Appendix G – Pell Grant Edit Conversion Table

Overview
The Pell Grant Edit Conversion Table provides a crosswalk for Full Participants of edits in the Recipient Financial Management System, (RFMS) with those in the COD System. The table lists the legacy error or reject code and the corresponding message with the COD error code and message. Phase-In Participants will continue to receive the Legacy Reject Code and Edit Message on their acknowledgements while Full Participants will receive the COD Error Code and Edit Message on their Response documents.

Batch Edit/Reject Codes
BATCH EDIT/REJECT CODES Legacy Reject Code 201 202 203 206 207 208 209 Legacy Edit Message COD Error Code N/A N/A 003 998 998 998 994 996 COD Edit Message

Missing/Mismatched Grant Batch Header Missing/Mismatched Grant Batch Trailer Duplicate Grant Batch Header Data Record Length must be numeric Reported Number of Records must be numeric Reported Total of Batch must be numeric Invalid/Missing Batch Number

Edit N/A for COD Full Participants Edit N/A for COD Full Participants Duplicate Document ID Invalid Format Invalid Format Invalid Format Missing Value Invalid Value

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BATCH EDIT/REJECT CODES Legacy Reject Code 210 211 212 213 214 215 216 Legacy Edit Message COD Error Code 998 998 004 998 996 996 N/A COD Edit Message

Year must be numeric Pell ID must be numeric Pell ID invalid or not found Creation date must be numeric Creation time invalid Batch Type Invalid Grantee DUNS does not match the institution’s Reporting Pell ID in Batch Number for Award Years prior to 2001-2002 Discrepancy between different records with identical batch number Reported Number of Records does not equal count of detail records Total of Batch does not equal computed total of detail record amounts Reported Sign Indicator must be a valid indicator Reporting Campus Pell Institution ID is a branch Institution is currently ineligible upon receipt of batch at RFMS Invalid Message Class Data Record Length is not valid for Message Class Batch type code in Batch Number must equal record type for Message Class Batch Create Date is greater than current system date Batch Number indicates you have included a batch with data from a different Award Year Batch submitted prior to system start-up date Disbursements submitted prior to award year start date Reporting Institution must send Special Disbursement for Award Years prior to 2001-2002 No detail records in Batch Invalid Destination Mailbox ID

Invalid Format Invalid Format Entity ID Not Found On Participant File Invalid Format Invalid Value Invalid Value Edit N/A for COD Full Participants

217 218 219 220 221 222 224 225 226 227 228 229 230 231 232 233

N/A 008 090 N/A 002 101 N/A N/A N/A 006 N/A N/A N/A N/A 007 001

Edit N/A for COD Full Participants Reported Number of Students Does Not Equal Detail Count Reported Amount of Disbursements does not equal Amount of detail records Edit N/A for COD Full Participants Reporting Entity ID is Not Eligible To Report The Reporting School Entity ID is listed as ineligible upon receipt of batch. Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants Document Create Date Greater Than Current System Date Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants No Detail Records In Document Invalid Destination Mailbox ID

236 238 240

Trailer Message Class does not match the Header Trailer Destination Mailbox ID does not match the Header OPE ID Number does not match the Institutions Reporting Pell ID in the Batch Number for Award Years after 2000-2001

N/A N/A N/A

Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants

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Origination Edit/Reject Codes
ORIGINATION EDIT/REJECT CODES Legacy Reject Code 301 302 303 Legacy Edit Message COD Error Code N/A N/A N/A COD Edit Message

Invalid Origination ID Duplicate Origination for Award Year 2001 and before Invalid Original SSN resulting in RFMS being unable to match with the Applicant record for Award Year 2002 and beyond Invalid Original SSN or Name Code resulting in RFMS being unable to match with the Applicant record for Award Year 2001 and before. Attending and Reporting/Funded campus mismatch or Origination Identifier Pell ID mismatch with Attending campus Pell ID Invalid Award Amount/Correction Applied Invalid Disbursement Date/Correction Applied Invalid Enrollment Date/Correction Applied Invalid Low Tuition & Fees Code/Correction Applied Invalid Verification Code/ Correction Applied Invalid Incarcerated Federal Pell Recipient Code/Correction Applied Invalid Transaction Number Invalid Expected Family Contribution Invalid Secondary Expected Family Contribution/Correction Applied Invalid Academic Calendar/Correction Applied Invalid Payment Methodology/Correction Applied Invalid number of Payment Periods/ Correction Applied for Award Year 2001 and before Invalid Cost Of Attendance/Correction Applied Invalid Enrollment Status/Correction Applied Invalid Weeks of Instructional Time in Program’s Definition of Academic Year/Correction Applied Invalid Weeks of Instructional Time used to Calculate Payment/Correction Applied Invalid Credit or Clock Hours in program’s definition of academic year/Correction Applied Invalid Credit or Clock Hours in all payment periods expected to complete this school year/Correction Applied Origination is “Over Paid” and Negative Disbursement is Expected

Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants

304

034

Attending School Entity Identifier has no relationship with the Reporting School Entity Identifier Incorrect Award Amount Invalid Value; Correction Applied Invalid Value; Correction Applied Incorrect Low Tuition & Fees Code/ Correction Applied Invalid Value; Correction Applied Invalid Value; Correction Applied Reported CPS Transaction Number Does Not Match CPS Edit N/A for COD Full Participants Incorrect Secondary EFC Used/ Correction Applied Incorrect Academic Calendar/ Correction Applied Incorrect Payment Methodology/ Correction Applied Edit N/A for COD Full Participants Invalid Value; Correction Applied Edit N/A for COD Full Participants Invalid Weeks of Instructional Time in Program’s Definition of Academic Year/Correction Applied Invalid Weeks of Instructional Time used to Calculate Payment Invalid Credit or Clock Hours in program’s definition of academic year Invalid Credit or Clock Hours in all payment periods expected to complete this school year Changed Award Amount Is Less Than Total Disbursements

305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322

039 995 995 023 995 995 024 N/A 026 028 027 N/A 995 N/A 029 030 031 032

323

040

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ORIGINATION EDIT/REJECT CODES Legacy Reject Code 324 Legacy Edit Message COD Error Code N/A COD Edit Message

325 326 327 328

329 330 331 332 333 334

Invalid Name Code resulting in RFMS being unable to match with the Applicant Record, or does not equal the name code in the Origination ID, for Award Year 2002 and beyond Invalid Origination ID - Pell ID is non-numeric for Award Year 2002 and beyond Invalid Origination ID - Invalid Award Year for the Batch for Award Year 2002 and beyond Invalid Origination ID -Sequence Number is not “00” for Award Year 2002 and beyond. Invalid Origination ID - SSN is non-numeric, or is not >=001010001 and <= 999999999 for Award Year 2002 and beyond Invalid Origination ID – Name code not “A-Z” or “,” or “-“ for award year 2002 and beyond. Duplicate SAR ID may be shared by two students for Award Year 2002 or beyond Duplicate Origination for Award Year 2002 and beyond Invalid Reported Current SSN for Award Year 2003 and beyond. Invalid Reported Date of Birth for Award Year 2003 and beyond Invalid Reported Last Name for Award Year 2003 and beyond.

Edit N/A for COD Full Participants

998 996 996 N/A

Invalid Format Invalid Value Invalid Value Edit N/A for COD Full Participants

N/A N/A N/A 011 011 011

Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants No eligible SSN, DOB, and last name combination match on CPS for student No eligible SSN, DOB, and last name combination match on CPS for student No eligible SSN, DOB, and last name combination match on CPS for student First and last name blank. First and last name blank. Invalid Value Student not Pell Eligible Duplicate match on CPS New award type submitted with a zero award amount New Award Amount or Award Increase Received After End Of Processing Year and Institution Has Not Been Granted Administrative Relief (Pell)/ Extended Processing (DL)

335 336 337 338 339 399

Invalid Reported First Name for Award Year 2003 and beyond. Invalid Reported Middle Initial for Award Year 2003 and beyond. Student not Pell eligible for Award Year 2003 and beyond. Duplicate match on CPS for Award Year 2003 and beyond Origination Record reported with Zero Award Amount for Award year 2003 and beyond. New Origination Award or increase received after end of processing year and institution has not been granted Administrative Relief

020 020 996 038 025 042 043

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Disbursement Edit/Reject Codes
DISBURSEMENT EDIT/REJECT CODES Legacy Reject Code 401 402 403 404 405 406 407 408 Legacy Edit Message COD Error Code N/A N/A N/A N/A 996 067 998 051 COD Edit Message

Invalid Origination ID Origination ID does not match on RFMS Disbursement Reference Number Already on File Debit/Credit Indicator Flag Not Valid Disbursement Amount Not Valid because amount is non-numeric Disbursement Amount Is Not in Valid Range Disbursement Date is Not Valid Date because date is non-numeric Disbursement Date is Not Valid for Processing Date, not in Valid Range, or not a valid RFMS Date format

Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants Invalid Value Incorrect Disbursement Amount Invalid Format Disbursement Date With Payment Trigger Set to Yes Outside of Allowable Window Disbursement Date cannot be blank.

