Volume III, Section 3 – Pell Grant Fixed-Length Record Layouts

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

A

11

14

4

N

Header Identifier Identify Header record in file. Left Justified. Data Record Length of data Length records included in this Batch.

This field is required. Constant: ‘GRANT HDR ’ This field is required. Must be numeric: 0001 to 9999

Missing Batch Header – Reject Batch If not equal to length for Message Class, then Reject Batch.

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Field Positions First 15 Last 40

Length (# of Bytes) 26

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Batch ID

Number generated by the institution to uniquely identify a specific batch of records.

This field is required. Valid Batch Type codes: #A = Statement of Account Format = XXCCYY999999CCY #C = Reconciliation YMMDDHHMMSS #D = Disbursements #G = System Generated Where: XX = batch type code #I = Institution Data from the web (alpha) CCYY = last year in #M = Multiple Reporting #O = Originations cycle: ‘2005' 999999 = Reporting #P = Origination acknowledgement from the PELL ID CCYYMMDD = date web #R = Data Request batch created #T = ASCII Text HHMMSS = time #W = Disbursement batch created Acknowledgements from the web #Y = Year-to-Date #S = SSN/Name/DOB Change #U = Preformatted Pending Disbursement List #B = Delimited Pending Disbursement List #F = Preformatted Funded Disbursement List #H = Delimited Funded Disbursement List #V= Verification Status Report #Z = Pell POP Report

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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 Page III-3-2 Batch. If date batch created is > system date, then reject Batch.

Field Positions First 41 Last 48

Length (# of Bytes) 8

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A/N OPE ID

49

58

10

A/N Software Provider

59 63 64 69

62 63 68 76

4 1 5 8

A A

Unused ED Use

A/N ED Use N Process Date

77

100

24

N

Batch Reject Reasons

XX

A

Unused

The OPE ID number Valid OPE ID number or blank. assigned to the reporting institution. This field is required. For non-Express software provide an Software provider identifier to indicate defined or blank the software provider and version number if applicable. Reserved for future Constant spaces expansion. ED Use Only – do not Constant Spaces use ED Use Only – do not Constant spaces use Date the Format = corresponding Batch CCYYMMDD was processed. List of up to eight 3- Reject Reasons format = 000 to 999 digit batch reject reason codes which Position 101 to 103 = occurred during initial 1st reject reason code editing of the Batch. Position 104 to 106 = 2nd reject reason code Only reject reason codes hit will display Position 107 to 109 = 3rd reject reason code in this field. Otherwise, this space Position 110 to 112 = 4th reject reason code will be zero filled. Position 113 to 115 = 5th reject reason code Position 116 to 118 = 6th reject reason code Position 119 to 121 = 7th reject reason code Position 122 to 124 = 8th reject reason code Length extended to Constant spaces make the header record the same length as the detail records which follow.

If not blank and not equal to OPE ID associated with Pell ID, then warn the Batch. No edits will be performed on this field.

Media Type = Y for Year-toDate ED Express PC software version number Completed as a result of processing the Batch. Completed by PELL processor as a result of Batch editing. These are the 200 series of edits that can be found in Volume III, Section 4 of the Technical Reference.

≥100

Total Record Length

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

A

11

14

4

N

15

40

26

A

41

46

6

N

47

57

11

N

58

58

1

A

This field is required. Missing Batch Trailer – reject Constant: ‘GRANT batch. No detail records— reject Batch. TLR ’ Data Record Length of data This field is required. If not equal to Data Record on Length records included in Must be numeric: Header, then reject Batch. this Batch. 0001 to 9999 Batch ID Number generated by This field is required. If not equal to Batch ID on Header, then reject Batch. Format = the institution to XXCCYY999999CC uniquely identify a YYMMDDHHMMS specific batch of S records. Where: XX = batch type code (alpha) CCYY = last year in cycle = ‘2005' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created Reported Number of data This field is required. If not equal to count of detail records included in Must be numeric: records in input Batch, then Number of the Batch. 000000 to 999999 return warning message. Records This field is required. If not equal to total of detail Reported Total of Total Origination records in Batch, then return Dollars and cents. Batch Award Amount or Disbursement amount Use leading zeros; do warning message. not include the $ sign reported on or decimal point. Origination or For ESOA is constant Disbursement batches. For all other 0. types of batches this 00000000000 to 99999999999 amount will be constant 0. Reported Total Positive or negative This field is required. Sign Indicator sign for total amount P = Positive reported. N = Negative For ESOA is constant P. Trailer Identifier Identify Trailer record in file.

