PELL GRANT RECORD LAYOUTS

PELL MESSAGE CLASSES
Message Class <all> <all> <all> <all> <all> <all> PGOR03IN PGOA03OP PGOP03OP PGDR03IN PGDA03OP PGDW03OP PGAS03OP PGID03IN PGIA03OP PGRQ03IN PGRA03OP PGMR03OP PGRC03OP PGYR03OP PGTX03OP N/A N/A Appendix: Pell Grant Calculations

Data Type
TIVWAN SAIG Transmission Header Record TIVWAN SAIG Transmission Batch Header Record TIVWAN SAIG Transmission Batch Trailer Record TIVWAN SAIG 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 300 450 100 200 200 240 106 125 150 450 100 350 80 350 108

Page Number
5 6 7 8 9 11 13 20 27 28 30 34 37 38 40 42 45 47 N/A 58 65 66

For Award Amount Maximum values please refer to the 2002 – 2003 Payment Schedule and Low Tuition and Fees Schedule.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

1

PELL GRANT RECORD LAYOUTS TIVWAN SAIG Transmission Header Record
Start 1 End Length Type Field Name Description 5 5 A/N TIVWAN SAIG Literal value for header ID Transmission 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 SAIG 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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

2

PELL GRANT RECORD LAYOUTS TIVWAN SAIG Transmission Batch Header Record
Start 1 End Length Type Field Name 5 5 A/N TIVWAN SAIG 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 SAIG Destination Mailbox ID Reserved for future use

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

13 20

19 24

7 5

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: ‘03’ for 2002-2003 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

58 64

17 6

A/N Header Batch ID A/N Header NCNT Label

65

70

6 XX ∃80

N A

Header NCNT Unused

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.

Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

3

PELL GRANT RECORD LAYOUTS TIVWAN SAIG Transmission Batch Trailer Record
Start 1 End Length Type Field Name 5 5 A/N TIVWAN SAIG 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 SAIG Destination Mailbox ID Reserved for future use

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

13 20

19 24

7 5

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: ’03’ for 2002-2003 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

58 64

17 6

A/N Trailer Batch ID A/N Trailer NCNT Label

65

70

6 XX ∃80

N A

Trailer NCNT Unused

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.

Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

4

PELL GRANT RECORD LAYOUTS TIVWAN SAIG Transmission Trailer Record
Start 1 End Length Type Field Name Description 5 5 A/N TIVWAN SAIG Literal value for Trailer ID Transmission 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 2, 2001

2002-2003 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 CCYY - last year in cycle: ‘2003' 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 from the web #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 the reporting institution.

Valid OPE ID number or blank.

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2002-2003 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 This field is required. Software provider defined. 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 ∃100

A

Unused

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.

Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

7

PELL GRANT RECORD LAYOUTS Grant Batch Trailer Record
Start 1 End Length 10 10 Type Field Name A 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

41 47

46 57

6 11

N N

58

58

1

A

59 65

64 75

6 11

N N

76

76

1

A

77

82

6

N

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 CCYY - last year in cycle: ‘2003' 999999 -Reporting PELL ID CCYYMMDD - date batch created HHMMSS - time batch created Reported Number of Records Number 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 is all 00000000000 – 99999999999 zeroes. Reported Total Sign Indicator Positive or negative sign for total amount This field is required. reported for Origination or Disbursement ‘P’ – Positive batches. For all other types of batches this ‘N’ – Negative field is constant P. Accepted and Corrected Number RFMS USE ONLY – Number of data 000000 – 999999 of Records records accepted and corrected by RFMS. Accepted and Corrected Total of RFMS USE ONLY - Total Award or Dollars and cents. Use leading zeros, do Disbursement amount accepted or corrected not include the $ sign or decimal point. Batch in batch for Origination and Disbursement 00000000000 - 99999999999 batches. For all other types of batches, this amount is all zeroes Accepted and Corrected Total RFMS USE ONLY – Positive or negative ‘P’ - Positive Sign Indicator sign for total amount accepted and corrected ‘N’ - Negative for Origination or Disbursement batches. For all other types of batches this field is a constant P. Number of Duplicate Records RFMS USE ONLY – Number of data 000000 – 999999 records that duplicate a previously accepted Origination or Disbursement record. For all other types of batches this field is all zeroes.

Data Record Length

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.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

8

PELL GRANT RECORD LAYOUTS Grant Batch Trailer Record
Start 77 83 End Length 100 24 18 XX ∃100 Type A Unused A Unused Total Record Length Field Name Description Reserved for future expansion Length extended to make the trailer record the same length as the detail records. Valid Values Constant spaces Constant spaces Processing notes/Edits

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

9

PELL GRANT RECORD LAYOUTS Origination Record
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Valid Values This field is required. Format: 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Student's SSN from original FAFSA for this This field is required. school year. 001010001 – 999999999 Student's name code from original FAFSA for this This field is required. school year. Uppercase A to Z; .(period); '(apostrophe); - (dash); Blank: no last name PELL-ID of attended campus. Change creates This field is required. new origination record. Institution must change Valid PELL-ID award amounts for student at original attended campus as necessary. Description Unique number used to identify an origination. 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.

24 33

32 34

9 2

N A

Original SSN Original Name Code

Identifier Identifier If SSN & Name Code do not match value in Origination ID, then reject record.

35

40

6

N

Attended Campus PELL-ID

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

41 46

45 58

5 13

A/N Unused A/N Institution Origination 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 No editing by RFMS will be done on this field.

59 60 61

59 60 67

1 1 7

Will always be BLANK Constant spaces This field is required. 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

No editing Cannot exceed Total Payment Ceiling - See Pell Grant Calculations Appendix. You must report increases to the Award amount for the entire school year. If any of the origination data used in the award calculation changes, the Award amount must be reedited to ensure it does not exceed Total Payment Ceiling.

Award amount for entire school Must equal the award amount calculated by the year institution to be disbursed to this student for attendance for this entire Pell Grant award year.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

10

PELL GRANT RECORD LAYOUTS Origination Record
Start 68 End 75 Length Type Field Name Description 8 N Estimated Disbursement Date #1 Date 1st disbursement to student is estimated to be made. Valid Values This field is required. CCYYMMDD: Range: N days prior to DISBURSEMENT START DATE (20020701) to DISBURSEMENT END DATE ( 20080930). CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK Processing notes/Edits If Date not within range, then set approved value to system date

76

83

8

N

Estimated Disbursement Date #2 Date 2nd disbursement to student is estimated to be made. Estimated Disbursement Date #3 Date 3rd disbursement to student is estimated to be made. Estimated Disbursement Date #4 Date 4th disbursement to student is estimated to be made. Estimated Disbursement Date #5 Date 5th disbursement to student is estimated to be made. Estimated Disbursement Date #6 Date 6th disbursement to student is estimated to be made. Estimated Disbursement Date #7 Date 7th disbursement to student is estimated to be made. Estimated Disbursement Date #8 Date 8th disbursement to student is estimated to be made. Estimated Disbursement Date #9 Date 9th disbursement to student is estimated to be made. Estimated Disbursement Date #10 Estimated Disbursement Date #11 Estimated Disbursement Date #12 Estimated Disbursement Date #13 Estimated Disbursement Date #14 Date 10th disbursement to student is estimated to be made. Date 11th disbursement to student is estimated to be made. Date 12th disbursement to student is estimated to be made. Date 13th disbursement to student is estimated to be made. Date 14th disbursement to student is estimated to be made.

If Date not within range, then set approved value to spaces. See Estimated Disbursement Date #2

84

91

8

N

92

99

8

N

See Estimated Disbursement Date #2

100

107

8

N

See Estimated Disbursement Date #2

108

115

8

N

See Estimated Disbursement Date #2

116

123

8

N

See Estimated Disbursement Date #2

124

131

8

N

See Estimated Disbursement Date #2

132

139

8

N

See Estimated Disbursement Date #2

140

147

8

N

See Estimated Disbursement Date #2

148

155

8

N

See Estimated Disbursement Date #2

156

163

8

N

See Estimated Disbursement Date #2

164

171

8

N

See Estimated Disbursement Date #2

172

179

8

N

See Estimated Disbursement Date #2

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

11

PELL GRANT RECORD LAYOUTS Origination Record
Start 180 End 187 Length Type Field Name 8 N Estimated Disbursement Date #15 8 D Enrollment Date Description Valid Values Processing notes/Edits Date 15th disbursement to student is estimated to CCYYMMDD: Range: See Estimated Disbursement Date #2 be made. [see field position 68 in this record] or BLANK 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 year. If CCYYMMDD: Range: previous value or date reported Batch ID in Grant the student enrolled in a crossover payment period 20020101 – 20030630 Header record. before the first day of the Pell award year (July 1), but which will be paid from 2002-2003 funds, report the actual start date of the student's classes for that payment period. Flag to identify tuition ranges when the annual Value Tuition Range If invalid, then set approved value to previous value tuition is less than or equal to minimum defined 1: 0 or BLANK. 2: TBD by low tuition and fees 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 A: Accurate If selected by CPS, then set approved value to school. C: Calculated previous value or “W” N: SAR Transaction Not Selected by ELSE set approved value to “N”. CPS for Verification Process R: Reprocessed Accept ‘W’ and ‘V’ or else set to blank for 2002 – S: SAR Transaction Selected by CPS 2003 and after. for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance V: Verified W: Without Documentation Or Blank Code to indicate the student’s incarcerated status BLANK: Not incarcerated If invalid, then set approved value to previous value for students incarcerated in local penal Y: Yes, the student is or BLANK. institutions, but are otherwise eligible to receive incarcerated in a local institution, but Federal Pell Grants. is otherwise eligible. N: No, if student previously reported as incarcerated, but is not or is no longer. Incarcerated CPS-assigned Transaction number from the This field is required. If BLANK or NO Match with eligible app data, then eligible ISIR or SAR used to calculate the Must be numeric: 01 - 99 reject record. Return last value reported on student’s award. 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.

