TIVWAN Transmission Records

What’s included:
• • • •

TIVWAN Transmission Header Record Description TIVWAN Transmission Batch Header Record Description TIVWAN Transmission Batch Trailer Record TIVWAN Transmission Trailer Record

Note: The Title IV Wide Area Network (TIVWAN) has been renamed to the Student Aid Internet Gateway (SAIG). For the purposes of this technical reference, we have used the name TIVWAN to refer to the various related record layouts.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-18

TIVWAN Transmission Header Record
Field Positions First Last 1 5 Length (# of Bytes) 5 Type Field Name Description Valid Values Processing Notes/Edits Missing Transmission Header - Reject Transmission

A/N

TIVWAN Transmission Header ID Unused

Literal value for header Constant: ID “O*N01"

6 54

53 55

48 2 XX

A A/N A

Reserved for future use Constant spaces

80

Header Indicator TIVWAN Transmission Constant: “73" Header Indicator Unused Length extended to make Constant spaces the transmission records match the Message Class record length. Total Record Length

Type

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-19

TIVWAN Transmission Batch Header Record
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 1 5 5 A/N TIVWAN Batch Constant: “O*N05" Missing Header Transmission Identification Header -Reject Number Transmission 6 12 7 A/N Header TIVWAN Destination Mailbox ID‘TGXXXXX’ where Destination ‘XXXXX’ is a fiveNumber digit number assigned to Destination 13 19 7 A Unused Reserved for future use Constant spaces 20 24 5 A/N Header Class Label Text used to identify that the next Constant: “,CLS = ” field is a Message Class

25

32

8

A/N

Header MessageValid Message Class Class

Format = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘02’ for 20012002 IN = for records IN to RFMS OP = for records OUT of RFMS Constant: “,XXX”

33 37

36 41

4 5

A/N A/N

Header XXX Label Header Batch label

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

42

58

17

A/N

Header Batch ID

17-digit character batch ID. If not Batch ID: used, set to all zeros. “0000000000000000 0"

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-20

TIVWAN Transmission Batch Header Record (Continued)
Field Positions First Last 59 64 Length (# of Bytes) 6 Type Field Name Description Valid Values Processing Notes/Edits

A/N

Header NCNT Label Header NCNT Unused

65

70

6 XX

N A

Text used to identify the next field is the number of records included in this batch. Number of records included in this batch Length extended to make the transmission records match the Message Class record length.

Constant: “,NCT = ” “000000" Constant spaces

80

Total Record Length

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-21

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

A/N TIVWAN Batch Trailer Identification Number

Record Identifier

Constant: “O*N95"

Missing Transmission Trailer- Reject transmission No detail records - Reject transmission

6

12

7

13 20

19 24

7 5

A/N Trailer Destination TIVWAN ‘TGXXXXX’ where Number Destination Mailbox ‘XXXXX’ is a five-digit ID number assigned to Destination A Unused Reserved for future Constant spaces use A/N Trailer Class Text used to identify Constant: “,CLS = ” Label that the next field is a Message Class A/N Trailer Message Class Valid Message ClassFormat = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘02’ for 2001-2002 IN = for records IN to RFMS OP = for records OUT of RFMS Constant: “,XXX” Text Used to identify the next field is a Batch ID Constant: “,BAT = ”

25

32

8

33 37

36 41

4 5

A/N Trailer XXX Label A/N Trailer Batch Label

42

58

17

A/N Trailer Batch ID

59

64

6

A/N Trailer NCNT Label

65

70

6

N

Trailer NCNT

17-digit character Batch ID = batch ID. If not used “0000000000000000000" set to all zeros Text used to identify Constant: “,NCT = ” the next field is the number of records included in this batch. Number of records “000000" included in this batch

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-22

TIVWAN Transmission Batch Trailer Record (Continued)
Field Positions First Last Length (# of Bytes) XX Type Field Name Description Valid Values Processing Notes/Edits

A

Unused

Length extended to Constant spaces make the transmission records match the Message Class record length.

80

Total Record Length

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-23

TIVWAN Transmission Trailer Record
Field Length Positions (# of First Last Bytes) 1 5 5 Type Field Name Description Valid Values Processing Notes/Edits

A/N TIVWAN Transmission Trailer ID A Unused

Literal value for Trailer ID

Constant: “O*N99"

Missing Transmission TrailerReject transmission No detail records - Reject transmission

6 54

53 55

48 2 XX

80

Reserved for future Constant spaces use A/N Header Indicator WAN Transmission Constant: “73" Trailer Indicator A Unused Length extended to Constant spaces make the transmission records match the Message Class record length. Total Record Length

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-24

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-25

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

A

Header Identifier

Identify Header record in file.

Constant: ‘GRANT Missing Batch Header - Reject HDR’ Batch Must be numeric: 0001 to 9999 Format = XXCCYY999999C CYYMMDDHHM MSS Where: If not equal to length for Message Class, then Reject Batch.

11

14

4

N

15

40

26

A

Left Justified Data Record Length of data Length records included in this batch Batch ID Number generated by the institution to uniquely identify a specific batch of records.

Valid Batch Type codes: #A = Statement of Account #C = Reconciliation #D = Disbursements #E = Batch Errors #G = System Generated XX = batch type #I = Institution Data code (alpha) #M = Multiple Reporting CCYY = last year in #O = Originations cycle: ‘2002' #P = Origination acknowledgement 999999 = Reporting from the web PELL ID #R = Data Request #T = ASCII Text CCYYMMDD = date batch created #W = Disbursement Acknowledgements from the web HHMMSS = time #Y = Year-to-Date batch created If duplicate Batch ID, then Reject Batch. If batch type does not agree with Message Class type, then reject batch. If #O, #R, or #I batch and received before system startup, then reject batch. If #D received more than N days prior to Award Year Start, then reject batch. If Batch Award Year does not agree with Message Class award year, then reject. If Reporting Pell ID is ineligible, then send warning message. If Reporting Pell ID is a branch campus or has Central Funding, then reject batch. If date batch created is > system date, then reject batch.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-26

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

A/N OPE ID

49

58

10

59 63 64 69

62 63 68 76

4 1 5 8

The OPE ID number Valid OPE ID assigned to the number or blank. reporting institution A/N Software For non-Express Software provider Provider software provide an defined or blank identifier to indicate the software provider and version number if applicable. A Unused Reserved for future Constant spaces expansion A ED Use ED Use Only – do Constant spaces not use A/N ED Use ED Use Only - do Constant spaces not use N RFMS Process Date RFMS Format = Date processed the CCYYMMDD corresponding batch

If not blank and not equal to OPE ID associated with Pell ID, then warn the batch. No edits will be performed on this field. The value will be stored in RFMS for customer service uses.

Media Type = Y for Year-to-Date. ED Express PC software version number. Completed by RFMS as a result of processing the batch.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-27

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

N

Batch Reject Reasons

List of up to eight 3digit batch reject reason codes which occurred during initial editing of the batch. Only reject reason codes hit will display in this field. Otherwise, this space will be zero filled.

XX

A

Unused

Reject Reasons format = 000 to 999 Position 77 to 79 = 1st reject reason code Position 80 to 82 = 2nd reject reason code Position 83 to 85 = 3rd reject reason code Position 86 to 88 = 4th reject reason code Position 89 to 91 = 5th reject reason code Position 92 to 94 = 6th reject reason code Position 95 to 97 = 7th reject reason code Position 98 to 100 = 8th reject reason code Length extended to Constant spaces make the header record the same length as the detail records which follow.

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

80

Total Record Length

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-28

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

A

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

Constant: ‘GRANT Missing Batch Trailer - reject TLR ’ batch. No detail records - reject batch. If not equal to Data Record Length on Header, then reject Batch. If not equal to Batch ID on Header, then reject Batch.

11

14

4

N

15

40

26

A

Length of data Must be numeric: records included 0001 to 9999 in this batch Number generated Format = by the institution XXCCYY999999C to uniquely CYYMMDDHHM identify a specific MSS batch of records. Where: XX = batch type code (alpha) CCYY = last year in cycle = ‘2002' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created Must be numeric: 000000 to 999999

41

46

6

N

47

57

11

N

Reported Number of Records Reported Total of Batch

Number of data records included in the batch. Total Origination Dollars and cents. Award Amount or Use leading zeros; Disbursement do not include the $ amount reported sign or decimal on Origination or point. Disbursement For ESOA is batches. For all constant 0. other types of 00000000000 to batches this 99999999999 amount will be constant 0.