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Field Positions First 59 Last 64

Length (# of Bytes) 6

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

65

75

11

N

76

76

1

A

77

82

6

N

83

100

18 XX

A A

>100

000000 to 999999 ED USE ONLY Number of data records accepted and corrected by the Pell Processor. Dollars and cents. Accepted and ED USE ONLY Use leading zeros, do Corrected Total Total Award or of Batch Disbursement amount not include the $ sign or decimal point. accepted and corrected on Batch. 00000000000 to 99999999999 P = Positive Accepted and ED USE ONLY Corrected Total Positive or negative N = Negative Sign Indicator sign for total amount accepted. 000000 to 999999 Number of ED USE ONLYDuplicate Number of data Records records that duplicate a previously accepted Origination or Disbursement record. For all other types of batches this field is all zeroes. Unused Reserved for future Constant spaces expansion. Unused Length extended to Constant spaces make the trailer record the same length as the detail records. Total Record Length Accepted and Corrected Number of Records

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

A/N Origination ID

24

32

9

N

33

34

2

A

35

40

6

N

Unique number used to This field is required. identify an origination. Format = 999999999XX200599 999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2005 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 Original SSN Student's SSN from This field is required. original FAFSA. 001010001 to 999999999 Original Name Student's name code This field is required. Code from original FAFSA. Uppercase A to Z; . (period); ' (apostrophe); - (dash); Blank = no last name This field is required. Attended Pell-ID of attended Valid Pell-ID Campus Pell-ID campus. Change creates new origination record. Institution must change award amounts for student at original attended campus as necessary.

Identifier If Origination ID matches on Pell database, then Compare all fields. If all the fields match, then the record is returned as a duplicate otherwise it is a change. If the Origination ID does not match then the Origination is new.

Identifier

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

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

41

45

5

A/N Unused

Reserved for expansion.

Constant spaces

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Field Positions First 46 Last 58

Length (# of Bytes) 13

Type

Field Name

Description

Valid Values

Processing Notes/Edits

59 60 61

59 60 67

1 1 7

A/N Origination This field can contain Institution defined Cross-Reference any cross-reference information useful to the institution to identify student records internally. A Action Code Code to indicate action Will always be to be taken. BLANK A Unused Reserved for Constant spaces expansion. N Award Amount Must equal the award This field is required. for Entire School amount calculated by Dollars and cents. Use leading zeros; do not Year the institution to be include the $ sign or disbursed to this student for attendance decimal point. Range = 0000000 to for this entire Pell AWARD AMOUNT Grant award year. MAXIMUM

No editing by Pell processor will be done on this field.

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 re-edited to ensure it does not exceed Total Payment Ceiling. If Date not within range, then set approved value to system date.

68

75

8

N

Estimated Disbursement Date #1

76

83

8

N

Estimated Disbursement Date #2

84

91

8

N

Estimated Disbursement Date #3

Date 1st disbursement This field is required. to student is estimated CCYYMMDD = to be made Range = N days prior to DISBURSEMENT START DATE (20040621) to DISBURSEMENT END DATE (20100930). Date 2nd disbursement This field is optional to student is estimated CCYYMMDD = to be made. Range = [see field position 68 in this record] or BLANK Date 3rd disbursement This field is optional to student is estimated CCYYMMDD = to be made. Range = [see field position 68 in this record] or BLANK

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

See Estimated Disbursement Date #2.

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Field Positions First 92 Last 99

