TIVWAN Transmission Records

What’s included:
• • • •

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-18

TIVWAN Transmission Header Record
Field Positions First Last 1 5 Length Type Field Name (# of Bytes) 5 A/N TIVWAN Transmission Header ID 48 2 XX A A/N A Unused Description Valid Values Processing Notes/Edits Missing Transmission Header - Reject Transmission

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

6 54

53 55

Reserved for future use

Constant spaces

>80

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

Type

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-19

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

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

25

32

8

A/N

Header Message Valid Message Class Class

33 37

36 41

4 5

A/N A/N

Header XXX Label Header Batch label

Format = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘02’ for 2001-2002 IN = for records IN to RFMS OP = for records OUT of RFMS Constant: “,XXX”

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

42

58

17

A/N

Header Batch ID

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-20

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

65

70

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

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

>80

Total Record Length

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Custom Layouts 1-21

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

6

12

7

A/N TIVWAN Batch Record Identifier Trailer Identification Number A/N Trailer Destination TIVWAN Number Destination Mailbox ID

Constant: “O*N95"

Missing Transmission TrailerReject transmission No detail records - Reject transmission

‘TGXXXXX’ where ‘XXXXX’ is a fivedigit number assigned to Destination

13 20

19 24

7 5

A

Unused

A/N Trailer Class Label

Reserved for future Constant spaces use Text used to identify Constant: “,CLS = ” that the next field is a Message Class Valid Message Class Format = XXXXYY[IN/OP] where: XXXX = Literal for rec type YY = last year in cycle = ‘02’ for 2001-2002 IN = for records IN to RFMS OP = for records OUT of RFMS Constant: “,XXX” Text Used to identify the next field is a Batch ID Constant: “,BAT = ”

25

32

8

A/N Trailer Message Class

33 37

36 41

4 5

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

42

58

17

A/N Trailer Batch ID

59

64

6

A/N Trailer NCNT Label

65

70

6

N

Trailer NCNT

17-digit character Batch ID = batch ID. If not used “00000000000000000 set to all zeros 00" Text used to identify Constant: “,NCT = ” the next field is the number of records included in this batch. Number of records “000000" included in this batch

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-22

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

A

Unused

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

>80

Total Record Length

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-23

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

A/N TIVWAN Transmission Trailer ID A Unused

Literal value for Trailer ID

Constant: “O*N99"

Missing Transmission TrailerReject transmission No detail records - Reject transmission

6 54

53 55

48 2 XX

80

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-24

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-25

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

A

11

14

4

N

15

40

26

A

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

Header Identifier

Identify Header record in file. Left Justified

Missing Batch Header - Reject Batch

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

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

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-26

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

A/N OPE ID

49

58

10

59 63 64 69

62 63 68 76

4 1 5 8

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

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

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-27

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

N

Batch Reject Reasons

XX

A

Unused

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

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

80

Total Record Length

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-28

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

A

11

14

4

N

15

40

26

A

41

46

6

N

47

57

11

N

Missing Batch Trailer - reject This field is batch. required. Constant: ‘GRANT No detail records - reject batch. TLR ’ If not equal to Data Record Length Data Record Length of data This field is on Header, then reject Batch. Length records included required. Must be numeric: in this batch 0001 to 9999 If not equal to Batch ID on Header, Batch ID Number generated This field is then reject Batch. by the institution required. Format = to uniquely identify a specific XXCCYY999999C batch of records. CYYMMDDHHM MSS Where: XX = batch type code (alpha) CCYY = last year in cycle = ‘2002' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created Reported Number of data This field is If not equal to count of detail Number of records included required. records in input batch, then return Records in the batch. Must be numeric: warning message. 000000 to 999999 If not equal to total of detail Reported Total Total Origination This field is records in batch, then return of Batch Award Amount or required. Dollars and cents. warning message. Disbursement amount reported Use leading zeros; on Origination or do not include the $ sign or decimal Disbursement point. batches. For all For ESOA is other types of constant 0. batches this 00000000000 to amount will be 99999999999 constant 0.

Trailer IdentifierIdentify Trailer record in file.

March 2001 (2001-2002) (261 H)

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

A

Reported Total Positive or Sign Indicator negative sign for total amount reported.

