PELL GRANT RECORD LAYOUTS

PELL MESSAGE CLASSES
Message Class <all> <all> <all> <all> <all> <all> PGOR02IN PGOA02OP PGOP02OP PGDR02IN PGDA02OP PGDW02OP PGAS02OP PGID02IN PGIA02OP PGRQ02IN PGRA02OP PGMR02OP PGRC02OP PGYR02OP PGTX02OP N/A N/A Appendix: Pell Grant Calculations Data Type TIVWAN Transmission Header Record TIVWAN Transmission Batch Header Record TIVWAN Transmission Batch Trailer Record TIVWAN Transmission Trailer Record Grant Header Record Grant Trailer Record Origination Records Origination Acknowledgment Records Origination Acknowledgment Records from the web Disbursement Records Disbursement Acknowledgment Records Disbursement Acknowledgment Records from the web Statement of Account Records Institution Data Record Institution Data Acknowledgment Data Request Record Data Request Acknowledgment Multiple Reporting Record Reconciliation Record Year to Date Records ED Comments in ASCII Text Format External Origination Add/Change Record External Disbursement Add/Change Record Record Length Variable Variable Variable Variable Variable Variable 250 355 100 200 200 240 106 100 100 450 112 350 80 309 108 Page Number 2 3 4 5 6 8 9 16 22 23 25 29 32 33 35 37 40 42 N/A 52 58 59

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

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

1

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

6 54

53 55

48 2 XX

A

Unused

Reserved for future use

Constant spaces

A/N Header Indicator A Unused

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

80

Total Record Length

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

2

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

6

12

7

A/N Header Destination Number A Unused

TIVWAN Destination Mailbox ID

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

13 20

19 24

7 5

Reserved for future use

A/N Header Class Label

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

25

32

8

A/N Header Message Class

Valid Message Class

33 37

36 41

4 5

A/N Header XXX Label A/N Header Batch label

Format: 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 Constant: “,BAT=” Batch ID

42 59 65

58 64 70

17 6 6 XX 80

A/N Header Batch ID A/N Header NCNT Label N A Header NCNT Unused Total Record Length

17 digit character batch ID. If not used Batch ID: set to all zeros “0000000000000000000" Text used to identify the next field is the Constant: “,NCT= ” number of records included in this batch. Number of records included in this “000000" batch Length extended to make the Constant spaces transmission records match the Message Class record length.

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

3

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

6

12

7

A/N Trailer Destination Number A Unused

TIVWAN Destination Mailbox ID

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

13 20

19 24

7 5

Reserved for future use

A/N Trailer Class Label

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

25

32

8

A/N Trailer Message Class

Valid Message Class

33 37

36 41

4 5

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

Format: 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 Constant: “,BAT=” Batch ID

42 59 65

58 64 70

17 6 6 XX 80

A/N Trailer Batch ID A/N Trailer NCNT Label N A Trailer NCNT Unused Total Record Length

17 digit character batch ID. If not used Batch ID: set to all zeros “0000000000000000000" Text used to identify the next field is the Constant: “,NCT= ” number of records included in this batch. Number of records included in this “000000" batch Length extended to make the Constant spaces transmission records match the Message Class record length.

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

4

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

6 54

53 55

48 2 XX

A

Unused

Reserved for future use WAN Transmission Trailer Indicator

Constant spaces Constant: “73"

A/N Header Indicator A Unused

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

80

Total Record Length

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

5

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

11

14

4

N

Data Record Length

Length of data records included in this This field is required. batch Must be numeric: 0001-9999 Number generated by the institution to This field is required. uniquely identify a specific batch of Format: records. XXCCYY999999CCYYMMDDHHMMSS where: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD-date batch created HHMMSS - time batch created

If not equal to length for Message Class, then Reject Batch. Valid Batch Type codes: #A - Statement of Account #C - Reconciliation #D - Disbursements #E - Batch Errors #G - System Generated #I - Institution Data #M - Multiple Reporting #O - Originations #P – Origination acknowledgement from the web #R - Data Request #T - ASCII Text #W – Disbursement Acknowledgements from the web #Y - Year-to-Date If duplicate Batch ID, then Reject Batch. If batch type does not agree with Message Class type, then reject batch. If #O, #R, or #I batch and received before system startup, then reject batch. If #D received more than N days prior to Award Year Start, then reject batch. If Batch Award Year does not agree with Message Class award year, then reject. If Reporting Pell ID is ineligible, then send warning message. If Reporting Pell ID is a branch campus or has Central Funding, then reject batch. If date batch created is > system date, then reject batch. If not blank and not equal to OPE ID associated with Pell ID, then warn the batch.

15

40

26

A

Batch ID

41

48

8

A/N OPE ID

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

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2001-2002 Draft RFMS Pell Grant Record Layouts

6

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

59 63 64 69 77

62 63 68 76 100

4 1 5 8 24

A A

Unused ED Use

Constant spaces Constant spaces Constant spaces Media Type – Y for Year to Date ED Express PC software version number. Completed by RFMS as a result of processing the batch. Completed by RFMS as a result of Batch editing. These are the 200 series of edits that can be found in the Technical Reference Guide.

A/N ED Use N N RFMS Process Date Batch Reject Reasons

XX 80

A

Unused Total Record Length

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

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2001-2002 Draft RFMS Pell Grant Record Layouts

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

11 15

14 40

4 26

N A

Data Record Length

41 47

46 57

6 11

N N

58

58

1

A

59 65 76 77

64 75 76 100

6 11 1 24 XX 80

N N A A A

Length of data records included in this batch This field is required. Must be numeric: 0001-9999 Batch ID Number generated by the institution to This field is required. uniquely identify a specific batch of records. Format: XXCCYY999999CCYYMMDDHHMM SS where: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD - date batch created HHMMSS - time batch created Reported Number of Records Numeber of data records included in this This field is required. batch. Must be numeric: 000000 – 999999 Reported Total of Batch Total Origination Award Amount or This field is required. Disbursement amount reported on Dollars and cents. Use leading zeros; do Origination or Disbursement batches. For all not include the $ sign or decimal point. other types of batches this amount will be For ESOA is constant 0. constant 0. 00000000000 – 99999999999 Reported Total Sign Indicator Positive or negative sign for total amount This field is required. reported. ‘P’ – Positive ‘N’ – Negative For ESOA is constant ‘P’. Accepted and Corrected Number RFMS USE ONLY - Number of data records 000000 – 999999 of Records accepted and corrected by RFMS. Accepted and Corrected Total of RFMS USE ONLY - Total Award or Batch Disbursement amount accepted and corrected on batch. Accepted and Corrected Total RFMS USE ONLY - Positive or negative Sign Indicator sign for total amount accepted. Unused Reserved for future expansion Unused Total Record Length Length extended to make the trailer record the same length as the detail records. Dollars and cents. Use leading zeros, do not include the $ sign or decimal point. 00000000000 - 99999999999 ‘P’ - Positive ‘N’ - Negative Constant spaces Constant spaces

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

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.

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2001-2002 Draft RFMS Pell Grant Record Layouts

8

PELL GRANT RECORD LAYOUTS Origination Record
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Description Unique number used to identify an origination. Valid Values This field is required. Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2002 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 This field is required. 001010001 – 999999999 This field is required. Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name This field is required. Valid PELL-ID Processing notes/Edits Identifier If Origination ID matches on RFMS Database, Then Compare all fields. If all the fields match, then the record is returned as a duplicate otherwise it is a change. If the Origination ID does not match then the Origination is new. Identifier Identifier If SSN & Name Code do not match value in Origination ID, then reject record.

24 33

32 34

9 2

N A

Original SSN Original Name Code

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

35

40

6

N

Attended Campus PELL-ID

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

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

41 46 59 60 61

45 58 59 60 67

5 13 1 1 7

A/N Unused A/N Institution cross-reference A A N Action Code Unused

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

Constant spaces Institution defined Will always be BLANK Constant spaces No editting by RFMS will be done on this field. No editing

68

75

8

N

Award amount for entire school Must equal the award amount calculated by This field is required. Cannot exceed Total Payment Ceiling - award year the institution to be disbursed to this student Dollars and cents. Use leading zeros and validation performed. Increases are required to be for attendance for this entire Pell Grant award report cents as ‘00’; do not include the $ submitted to RFMS. Any change to origination data year. sign or decimal point. requires the Award Amount to be validated. Range: 0000000 to AWARD AMOUNT MAXIMUM Estimated Disbursement Date #1 Date 1st disbursement to student is estimated This field is required. If Date not within range, then set approved value to to be made. CCYYMMDD: Range: N system date days prior to DISBURSEMENT START DATE (20010701) to DISBURSEMENT END DATE ( 20070930).

