2002-2003 Federal Pell Grant Program Technical Reference June 2002 Tracking Summary

Page(s) affected Page(s) inserted Change(s) made

Custom Layouts 1-5 1-5 1-6 1-6 1-8 1-8 1-10 1-10 1-12 1-12A 1-13 1-14 1-15 1-16 1-18 1-19 1-20 1-21 1-22 1-23 1-24 1-27 1-28 1-29 1-30 1-13 1-14 1-15 1-16 1-18 1-19 1-20 1-21 1-22 1-23 1-24 1-27 1-28 1-29A 1-30A

Added Processing Note/Edit to Field Position #1. Added Processing Note/Edit to Field Position #1. Added Processing Note/Edit to Field Position #1. Added Processing Note/Edit to Field Position #1. Added Processing Note/Edit to Field Positions #1 and#11; modified Processing Note/Edit to Field Position #15. Added Processing Note/Edit to Field Positions #41 and #49. Added Processing Note/Edit to Field Position #77. Added Processing Note/Edit to Field Positions #1, #11, #15, and #41. Added Processing Note/Edit of Field Position #47. Added Processing Note/Edit to Field Positions #1, #24, #33, and #35. Added Processing Note/Edit to Field Positions #46, #59, and #68. Added Processing Note/Edit to Field Positions #76, #84, #92, #100, #108, #116. Added Processing Note/Edit to Field Positions #124, #132, #140, #148, #156, #164, and #172. Added Processing Note/Edit to Field Positions #180, #188, #196, and #197. Added Processing Note/Edit to Field Positions #198, #199, and #201. Added Processing Note/Edit to Field Position #206. Modified Field Name #206. Added Processing Note/Edit to Field Position #209 and #216. Modified Valid Values of Field Position #217 and modified Description. Modified Processing Note/Edit to Field Positions #219 and #221. Modified Processing Note/Edit to Field Positions #225 and #229.

i

Tracking Summary (Continued)
Page(s) affected Page(s) inserted Change(s) made

Custom Layouts, Continued 1-32 1-32 1-33 1-37 1-39 1-43 1-55 1-33 1-37 1-39 1-43 1-55

1-56

1-56

1-57 1-58

1-57 1-58

1-59

1-59

1-60 1-61 1-64 1-65

1-60A 1-61 1-64 1-65

Added Processing Note/Edit to Field Positions #1, #24, #33, and #35; modified Valid Values of Field Position #1. Added Processing Note/Edit to Field Position #46. Added Processing Note/Edit to Field Position #197. Modified Field Name of Field Position #206. Modified Type of Field Position #219. Added Processing Note/Edit of Field Position #229. Added Processing Note/Edit of Field Position #1. Modified Field Name of Field Position #24. Added Processing Note/Edit of Field Position #37. Modified Valid Values, and Processing Note/Edit of Field Position #38; Modified Field Name, Valid Values, and added a Processing Note/Edit of Field Position #40. Modified Type and Valid Values of Field Position #41. Added Processing Note/Edit to Field Position #56. Modified Type of Field Position #64. Modified Description, Valid Values, and Processing Notes/Edits of Field Position #1. Modified Field Name of Field Position #24. Modified Processing Notes/Edits of Field Position #37. Modified Description and Processing Note/Edit of Field Position #38; Modified Field Name of Field Position #40. Modified Processing Notes/Edits of Field Position #41. Added Processing Note/Edit of Field Position #56. Added Processing Note/Edit of Field Position #101. Modified Type of Field Position #193. Modified Description of Field Position #30. Modified Type, Description, and Processing Note/Edit of Field Position #59. Modified Type and Processing Note/Edit of Field Position #70. Modified Type and Processing Note/Edit of Field Position #81. Modified Description and Processing Note/Edit of Field Position #92.

ii

Tracking Summary (Continued)
Page(s) affected Page(s) inserted Change(s) made

Custom Layouts (Continued) 1-66 1-66

1-67 1-69 1-70 1-71 1-80

1-67A 1-69 1-70 1-71 1-80

1-81 1-82 1-83 1-85 1-86 1-87

1-81 1-82 1-83 1-85 1-86 1-87

1-92 1-93 1-94 1-95 1-96 1-97 1-98

1-92 1-93 1-94 1-95 1-96 1-97 1-98

Modified Description and Processing Note/Edit of Field Position #103. Modified Field Name, Description, and Processing Note/Edit of Field Position #114. Modified Description of Field Position #165. Modified Description and Valid Value of Field Position #30. Modified Description of Field Positions #55 and #66. Modified Type of #55. Modified Valid Value of Field Position #74. Modified Valid Values of Field Position #1. Modified Processing Note/Edit of Field Position #8. Modified Valid Values of Field Position #7. Modified Valid Values of Field Positions #35 and #36. Added Processing Note/Edit of Field Position #54, #77, and #86. Modified Valid Values for Field Position #77. Added Processing Note/Edit of Field Positions #94, #110, and #122. Modified Type of Field Position #123. Modified Field Name of Field Position #37. Modified Description of Field Name #48 and #37. Added Processing Note/Edit of Field Position #54. Modified Valid Values and Processing Note/Edit of Field Position #99. Added Processing Note/Edit of Field Positions #108, #116, #132, and #144. Modified Description of Field Position #335. Modified Description of Field Position #396, and #412. Modified Description of Field Position #425. Modified Description and added Processing Note/Edit of Field Position #30. Modified Description of Field Position #70. Added Processing Note/Edit for Field Position #2, #25, and #34. Modified Description for Field Position #34. Added Processing Note/Edit for Field Positions #47, #60, and #62.

iii

Tracking Summary (Continued)
Page(s) affected Page(s) inserted Change(s) made

Custom Layouts (Continued) 1-102 1-102A 1-103 1-104 1-105 1-106 1-110 1-103A 1-104 1-105 1-106A 1-110

Added Processing Note/Edit for Field Positions #200 and #202. Modified Description for Field Position #200. Modified Processing Note/Edit for Field Position #208. Modified Processing Note/Edit for Field Position #217. Modified Processing Note/Edit for Field Position #218. Added Processing Note/Edit for Field Positions #220 and #222. Modified Processing Note/Edit for Field Position #2. Modified Valid Values for Field Name #39.

Combination Systems 3-6 3-6 3-7 3-9 3-10 3-11 3-12 3-13 3-14 3-15 3-7 3-9 3-10 3-11 3-12 3-13A 3-14A 3-15

3-17 3-18 D-55

3-17 3-18 D-55

Added Processing Note/Edit for Start Positions #1, #24, #33, and #35. Modified Description for Start Position #33. Modified Processing Note/Edit for Start Position #61. Modified Processing Note/Edit for Start Position #197. Modified Processing Note/Edit for Start Positions #199, #201, and #206. Modified Processing Note/Edit for Start Position #207. Modified Processing Note/Edit for Start Positions #208 and #216. Modified Processing Note/Edit for Start Position #217 and #219. Modified Type for Start Position #217 and #219. Modified Processing Note/Edit for Start Positions #221, #225, and #229. Modified the length of Start Position #232. Corrected punctuation error in Description for Start Position #265. Modified End value for Start Position #312. Combined the two “Reserved for expansion” rows to create one row, with a start value of 312, an end value of 344, and a length of 33. Added Processing Note/Edit for Start Position #1. Modified Processing Note/Edit for Start Position #48. Modified Processing Note/Edit for Start Position #57. Modified Condition/Action for Edit Code and Type 430D.

iv

SAIG Transmission Header Record
Field Length Type Field Name Positions (# of First Last Bytes) 1 5 5 A/N SAIG Transmission Header ID 6 54 53 55 48 2 XX A A/N A Unused Description Literal value for Header ID Valid Values Constant: “O*N01” Processing Notes/Edits Missing Transmission Header – Reject Transmission

>80

Reserved for future useConstant spaces Header Indicator SAIG Transmission Constant: “73” Header Indicator Unused Length extended to Constant make the transmission spaces records match the Message Class record length. Total Record Length

Type

= = =

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-5

SAIG Transmission Batch Header Record
Field Length Type Field Description Positions (# of Name First Last Bytes) 1 5 5 A/N SAIG Batch SAIG Batch Header ID Header Identificatio n Number Valid Values Constant: “O*N05” Processing Notes/Edits Missing Transmission Trailer – Reject Transmission; No detail records – Reject Transmission

6

12

7

A/N

Header SAIG Destination Mailbox Destination ID Number

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

13 20

19 24

7 5

A A/N

Unused

Reserved for future use

Header Text used to identify that the Constant: “,CLS = ” Class Label next field is a Message Class Header Message Class Valid Message Class Format = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘03’ for 2002-2003 IN = for records IN to Pell OP = for records OUT of Pell Constant: “,XXX”