Length (# of Bytes) 8

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

Estimated Disbursement Date #4

100

107

8

N

Estimated Disbursement Date #5

108

115

8

N

Estimated Disbursement Date #6

116

123

8

N

Estimated Disbursement Date #7

124

131

8

N

Estimated Disbursement Date #8

132

139

8

N

Estimated Disbursement Date #9

140

147

8

N

Estimated Disbursement Date #10

148

155

8

N

Estimated Disbursement Date #11

Date 4th disbursement This field is optional to student is estimated CCYYMMDD = Range = [see field to be made. position 68 in this record] or BLANK Date 5th disbursement This field is optional to student is estimated CCYYMMDD = to be made. Range = [see field position 68 in this record] or BLANK Date 6th disbursement This field is optional to student is estimated CCYYMMDD = Range = [see field to be made. position 68 in this record] or BLANK Date 7th disbursement This field is optional to student is estimated CCYYMMDD = to be made. Range = [see field position 68 in this record] or BLANK Date 8th disbursement This field is optional to student is estimated CCYYMMDD = to be made. Range = [see field position 68 in this record] or BLANK Date 9th disbursement This field is optional to student is estimated CCYYMMDD = Range = [see field to be made. position 68 in this record] or BLANK This field is optional Date 10th CCYYMMDD = disbursement to student is estimated to Range = [see field position 68 in this be made. record] or BLANK This field is optional Date 11th CCYYMMDD = disbursement to student is estimated to Range = [see field position 68 in this be made. record] or BLANK

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

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Field Positions First 156 Last 163

Length (# of Bytes) 8

Type

Field Name

Description

Valid Values

Processing Notes/Edits

164

171

8

172

179

8

180

187

8

188

195

8

196

196

1

This field is optional CCYYMMDD = Range = [see field position 68 in this record] or BLANK This field is optional N Estimated Date 13th CCYYMMDD = Disbursement disbursement to Date #13 student is estimated to Range = [see field position 68 in this be made. record] or BLANK This field is optional Date 14th N Estimated CCYYMMDD = disbursement to Disbursement student is estimated to Range = [see field Date #14 position 68 in this be made. record] or BLANK This field is optional N Estimated Date 15th CCYYMMDD = Disbursement disbursement to Date #15 student is estimated to Range = [see field position 68 in this be made. record] or BLANK This field is required. D Enrollment Date First date that the student was enrolled in CCYYMMDD = an eligible program for Range = 20040101 to the designated award 20050630 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 2004-2005 funds, report the actual start date of the student's classes for that payment period. A/N Low Tuition & Flag to identify tuition Value Tuition Range Fees Code ranges when the annual 1 = 0 tuition is less than or 2 = 1-225 equal to minimum 3 = 226-450 defined by low tuition 4 = 451 - 674 and fees table. or BLANK = low tuition does not apply N Estimated Disbursement Date #12 Date 12th disbursement to student is estimated to be made.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

See Estimated Disbursement Date #2.

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

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

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Field Positions First 197 Last 197

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

198

198

1

A

199

200

2

N

201

205

5

N

206

206

1

A

Status of verification V = Verified of applicant data by the W = Without Documentation school. S = Selected, Not Verified Or Blank If invalid, then set approved Incarcerated Code to indicate the BLANK = Not value to previous value or Federal Pell student’s incarcerated incarcerated Y = Yes, the student is BLANK. Recipient Code status for students incarcerated in local incarcerated in a local penal institutions, but institution, but is otherwise eligible to otherwise eligible. receive Federal Pell N = No, if student Grants. previously reported as incarcerated, but is not or is no longer Incarcerated This field is required. If BLANK or NO Match Transaction CPS–assigned Number Transaction number Must be numeric = 01 with eligible app data, then reject record. Return last from eligible ISIR or to 99 value reported on SAR used to calculate acknowledgement. award This field is required. If BLANK or NO Match Expected Family Must equal the Range = 00000 to EFC with eligible app data, then Contribution student's Expected reject record. Return last (EFC) Family Contribution MAXIMUM value reported on from the ISIR or SAR. acknowledgement. Code indicating which O = Federal Pell Grant If invalid, then set approved Secondary value to previous value or Expected Family EFC value is used to award previously determine award Contribution based on the secondary BLANK. amount. Used Code EFC and reported to If NO Match with eligible the Federal Pell Grant app data, then reject record. Return last value reported on program; student’s award now based on acknowledgement. the original EFC. S = Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. Or BLANK if Secondary EFC not used Verification Status Code

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Field Positions First 207 Last 207