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2001-2002 Draft RFMS Pell Grant Record Layouts

9

PELL GRANT RECORD LAYOUTS Origination Record
Start 76 End 83 Length Type Field Name Description Valid Values Processing notes/Edits 8 N Estimated Disbursement Date #2 Date 2nd disbursement to student is estimated CCYYMMDD: Range: [see If Date not within range, then set approved value to to be made. field position 68 in this record] or spaces. BLANK 8 8 8 8 8 8 8 8 8 8 8 8 8 N N N N N N N N N N N N N Estimated Disbursement Date #3 Date 3rd disbursement to student is estimated CCYYMMDD: Range:[see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date #4 Date 4th disbursement to student is estimated CCYYMMDD: Range:[see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date #5 Date 5th disbursement to student is estimated CCYYMMDD: Range:[see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date #6 Date 6th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date #7 Date 7th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date #8 Date 8th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date #9 Date 9th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Estimated Disbursement Date Date 10th disbursement to student is CCYYMMDD: Range: [see #10 estimated to be made. field position 68 in this record] or BLANK Estimated Disbursement Date Date 11th disbursement to student is CCYYMMDD: Range: [see #11 estimated to be made. field position 68 in this record] or BLANK Estimated Disbursement Date Date 12th disbursement to student is CCYYMMDD: Range: [see #12 estimated to be made. field position 68 in this record] or BLANK Estimated Disbursement Date Date 13th disbursement to student is CCYYMMDD: Range: [see #13 estimated to be made. field position 68 in this record] or BLANK Estimated Disbursement Date Date 14th disbursement to student is CCYYMMDD: Range: [see #14 estimated to be made. field position 68 in this record] or BLANK Estimated Disbursement Date Date 15th disbursement to student is CCYYMMDD: Range: [see #15 estimated to be made. 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 See Estimated Disbursement Date #2 See Estimated Disbursement Date #2 See Estimated Disbursement Date #2 See Estimated Disbursement Date #2

84 92 100 108 116 124 132 140 148 156 164 172 180

91 99 107 115 123 131 139 147 155 163 171 179 187

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10

PELL GRANT RECORD LAYOUTS Origination Record
Start 188 End 195 Length Type Field Name 8 D Enrollment Date Description Valid Values Processing notes/Edits First date that the student was enrolled in an This field is required. If blank or invalid, then set approved value to eligible program for the designated award CCYYMMDD: Range: previous value or date reported Batch ID in Grant year. If the student enrolled in a crossover 20010101 - 20020630 Header record. payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period. Flag to identify tuition ranges when the Value Tuition Range If invalid, then set approved value to previous value annual tuition is less than or equal to 1: TBD or BLANK. minimum defined by low tuition and fees 2: TBD table. 3: TBD or BLANK: low tuition does not apply Status of verification of applicant data by the This field is required. If blank or invalid, then school. A: Accurate If selected by CPS, then set approved value to C: Calculated previous value or “W” N: SAR Transaction Not Selected by CPS ELSE set approved value to “N”. for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Code to indicate the student’s incarcerated BLANK: Not incarcerated If invalid, then set approved value to previous value status for students incarcerated in local penal Y: Yes, the student is incarceratedor BLANK. institutions, but are otherwise eligible to in a local institution, but is otherwise receive Federal Pell Grants. eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Transaction number from eligible SAR used This field is required. If BLANK or NO Match with eligible app data, then to calculate award Must be numeric: 01 - 99 reject record. Return last value reported on acknowledgment. Must equal the student's Expected Family This field is required. If BLANK or NO Match with eligible app data, then Contribution from the ISIR or SAR. Range: 00000-EFC MAXIMUM. reject record. Return last value reported on acknowledgment.

196

196

1

A

Low Tuition & Fees code

197

197

1

A

Verification Status code

198

198

1

A

Incarcerated Federal Pell Recipient code

199 201

200 205

2 5

N N

Transaction number Expected Family Contribution (EFC)

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2001-2002 Draft RFMS Pell Grant Record Layouts

11

PELL GRANT RECORD LAYOUTS Origination Record
Start 206 End 206 Length Type Field Name 1 A Secondary Expected Family Contribution Code Description Valid Values Processing notes/Edits Code indicating which EFC value is used to O = Federal Pell Grant award previously If invalid, then set approved value to previous value determine award amount based on the secondary EFC and reported or BLANK. to the Federal Pell Grant program; If NO Match with eligible app data, then reject student’s award now based on the original record. Return last value reported on EFC. acknowledgment. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. Or BLANK if Secondary EFC not used Calendar which applies to this student's This field is required. The academic calendar dictates which Payment educational program. Must be valid or 1=Credit Hours - non-standard terms; Methodology can be accepted. Used in award system accepted to process record. 2 =Credit Hours - standard terms of amount validation. quarters; The following changes in Academic Calendar 3 = Credit Hours - standard terms of indicate need to change Payment Methodology. semesters; From To 4 =Credit Hours - standard terms of 1 to 2, 3, 4, or 5 trimesters; 2, 3, or 4 to 1 or 5 5 = Clock hours; 5 to 2, 3, 4, or 6 6 = Credit Hours without terms 6 to 1 or 5 If AC invalid or BLANK, then set accepted value to Refer to Appendix 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".

207

207

1

N

Academic calendar

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2001-2002 Draft RFMS Pell Grant Record Layouts

12

PELL GRANT RECORD LAYOUTS Origination Record
Start 208 End 208 Length Type Field Name 1 N Payment methodology Description Formula used to calculate the student's Federal Pell Grant Award. Valid Values Processing notes/Edits This field is required. The Payment Methodology dictates the data required 1= (a)Credit hour with standard terms in for Enrollment status, Weeks of instructional time, which total weeks of instructional time Weeks of instructional time in academic year, Fall through Spring terms equal or exceed Credit/Clock Hours expected to complete, 30 weeks, or have been granted waiver; Credit/Clock Hours in academic year. or (b) School offers a summer term in addition to fall through spring terms, Used in award amount validation. Academic could calculate awards using Formula 1 Calendar and Payment Methodology must be or 2 and chooses to perform alternate logically consistent. calculation (AC: 2,3, or 4) PM AC 2 = Credit hour with standard terms in 1 2, 3, or 4 which total weeks of instructional time 2 2, 3, or 4 Fall through Spring terms are less than 30 3 1, 2, 3, or 4 weeks, has not been granted waiver. 4 5 or 6 Institution does not use alternate 5 1, 2, 3, 4, 5 or 6 calculation (AC: 2,3, or 4) 3 = Credit hour with standard or nonIf invalid or BLANK, then set accepted value to standard terms previous value or “3". (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) Refer to Appendix Must equal COA calculated by the institution This field is required. Used in award amount validation. following the Federal Pell Grant Payment Dollars and cents. Use leading zeros; do If invalid or BLANK, then set accepted value to regulations. not include the $ sign or decimal point. previous value or “9999999". Range: 0000000 - 9999999. This student’s expected enrollment status for Blank (AC: 5 or 6) Used in award amount validation. BLANK only if the entire award year. The Enrollment Status 1: Full-time (AC: 1, 2, 3, or 4 and Payment Methodology is either Formula 4 or if 5 “Other” is used when the student’s Payment Methodology not equal to 5) Payment Methodology is Formula 5 and Academic enrollment is “mixed” or student attends more 2: 3/4 time (AC: 1, 2, 3, or 4 and Calendar is 6. than number of terms in a full academic year. Payment Methodology not equal to 5) If PM does not equal 4; or if PM does not equal 5 Valid Values depend upon Academic Calendar 3: ½ time (AC: 1, 2, 3, or 4) and AC equal 6 and invalid or BLANK, then set and Payment Methodology fields. 4: Less than ½ time (AC: 1, 2, 3, or 4) accepted value to previous value or “1". 5: Other (AC: 1, 2, 3, or 4 and Payment ELSE if invalid, set accepted value to BLANK. Methodology not equal to 5) If AC: 1, 2, 3, or 4 and Payment Methodology is 5 Refer to Appendix and Enrollment Status is reported as either Blank or a value other than 3 or 4, we must set the value equal to 3 and we must have a warning comment (W) go to the institution that says: Enrollment Status may never exceed half time when using Payment Methodology 5.

209

215

7

N

Cost of Attendance

216

216

1

A

Enrollment status

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2001-2002 Draft RFMS Pell Grant Record Layouts

13

PELL GRANT RECORD LAYOUTS Origination Record
Start 217 End 218 Length Type Field Name Description 2 A Weeks of instructional time used Total Number of weeks on instructional time to calculate payment provided by this student’s Program of Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: The lesser of either (a) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. 2 A Weeks of inst. time in program's Total number of weeks of instructional time definition of academic year in the institution’s definition of a full academic year for this student’s Program of Study. Valid Values Blank (Payment Methodology 1) 00 – 78 (Payment Methodology 2, 3, 4, or 5) IF PM=2 Must be < 30 IF PM=3 Must be valid range IF PM=4 Must be valid range IF PM=5 Must be valid range Refer to Appendix 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.

219

220

Blank (PM: 1) 30 – 78 (May never be less than the number provided in positions 217 – 218 Weeks of instructional time used to calculate payment field of Origination record. If > 78 set to 30. Refer to Appendix

Can be blank when using Payment Methodology 1. Can never be less than previous field. If invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default Weeks populated, then set accepted value to default. ELSE If Reporting Pell ID default Weeks populated, then set accepted value to default. If supplied and not needed for payment methodology, ignore. Used in award amount validation.

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PELL GRANT RECORD LAYOUTS Origination Record
Start 221 End 224 Length Type Field Name 4 A Cr/Clock hrs in Award Year Description Total number of credit/clock hours in all payment periods institution expects this student to attend and be paid for during this Federal Pell Grant Award year. Valid Values Blank (Unless Payment Methodology 5 and AC 6, or Payment Methodology 4) or Ranges: 0000-3120 AC = Clock Hour (5) 0000-0100 AC = Credit Hours without terms(6) Refer to Appendix Processing notes/Edits Can be blank when using Payment Methodologies 1,2, 3, & 5. If invalid, out of range or greater than Credit/clock hours in this student’s program of study’s academic year, then accepted value equal to previous value or equal to Cr/Clock Hrs for Academic Year. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be blank if PM 5 and AC 6. Can be blank when using Payment Methodologies 1,2, 3, & 5. If invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default Hours populated, then set accepted value to default. ELSE If Reporting Pell ID default Hours populated, then set accepted value to default. ELSE set accepted value to 900 if Academic Calendar = 5 or set accepted value to 24 if Academic Calendar = 6. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be less than previous field. No editting by RFMS will be done on this field.