25

32

8

A/N

33 37

36 41

4 5

A/N A/N

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

42

58

17

A/N

17-digit character batch ID. Batch ID: If not used, set to all zeros. “00000000000000000”

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-6

SAIG Transmission Batch Trailer Record
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 1 5 5 A/N SAIG Batch Record Identifier Constant: “O*N95” Trailer Identification Number 6 12 7 A/N Trailer Destination Number SAIG Destination ‘TGXXXXX’ where Mailbox ID ‘XXXXX’ is a fivedigit number assigned to Destination Constant spaces Constant: “,CLS = ” Processing Notes/Edits Missing Transmission Trailer – Reject transmission; No detail records – Reject transmission

13 20

19 24

7 5

25

32

8

Reserved for future use A/N Trailer Class Text used to Label identify that the next field is a Message Class A/N Trailer Message Valid Message Class Class

A

Unused

33

36

4

A/N Trailer XXX 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 Pell OP = for records OUT of Pell Constant: “,XXX”

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-8

SAIG Transmission Trailer Record
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 5 5 A/N SAIG Literal value for Transmission Trailer ID Trailer ID 6 54 53 55 48 2 A Unused Valid Values Processing Notes/Edits

A/N Header Indicator A Unused

XX

Reserved for future use WAN Constant: “73” Transmission Trailer Indicator Length extended to Constant spaces make the transmission records match the Message Class record length.

Constant: “O*N99” Missing Transmission Trailer – Reject transmission; No detail records – Reject transmission Constant spaces

80

Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-10

Grant Batch Header Record
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 10 10 A Header Identify Header Identifier record in file. Left Justified 11 14 4 N Data Record Length Valid Values This field is required. Processing Notes/Edits Missing Batch Header – Reject Batch

15

40

26

A

Batch ID

Constant: ‘GRANT HDR’ Length of data This field is If not equal to length for records included in required. Message Class, then Reject this batch Must be numeric: Batch. 0001 to 9999 Number generated This field is Valid Batch Type codes: by the institution required. #A = Statement of Account to uniquely #C = Reconciliation Format = identify a specific XXCCYY999999CC #D = Disbursements batch of records. YYMMDDHHMMS #G = System Generated #I = Institution Data from S the web Where: #M = Multiple Reporting XX = batch type #O = Originations code (alpha) CCYY = last year in #P = Origination acknowledgement from the cycle: ‘2003' 999999 = Reporting web #R = Data Request PELL ID #T = ASCII Text CCYYMMDD = date batch created #W = Disbursement HHMMSS = time Acknowledgements from the web batch created. #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. Continued…

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-12

Grant Batch Header Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 15, 40, 26, A, Batch ID, Number generated This field is If Batch Award Year does cont. cont. cont. cont. Cont. by the institution required. not agree with Message to uniquely Format = Class award year, then identify a specific XXCCYY999999CC reject. batch of records. YYMMDDHHMMS Cont. S If reporting Pell ID is Where: ineligible, then send XX = batch type warning message. code (alpha) CCYY = last year in If Reporting Pell ID is a cycle: ‘2003' branch campus or has 999999 = Reporting Central Funding, then PELL ID reject batch. CCYYMMDD = date batch created If date batch created is > HHMMSS = time system date, then reject batch created. batch.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-12A

Grant Batch Header Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 41 48 8 A/N OPE ID The OPE ID number assigned to the reporting institution 49 58 10 A/N Software For non-Express Provider software provide an identifier to indicate the software provider and version number if applicable. 59 62 4 A Unused Reserved for future expansion 63 63 1 A ED Use ED Use Only – do not use 64 68 5 A/N ED Use ED Use Only – do not use 69 76 8 N Process Date Date the corresponding batch was processed Valid Values Valid OPE ID number or blank. Processing Notes/Edits If not blank and not equal to OPE ID associated with Pell ID, then warn the batch.

This field is No edits will be performed required. Software on this field. provider defined or blank

Constant spaces Constant Spaces Constant spaces Format = CCYYMMDD Media Type = Y for Year-toDate ED Express PC software version number Completed as a result of processing the batch

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-13

Grant Batch Header Record (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 77 100 24 N Batch Reject List of up to eight Reject Reasons Reasons 3-digit batch reject format = 000 to 999 reason codes Position 77 to 79 = which occurred 1st reject reason during initial code editing of the Position 80 to 82 = batch. Only reject 2nd reject reason reason codes hit code will display in this Position 83 to 85 = field. Otherwise, 3rd reject reason this space will be code zero filled. Position 86 to 88 = 4th reject reason code Position 89 to 91 = 5th reject reason code Position 92 to 94 = 6th reject reason code Position 95 to 97 = 7th reject reason code Position 98 to 100 = 8th reject reason code XX A Unused Length extended to Constant spaces make the header record the same length as the detail records which follow. ≥100 Total Record Length Processing Notes/Edits Completed by PELL processor as a result of Batch editing. These are the 200 series of edits that can be found in the Technical Reference.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-14

Grant Batch Trailer Record
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 10 10 A Trailer Identify Trailer Identifier record in file. 11 14 4 N Data Record Length Batch ID Valid Values Processing Notes/Edits

15

40

26

A

41

46

6

N

Reported Number of Records

This field is Missing Batch Trailer – required. reject batch. No detail Constant: ‘GRANT records—reject batch. TLR ’ Length of data This field is If not equal to Data Record records included in required. on Header, then reject this batch Must be numeric: Batch. 0001 to 9999 Number generated This field is If not equal to Batch ID on by the institution required. Header, then reject Batch. to uniquely Format = identify a specific XXCCYY999999CC batch of records. YYMMDDHHMMS S Where: XX = batch type code (alpha) CCYY = last year in cycle = ‘2003' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created Number of data This field is If not equal to count of records included in required. Must be detail records in input the batch. numeric: 000000 to batch, then return warning message. 999999

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-15

Grant Batch Trailer Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 57 11 N Reported Total Total Origination 47 of Batch Award Amount or Disbursement amount reported on Origination or Disbursement batches. For all other types of batches this amount will be constant 0. 58 1 A Reported Total Positive or 58 Sign Indicator negative sign for total amount reported. 64 6 N Valid Values Processing Notes/Edits If not equal to total of detail records in batch, then return warning message.

59

65

75

11

N

76

76

1

A

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. For ESOA is constant 0. 00000000000 to 99999999999 This field is required. P = Positive N = Negative For ESOA is constant P. Accepted and ED USE ONLY - 000000 to 999999 Corrected Number of data Number of records accepted Records and corrected by the Pell Processor. Accepted and ED USE ONLY - Dollars and cents. Corrected Total Total Award or Use leading zeros, of Batch Disbursement do not include the $ amount accepted sign or decimal and corrected on point. 00000000000 batch. to 99999999999 Accepted and ED USE ONLY - P = Positive Corrected Total Positive or N = Negative Sign Indicator negative sign for total amount accepted.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-16

Origination Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 1 23 23 A/N Origination ID Unique number This field is Identifier used to identify an required. If Origination ID matches origination. Format = on Pell database, then 999999999XX20039 Compare all fields. If all 9999900 the fields match, then the Where: record is returned as a SSN = 001010001 to duplicate otherwise it is a 999999999 change. If the Origination Name Code = XX ID does not match then the Year Indicator = Origination is new. 2003 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 24 32 9 N Original SSN Student's SSN This field is Identifier from original required. FAFSA. 001010001 to 999999999 33 34 2 A Original Name Student's name This field is Identifier Code code from original required. If SSN & Name Code do FAFSA. Uppercase A to Z; not match value in . (period); Origination ID, then reject ' (apostrophe); record. - (dash); Blank = no last name 35 40 6 N Attended PELL-ID of This field is Identifier Campus PELL- attended campus. required. Change creates new ID Change creates Valid PELL-ID origination record. If new origination Attended Pell ID does not record. Institution match value in Origination must change award ID, then reject record. If amounts for Attended Campus is not student at original equal to Reporting attended campus Campus, then reject. If as necessary. 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 Constant spaces expansion.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-18

Origination Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 46 58 13 A/N Origination This field can Institution defined No editing by Pell Cross-Reference contain any crossprocessor will be done on reference this field. information useful to the institution to identify student records internally. 59 59 1 A Action Code Code to indicate Will always be No editing. action to be taken. BLANK 60 60 1 A Unused Reserved for Constant spaces expansion 61 67 7 N Award Amount Must equal the This field is Cannot exceed Total for Entire Schoolaward amount required. Payment Ceiling - See Pell Year calculated by the Dollars and cents. Grant Calculations institution to be Use leading zeros; Appendix. You must report disbursed to this do not include the $ increases to the Award student for sign or decimal amount for the entire school attendance for point. year. If any of the this entire Pell Range = 0000000 to origination data used in the Grant award year. AWARD AMOUNT award calculation changes, MAXIMUM the Award amount must be re-edited to ensure it does not exceed Total Payment Ceiling. 68 75 8 N Estimated Date 1st This field is If Date not within range, Disbursement disbursement to required. then set approved value to Date #1 student is CCYYMMDD = system date. estimated to be Range = N days made. prior to DISBURSEMENT START DATE (20020701) to DISBURSEMENT END DATE (20080930).