188

195

196

196

1

A/N Low Tuition & Fees code

197

197

1

A

Verification Status code

198

198

1

A

Incarcerated Federal Pell Recipient code

199

200

2

N

Transaction number

201

205

5

N

Expected Family Contribution (EFC)

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

12

PELL GRANT RECORD LAYOUTS Origination Record
Start 206 End 206 Length Type Field Name 1 A Secondary Expected Family Contribution Used Code Description Code indicating which EFC value is used to determine award amount Valid Values Processing notes/Edits O = Federal Pell Grant award If invalid, then set approved value to previous value previously based on the secondary or BLANK. EFC and reported to the Federal Pell If NO Match with eligible app data, then reject Grant program; student’s award now record. Return last value reported on based on the original 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 This field is required. The Academic calendar dictates which Payment 1= Institution uses nonstandard Methodology can be accepted, and the data elements academic terms, and measures required to calculate the student’s award. Refer to academic progress by credit hours Pell Grant Calculations Appendix for acceptable 2=Institution uses standard quarters combinations. and measures academic progress by credit hours If Academic calendar invalid or BLANK, then 3=Institution uses standard semesters correct to (in the order shown): and measures academic progress by --Academic calendar already accepted for this credit hours student, if any; 4=Insititution uses standard --Academic calendar on file for Attended Campus, if trimesters and measures academic any; progress by credit hours --Academic calendar on file for Reporting Campus, 5=Insitution measures academic if any; progress by clock hours --Clock hour (5) if Payment Methodology=4; 6=Institution does not use terms, but --Semester (3) does measure academic progress by credit hours This field is required. Range: 1-5. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula The Payment Methodology that can be accepted is dictated by the Academic calendar. Refer to the Pell Grant Calculations Appendix for the data elements required for each Payment Methodology.

207

207

1

N

Academic calendar

Calendar which applies to this student's educational program.

208

208

1

N

Payment methodology

Formula used to calculate the student's Federal Pell Grant Award.

209

215

7

N

Cost of Attendance

Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations.7

If Payment Methodology invalid or BLANK, then correct to: --1 Academic calendars 2,3,4; --3 Academic calendar 1; --4 Academic calendars 5, 6 This field is required. Used in award amount validation. Dollars and cents. Use leading zeros; If invalid or BLANK, then set accepted value to do not include the $ sign or decimal previous value or “9999999". point. Range: 0000000 – 9999999.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

13

PELL GRANT RECORD LAYOUTS Origination Record
Start 216 End 216 Length Type Field Name 1 AN Enrollment status Description The student’s enrollment status at the time you create or update the student record. Valid Values Leave BLANK only if Payment Methodology is 4. Processing notes/Edits Used in award amount validation. See Pell Grant Calculations Appendix.

217

218

2

219

220

2

Range for Payment Methodologies 1, If Enrollment status invalid or BLANK, then correct 2, 3, and 5: to: 1=Full-time --BLANK if Payment Methodology is 4 2=3/4-time --3 (half-time) if Payment Methodology is 5 3=1/2-time --1 (full-time) for Payment Methodologies 1,2,3 4=Less than ½-time 5=Enrollment status changed from one payment period to another, OR student attends more than the number of terms in a full academic year. AN Weeks of instructional time used Total Number of weeks on instructional time Leave BLANK for Payment School determines this value based on the time to calculate payment provided by this student’s Program of Study Methodology 1. Required for required for the majority of its full-time students to during a full academic year. Payment Methodologies 2, 3, 4, or 5. complete the program of student or the academic year for the program of study, not student by student. PM2=Total number of weeks of instructional time Range for Payment Methodology 2: See Pell Grant Calculations Appendix. in academic year for student’s program of study 00-29. (fall through spring terms). Range for Payment Methodology 3, If invalid, out of range, or greater than Weeks of PM5 (academic calendars 1, 2, 3, 4) and 4, 5: 00-78 instructional time in program’s definition of PM3=Total number of weeks of instructional academic year, then correct (in the order shown): time in all terms in academic year for student’s --Weeks of instructional time used to calculate program of study payment previously accepted for student; PM5 (academic calendar 6) and PM4=The lesser --Weeks of instructional time in program’s definition of either (a) total number of weeks of instructional of academic year time for a full-time student to complete hours in --BLANK if supplied and not needed for Payment student’s program of study, or (b) total number of Methodology. weeks of instructional time for a full-time student to complete hours in academic year for student’s program of study. AN Weeks of instructional time in Total number of weeks of instructional time in the Leave BLANK for Payment Used in award amount validation. program's definition of academic school’s definition of a full academic year for this Methodology 1. Required for year student’s Program of Study. Payment Methodologies 2, 3, 4, or 5. If invalid or BLANK, correct to (in order shown): --Weeks of instructional time in program’s definition Range for Payment Methodologies 2, of academic year previously accepted for student, if 3, 4, or 5: any; 30-78 --Weeks of instructional time in program’s definition of academic year on file for Attended campus, if any; --Weeks of instructional time in program’s definition of academic year on file for Reporting campus, if any; --30 (Payment Methodologies 2,3,4,5) --BLANK if supplied and not needed for Payment Methodology.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

14

PELL GRANT RECORD LAYOUTS Origination Record
Start 221 End 224 Length Type Field Name Description Valid Values 4 AN Credit/Clock hrs in Award Year Total number of credit/clock hours in all payment BLANK for Academic calendars 1, periods the institution expects this student to 2, 3, and 4. attend, and to be paid from this Federal Pell Grant Award year. Ranges: 0000-3120 if Academic calendar = 5 0000-0100 if Academic calendar = 6 Processing notes/Edits Used in award amount validation. See Pell Grant Calculations Appendix.

225

228

4

AN Credit/Clock hours in this student’s program of study’s academic year

229 232 232

231 250 240

3 19 9

A/N Institution Internal Sequence Number A Unused A/N Student Current SSN

If invalid, out of range, or greater than Credit/Clock hours in the academic year for this student’s program of study, then correct to (in the order shown): --Credit/Clock hours in award year previously accepted for student; --Credit/Clock hours in the academic year for this student’s program of study; --BLANK if supplied and not needed for Payment Methodology. Total number of credit or clock hours in the BLANK for Academic calendars 1, Used in award amount validation. See Pell Grant school’s definition of a full academic year for this 2, 3, or 4. Calculations Appendix. student’s Program of Study. Ranges: If invalid or BLANK, then correct to (in the order 0900-3120 if Academic calendar = 5 shown): 0024-0100 if Academic calendar = 6 --Credit/Clock hours in the academic year for this student’s program of study, if any; --Credit/Clock hours in the academic year on file for Attended campus, if any; --Credit/Clock hours in the academic year on file for Reporting campus, if any; --0900 if Academic calendar=5; 0024 if Academic calendar=6; --BLANK if supplied and not needed for Payment Methodology. This is an internal sequence number the institution Institutional defined No editing by RFMS will be done on this field. can define. Reserved for expansion Constant spaces Social Security Number, as altered by the student Valid social security number through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing for this transaction. The date of birth of the student for this CPS Format: CCYYMMDD transaction. The last name of the student for this CPS A – Z, 0 – 9, period, apostrophe, transaction. hyphen or blank The first name of the student for this CPS A – Z, 0 – 9 or blank transaction. The middle initial of the student for this CPS A – Z or blank transaction.

241 249 265 277

248 264 276 277

8 16 12 1

D

Student’s Date of Birth

A/N Student’s Last Name A/N Student’s First Name A Student’s Middle Initial

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

15

PELL GRANT RECORD LAYOUTS Origination Record
Start 278 End 300 Length Type 23 A Unused 300 Field Name Description Reserved for expansion Valid Values Constant spaces Processing notes/Edits Total Record Length

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

16

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 1 End 23 Length Type Field Name 23 A/N Origination ID Valid Values This field is required. Format: 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Student's SSN from original FAFSA for this 001010001 – 999999999 school year. Student's name code from original FAFSA for Uppercase A to Z; this school year. .(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 Description Unique number used to identify an origination. 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.

24 33

32 34

9 2

N A

Original SSN Original Name Code

Identifier Identifier

35

40

6

N

Attended Campus PELL-ID

Identifier

41 46

45 58

5 13

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

No editing will be done on this field by RFMS.