59

64

6

N

65

75

11

N

76

76

1

A

77

100

24 XX

A A

>100

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

Accepted and Corrected Number of Records

This field is required. P = Positive N = Negative For ESOA is constant P. 000000 to 999999

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-30

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

A/N Origination ID

24

32

9

N

33

34

2

A

35

40

6

N

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

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

Identifier

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

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

41 46

45 58

5 13

A/N Unused A/N Institution Cross-Reference

59 60

59 60

1 1

A A

Action Code Unused

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

No editing by RFMS will be done on this field.

No editing

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

N

68

75

8

N

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

76

83

8

N

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

84

91

8

N

92

99

8

N

100

107

8

N

108

115

8

N

Date 2nd disbursement to student is estimated to be made. Date 3rd disbursement to student is estimated to be made. Date 4th disbursement to student is estimated to be made. Date 5th disbursement to student is estimated to be made. Date 6th disbursement to student is estimated to be made.

This field is required. Cannot exceed Total Payment Dollars and cents. Use Ceiling - award validation performed. Increases are leading zeros and report cents as ‘00’; do required to be submitted to not include the $ sign RFMS. Any change to origination data requires the or decimal point. Range = 0000000 to Award Amount to be AWARD AMOUNT validated. MAXIMUM This field is required. If Date not within range, then set approved value to system CCYYMMDD = Range = N days prior date to DISBURSEMENT START DATE (20010701) to DISBURSEMENT END DATE ( 20070930). CCYYMMDD = If Date not within range, then Range = [see field set approved value to spaces. position 68 in this record] or BLANK See Estimated Disbursement CCYYMMDD = Date #2 Range = [see field position 68 in this record] or BLANK CCYYMMDD = See Estimated Disbursement Range = [see field Date #2 position 68 in this record] or BLANK See Estimated Disbursement CCYYMMDD = Date #2 Range = [see field position 68 in this record] or BLANK See Estimated Disbursement CCYYMMDD = Date #2 Range = [see field position 68 in this record] or BLANK

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-32

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

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

124

131

8

N

132

139

8

N

140

147

8

N

148

155

8

N

156

163

8

N

164

171

8

N

172

179

8

N

180

187

8

N

Date 7th disbursement to student is estimated to be made. Date 8th disbursement to student is estimated to be made. Date 9th disbursement to student is estimated to be made. Date 10th disbursement to student is estimated to be made. Date 11th disbursement to student is estimated to be made. Date 12th disbursement to student is estimated to be made. Date 13th disbursement to student is estimated to be made. Date 14th disbursement to student is estimated to be made. Date 15th disbursement to student is estimated to be made.

CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

See Estimated Disbursement Date #2

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-33

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

196

196

1

197

197

1

Enrollment Date First date that the This field is required. student was enrolled CCYYMMDD = Range = 20010101 to in an eligible 20020630 program for the designated award year. If the student enrolled in a crossover payment period before the first day of the Pell award year (July 1), but which will be paid from 2001-2002 funds, report the actual start date of the student's classes for that payment period. Value Tuition Range A/N Low Tuition & Flag to identify Fees Code tuition ranges when 1 = TBD0 the annual tuition is 2 = TBD1-262 less than or equal to 3 = TBD236-524 minimum defined by or BLANK = low low tuition and fees tuition does not apply table. A Verification Status of verification This field is required. Status Code of applicant data by A = Accurate the school. C = Calculated N = SAR Transaction Not Selected by CPS for Verification Process R = Reprocessed S = SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T = Tolerance W = Without Documentation

D

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

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

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

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

A

Incarcerated Federal Pell Recipient Code

199

200

2

N

201

205

5

N

206

206

1

A

If invalid, then set approved BLANK = Not value to previous value or incarcerated Y = Yes, the student is BLANK. incarcerated in a local institution, but is otherwise eligible. N = No, if student previously reported as incarcerated, but is not or is no longer. Incarcerated Transaction Transaction number This field is required. If BLANK or NO Match with Number from eligible SAR Must be numeric = 01 eligible app data, then reject record. Return last value used to calculate to 99 reported on acknowledgement. award Expected Family Must equal the This field is required. If BLANK or NO Match with student's Expected Range = 00000 to EFC eligible app data, then reject Contribution record. Return last value Family Contribution MAXIMUM. (EFC) reported on acknowledgement. from the ISIR or SAR. O = Federal Pell Grant If invalid, then set approved Code indicating Secondary value to previous value or Expected Family which EFC value is award previously Contribution Code used to determine based on the secondary BLANK. EFC and reported to If NO Match with eligible app award amount the Federal Pell Grant data, then reject record. Return last value reported on program; student’s award now based on acknowledgement. the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. Or BLANK if Secondary EFC not used Code to indicate the student’s incarcerated status for students incarcerated in local penal institutions, but are otherwise eligible to receive Federal Pell Grants.