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-19

Origination Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 76 83 8 N Estimated Date 2nd Disbursement disbursement to Date #2 student is estimated to be made. 84 91 8 N Estimated Date 3rd Disbursement disbursement to Date #3 student is estimated to be made. 92 99 8 N Estimated Date 4th Disbursement disbursement to Date #4 student is estimated to be made. 100 107 8 N Estimated Date 5th Disbursement disbursement to Date #5 student is estimated to be made. 108 115 8 N Estimated Date 6th Disbursement disbursement to Date #6 student is estimated to be made. 116 123 8 N Estimated Date 7th Disbursement disbursement to Date #7 student is estimated to be made. Valid Values Processing Notes/Edits

CCYYMMDD = If Date not within range, Range = [see field then set approved value to position 68 in this spaces. record] or BLANK CCYYMMDD = See Estimated Disbursement Range = [see field Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Disbursement Range = [see field Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Disbursement Range = [see field Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Disbursement Range = [see field Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Disbursement Range = [see field Date #2. position 68 in this record] or BLANK

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-20

Origination Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 124 131 8 N Estimated Date 8th Disbursement disbursement to Date #8 student is estimated to be made. 132 139 8 N Estimated Date 9th Disbursement disbursement to Date #9 student is estimated to be made. 140 147 8 N Estimated Date 10th Disbursement disbursement to Date #10 student is estimated to be made. 148 155 8 N Estimated Date 11th Disbursement disbursement to Date #11 student is estimated to be made. 156 163 8 N Estimated Date 12th Disbursement disbursement to Date #12 student is estimated to be made. 164 171 8 N Estimated Date 13th Disbursement disbursement to Date #13 student is estimated to be made. 172 179 8 N Estimated Date 14th Disbursement disbursement to Date #14 student is estimated to be made. Valid Values Processing Notes/Edits

CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK CCYYMMDD = See Estimated Range = [see field Disbursement Date #2. position 68 in this record] or BLANK

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-21

Origination Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 180 187 8 N Estimated Date 15th CCYYMMDD = See Estimated Disbursement disbursement to Range = [see field Disbursement Date #2. Date #15 student is position 68 in this estimated to be record] or BLANK made. 188 195 8 D Enrollment First date that the This field is If blank or invalid, then set Date student was required. approved value to previous enrolled in an CCYYMMDD = value or date reported eligible program Range = 20020101 Batch ID in Grant Header for the designated to 20030630 record. award year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2002-2003 funds, report the actual start date of the student's classes for that payment period. 196 196 1 A/N Low Tuition Flag to identify Value Tuition Range If invalid, then set & Fees Code tuition ranges 1=0 approved value to previous when the annual 2 = 1-216 value or BLANK. tuition is less than 3 = 217-433 or equal to 4 = 434-649 minimum defined or BLANK = low by low tuition and tuition does not fees table. apply 197 197 1 A Verification Status of V = Verified Accept ‘W’ and ‘V’ or else Status Code verification of W = Without set to blank for 2002-2003 applicant data by Documentation and after. the school. Or Blank

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-22

Origination Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 198 198 1 A Incarcerated Code to indicate BLANK = Not If invalid, then set Federal Pell the student’s incarcerated approved value to previous Recipient Code incarcerated status Y = Yes, the student value or BLANK. for students is incarcerated in a incarcerated in local institution, but local penal is otherwise eligible. institutions, but are N = No, if student otherwise eligible previously reported to receive Federal as incarcerated, but Pell Grants. is not or is no longer. Incarcerated 199 200 2 N Transaction CPS – assigned This field is If BLANK or NO Match Number Transaction required. with eligible app data, then number from Must be numeric = reject record. Return last eligible ISIR or 01 to 99 value reported on SAR used to acknowledgement. calculate award 201 205 5 N Expected Must equal the This field is If BLANK or NO Match Family student's Expected required. with eligible app data, then Contribution Family Range = 00000 to reject record. Return last (EFC) Contribution from EFC MAXIMUM value reported on the ISIR or SAR. acknowledgement.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-23

Origination Record (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 206 206 1 A Secondary Expected Family Contribution Used Code Description Code indicating which EFC value is used to determine award amount Valid Values 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 Processing Notes/Edits If invalid, then set approved value to previous value or BLANK. If NO Match with eligible app data, then reject record. Return last value reported on acknowledgement.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-24

Origination Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 209 215 7 N Cost of Must equal COA Attendance calculated by the institution following the Federal Pell Grant Payment regulations. Valid Values Processing Notes/Edits Used in award amount validation. If invalid or BLANK, then set accepted value to previous value or “9999999”.

216

216

1

A

Enrollment Status

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to 9999999 This student’s Leave BLANK only expected if Payment enrollment status Methodology is 4. for the entire award year. The Range for Payment Enrollment Status Methodologies 1, 2, 5 “Other” is used 3, and 5: when the student’s 1=Full-time enrollment is 2=3/4-time “mixed” or student 3=1/2-time attends more than 4=Less than ½-time number of terms in 5=Enrollment status a full academic changed from one year. Valid Values payment period to depend upon another, OR student Academic attends more than Calendar and the number of terms Payment in a full academic Methodology year. fields.

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-27

Origination Record (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 217 218 2 A Weeks of Instructional Time used to Calculate Payment Description Valid Values 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 study, not student by student. See Pell Grant Calculations Appendix.

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-28

Origination Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 219 220 2 A Weeks of Inst. Total number of Time in weeks of Program's instructional time Definition of in the school’s Academic Year definition of a full academic year for this student’s program of study. Valid Values Leave BLANK for Payment Methodology 1. Required for Payment Methodologies 2, 3, 4, or 5. Processing Notes/Edits

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; Range for Payment --Weeks of instructional Methodologies 2, 3, time in program’s definition 4, or 5: of academic year on file for 30-78 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.

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Origination Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 221 224 4 A Credit/Clock Total number of BLANK for Used in award amount Hrs in Award credit/clock hours Academic calendars validation. See Pell Grant Year in all payment 1, 2, 3, and 4. Calculations Appendix. periods institution If invalid, out of range, or expects this Ranges: greater than Credit/Clock student to attend 0000-3120 if hours in the academic year and be paid for Academic calendar =for this student’s program of during this Federal 5 study, then correct to (in Pell Grant Award 0000-0100 if order shown): year. Academic calendar =--Credit/Clock hours in 6 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.

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Origination Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 225 228 4 A Credit/Clock Total number of Hours in This credit or clock Student’s hours in the Program of institution’s Study’s definition of a full Academic Year academic year for this student’s Program of Study. Valid Values Processing Notes/Edits

BLANK for Used in award amount Academic calendars validation. See Pell Grant 1, 2, 3, or 4. Calculations Appendix. If Invalid or BLANK, then Ranges: correct to (in the order 0900-3120 if shown): Academic calendar =--Credit/Clock hours in the 5 academic year for this 0024-0100 if student’s program of study, Academic calendar =if any; 6 --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.

229

231

3

A/N Institution Internal Sequence Number

This is an internal Institutional defined No editing by Pell processor sequence number will be done on this field. the institution can define.

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Origination Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 232 240 9 A/N Student Current Social Security Valid Social Security SSN Number, as altered Number 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 for this transaction.

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Origination Acknowledgement Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 1 23 23 A/N Origination ID Unique number This field is Identifier used to identify an required. If Origination ID matches origination. Format = on Pell Database, then 999999999XX20039 Compare all fields. If all 9999900 the fields match, then the Where: record is returned as a SSN = 001010001 to duplicate otherwise it is a 999999999 change. If the Origination Name Code = XX ID does not match then the Year Indicator = Origination is new. 2003 Valid Attended PELL- ID = 999999 Orig Sequence Number = 00 24 32 9 N Original SSN Student's SSN 001010001 to Identifier from original 999999999 FAFSA. 33 34 2 A Original Name Student's name Uppercase A to Z Identifier Code code from original . (period) FAFSA. ' (apostrophe) - (dash) Blank = no last name 35 40 6 N Attended PELL-ID of Valid PELL-ID Identifier Campus PELL- campus attended. ID Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. 41 45 5 A/N Unused Reserved for Constant spaces expansion.