59

59

1

60 61

60 67

1 7

A N

Unused Accepted Award amount for entire school year

Reserved for expansion

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

68

75

8

N

Accepted Estimated Disbursement Date #1

76

83

8

N

Accepted Estimated Disbursement Date #2

Must equal the award amount calculated by Dollars and cents. Use leading zeros and the institution to be disbursed to this student report cents as ‘00’; do not include the $ for attendance for this entire Pell Grant award sign or decimal point. Range: 0000000 to AWARD AMOUNT year. MAXIMUM Date 1st disbursement to student is estimated Format: CCYYMMDD Range: N days to be made. prior to DISBURSEMENT START DATE (20020701) to DISBURSEMENT END DATE( 20080930). Date 2nd disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record]or BLANK

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

17

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 estimated CCYYMMDD: Range:[see to be made. field position 68 in this record]or BLANK Date 4th disbursement to student is estimated CCYYMMDD: Range:[see to be made. field position 68 in this record] or BLANK Date 5th disbursement to student is estimated CCYYMMDD: Range:[see to be made. field position 68 in this record] or BLANK Date 6th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Date 7th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Date 8th disbursement to student is estimated CCYYMMDD: Range: [see to be made. field position 68 in this record] or BLANK Date 9th disbursement to student is estimated CCYYMMDD: Range: [see 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 20020101 – 20030630 year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2002-2003 funds, report the actual start date of the student's classes for that payment period. Flag to identify tuition ranges when the Value Tuition Range 1: 0 annual tuition is less than or equal to 2: TBD minimum defined by low tuition and fees 3: TBD table. or BLANK: low tuition does not apply Processing notes/Edits

196

196

1

A/N Accepted Low Tuition & fees flag

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

18

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 197 End 197 Length Type Field Name Description Valid Values 1 A Accepted Verification status flag Status of verification of applicant data by the This field is required. school. 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 V: Verified W: Without Documentation Or Blank 1 A Accepted Incarcerated Federal Code to indicate the student’s incarcerated BLANK: Not incarcerated Pell Recipient code status for students incarcerated in local penal Y: 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 2 N Accepted Transaction number CPS-assigned Transaction number from the eligible ISIR or SAR used to calculate the student’s award. Accepted Expected Family Must equal the student's Expected Family Contribution (EFC) Contribution from the ISIR or SAR May be the primary or secondary EFC value. Accepted Secondary Expected Code indicating which EFC value is used to Family Contribution Used Code determine award amount Must be numeric: 01 - 99 Processing notes/Edits If blank or invalid, then If selected by CPS, then set approved value to previous value or “W” ELSE set approved value to “N”. Accept ‘W’ and ‘V’ or else set to blank for 2002 – 2003 and after.

198

198

199

200

201

205

5

N

Range: 00000-EFC MAXIMUM.

206

206

1

A

O= Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S= Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

19

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 207 End 207 Length Type Field Name 1 N Accepted Academic calendar Description Calendar which applies to this student's educational program. Valid Values This field is required. 1= Institution uses nonstandard academic terms, and measures academic progress by credit hours 2=Institution uses standard quarters and measures academic progress by credit hours 3=Institution uses standard semesters and measures academic progress by credit hours 4=Insititution uses standard trimesters and measures academic progress by credit hours 5=Insitution measures academic progress by clock hours 6=Institution does not use terms, but does measure academic progress by credit hours Processing notes/Edits

208

208

1

N

Accepted Payment methodology Formula used to calculate the student's Federal Pell Grant.

209

215

7

N

Accepted Cost of Attendance

216

216

1

AN Accepted Enrollment status

This field is required. Range: 1-5. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula. Must equal COA calculated by the institution Dollars and cents. Use leading zeros; do not following the Federal Pell Grant Payment include the $ sign or decimal point. regulations. Range: 0000000-9999999. The student’s enrollment status at the time the BLANK=Payment Methodology 4. student’s records is created or updated. Changes to this field apply to the entire award Range for all other Payment Methodologies year. is 1-5. 1=Full-time 2=3/4-time 3=1/2-time 4=Less than ½-time 5=Enrollment status changed from one payment period to another, OR student attends more than the number of terms in a full academic year.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

20

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 217 End 218 Length Type Field Name Description Valid Values 2 AN Accepted Weeks of instructional Total number of weeks of instructional time BLANK=Payment Methodology 1. time used to calculate payment provided by this student’s program of study during a full academic year. Range for Payment Methodology 2 is 00-29. PM2=Total number of weeks of instructional time in academic year for student’s program Range for Payment Methodologies 3, 4, and of study (fall through spring terms). 5 is 00-78. PM5 (academic calendars 1, 2, 3, or 4) or PM3=Total number of weeks of instructional time in all terms in academic year for student’s program of study PM5 (academic calendar 6) and PM4 =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 academic year for student's program of study. Processing notes/Edits

219

220

2

AN Accepted Weeks of instructional Total number of weeks of instructional time BLANK=Payment Methodology 1. time in program's definition of in the school’s definition of a full academic academic year year for this student’s program of study. Range for Payment Methodologies 2, 3, 4, or 5 is 30-78. A Accepted Credit/Clock hours in Total number of credit/clock hours in all Award Year payment periods the institution expects this student to attend, and to be paid from this Federal Pell Grant Award year. BLANK for Academic calendars 1, 2, 3 and 4.

221

224

4

225

228

4

229 232 251

231 250 255

3 19 5

Ranges: 0000-3120 if Academic calendar = 5 0000-0100 if Academic calendar = 6 A Accepted Credit/Clock hours in Number of credit or clock hours in this BLANK for Academic calendars 1, 2, 3 and this student’s program of study’s school’s definition or a full academic year for 4. academic year this student’s program of study. Ranges: 0900-3120 if Academic calendar = 5 0024-0100 if Academic calendar = 6 A/N Institution Internal Sequence This is an internal sequence number the Institutional defined No editing will be done on this field by RFMS. Number institution can define. A Unused Reserved for expansion Constant spaces N Scheduled Federal Pell Grant Scheduled amount for a full time student. Range: 00000 – AWARD AMOUNT MAXIMUM

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

21

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 256 End 257 Length Type Field Name Description 2 N Previously Accepted Transaction Transaction number that was previously Number accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations. 5 N Previously Accepted EFC EFC that was previously accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations. 1 A Previously Accepted Secondary Secondary EFC Code that was previously EFC Code accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations. Valid Values 01 – 99 or BLANK if Origination not rejected. Processing notes/Edits

258

262

Range: 00000-EFC MAXIMUM. or BLANK if Origination not rejected.

263

263

264

270

7

N

Previously Accepted Cost of Attendance

271

345

75

N

Origination warning/reject reasons

346

355

10

N

ED Use Flags

COA previously accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations. List of up to twenty five 3 digit reject/warning codes which occurred during processing of this origination record. Only edit codes hit will display in the field. Otherwise, this space will be zero filled. Flags that are set to inform institutions of modifications that have been made to their database and require immediate action to rectify

O= Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used or if Origination not rejected. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-9999999. Twenty-Five edit/reject codes of: 000 - 999 Position XXX-XXX: 1st code Position XXX-XXX: 2nd code Position XXX-XXX: 3rd code... Position YYY-YYY: 25th code 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 . Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-9999999 Range: 00000-99999 or BLANK = No Secondary EFC calculated by CPS

356

362

7

N

Negative Pending Amount

Amount that indicates the negative disbursement amount required. Indicates the secondary EFC calculated by CPS, if any, for this transaction.

363

367

5

N

Secondary Expected Family Contribution

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

22

PELL GRANT RECORD LAYOUTS Origination Acknowledgment Record
Start 368 End 376 Length Type Field Name 9 A/N Student Current SSN Description Social Security Number, as altered by the student through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing SSN for this transaction. The date of birth of the student for this CPS transaction. The last name of the student for this CPS transaction. The first name of the student for this CPS transaction. The middle initial of the student for this CPS transaction. Reserved for expansion Valid Values Valid social security number Processing notes/Edits

377 385 401 413 414

384 400 412 413 450

8 16 12 1 37 450

D

Student’s Date of Birth

Format: CCYYMMDD A – Z, 0 – 9, period, apostrophe, hyphen or blank A – Z, 0 – 9 or blank A – Z or blank Constant spaces

A/N Student’s Last Name A/N Student’s First Name A A Student’s Middle Initial Unused Total Record Length

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

23

PELL GRANT RECORD LAYOUTS Disbursement 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: 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Institution defined 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.