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-35

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

N

Academic Calendar

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

The academic calendar dictates which Payment Methodology can be accepted. Used in award amount validation. The following changes in Academic Calendar indicate need to change Payment Methodology. From AC To AC 1 to 2, 3, 4, or 5 2, 3, or 4to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5 If AC invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default AC populated, then set accepted value to default. ELSE If Reporting Pell ID default AC populated, then set accepted value to default. ELSE If Payment Methodology = 4, then set accepted value to “5". ELSE set accepted value to “3".

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

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

N

Payment Methodology

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

terms (AC = 1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC = 5 or 6) 5 = Programs of study by correspondence (AC = 1,2,3, or 4 denotes Formula 5B AC = 6 denotes Formula 5A

March 2001 (2001-2002) (261 H)

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

N

Cost of Attendance

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

216

216

1

A

Enrollment Status

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

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to 9999999. Blank (AC = 5 or 6)

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

March 2001 (2001-2002) (261 H)

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Origination Record (Continued)
Field Length Positions (# of First Last Bytes) 217 218 2 Type Field Name Description Valid Values Processing Notes/Edits Must be BLANK when using Payment Methodology 1. If invalid, out of range or greater than Weeks of instructional time in program’s definition of academic year, then accepted value equal to previous value or equal to Weeks for Academic Year. If supplied and not needed for payment methodology, ignore. Used in award amount validation. See Payment Methodology for AC information that determines if the PM is 5B or 5A.

A

Weeks of Instructional Time used to Calculate Payment

Total Number of weeks on Blank (Payment instructional time provided Methodology 1) by this student’s Program of 00 to 78 (Payment Study during a full academic Methodology 2, 3, 4, year. Valid Values depend or 5) upon Payment Meth. and Academic Calendar fields. IF PM = 2 Must be < 30 Must be completed when Payment Meth. 2, 3, 4, or 5 IF PM = 3 Must be are used. valid range PM1 = Blank IF PM = 4 Must be PM2 = Total no. of weeks of valid range instructional time in student’s program of study’s IF PM = 5 Must be academic year (fall through valid range spring terms). PM3 & PM5B = Total no. of weeks of instructional time in all terms in student’s program of study’s academic year. PM4 & PM5A = The lesser of either (a) total no. of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a fulltime student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its fulltime students to complete the program of study or the program of study’s academic year, not student by student.

January 2001 (2001-2002) (261 H)

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

A

Weeks of Inst. Total number of Time in Program's weeks of Definition of instructional time in Academic Year the institution’s definition of a full academic year for this student’s Program of Study.

221

224

4

A

Cr/Clock Hrs in Award Year

Can be blank when using Blank (PM = 1) 30 to 78 (May never be Payment Methodology 1. Can less than the number never be less than previous provided in positions field. 217 to 218 Weeks of If invalid or BLANK, then set instructional time used accepted value to previous to calculate payment value or If Attended Pell ID default field of Origination Weeks populated, then set record. accepted value to default. If > 78 set to 30. ELSE If Reporting Pell ID default Weeks populated, then set accepted value to default. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can be blank when using Blank (Unless Total number of credit/clock hours in Payment Methodology Payment Methodologies 1,2, 3, & 5. all payment periods 5 and AC 6, or institution expects Payment Methodology If invalid, out of range or greater than Credit/clock hours this student to attend 4) in this student’s program of or Ranges = and be paid for study’s academic year, then during this Federal 0000 to 3120 AC = accepted value equal to Clock Hour (5) Pell Grant Award previous value or equal to 0000 to 0100 AC = year. Credit Hours without Cr/Clock Hrs for Academic Year. terms(6) If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be blank if PM 5 and AC 6.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-40

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

A

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

229

231

232

250

A/N Institution Internal This is an internal Institutional defined Sequence Number sequence number the institution can define. 19 A Unused Reserved for Constant spaces expansion 250 Total Record Length

3

Can be blank when using Payment Methodologies 1,2, 3, & 5. If invalid or BLANK, then set accepted value to previous value or If Attended Pell ID default Hours populated, then set accepted value to default. ELSE If Reporting Pell ID default Hours populated, then set accepted value to default. ELSE set accepted value to 900 if Academic Calendar = 5 or set accepted value to 24 if Academic Calendar = 6. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be less than previous field. No editing by RFMS will be done on this field.