053

Invalid Format Invalid Value

996 998 069 068 996 065

410 411 412 413

414 415

416 417

Potential Concurrent Enrollment – Multiple Reporting. Sent separately Potential Overaward Project – Multiple Reporting. Sent separately Negative Disbursement cannot be accepted without a previous positive disbursement Insufficient Negative Disbursement amount. Negative Disbursement is expected for difference amount Origination is in “Overpaid” status. Positive Disbursement cannot be accepted Institution Eligibility Status indicates the Institution must submit a Special Disbursement Record and Award Year is 2000 – 2001 or prior Negative Disbursement adjusted to reflect accepted Previous Disbursement Balance Disbursement submitted after end of processing year and institution has not been granted Administrative Relief Origination indicates Verification Status ‘W’, Disbursement adjusted to the Origination Award Amount or 50% of the Scheduled Award Amount, whichever is lesser, and Award Year is 2000 – 2001 or prior Origination indicates Verification Status ‘W’. Verification W needs to be updated on the Origination record in RFMS. Origination indicates Verification Status ‘W’, only one disbursement allowed, and Award Year is 2000 – 2001 or prior

Potential Concurrent Enrollment - Notice Sent Separately Potential Overaward Project- Notice Sent Separately Invalid value Insufficient Decrease in the Disbursement amount. Disbursement is expected for Amount of the Negative Pending Award is in “Overpaid” status. Disbursement Increase cannot be accepted Edit N/A for COD Full Participants

066 N/A

N/A 071

Edit N/A for COD Full Participants New Disbursement, Increase, or Payment Trigger to “Y” Received After End Of Processing Year and Institution Has Not Been Granted Administrative Relief (Pell)/Extended Processing (DL) Disbursement Amount > 50% of award with Verification Status of “W”

418

064

419

N/A

Edit N/A for COD Full Participants

420

061

Only One Disbursement Allowed for Students with a Verification Status of “W”

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DISBURSEMENT EDIT/REJECT CODES Legacy Reject Code 422 Legacy Edit Message COD Error Code 996 COD Edit Message

423

424

Institution is eligible, Payment Period Start Date is invalid or not in a valid range and Award Year is 2001 – 2002 or beyond Institution is not eligible, Payment Period Start Date is invalid or not in a valid range and Award Year is 2001 – 2002 or beyond Institution is not eligible, Payment Period Start Date is not in the eligible range and Award Year is 2001 – 2002 or beyond Invalid Origination ID - Pell ID is non-numeric for Award Year 2002 and beyond Invalid Origination ID - Invalid Award Year for the Batch for Award Year 2002 and beyond Invalid Origination ID - Sequence number is not “00” for Award Year 2002 and beyond Invalid Origination ID - SSN is not >=001010001 and <= 999999999 for Award Year 2002 and beyond Invalid Origination ID - Name Code not A-Z or “ . ” or “ - ” or “ ” for Award Year 2002 and beyond Duplicate Disbursement reference number. Reference number already at RFMS Award Year is 2002 or greater and the Disbursement Reference number is nonnumeric or not between 01 to 90 Disbursement amount would have been corrected to zero by RFMS calculations so the disbursement record was rejected CMO rejected this student for inadequate/missing eligibility documentation/ CMO rejected this student for inadequate/missing fiscal documentation/information CMO rejected this student for inadequate/missing award or disbursing documentation/information CMO rejected this student for not meeting reporting requirements CMO rejected this student for failure to comply with requirements CMO rejected this student for inadequate or missing documentation

Invalid Value

996

Invalid Value

079

Payment Period Start Date Not In Eligible Range School is ineligible

425 426 427 428

048 N/A N/A N/A N/A

Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants Edit N/A for COD Full Participants

429

N/A

Edit N/A for COD Full Participants

430 431

058 998 996 N/A

Duplicate Disbursement Information On File Invalid Format Invalid Value Edit N/A for COD Full Participants

432

440

083

441 442 443 444 445

084 085 086 087 088

Case Management Office (CMO) Rejected This Student For Inadequate/ Missing Eligibility Documentation/ Information CMO Rejected This Student For Inadequate/ Missing Fiscal Documentation/ Information CMO Rejected This Student For Inadequate/ Missing Award or Disbursing Documentation/ Information CMO Rejected This Student For Not Meeting Reporting Requirements CMO Rejected This Student For Failure To Comply With Requirements CMO Rejected This Student For Inadequate or Missing Documentation

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