24

36

13

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

37 38

37 39

1 2

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

Will always be blank

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

Disbursement Reference NumberNumber of this disbursement. RFMS will 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

7N

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: 20020621 – 20080930

56

63

8

D

Payment Period Start Date

Beginning date of the Payment Period

CCYYMMDD: Range: 20020101 to 20030630 Or Spaces

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/N Unused Total Record Length

Reserved for future expansion

Constant spaces

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

24

PELL GRANT RECORD LAYOUTS Disbursement 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 Processing notes/Edits This field is required. Identifier Format: If Origination ID matches on RFMS Database, 999999999XX200399999900 Then Compare all fields. Where: If all the fields match, then the record is SSN - 001010001-999999999 returned as a duplicate otherwise it is a change. Name Code – XX If the Origination ID does not match then the Year Indicator – 2003 Origination is new. Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Institution defined

24

36

13

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

37

37

1

38

39

2

N

40

40

1

A

41

47

7

N

48 56

55 63

8 8

N D

Valid Codes: A: Accepted disbursement amount C: Corrected disbursement amount D: Duplicate disbursement reference number of an accepted record at RFMS E: Rejected - record was rejected Disbursement Reference number Unique number of the disbursement. RFMS Must be numeric: 01 - 90 will send disbursement number 91-99 for system generated disbursement. Accepted Debit/ Credit Indicator Indicates whether the Reported P : positive Flag Disbursement Amount is an increase or a N : negative decrease to the total amount that has been disbursed to the student for the award year. Accepted Disbursement amount Amount of disbursement for student. If an Dollars and cents. Use leading adjustment, this value is a replacement zeros; do not include the $ sign or amount. decimal point. Range: 0000000-AWARD AMOUNT MAX Disbursement date Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20020621 – 20080930 Payment Period Start Date Beginning date of the Payment Period CCYYMMDD: Range: 20020101 to 20030630 Or Spaces

This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate processing status of disbursement.

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

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.

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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

25

PELL GRANT RECORD LAYOUTS Disbursement Acknowledgment Record
Start 101 End 107 Length Type Field Name 7 N 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/N Unused Total Record Length

Reserved for future expansion

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

26

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record – Summary
Start 1 2 8 19 30 End Length 1 1 7 18 29 45 6 11 11 16 Type Field Name A Record Indicator N A/N A A/N Description Indicates the record is summary or detail. Valid Values Constant “S”- Summary level account status Valid PELL-ID Format: 999999999BB where 999999999 are numbers and BB are Blanks. Constant spaces Processing notes/Edits

Reporting Campus PELL-ID PELL-ID of reporting campus Grantee DUNS Number Unused GAPS Award Number Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. Reserved for future expansion

46 51 59

50 58 69

5 8 11

N D N

Used to uniquely identify school accounts in the Valid GAPS Award number format: ED Office of Chief Financial Officer’s Grant and P063P CCYYXXXX Administrative Payments System (GAPS). Where Comprised of the following fields: “P” constant for SFA --Program Office indicator “063” constant for Federal Pell Grants --Catalog of Federal Domestic Assistance (CFDA) “P ” constant followed by 3 spaces Number CCYY=Beginning year of school year pair, e.g., --CFDA subprogram 2002 for 2002-2003 --GAPS Award year XXXX-Unique value assigned to each GAPS --Sequence number account Accounting Schedule Number Sequence number assigned by RFMS to track Range: 00000-99999 Accounting schedules. Accounting Schedule Date Date of Current Accounting schedule. Valid Date in CCYYMMDD format. Dollars and cents. Right justify, left zero fill; does not include the $ sign or decimal point. Range: 00000000000 – 99999999999 Obligation Adjustment Change in the obligation amount for this Dollars and cents. Right justify, left zero fill; does Accounting cycle. not include the $ sign or decimal point. Range: 00000000000 – 99999999999 Current Obligation Amount of the school’s current obligation balance. Dollars and cents. Right justify, left zero fill; does not include the $ sign or decimal point. Range: 00000000000 – 99999999999 Previous Pell Grant Amount of school’s obligation prior to this Dollars and cents. Right justify, left zero fill; does Obligation/Payment adjustment. not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank. Obligation/Payment Change in the obligation amount for this Dollars and cents. Right justify, left zero fill; does Adjustment Amount Accounting cycle. not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank. Current Obligation/Payment Amount of the school’s current obligation balance. Dollars and cents. Right justify, left zero fill; does not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank. Previous Obligation Amount of school’s obligation prior to this adjustment Always zero for schools with obligate/pay accounts for the entire school year. Always zero for schools with obligate/pay accounts for the entire school year. Always zero for schools with obligate/pay accounts for the entire school year Always blanks for schools with obligate only accounts for the entire school year

70

80

11

N

81

91

11

N

92

102

11

A/N

103

113

11

A/N

Always blank for schools with obligate only accounts for the entire school year.

114

124

11

A/N

Always blank for schools with obligate only accounts for the entire school year.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

27

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record – Summary
Start 125 132 End Length 131 7 142 11 Type Field Name Description Valid Values N YTD Total Unduplicated Year to date number of unduplicated recipients for Range: 0000000 – 9999999 Recipients institution. or Blank N YTD Accepted Disbursement YTD Total of disbursements accepted by RFMS. Dollars and cents. Right justify, left zero fill; does Amount not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank N YTD Posted Disbursement YTD Total of disbursements sent to and Dollars and cents. Right justify, left zero fill; does Amount acknowledged by GAPS. not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank N YTD Administrative Cost YTD amount of ACA paid to the institution. Dollars and cents. Right justify, left zero fill; does Allowance (ACA) not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank N GAPS Drawdown/Payment Net drawdowns/payments as posted in GAPS, i.e., Dollars and cents. Right justify, left zero fill; does the sum of school-initiated drawdowns, direct not include the $ sign or decimal point. payments for Obligate/Pay accounts, adjustments 0000000000000 – 99999999999999 (+/-) less refunds and returns or Blank D Date of Last Activity in The date GAPS last posted a transaction for the Valid date in CCYYMMDD format. GAPS GAPS Award number. N Payment Control Number The reference number for the last payment sent to Valid Payment Control Number or all zeros. the institution. A Unused Reserved for future expansion Constant spaces Total Record Length Processing notes/Edits

143

153

11

154

164

11

165

177

13

178 186 186

185 198 200

8 13 15 200

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

28

PELL GRANT RECORD LAYOUTS Electronic Statement of Account Record – Detail
Start 1 2 8 19 30 End Length 1 1 7 18 29 45 6 11 11 16 Type Field Name A Record Indicator N A/N A A/N Reporting Campus Pell-ID Grantee DUNS Number Unused GAPS Award 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 Valid Values Constant “D” - Detailed institution activity Valid Pell-ID Format: 999999999BB where 999999999 are numbers and BB are blanks. Constant spaces. Processing notes/Edits

46 54 55

53 54 65

8 1 11

D A N

Transaction Date Sign Indicator Adjustment Amount

66 74

73 99

8 26

D A/N

GAPS Process Date Adjustment Batch ID

Used to uniquely identify school accounts in the Valid GAPS Award number format: ED Office of Chief Financial Officer’s Grant and P063S CCYYXXXX Administrative Payments System (GAPS). Where Comprised of the following fields: “P” constant for SFA --Program Office indicator “063” constant for Federal Pell Grants --Catalog of Federal Domestic Assistance (CFDA) “S ” CFDA subprogram constant followed by 3 Number spaces: --CFDA subprogram P=Obligate only accounts --GAPS Award year J=Obligate/Pay accounts (Just in time) --Sequence number R=Obligate/Pay accounts (Reimbursement) Q=Obligate/Pay accounts (Administrative Cost Allowance) CCYY=Beginning year of school year pair, e.g., 2002 for 2002-2003 XXXX-Unique value assigned to each GAPS account Effective date of accounting transaction sent to Valid Date in CCYYMMDD format. GAPS. Indicates whether the Adjustment amount is an P: Positive (Increase) increase or a decrease N: Negative (Decrease) Amount of individual adjustment. Dollars and cents. Right justify, left zero fill; does not include the $ sign or decimal point. Range: 00000000000 – 99999999999 The date GAPS processed the adjustment. Valid date in CCYYMMDD format. Batch ID, which generated the adjustment. Format: CCYYXX999999CCYYMMDDHHMMSS where: XX - #D: Disbursements , #G: System generated; #A Statement of Account; #W: Disbursements from the Web CCYY - End year of school year pair: ‘2003' 999999 -Reporting Pell ID CCYYMMDD-date batch created HHMMSS - time batch created

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

29

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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

30

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

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

18 53 88 113

52 87 112 114

35 35 25 2

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

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

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

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

115 124

123 173

9 50

A/N A/N

Mailing Zip code FAA Email Address

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.

BLANK if unchanged. BLANK if unchanged.

174

203

30

A/N

204

217

14

A/N

218

231

14

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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

31

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

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. Weeks of instructional time The number of weeks of instructional time in the Blank or in program's definition of program's academic year. 30 – 78 academic year

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

32

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

240

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

33

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

7 8

7 31

1 24

A N

Action Status Batch Reject Reasons

32

106

75 106

A

Unused Total Record Length

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 Reject Reasons format: 000 – 199 which occurred during initial editing of the batch. Position X-X: 1st reject reason code Only reject reason codes hit will display in this Position X-X: 2nd reject reason code field. Otherwise, this space will be zero filled. Position X-X: 3rd reject reason code... Position XX-XX: 8th reject reason code Reserved for future expansion Constant spaces

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

34

PELL GRANT RECORD LAYOUTS Data Requests: 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 This field is required. 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

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

35

1

A

Multiple Reporting Request Code 1 Multiple Reporting Request Code 2

36

36

1

A

37

47

11

A

Student ID

48

53

6

N

MR institution Pell-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. 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID – 999999 Orig Sequence Number – 00

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

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.