225

228

4

A

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

229 232

231 250

3 19 250

A/N Institution Internal Sequence Number A Unused Total Record Length

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

Institutional defined Constant spaces

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

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PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Description Unique number used to identify an origination Valid Values Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL- ID - 999999 Orig Sequence Number - 00 001010001 - 999999999 Processing notes/Edits Identifier

24 33

32 34

9 2

N A

Original SSN Original Name Code

Student's SSN from original FAFSA

Identifier Identifier

35

40

6

N

Attended Campus PELL-ID

41 46 59

45 58 59

5 13 1

A/N Unused A/N Institution cross-reference A Action Code

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

Identifier

No editting will be done on this field by RFMS.

60 61

60 67

1 7

A N

Unused Accepted Award amount for entire school year

Reserved for expansion Must equal the award amount calculated by the institution to be disbursed to this student for attendance for this entire Pell Grant award year. Date 1st disbursement to student is estimated to be made. Date 2nd disbursement to student is estimated to be made.

#

68

75

8

N

Accepted Estimated Disbursement Date #1 Accepted Estimated Disbursement Date #2

# #

76

83

8

N

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

16

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 84 92 100 108 116 124 132 140 148 156 164 172 180 188 End 91 99 107 115 123 131 139 147 155 163 171 179 187 195 Length Type Field Name 8 N Accepted Estimated Disbursement Date #3 8 N Accepted Estimated Disbursement Date #4 8 N Accepted Estimated Disbursement Date #5 8 N Accepted Estimated Disbursement Date #6 8 N Accepted Estimated Disbursement Date #7 8 N Accepted Estimated Disbursement Date #8 8 N Accepted Estimated Disbursement Date #9 8 N Accepted Estimated Disbursement Date #10 8 N Accepted Estimated Disbursement Date #11 8 N Accepted Estimated Disbursement Date #12 8 N Accepted Estimated Disbursement Date #13 8 N Accepted Estimated Disbursement Date #14 8 N Accepted Estimated Disbursement Date #15 8 D Accepted Enrollment Date Description Valid Values Date 3rd disbursement to student is CCYYMMDD: Range:[see # estimated to be made. field position 68 in this record]or BLANK Date 4th disbursement to student is CCYYMMDD: Range:[see # estimated to be made. field position 68 in this record] or BLANK Date 5th disbursement to student is CCYYMMDD: Range:[see # estimated to be made. field position 68 in this record] or BLANK Date 6th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 7th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 8th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 9th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 10th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 11th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 12th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 13th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 14th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK Date 15th disbursement to student is CCYYMMDD: Range: [see # estimated to be made. field position 68 in this record] or BLANK First date that the student was enrolled in an CCYYMMDD: Range: # eligible program for the designated school 20010101 - 20020630 year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period. Flag to identify tuition ranges when the Value Tuition Range # annual tuition is less than or equal to 1: TBD minimum defined by low tuition and fees 2: TBD table. 3: TBD or BLANK: low tuition does not apply Processing notes/Edits

196

196

1

A

Accepted Low Tuition & fees flag

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

17

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 197 End 197 Length Type Field Name Description 1 A Accepted Verification status flag Status of verification of applicant data by the school. Valid Values Processing notes/Edits A: Accurate If blank or invalid, then C: Calculated If selected by CPS, then set approved value to N: SAR Transaction Not Selected by CPS previous value or “W” for Verification Process ELSE set approved value to “N”. R: Reprocessed # S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Code to indicate the student’s incarcerated BLANK: Not incarcerated # status for students incarcerated in local penalY: Yes, the student is incarcerated institutions, but are otherwise eligible to in a local institution, but is otherwise receive Federal Pell Grants. eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Transaction number from eligible SAR used Must be numeric: 01 - 99 # to calculate award Must equal the student's Expected Family Range: 00000-EFC MAXIMUM. # Contribution from the ISIR or SAR May be the primary or secondary EFC value. Code indicating which EFC value is used to O= Federal Pell Grant award # determine award amount previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S= Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used. Calendar which applies to this student's 1= Credit Hours - non-standard # educational program. Must be valid or terms; system accepted to process record. 2= Credit Hours - standard terms of quarters; 3= Credit Hours - standard terms of semesters; 4= Credit Hours - standard terms of trimesters; 5= Clock hours; 6= Credit Hours without terms;

198

198

1

A

Accepted Incarcerated Federal Pell Recipient code

199 201 206

200 205 206

2 5 1

N N A

Accepted Transaction number Accepted Expected Family Contribution (EFC) Accepted Secondary Expected Family Contribution Code

207

207

1

N

Accepted Academic calendar

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

18

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

209 216

215 216

7 1

N A

Accepted Cost of Attendance Accepted Enrollment status

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

19

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 217 End 218 Length Type Field Name Description Valid Values 2 A Accepted Weeks of instructional Total Number of weeks on instructional time Blank or time used to calculate payment provided by this student’s Program of Study 00 - 78 during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: The lesser of either (a) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. 2 A Accepted Weeks of inst. time in The number of weeks of instructional time Blank or program's definition of academic in the program's academic year. 30 - 78 year Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. 4 A Accepted Cr/Clock hours in Total number of credit/clock hours in all Blank or Award Year payment periods institution expects this Ranges: student to attend and be paid for during this 0000-3120 Academic calendar 5 Federal Pell Grant Award year. 0000-0100 Academic calendar 6 4 A Accepted Cr/Clock hours in this Number of credit or clock hours in this Blank or student’s program of study’s student's educational program's academic Range: academic year year definition. 0900-3120 Academic calendar 5 Must be valid when Payment Methodologies 0024-0100 Academic calendar 6 4 or 5 are used. 3 A/N Institution Internal Sequence This is an internal sequence number the Institutional defined Number institution can define. 19 A Unused Reserved for expansion Constant spaces 5 N Scheduled Federal Pell Grant Scheduled amount for a full time student. Range: 00000 – AWARD AMOUNT MAXIMUM Processing notes/Edits

#

219

220

# # #

221

224

225

228

229 232 251

231 250 255

No editting will be done on this field by RFMS.

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

20

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 256 End 257 Length Type Field Name Description Valid Values 2 N Previously Accepted Transaction Transaction number that was previously 01 - 99 Number accepted and currently stored by RFMS for or BLANK if Origination not rejected. this student. This field will only be populated for rejected originations. 5 N Previously Accepted EFC EFC that was previously accepted and Range: 00000-EFC MAXIMUM. currently stored by RFMS for this student. or BLANK if Origination not rejected. This field will only be populated for rejected originations. 1 A Previously Accepted Secondary Secondary EFC Code that was previously O= Federal Pell Grant award previously EFC Code accepted and currently stored by RFMS for based on the secondary EFC and reported this student. This field will only be to the Federal Pell Grant program; populated for rejected originations. student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used or if Origination not rejected. 7 N Previously Accepted Cost of COA previously accepted and currently Dollars and cents. Use leading zeros; do Attendance stored by RFMS for this student. This field not include the $ sign or decimal point. will only be populated for rejected Range: 0000000-9999999. originations. 75 N Origination warning/reject List of up to twenty five 3 digit Twenty-Five edit/reject codes of: 000 - 999 reasons reject/warning codes which occurred during Position XXX-XXX: 1st code processing of this origination record. Only Position XXX-XXX: 2nd code edit codes hit will display in the field. Position XXX-XXX: 3rd code... Otherwise, this space will be zero filled. Position YYY-YYY: 25th code 10 N ED Use Flags Flags that are set to inform institutions of Format: modifications that have been made to their 0000000000 - 1111111111 database and require immediate action to Values: 0 – indicates not set rectify 1- indicates flag is set. Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th thru 10th - Reserved for future use . 355 Total Record Length Processing notes/Edits

258

262

263

263

264

270

271

345

346

355

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

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

21

PELL GRANT RECORD LAYOUTS Disbursement Record
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Description Valid Values Unique number used to identify the This field is required. origination for which the disbursement is to Format: be applied against. 999999999XX2002999999900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL-ID - 999999 Orig Sequence Number - 00 This field can contain any cross reference Institution defined information useful to the institution to identify student records internally. Action code Will always be blank Processing notes/Edits Identifier If Origination ID does not match on RFMS database, then reject record.

24 37 38

36 37 39

13 1 2

A/N Institution cross-reference A N Action Code

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

Disbursement Reference Number Number of this disbursement. RFMS will This field is required. send disbursement number 91-99 for system Must be numeric: 01 - 90 generated disbursement. Debit/ Credit Indicator Flag Indicates whether the Reported Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. Amount of disbursement for student This field is required. P : positive N : negative

40

40

1

A

41

47

7

N

Disbursement Amount

48

55

8

D

Disbursement Date

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-Award Amount MAX Date this disbursement was or will be made This field is required. to the student. CCYYMMDD: Range: 20010621 - 20070930 Beginning date of the Payment Period CCYYMMDD: Range: 20010101 to 20020630 Or Spaces

56

63

8

D

Payment Period Start Date

Process Date must be within N days prior of disbursement date. If date plus 30 days > system date, then send 30 day warning message. N may be different for Just In Time and Advance Funding Institutions. If institution is ineligible and Payment Period Start date is invalid or not in range, then reject the record. If Payment Period Start date does not fall within the institution’s period of eligibility the record will be rejected. If the institution is eligible and Payment Period Start date is invalid or not in range, then the date will be set to spaces.