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-29

Grant Batch Trailer Record (Continued)
Field Length Positions (# of First Last Bytes) 58 58 1 Type Field Name Description Valid Values Processing Notes/Edits

A

59

64

6

N

65

75

11

N

Reported Total Positive or P = Positive Sign Indicator negative sign for N = Negative total amount For ESOA is reported. constant P. Accepted and RFMS USE 000000 to 999999 Corrected ONLY - Number Number of of data records Records accepted and corrected by RFMS. Accepted and RFMS USE Dollars and cents. Corrected Total ONLY - Total Use leading zeros, of Batch Award or do not include the $ Disbursement sign or decimal amount accepted point. and corrected on 00000000000 to batch. 99999999999 Accepted and RFMS USE P = Positive Corrected Total ONLY - Positive N = Negative Sign Indicator or negative sign for total amount accepted. Unused Reserved for Constant spaces future expansion Unused Length extended Constant spaces to make the trailer record the same length as the detail records. Total Record Length

76

76

1

A

77

100

24 XX

A A

>100

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-30

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

A/N Origination ID

24 33

32 34

9 2

N A

Original SSN Original Name Code

Unique number used Format = to identify an 999999999XX200299 origination. 999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 Student's SSN from 001010001 to original FAFSA. 999999999

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. 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.

35

40

6

N

Student's name code Uppercase A to Z; from original .(period); FAFSA. '(apostrophe); - (dash); Blank = no last name Attended Campus PELL-ID of attendedValid PELL-ID PELL-ID campus. Change creates new origination record. Institution must change award amounts for student at original attended campus as necessary.

41 46

45 58

5 13

A/N Unused A/N Institution Cross-Reference

59 60

59 60

1 1

A A

Action Code Unused

Reserved for Constant spaces expansion. This field can Institution defined contain any crossreference information useful to the institution to identify student records internally. Code to indicate Will always be action to be taken. BLANK Reserved for expansion Constant spaces

No editing by RFMS will be done on this field.

No editing

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-31

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

N

68

75

8

N

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

Dollars and cents. Cannot exceed Total Payment Use leading zeros and Ceiling - award validation report cents as ‘00’; do performed. Increases are not include the $ sign required to be submitted to RFMS. Any change to or decimal point. origination data requires the Range = 0000000 to Award Amount to be AWARD AMOUNT validated. MAXIMUM 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 If Date not within range, then set approved value to system date.

76

83

8

N

Estimated Disbursement Date #2 Estimated Disbursement Date #3 Estimated Disbursement Date #4 Estimated Disbursement Date #5 Estimated Disbursement Date #6

84

91

8

N

92

99

8

N

100

107

8

N

108

115

8

N

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.

If Date not within range, then set approved value to spaces.

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-32

Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 116 123 8 Type Field Name Description Valid Values Processing Notes/Edits

N

Estimated Disbursement Date #7 Estimated Disbursement Date #8 Estimated Disbursement Date #9 Estimated Disbursement Date #10 Estimated Disbursement Date #11 Estimated Disbursement Date #12 Estimated Disbursement Date #13 Estimated Disbursement Date #14 Estimated Disbursement Date #15

124

131

8

N

132

139

8

N

140

147

8

N

148

155

8

N

156

163

8

N

164

171

8

N

172

179

8

N

180

187

8

N

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.

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

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-33

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

196

196

1

197

197

1

Enrollment Date First date that the CCYYMMDD = student was enrolled Range = 20010101 to in an eligible 20020630 program for the designated award year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period. A/N Low Tuition & Flag to identify Value Tuition Range Fees Code tuition ranges when 1 = TBD the annual tuition is 2 = TBD less than or equal to 3 = TBD minimum defined by or BLANK = low low tuition and fees tuition does not apply table. A Verification Status of verification A = Accurate Status Code of applicant data by C = Calculated the school. 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

D

If blank or invalid, then set approved value to previous value or date reported Batch ID in Grant Header record.

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

If blank or invalid, then If selected by CPS, then set approved value to previous value or “W” ELSE set approved value to “N”.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-34

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

A

Incarcerated Federal Pell Recipient Code

Code to indicate the student’s incarcerated status for students incarcerated in local penal institutions, but are otherwise eligible to receive Federal Pell Grants.

BLANK = Not incarcerated

If invalid, then set approved value to previous value or Y = Yes, the student is BLANK. 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 Must be numeric = 01 If BLANK or NO Match with to 99 eligible app data, then reject record. Return last value reported on acknowledgement. Range = 00000 to EFC If BLANK or NO Match with MAXIMUM. eligible app data, then reject record. Return last value reported on acknowledgement. O = Federal Pell Grant If invalid, then set approved award previously value to previous value or based on the secondary BLANK. EFC and reported to If NO Match with eligible app the Federal Pell Grant data, then reject record. program; student’s Return last value reported on award now based on acknowledgement. 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

199

200

2

N

Transaction Number

201

205

5

N

206

206

1

A

Transaction number from eligible SAR used to calculate award Expected Family Must equal the Contribution student's Expected (EFC) Family Contribution from the ISIR or SAR. Secondary Code indicating Expected Family which EFC value is Contribution Code used to determine award amount

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-35

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

N

Academic Calendar

Calendar which 1 = Credit Hours – applies to this non-standard terms; student's educational 2 = Credit Hours – program. Must be standard terms of valid or system quarters; accepted to process 3 = Credit Hours – record. standard terms of semesters; 4 = Credit Hours – standard terms of trimesters; 5 = Clock hours; 6 = Credit Hours without terms

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 1 to 2, 3, 4, or 5 From 2, 3, or 4 to 1 or 5 From 5 to 2, 3, 4, or 6 From 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".

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-36

Origination Record (Continued)
Field Positions First Last 208 208 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

N

Payment Methodology

Formula used to 1 = (a)Credit hour with The Payment Methodology calculate the standard terms in which dictates the data required for student's Federal Pelltotal weeks of Enrollment status, Weeks of Grant Award. instructional time Fall instructional time, Weeks of through Spring terms instructional time in academic equal or exceed 30 year, Credit/Clock Hours weeks, or have been expected to complete, granted waiver; or (b) Credit/Clock Hours in School offers a summer academic year. term in addition to fall through spring terms, Used in award amount could calculate awards validation. Academic using Formula 1 or 2 and Calendar and Payment chooses to perform Methodology must be alternate calculation (AC logically consistent. = 2,3, or 4) 2 = Credit hour with PM AC standard terms in which total weeks of 1 2, 3, or 4 instructional time Fall 2 2, 3, or 4 through Spring terms are 3 1, 2, 3, or 4 less than 30 weeks, has 4 5 or 6 not been granted waiver. 5 1, 2, 3, 4, or 6 Institution does not use alternate calculation (AC If invalid or BLANK, then set = 2,3, or 4) accepted value to previous 3 = Credit hour with value or “3.”
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 = 6 denotes Formula 5A

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-37

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

N

Cost of Attendance

216

216

1

A

Enrollment Status

Must equal COA Dollars and cents. Use Used in award amount calculated by the leading zeros; do not validation. institution following include the $ sign or If invalid or BLANK, then set the Federal Pell decimal point. accepted value to previous Grant Payment Range = 0000000 to value or “9999999". regulations. 9999999. This student’s Blank (AC = 5 or 6) Used in award amount expected enrollment validation. BLANK only if status for the entire 1 = Full-time (AC = 1, Payment Methodology is either award year. The 2, 3, or 4 and Payment Formula 4 or if Payment Enrollment Status 5 Methodology not equalMethodology is Formula 5 and “Other” is used to 5) Academic Calendar is 6. when the student’s If PM does not equal 4; or if enrollment is 2 = 3/4 time (AC = 1, PM does not equal 5 and AC “mixed” or student 2, 3, or 4 and Payment equal 6 and invalid or BLANK, attends more than Methodology not equal then set accepted value to number of terms in a to 5) previous value or “1". full academic year. ELSE if invalid, set accepted Valid Values depend 3 = ½ time (AC = 1, 2, value to BLANK. upon Academic 3, or 4) Calendar and If AC = 1, 2, 3, or 4 and Payment 4 = Less than ½ time Payment Methodology is 5 and Methodology fields. (AC = 1, 2, 3, or 4) Enrollment Status is reported as either Blank or a value other 5 = Other (AC = 1, 2, than 3 or 4, we must set the 3, or 4 and Payment value equal to 3 and we must Methodology not equal have a warning comment (W) to 5) go to the institution that says: Enrollment Status may never exceed half time when using Payment Methodology 5.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-38

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

A

Weeks of Instructional Time used to Calculate Payment

Total Number of weeks on instructional time provided by this student’s Program of Study during a full academic year. Valid Values depend upon Payment Meth. and Academic Calendar fields. Must be completed when Payment Meth. 2, 3, 4, or 5 are used. PM1 = Blank

Blank (Payment Methodology 1) 00 to 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 PM2 = Total no. of weeks of valid range instructional time in student’s program of study’s IF PM = 5 Must be academic year (fall through valid range spring terms). PM3 & PM5B = Total no. 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 no. of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a fulltime student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its fulltime students to complete the program of study or the program of study’s academic year, not student by student.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-39

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

A

Weeks of Inst. Time in Program's Definition of Academic Year

Total number of weeks of instructional time in the institution’s definition of a full academic year for this student’s Program of Study.