54

76

23

A

Origination ID

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.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

35

PELL GRANT RECORD LAYOUTS Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Start 77 End 85 Length 9 Type Field Name A/N Student Current SSN Description Valid Values Social Security Number, as altered by Valid social security number the student through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing for this transaction. The date of birth of the student for Format: CCYYMMDD this transaction. The last name of the student for this A – Z, 0 – 9, period, apostrophe, hyphen or blank transaction. The first name of the student for this A – Z, 0 – 9 or blank transaction. The middle initial of the student for A – Z or blank this transaction. Reserved for future expansion Constant spaces Processing notes/Edits

86 94 110 122 123

93 109 121 122 125

8 16 12 1 3 125

D

Student’s Date of Birth

A/N Student’s Last Name A/N Student’s First Name A Student’s Middle Initial

A/N Unused Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

36

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

35

1

A

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

36

36

1

A

37

47

11

A

48

53

6

N

MR Institution Pell-ID

54

76

23

A

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. 999999999XX200399999900 User requested this field on their request. If the Origination ID Where: is not found or invalid the request will be rejected. SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID – 999999 Orig Sequence Number – 00

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

37

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 List of up to seven 3 digit comment Comment format: 000 – 199 codes which occurred during Position XX-XX:1st comment code processing of the data request. Position XX-XX :2nd comment code... Position XX-XXX: 7th comment code Social Security Number, as altered by Valid social security number the student through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing for this transaction. The date of birth of the student for Format: CCYYMMDD this transaction. The last name of the student for this A – Z, 0 – 9, period, apostrophe, hyphen or blank transaction. The first name of the student for this A – Z, 0 – 9 or blank transaction. The middle initial of the student for A – Z or blank this transaction. Reserved for future expansion Constant spaces Processing notes/Edits

78

98

21

N

Edit/Comment Codes

99

107

9

A/N Student Current SSN

108 116 132 144 145

115 131 143 144 150

8 16 12 1 6 150

D

Student’s Date of Birth

A/N Student’s Last Name A/N Student’s First Name A Student’s Middle Initial

A/N Unused Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

38

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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

39

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

114 149

70 35

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.

150 185

184 209

35 25

210

211

2

A

Institution state

The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located. 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

327

7

N

Scheduled Federal Pell Grant

328 335

334 336

7 2

N N

Origination Award Amount Transaction Number

337

341

5

N

Expected Family Contribution

Scheduled Federal Pell Grant for a student with this EFC and COA attended full-time for a full academic year Annual award amount supplied on the origination record. CPS-assigned Transaction number from the eligible ISIR or SAR used to calculate the student’s award. The student’s Expected Family Contribution from the ISIR or SAR used to calculate the award.

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

40

PELL GRANT RECORD LAYOUTS Multiple Reporting Record
Start 342 350 358 End Length Type Field Name 349 8 D Enrollment Date 357 364 8 7 D N Origination Create Date Total of Disbursements Accepted Last Activity Date Next Estimated Disbursement Date Eligibility Used Description First date the student was enrolled in an eligible program for the award year. Date the origination was created in RFMS. Total amount of all disbursements accepted by the Federal Pell Grant Program for the POP student. Date of the last payment was received from the institution. Date of next estimated disbursement date. Valid Values CCYYMMDD Range: 20020101 - 20030630 CCYYMMDD Range: 20010401 – 20070930 Range: 0000000-AWARD AMOUNT MAX Format: CCYYMMDD Processing notes/Edits

365 373 381

372 380 385

8 8 5

D D N

386

395

10

N

ED Use Flags

396 412 424 425 433

411 423 424 432 441

16 12 1 8 9

A/N Student’s Last Name A/N Student’s First Name A D Student’s Middle Initial Student’s Date of Birth

A/N Student Current SSN

433 442

450

18 9 450

A

Unused Total Record Length

Blank or CCYYMMDD Range: 20020101 – 20080930 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 %. 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 . The last name of the student for this CPS A – Z, 0 – 9, period, apostrophe, hyphen or blank transaction number. The first name of the student for this CPS A – Z, 0 – 9 or blank transaction number. The middle initial of the student for this A – Z or blank CPS transaction number. The date of birth of the student for this Format: CCYYMMDD CPS transaction number. Social Security Number, as altered by the Valid social security number or student through the CPS for the BLANK if not matched 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. Reserved for future expansion Constant spaces

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

41

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 If Request Type is Y and the Origination ID is not blank and the User requested this field on their request. If the Origination ID is not found or invalid the request will be rejected. Processing notes/Edits

53

61

9

A/N Student Current SSN

Format: 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code - XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Social Security Number, as altered by the Valid social security number or student through the CPS BLANK if not matched Pell-ID of campus attended. Valid Pell-ID

62

67

6

N

Attended Reporting Campus Pell-ID Transaction Number

68

69

2

N

70

74

5

N

Expected Family Contribution (EFC) Origination Award Amount

Pell ID of the reporting campus CPS-assigned Transaction number from Range: the eligible ISIR or SAR used to calculate 01-99 the student’s award. The EFC supplied on the origination Range: 00000-EFC MAXIMUM record. Annual award amount supplied on the origination record. Range: 0000000-AWARD AMOUNT MAX

75

81

7

N

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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

42

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 This field is required. 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 V: Verified W: Without Documentation Or Blank Y or blank Constant spaces Processing notes/Edits If blank or invalid, then If selected by CPS, then set approved value to previous value or “W” ELSE set approved value to “N”. Accept ‘W’ and ‘V’ or else set to blank for 2002 – 2003 and after.

95 96

95 100 100

1 5

A/N POP Flag A Unused Total

Flag set in origination record when a student is in a POP situation. Reserved for future expansion

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

43

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 1 End Length Type Field Name 1 1 A YTD Record Indicator Description Indicates if record is the YTD Origination, YTD Disbursement or Summary data. Unique number used to identify an origination. Valid Values Constant: “O” Processing notes/Edits

2

24

23

A/N Origination ID

25 34

33 35

9 2

N A

Original SSN Original Name Code

36

41

6

N

Attended Campus Pell-ID

42 47

46 59

5 13

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

Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Student's SSN from original FAFSA for 001010001 – 999999999 this school year. Student's name code from original Uppercase A to Z; FAFSA for this school year. .(period); '(apostrophe); - (dash); BLANK: no last name Pell-ID of campus attended. Change Valid Pell-ID creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. Reserved for future expansion Constant spaces 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

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

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

No editing

60

60

1

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

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 20020621 – 20080930 Format: CCYYMMDD Range: [see field position 69 in this record] or BLANK

69 77

76 84

8 8

N N

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

44

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 85 End Length Type Field Name 92 8 N Accepted Estimated Disbursement Date #3 100 8 N Accepted Estimated Disbursement Date #4 Accepted Estimated Disbursement Date #5 Accepted Estimated Disbursement Date #6 Accepted Estimated Disbursement Date #7 Accepted Estimated Disbursement Date #8 Accepted Estimated Disbursement Date #9 Accepted Estimated Disbursement Date #10 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 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 20020701 – 20080930 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: 20020101 - 20030630 school year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2002-2003 funds, report the actual start date of the student's classes for that payment period. Description Date 3rd disbursement to student is estimated to be made. Processing notes/Edits

93

101

108

8

N

109

116

8

N

117

124

8

N

125

132

8

N

133 141

140 148

8 8

N N

149

156

8

N

157

164

8

N

165

172

8

N

173

180

8

N

181

188

8

N

189

196

8

D

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

45

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 197 End Length Type Field Name 197 1 A/N Accepted Low Tuition & fees flag Valid Values Processing notes/Edits Value Tuition Range 1: 0 2: TBD 3: TBD or BLANK: low tuition does not apply Accepted Verification status flag Status of verification of applicant data by This field is required. If blank or invalid, then the school. A: Accurate If selected by CPS, then set approved value to previous value or C: Calculated “W” N: SAR Transaction Not Selected by CPS for ELSE set approved value to “N”. Verification Process R: Reprocessed Accept ‘W’ and ‘V’ or else set to blank for 2002 – 2003 and S: SAR Transaction Selected by CPS for after. Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T: Tolerance V: Verified W: Without Documentation Or Blank 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. N: No, if student previously reported as incarcerated, but are otherwise eligible to receive but is not or is no longer. incarcerated Federal Pell Grants. Accepted Transaction number CPS-assigned Transaction number from Must be numeric: 01 - 99 Changes to this field, after associated disbursements are made, the eligible ISIR or SAR used to calculate creates a new active origination record. Disbursements for the the student’s award. 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 Used 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. 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

201

2

N

202

206

5

N

207

207

1

N

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

46

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 208 End Length Type Field Name 208 1 N Accepted Academic calendar Description Calendar which applies to this student's educational program. Valid Values This field is required. 1= Institution uses nonstandard academic terms, and measures academic progress by credit hours 2=Institution uses standard quarters and measures academic progress by credit hours 3=Institution uses standard semesters and measures academic progress by credit hours 4=Insititution uses standard trimesters and measures academic progress by credit hours 5=Insitution measures academic progress by clock hours 6=Institution does not use terms, but does measure academic progress by credit hours This field is required. Range: 1-5. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula Processing notes/Edits The Academic calendar dictates which Payment Methodology can be accepted, and the data elements required to calculate the student’s award. Refer to Pell Grant Calculations Appendix for acceptable combinations. If Academic calendar invalid or BLANK, then correct to (in the order shown): --Academic calendar already accepted for this student, if any; --Academic calendar on file for Attended Campus, if any; --Academic calendar on file for Reporting Campus, if any; --Clock hour (5) if Payment Methodology=4; --Semester (3)

209

209

1

N

Accepted Payment methodology Formula used to calculate the student's Federal Pell Grant Award.