64

100

37 100

A

Unused Total Record Length

Reserved for future expansion

Constant spaces

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

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

22

PELL GRANT RECORD LAYOUTS Disbursement Acknowledgment Record
Start 1 End 23 Length Type 23 Field Name Description Valid Values Identifier Processing notes/Edits A/N Origination ID Unique number used to identify the Format: origination for which the disbursement is to 999999999XX200299999900 be applied against. Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 A/N Institution cross-reference This field can contain any cross reference Institution defined information useful to the institution to identify student records internally. A Action Code/Status Code to indicate processing status of Valid Codes: disbursement. A: Accepted disbursement amount C: Corrected disbursement amount D: Duplicate disbursement reference number of an accepted record at RFMS E: Rejected - record was rejected N Disbursement Reference number Unique number of the disbursement. RFMS Must be numeric: 01 - 90 will send disbursement number 91-99 for system generated disbursement. A Accepted Debit/ Credit Indicator Indicates whether the Reported P : positive Flag Disbursement Amount is an increase or a N : negative decrease to the total amount that has been disbursed to the student for the award year. N Accepted Disbursement amount Amount of disbursement for student. If an Dollars and cents. Use leading adjustment, this value is a replacement zeros; do not include the $ sign or amount. decimal point. Range: 0000000-AWARD AMOUNT MAX N Disbursement date Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20010621 - 20070630 D Payment Period Start Date Beginning date of the Payment Period CCYYMMDD: Range: 20010101 to 20020630 Or Spaces

24 37

36 37

13 1

If a duplicate disbursement reference number is submitted then the record will not be processed by RFMS.

38 40

39 40

2 1

Identifier 91-99 are Reserved for RFMS system generated disbursements

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

41

47

7

48 56

55 63

8 8

If institution is ineligible and Payment Period Start date is invalid or not in range, then reject the record. If Payment Period Start date does not fall within the institution’s period of eligibility the record will be rejected. If the institution is eligible and Payment Period Start date is invalid or not in range, then the date will be set to spaces.

64

100

37

A

Unused

Reserved for future expansion

Constant spaces

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

23

PELL GRANT RECORD LAYOUTS Disbursement Acknowledgment Record
Start 101 End 107 Length Type 7 N Field Name YTD Disbursed Amount Description Valid Values Processing notes/Edits Total amount that has been disbursed to the Dollars and cents. Use leading If the record is rejected this amount will be 0. student for the award year zeros; do not include the $ sign or decimal point. Range: 0000000-AWARD AMOUNT MAX Three digit comment codes indicating the Twenty-Five edit/reject codes of: results of Federal Pell Grant processing. 000 - 999 Maximum of 25 comments will appear in a Position XXX-XXX: 1st code single acknowledgment record. If less than Position XXX-XXX: 2nd code... 25 comments, zero filled. Position YYY-YYY: 25th code Flags that are set to inform institutions of modifications that have been made to their database and require immediate action to rectify Format: 0000000000- 1111111111 Values: 0 – indicates not set 1- indicates flag is set. Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th thru 10th - Reserved for future use . Constant spaces

108

182

75

N

Edit/Comment codes

183

192

10

N

ED Use Flags

193

200

8 200

A

Unused Total Record Length

Reserved for future expansion

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

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

24

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

19 30

29 45

11 16

A A/N

Unused GAPS Award Number

46 51 59 70 81 92

50 58 69 80 91 102

5 8 11 11 11 11

N D A/N A/N A/N A/N

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

103

113

11

A/N

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

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

25

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

125 132

131 142

7 11

N N

143

153

11

N

154

164

11

N

165

177

13

N

178 186 199

185 198 200

8 13 2 200

D N A

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

26

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

19 30

29 45

11 16

A A/N

Unused GAPS Award Number

46 54

53 54

8 1

D A

Transaction Date Debit/ Credit Indicator Flag

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

55 66 74

65 73 99

11 8 26

A/N D A/N

Adjustment Amount GAPS Process Date Adjustment Batch ID

Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 Valid date in CCYYMMDD format. Format: CCYYXX999999CCYYMMDDHHMMSS where: XX - #D: Disbursements CCYY - End year of school year pair: ‘2002' 999999 -Reporting Pell ID CCYYMMDD-date batch created HHMMSS - time batch created

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

27

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record – Detail
Start 100 End Length 200 101 200 Type Field Name A Unused Total Record Length Description Reserved for future expansion. Valid Values Constant spaces Processing notes/Edits

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

28

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

7

17

11

N

DUNS Number

18 53 88 113 115 124

52 87 112 114 123 173

35 35 25 2 9 50

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

Institution street mailing address - Line 1 Institution street mailing address - Line 2 Institution mailing city Institution mailing state Mailing Zip code FAA Email Address

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

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

Used to identify an institution that may be referenced by more than one Pell-ID. BLANK if unchanged. May edit to determine change of ownership BLANK if unchanged. BLANK if unchanged. BLANK if unchanged. BLANK if unchanged. BLANK if unchanged.

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

174

203

30

A/N

204 218

217 231

14 14

A/N A/N

Financial Aid Administrator Enter the full name 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 number Phone number for the FAA indicated previously, including area code and extension. Do not enter the number for your service agent. FAA fax number Fax number used by the FAA indicated previously, (Optional) including area code. Do not enter the number for your service agent.

May include blanks and special characters.

BLANK if unchanged. Are we going to allow updating?

Numeric only. No parentheses or dashes.

BLANK if unchanged.

Numeric only for first 10 positions. No parentheses BLANK if unchanged. or dashes. Last 4 positions will be blank.

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

29

PELL GRANT RECORD LAYOUTS Institution Data Record
Start 232 End 232 Length 1 Type A Field Name Institution type Description Code that best describes the type of institution Valid Values 1= Less than 1 year 2= 1 year, less than 2 years 3= 2 years, less than 3 years 4= 3 years, less than 4 years 5= 4 years (baccalaureate) 6= 5 years or more Otherwise, leave blank. Processing notes/Edits BLANK if unchanged.

233

233

1

A

Financial control

The source of financial control for your institution 1 = Public in Pell Grant files, use the code that best describes 2 = Private, nonprofit your institution. 3= Proprietary Otherwise, leave blank.

BLANK if unchanged.

234

234

1

A

Academic calendar

235

236

2

A/N

Weeks of inst. time in program's definition of academic year

The academic calendar in Pell Grant files, use the 1 = Institution uses nonstandard academic terms BLANK if unchanged. code that best describes the MAJOR type of and measures academic progress by credit hours academic term your institution uses. 2 = Institution uses standard quarters and measures academic progress by credit hours 3 = Institution uses standard semesters and measures academic progress by credit hours 4 = Institution uses standard trimesters and measures academic progress by credit hours 5 = Institution measures academic progress by clock-hours 6 = Institution does not use terms, but does measure academic progress by credit hours Otherwise, leave blank. The number of weeks of instructional time in the Blank or program's academic year. 30 - 78

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30

PELL GRANT RECORD LAYOUTS Institution Data Record
Start 237 End 240 Length 4 Type A/N Field Name Description Valid Values Cr/clock hrs in program's The number of hours/credit hours in your school’s Use leading zeroes and the applicable range: definition of academic year academic year definition in Pell Grant file. 0900 – 3120 for AC = 5 0024 - 0100 for AC = 6 Otherwise, leave blank. Total Record Length Processing notes/Edits BLANK if unchanged.

240

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

31

PELL GRANT RECORD LAYOUTS Institution Data Acknowledgment Record
Start 1 7 8 End 6 7 31 Length 6 1 24 Type N A N Pell-ID Action Status Batch Reject Reasons Field Name Description Pell-ID assigned the Federal Pell Program for the participating campus. Valid Values Must be a valid Pell-ID code. Processing notes/Edits Change applies to all records with the same Pell-ID , unless further identification (DUNS #) is provided to change only a particular institution Completed by RFMS as a result of Batch editing. Completed by RFMS as a result of Batch editing.

Code to indicate the status of institution data record A - Institution Data Record Accepted receipt. E - Institution Data Record Rejected List of up to eight 3 digit 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 expansion Reject Reasons format: 000 - 199 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 Constant spaces

32

106

75 106

A

Unused Total Record Length

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

32

PELL GRANT RECORD LAYOUTS Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 1 End 6 Length 6 Type N Field Name Description This field is required. Valid Pell-ID Valid Values Processing notes/Edits 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. Requesting Attended Campus Pell-ID campus on Pell-ID

7

7

1

A

Request type

8 9

8 34

1 26

A A

This field is required. M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-To-Date Requested Output Media Type Code for type of media to use when E = Send output by Electronic File sending output data. Unused Reserved for future expansion Constant spaces

Code for data request type.

Cannot be blank for requests from the WEB.

35 36

35 36

1 1

A A

Multiple Reporting Request Code 1 Multiple Reporting Request Code 2 Student ID

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

37

47

11

A

48 54

53 76

6 23

N A

MR institution Pell-ID Origination ID

This field required for Type M request. O = Send origination information D = Send disbursement information This field required for Type M request. A = Send list of other institutions for all students S = Send other institution for students listed in record. I = Send students for institution listed in record The Student SSN and Name code for Blank or which a MR is requested. Only 001010001XX - 999999999XX required if MR Code 2 equals S. where XX is: Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name The institution code for which MR Blank or listings are requested. Only required Valid Pell-ID if the MR Code 2 equals I. The Origination ID for which a Year Format: to Date is Requested. 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID - 999999 Orig Sequence Number - 00

There may be multiple detail records to accommodate the number of Student IDs or institution numbers listed for the attended campus institution. Must be non-blank MRR Code 2 equals S.