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

Academic Calendar

Calendar which applies The Academic calendar . to this student's dictates which Payment 1= Institution uses educational program. Methodology can be nonstandard academic Must be valid or accepted and the data terms, and measures system accepted to elements required to academic progress by process record. calculate the student’s credit hours award. Refer to Pell Grant 2=Institution uses Calculations Appendix for standard quarters and acceptable combinations. measures academic progress by credit If Academic calendar invalid hours or BLANK, then correct to 3=Institution uses (in the order shown): standard semesters and --Academic calendar already measures academic accepted for this student, if progress by credit any; hours --Academic calendar on file 4=Institution uses for Attended Campus, if any; standard trimesters and --Academic calendar on file measures academic for Reporting Campus, if progress by credit any; hours --Clock hour (5) if Payment 5=Institution measures Methodology=4; academic progress by --Semester (3) clock hours 6=Institution does not For Academic Year 04-05 use terms, but does and forward, this field is measure academic optional. If populated, COD progress by credit will not edit on this field, but hours will return the value on the 7= Blank Origination Acknowledgement.

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Field Positions First 208 Last 208

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

Payment Methodology

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

Range: 1-5. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula BLANK

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. If Payment Methodology invalid or BLANK, then correct to: --1 Academic calendars 2,3,4; --3 Academic calendar 1; --4 Academic calendars 5, 6 For Academic Year 04-05 and forward, this field is optional. If populated, COD will not edit on this field, but will return the value on the Origination Acknowledgement.

209

215

7

N

Cost of Attendance

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

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to 9999999

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

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Field Positions First 216 Last 216

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Enrollment Status

Leave BLANK only if This student’s expected enrollment Payment Methodology is 4. status for the entire award year. The Range for Payment Enrollment Status 5 “Other” is used when Methodologies 1, 2, 3, and 5: the student’s enrollment is “mixed” 1=Full-time or student attends more 2=3/4-time than number of terms 3=1/2-time in a full academic year. 4=Less than ½-time Valid Values depend 5=Enrollment status changed from one upon Academic Calendar and Payment payment period to Methodology fields. another, OR student attends more than the number of terms in a full academic year.

Used in award amount validation. See Pell Grant Calculations Appendix. If Enrollment status invalid or BLANK, then correct to: --BLANK, if Payment Methodology is 4 --3 (half-time) if Payment Methodology is 5 --1 (full-time) for Payment Methodologies 1, 2, 3

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Field Positions First 217 Last 218

Length (# of Bytes) 2

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Weeks of Instructional Time used to Calculate Payment

Total number of weeks BLANK=Payment of instructional time Methodology 1 provided by this student’s program of Required for Payment Methodologies 2, 3, 4, study during a full or 5. academic year. PM2=Total number of weeks of instructional Range for Payment time in academic year Methodology 2 is 00for student’s program 29 of study (fall through spring terms). Range for Payment PM5 (academic Methodologies 3, 4, calendars 1, 2, 3, or 4) and 5 is 00-78 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.

School determines this value based on the time required for the majority of its fulltime students to complete the program of study, not student by student. See Pell Grant Calculations Appendix.

For Academic Year 04-05 and forward, this field is optional. If populated, COD will not edit on this field, but will return the value on the Origination Acknowledgement.

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Field Positions First 219 Last 220

Length (# of Bytes) 2

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

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

Total number of weeks Leave BLANK for of instructional time in Payment Methodology the school’s definition 1. Required for of a full academic year Payment Methodologies 2, 3, 4, for this student’s or 5. program of study.

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 Range for Payment Methodologies 2, 3, 4, accepted for student, if any; --Weeks of instructional or 5: time in program’s definition 30-78 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. For Academic Year 04-05 and forward, this field is optional. If populated, COD will not edit on this field, but will return the value on the Origination Acknowledgement.

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Field Positions First 221 Last 224

Length (# of Bytes) 4

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Credit/Clock Hrs Total number of in Award Year 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 Used in award amount calendars 1, 2, 3, and validation. See Pell Grant Calculations Appendix. 4. If invalid, out of range, or Ranges: greater than Credit/Clock 0000-3120 if Academic calendar = 5 hours in the academic year for this student’s program of 0000-0100 if Academic calendar = 6 study, then correct to (in 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. For Academic Year 04-05 and forward, this field is optional. If populated, COD will not edit on this field, but will return the value on the Origination Acknowledgement.

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Field Positions First 225 Last 228

Length (# of Bytes) 4

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

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

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

BLANK for Academic Used in award amount calendars 1, 2, 3, or 4. validation. See Pell Grant Calculations Appendix. Ranges: If Invalid or BLANK, then 0900-3120 if Academic calendar = 5 correct to (in the order 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. For Academic Year 0405 and forward, this field is optional. If populated, COD will not edit on this field, but will return the value on the Origination Acknowledgement.