221

224

4

A

Cr/Clock Hrs in Award Year

Blank (PM = 1) Can be blank when using 30 to 78 (May never be Payment Methodology 1. Can less than the number never be less than previous provided in positions field. 217 to 218 Weeks of If invalid or BLANK, then set instructional time used accepted value to previous to calculate payment value or field of Origination If Attended Pell ID default record. Weeks populated, then set If > 78 set to 30. 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. Total number of Blank (Unless Can be blank when using credit/clock hours in Payment Methodology Payment Methodologies 1,2, 3, all payment periods 5 and AC 6, or & 5. institution expects Payment Methodology If invalid, out of range or this student to attend 4) greater than Credit/clock hours and be paid for or Ranges = in this student’s program of during this Federal 0000 to 3120 AC = study’s academic year, then Pell Grant Award Clock Hour (5) accepted value equal to year. 0000 to 0100 AC = previous value or equal to Credit Hours without Cr/Clock Hrs for Academic terms(6) 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.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-40

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

229

231

232

250

Blank (Unless Can be blank when using Payment Methodology Payment Methodologies 1,2, 3, 5 and AC 6, or & 5. Payment Methodology If invalid or BLANK, then set 4) accepted value to previous or ranges = value or 0900 to 3120 If Attended Pell ID default Academic calendar 5 Hours populated, then set 0024 to 0100 accepted value to default. Academic calendar 6 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. 3 A/N Institution Internal This is an internal Institutional defined No editing by RFMS will be Sequence Number sequence number the done on this field. institution can define. 19 A Unused Reserved for Constant spaces expansion 250 Total Record Length

A

Cr/Clock Hours in This Student’s Program of Study’s Academic Year

Total number of credit or clock hours in the institution’s definition of a full academic year for this student’s Program of Study.

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-41

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

A/N Origination ID

24 33

32 34

9 2

N A

Original SSN Original Name Code

35

40

6

N

Attended Campus PELLID

41

45

5

A/N Unused

Unique number used Format = Identifier to identify an 999999999XX200299 origination. 999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid Attended PELL- ID = 999999 Orig Sequence Number = 00 Student's SSN from 001010001 to Identifier original FAFSA. 999999999 Student's name code Uppercase A to Z Identifier from original .(period) FAFSA. '(apostrophe) - (dash) Blank = no last name PELL-ID of campus Valid PELL-ID Identifier attended. Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. Reserved for Constant spaces expansion.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-42

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

59

59

1

60

60

1

A/N Institution This field can Institution defined No editing will be done on this Cross-Reference contain any crossfield by RFMS. reference information useful to the institution to identify student records internally. A Action Code Code to indicate Valid Codes = action to be taken A = Accepted - all fields accepted C = Corrected - one or more fields corrected D = Duplicate of an accepted record at RFMS E = Rejected - record was rejected A Unused Reserved for Constant spaces expansion

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-43

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

N

68

75

8

N

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

Dollars and cents. Use leading zeros and report cents as ‘00’; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAXIMUM 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

76

83

8

N

84

91

8

N

92

99

8

N

100

107

8

N

108

115

8

N

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

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.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-44

Origination Acknowledgement Record (Continued)
Field Positions First Last 116 123 Length (# of Bytes) 8 Type Field Name Description Valid Values Processing Notes/Edits

N

124

131

8

N

132

139

8

N

140

147

8

N

148

155

8

N

156

163

8

N

164

171

8

N

172

179

8

N

180

187

8

N

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

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.

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-45

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

D

196

196

1

A

197

197

1

A

Accepted First date that the CCYYMMDD = Enrollment Date student was enrolled Range = 20010101 to in an eligible 20020630 program for the designated school year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period. Accepted Low Flag to identify Value Tuition Range Tuition & Fees tuition ranges when 1 = TBD Flag the annual tuition is 2 = TBD less than or equal to 3 = TBD minimum defined by BLANK = low tuition low tuition and fees does not apply table. Accepted Status of verification A = Accurate If blank or invalid, then Verification of applicant data by C = Calculated If selected by CPS, then set Status Flag the school. N = SAR Transaction approved value to previous Not Selected by CPS value or “W” for Verification ELSE set approved value to “N” 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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-46

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

A

Accepted Incarcerated Federal Pell Recipient Code

199

200

2

N

201

205

5

N

206

206

1

A

BLANK = Not incarcerated Y = Yes, the student is 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 Accepted Transaction number Must be numeric: 01 Transaction from eligible SAR to 99 Number used to calculate award Accepted Must equal the Range = 00000to Expected Family student's Expected EFC MAXIMUM. Contribution Family Contribution (EFC) from the ISIR or SAR May be the primary or secondary EFC value. Accepted Code indicating O = Federal Pell Secondary which EFC value is Grant award Expected Family used to determine previously based on Contribution Code award amount the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used.

Code to indicate the student’s incarcerated status for students incarcerated in local penal institutions, but are otherwise eligible to receive Federal Pell Grants.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-47

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

N

Accepted Academic Calendar

208

208

1

N

Calendar which 1 = Credit Hours – applies to this non-standard terms; student's educational 2 = Credit Hours - standard program. Must be terms of quarters; valid or system 3 = Credit Hours - standard accepted to process terms of semesters; record. 4 = Credit Hours - standard terms of trimesters; 5 = Clock hours; 6 = Credit Hours without terms; Accepted Payment Formula used to 1 = (a)Credit hour with Methodology calculate the standard terms in which total student's Federal Pellweeks of instructional time Grant. 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 = 6 denotes Formula 5A)

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-48

Origination Acknowledgement Record (Continued)
Field Positions First Last 216 216 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

Accepted The code that applies Blank (AC = 5 or 6) Enrollment Status to the student's 1 = Full-time (AC = 1, 2, 3, or expected enrollment 4 and Payment Methodology status for the not equal to 5) AWARD YEAR. 2 = 3/4 time (AC = 1, 2, 3, or 4 Changes to this field and Payment Methodology not will be accepted for equal to 5) the entire award 3 = ½ time (AC = 1, 2, 3, or 4) year. 4 = Less than ½ time (AC = 1, Must be valid when 2, 3, or 4) Payment 5 = Other (AC = 1, 2, 3, or 4 Methodologies 1, 2, and Payment Methodology not 3 or 5 are used. equal to 5)

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-49

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

A

Accepted Weeks Total Number of weeks on Blank or of Instructional instructional time provided by 00 to 78 Time Used to this student’s Program of Study Calculate Payment 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 fulltime 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.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-50

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

221

224

4

225

228

4

229

231

3

232 251

250 255

19 5

The number of Blank or weeks of 30 to 78 instructional time in the program's academic year. Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. A Accepted Total number of Blank or Cr/Clock Hours in credit/clock hours in Ranges = Award Year all payment periods 0000 to 3120 institution expects Academic calendar 5 this student to attend 0000 to 0100 and be paid for Academic calendar 6 during this Federal Pell Grant Award year. A Accepted Number of credit or Blank or Cr/Clock Hours in clock hours in this Range = This Student’s student's educational 0900 to 3120 Program of program's academic Academic calendar 5 Study’s Academic year definition. 0024 to 0100 Year Must be valid when Academic calendar 6 Payment Methodologies 4 or 5 are used. A/N Institution Internal This is an internal Institutional defined No editing will be done on this Sequence Number sequence number the field by RFMS. institution can define. A Unused Reserved for Constant spaces expansion N Scheduled Federal Scheduled amount Range = Pell Grant for a full time 00000 to AWARD student. AMOUNT MAXIMUM

A

Accepted Weeks of Inst. Time in Program's Definition of Academic Year

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-51

Origination Acknowledgement Record (Continued)
Field Positions First Last 256 257 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

N

Previously Accepted Transaction Number

258

262

5

N

Previously Accepted EFC

263

263

1

A

Previously Accepted Secondary EFC Code

Transaction number 01 to 99 that was previously or BLANK if accepted and Origination not currently stored by rejected. RFMS for this student. This field will only be populated for rejected originations. EFC that was Range = 00000 to previously accepted EFC MAXIMUM. and currently stored or BLANK if by RFMS for this Origination not student. This field rejected. will only be populated for rejected originations. Secondary EFC O = Federal Pell Code that was Grant award previously accepted previously based on and currently stored the secondary EFC by RFMS for this and reported to the student. This field Federal Pell Grant will only be program; student’s populated for award now based on rejected originations.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.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-52

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

N

271

345

75

N

346

355

10

N

355

Previously COA previously Dollars and cents. Accepted Cost of accepted and Use leading zeros; do Attendance currently stored by not include the $ sign RFMS for this or decimal point. student. This field Range = 0000000 to will only be 9999999. populated for rejected originations. Origination List of up to twenty- Twenty-five Warning/Reject five 3-digit edit/reject codes of = Reasons reject/warning codes 000 to 999 which occurred Position XXX-XXX: during processing of 1st code this origination Position XXX-XXX: record. Only edit 2nd code codes hit will Position XXX-XXX: display in the field. 3rd code... Otherwise, this Position YYY-YYY: space will be zero 25th code filled. ED Use Flags Flags that are set to Format = inform institutions of0000000000 to modifications that 1111111111 have been made to Values = 0 – indicates their database and not set require immediate 1 = indicates flag is action to rectify set. Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th through 10th Reserved for future use . Total Record Length

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-53

Batch Reject Reasons
What's included:
• • •

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

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-54

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

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-55

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

MRR Institution Pell ID: Field Positions 48 to 53

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-56

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

Disbursement Record Description Disbursement Acknowledgement Record Description

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-57

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

A/N

Origination ID

Unique number used to identify the origination for which the disbursement is to be applied against.