Must be non-blank if MRR Code 2 equals I. If Request Type is Y and the Origination ID is nonblank then the YTD will be generated for that Origination ID. If the Origination ID is not found or invalid the request will be rejected.

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2001-2002 Draft RFMS Pell Grant Record Layouts

33

PELL GRANT RECORD LAYOUTS Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 77 End 100 Length 24 100 Type A Unused Total Record Length Field Name Description Reserved for future expansion Constant spaces Valid Values Processing notes/Edits

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

34

PELL GRANT RECORD LAYOUTS Data Request Acknowledgments: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 1 End 6 Length 6 Type Field Name Description N Requesting Attended Campus Pell-ID campus on Pell-ID Valid Values Valid Pell-ID Processing notes/Edits 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 9

8 34

1 26

A A

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

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

35 36 37

35 36 47

1 1 11

A A A

Multiple Reporting Request Code 1 Multiple Reporting Request Code 2 MR Student ID

48 54

53 76

6 23

N A

MR Institution Pell-ID Origination ID

Indicates the institution is requesting O = Send origination information origination or disbursement D = Send disbursement information information. Indicates the institution is requesting A = Send list of other institutions for all students by selected student, selected S = Send other institutions for students listed in record. institution, or all students. I = Send students for institution listed in record The Student SSN and Name code for Blank or which a MR is requested. Only 001010001XX - 999999999XX required if the MRR Code 2 equals S. where XX is: Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name The institution code for which MR Blank or listings are requested. Only required Valid Pell-ID if the MRR Code 2 equals I. The Origination ID for which a Year Format: If Request Type is Y and the Origination ID is not blank and the to Date is Requested. 999999999XX200299999900 User requested this field on their request. If the Origination ID is Where: not found or invalid the request will be rejected. SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID - 999999 Orig Sequence Number - 00

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

35

PELL GRANT RECORD LAYOUTS Data Request Acknowledgments: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 77 End 77 Length 1 Type Field Name A Action Code Description Code to indicate action to be taken Valid Values Valid Codes: A: Accepted - all fields accepted C: Corrected - one or more fields corrected E: Rejected - record was rejected Comment format: 000 - 199 Position XX-XX:1st comment code Position XX-XX :2nd comment code... Position XX-XXX: 7th comment code Constant spaces Processing notes/Edits

78

98

21

N

Edit/Comment Codes

List of up to seven 3 digit comment codes which occurred during processing of the data request. Reserved for future use

77

100

2 100

A

Unused Total Record Length

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2001-2002 Draft RFMS Pell Grant Record Layouts

36

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

3

8

6

N

9

9

1

A

10

10

1

A

11

21

11

A

22

27

6

N

28 37

36 38

9 2

N A

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

37

PELL GRANT RECORD LAYOUTS Multiple Reporting Record
Start 39 End Length Type Field Name 44 6 N Institution Pell-ID Description Valid Values Pell-ID of the attended campus of the Must be a valid Pell-ID assigned by the Department student. Use the record type to interpret of Education. the relationship this institution has to the institution receiving this record. The name of the institution. Processing notes/Edits

45 115 150 185 210

114 149 184 209 211

70 35 35 25 2

A/N Institution name

A/N Institution street address - Line 1 The street or post office box address of institution. A/N Institution street address - Line 2 The street or post office box address of institution. A/N Institution city The city in which the institution is located. A Institution state The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located. The zip code of the institution. The full name of the institutional May include blanks and special characters. administrator officially responsible for the accuracy and completeness of the data, starting with first name, e.g., JOHN E DOE. The working phone number for the person Includes area code, but not parentheses or dashes. indicated as FAA. The working fax number used by the May be BLANK. Otherwise Includes area code, but person indicated as FAA. not parentheses or dashes. Internet address of an authorized official. May be BLANK.

212 221

220 250

9 30

A/N Zip code A/N Financial Aid Administrator (FAA) name

251 261 271

260 270 320

10 10 50

N

FAA telephone number

A/N FAA fax number (Optional) A/N Internet address

321 328 335 337

327 334 336 341

7 7 2 5

N N N N

Scheduled Federal Pell Grant Origination Award Amount Transaction Number Expected Family Contribution

Scheduled Federal Pell Grant for a Range: student with this EFC and COA attended 0000000-AWARD AMOUNT MAX full-time for a full academic year Annual award amount supplied on the Range: origination record. 0000000-AWARD AMOUNT MAX Transaction number from the eligible SAR Range: used to calculate the award. 01-99 Amount of the student’s Expected Family Range: Contribution from the SAR used to 00000-EFC MAXIMUM calculate the award.

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2001-2002 Draft RFMS Pell Grant Record Layouts

38

PELL GRANT RECORD LAYOUTS Multiple Reporting Record
Start 342 350 358 365 373 381 386 End Length Type Field Name 349 8 D Enrollment Date 357 364 372 380 385 395 8 7 8 8 5 10 Description Valid Values First date the student was enrolled in an CCYYMMDD eligible program for the award year. Range: 20010101 - 20020630 D Origination Create Date Date the origination was created in RFMS.CCYYMMDD Range: 20010401 – 20070930 N Total of Disbursements Accepted Total amount of all disbursements Range: accepted by the Federal Pell Grant 0000000-AWARD AMOUNT MAX Program for the POP student. D Last Activity Date Date of the last payment was received Format: CCYYMMDD from the institution. D Next Estimated Disbursement Date of next estimated disbursement date. Blank or CCYYMMDD Date Range: 20010101 – 20070930 N Eligibility Used The percentage of the student’s eligibility Format: 000.00% The last two digits represent less used by the institution. than 1 percent. Field does not include decimal point or %. N ED Use Flags Flags that are set to inform institutions of Format: modifications that have been made to their 0000000000 database and require immediate action to Where: rectify Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th thru 10th - Reserved for future use . A/N Student’s Last Name The last name of the student. A – Z, 0 – 9, period, apostrophe, hyphen or blank A/N Student’s First Name A D A Student’s Middle Initial Student’s Date of Birth Unused Total Record Length The first name of the student. The middle initial of the student. The date of birth of the student. Reserved for future expansion A – Z, 0 – 9 or blank A – Z or blank Format: CCYYMMDD Constant spaces Processing notes/Edits

396 412 424 425 433

411 423 424 432 450

16 12 1 8 18 450

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

39

PELL GRANT RECORD LAYOUTS Reconciliation File
Start 1 17 29 30 End Length Type Field Name 16 16 A/N Student’s Last Name 28 29 52 12 1 23 A/N Student’s First Name A A Student’s Middle Initial Origination ID Description The last name of the student. The first name of the student. The middle initial of the student. The Origination ID for which a Year to Date is Requested. Valid Values A – Z, 0 – 9, period, apostrophe, hyphen or blank A – Z, 0 – 9 or blank A – Z or blank Format: 999999999XX200200199900 SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended PELL ID Orig Sequence Number - 00 Valid social security number or BLANK if not matched Processing notes/Edits

53

61

9

A/N Student Current SSN

Social Security Number, as altered by the student through the CPS Pell-ID of campus attended. Transaction number from the eligible SAR used to calculate the award. The EFC supplied on the origination record. Annual award amount supplied on the origination record.

62 68

67 69

6 2

N N

Attended Campus Pell-ID Transaction Number

Valid Pell-ID Range: 01-99 Range: 00000-EFC MAXIMUM Range: 0000000-AWARD AMOUNT MAX

70 75

74 81

5 7

N N

Expected Family Contribution (EFC) Origination Award Amount

82

86

5

N

Scheduled Award Amount

Scheduled Federal Pell Grant for a Range: student with this EFC and COA attended 00000-AWARD AMOUNT MAX full-time for a full academic year Total of all the Disbursement amounts in 0000000-9999999. The first five positions are the the disbursement and special whole dollars and the last two positions are the cents. disbursement records for the student.

87

93

7

N

YTD Disbursement Amount

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

40

PELL GRANT RECORD LAYOUTS Reconciliation File
Start 94 End Length Type Field Name 94 1 A Verification Status Description The Verification Status supplied on the origination record. Valid Values A: Accurate C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a QAP Participant T: Tolerance W: Without Documentation Y or blank Processing notes/Edits

95

95 95

1

A/N POP Flag Total

Flag set in origination record when a student is in a POP situation.

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

41

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 1 2 End Length Type Field Name 1 1 A YTD Record Indicator 24 23 A/N Origination ID Description Indicates if record is the YTD Origination, YTD Disbursement or Summary data. Unique number used to identify an origination Valid Values Constant: “O” Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2002 Valid Pell- ID - 999999 Orig Sequence Number – 00 001010001 – 999999999 Uppercase A to Z; .(period); '(apostrophe); - (dash); BLANK: no last name Valid Pell-ID Identifier Processing notes/Edits

25 34

33 35

9 2

N A

Original SSN Original Name Code

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

Identifier Identifier

36

41

6

N

Attended Campus Pell-ID

42 47 60

46 59 60

5 13 1

A/N Unused A/N Institution cross-reference A Action Code

Pell-ID of campus attended. Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. Reserved for future expansion Constant spaces

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

This field can contain any cross reference Institution defined information useful to the institution to identify student records internally. Code to indicate action to be taken Valid Codes: 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 62

61 68

1 7

A N

Unused Accepted Award amount for entire school year Accepted Estimated Disbursement Date #1 Accepted Estimated Disbursement Date #2

Reserved for future expansion. Must equal the award amount calculated by the institution to be disbursed to this student for attendance for this entire Pell Grant award year. Date 1st disbursement to student is estimated to be made. Date 2nd disbursement to student is estimated to be made.

