment Period Start Date

Indicates whether the Reported Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20010621 - 20070930 Reserved for future expansion Constant spaces Beginning date of Payment Period

Must be within N days prior of payment period start date.

65 103

102 108

38 6

A D

No No

Unused Created Time

Reserved for future expansion Time when the record was created. Supplied by the system.

CCYYMMDD: Range: PP START(20010101) PP END DATE (20021231) Constant spaces 000000 – 235959 Format is HHMMSS HH = 00 – 23 MM = 00 – 59 SS = 00 – 59

Required only for schools that were ineligible at some point in the award year.

Field is required to be populated only for those schools which cannot have a blank field in the last field of a record.

108

Total Record Length

August 4, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

62