Format = 999999999XX2002 99999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid Attended PELL-ID = 999999 Orig Sequence Number = 00 Institution defined

Identifier If Origination ID does not match on RFMS database, then reject record.

24

36

13

A/N

37 38

37 39

1 2

A N

40

40

1

A

This field can contain any crossreference information useful to the institution to identify student records internally. Action Code Action code Will always be blank Disbursement Number of this Must be numeric: 01 Reference Number disbursement. RFMS to 90 will send disbursement number 91 to 99 for system generated disbursement. Debit/ Credit Indicates whether P = positive Indicator Flag the Reported N = negative Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year.

Institution Cross-Reference

No editing Identifier 91 to 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”.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-58

Disbursement Record (Continued)
Field Positions First Last 41 47 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

Disbursement Amount

Amount of disbursement for student

48

55

8

D

Disbursement Date

56

63

8

D

Payment Period Start Date

64

100

37 100

A

Unused Total Record Length

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX Date this CCYYMMDD = Process Date must be within N disbursement was or Range = 20010621 to days prior of disbursement date. will be made to the 20070930 If date plus 30 days > system student. date, then send 30 day warning message. N may be different for Just In Time and Advance Funding Institutions. Beginning date of CCYYMMDD = If institution is ineligible and the Payment Period Range = 20010101 to Payment Period Start date is 20020630 invalid or not in range, then Or Spaces reject the record. If Payment Period Start date does not fall within the institution’s period of eligibility the record will be rejected. If the institution is eligible and Payment Period Start date is invalid or not in range, then the date will be set to spaces. Reserved for future Constant spaces expansion

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-59

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

A/N Origination ID

24

36

13

37

37

1

38

39

2

Unique number used Format = Identifier to identify the 999999999XX200299 origination for which 999900 the disbursement is Where: to be applied against.SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 A/N Institution This field can Institution defined Cross-Reference contain any crossreference information useful to the institution to identify student records internally. A Action Code to indicate Valid Codes: If a duplicate disbursement Code/Status processing status of A = Accepted reference number is submitted, disbursement. disbursement amount then the record will not be C = Corrected processed by RFMS. disbursement amount D = Duplicate disbursement reference number of an accepted record at RFMS E = Rejected - record was rejected N Disbursement Unique number of Must be numeric: 01 Identifier Reference Number the disbursement. to 90 91 to 99 are Reserved for RFMS will send RFMS system generated disbursement disbursements number 91 to 99 for system generated disbursement.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-60

Disbursement Acknowledgement Record (Continued)
Field Positions First Last 40 40 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

41

47

7

N

48

55

8

N

56

63

8

D

Accepted Debit/ Indicates whether P = positive Credit Indicator the Reported N = negative Flag Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. Accepted Amount of Dollars and cents. Disbursement disbursement for Use leading zeros; do Amount student. If an not include the $ sign adjustment, this or decimal point. value is a Range = 0000000 to replacement amount. AWARD AMOUNT MAX Disbursement Date this CCYYMMDD = Date disbursement was or Range = 20010621 to will be made to the 20070630 student. Payment Period Beginning date of CCYYMMDD = Start Date the Payment Period Range = 20010101 to 20020630 Or Spaces

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

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.

64 101

100 107

37 7

A N

Unused

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-61

Disbursement Acknowledgement Record (Continued)
Field Positions First Last 108 182 Length (# of Bytes) 75 Type Field Name Description Valid Values Processing Notes/Edits

N

183

192

10

N

193

200

8 200

A

Edit/Comment Three digit comment Twenty-five Codes codes indicating the edit/reject codes of: results of Federal 000 to 999 Pell Grant Position XXX-XXX: processing. 1st code Maximum of 25 Position XXX-XXX: comments will 2nd code appear in a single Position YYY-YYY: acknowledgement 25th code record. If less than 25 comments, zero filled. ED Use Flags Flags that are set to Format = inform institutions of0000000000 to modifications that 1111111111 have been made to Values: their database and 0 = indicates not set require immediate 1 = indicates flag is action to rectify set. Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th through 10th Reserved for future use. Unused Reserved for future Constant spaces expansion Total Record Length

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-62

Receiving and Processing ESOAs
What's included:
• •

ESOA Record Description - Summary ESOA Record - Detail

Electronic Statement Of Account Record – Summary
Field Positions First Last 1 1 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

2

7

6

8

18

11

19 30

29 45

11 16

Record Indicator Indicates the record Constant “S”is summary or detail. Summary level account status N Reporting PELL-ID of Valid PELL-ID Campus PELL- reporting campus ID A/N Grantee DUNS Data Universal Valid DUNS number. Number Numbering Scheme Format = (DUNS) number 999999999BB assigned to the where 999999999 is a reporting institution. unique number and BB are Blanks. A Unused Reserved for future Constant spaces expansion A/N GAPS Award Used to identify a Valid GAPS Award Number unique funding for number. an institution. Format = P063P Comprised of the CCYYXXXX following fields = Where PO Indicator “P” = constant for PO CFDA Number Indicator CFDA Subprogram “063" = constant for Id CFDA Number Subprogram Fiscal "P" = constant Year " " 3 spaces Sequence Number CCYY = Beginning year of school year pair ‘2001’. XXXX = unique value for each funded institution

A

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-63

Electronic Statement Of Account Record – Summary (Continued)
Field Positions First Last 46 50 Length (# of Bytes) 5 Type Field Name Description Valid Values Processing Notes/Edits

N

Accounting Schedule Number Accounting Schedule Date

51

58

8

D

59

69

11

A/N

70

80

11

A/N

81

91

11

A/N

92

102

11

A/N

Valid Date in CCYYMMDD format. Previous Dollars and cents. Will always equal zero for Obligation Right justify, left zero institutions that are obligateAmount fill; do not include the only accounts for the whole $ sign or decimal year. point. Range = 00000000000 to 99999999999 Obligation Adjustment of the Dollars and cents. Will always equal zero for Adjustment obligations for this Right justify, left zero institutions that are obligateAmount Accounting cycle. fill; do not include the only accounts for the whole $ sign or decimal year. point. Range = 00000000000 to 99999999999 Current Amount of Dollars and cents. Will always equal zero for Obligation institution’s current Right justify, left zero institutions that are obligateAmount obligation balance. fill; do not include the only accounts for the whole $ sign or decimal year. point. Range = 00000000000 to 99999999999 Previous Amount of Dollars and cents. Will always equal zero for Obligation/ institution’s previous Right justify, left zero institutions that are obligate Payment Amount payment balance. fill; do not include the only accounts for the whole $ sign or decimal year. point. Range = 00000000000 to 99999999999 or Blank.

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

Range = 00000 to 99999

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-64

Electronic Statement Of Account Record – Summary (Continued)
Field Positions First Last 103 113 Length (# of Bytes) 11 Type Field Name Description Valid Values Processing Notes/Edits

A/N Obligation/Payment Total of all Adjustment adjustments to Amount payment for the GAPS Award Number.

114

124

11

A/N Current Amount of Obligation/Payment institution’s Amount current payment balance.

125

131

7

N

YTD Total Unduplicated Recipients

132

142

11

N

YTD Accepted Disbursement Amount

Year-to-Date number of unduplicated recipients for institution. YTD Total of disbursements accepted by RFMS.

Dollars and cents. Will always equal zero for Right justify, left zero institutions that are obligatefill; do not include the only accounts for the whole $ sign or decimal year. point. Range = 00000000000 to 99999999999 or Blank. Dollars and cents. Will always equal zero for Right justify, left zero institutions that are obligatefill; do not include the only accounts for the whole $ sign or decimal year. point. Range = 00000000000 to 99999999999 or Blank. Range = 000000000 to 999999999 or Blank

143

153

11

N

YTD Posted Disbursement Amount

Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank YTD Total of Dollars and cents. disbursements sentRight justify, left zero to and fill; do not include the acknowledged by $ sign or decimal GAPS. point. Range = 00000000000 to 99999999999 or Blank

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Custom Layouts 1-65

Electronic Statement Of Account Record – Summary (Continued)
Field Positions First Last 154 164 Length (# of Bytes) 11 Type Field Name Description Valid Values Processing Notes/Edits

N

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

165

177

13

N

178

185

8

D

186

198

13

N

199

200

2 200

A

Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank GAPS DrawThe sum of DD Dollars and cents. down/Payment instigated by the Right justify, left zero school, Direct fill; do not include the payments for $ sign or decimal Obligation/Payment point. accounts less 0000000000000 to Returns and 99999999999999 Refunds. or Blank Date of Last The date GAPS last Valid date in Activity in GAPS posted a transaction CCYYMMDD for the GAPS Award format. number. Payment Control The reference Valid Payment Number number for the last Control Number or all payment sent to the zeros. institution. Unused Reserved for future Constant spaces expansion Total Record Length

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Electronic Statement Of Account Record – Detail
Field Positions First Last 1 1 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

2 8

7 18

6 11

19 30

29 45

11 16

Record Indicator Indicates the record Constant “D” = is summary or detail. Detailed institution activity N Reporting Pell-ID of reporting Valid Pell-ID Campus Pell-ID campus A/N Grantee DUNS Data Universal Valid DUNS number. Number Numbering Scheme Format = (DUNS) number 999999999BB assigned to the where 999999999 is a reporting institution. unique number and BB are blanks. A Unused Reserved for future Constant spaces. expansion A/N GAPS Award Used to identify a Valid GAPS Award Number unique funding for number. an institution. Format = P063P Comprised of the CCYYXXXX following fields = Where PO Indicator “P” = constant for PO CFDA Number Indicator CFDA Subprogram “063" = constant for Id CFDA Number Subprogram Fiscal ‘P/J/Q/R’ constant for Year CFDA Subprogram Sequence Number 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.