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-41

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

24 33

32 34

9 2

35

40

6

41

45

5

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-42

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

59

59

1

60

60

1

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-43

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

N

68

75

8

N

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

Dollars and cents. Use leading zeros and report cents as ‘00’; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAXIMUM Format = CCYYMMDD Range = N days prior to DISBURSEMENT START DATE (20010701) to DISBURSEMENT END DATE (20070930). CCYYMMDD = Range = [see field position 68 in this record]or BLANK CCYYMMDD = Range = [see field position 68 in this record]or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK

76

83

8

N

84

91

8

N

92

99

8

N

100

107

8

N

108

115

8

N

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

Date 2nd disbursement to student is estimated to be made. Date 3rd disbursement to student is estimated to be made. Date 4th disbursement to student is estimated to be made. Date 5th disbursement to student is estimated to be made. Date 6th disbursement to student is estimated to be made.

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-44

Origination Acknowledgement Record (Continued)
Field Length Positions (# of First Last Bytes) 116 123 8 Type Field Name Description Date 7th disbursement to student is estimated to be made. Date 8th disbursement to student is estimated to be made. Date 9th disbursement to student is estimated to be made. Date 10th disbursement to student is estimated to be made. Date 11th disbursement to student is estimated to be made. Date 12th disbursement to student is estimated to be made. Date 13th disbursement to student is estimated to be made. Date 14th disbursement to student is estimated to be made. Date 15th disbursement to student is estimated to be made. Valid Values Processing Notes/Edits

N

124

131

8

N

132

139

8

N

140

147

8

N

148

155

8

N

156

163

8

N

164

171

8

N

172

179

8

N

180

187

8

N

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

CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK CCYYMMDD = Range = [see field position 68 in this record] or BLANK

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-45

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

D

196

196

1

A

197

197

1

A

CCYYMMDD = Accepted First date that the Enrollment Date student was enrolled Range = 20010101 to 20020630 in an 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 2001-2002 funds, report the actual start date of the student's classes for that payment period. Value Tuition Range Accepted Low Flag to identify Tuition & Fees tuition ranges when 1 = TBD 0 Flag the annual tuition is 2 = TBD 1-262 less than or equal to 3 = TBD 236-524 minimum defined by or BLANK = low low tuition and fees tuition does not apply table. If blank or invalid, then Accepted Status of verification A = Accurate If selected by CPS, then set Verification of applicant data by C = Calculated Status Flag the school. N = SAR Transaction approved value to previous Not Selected by CPS value or “W” ELSE set approved value to “N” for Verification Process R = Reprocessed S = SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T = Tolerance W = Without Documentation

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-46

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

A

199

200

2

N

201

205

5

N

206

206

1

A

BLANK = Not incarcerated Y = Yes, the student is incarcerated in a local institution, but is otherwise eligible. N = No, if student previously reported as incarcerated, but is not or is no longer. incarcerated Transaction number Must be numeric: 01 Accepted from eligible SAR to 99 Transaction used to calculate Number award Range = 00000to Must equal the Accepted Expected Family student's Expected EFC MAXIMUM. Family Contribution Contribution from the ISIR or (EFC) SAR. May be the primary or secondary EFC value. Accepted Code indicating O = Federal Pell Secondary which EFC value is Grant award Expected Family used to determine previously based on Contribution Code award amount the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. OR BLANK if Secondary EFC not used. Accepted Incarcerated Federal Pell Recipient Code Code to indicate the student’s incarcerated status for students incarcerated in local penal institutions, but are otherwise eligible to receive Federal Pell Grants.