The Payment Methodology that can be accepted is dictated by the Academic calendar. Refer to the Pell Grant Calculations Appendix for the data elements required for each Payment Methodology.

210

216

7

N

Accepted Cost of Attendance

217

217

1

A

Accepted Enrollment status

Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations. The student’s enrollment status at the time you create or update the student record.

If Payment Methodology invalid or BLANK, then correct to: --1 Academic calendars 2,3,4; --3 Academic calendar 1; --4 Academic calendars 5, 6 Dollars and cents. Use leading zeros; do not include Used in award amount validation. the $ sign or decimal point. Range: 0000000 9999999. Leave BLANK only if Payment Methodology is 4. Used in award amount validation. See Pell Grant Calculations Appendix. Range for Payment Methodologies 1, 2, 3, and 5: 1=Full-time If Enrollment status invalid or BLANK, then correct to: 2=3/4-time --BLANK if Payment Methodology is 4 3=1/2-time --3 (half-time) if Payment Methodology is 5 4=Less than ½-time --1 (full-time) for Payment Methodologies 1,2,3 5=Enrollment status changed from one payment period to another, OR student attends more than the number of terms in a full academic year.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

47

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 Leave BLANK for Payment Methodology 1. time used to calculate payment time provided by this student’s Program Required for Payment Methodologies 2, 3, 4, or 5. of Study during a full academic year. Range for Payment Methodology 2: 00-29. PM2=Total number of weeks of Range for Payment Methodology 3, 4, 5: 00-78 instructional time in academic year for student’s program of study (fall through spring terms). PM5 (academic calendars 1, 2, 3, 4) and PM3=Total number of weeks of instructional time in all terms in academic year for student’s program of study PM5 (academic calendar 6) and PM4=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 academic year for student’s program of study. 221 2 A Accepted Weeks of instructional Total number of weeks of instructional Leave BLANK for Payment Methodology 1. time in program's definition of time in the school’s definition of a full Required for Payment Methodologies 2, 3, 4, or 5. academic year for this student’s Program academic year of Study. Range for Payment Methodologies 2, 3, 4, or 5: 30-78 Processing notes/Edits School determines this value based on the time required for the majority of its full-time students to complete the program of student or the academic year for the program of study, not student by student. See Pell Grant Calculations Appendix. If invalid, out of range, or greater than Weeks of instructional time in program’s definition of academic year, then correct (in the order shown): --Weeks of instructional time used to calculate payment previously accepted for student; --Weeks of instructional time in program’s definition of academic year --BLANK if supplied and not needed for Payment Methodology.

220

Used in award amount validation. If invalid or BLANK, correct to (in order shown): --Weeks of instructional time in program’s definition of academic year previously accepted for student, if any; --Weeks of instructional time in program’s definition of academic year on file for Attended campus, if any; --Weeks of instructional time in program’s definition of academic year on file for Reporting campus, if any; --30 (Payment Methodologies 2,3,4,5) --BLANK if supplied and not needed for Payment Methodology. Used in award amount validation. See Pell Grant Calculations Appendix. If invalid, out of range, or greater than Credit/Clock hours in the academic year for this student’s program of study, then correct to (in the order shown): --Credit/Clock hours in award year previously accepted for student; --Credit/Clock hours in the academic year for this student’s program of study; --BLANK if supplied and not needed for Payment Methodology.

222

225

4

A

Accepted Credit/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.

BLANK for Academic calendars 1, 2, 3, and 4. Ranges: 0000-3120 if Academic calendar = 5 0000-0100 if Academic calendar = 6

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

48

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 226 End Length Type Field Name Description Valid Values 229 4 A Accepted Credit/Clock hours in Total number of credit or clock hours in BLANK for Academic calendars 1, 2, 3, or 4. the academic year for this the school’s definition of a full academic student’s program of study year for this student’s Program of Study. Ranges: 0900-3120 if Academic calendar = 5 0024-0100 if Academic calendar = 6 Processing notes/Edits Used in award amount validation. See Pell Grant Calculations Appendix. If invalid or BLANK, then correct to (in the order shown): --Credit/Clock hours in the academic year for this student’s program of study, if any; --Credit/Clock hours in the academic year on file for Attended campus, if any;; --Credit/Clock hours in the academic year on file for Reporting campus, if any; --0900 if Academic calendar=5; 0024 if Academic calendar=6; --BLANK if supplied and not needed for Payment Methodology.

230 233 252 257 273 285 286

232 251 256 272 284 285 294

3 19 5 16 12 1 9

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

This is an internal sequence number the Institutional defined institution can define. Reserved for expansion Constant spaces

No editing

295 303

302 303

8 1

Scheduled amount for a full time student. Range: 00000 – Maximum Award Amount A Student’s Last Name The last name of the student for this CPS A – Z, 0 – 9, period, apostrophe, hyphen or blank transaction. A Student’s First Name The first name of the student for this CPS A – Z, 0 – 9 or blank transaction. A Student’s Middle Initial The middle initial of the student for this A – Z or blank CPS transaction. A/N Student Current SSN Social Security Number, as altered by the Valid social security number or student through the CPS for the BLANK if not matched 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 for this CPS Valid date of birth: transaction.. CCYYMMDD A CPS Verification Selection code Designates whether CPS selected the BLANK = Not selected by CPS for verification student for institutional verification of * = Selected by CPS for Institution verification of applicant data as of the Transaction applicant data number reported. N YTD Disbursement Amount 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

304

310

7

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

49

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Origination)
Start 311 End Length Type Field Name 336 26 A Batch ID Valid Values Format: CCYYXX999999CCYYMMDDHHMMSS where: XX - batch type code CCYY - last year in cycle: ‘2003' 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 Description Number generated by the institution to uniquely identify a specific batch of records. Format for the batch ID is specified. Processing notes/Edits

337 345

344 350

8 6 350

D A

Process Date Unused

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

50

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Disbursement)
Start 1 End Length Type Field Name 1 1 A YTD Record Indicator Description Indicates if record is the YTD Origination, YTD Disbursement, or Summary data. Unique number used to identify an origination. Valid Values Constant: “D” Processing notes/Edits

2

24

23

A/N Origination ID

25

37

13

38 39 41

38 40 47

1 2 7

48

48

1

49 57 58

56 57 65

8 1 8

This field is required. Format: 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 This field can contain any cross reference Institution defined A/N Institution Disbursement cross-reference 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 NumberNumber 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: 20020621 - 20080930 N Unused Reserved for future expansion Constant spaces N Payment Period Start Date Beginning date of Payment Period CCYYMMDD: Range: 20020101 to 20030630 or BLANK Constant spaces Format: #DCCYY999999CCYYMMDDHHMMSS where: CCYY – last year in cycle: ‘2003' 999999 -Reporting PELL ID CCYYMMDD-date batch created HHMMSS - time batch created

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.

No editing

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

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

Field is required when an institution is ineligible.

66 104

103 129

38 26

A

Unused

Reserved for future expansion Number generated by the institution to identify the batch of disbursement records.

A/N Disbursement Batch ID

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

51

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Disbursement)
Start 130 End Length Type 350 221 A Unused 350 Field Name Description Reserved for future expansion Valid Values Constant spaces Processing notes/Edits

Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

52

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Summary)
Start 1 End Length Type Field Name 1 1 A YTD Record Indicator 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

2 9

8 15

7 7

N N

Total Unduplicated Recipients Total Originations

16

22

7

N

Originations Accepted

23

29

7

N

Originations Corrected

30

36

7

N

Originations Rejected

37

43

7

N

Total Disbursements

44

50

7

N

Disbursements Accepted

51

57

7

N

Disbursements Corrected

58

64

7

N

Disbursements Rejected

65 68

67 74

3 7

N N

Comment Code XXX Comment Code XXX Count

75 78

77 84

3 7

N N

Comment Code XXX Comment Code XXX Count

85 88

87 94

3 7

N N

Comment Code XXX Comment Code XXX Count

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

53

PELL GRANT RECORD LAYOUTS Year-To-Date Record (Summary)
Start 95 98 End Length Type Field Name 97 3 N Comment Code XXX 104 7 N Comment Code XXX Count 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 Description Comment code number. Processing notes/Edits

105 108

107 114

3 7

N N

Comment Code XXX Comment Code XXX Count

115 118

117 124

3 7

N N

Comment Code XXX Comment Code XXX Count

125 128

127 134

3 7

N N

Comment Code XXX Comment Code XXX Count

135 138

137 144

3 7

N N

Comment Code XXX Comment Code XXX Count

145 148

147 154

3 7

N N

Comment Code XXX Comment Code XXX Count

155 158

157 164

3 7

N N

Comment Code XXX Comment Code XXX Count

165

350

186 350

A

Unused Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

54

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. 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 This field is required. Format: 999999999XX200299999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 001010001 – 999999999 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.