Constant spaces Dollars and cents. Use leading zeros; do not include Cannot exceed Total Payment Ceiling for student - award the $ sign or decimal point. Cents will be reported validation performed. as ‘00’. Range: 0000000-MAX AWARD AMOUNT Format: CCYYMMDD Range: N days prior to 20010701 – 20070930 Format: CCYYMMDD Range: [see field position 69 in this record] or BLANK

69 77

76 84

8 8

N N

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

42

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 85 93 101 109 117 125 133 141 149 157 165 173 181 189 End Length Type Field Name 92 8 N Accepted Estimated Disbursement Date #3 100 108 116 124 132 140 148 156 164 172 180 188 196 8 8 8 8 8 8 8 8 8 8 8 8 8 N N N N N N N N N N N N D Accepted Estimated Disbursement Date #4 Accepted Estimated Disbursement Date #5 Accepted Estimated Disbursement Date #6 Accepted Estimated Disbursement Date #7 Accepted Estimated Disbursement Date #8 Accepted Estimated Disbursement Date #9 Accepted Estimated Disbursement Date #10 Accepted Estimated Disbursement Date #11 Accepted Estimated Disbursement Date #12 Accepted Estimated Disbursement Date #13 Accepted Estimated Disbursement Date #14 Accepted Estimated Disbursement Date #15 Accepted Enrollment Date Description Date 3rd disbursement to student is estimated to be made. Valid Values Format: CCYYMMDD Range: [see field position 69 in this record] or BLANK Date 4th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 5th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 6th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 7th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 8th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 9th disbursement to student is Format: CCYYMMDD estimated to be made. Range: N days prior to 20010701 – 20070930 Date 10th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 11th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 12th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 13th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 14th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK Date 15th disbursement to student is Format: CCYYMMDD estimated to be made. Range: [see field position 69 in this record] or BLANK First date that the student was enrolled in CCYYMMDD: an eligible program for the designated Range: 20010101 - 20020630 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. Processing notes/Edits

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

43

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 197 End Length Type Field Name 197 1 A Accepted Low Tuition & fees flag Valid Values Processing notes/Edits Value Tuition Range 1: TBD 2: TBD 3: TBD or BLANK: low tuition does not apply Accepted Verification status flag Status of verification of applicant data by A: Accurate the school. C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Accepted Incarcerated Federal Code to indicate the student’s BLANK: Not incarcerated Pell Recipient code incarcerated status for students Y: Yes, the student is incarcerated in a local incarcerated in local penal institutions, institution, but is otherwise eligible. but are otherwise eligible to receive N: No, if student previously reported as incarcerated, Federal Pell Grants. but is not or is no longer. incarcerated Accepted Transaction number Transaction number from eligible SAR Must be numeric: 01 - 99 Changes to this field, after associated disbursements are made, used to calculate award creates a new active origination record. Disbursements for the previous origination will be set to zero. Accepted Expected Family Must equal the student's Expected Family Range: 00000-EFC MAXIMUM Changes to this field, after associated disbursements are made, Contribution (EFC) Contribution from the ISIR or SAR creates a new active origination record. Disbursements for the previous origination will be set to zero. Accepted Secondary Expected Code indicating which EFC value is used O= Federal Pell Grant award previously based on the Family Contribution Code to determine award amount secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used. Accepted Academic calendar Calendar which applies to this student's 1=Credit Hours - non-standard terms; The academic calendar dictates which Payment Methodology educational program. Must be valid or 2 =Credit Hours - standard terms of quarters; can be accepted. Used in award amount validation. system accepted to process record. 3 = Credit Hours - standard terms of semesters; The following changes in Academic Calendar indicate need to 4 =Credit Hours - standard terms of trimesters; change Payment Methodology. 5 = Clock hours; From To 6 = Credit Hours without terms; 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5 Description Flag to identify tuition ranges when the annual tuition is less than or equal to minimum defined by low tuition and fees table.

198

198

1

A

199

199

1

A

200 202 207

201 206 207

2 5 1

N N N

208

208

1

N

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

44

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

210 217

216 217

7 1

N A

Accepted Cost of Attendance Accepted Enrollment status

Used in award amount validation.

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

45

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 218 End Length Type Field Name Description Valid Values 219 2 A Accepted Weeks of instructional Total Number of weeks on instructional BLANK or time used to calculate payment time provided by this student’s Program 00 - 78 of Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: The lesser of either (a) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. 221 2 A Accepted Weeks of inst. time in The number of weeks of instructional BLANK or program's definition of academic time in the program's academic year. 30 - 78 year Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. 225 4 A Accepted Cr/Clock hrs in Award Total number of credit/clock hours in all BLANK or Year payment periods institution expects this Ranges: student to attend and be paid for during 0000-3120 Academic calendar 5 this Federal Pell Grant Award year. 0000-0100 Academic calendar 6 229 4 A Accepted Cr/Clock hours in this Total number of credit or clock hours in BLANK or student’s program of study’s the institution’s definition of a full Range: academic year academic year for this student’s Program 0900-3120 Academic calendar 5 of Study. 0024-0100 Academic calendar 6 232 3 A/N Institution Internal Sequence This is an internal sequence number the Institutional defined Number institution can define. 251 19 A Unused Reserved for expansion Constant spaces 256 5 N Scheduled Federal Pell Grant Scheduled amount for a full time student. Range: 00000 – Maximum Award Amount Processing notes/Edits Must be blank when using Payment Methodology 1. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation.

220

222

226

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

230 233 252

No editing

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

46

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 257 End Length Type Field Name 285 29 A Student name Description Valid Values Full student name as reported to BLANK or the CPS for the Transaction Full name listed in order: Last Name 01 - 16 number reported. Blank indicates this record could not be First Name17 – 28 Middle Initial 29 matched on Student ID and/or EFC during Federal Pell Grant processing. A/N Student Current SSN Social Security Number, as Valid social security number or altered by the student through BLANK if not matched 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. D Student Date of Birth Date of birth of the student. Valid date of birth: CCYYMMDD A CPS Verification Selection code Designates whether CPS selected BLANK = Not selected by CPS for verification * = Selected by CPS for Institution verification of the student for institutional verification of applicant data as applicant data of the Transaction number reported. N A YTD Disbursement Amount Batch ID The total of processed disbursements by Dollars and cents. Use leading zeros; do not include RFMS the $ sign or decimal point. Range: 0000000-AWARD AMOUNT MAX Number generated by the institution to Format: uniquely identify a specific batch of CCYYXX999999CCYYMMDDHHMMSS records. Format for the batch ID is where: specified. XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting Pell ID CCYYMMDD-date batch created HHMMSS – time batch created Date this record (segment) was processed Format: CCYYMMDD by the Federal Pell Grant program Reserved for future expansion Constant spaces Processing notes/Edits

286

294

9

295 303

302 303

8 1

304 311

310 336

7 26

337 345

344 350

8 6 350

D A

Process Date Unused

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2001-2002 Draft RFMS Pell Grant Record Layouts

47

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Disbursement)
Start 1 2 End Length Type Field Name 1 1 A YTD Record Indicator 24 23 A/N Origination ID Description Indicates if record is the YTD Origination, YTD Disbursement, or Summary data. Unique number used to identify the origination for which the disbursement is to be applied against. Valid Values Constant: “D” Identifier Processing notes/Edits

25 38 39 41 48

37 38 40 47 48

13 1 2 7 1

49 57 58 66 104

56 57 65 103 129

8 1 8 37 26

Format: 999999999XX200299999900 Where: SSN – 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid PELL ID - 999999 Orig Sequence Number - 00 A/N Institution cross-reference This field can contain any cross reference Institution defined information useful to the institution to identify student records internally. A Action Code Code to indicate action to be taken A: Accepted - all fields accepted C: Corrected - one or more fields corrected N Disbursement Reference Number Number of the disbursement per student Must be numeric: 01 - 90 for the Award Year N Accepted Disbursement Amount Amount of disbursement for student's Dollars and cents. Use leading zeros; do not include payment period. If an adjustment, this the $ sign or decimal point. Range: value is a replacement amount. 00000-Maximum for Award Year A Accepted Debit/ Credit Indicator Indicates whether the Reported P : positive Flag Disbursement Amount is an increase or a N : negative decrease to the total amount that has been disbursed to the student for the award year. D Disbursement Date Date this disbursement was or will be CCYYMMDD: made to the student. Range: 20010621 - 20070930 N Unused Reserved for future expansion Constant spaces N A Payment Period Start Date Unused Beginning date of Payment Period Reserved for future expansion Number generated by the institution to identify the batch of disbursement records. CCYYMMDD: Range: 20010101 to 20020630 or BLANK Constant spaces Format: #DCCYY999999CCYYMMDDHHMMSS where: CCYY – last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD-date batch created HHMMSS - time batch created Constant spaces

No editing

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

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

Field is required when an institution is ineligible.