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Origination Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 46 58 13 A/N Origination This field can Institution defined No editing will be done on Crosscontain any crossthis field by Pell processor. Reference reference information useful to the institution to identify student records internally. 59 59 1 A Action Code Code to indicate Valid Codes = action to be taken A = Accepted - all fields accepted C = Corrected - one or more fields corrected D = Duplicate of an accepted record E = Rejected - record was rejected 60 60 1 A Unused Reserved for Constant spaces expansion

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Origination Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 188 195 8 D Accepted First date that the CCYYMMDD = Enrollment student was Range = 20020101 Date enrolled in an to 20030630 eligible program for the designated school year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2002-2003 funds, report the actual start date of the student's classes for that payment period. 196 196 1 A Accepted Low Flag to identify Value Tuition Range Tuition & Fees tuition ranges 1=0 Flag when the annual 2 = 1-216 tuition is less than 3 = 217-433 or equal to 4 = 434-649 minimum defined or BLANK = low by low tuition and tuition does not fees table. apply 197 197 1 A Accepted Status of V: Verified Accept ‘W’ and ‘V’ or else Verification verification of W: Without set to blank for 2002-2003 Status Flag applicant data by Documentation and after. the school. Or Blank

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Origination Acknowledgement Record (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 206 206 1 A Accepted Secondary Expected Family Contribution Used Code Description Code indicating which EFC value is used to determine award amount Valid Values 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. Processing Notes/Edits

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Origination Acknowledgement Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 219 220 2 A Accepted Total number of AN Weeks of Inst. weeks of Time in instructional time Program's in the school’s Definition of definition of a full Academic Year academic year for this student’s program of study. 221 224 4 A Accepted Total number of Cr/Clock Hours credit/clock hours in Award Year in all payment periods the institution expects this student to attend, and to be paid from this Federal Pell Grant Award year. 225 228 4 Valid Values BLANK=Payment Methodology 1. Range for Payment Methodologies 2, 3, 4, or 5 is 30-78. Processing Notes/Edits

BLANK for Academic calendars 1, 2, 3 and 4.

229

231

3

232

250

19

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

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Disbursement Record
Field Length Type Field Name Positions (# of First Last Bytes) 1 23 23 A/N Origination ID Description Unique number used to identify the origination for which the disbursement is to be applied against. Valid Values This field is required. Format = 999999999XX200 399999900 Where: SSN = 001010001 to 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 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.

24

36

13

A/N Institution Disbursement CrossReference

37

37

1

A

Action Code

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

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Disbursement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 38 39 2 N Disbursement Unique number of This field is Identifier 66-99 are Reference the disbursement required. Reserved for Pell system Number 01-65. The Pell Must be numeric: 01 generated disbursements. Processor will to 99 65 If number is equal to send disbursement number associated with number 66 to 99 Origination ID, then reject for system record as duplicate. generated disbursement. 40 40 1 A Indicator Sign Indicates whether This field is If first accepted Sign Indicator the Reported required. disbursement, then must Disbursement P = positive equal “P”. Amount is an N = negative increase or a decrease to the total amount that has been disbursed to the student for the award year. 41 47 7 N Disbursement Amount of This field is 7N Amount disbursement for required. student Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX

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Disbursement Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 48 55 8 D Disbursement Date this Date disbursement was or will be made to the student. Valid Values This field is required. CCYYMMDD = Range = 20020621 to 20080930 Processing Notes/Edits

56

63

8

64

100

37 100

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. D Payment Period Beginning date of CCYYMMDD = If institution is ineligible Start Date the Payment Range = 20020101 and Payment Period Start Period to 20030630 date is invalid or not in Or Spaces 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. A Unused Reserved for Constant spaces A/N future expansion Total Record Length

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

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Disbursement Acknowledgement Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 1 23 23 A/N Origination ID Unique number This field is Identifier used to identify the required. If Origination ID matches an origination. for Format = on Pell database, then which the 999999999XX20039 Compare all fields. If all disbursement is to 9999900 the fields match, then the be applied against. Where: record is returned as a SSN = 001010001 to duplicate otherwise it is a 999999999 change. If the Origination Name Code = XX ID does not match then the Year Indicator = Origination is new. 2003 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 24 36 13 A/N Institution This field can Institution defined Disbursement contain any crossCrossreference Reference information useful to the institution to identify student records internally. 37 37 1 A Action Code to indicate Valid Codes: If a duplicate disbursement Code/Status processing status A = Accepted reference number is of disbursement. disbursement submitted then the record amount will not be processed by C = Corrected Pell. disbursement amount D = Duplicate disbursement reference number of an accepted record at the Pell Processor E = Rejected - record was rejected

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 38 39 2 N Disbursement Unique number of Must be numeric: 01 Identifier Reference the disbursement to 99 66-99 are Reserved for Pell Number 66-99 01-65. The system generated Pell Processor will disbursement. send disbursement number 66 to 99 for system generated disbursement. 40 40 1 A Accepted Indicates whether P = positive Indicator Sign the Reported N = negative Sign Indicator Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. 41 47 7 N Accepted Amount of Dollars and cents. If the disbursement amount Disbursement disbursement for Use leading zeros; is invalid on the input Amount student. If an do not include the $ record it will be returned as adjustment, this sign or decimal all zeros on the rejected value is a point. record. replacement Range = 0000000 to amount. AWARD AMOUNT MAX

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 48 55 8 N Disbursement Date this Date disbursement was or will be made to the student. 56 63 8 D Payment Period Beginning date of Start Date the Payment Period Valid Values CCYYMMDD = Range = 20020621 to 20080630 CCYYMMDD = Range = 20020101 to 20030630 Or Spaces 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. Processing Notes/Edits

64 101

100 107

37 7

A N

Unused

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

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 108 182 75 N Edit/Comment Three digit Twenty-five Codes comment codes edit/reject codes of: indicating the 000 to 999 results of Federal Position XXX-XXX: Pell Grant 1st code processing. Position XXX-XXX: Maximum of 25 2nd code comments will Position YYY-YYY: appear in a single 25th code acknowledgement record. If less than 25 comments, zero filled.

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Disbursement Acknowledgement Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 183 192 10 N ED Use Flags Flags that are set Format = to inform 0000000000 to institutions of 1111111111 modifications that Values: have been made to 0 = indicates not set their database and 1 = indicates flag is require immediate set. action to 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 193 200 8 A Unused Reserved for Constant spaces A/N future expansion 200 Total Record Length If record has been rejected, Action Code = E, reported data is returned on the record.

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

t 30
45 16 A/N GAPS Award Used to uniquely Valid GAPS Number identify a unique Award number. funding for an Format = P063P institution. school CCYYXXXX accounts in the ED Where Office of Chief “P” = constant for Financial Officer’s PO Indicator Grant and “063" = constant Administrative for CFDA Number Payments System "P" = constant (GAPS). " " 3 spaces Comprised of the CCYY = following fields = Beginning year of PO Indicator school year pair CFDA Number ‘2002’. CFDA Subprogram XXXX = unique Id value for each Subprogram Fiscal funded institution Year Sequence Number N Accounting Sequence number Range = 00000 to Schedule assigned by the Pell 99999 Number Processor to track Accounting schedules. D Accounting Date of Current Valid Date in Schedule Date Accounting CCYYMMDD schedule. format. A/N Previous Amount of school’s Dollars and cents. Will always equal zero N Obligation institution’s total Right justify, left for institutions schools Amount obligation prior to zero fill; do not with obligate/pay this adjustment. include the $ sign accounts for the entire or decimal point. school year.that are Range = obligate-only accounts 00000000000 to for the whole year. 99999999999

46

50

5

51 59

58 69

8 11

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 70 80 11 A/N Obligation Adjustment of the Dollars and cents. N Adjustment obligations for this Right justify, left Amount Accounting cycle. zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 81 91 11 A/N Current Amount of Dollars and cents. N Obligation institution’s current Right justify, left Amount obligation balance. zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 92 102 11 A/N Previous Amount of school’s Dollars and cents. Obligation/ institution’s total Right justify, left Payment obligation prior to zero fill; do not Amount this adjustment. include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank Processing Notes/Edits Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year. Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year. Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year.

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Positions (# of First Last Bytes) 103 113 11 Type Field Name Description Valid Values Processing Notes/Edits Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year.

A/N Obligation/ Payment Adjustment

114

124

11

125

131

7

132

142

11

Total of all Dollars and cents. adjustments to Right justify, left payment for the zero fill; do not GAPS Award include the $ sign Number. or decimal point. Change in the Range = obligation amount 00000000000 to for this Accounting 99999999999 cycle. or Blank A/N Current Amount of Dollars and cents. Obligation/ institution’s current Right justify, left Payment payment balance. zero fill; do not Amount Amount of the include the $ sign school’s current or decimal point. obligation balance. Range = 00000000000 to 99999999999 or Blank N YTD Total Year-to-Date Range = Unduplicated number of 000000000 to Recipients unduplicated 999999999 recipients for or Blank institution. N YTD AcceptedYTD Total of Dollars and cents. Disbursement disbursements Right justify, left Amount accepted by the Pell zero fill; do not Processor. include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank

Will always equal zero for institutions schools with obligate/pay accounts for the entire school year.that are obligate-only accounts for the whole year.