A

46

53

8

D

Transaction Date Effective date of accounting transaction sent to GAPS.

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Electronic Statement Of Account Record – Detail (Continued)
Field Positions First Last 54 54 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

Debit/ Credit Indicator Flag

Indicates whether P = positive the Reported N = negative Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. Amount of institution’s adjustment batch. Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 Valid date in CCYYMMDD format.

55

65

11

A/N Adjustment Amount

66

73

8

D

GAPS Process Date

The date GAPS processed adjustment batch.

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Electronic Statement Of Account Record – Detail (Continued)
Field Positions First Last 74 99 Length (# of Bytes) 26 Type Field Name Description Valid Values Processing Notes/Edits

A/N Adjustment Batch ID

Batch ID which generated the adjustment.

100

200

101 200

A

Unused Total Record Length

Format = CCYYXX999999CC YYMMDDHHMMS S where: XX = # D = Disbursements CCYY = End year of school year pair = ‘2002' 999999 = Reporting Pell ID CCYYMMDD = date batch created HHMMSS = time batch created Reserved for future Constant spaces expansion.

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-69

Printing the ESOA
What's included:

ESOA Print Format

January 2001 (2001-2002) (261 H)

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2001-2002 ESOA Print Format
Report Date:09/01/2001 Report Time: HH:MM:SS U.S DEPARTMENT OF EDUCATION STUDENT FINANCIAL ASSISTANCE PROGRAMS 2001-2002 AWARD YEAR FEDERAL PELL GRANT PROGRAM ELECTRONIC STATEMENT OF ACCOUNT

PELL INSTITUTION NUMBER INSTITUTION NAME STATE GRANTEE DUNS NUMBER GAPS AWARD NUMBER Accounting Schedule Accounting Schedule Date A.

999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXX XXXXXXXXXXXXXXXX 999 MM/DD/CCYY $999,999,999.99 $999,999,999.99 $099,999,999.99* $999,999,999.99 $999,999,999.99 $099,999,999.99* $999,999,999.99 MM/DD/CCYY 999,999 $999,999,999.99 $999,999,999.99 $999,999,999.99 XXCCYY12345619990101123000

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

B.

GAPS Draw-downs/Payments Date of Last Activity in GAPS YTD YTD YTD YTD Total Unduplicated Recipients Pell Accepted Disbursement Amount GAPS Posted Disbursement Amount Administrative Cost Allowance

As of Batch ID

SECTION A VALUES APPLICABLE ONLY FOR ADVANCED FUNDED ACCOUNTS. SECTION B VALUES APPLICABLE ONLY FOR JUST IN TIME AND REIMBURSEMENT ACCOUNTS.

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2001-2002 ESOA Print Format (Continued)
DETAILED INFORMATION (PAGE 2)
Electronic Statement of Account Page: 2

ESOA DETAIL BATCH INFORMATION ADJUST REPORT DATE -----------MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY ADJUST PROCESS DATE -----------MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY ADJUST BATCH # ADJUST DESCRIPTION -------------------------XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX

ADJUST AMOUNT ---------------$999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99*

January 2001 (2001-2002) (261 H)

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Institution Data Records and Acknowledgements
What’s included:
• •

Institution Data Record Description Institution Data Acknowledgement Record Description

January 2001 (2001-2002) (261 H)

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Institution Data Record
Field Positions First Last 1 6 Length (# of Bytes) 6 Type Field Name Description Valid Values Processing Notes/Edits

N

Pell-ID

7

17

11

N

DUNS Number

18

52

35

A/N Institution Street Mailing Address Line 1 A/N Institution Street Mailing Address Line 2 A/N Institution Mailing City A/N Institution Mailing State

53

87

35

88

112

25

113

114

2

115

123

9

A/N Mailing Zip Code

Pell-ID assigned the Must be a valid Pell- Change applies to all records Federal Pell ID code. with the same Pell-ID , unless Program for the further identification (DUNS participating #) is provided to change only campus. a particular institution Data Universal Valid DUNS number. Used to identify an institution Numbering Scheme Format = that may be referenced by (DUNS) number 999999999BB more than one Pell-ID. assigned to the where 999999999 is reporting institution. a unique number and This field is BB are Blanks. optional. Line 1 of the street May be Blank. BLANK if unchanged. or post office box May edit to determine change address of of ownership institution. Line 2 of the street May be Blank. BLANK if unchanged. or post office box address of institution The city in which May be Blank. BLANK if unchanged. the institution is located The two-character May be Blank. BLANK if unchanged. code assigned by the US Postal Service to the state or other entity in which the institution is located The zip code plus 4 May be Blank. BLANK if unchanged. of the institution

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Institution Data Record (Continued)
Field Positions First Last 124 173 Length (# of Bytes) 50 Type Field Name Description Valid Values Processing Notes/Edits

A/N

FAA Email Address

174

203

30

A/N

204

217

14

A/N

Internet address of an authorized official. Do not provide an e-mail address usable only with your school’s internal e-mail system. Financial Aid Enter the full name Administrator of the institutional (FAA) Name 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. FAA Telephone Phone number for Number the FAA indicated previously, including area code and extension. Do not enter the number for your service agent.

BLANK if unchanged.

May include blanks and special characters.

BLANK if unchanged. Are we going to allow updating?

Numeric only. No parentheses or dashes.

BLANK if unchanged.

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-75

Institution Data Record (Continued)
Field Positions First Last 218 231 Length (# of Bytes) 14 Type Field Name Description Valid Values Processing Notes/Edits

A/N

FAA Fax Number (Optional)

232

232

1

A

233

233

1

A

Fax number used by Numeric only for BLANK if unchanged. the FAA indicated first 10 positions. No previously, parentheses or including area code. dashes. Do not enter the Last 4 positions number for your should be blank. service agent. Institution Type Code that best 1 = Less than 1 year BLANK if unchanged. describes the type of 2 = 1 year, less than 2 institution 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. Financial The source of 1= Public BLANK if unchanged. Control financial control for 2 = Private, your institution in nonprofit Pell Grant files, use 3 = Proprietary the code that best Otherwise, leave describes your blank. institution.

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Institution Data Record (Continued)
Field Positions First Last 234 234 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

Academic Calendar

The academic calendar in Pell Grant files, use the code that best describes the MAJOR type of academic term your institution uses.

1 = Institution uses BLANK if unchanged. nonstandard academic terms and measures academic progress by credit hours 2 = Institution uses standard quarters and measures academic progress by credit hours 3 = Institution uses standard semesters and measures academic progress by credit hours 4 = Institution uses standard trimesters and measures academic progress by credit hours 5 = Institution measures academic progress by clockhours 6 = Institution does not use terms, but does measure academic progress by credit hours Otherwise, leave blank.

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Institution Data Record (Continued)
Field Positions First Last 235 236 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

A/N Weeks of Inst. Time in Program's Definition of Academic Year A/N Cr/Clock Hrs in Program's Definition of Academic Year

237

240

4

The number of weeks of instructional time in the program's academic year. The number of hours/credit hours in your school’s academic year definition in Pell Grant file.

Blank or 30 to 78

Use leading zeroes BLANK if unchanged. and the applicable range = 0900 to 3120 for AC =5 0024 to 0100 for AC =6 Otherwise, leave blank.

240

Total Record Length

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Institution Data Acknowledgement Record
Field Positions First Last 1 6 Length (# of Bytes) 6 Type Field Name Description Valid Values Processing Notes/Edits

N

Pell-ID

7

7

1

A

Action Status

Pell-ID assigned the Federal Pell Program for the participating campus. Code to indicate the status of institution data record receipt.