A/N Disbursement Batch ID

130

350

221

A

Unused

Reserved for future expansion

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48

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Disbursement)
Start End Length Type Field Name 350 Total Record Length Description Valid Values Processing notes/Edits

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49

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Summary)
Start 1 2 9 16 23 30 37 44 51 58 65 68 75 78 85 88 End Length Type Field Name 1 1 A YTD Record Indicator 8 15 22 29 36 43 50 57 64 67 74 77 84 87 94 7 7 7 7 7 7 7 7 7 3 7 3 7 3 7 N N N N N N N N N N N N N N N Total Unduplicated Recipients Total Originations Originations Accepted Originations Corrected Originations Rejected Total Disbursements Disbursements Accepted Disbursements Corrected Disbursements Rejected Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Description Valid Values Indicates if record is the YTD Constant: “S” Origination, YTD Disbursement, or Summary data. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of unduplicated recipients for institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of originations received for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of originations received and accepted for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of originations received and corrected for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of originations received and rejected for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of Disbursements received for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of Disbursements received and accepted for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of Disbursements received and corrected for the institution. Provided by RFMS. Year to date number Range: 0000000 - 9999999 of Disbursements and rejected for the institution. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Processing notes/Edits

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50

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Summary)
Start 95 98 105 108 115 118 125 128 135 138 145 148 155 158 165 End Length Type Field Name 97 3 N Comment Code XXX 104 107 114 117 124 127 134 137 144 147 154 157 164 350 7 3 7 3 7 3 7 3 7 3 7 3 7 186 350 N N N N N N N N N N N N N A Comment Code XXX Count Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Comment Code XXX Comment Code XXX Count Unused Total Record Length Description Comment code number. Valid Values Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Comment code number. Range: 000 – 999 or Blank Provided by RFMS. Year to date number Range: 0000000 – 9999999 of times comment code was returned to or Blank the institution on an acknowledgment. Reserved for future expansion Constant spaces Processing notes/Edits

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

51

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Description Unique number used to identify an origination. Valid Values Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator - 2002 Valid Attended Pell ID - 999999 Orig Sequence Number - 00 001010001 - 999999999 Processing notes/Edits

24 33

32 34

9 2

N A

Original SSN Original Name Code

Student's SSN from original FAFSFA.

Identifier Identifier

35

40

6

N

Attended Campus Pell-ID

41 46 59 60 61

45 58 59 60 67

5 13 1 1 7

A/N ED Use A/N Institution cross-reference A A N Action Code Unused

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

Identifier Change creates new origination record.

No editing

Award amount for entire school Must equal the award amount calculated by Dollars and cents. Use leading zeros and report cents as Cannot exceed Total Payment Ceiling - award year the institution to be disbursed to this student ‘00’; do not include the $ sign or decimal point. validation performed. Increases are required to be for attendance for this entire Pell Grant Range: 0000000 to AWARD AMOUNT MAXIMUM submitted to RFMS. Any change to origination award year. data requires the Award Amount to be validated. Estimated Disbursement Date #1 Date 1st disbursement to student will be made Estimated Disbursement Date #2 Date 2nd disbursement to student will be made Estimated Disbursement Date #3 Date 3rd disbursement to student will be made Estimated Disbursement Date #4 Date 4th disbursement to student will be made CCYYMMDD: Range: DISBURSEMENT START DATE (20010701)-N days-- DISBURSEMENT END DATE( 20070930). CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK

68 76 84 92

75 83 91 99

8 8 8 8

N N N N

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

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PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 100 108 116 124 132 140 148 156 164 172 180 188 End 107 115 123 131 139 147 155 163 171 179 187 195 Length Type Field Name Description 8 N Estimated Disbursement Date #5 Date 5th disbursement to student will be made 8 N Estimated Disbursement Date #6 Date 6th disbursement to student will be made 8 8 8 8 8 8 8 8 8 8 N N N N N N N N N D Estimated Disbursement Date #7 Date 7th disbursement to student will be made Estimated Disbursement Date #8 Date 8th disbursement to student will be made Estimated Disbursement Date #9 Date 9th disbursement to student will be made Estimated Disbursement Date #10 Estimated Disbursement Date #11 Estimated Disbursement Date #12 Estimated Disbursement Date #13 Estimated Disbursement Date #14 Estimated Disbursement Date #15 Enrollment Date Date 10th disbursement to student will be made Date 11th disbursement to student will be made Date 12th disbursement to student will be made Date 13th disbursement to student will be made Date 14th disbursement to student will be made Date 15th disbursement to student will be made Valid Values CCYYMMDD: Range:[see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK Processing notes/Edits

196

196

1

A

Low Tuition & Fees code

First date that the student was enrolled in an CCYYMMDD: Range: 20010101 eligible program for the designated school 20020630 year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period. Flag to identify tuition ranges when the Value Tuition Range annual tuition is less than or equal to 1: 0 minimum defined by low tuition and fees 2: 1 – 149 table. 3: 150 – 299 or BLANK: low tuition does not apply

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2001-2002 Draft RFMS Pell Grant Record Layouts

53

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 197 End 197 Length Type Field Name 1 A Verification Status code Description Status of verification of applicant data by the school. Valid Values A: Accurate C: Calculated N: SAR Transaction Not Selected by CPS for Verification Process R: Reprocessed S: SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance W: Without Documentation Students incarcerated in local penal BLANK: Not incarcerated institutions are not eligible to receive Y: Yes, the student is incarcerated in a local Federal Pell Grants. institution, but is otherwise eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Transaction number from eligible SAR used 01 - 99 to calculate award Must equal the student's Expected Family Contribution from the ISIR or SAR. Range: 00000-EFC MAXIMUM. Processing notes/Edits Only one disbursement can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if the status remains W. Once a student is selected he/she is always selected

198

198

1

A

Incarcerated Federal Pell Recipient code

199

200

2

N

Transaction number

201

205

5

N

Expected Family Contribution (EFC)

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

206

206

1

N

Secondary Expected Family Contribution Code

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

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

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PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 207 End 207 Length Type Field Name 1 N Academic calendar Description Calendar which applies to this student's educational program. Must be valid or system accepted to process record. 1= 2= 3= 4= 5= 6= Valid Values Credit Hours - non-standard terms; Credit Hours - standard terms of quarters; Credit Hours - standard terms of semesters; Credit Hours - standard terms of trimesters; Clock hours; Credit Hours without terms; Processing notes/Edits The academic calendar dictates which Payment Methodology can be accepted. Used in award amount recalculation.

208

208

1

N

Payment methodology

209 216

215 216

7 1

N A

Cost of Attendance Enrollment status

If one of the following changes occur and associated disbursements have been processed, a new active origination record is created. Payments for the previous origination will be set to zero. From To 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5 Formula used to calculate the student's 1= (a)Credit hour with standard terms in which total The Payment Methodology dictates the data Federal Pell Grant. weeks of instructional time Fall through Spring terms required for Enrollment status, Weeks of equal or exceed 30 weeks, or have been granted waiver; instructional time, Weeks of instructional time in or (b) School offers a summer term in addition to fall academic year, Credit/Clock Hours expected to through spring terms, could calculate awards using complete, Credit/Clock Hours in academic year. Formula 1 or 2 and chooses to perform alternate calculation (AC: 2,3, or 4) Used in award amount recalculation. 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC: 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC:1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC: 5 or 6) 5 = Programs of study by correspondence (AC: 1,2,3, or 4 denotes Formula 5B AC:5& 6 denotes Formula 5A) Must equal or exceed minimum COA in Dollars and cents. Use leading zeros; do not include the Used in award amount recalculation. Federal Pell Grant Payment Schedule $ sign or decimal point. Range: 0000000 - 9999999. The code that applies to the student's Blank or BLANK only if Payment Methodology is expected enrollment status for the AWARD 1: Full-time; Formula 4. Used in award amount recalculation. YEAR. Changes to this field will be 2: 3/4 time; accepted for the entire award year. 3: ½ time; For Payment Methodology 1,2,3& 5 must be 4: Less than ½ time valid. 5: Other

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

55

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 217 End 218 Length Type Field Name Description 2 A Weeks of instructional time used Total Number of weeks on instructional time Blank or to calculate payment provided by this student’s Program of Study 00 - 78 during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1: Blank PM2: Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B: Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A: The lesser of either (a) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student. 2 A Weeks of inst. time in program's The number of weeks of instructional time Blank or definition of academic year in the program's academic year. 30 - 78 For Payment Methodology 2,3,4&5 must be valid. 4 A Cr/Clock hrs in Award Year Total number of credit/clock hours in all payment periods institution expects this student to attend and be paid for during this Federal Pell Grant Award year. Valid Values Processing notes/Edits Must be blank when using Payment Methodology 1. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount recalculation.