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Positions (# of First Last Bytes) 143 153 11 Type N Field Name Description Valid Values Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 or Blank Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. 0000000000000 to 99999999999999 or Blank Processing Notes/Edits

YTD Posted YTD Total of Disbursement disbursements sent Amount to and acknowledged by GAPS.

154

164

11

N

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

165

177

13

N

GAPS Draw- Net down/Payment drawdowns/payme nts as posted in GAPS, ie: the sum of school-initiated drawdowns, direct payments for Obligate/Pay accounts, adjustments (+/-) less refunds and returns.The sum of DD instigated by the school, Direct payments for Obligation/Payment accounts less Returns and Refunds.

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Electronic Statement Of Account Record – Summary (Continued)
Field Length Positions (# of First Last Bytes) 178 185 8 Type D Field Name Date of Last Activity in GAPS Unused Total Record Length Description Valid Values Processing Notes/Edits

186

200

15 200

A

The date GAPS last Valid date in posted a transaction CCYYMMDD for the GAPS format. Award number. Reserved for future Constant spaces expansion

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Electronic Statement Of Account Record – Detail (Continued)
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 30 45 16 A/N GAPS Award Used to uniquely Valid GAPS Award Number identify school number. accounts in the ED Format = P063SP Office of Chief CCYYXXXX Financial Officer’s Where Grant and “P” = constant for AdministrativePay SFA PO Indicator ments System “063" = constant for (GAPS). a unique CFDA Number funding for an Federal Pell Grants institution. “S ” CFDA Comprised of the subprogram constant following fields = followed by 3 spaces: Program Office ‘P/J/Q/R’ constant for PO Indicator CFDA Subprogram Catalog of Federal ID Domestic P = Advance funded Assistance (CFDA) (Obligate only Number CFDA accounts) Number J = Just in Time CFDA Subprogram (Obligate/Pay) Id R = Reimbursement --GAPS Award (Obligate/Pay) year Subprogram Q = ACA Fiscal Year-(Obligate/Pay) --Sequence number " " = 3 spaces CCYY = Beginning year of school year pair ‘2002’ for 20022003 XXXX = unique value for each funded institution Processing Notes/Edits

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Electronic Statement Of Account Record – Detail (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 46 53 8 D Transaction Effective date of Date accounting transaction sent to GAPS. 54 54 1 A Sign Indicator Indicates whether the Adjustment Amount is an increase or a decrease 55 65 11 A/N Adjustment Amount of N Amount institution’s adjustment batch. individual adjustment. 66 73 8 D GAPS Process The date GAPS Date processed the adjustment. batch. Valid Values Valid Date in CCYYMMDD format. P = positive (Increase) N = negative (Decrease) Processing Notes/Edits

Dollars and cents. Right justify, left zero fill; do not include the $ sign or decimal point. Range = 00000000000 to 99999999999 Valid date in CCYYMMDD format.

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Electronic Statement Of Account Record – Detail (Continued)
Field Length Positions (# of First Last Bytes) 74 99 26 Type Field Name A/N Adjustment Batch ID Description Batch ID which generated the adjustment. Valid Values Format = CCYYXX999999CCY YMMDDHHMMSS 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 Constant spaces Processing Notes/Edits

100

200

101 200

A

Unused Total Record Length

Reserved for future expansion

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD
Field Length Type Field Name Description Valid Values Positions (# of First Last Bytes) 1 6 6 N Requesting Pell-ID campus on This field is Attended required. Campus Pell-ID Valid Pell-ID Processing Notes/Edits If all zeros are entered and the request is a Year-toDate or Reconciliation request then a YTD or Reconciliation file will be generated for the reporting campus, contained in the Batch ID, and each attended campus associated with the reporting campus. A separate Year-to-Date or Reconciliation file will be generated for each Pell ID

7

7

1

A

Request Type Code for data request type.

8

8

1

A

Requested Output Media Type Unused

9

34

26

A

This field is required. M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date Code for type of E = Send output by Cannot be blank for media to use when Electronic File requests from the WEB. sending output data. Reserved for Constant spaces future expansion

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 35 35 1 A Multiple Indicates the Reporting institution is Request Code 1 requesting origination or disbursement information. 36 36 1 A Valid Values Processing Notes/Edits

37

47

11

A

48

53

6

N

This field is required for type M requests. O = Send origination information D = Send disbursement information Multiple Indicates the This field is required There may be multiple Reporting institution is for type M requests. detail records to Request Code 2 requesting by A = Send list of accommodate the number selected student, other institutions for of Student IDs or selected all students institution numbers listed institution, or all S = Send other for the attended campus students. institution for institution. students listed in record. I = Send students for institution listed in record Student ID The Student SSN Blank or Must be non-blank MRR and Name code for 001010001XX to Code 2 equals S. which a MR is 999999999XX requested. Only where XX = required if MR Uppercase A to Z Code 2 equals S. . (period) ' (apostrophe) - (dash) Blank = no last name MR Institution The institution Blank or Must be non-blank if MRR Pell-ID code for which Valid Pell-ID Code 2 equals I. MR listings are requested. Only required if the MR Code 2 equals I.

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 54 76 23 A Origination ID The Origination ID Format = If Request Type is Y and the for which a Year- 999999999XX20039 Origination ID is nonblank to-Date is 9999900 then the YTD will be Requested. Where: generated for that SSN = 001010001 to Origination ID. If the 999999 999 Origination ID is not found Name Code = XX or invalid the request will be Year Indicator = rejected. 2003 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 77 85 9 A/N Student Current Social Security Valid Social SecurityThis field will only be SSN populated for student Number, as altered Number or blank specific Data Requests. 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 for this transaction. 86 93 8 D Student’s Date The date of birth Format: This field will only be of Birth of the student for CCYYMMDD populated for student this transaction. specific Data Requests.

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Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 94 109 16 A/N Student’s Last The last name of Name the student for this transaction. 110 121 12 A/N Student’s First The first name of Name the student for this transaction. 122 122 1 A Student’s The middle initial Middle Initial of the student for this transaction. 123 125 3 A Unused Reserved for A/N future expansion 125 Total Record Length Valid Values Processing Notes/Edits

A – Z, 0 – 9, period, This field will only be apostrophe, hyphen populated for student or blank specific Data Requests. A – Z, 0 – 9 or blank This field will only be populated for student specific Data Requests. A – Z or blank This field will only be populated for student specific Data Requests. Constant spaces

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Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 36 36 1 A Multiple Reporting Request Code 2 Description Indicates the institution is requesting by selected student, selected institution, or all students. Valid Values Processing Notes/Edits

37

47

11

A

48

53

6

N

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 MR Student The Student SSN Blank or ID and Name code 001010001XX to for which a MRR 999999999XX is requested. where XX = Only required if Uppercase A to Z MRR Code 2 . (period) equals S. ' (apostrophe) - (dash) Blank = no last name MR Institution The institution Blank or There may be multiple Pell-ID code for which Valid Pell-ID detail records to MRR listings are accommodate the number requested. Only of Student IDs or required if the institution numbers listed MRR Code 2 for the attended campus equals I. institution.

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Custom Layouts 1-85

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 54 76 23 A Origination ID The Origination ID Format = If Request Type is Y and for which a Year- 999999999XX20039 the Origination ID is to-Date is 9999900 not blank and was Requested. Where: requested by the user. If SSN = 001010001 to the Origination ID is 999999999 not found or invalid the Name Code = XX request will be rejected. Year Indicator = 2003 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 77 77 1 A Action Code Code to indicate Valid Codes: action to be taken A: Accepted - all fields accepted C: Corrected - one or more fields corrected E: Rejected - record was rejected 78 98 21 N Edit/Comment List of up to seven Comment format: Codes 3 digit comment 000 – 199 codes which Position XX-XX:1st occurred during comment code processing of the Position XX-XX: data request. 2nd comment code... Position XX-XXX: 7th comment code

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-86

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 99 107 9 A/N Student Current Social Security Valid Social SecurityThis field will only be SSN Number, as altered Number or Blank. populated for student specific Data Requests. 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 for this transaction. 108 115 8 D Student’s Date The date of birth Format: This field will only be of Birth of the student for CCYYMMDD populated for student this transaction. specific Data Requests. 116 131 16 A/N Student’s Last The last name of A – Z, 0 – 9, period, This field will only be Name the student for this apostrophe, hyphen populated for student transaction. or blank specific Data Requests. 132 143 12 A/N Student’s First The first name of A – Z, 0 – 9 or blank This field will only be Name the student for this populated for student transaction. specific Data Requests. 144 144 1 A Student’s The middle initial A – Z or blank This field will only be Middle Initial of the student for populated for student this transaction. specific Data Requests. 145 150 6 A/N Unused Reserved for Constant spaces future expansion 150 Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-87