8

31

24

N

Batch Reject Reasons

32

106

75 106

A

Unused Total Record Length

List of up to eight 3digit batch reject reason codes which occurred during initial editing of the batch. Only reject reason codes hit will display in this field. Otherwise, this space will be zero filled. Reserved for future Constant spaces expansion

Must be a valid Pell- Change applies to all records ID code. with the same Pell-ID , unless further identification (DUNS #) is provided to change only a particular institution A = Institution Data Completed by RFMS as a Record Accepted result of Batch editing. E = Institution Data Record Rejected Reject Reasons Completed by RFMS as a format = 000 to 199 result of Batch editing. Position X-X: 1st reject reason code Position X-X: 2nd reject reason code Position X-X: 3rd reject reason code Position XX-XX: 8th reject reason code

January 2001 (2001-2002) (261 H)

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

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

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Field Positions First Last 1 6 Length (# of Bytes) 6 Type Field Name Description Valid Values Processing Notes/Edits

N

Requesting Pell-ID campus on Attended Campus Pell-ID

Valid Pell-ID

If all zeros are entered and the request is a Year-to-Date or Reconciliation request then a YTD or Reconciliation file will be generated for the reporting campus, contained in the Batch ID, and each attended campus associated with the reporting campus. A separate Year-to-Date or Reconciliation file will be generated for each Pell ID

7

7

1

A

Request Type

Code for data request type.

8

8

1

A

9

34

26

A

Requested Output Code for type of Media Type media to use when sending output data. Unused Reserved for future Constant spaces expansion

M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date E = Send output by Electronic File

Cannot be blank for requests from the WEB.

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Positions First Last 35 35 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

36

36

1

A

Multiple Indicates the Reporting Requestinstitution is Code 1 requesting origination or disbursement information. Multiple Indicates the Reporting Requestinstitution is Code 2 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.

37

47

11

A

Student ID

48

53

6

N

MR Institution Pell-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 Blank or and Name code for 001010001XX to which a MR is 999999999XX requested. Only where XX = required if MR Code Uppercase A to Z 2 equals S. .(period) '(apostrophe) - (dash) Blank = no last name The institution code Blank or for which MR Valid Pell-ID listings are requested. Only required if the MR Code 2 equals I.

Must be non-blank MRR Code 2 equals S.

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

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Positions First Last 54 76 Length (# of Bytes) 23 Type Field Name Description Valid Values Processing Notes/Edits

A

Origination ID

77

100

24 100

A

Unused Total Record Length

The Origination ID Format = If Request Type is Y and the for which a Year-to- 999999999XX200299 Origination ID is nonblank Date is Requested. 999900 then the YTD will be Where: generated for that Origination SSN = 001010001 to ID. If the Origination ID is not 999999 999 found or invalid the request Name Code = XX will be rejected. Year Indicator = 2002 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 Reserved for future Constant spaces expansion

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Positions First Last 1 6 Length (# of Bytes) 6 Type Field Name Description Valid Values Processing Notes/Edits

N

Requesting Pell-ID campus on Attended Campus Pell-ID

Valid Pell-ID

If all zeros are entered and the request is a Year-to-Date or Reconciliation request then a YTD or Reconciliation file will be generated for the reporting campus, contained in the Batch ID, and each attended campus associated with the reporting campus. A separate Year to Date or Reconciliation file will be generated for each Pell ID

7

7

1

A

Request type

Code for data request type.

8

8

1

A

Requested Output Media Type

Code for type of media to use when sending output data.

M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date E = Send output by Electronic file

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Multiple Reporting Record
Field Positions First Last 1 2 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

A

Record Type

3

8

6

N

9

9

1

A

RO = Originated Institution 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 Pell-ID of the Must be a valid PellInstitution Pell-ID requesting attended ID assigned by the campus of the Department of student. Education. Will be blank for May be BLANK. concurrent enrollment and potential over award records. Multiple Indicates the O = Send origination Reporting Requestinstitution is information Code 1 requesting D = Send origination or disbursement disbursement information information. May be BLANK. Will be blank for concurrent enrollment and potential over award records.

Code that indicates the reason the institution is receiving the record.

January 2001 (2001-2002) (261 H)

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Multiple Reporting Record (Continued)
Field Positions First Last 10 10 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

11

21

11

A

Multiple Indicates the Reporting Requestinstitution is Code 2 requesting by selected student, selected institution, or all students. Will be blank for concurrent enrollment and potential over award records. MR Student ID The Student SSN and Name code for which a MR is requested. Will be blank for concurrent enrollment and potential over award records.

A = Send list of other institutions for all students S = Send list of other institutions for students listed in record. I = Send student for institution listed in record May be blank. Blank or 001010001XX to 999999999XX where XX = Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank = no last name

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Multiple Reporting Record (Continued)
Field Positions First Last 22 27 Length (# of Bytes) 6 Typ e N Field Name Description Valid Values Processing Notes/Edits

MR Institution Pell-ID

28

36

9

N

37

38

2

A

39

44

6

N

45 115

114 149

70 35

A/N A/N

150

184

35

A/N

185 210

209 211

25 2

A/N A

The institution code Valid Pell-ID. May for which MR are be blank. requested. Will be blank for concurrent enrollment and potential over award records. Student Original Student’s Original 001010001 to SSN SSN from the 999999999 origination record. Original Name Student’s name code Uppercase A to Z; Code from the origination .(period);’ record. ’ (apostrophe); -(dash) Blank (no last name). Institution Pell-IDPell-ID of the Must be a valid Pellattended campus of ID assigned by the the student. Use the Department of record type to Education. interpret the relationship this institution has to the institution receiving this record. Institution Name The name of the institution. Institution Street The street or post Address - Line 1 office box address of institution. Institution Street The street or post Address - Line 2 office box address of institution. Institution City The city in which the institution is located. Institution State The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located.

January 2001 (2001-2002) (261 H)

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Multiple Reporting Record (Continued)
Field Positions First Last 212 220 221 250 Length (# of Bytes) 9 30 Type Field Name Description Valid Values Processing Notes/Edits

A/N Zip Code

251

260

10

261

270

10

271

320

50

321

327

7

The zip code of the institution. A/N Financial Aid The full name of the May include blanks Administrator institutional and special (FAA) Name administrator characters. officially responsible for the accuracy and completeness of the data, starting with first name, e.g., JOHN E DOE. N FAA Telephone The working phone Includes area code, Number number for the but not parentheses or person indicated as dashes. FAA. A/N FAA Fax Number The working fax May be BLANK. (Optional) number used by the Otherwise Includes person indicated as area code, but not FAA. parentheses or dashes. A/N Internet Address Internet address of May be BLANK. an authorized official. N Scheduled Federal Scheduled Federal Range = Pell Grant Pell Grant for a 0000000 to AWARD student with this AMOUNT MAX EFC and COA attended full-time for a full academic year

January 2001 (2001-2002) (261 H)

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Multiple Reporting Record (Continued)
Field Positions First Last 328 334 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

335

336

2

N

337

341

5

N

342

349

8

D

350

357

8

D

358

364

7

N

365

372

8

D

373

380

8

D

381

385

5

N

Origination Award Annual award Range = Amount amount supplied on 0000000 to AWARD the origination AMOUNT MAX record. Transaction Transaction number Range = Number from the eligible 01 to 99 SAR used to calculate the award. Expected Family Amount of the Range = Contribution student’s Expected 00000 to EFC Family Contribution MAXIMUM from the SAR used to calculate the award. Enrollment Date First date the student CCYYMMDD was enrolled in an Range = 20010101 to eligible program for 20020630 the award year. Origination Create Date the origination CCYYMMDD Date was created in Range = 20010401 to RFMS. 20070930 Total of Total amount of all Range = Disbursements disbursements 0000000 to AWARD Accepted accepted by the AMOUNT MAX Federal Pell Grant Program for the POP student. Last Activity Date Date of the last Format = payment was CCYYMMDD received from the institution. Next Estimated Date of next Blank or Disbursement estimated CCYYMMDD Date disbursement date. Range = 20010101 to 20070930 Eligibility Used The percentage of Format = 000.00% the student’s The last two digits eligibility used by represent less than 1 the institution. percent. Field does not include decimal point or %.

January 2001 (2001-2002) (261 H)

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Multiple Reporting Record (Continued)
Field Positions First Last 386 395 Length (# of Bytes) 10 Type Field Name Description Valid Values Processing Notes/Edits

396

411

412 424 425 433

423 424 432 450

Flags that are set to Format = inform institutions of0000000000 modifications that Where: have been made to Each digit signifies a their database and different situation require immediate 1st = Shared SAR ID action to rectify 2nd = Verification W Status 3rd = Concurrent Enrollment 4th = POP 5th through 10th = Reserved for future use . 16 A/N Student’s Last The last name of the A to Z, 0 to 9, period, Name student. apostrophe, hyphen or blank 12 A/N Student’s First The first name of the A to Z, 0 to 9 or blank Name student. 1 A Student’s Middle The middle initial of A to Z or blank Initial the student. 8 D Student’s Date of The date of birth of Format = Birth the student. CCYYMMDD 18 A Unused Reserved for future Constant spaces expansion 450 Total Record Length

N

ED Use Flags

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Reconciliation File Record
Field Positions First Last 1 16 Length (# of Bytes) 16 Type Field Name Description Valid Values Processing Notes/Edits

A/N Student’s Last Name

17 29 30

28 29 52

12 1 23

53

61

9

62 80

79 85

8 6

The last name of the A to Z, 0 to 9, period, student. apostrophe, hyphen or blank A/N Student’s First The first name of the A to Z, 0 to 9 or blank Name student. A Student’s Middle The middle initial of A to Z or blank Initial the student. A Origination ID The Origination ID Format = of the student. 999999999XX2002999999 00 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 A/N Student Current Social Security Valid social security SSN Number, as altered number or by the student BLANK if not matched through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS N Student Date of The Date of Birth for Valid Date, CCYYMMDD Birth the student. N Attended Campus Pell-ID of campus Valid Pell-ID Pell-ID attended..