229

231

3

A/N Institution Internal Sequence Number

This is an internal Institutional defined sequence number the institution can define.

No editing by Pell processor will be done on this field

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Field Positions First 232 Last 240

Length (# of Bytes) 9

Type

Field Name

Description

Valid Values

Processing Notes/Edits

241

248

8

249

264

16

265

276

12

277

277

1

278

300

23 300

Valid Social Security A/N Student Current Social Security SSN Number, as altered by 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. D Student’s Date of The date of birth of the Format: Birth student for this CPS CCYYMMDD transaction. Range: 19050101 to 19961231 A/N Student’s Last The last name of the A – Z, 0 – 9, period, Name student for this CPS apostrophe, hyphen or transaction. blank A/N Student’s First The first name of the A – Z, 0 – 9 or blank Name student for this CPS transaction. A Student’s Middle The middle initial of A – Z or blank Initial the student for this CPS transaction. A Unused Reserved for Constant spaces expansion Total Record Length

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

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

24 33

32 34

9 2

35

40

6

41 46

45 58

5 13

Unique number used to This field is required. identify an origination. Format = 999999999XX200599 999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2005 Valid Attended PELLID = 999999 Orig Sequence Number = 00 N Original SSN Student's SSN from 001010001 to original FAFSA. 999999999 A Original Name Student's name code Uppercase A to Z Code from original FAFSA. . (period) ' (apostrophe) - (dash) Blank = no last name PELL-ID of campus Valid PELL-ID N Attended Campus PELL- attended. Change creates new origination ID record. Institution must change payment amounts for student at original attended campus as necessary. A/N Unused Reserved for Constant spaces expansion. A/N Origination This field can contain Institution defined Crossany cross-reference Reference information useful to the institution to identify student records internally.

A/N Origination ID

Identifier If Origination ID matches on Pell 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

No editing will be done on this field by Pell processor

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Field Positions First 59 Last 59

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Action Code

60 61

60 67

1 7

A N

68

75

8

N

76

83

8

N

84

91

8

N

92

99

8

N

100

107

8

N

Code to indicate action Valid Codes = to be taken A = Accepted - all fields accepted C = Corrected - one or more fields corrected D = Duplicate of an accepted record E = Rejected - record was rejected Unused Reserved for Constant spaces expansion Accepted Award Must equal the award Dollars and cents. Use amount calculated by leading zeros; do not Amount for include the $ sign or the institution to be Entire School decimal point. disbursed to this Year student for attendance Range = 0000000 to AWARD AMOUNT for this entire Pell MAXIMUM Grant award year. Date 1st disbursement Format = Accepted Estimated to student is estimated CCYYMMDD Disbursement to be made. Range = N days prior Date #1 to DISBURSEMENT START DATE (20040621) to DISBURSEMENT END DATE (20100930) Date 2nd disbursement CCYYMMDD = Accepted Estimated to student is estimated Range = [see field Disbursement to be made. position 68 in this Date #2 record]or BLANK Date 3rd disbursement CCYYMMDD = Accepted Estimated to student is estimated Range = [see field Disbursement to be made. position 68 in this Date #3 record]or BLANK Date 4th disbursement CCYYMMDD = Accepted Estimated to student is estimated Range = [see field Disbursement to be made. position 68 in this Date #4 record]or BLANK Date 5th disbursement CCYYMMDD = Accepted Estimated to student is estimated Range = [see field Disbursement to be made. position 68 in this Date #5 record]or BLANK

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Field Positions First 108 Last 115

Length (# of Bytes) 8

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

116

123

8

N

124

131

8

N

132

139

8

N

140

147

8

N

148

155

8

N

156

163

8

N

164

171

8

N

172

179

8

N

180

187

8

N

Accepted Estimated Disbursement Date #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