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 321 327 7 N Scheduled Scheduled Federal Range = Federal Pell Pell Grant for a 0000000 to Grant student with this AWARD AMOUNT EFC and COA MAX attended full-time for a full academic year 328 334 7 N Origination Annual award Range = Award Amount amount supplied 0000000 to on the origination AWARD AMOUNT record. MAX 335 336 2 N Transaction CPS-assigned Range = Number Transaction 01 to 99 number from the eligible SAR used to calculate the award. 337 341 5 N Expected Amount of the Range = Family student’s Expected 00000 to EFC Contribution Family MAXIMUM Contribution from the SAR used to calculate the award. 342 349 8 D Enrollment First date the CCYYMMDD Date student was Range = 20020101 enrolled in an to 20030630 eligible program for the award year. 350 357 8 D Origination Date the CCYYMMDD Create Date origination was Range = 20020401 created in the Pell to 20080930 Processor database. 358 364 7 N Total of Total amount of all Range = Disbursements disbursements 0000000 to AWARD Accepted accepted by the AMOUNT MAX Federal Pell Grant Program for the POP student.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-92

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 365 372 8 D Last Activity Date of the last Format = Date payment was CCYYMMDD received from the institution. 373 380 8 D Next Estimated Date of next Blank or Disbursement estimated CCYYMMDD Date disbursement date. Range = 20020101 to 20080930 381 385 5 N Eligibility UsedThe percentage of Format = 000.00% the student’s The last two digits eligibility used by represent less than 1 the institution. percent. Field does not include decimal point or %. 386 395 10 N ED Use Flags Flags that are set Format = to inform 0000000000 institutions of Where: modifications that Each digit signifies a have been made to different situation their database and 1st = Shared SAR ID require immediate 2nd = Verification W action to rectify. Status 3rd = Concurrent Enrollment 4th = POP 5th through 10th = Reserved for future use . 396 411 16 A/N Student’s Last The last name of A to Z, 0 to 9, Name the student for this period, apostrophe, CPS transaction hyphen or blank number. 412 423 12 A/N Student’s First The first name of A to Z, 0 to 9 or Name the student for this blank CPS transaction number. 424 424 1 A Student’s The middle initial A to Z or blank Middle Initial of the student for this CPS transaction number.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-93

Multiple Reporting Record (Continued)
Field Length Type Field Name Description Valid Values Processing Notes/Edits Positions (# of First Last Bytes) 425 432 8 D Student’s Date The date of birth Format = of Birth of the student for CCYYMMDD this CPS transaction number. 433 441 9 A/N Student Current Social Security Valid Social Security SSN Number, as altered Number or BLANK if not by the student through the CPS matched 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. 442 450 9 A Unused Reserved for Constant spaces future expansion 450 Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-94

Reconciliation File
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 16 16 A/N Student’s Last The last name of Name the student. 17 29 30 28 29 52 12 1 23 Valid Values Processing Notes/Edits

53

61

9

62

67

6

A to Z, 0 to 9, period, apostrophe, hyphen or blank A/N Student’s First The first name of A to Z, 0 to 9 or blank Name the student. A Student’s The middle initial A to Z or blank Middle Initial of the student. A Origination ID The Origination ID Format = If Request Type is Y of the student. For 999999999XX20039999 and the Origination which a Year-to- 9900 ID is not blank and Date is Requested. Where: was requested by the SSN = 001010001 to user. If the 999999999 Origination ID is not Name Code = XX found or invalid the Year Indicator = 2003 request will be Valid Attended PELL ID rejected. = 999999 Orig Sequence Number = 00 A/N Student Current Social Security Valid Social Security SSN Number, as altered Number or by the student BLANK if not matched through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS N Reported Pell-ID of the Valid Pell-ID Campus Pell-ID reporting campus

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-95

Reconciliation File (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 68 69 2 N Transaction CPS-assigned Range = Number Transaction 01 to 99 number from the eligible SAR used to calculate the award. 70 74 5 Expected The EFC supplied Range Family on the origination 00000 to EFC MAX Contribution record. that (EFC) corresponds to the transaction number. 75 81 7 N Origination Annual award Range = Award Amount amount supplied 0000000 to AWARD on the origination AMOUNT MAX record. 82 86 5 N Scheduled Scheduled Federal Range = Award Amount Pell Grant for a 00000 to AWARD student with this AMOUNT MAX EFC and COA attended full-time for a full academic year 87 93 7 N YTD Total of all the 0000000 to 9999999. If there are no Disbursement accepted The first five positions disbursements at the Amount Disbursement are the whole dollars and Pell Processor or they amounts for the the last two positions are have all been rejected student. the cents. then this amount will be 0. 94 94 1 A Verification The verification V: Verified Accept ‘W’ and ‘V’ Status status supplied on W: Without or else set to blank for the origination Documentation 2002 – 2003 and record. Or Blank after. 95 95 1 A POP Flag Flag set in Y or blank origination record when a student is in a POP situation. 96 100 5 A Unused Reserved for Constant spaces future expansion 100 Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-96

Year-to-Date Record (Origination)
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 1 1 A YTD Record Indicates if record Indicator is the YTD Origination, YTD Disbursement or Summary data. 2 24 23 A/N Origination ID Unique number used to identify an origination Valid Values Constant: “O” Processing Notes/Edits

Format = 999999999XX20039999 9900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2003 Valid Pell- ID = 999999 Orig Sequence Number = 00

25 34

33 35

9 2

N A

Original SSN

36

41

6

N

Student's SSN 001010001 to from original 999999999 FAFSA Original Name Student's name Uppercase A to Z; Code code from original . (period); FAFSA for this ' (apostrophe); school year. - (dash); BLANK = no last name Attended Pell-ID of campus Valid Pell-ID Campus Pell-ID attended. Change creates new origination record. Institution must change payment 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

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-97

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

Processing Notes/Edits

60

60

1

Reserved for future expansion A/N Originatio This field can contain n Cross- any cross-reference Reference information useful to the institution to identify student records internally. A Action Code to indicate action Code to be taken

Constant spaces Institution defined No editing.

Valid Codes: A = Accepted - all fields accepted C = Corrected - one or more fields corrected

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

69

76

8

N

77

84

8

N

Reserved for future Constant spaces expansion. Accepted Must equal the award Dollars and cents. Use Cannot exceed Total Award amount calculated by leading zeros; do not Payment Ceiling for amount for the institution to be include the $ sign or student – award entire disbursed to this student decimal point. validation performed. school for attendance for this Range: 0000000-MAX year entire Pell Grant award AWARD AMOUNT year. Accepted Date 1st disbursement Format: CCYYMMDD Estimated to student is estimated Range: N days prior to Disbursem to be made. 20020621 – 20080930 ent Date #1 Accepted Date 2nd disbursement Format = CCYYMMDD Estimated to student is estimated Range = [see field Disbursem to be made. position 69 in this ent Date record] or BLANK #2

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-98

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 199 199 1 A Accepted Incarcerated Federal Pell Recipient Code Description Valid Values Processing Notes/Edits

200

201

2

N

Accepted Transaction Number

202

206

5

N

Accepted Expected Family Contribution (EFC)

Code to indicate BLANK = Not the student’s incarcerated incarcerated status Y = Yes, the student is for students incarcerated in a local incarcerated in institution, but is local penal otherwise eligible. institutions, but are N = No, if student otherwise eligible previously reported as to receive Federal incarcerated, but is not or Pell Grants. is no longer. incarcerated CPS-assigned Must be numeric: 01 to Changes to this field, Transaction 99 after associated number from disbursements are eligible SAR used made, creates a new to calculate the active origination student’s award record. Disbursements for the previous origination will be set to zero. Must equal the Range = 00000 to EFC Changes to this field, student's Expected MAXIMUM after associated Family disbursements are Contribution from made, creates a new the ISIR or SAR active origination record. Disbursements for the previous origination will be set to zero.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-102

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 207 207 1 N Accepted Secondary Expected Family Contribution Code Description Code indicating which EFC value is used to determine award amount Valid Values 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. Processing Notes/Edits

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-102A

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 208 208 1 N Accepted Calendar which Academic applies to this Calendar 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. 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)

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-103

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 209 209 1 N Accepted Formula used to Payment calculate the Methodology student's Federal Pell Grant Award. Valid Values Processing Notes/Edits

This field is required. The Payment Range: 1-5. See Pell Methodology that can Grant Calculations be accepted is Appendix for regulations dictated by the covering which Academic calendar. Academic calendars may Refer to the Pell use each specific formula 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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-103A