24 33

32 34

9 2

N A

Original SSN Original Name Code

35

40

6

N

Attended Campus Pell-ID

41 46

45 58

5 13

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

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

Identifier Identifier

Identifier Change creates new origination record.

59 60 61

59 60 67

1 1 7

Will always be blank Constant spaces

No editing

Award amount for entire school Must equal the award amount calculated by Dollars and cents. Use leading 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 CCYYMMDD: Range: DISBURSEMENT START DATE (20020621)-N days-DISBURSEMENT END DATE( 20080930). CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range:[see field position 68 in this record] or BLANK

68

75

8

N

76 84

83 91

8 8

N N

November 2, 2001

2002-2003 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: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. This record layout is not sent to RFMS.
Start 92 100 108 116 124 132 140 148 156 164 172 180 188 End 99 107 115 123 131 139 147 155 163 171 179 187 195 Length Type Field Name Description Valid Values 8 N Estimated Disbursement Date #4 Date 4th disbursement to student will be CCYYMMDD: Range:[see field position made 68 in this record] or BLANK 8 N Estimated Disbursement Date #5 Date 5th disbursement to student will be CCYYMMDD: Range:[see field position made 68 in this record] or BLANK 8 N Estimated Disbursement Date #6 Date 6th disbursement to student will be CCYYMMDD: Range: [see field position made 68 in this record] or BLANK 8 N Estimated Disbursement Date #7 Date 7th disbursement to student will be CCYYMMDD: Range: [see field position made 68 in this record] or BLANK 8 N Estimated Disbursement Date #8 Date 8th disbursement to student will be CCYYMMDD: Range: [see field position made 68 in this record] or BLANK 8 N Estimated Disbursement Date #9 Date 9th disbursement to student will be CCYYMMDD: Range: [see field position made 68 in this record] or BLANK 8 N Estimated Disbursement Date Date 10th disbursement to student will be CCYYMMDD: Range: [see field position #10 made 68 in this record] or BLANK 8 N Estimated Disbursement Date Date 11th disbursement to student will be CCYYMMDD: Range: [see field position #11 made 68 in this record] or BLANK 8 N Estimated Disbursement Date Date 12th disbursement to student will be CCYYMMDD: Range: [see field position #12 made 68 in this record] or BLANK 8 N Estimated Disbursement Date Date 13th disbursement to student will be CCYYMMDD: Range: [see field position #13 made 68 in this record] or BLANK 8 N Estimated Disbursement Date Date 14th disbursement to student will be CCYYMMDD: Range: [see field position #14 made 68 in this record] or BLANK 8 N Estimated Disbursement Date Date 15th disbursement to student will be CCYYMMDD: Range: [see field position #15 made 68 in this record] or BLANK 8 D Enrollment Date First date that the student was enrolled in an CCYYMMDD: Range: 20020101 eligible program for the designated school 20030630 year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2002-2003funds, report the actual start date of the student's classes for that payment period. 1 A/N Low Tuition & Fees code Flag to identify tuition ranges when the Value Tuition Range 1: 0 annual tuition is less than or equal to minimum defined by low tuition and fees 2: TBD 3: TBD table. or BLANK: low tuition does not apply Processing notes/Edits

196

196

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

56

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. 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 This field is required. 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 V: Verified W: Without Documentation Or Blank 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 CPS-assigned Transaction number from the 01 - 99 eligible ISIR or SAR used to calculate the student’s award. Must equal the student's Expected Family Contribution from the ISIR or SAR. Range: 00000-EFC MAXIMUM. Processing notes/Edits If blank or invalid, then If selected by CPS, then set approved value to previous value or “W” ELSE set approved value to “N”. Accept ‘W’ and ‘V’ or else set to blank for 2002 – 2003 and after.

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 Used 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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

57

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. 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. Valid Values This field is required. 1= Institution uses nonstandard academic terms, and measures academic progress by credit hours 2=Institution uses standard quarters and measures academic progress by credit hours 3=Institution uses standard semesters and measures academic progress by credit hours 4=Insititution uses standard trimesters and measures academic progress by credit hours 5=Insitution measures academic progress by clock hours 6=Institution does not use terms, but does measure academic progress by credit hours Processing notes/Edits The Academic calendar dictates which Payment Methodology can be accepted, and the data elements required to calculate the student’s award. Refer to Pell Grant Calculations Appendix for acceptable combinations.

208

208

1

N

Payment methodology

Formula used to calculate the student's Federal Pell Grant Award.

If Academic calendar invalid or BLANK, then correct to (in the order shown): --Academic calendar already accepted for this student, if any; --Academic calendar on file for Attended Campus, if any; --Academic calendar on file for Reporting Campus, if any; --Clock hour (5) if Payment Methodology=4; --Semester (3) This field is required. The Payment Methodology that can be accepted is Range: 1-5. See Pell Grant Calculations Appendix for dictated by the Academic calendar. Refer to the regulations covering which Academic calendars may Pell Grant Calculations Appendix for the data use each specific formula elements required for each Payment Methodology.

209

215

7

N

Cost of Attendance

216

216

1

A

Enrollment status

If Payment Methodology invalid or BLANK, then correct to: --1 Academic calendars 2,3,4; --3 Academic calendar 1; --4 Academic calendars 5, 6 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 student’s enrollment status at the time Leave BLANK only if Payment Methodology is 4. Used in award amount validation. See Pell Grant Calculations Appendix. you create or update the student record. Range for Payment Methodologies 1, 2, 3, and 5: 1=Full-time If Enrollment status invalid or BLANK, then 2=3/4-time correct to: 3=1/2-time --BLANK if Payment Methodology is 4 4=Less than ½-time --3 (half-time) if Payment Methodology is 5 5=Enrollment status changed from one payment period --1 (full-time) for Payment Methodologies 1,2,3 to another, OR student attends more than the number of terms in a full academic year.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

58

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. This record layout is not sent to RFMS.
Start 217 End 218 Length Type Field Name Description Valid Values 2 A Weeks of instructional time used Total Number of weeks on instructional Leave BLANK for Payment Methodology 1. Required to calculate payment time provided by this student’s Program of for Payment Methodologies 2, 3, 4, or 5. Study during a full academic year. Range for Payment Methodology 2: 00-29. PM2=Total number of weeks of Range for Payment Methodology 3, 4, 5: 00-78 instructional time in academic year for student’s program of study (fall through spring terms). PM5 (academic calendars 1, 2, 3, 4) and PM3=Total number of weeks of instructional time in all terms in academic year for student’s program of study PM5 (academic calendar 6) and PM4=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 academic year for student’s program of study. 2 A Weeks of instructional time in Total number of weeks of instructional time Leave BLANK for Payment Methodology 1. Required program's definition of academic in the school’s definition of a full academic for Payment Methodologies 2, 3, 4, or 5. year for this student’s Program of Study. year Range for Payment Methodologies 2, 3, 4, or 5: 30-78 Processing notes/Edits School determines this value based on the time required for the majority of its full-time students to complete the program of student or the academic year for the program of study, not student by student. See Pell Grant Calculations Appendix. If invalid, out of range, or greater than Weeks of instructional time in program’s definition of academic year, then correct (in the order shown): --Weeks of instructional time used to calculate payment previously accepted for student; --Weeks of instructional time in program’s definition of academic year --BLANK if supplied and not needed for Payment Methodology.

219

220

Used in award amount validation. If invalid or BLANK, correct to (in order shown): --Weeks of instructional time in program’s definition of academic year previously accepted for student, if any; --Weeks of instructional time in program’s definition of academic year on file for Attended campus, if any; --Weeks of instructional time in program’s definition of academic year on file for Reporting campus, if any; --30 (Payment Methodologies 2,3,4,5) --BLANK if supplied and not needed for Payment Methodology.