Date 6th disbursement CCYYMMDD = to student is estimated Range = [see field position 68 in this to be made. record]or BLANK Date 7th disbursement CCYYMMDD = to student is estimated Range = [see field to be made. position 68 in this record]or BLANK Date 8th disbursement CCYYMMDD = to student is estimated Range = [see field to be made. position 68 in this record]or BLANK Date 9th disbursement CCYYMMDD = to student is estimated Range = [see field to be made. position 68 in this record]or BLANK CCYYMMDD = Date 10th Range = [see field disbursement to student is estimated to position 68 in this record]or BLANK be made. CCYYMMDD = Date 11th Range = [see field disbursement to student is estimated to position 68 in this record]or BLANK be made. CCYYMMDD = Date 12th Range = [see field disbursement to student is estimated to position 68 in this record]or BLANK be made. CCYYMMDD = Date 13th Range = [see field disbursement to student is estimated to position 68 in this record]or BLANK be made. CCYYMMDD = Date 14th Range = [see field disbursement to student is estimated to position 68 in this record]or BLANK be made. CCYYMMDD = Date 15th Range = [see field disbursement to student is estimated to position 68 in this record]or BLANK be made.

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Field Positions First 188 Last 195

Length (# of Bytes) 8

Type

Field Name

Description

Valid Values

Processing Notes/Edits

D

196

196

1

A

197

197

1

A

198

198

1

A

199

200

2

N

CCYYMMDD = Accepted First date that the Enrollment Date student was enrolled in Range = 20040101 to an eligible program for 20050630 the designated school year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2004-2005 funds, report the actual start date of the student's classes for that payment period. Accepted Low Flag to identify tuition Value Tuition Range Tuition & Fees ranges when the annual 1 = 0 Flag tuition is less than or 2 = 1-216 equal to minimum 3 = 217-433 defined by low tuition 4 = 434-649 and fees table. or BLANK = low tuition does not apply Status of verification V: Verified Accepted of applicant data by the W: Without Verification Documentation school. Status Flag S: Selected, Not Verified Or Blank Code to indicate the BLANK = Not Accepted student’s incarcerated incarcerated Incarcerated Y = Yes, the student is status for students Federal Pell Recipient Code incarcerated in local incarcerated in a local penal institutions, but institution, but is otherwise eligible to otherwise eligible. receive Federal Pell N = No, if student Grants. previously reported as incarcerated, but is not or is no longer incarcerated Must be numeric: 01 Accepted CPS-assigned Transaction Transaction number to 99 Number from eligible SAR used to calculate award

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Field Positions First 201 Last 205

Length (# of Bytes) 5

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

206

206

1

A

Must equal the student's Expected Family Contribution from the ISIR or SAR. May be the primary or secondary EFC value. Code indicating which Accepted EFC value is used to Secondary Expected Family determine award amount Contribution Used Code Accepted Expected Family Contribution (EFC)

Range = 00000 to EFC MAXIMUM

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 calculated by the CPS. OR BLANK if Secondary EFC not used.

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Field Positions First 207 Last 207

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

Accepted Academic Calendar

Calendar which applies This field is required. to this student's 1= Institution uses educational program. nonstandard academic terms, and measures academic progress by credit hours 2=Institution uses standard quarters and measures academic progress by credit hours 3=Institution uses standard semesters and measures academic progress by credit hours 4=Institution uses standard trimesters and measures academic progress by credit hours 5=Institution measures academic progress by clock hours 6=Institution does not use terms, but does measure academic progress by credit hours Formula used to This field is required. calculate the student's Range: 1-5. Federal Pell Grant. See Pell Grant Calculations Appendix for regulations covering which Academic calendars may use each specific formula.

208

208

1

N

Accepted Payment Methodology

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Field Positions First 209 Last 215

Length (# of Bytes) 7

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

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

216

216

1

A

Dollars and Cents. Use Leading Zeros; do not include the $ sign or decimal point Range: 00000009999999 BLANK=Payment The student’s enrollment status at the Methodology 4. time the student’s records is created or Range for all other updated. Changes to Payment this field apply to the Methodologies is 1-5. 1=Full-time entire award year. 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.

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Field Positions First 217 Last 218

Length (# of Bytes) 2

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Accepted Weeks of Instructional Time Used to Calculate Payment

Total number of weeks BLANK=Payment of instructional time Methodology 1. provided by this student’s program of Range for Payment Methodology 2 is 00study during a full 29. academic year. PM2=Total number of weeks of instructional Range for Payment time in academic year Methodologies 3, 4, for student’s program and 5 is 00-78. of study (fall through spring terms). 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.

219

220

2

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

Total number of weeks BLANK=Payment of instructional time in Methodology 1. the school’s definition of a full academic year Range for Payment Methodologies 2, 3, 4, for this student’s or 5 is 30-78. program of study.