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 210 216 7 N Accepted Cost Must equal COA of Attendance calculated by the institution following the Federal Pell Grant Payment regulations. 217 217 1 A Accepted The student’s Enrollment enrollment status Status at the time you create or update the student record. Valid Values Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to 9999999. Leave BLANK only if Used in award Payment Methodology is amount validation. 4. See Pell Grant Calculations Range for Payment Appendix. Methodologies 1, 2, 3, and 5: If Enrollment status 1=Full-time invalid or BLANK, 2=3/4-time then correct to: 3=1/2-time --BLANK if Payment 4=Less than ½-time Methodology is 4 5=Enrollment status --3 (half-time) if changed from one Payment payment period to Methodology is 5 another, OR student --1 (full-time) for attends more than the Payment number of terms in a full Methodologies 1, 2, 3 academic year. Processing Notes/Edits

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-104

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Positions (# of First Last Bytes) 218 219 2 A Accepted Weeks of Instructional Time Used to Calculate Payment Description Total Number of weeks on instructional time provided by this student’s Program of Study during a full academic year. Valid Values Processing Notes/Edits

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-105

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Valid Values Processing Positions (# of Notes/Edits First Last Bytes) 220 221 2 A Accepted Total number of weeks Leave BLANK for Used in award Weeks of inst. of instructional time in Payment amount validation. time in the school’s definition of Methodology 1. Program's a full academic year for Required for If invalid or BLANK, Definition of this student’s Program of Payment correct to (in order Academic Year Study. Methodologies 2, shown): 3, 4, or 5. --Weeks of instructional time in Range for Paymentprogram’s definition Methodologies 2, of academic year 3, 4, or 5: previously accepted 30-78 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.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-106

Year-to-Date Record (Origination) (Continued)
Field Length Type Field Name Description Positions (# of First Last Bytes) 222 225 4 A Accepted Total number of Cr/Clock Hrs in credit/clock hours in all Award Year payment periods institution expects this student to attend and be paid for during this Federal Pell Grant Award year. Valid Values BLANK for Academic calendars 1, 2, 3, and 4. Processing Notes/Edits Used in award amount validation. See Pell Grant Calculations Appendix.

Ranges: 0000-3120 if If invalid, out of Academic calendar range, or greater =5 than Credit/Clock 0000-0100 if hours in the Academic calendar academic year for =6 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.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-106A

Year-to-Date Record (Disbursement)
Field Length Type Field Name Description Positions (# of First Last Bytes) 1 1 1 A YTD Record Indicates if record is the Indicator YTD Origination, YTD Disbursement, or Summary data. 2 24 23 A/N Origination ID Unique number used to identify the origination for which the disbursement is to be applied against. Valid Values Constant: “D” Processing Notes/Edits

25

37

13

38

38

1

39

40

2

A/N Disbursement This field can contain Crossany cross-reference Reference information useful to the institution to identify student records internally. A Action Code Code to indicate action A = Accepted - all to be taken fields accepted C = Corrected one or more fields corrected N Disbursement Number of the Must be numeric: Identifier = 66 to 99 Reference disbursement per student 01 to 99 65 are Reserved for the Number for the Award Year Pell Processor system generated disbursements

Format = 999999999XX200 399999900 Where: SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2003 Valid PELL ID = 999999 Orig Sequence Number = 00 Institution defined

Identifier If Origination ID matches on Pell Database, then Compare all fields. If all the files 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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Custom Layouts 1-110

External Origination Add/Change Record (PGEO03OP)
Start 1 End 23 Length 23 Type A/N Field Name Origination ID Processing Notes/Edits Identifier If Origination ID matches on Pell Database, then Compare all fields. If all the fields match, Where: then the record is SSN - 001010001 to returned as a duplicate 999999999 otherwise it is a Name Code = XX Year Indicator = 2003 change. If the Valid Attended Pell ID Origination ID does not match then the = 999999 Orig Sequence Number Origination is new. = 00 Identifier Student's SSN from 001010001 to original FAFSA. 999999999 Identifier Student's name code Uppercase A to Z from original FAFSA . (period) for this school year. ' (apostrophe) - (dash) Blank (no last name) Identifier Pell-ID of attended Valid Pell-ID campus. Change Change creates new creates new origination origination record. record. Institution must change award amounts for student at original attended campus as necessary. Description Valid Values Unique number used to This field is required. identify an origination. Format: 999999999XX2003999 99900

24 33

32 34

9 2

N A

Original SSN Original Name Code

35

40

6

N

Attended Campus PellID

41 46

45 58

5 13

A/N ED Use A/N Origination cross-reference

59

59

1

A

Action Code

Reserved for future Spaces use. This field can contain Institution defined any cross-reference information useful to the institution to identify student records internally. Code to indicate action Will always be blank to be taken.

No editing is applied.

No editing is applied.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-6

External Origination Add/Change Record (PGEO03OP) (Continued)
Start 60 61 End 60 67 Length 1 7 Type A N Field Name Description Valid Values Processing Notes/ Edits

Unused Reserved for future expansionConstant spaces Award amount Must equal the award amount Dollars and cents. Cannot exceed for entire schoolcalculated by the institution toUse leading zeros; do Total Payment year be disbursed to this student not include the $ sign Ceiling - award for attendance for this entire or decimal point. validation Pell Grant award year. performed. Note: Field Range = 0000000 to Name is Award Amount Increases must “Origination Maximum be submitted to Award Amount COD. for the Entire School Year” in Any change to EDExpress origination data Software. requires the Award Amount to be validated. Refer to Edits 1200, 1205, 1209, 1210, 1211, 1213, and 1450.

68

75

8

N

Estimated Disbursement Date #1

Date 1st disbursement to student will be made

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

76

83

8

N

Estimated Disbursement Date #2

Date 2nd disbursement to student will be made

84

91

8

N

Estimated Disbursement Date #3

Date 3rd disbursement to student will be made

92

99

8

N

Estimated Disbursement Date #4

Date 4th disbursement to student will be made

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-7

External Origination Add/Change Record (PGEO03OP) (Continued)
Start 172 End Length 179 8 Type Field Name N Estimated Disbursement Date #14 N Estimated Disbursement Date #15 Enrollment Date Description Valid Values Date 14th disbursement CCYYMMDD = to student will be made Range = [see field position 68 in this record] or BLANK Date 15th disbursement CCYYMMDD = to student will be made Range = [see field position 68 in this record] or BLANK First date that the CCYYMMDD: student was enrolled in Range: 20020101 – an eligible program for 20030630 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 2002-2003 funds, report the actual start date of the student’s classes for that payment period. Flag to identify tuition Value Tuition Range ranges when the annual 1= 0 tuition is less than or 2= 1-216 3= 217-433 equal to minimum defined by low tuition 4 = 434-649 and fees table. or BLANK: low tuition does not apply Status of verification ofV: Verified applicant data by the W: Without school. Documentation Or Blank Students incarcerated in local penal institutions are not eligible to receive Federal Pell grants. BLANK= Not incarcerated Y= Yes, the student is incarcerated in a local institution, but is otherwise eligible. N= No, if student previously reported as incarcerated, but is not or is no longer incarcerated Processing Notes/Edits

180

187

8

188

195

8

D

196

196

1

A/N

Low Tuition & Fees code

197

197

1

A

Verification Status code

Refer to Edit 1302. Accept ‘W’ and ‘V’ or else set to blank for 2002-2003 and after.

198

198

1

A

Incarcerated Federal Pell Recipient code

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-9

External Origination Add/Change Record (PGEO03OP) (Continued)
Start 199 End Lengt h 200 2 Typ Field Name e N Transaction number Description CPS-assigned Transaction number from eligible SAR used to calculate award. Valid Values 01 to 99 Processing Notes/Edits Changes to this field, after associated disbursements are made, create a new active origination record.

201

205

5

N

Expected Family Contribution (EFC)

Must equal the student's Expected Family Contribution from the ISIR or SAR.

Disbursements for the previous origination will be set to zero. Range = 00000 Changes to this field, after to EFC associated disbursements are MAXIMUM. made, create a new active origination record.