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Reconciliation File Record (Continued)
Field Positions First Last 86 87 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

88

92

5

93

99

7

100

104

5

105

111

7

112

112

1

113

150

38 150

Transaction number from the eligible SAR used to calculate the award. Expected Family The EFC that Contribution corresponds to the (EFC) transaction number. N Origination Award Annual award Amount amount supplied on the origination record. N Scheduled Award Scheduled Federal Amount Pell Grant for a student with this EFC and COA attended full-time for a full academic year N YTD Total of all the Disbursement accepted Amount Disbursement amounts for the student. A/N POP Flag Flag set in origination record when a student is in a POP situation. A Unused Reserved for expansion Total Record Length

N

Transaction Number

Range = 01 to 99

Range 00000 to EFC MAX Range = 0000000 to AWARD AMOUNT MAX Range = 00000 to AWARD AMOUNT MAX

0000000 to 9999999. The If there are no first five positions are the disbursements at RFMS whole dollars and the last or they have all been two positions are the cents. rejected then this amount will be 0. Y or blank

Constant spaces

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Year-to-Date Record (Origination)
Field Positions First Last 1 1 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

2

24

23

25 34

33 35

9 2

36

41

6

Indicates if record is Constant: “O” the YTD Origination, YTD Disbursement or Summary data. A/N Origination ID Unique number used Format = Identifier to identify an 999999999XX200299 origination 999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid Pell- ID = 999999 Orig Sequence Number = 00 N Original SSN Student's SSN from 001010001 to Identifier original FAFSA 999999999 A Original Name Student's name code Uppercase A to Z; Identifier Code from original .(period); FAFSA '(apostrophe); - (dash); BLANK = no last name N Attended Campus Pell-ID of campus Valid Pell-ID Identifier Pell-ID attended. Change Change creates new creates new origination record. Institution origination record. must change payment amounts Institution must for student at original attended change payment campus as necessary. amounts for student at original attended campus as necessary.

A

YTD Record Indicator

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Custom Layouts 1-93

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 42 46 47 59 Length (# of Bytes) 5 13 Type Field Name Description Valid Values Processing Notes/Edits

A/N Unused

60

60

1

Reserved for future Constant spaces expansion A/N Institution Cross- This field can Institution defined Reference contain any crossreference information useful to the institution to identify student records internally. A Action Code Code to indicate Valid Codes: action to be taken A = Accepted - all fields accepted C = Corrected - one or more fields corrected

No editing

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

61

61

1

A

Unused

Reserved for future Constant spaces expansion.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-94

Year-to-Date Record (Origination) Continued
Field Positions First Last 62 68 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

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

69

76

8

N

77

84

8

N

85

92

8

N

93

100

8

N

101

108

8

N

109

116

8

N

Dollars and cents. Cannot exceed Total Payment Use leading zeros; do Ceiling for student - award not include the $ sign validation performed. or decimal point. Cents will be reported as ‘00’. Range = 0000000-MAX AWARD AMOUNT Format = CCYYMMDD Range = N days prior to 20010701 to 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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-95

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 117 124 Length (# of Bytes) 8 Type Field Name Description Valid Values Processing Notes/Edits

N

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

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.

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 to 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

125

132

8

N

133

140

8

N

141

148

8

N

149

156

8

N

157

164

8

N

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-96

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 165 172 Length (# of Bytes) 8 Type Field Name Description Valid Values Processing Notes/Edits

N

Accepted Estimated Disbursement Date #13

173

180

8

N

181

188

8

N

189

196

8

D

Range = [see field position 69 in this record] or BLANK Accepted Date 14th Format = Estimated disbursement to CCYYMMDD Disbursement student is estimated Range = [see field Date #14 to be made. position 69 in this record] or BLANK Accepted Date 15th Format = Estimated disbursement to CCYYMMDD Disbursement student is estimated Range = [see field Date #15 to be made. position 69 in this record] or BLANK Accepted First date that the CCYYMMDD = Enrollment Date student was enrolled Range = 20010101 to in an eligible 20020630 program for the designated school year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period.

Date 13th disbursement to student is estimated to be made.

Format = CCYYMMDD

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-97

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 198 198 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

Accepted Verification Status Flag

199

199

1

A

Accepted Incarcerated Federal Pell Recipient Code

Status of verification A = Accurate of applicant data by C = Calculated the school. 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 BLANK = Not student’s incarcerated incarcerated status Y = Yes, the student for students is incarcerated in a incarcerated in local local institution, but is penal institutions, otherwise eligible. but are otherwise N = No, if student eligible to receive previously reported as Federal Pell Grants. incarcerated, but is not or is no longer. incarcerated

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-98

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 200 201 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

N

Accepted Transaction Number

202

206

5

N

207

207

1

N

Transaction number Must be numeric: 01 Changes to this field, after from eligible SAR to 99 associated disbursements are used to calculate made, create a new active award origination record. Disbursements for the previous origination will be set to zero. Accepted Must equal the Range = 00000 to Changes to this field, after Expected Family student's Expected EFC MAXIMUM associated disbursements are Contribution Family Contribution made, create a new active (EFC) from the ISIR or origination record. SAR Disbursements for the previous origination will be set to zero. Accepted Code indicating O = Federal Pell Secondary which EFC value is Grant award Expected Family used to determine previously based on Contribution Code award amount the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used. 1 = Credit Hours non-standard terms;

208

208

1

N

Accepted Academic Calendar

Calendar which applies to this student's educational 2 = Credit Hours program. Must be standard terms of valid or system quarters; accepted to process 3 = Credit Hours record. standard terms of semesters; 4 = Credit Hours standard terms of trimesters; 5 = Clock hours; 6 = Credit Hours without terms;

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 1 to 2,3,4,or 5 From 2, 3, or 4 to 1 or 5 From 5 to 2,3,4,or 6 From 6 to 1 or 5

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-99

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 209 209 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

N

Accepted Payment Formula used to 1 = (a)Credit hour with The Payment Methodology calculate the standard terms in which Methodology dictates the student's Federal Pelltotal weeks of data required for Grant Award. instructional time Fall Enrollment status, Weeks through Spring terms of instructional time, equal or exceed 30 weeks, Weeks of instructional or have been granted time in academic year, waiver; or (b) School Credit/Clock Hours offers a summer term in expected to complete, addition to fall through Credit/Clock Hours in spring terms, could academic year. calculate awards using Used in award amount Formula 1 or 2 and validation. 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)

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-100

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 210 216 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

Accepted Cost of Must equal COA Attendance calculated by the institution following the Federal Pell Grant Payment regulations.

217

217

1

A

Dollars and cents. Used in award amount Use leading zeros; do validation. not include the $ sign or decimal point. Range = 0000000 to 9999999. Accepted The code that applies BLANK or Enrollment Status to the student's 1 = Full-time expected enrollment 2 = 3/4 time status for the 3 = ½ time AWARD YEAR. Changes to this field 4 = Less than ½ time will be accepted for 5 = Other the entire award year. Must be valid when Payment Methodologies 1, 2, 3 or 5 are used.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-101

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 218 219 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

A

Accepted Weeks of Instructional Time Used to Calculate Payment

Total Number of weeks on BLANK or instructional time provided 00 to 78 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 fulltime 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 fulltime students to complete the program of study or the program of study’s academic year, not student by student.

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.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-102

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 220 221 Length (# of Bytes) 2 Type Field Name Description Valid Values Processing Notes/Edits

A

Accepted Weeks of inst. time in Program's Definition of Academic Year

222

225

4

A

The number of BLANK or weeks of 30 to 78 instructional time in the program's acade mic year. Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. Accepted Total number of BLANK or Cr/Clock Hrs in credit/clock hours in Ranges = Award Year all payment periods 0000 to 3120 institution expects Academic calendar 5 this student to attend 0000 to 0100 and be paid for during this Federal Academic calendar 6 Pell Grant Award year. Accepted Cr/Clock Hours in This Student’s Program of Study’s Academic Year Total number of credit or clock hours in the institution’s definition of a full academic year for this student’s Program of Study. BLANK or Range =

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.