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Field Positions First 221 Last 224

Length (# of Bytes) 4

Type

Field Name

Description

Valid Values

Processing Notes/Edits

225

228

4

229

231

3

232 251

250 255

19 5

256

257

2

258

262

5

BLANK for Academic Total number of Accepted Cr/Clock Hours credit/clock hours in calendars 1, 2, 3 and 4. in Award Year all payment periods the institution expects this Ranges: student to attend, and 0000-3120 if Academic calendar = 5 to be paid from this 0000-0100 if Federal Pell Grant Academic calendar = 6 Award year. A Accepted Number of credit or BLANK for Academic calendars 1, 2, 3 and 4. Cr/Clock Hours clock hours in this in This Student’s school’s definition or a Program of full academic year for Ranges: Study’s this student’s program 0900-3120 if Academic calendar = 5 Academic Year of study. 0024-0100 if Academic calendar = 6 This is an internal Institutional defined No editing will be done on A/N Institution sequence number the Internal this field by Pell. institution can define. Sequence Number A Unused Reserved for Constant spaces expansion N Scheduled Scheduled amount for Range = Federal Pell a full time student. 00000 to AWARD Grant AMOUNT MAXIMUM Transaction number 01 to 99 N Previously or BLANK if that was previously Accepted accepted and currently Origination not Transaction rejected. stored by the Pell Number Processor for this student. This field will only be populated for rejected originations. Range = 00000 to EFC N Previously EFC that was MAXIMUM. Accepted EFC previously accepted and currently stored by or BLANK if the Pell Processor for Origination not this student. This field rejected. will only be populated for rejected originations. A

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Field Positions First 263 Last 263

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

264

270

7

N

271

345

75

N

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 calculated by the CPS. OR BLANK if Secondary EFC not used or if Origination not rejected. Dollars and cents. Use Previously COA previously Accepted Cost of accepted and currently leading zeros; do not include the $ sign or Attendance stored by the Pell decimal point. Processor for this student. This field will Range = 0000000 to only be populated for 9999999 rejected originations. List of up to twenty- Twenty-five edit/reject Origination codes of = 000 to 999 Warning/Reject five 3-digit reject/warning codes Position 271-273: Reasons which occurred during 1st code Position 274-276: processing of this 2nd code origination record. Only edit codes hit will Position 277-279: 3rd code... display in the field. Otherwise, this space Position 343-345: 25th code will be zero filled. Previously Accepted Secondary EFC Code Secondary EFC Code that was previously accepted and currently stored by the Pell Processor for this student. This field will only be populated for rejected originations.

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Field Positions First 346 Last 355

Length (# of Bytes) 10

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

ED Use Flags

356

362

7

N

363

367

5

N

Format = Flags that are set to inform institutions of 0000000000 to modifications that have 1111111111 Values = 0 – indicates been made to their database and require not set 1 = indicates flag is immediate action to set. rectify Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th through 10th Reserved for future use Negative Pending Amount that indicates Dollars and cents. Use This value is processed leading zeros; do not using dollars and cents, Amount the negative disbursement amount include the $ sign or regardless of a school’s choice to process Pell Grant decimal point. required. awards with or without Range: 0000000cents. 9999999 Secondary Indicates the secondary Range: 00000-99999 or BLANK = No Expected Family EFC calculated by Secondary EFC Contribution CPS, if any, for this calculated by CPS transaction.

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Field Positions First 368 Last 376

Length (# of Bytes) 9

Type

Field Name

Description

Valid Values

Processing Notes/Edits

377

384

8

385

400

16

401

412

12

413

413

1

414

450

37 450

Valid Social Security A/N Student Current Social Security SSN Number, as altered by 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 of SSN for this transaction. D Student’s Date of The date of birth of the Format: Birth student for this CPS CCYYMMDD transaction. Range: 19050101 to 20061231 A/N Student’s Last The last name of the A – Z, 0 – 9, period, Name student for this CPS apostrophe, hyphen or transaction. blank A/N Student’s First The first name of the A – Z, 0 – 9 or blank Name student for this CPS transaction. A Student’s Middle The middle initial of A – Z or blank Initial the student for this CPS transaction. A Unused Reserved for Constant spaces expansion Total Record Length

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

A/N

Origination ID

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

This field is required. Format = 999999999XX20059 9999900

24

36

13

A/N

Disbursement CrossReference

37 38

37 39

1 2

A N

Action Code Disbursement Number

Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2005 Valid Attended PELL-ID = 999999 Orig Sequence Number = 00 This field can contain Institution defined any cross-reference information useful to the institution to identify student records internally. Action code Will always be blank Unique number of the This field is required. disbursement 01-65. Must be numeric: 01 The Pell Processor will to 65 send disbursement number 66 to 99 for system generated disbursement.