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

59

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. This record layout is not sent to RFMS.
Start 221 End 224 Length Type Field Name Description Valid Values 4 A Credit/Clock hrs in Award Year Total number of credit/clock hours in all BLANK for Academic calendars 1, 2, 3, and 4. payment periods institution expects this student to attend and be paid for during this Ranges: Federal Pell Grant Award year. 0000-3120 if Academic calendar = 5 0000-0100 if Academic calendar = 6 Processing notes/Edits Used in award amount validation. See Pell Grant Calculations Appendix. If invalid, out of range, or greater than Credit/Clock hours in the academic year for this student’s program of study, then correct to (in the order shown): --Credit/Clock hours in award year previously accepted for student; --Credit/Clock hours in the academic year for this student’s program of study; --BLANK if supplied and not needed for Payment Methodology. Used in award amount validation. See Pell Grant Calculations Appendix. If invalid or BLANK, then correct to (in the order shown): --Credit/Clock hours in the academic year for this student’s program of study, if any; --Credit/Clock hours in the academic year on file for Attended campus, if any;; --Credit/Clock hours in the academic year on file for Reporting campus, if any; --0900 if Academic calendar=5; 0024 if Academic calendar=6; --BLANK if supplied and not needed for Payment Methodology.

225

228

4

A

Credit/Clock hours in this student’s program of study’s academic year

Total number of credit or clock hours in the BLANK for Academic calendars 1, 2, 3, or 4. school’s definition of a full academic year for this student’s Program of Study. Ranges: 0900-3120 if Academic calendar = 5 0024-0100 if Academic calendar = 6

229 232 259 265

231 258 264 273

3 30 6 9

A/N Institution Internal Sequence Number A Reserved for expansion N Reporting Campus Pell-ID

This is an internal sequence number the institution can define. Reserved for expansion Pell-ID of reporting campus

Institutional defined Leave blank Valid Pell-ID

A/N Student Current SSN

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

60

PELL GRANT RECORD LAYOUTS External Origination Add/Change Record This record layout is used to add and change origination records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. This record layout is not sent to RFMS.
Start 274 End 302 Length Type Field Name 29 A Student name Description Valid Values Full student name as reported to the CPS for BLANK or the Transaction number reported. Blank Full name listed in order: indicates this record could not be matched Last Name 01 - 16 on Student ID and/or EFC during Federal First Name17 - 28 Pell Grant processing. Middle Initial - 29 CPS Verification Selection code Designates whether CPS selected the BLANK = Not selected by CPS for verification student for institutional verification of * = Selected by CPS for Institution verification of applicant data as of the Transaction number applicant data reported. Student’s Date of Birth The date of birth of the student for this CPS Format: CCYYMMDD transaction. Secondary Expected Family Indicates the secondary EFC calculated by 00000 – 99999 or BLANK = no Secondary EFC Contribution CPS, if any, for this transaction. calculated by CPS. Unused Reserved for expansion Constant Spaces 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 Processing notes/Edits

303

303

1

A

304 312 317 304 345

311 316 344 309 350

8 5 28 6

D N A A

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

309 Total Record Length 350 NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period

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2002-2003 RFMS Pell Grant Record Layouts

61

PELL GRANT RECORD LAYOUTS External Disbursement Add/Change Record This record layout is used to add and change disbursement records: (1) to populate a school-defined or software provider-defined database; or (2) to provide a batch import to the EDExpress software-defined databases. 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 This field is required. Format: 999999999XX200399999900 Where: SSN - 001010001-999999999 Name Code – XX Year Indicator – 2003 Valid Attended PELL ID - 999999 Orig Sequence Number - 00 Institution defined 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.

24

36

13

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

37 38

37 39

1 2

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

Will always be blank

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

40

46

7

N

47

47

1

A

Debit/ Credit Indicator Flag

48 56 57

55 56 64

8 1 8

D A N

Disbursement Date Unused Payment Period Start Date

Indicates whether the Reported Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year Date this disbursement was or will be made CCYYMMDD: to the student. Range: 20020621 - 20080930 Reserved for future expansion Constant spaces Beginning date of Payment Period

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

CCYYMMDD: Range: PP START(20020101) - PP END DATE (20030630) Constant spaces 000000 – 235959 Format is HHMMSS HH = 00 – 23 MM = 00 – 59 SS = 00 – 59

Required only for schools that are currently ineligible, but are reporting disbursements for payment periods which started while the school was eligible. Field is required to be populated only for those schools which cannot have a blank field in the last field of a record.

65 103

102 108

38 6

A D

Unused Created Time

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

108

Total Record Length

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

62

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (e) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

Weeks in Scheduled program’s Federal Pell academic Grant Year Blank From Payment Schedule for EFC/COA

Annual Award

Ceiling on Expected Total Payment (aka Award amount) Same as SFPG

690.63 thru 690.67

2,3,4

1
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

Same as SFPG

2 ¾ time 3 ½ time 4 LT ½ time

Blank

Blank

Blank

Blank

Same as above Same as above Same as above

2,3,4

Blank

Blank

Blank

Blank

2,3,4

Blank

Blank

Blank

Blank

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

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

2,3,4 Legend: LT = Less than; LE = Less than or equal to

5 Blank Blank Other GT = Greater than; GE = Greater than or equal to

Blank

Blank

Same as above

Same as Annual award

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

63

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (e) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

Weeks in Scheduled program’s Federal Pell academic Grant Year

Annual Award

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

690.63 thru 690.67

2,3,4

2
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 (g) & LT GE 30 & LE Payment 30 78 Schedule for EFC/COA

Same as SFPG

2 ¾ time

Blank

Blank

Numeric & Numeric & LE (g) & LT GE 30 & LE 30 78

Same as above

2,3,4

3 ½ time

Blank

Blank

Numeric & Numeric & LE (g) & LT GE 30 & LE 30 78

Same as above

From ¾ Disb Sched (Annual award * for EFC/COA Weeks used to calculate payment) / Weeks in program’s academic year From ½ time Disb (Annual award * Sched for Weeks used to EFC/COA calculate payment) / Weeks in program’s academic year

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

64

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (e) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

Weeks in Scheduled program’s Federal academic Pell Grant Year Same as above

Annual Award

Ceiling on Expected Total Payment (aka Award amount) (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

2,3,4

4 LT ½ time

Numeric & Numeric & LE (g) & LT GE 30 & LE 30 78

From LT ½ Disb Sched for EFC/COA

2,3,4

5 Other

Blank

Blank

Numeric & Numeric & LE (g) & LT GE 30 & LE 30 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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

65

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (e) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

Weeks in Scheduled program’s Federal Pell academic Grant year Numeric From & GE 30 Payment & LE 78 Schedule for EFC/COA

Annual Award

Ceiling on Expected Total Payment (aka Award amount)

690.63 thru 690.67

1,2,3,4

3
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 (g)

Same as SFPG

(Annual award * Weeks used to calculate payment) / Weeks in program’s academic year

2 ¾ time

Blank

Blank

Numeric & LE (g)

Numeric & GE 30 & LE 78

Same as above

From ¾ Disb Sched for EFC/COA

1,2,3,4

3 ½ time

Blank

Blank

Numeric & LE (g)

Numeric & GE 30 & LE 78

Same as above

From ½ time Disb Sched for EFC/COA

1,2,3,4

4 LT ½ time

Blank

Blank

Numeric & LE (g)

Numeric & GE 30 & LE 78

Same as above

From LT ½ Disb Sched for EFC/COA

1,2,3,4

5 Other

Blank

Blank

Numeric & LE (g)

Numeric & GE 30 & LE 78

Same as above

Same as SFPG

(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

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

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

66

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms (e) Clock hour programs, or Credit hour programs without terms (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

690.63 thru 690.67

5

Blank

4
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

Hours/Credits Hours/Credits expected to in program’s complete – Paid academic year from this award definition year Numeric & LE (e) Numeric & GE 900 & LE 3120

Weeks in Scheduled program’s Federal Pell academic Grant Year Numeric From & GE 30 Payment & LE 78 Schedule for EFC/COA

Annual Award Ceiling on Expected Total Payment (aka Award amount)

Numeric & LE (g)

Same as SFPG

(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

6

Blank

Numeric & LE (e) Numeric & GE 24 & LE 100

Numeric & LE (g)

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 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

67

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms (e) Clock hour programs, or Credit hour programs without terms (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

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

6

3 ½ time

Hours/Credits Hours/Credits expected to in program’s complete – Paid academic year from this award definition year Numeric & LE (e) Numeric & GE 24 & LE 100

Weeks in Scheduled program’s Federal Pell academic Grant Year

Annual Award Ceiling on Expected Total Payment (aka Award amount)

Numeric & LE (g)

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

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

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

68

PELL GRANT RECORD LAYOUTS
Regulation Reference (a) All Programs (b) All programs (c) Term programs only (d) Clock hour programs or Credit hour programs without terms Hours/Credits expected to complete – Paid from this award year Blank (e) Clock hour programs, or Credit hour programs without terms Hours/Credits in program’s academic year definition Blank (f) Term and Nonterm programs not using Formula 1 Weeks used to calculate payment (g) Terms and Nonterm programs not using Formula 1 (h) (i) (j)

Payment Methodology

Academic Calendar

Enrollment Status

Weeks in Scheduled program’s Federal Pell academic Grant Year

Annual Award Ceiling on Expected Total Payment (aka Award amount)

690.63 thru 690.67

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

1,2,3,4

3 ½ time

Numeric & LE (g)

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

4 LT ½ time

Blank

Blank

Numeric & LE (g)

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

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

November 2, 2001

2002-2003 RFMS Pell Grant Record Layouts

69