226

229

4

A

230

232

3

233 252

251 256

19 5

A/N Institution Internal Sequence Number A Unused N Scheduled Federal Pell Grant

This is an internal sequence number the institution can define. Reserved for Constant spaces expansion Scheduled amount Range = for a full time 00000 to Maximum student. Award Amount

Can be blank when using Payment Methodologies 1,2, 3, & 5. 0900 to 3120 Academic calendar 5 If incorrect, change to standard value. 0024 to 0100 Academic calendar 6 If supplied and not needed for payment methodology, ignore. Used in award amount validation. Institutional defined No editing

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-103

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 257 285 Length (# of Bytes) 29 Type Field Name Description Valid Values Processing Notes/Edits

A

Student Name

Full student name as reported to the CPS for the Transaction number reported. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing.

BLANK or Full name listed in order: Last Name - 01 to 16 First Name - 17 to 28 Middle Initia l - 29

286

294

9

A/N Student Current Social Security SSN Number, as altered by the student through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing.

Valid Social Security Number or BLANK if not matched

295

302

8

D

Student Date of Date of birth of the Valid date of birth = Birth student. CCYYMMDD

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-104

Year-to-Date Record (Origination) (Continued)
Field Positions First Last 303 303 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

304

310

7

N

CPS Verification Designates whether Selection Code CPS selected the student for institutional verification of applicant data as of the Transaction number reported. YTD The total of Disbursement processed Amount disbursements by RFMS

BLANK = Not selected by CPS for verification * = Selected by CPS for Institution verification of applicant data

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point.

311

336

26

A

Batch ID

Range = 0000000 to AWARD AMOUNT MAX Number generated Format = by the institution to CCYYXX999999CCYY uniquely identify a MMDDHHMMSS specific batch of where: records. XX = batch type code Format for the batch (alpha) ID is specified. CCYY = last year in cycle = ‘2002' 999999 = Reporting Pell ID CCYYMMDD = date batch created HHMMSS = time batch created Format = CCYYMMDD

337

344

8

D

Process Date

345

350

6 350

A

Unused Total Record Length

Date this record (segment) was processed by the Federal Pell Grant program Reserved for future Constant spaces expansion

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-105

Year-to-Date Record (Disbursement)
Field Positions First Last 1 1 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

YTD Record Indicator

2

24

23

A/N

Indicates if record is Constant: “D” the YTD Origination, YTD Disbursement, or Summary data. Origination ID Unique number used Format = Identifier to identify the 999999999XX200299 origination for which 999900 the disbursement is Where: to be applied against. SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid PELL ID = 999999 Orig Sequence Number = 00

25

37

13

A/N

38

38

1

A

39

40

2

N

Institution This field can Institution defined Cross-Reference contain any crossreference information useful to the institution to identify student records internally. Action Code Code to indicate A = Accepted - all action to be taken fields accepted C = Corrected - one or more fields corrected Disbursement Number of the Must be numeric: 01 Reference disbursement per to 90 Number student for the Award Year

No editing

Identifier = 91 to 99 are Reserved for RFMS system generated disbursements

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-106

Year-to-Date Record (Disbursement) (Continued)
Field Positions First Last 41 47 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

Accepted Disbursement Amount

Amount of Dollars and cents. disbursement for Use leading zeros; do student's payment not include the $ sign period. If an or decimal point. adjustment, this Range = 00000 to value is a Maximum for Award replacement amount. Year

48

48

1

A

49

56

8

D

57 58

57 65

1 8

N N

66

103

38

A

Accepted Debit/ Indicates whether P = positive Credit Indicator the Reported N = negative Flag Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. Disbursement Date this CCYYMMDD = Date disbursement was or Range = 20010621 to will be made to the 20070930 student. Unused Reserved for future Constant spaces expansion Payment Period Beginning date of CCYYMMDD = Start Date Payment Period Range = 20010101 to 20020630 or BLANK Unused Reserved for future Constant spaces expansion

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

Field is required when an institution is ineligible.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-107

Year-to-Date Record (Disbursement) (Continued)
Field Positions First Last 104 129 Length (# of Bytes) 26 Type Field Name Description Valid Values Processing Notes/Edits

A/N Disbursement Batch ID

Number generated by the institution to identify the batch of disbursement records.

Format = #DCCYY999999CCYY MMDDHHMMSS where: CCYY = last year in cycle = ‘2002' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created

130

350

221 350

A

Unused Total Record Length

Reserved for future Constant spaces expansion

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-108

Year-to-Date Record (Summary)
Field Positions First Last 1 1 Length (# of Bytes) 1 Type Field Name Description Valid Values Processing Notes/Edits

A

YTD Record Indicator

2

8

7

N

9

15

7

N

16

22

7

N

23

29

7

N

30

36

7

N

37

43

7

N

Indicates if record is Constant: “S” the YTD Origination, YTD Disbursement, or Summary data. Total Provided by RFMS. Range = 0000000 to Unduplicated Year-to-Date 9999999 Recipients number of unduplicated recipients for institution. Total Originations Provided by RFMS. Range = 0000000 to Year -to-Date 9999999 number of originations received for the institution. Originations Provided by RFMS. Range = 0000000 to Accepted Year-to-Date 9999999 number of originations received and accepted for the institution. Originations Provided by RFMS. Range = 0000000 to Corrected Year-to-Date 9999999 number of originations received and corrected for the institution. Originations Provided by RFMS. Range = 0000000 to Rejected Year-to-Date 9999999 number of originations received and rejected for the institution. Total Provided by RFMS. Range = 0000000 to Disbursements Year-to-Date 9999999 number of Disbursements received for the institution.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-109

Year-to-Date Record (Summary) (Continued)
Field Positions First Last 44 50 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

Disbursements Accepted

51

57

7

N

Disbursements Corrected

58

64

7

N

Disbursements Rejected

65 68

67 74

3 7

N N

Comment Code XXX Comment Code XXX Count

75

77

3

N

Comment Code XXX

Provided by RFMS. Year-to-Date number of Disbursements received and accepted for the institution. Provided by RFMS. Year-to-Date number of Disbursements received and corrected for the institution. Provided by RFMS. Year-to-Date number of Disbursements and rejected for the institution. Comment code number. Provided by RFMS. Year-to-Date number of times comment code was returned to the institution on an acknowledgement. Comment code number.

Range = 0000000 to 9999999

Range = 0000000 to 9999999

Range = 0000000 to 9999999

Range = 000 to 999 or Blank Range = 0000000 to 9999999 or Blank

Range = 000 to 999 or Blank

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-110

Year-to-Date Record (Summary) (Continued)
Field Positions First Last 78 84 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

85 88

87 94

3 7

N N

Comment Code Provided by RFMS. XXX Count Year-to-Date number of times comment code was returned to the institution on an acknowledgement. Comment Code Comment code XXX number. Comment Code XXX Count

Range = 0000000 to 9999999 or Blank

95 98

97 104

3 7

N N

Comment Code XXX Comment Code XXX Count

105 108

107 114

3 7

N N

Comment Code XXX Comment Code XXX Count

115 118

117 124

3 7

N N

Comment Code XXX Comment Code XXX Count

Range = 000 to 999 or Blank Provided by RFMS. Range = 0000000 to Year-to-Date 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. Comment code Range = 000 to 999 number. or Blank Provided by RFMS. Range = 0000000 to Year-to-Date 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. Comment code Range = 000 to 999 number. or Blank Provided by RFMS. Range = 0000000 to Year-to-Date 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. Comment code Range = 000 to 999 number. or Blank Provided by RFMS. Range = 0000000 to Year-to-Date 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-111

Year-to-Date Record (Summary) (Continued)
Field Positions First Last 125 127 128 134 Length (# of Bytes) 3 7 Type Field Name Description Valid Values Processing Notes/Edits

N N

Comment Code Comment code XXX number.

135 138

137 144

3 7

N N

Range = 000 to 999 or Blank Comment Code Provided by RFMS. Range = 0000000 to XXX Count Year-to-Date 9999999 number of times or Blank comment code was returned to the institution on an acknowledgement. Comment Code Comment code Range = 000 to 999 XXX number. or Blank Comment Code Provided by RFMS. XXX Count Year-to-Date number of times comment code was returned to the institution on an acknowledgement. Comment Code Comment code XXX number. Range = 0000000 to 9999999 or Blank

145

147

3

N

Range = 000 to 999 or Blank

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-112

Year-to-Date Record (Summary) (Continued)
Field Positions First Last 148 154 Length (# of Bytes) 7 Type Field Name Description Valid Values Processing Notes/Edits

N

Comment Code XXX Count

155 158

157 164

3 7

N N

Comment Code XXX Comment Code XXX Count

Provided by RFMS. Year-to-Date number of times comment code was returned to the institution on an acknowledgement. Comment code number. Provided by RFMS. Year-to-Date number of times comment code was returned to the institution on an acknowledgement. Reserved for future expansion

Range = 0000000 to 9999999 or Blank

Range = 000 to 999 or Blank Range = 0000000 to 9999999 or Blank

165

350

186 350

A

Unused Total Record Length

Constant spaces

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-113