No editing Identifier 66-99 is Reserved for Pell system generated disbursements. If number is equal to previously accepted number associated with Origination ID, then reject record as duplicate.

40

40

1

A

Sign Indicator

Indicates whether the This field is required. If first accepted P = positive disbursement, then must Reported equal “P”. Disbursement Amount N = negative is an increase or a decrease to the total amount that has been disbursed to the student for the award year.

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Field Positions First 41 Last 47

Length (# of Bytes) 7

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

Disbursement Amount

48

55

8

56

63

8

64

100

37 100

Process Date must be within N days prior to 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 D Payment Period Beginning date of the CCYYMMDD = Start Date Payment Period Range = 20040101 to and Payment Period Start date is invalid or not in 20050630 range, then reject the record. Or Spaces 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. A/N Unused Reserved for future Constant spaces expansion Total Record Length D Disbursement Date

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX Date this disbursement This field is required. was or will be made to CCYYMMDD = the student. Range = 20040621 to 20100930 Amount of disbursement for student

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

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

A/N Origination ID

24

36

13

A/N Disbursement CrossReference

37

37

1

A

Action Code/Status

38

39

2

N

Disbursement Number

Unique number used to Format = identify an origination. 999999999XX200599 999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2005 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 This field can contain Institution defined any cross-reference information useful to the institution to identify student records internally. Code to indicate Valid Codes: processing status of A = Accepted disbursement disbursement amount C = Corrected disbursement amount D = Duplicate disbursement reference number of an accepted record at the Pell Processor E = Rejected - record was rejected Unique number of the Must be numeric: 01 Identifier 66-99 are Reserved for Pell disbursement 01-99. to 99 system generated disbursement. The Pell Processor will send disbursement number 66 to 99 for system generated disbursement.

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Field Positions First 40 Last 40

Length (# of Bytes) 1

Type

Field Name

Description

Valid Values

Processing Notes/Edits

A

Accepted Sign Indicator

41

47

7

N

Accepted Disbursement Amount

48

55

8

N

56

63

8

D

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX Disbursement Date this disbursement CCYYMMDD = Date was or will be made to Range = 20040621 to the student. 20100930 Payment Period Beginning date of the CCYYMMDD = Start Date Payment Period Range = 20040101 to 20050630 Or Spaces

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. If an adjustment, this value is a replacement amount.

P = positive N = negative

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

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

64 101

100 107

37 7

A N

Unused

Reserved for future expansion YTD Disbursed Total amount that has Amount been disbursed to the student for the award year

Constant spaces Dollars and cents. Use If the record is rejected this leading zeros; do not amount will be 0. include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX

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Field Positions First 108 Last 182

Length (# of Bytes) 75

Type

Field Name

Description

Valid Values

Processing Notes/Edits

N

Edit/Comment Codes

183

192

10

N

ED Use Flags

193

200

8 200

A/N Unused Total Record Length

Three digit comment Twenty-five edit/reject codes indicating the codes of: 000 to 999 results of Federal Pell Position XXX-XXX: 1st code Grant processing. Position XXX-XXX: Maximum of 25 comments will appear 2nd code Position YYY-YYY: in a single 25th code acknowledgement record. If less than 25 comments, zero filled. Format = Flags that are set to inform institutions of 0000000000 to modifications that have 1111111111 Values: been made to their database and require 0 = indicates not set 1 = indicates flag is immediate action to set. rectify Where: Each digit signifies a different situation 1st -Shared SAR ID 2nd -Verification W Status 3rd - Concurrent Enrollment 4th - POP 5th through 10th Reserved for future use Reserved for future Constant spaces expansion

If record has been rejected, Action Code = E, reported data is returned on the record.
Please refer to Volume VIII, Section 8 – COD Reports for Report record layouts.

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