206

206

1

A

Secondary Expected Family Contribution code

Disbursements for the previous origination will be set to zero. Code indicating which O - Federal Pell Changes to this field, after EFC value is used to Grant award associated disbursements are determine award previously made, create a new active amount. based on the origination record. secondary EFC and reported to Disbursements for the previous the Federal Pell origination will be set to zero. Grant program; student’s award now based on the primary EFC. S = Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. BLANK if Secondary EFC not used

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-10

External Origination Add/Change Record (PGEO03OP) (Continued)
Start 207 End Length 207 1 Type Field Name N Academic Calendar Description Valid Values Calendar which applies This field is required. to this student's educational program. 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. 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)

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-11

External Origination Add/Change Record (PGEO03OP) (Continued)
Start 208 End Length 208 1 Type Field Name N Payment Methodology Processing Description Valid Values Notes/Edits Formula used to This field is required. The Payment calculate the student's Range: 1-5. See Pell Methodology that can be Federal Pell grant. Grant Calculations accepted is dictated by Appendix for regulations the Academic calendar. covering which Refer to the Pell Grant Academic calendars may Calculations Appendix use each specific formula 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 Refer to Edits 1000, 1001, 1002, 1003, 1004, 1005, 1006, and 1007 Must equal or exceed Dollars and cents. Used in award amount minimum COA in the Use leading zeros; do recalculation. Federal Pell Grant not include the $ sign or Payment Schedule. decimal point.

209

215

7

N

Cost of Attendance

216

216

1

N

Range = 0000000 to 9999999. Enrollment Status The student’s Leave BLANK only if enrollment status at the Payment Methodology is time you create or 4. update the student record. Range for Payment Methodologies 1, 2, 3, and 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.

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-12

External Origination Add/Change Record (PGEO03OP) (Continued)
Start 217 End Length 218 2 Type Field Name A/N Weeks of instructional time used to calculate payment Processing Valid Values Notes/Edits Leave BLANK for School determines Payment this value based on Methodology 1. the time required for Required for the majority of its Payment full-time students to Methodologies 2, 3, complete the program PM2=Total number of weeks of 4, or 5. of student or the instructional time in academic academic year for the year for student’s program of Range for Payment program of study, not study (fall through spring Methodology 2: 00- student by student. terms). 29. See Pell Grant PM5 (academic calendars 1, 2, Range for Payment Calculations 3, 4) and PM3=Total number Methodology 3, 4, 5: Appendix. of weeks of instructional time in 00-78 all terms in academic year for If invalid, out of student’s program of study range, or greater PM5 (academic calendar 6) and than Weeks of PM4=The lesser of either (a) instructional time in total number of weeks of program’s definition instructional time for a full-time of academic year, student to complete hours in then correct (in the student’s program of study, or order shown): (b) total number of weeks of --Weeks of instructional time for a full-time instructional time student to complete hours in used to calculate academic year for student’s payment previously program of study. accepted for student; Description Total Number of weeks on instructional time provided by this student’s Program of Study during a full academic year. --Weeks of instructional time in program’s definition of academic year; --BLANK if supplied and not needed for Payment Methodology.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-13

External Origination Add/Change Record (PGEO03OP) (Continued)
Star En Lengt Type Field Name t d h 219 220 2 A/N Weeks of inst. time in program's definition of academic year Description Total number of weeks of instructional time in the school’s definition of a full academic year for this student’s Program of Study. Valid Values Processing Notes/Edits

Leave BLANK Used in award for Payment amount Methodology 1. validation. Required for Payment Refer to Edits Methodologies 2, 1102 and 1105. 3, 4, or 5. Range for Payment Methodologies 3, 4, or 5:
30-78

If invalid or BLANK, correct to (in order shown): --Weeks of 2, 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.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-13A

External Origination Add/Change Record (PGEO03OP) (Continued)
Start End Length 221 224 4 Type Field Name Description A/N 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. Valid Values BLANK for Academic calendars 1, 2, 3, and 4. 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. 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.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-14

External Origination Add/Change Record (PGEO03OP) (Continued)
Start End Length 225 228 4 Type Field Name A/N Credit/Clock hours in this student’s program of study’s academic year Max Cr/Clk Hrs in Prg for Acad Yr Description Total number of credit or clock hours in the institution’s definition of a full academic year for this student’s Program of Study. Valid Values BLANK for Academic calendars 1, 2, 3, or 4. 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. Refer to Edits 1106, 1110, 1112, 1113, and 1114 No editing will be performed on this field.

229

231

3

A/N

232

258

30 27

A

Institution Internal Sequence Number Unused

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

Institution defined

Leave Blank

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-14A

External Origination Add/Change Record (PGEO03OP) (Continued)
Start End Length 259 264 6 265 273 9 Type Field Name N Reporting Campus Pell-ID A/N Student Current SSN Description Valid Values Pell-ID of reporting Valid Pell-ID campus Social Security Valid Social Security Number, as altered by Number or the student through BLANK if not matched 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. Student Name Student’s full name as BLANK or reported to the CPS for Full name listed in the Transaction order= Number reported. Last Name 01 - 16 Blank indicates this First Name 17 - 28 record could not be Middle Initial 29 matched on Student ID and or EFC during Federal Pell Grant processing. CPS Verification Designates whether BLANK = Not selected Selection Code CPS selected the by CPS for verification student for institutional * = Selected by CPS for verification of applicant Institution verification of data as of the applicant data Transaction number reported. Student’s Date of The date of birth of the Format: CCYYMMDD Birth student for this CPS transaction. Unused Reserved for expansion Constant Spaces Unused Created Time Reserved for Expansion Constant Spaces Time when the record 000000 – 235959 was created. Supplied by the system. Format is HHMMSS HH = 00 to 23 MM = 00 to 59 SS = 00 to 59 Processing Notes/Edits

274

302

29

A

303

303

1

A

304

311

8

D

312 317 345

316 344 344 350

33 28 6

A 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.

350

Total Record Length

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-15

External Disbursement Add/Change Record (PGED03OP)
Start 1 End Length 23 23 Type Field Name Description Valid Values A/N Origination Unique number used to This field is required. ID identify an origination Format: 999999999XX2003999 99900 Processing Notes/Edits 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.

24

36

13

A/N

Disbursement crossreference

37 38

37 39

1 2

A N

Action Code Disbursement Reference Number Disbursement Amount

40

46

7

N

Where: SSN - 001010001 to 999999999 Name Code = XX Year Indicator = 2003 Valid Attended PELL ID to 999999 Orig Sequence Number = 00 This field can contain Institution defined The field can be used by any cross-reference the school to track each information useful to the disbursement record (by reference number) to a institution to identify student records payment period. internally. Action code Will always be blank No editing Number of the 01 to 65 Identifier disbursement per student 66 to 99 are reserved for for the Award Year ED-system generated disbursements Amount of disbursement Dollars and cents. for student's payment period. Use leading zeros; do not include the $ sign or decimal point.

47

47

1

A

48

55

8

D

Range = 0000000 to AWARD AMOUNT Sign Indicates whether the P = Positive Indicator Reported Disbursement N = Negative Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year Disbursement Date this disbursement CCYYMMDD Date was or will be made to Range = 20020621 to the student. 20080930

Refer to Edits 1520, 1530, and 1540. Must be within N days prior of Payment Period Start Date.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-17

External Disbursement Add/Change Record (PGED03OP) (Continued)
Star En t d 56 56 57 64 Lengt Type Field h Name 1 A Unused 8 N Description Valid Values Processing Notes/Edits

Reserved for future Constant spaces expansion Payment Beginning date of CCYYMMDD = Period Payment Period Range = 20020101 Start Date to 20030630 Or Spaces

Required only for schools that were ineligible at some point in the award year. Required only for schools that are currently ineligible, but are reporting disbursements for payment periods which started while the school was eligible.

65

102

38 6

A D

Unused Created Time

Reserved for future Constant spaces expansion
Time when the record was created. Supplied by the system. 000000 – 235959 Format is HHMMSS HH = 00 to 23

103 108

MM = 00 to 59 SS = 00 to 59 108 Total Record Length

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

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Combination Systems 3-18

Disbursement Edit/Reject Codes (Continued)
Edit Code and Type 429 E

Message “Invalid Origination ID Name Code not A-Z or “ . ” or ‘‘ ’ ” or “ - ” or “ ” for Award Year 2002 and beyond”

Condition and Action If ALL of the following are true: • The Award Year portion of the Origination ID is >= 2001-2002 and subsequent years • The Name Code is not A-Z or “ . ” or “ ’ ” or “ - ” or “ ” REJECT RECORD Set edit code 429

What It Means Occurs if the Origination ID has a name code that is invalid.

How to Fix It Correct the Origination ID and resubmit the disbursement record. ***** EDExpress: Verify the disbursement record was created using the correct Origination ID. If not, delete disbursement record and recreate using the correct Origination ID. This is a duplicate, the record has already been processed, and no further action is necessary.

430 D

“Duplicate Disbursement reference number. Reference number already at the Pell Processor”

If ALL of the following are true: • Award Year is >= 20012002 and subsequent years • Disbursement Reference number already exists Set the record to a Duplicate status. Set the Action Code to ‘D’ and create the full acknowledgement record with the data stored on RFMS COD. Set edit code 430

Occurs when a duplicate disbursement has been sent on a record, usually when a batch is processed more than once.

June 2002 (2002-2003)

Federal Pell Grant Program Technical Reference

Appendix D D-55