219

220

221

224

Blank or Ranges: 0000-3120 Academic calendar 5 0000-0100 Academic calendar 6

225

228

4

A

Cr/Clock hours in this student’s Total number of credit or clock hours in the Blank or program of study’s academic institution’s definition of a full academic Range: year year for this student’s Program of Study. 0900-3120 Academic calendar 5 0024-0100 Academic calendar 6 This is an internal sequence number the institution can define. Institutional defined

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

229

231

3

A/N Institution Internal Sequence Number

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

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PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 229 End 258 Length Type Field Name 30 A Reserved for expansion Description Reserved for expansion Valid Values Leave blank Processing notes/Edits

259 265

264 273

6 9

N

Reporting Campus Pell-ID

Pell-ID of reporting campus

Valid Pell-ID

A/N Student Current SSN

274

302

29

A

303

303

1

A

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

304

309

6

A

309

Total Record Length

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

November 8, 2000

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PELL GRANT RECORD LAYOUTS External Disbursement Add/Change Record This record layout is used to add and change disbursement records in the EDExpress software. It can also be used as a format for an institutionally defined layout. This record layout is not sent to RFMS.
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Description Unique number used to identify an origination Valid Values Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2002 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Institution defined Will always be blank Processing notes/Edits

24 37 38 40 47

36 37 39 46 47

13 1 2 7 1

A/N Institution cross-reference A N N A Action Code

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

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

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

48 56 57 65 103

55 56 64 102 108

8 1 8 38 6

D A N A D

Disbursement Date Unused Payment Period Start Date Unused Created Time

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

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

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

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

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

108

Total Record Length

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

58

PELL GRANT RECORD LAYOUTS APPENDIX: PELL GRANT CALCULATIONS
Regulation Reference (5F) All Programs (2) Academic Calendar (5A) Term programs only Enrollment Status (5B) Clock hour Programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year 690.63 thru 1 690.67 Student enrolled in eligible program: (a) that measures progress in credit hours; (b) that uses standard terms; (c) in which the fall through spring terms (i) equal or exceed 30 weeks of instructional time; or (ii) equal or exceed the weeks in its academic year if the program receives a waiver 2,3,4 1 Full-time Blank (5C) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (5D) (5E) Term and Terms Nonterm and programs Nonterm not using programs Formula 1 not using Formula Weeks used 1 Scheduled to calculate Federal Pell payment Grant

Annual Award

Ceiling on Expected Total Payment (aka Expected Disbursement) Same as SFPG

Blank

Blank

From Payment Schedule for EFC/COA

Same as SFPG

2,3,4 2,3,4 2,3,4 2,3,4

2 ½ time 3 ¾ time 4 Other 5 LT ½ time

Blank Blank Blank Blank

Blank Blank Blank Blank

Blank Blank Blank Blank

Blank Blank Blank Blank

Same as above Same as above Same as above Same as above

From ½ time Disb Sched for EFC/COA From ¾ Disb Sched for EFC/COA Same as SFPG From LT ½ Disb Sched for EFC/COA

Same as Annual award Same as Annual award Same as Annual award Same as Annual award

Legend: LT = Less than; LE = Less than or equal to

GT = Greater than; GE = Greater than or equal to

November 8, 2000

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59

PELL GRANT RECORD LAYOUTS
Regulation Reference (5F) All Programs (2) Academic Calendar (5A) Term programs only (5B) Clock hour Programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (5C) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (5D) (5E) Term and Terms Nonterm and programs Nonterm not using programs Formula 1 not using Formula Weeks used 1 Scheduled to calculate Federal Pell payment Grant

Enrollment Status

Annual Award

Ceiling on Expected Total Payment (aka Expected Disbursement) (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year

690.63 thru 2 690.67 Student enrolled in eligible program: (a) that measures progress in credit hours; (b) that uses standard terms; (c) in which the fall through spring terms (i) are less than 30 weeks of instructional time; AND (ii) the program did not receive a waiver of the 30 week minimum

2,3,4

1 Full-time

Numeric & Numeric From LE (5E) & LT & GE 30 Payment 30 & LE 78 Schedule for EFC/COA

Same as SFPG

2,3,4

2 ½ time

Blank

Blank

Numeric & Numeric LE (5E) & LT & GE 30 30 & LE 78

Same as above

From ½ time Disb Sched for EFC/COA

2,3,4

3 ¾ time

Blank

Blank

Numeric & Numeric LE (5E) & LT & GE 30 30 & LE 78

Same as above

2,3,4

4 Other

Blank

Blank

Numeric & Numeric LE (5E) & LT & GE 30 30 & LE 78

Same as above

(Annual award * Weeks used to calculate payment) / Weeks in program’s academic year From ¾ Disb Sched (Annual award * for EFC/COA Weeks used to calculate payment) / Weeks in program’s academic year Same as SFPG (Annual award * Weeks used to calculate payment)

November 8, 2000

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60

PELL GRANT RECORD LAYOUTS
/ Weeks in program’s academic year From LT ½ Disb (Annual award * Sched for EFC/COA Weeks used to calculate payment) / Weeks in program’s academic year

2,3,4

5 LT ½ time

Blank

Blank

Numeric & Numeric LE (5E) & LT & GE 30 30 & LE 78

Same as above

Legend: LT = Less than; LE = Less than or equal to

GT = Greater than; GE = Greater than or equal to

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61

PELL GRANT RECORD LAYOUTS
Regulation Reference (5F) All Programs (2) Academic Calendar (5A) Term programs only (5B) Clock hour Programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (5C) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (5D) (5E) Term and Terms Nonterm and programs Nonterm not using programs Formula 1 not using Formula Weeks used 1 Scheduled to calculate Federal Pell payment Grant

Enrollment Status

Annual Award

Ceiling on Expected Total Payment (aka Expected Disbursement) (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year

690.63 thru 3 690.67 Student enrolled in eligible program: (a) that measures progress in credit hours; (b) that uses terms (standard or nonstandard)

1,2,3,4

1 Full-time

Numeric & LE (5E)

Numeric From & GE 30 Payment & LE 78 Schedule for EFC/COA

Same as SFPG

1,2,3,4

2 ½ time

Blank

Blank

Numeric & LE (5E)

Numeric & GE 30 & LE 78 Numeric & GE 30 & LE 78 Numeric & GE 30 & LE 78 Numeric & GE 30 & LE 78

Same as above

From ½ time Disb Sched for EFC/COA

1,2,3,4

3 ¾ time

Blank

Blank

Numeric & LE (5E)

Same as above

From ¾ Disb Sched for EFC/COA

1,2,3,4

4 Other

Blank

Blank

Numeric & LE (5E)

Same as above

Same as SFPG

1,2,3,4

5 LT ½ time

Blank

Blank

Numeric & LE (5E)

Same as above

From LT ½ Disb Sched for EFC/COA

Legend: LT = Less than; LE = Less than or equal to

GT = Greater than; GE = Greater than or equal to

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

62

PELL GRANT RECORD LAYOUTS
Regulation Reference (5F) All Programs (2) Academic Calendar (5A) Term programs only (5B) Clock hour Programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Numeric & LE (5C) (5C) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Numeric & GE 900 & LE 3120 (5D) (5E) Term and Terms Nonterm and programs Nonterm not using programs Formula 1 not using Formula Weeks used 1 Scheduled to calculate Federal Pell payment Grant

Enrollment Status

Annual Award

Ceiling on Expected Total Payment (aka Expected Disbursement) (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year; (Results * Hours expected to complete – Paid from this award year) / Hours in program’s academic year definition (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year; (Results * Hours expected to complete – Paid from this award year) / Hours in program’s academic year definition

690.63 thru 4 690.67 Student enrolled in eligible program: (a) that measures progress in clock hours; or (b) that measures progress in credit hours BUT DOES NOT HAVE TERMS

5

Blank

Numeric & LE (5E)

Numeric From & GE 30 Payment & LE 78 Schedule for EFC/COA

Same as SFPG

5

Blank

Numeric & LE (5C)

Numeric & GE 900 & LE 3120

Numeric & LE (5E)

Numeric & GE 30 & LE 78

Same as above

Same as SFPG

Legend: LT = Less than; LE = Less than or equal to

GT = Greater than; GE = Greater than or equal to

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

63

PELL GRANT RECORD LAYOUTS
Regulation Reference (5F) All Programs (2) Academic Calendar (5A) Term programs only (5B) Clock hour Programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Numeric & LE (5C) (5C) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Numeric & GE 24 & LE 100 (5D) (5E) Term and Terms Nonterm and programs Nonterm not using programs Formula 1 not using Formula Weeks used 1 Scheduled to calculate Federal Pell payment Grant

Enrollment Status

Annual Award

Ceiling on Expected Total Payment (aka Expected Disbursement)

690.63 thru 5 690.67 Student enrolled in eligible program; nonresidential portion by correspondence and NOT USING TERMS

6

2 ½ time

Numeric & LE (5E)

Numeric From From ½ time Disb (Annual award * & GE 30 Payment Sched for EFC/COA Weeks used to & LE 78 Schedule for calculate payment) / EFC/COA Weeks in program’s academic year; (Results * Credits expected to complete – Paid from this award year) / Credits in program’s academic year definition From LT ½ Disb (Annual award * Sched for EFC/COA Weeks used to calculate payment) / Weeks in program’s academic year; (Results * Credits expected to complete – Paid from this award year) / Credits in program’s academic year definition

6

5 LT ½ time

Numeric & LE (5C)

Numeric & GE 24 & LE 100

Numeric & LE (5E)

Numeric & GE 30 & LE 78

Same as above

Legend: LT = Less than; LE = Less than or equal to

GT = Greater than; GE = Greater than or equal to

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

64

PELL GRANT RECORD LAYOUTS
Regulation Reference (5F) All Programs (2) Academic Calendar (5A) Term programs only (5B) Clock hour Programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (5C) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (5D) (5E) Term and Terms Nonterm and programs Nonterm not using programs Formula 1 not using Formula Weeks used 1 Scheduled to calculate Federal Pell payment Grant

Enrollment Status

Annual Award

Ceiling on Expected Total Payment (aka Expected Disbursement)

690.63 thru 690.67

5, continued Student enrolled in eligible program; nonresidential portion offered by correspondence and USING TERMS

1,2,3,4

2 ½ time

Numeric & LE (5E)

Numeric From From ½ time Disb (Annual award * & GE 30 Payment Sched for EFC/COA Weeks used to & LE 78 Schedule for calculate payment) / EFC/COA Weeks in program’s academic year; Numeric & GE 30 & LE 78 Same as above From LT ½ Disb Sched for EFC/COA (Annual award * Weeks used to calculate payment) / Weeks in program’s academic year;

1,2,3,4

5 LT ½ time

Blank

Blank

Numeric & LE (5E)

Legend: LT = Less than; LE = Less than or equal to

GT = Greater than; GE = Greater than or equal to

November 8, 2000

2001-2002 Draft RFMS Pell Grant Record Layouts

65