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-47

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

N

Accepted Academic Calendar

208

208

1

N

1 = Credit Hours – Calendar which non-standard terms; applies to this student's educational 2 = Credit Hours - standard program. Must be terms of quarters; 3 = Credit Hours - standard valid or system accepted to process terms of semesters; 4 = Credit Hours - standard record. terms of trimesters; 5 = Clock hours; 6 = Credit Hours without terms; Accepted Payment Formula used to 1 = (a)Credit hour with Methodology calculate the standard terms in which total student's Federal Pell weeks of instructional time Grant. Fall through Spring terms equal or exceed 30 weeks, or have been granted waiver; or (b) School offers a summer term in addition to fall through spring terms, could calculate awards using Formula 1 or 2 and chooses to perform alternate calculation (AC = 2,3, or 4) 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC = 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC = 1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC = 5 or 6) 5 = Programs of study by correspondence (AC = 1,2,3, or 4 denotes Formula 5B AC = 6 denotes Formula 5A)

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-48

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

N

216

216

1

A

Dollars and Cents. Accepted Cost of Must equal COA Use Leading Zeros; do not Attendance calculated by the institution following include the $ sign or decimal point the Federal Pell Range: 0000000-9999999 Grant Payment regulations. Accepted The code that appliesBlank (AC = 5 or 6) 1 = Full-time (AC = 1, 2, 3, or Enrollment Status to the student's expected enrollment 4 and Payment Methodology not equal to 5) status for the 2 = 3/4 time (AC = 1, 2, 3, or 4 AWARD YEAR. Changes to this field and Payment Methodology not will be accepted for equal to 5) 3 = ½ time (AC = 1, 2, 3, or 4) the entire award 4 = Less than ½ time (AC = 1, year. Must be valid when 2, 3, or 4) 5 = Other (AC = 1, 2, 3, or 4 Payment Methodologies 1, 2, and Payment Methodology not equal to 5) 3 or 5 are used.

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-49

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

A

Blank or Accepted Weeks Total Number of weeks on of Instructional instructional time provided by 00 to 78 Time Used to this student’s Program of Study Calculate Payment during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1 = Blank PM2 = Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B = Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A = The lesser of either (a) total number of weeks of instructional time for a fulltime student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its full-time students to complete the program of study or the program of study’s academic year, not student by student.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-50

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

221

224

4

225

228

4

229

231

3

232 251

250 255

19 5

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-51

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

N

Previously Accepted Transaction Number

258

262

5

N

Previously Accepted EFC

263

263

1

A

Previously Accepted Secondary EFC Code

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-52

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

N

271

345

75

N

346

355

10

N

355

Dollars and cents. Previously COA previously Use leading zeros; do Accepted Cost of accepted and Attendance currently stored by not include the $ sign or decimal point. RFMS for this student. This field Range = 0000000 to 9999999. will only be populated for rejected originations. List of up to twenty- Twenty-five Origination edit/reject codes of = Warning/Reject five 3-digit reject/warning codes 000 to 999 Reasons Position XXX-XXX: which occurred during processing of 1st code Position XXX-XXX: this origination 2nd code record. Only edit Position XXX-XXX: codes hit will display in the field. 3rd code... Position YYY-YYY: Otherwise, this space will be zero 25th code filled. ED Use Flags Flags that are set to Format = inform institutions of 0000000000 to modifications that 1111111111 have been made to Values = 0 – indicates their database and not set require immediate 1 = indicates flag is 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 . Total Record Length

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-53

Batch Reject Reasons
What's included:
• • •

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

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-54

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

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-55

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

MRR Institution Pell ID: Field Positions 48 to 53

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-56

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

Disbursement Record Description Disbursement Acknowledgement Record Description

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-57

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

A/N

Origination ID

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

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

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

24

36

13

A/N

37 38

37 39

1 2

A N

40

40

1

A

This field can contain any crossreference information useful to the institution to identify student records internally. Action Code Action code Will always be blank No editing Disbursement Number of this This field is required. Identifier Reference Number disbursement. RFMS Must be numeric: 01 91 to 99 are Reserved for RFMS system generated to 90 will send disbursements disbursement If number is equal to number number 91 to 99 for associated with Origination ID, system generated then reject record as duplicate. disbursement. Debit/ Credit Indicates whether This field is required. If first accepted disbursement, P = positive then must equal “P”. Indicator Flag the Reported N = negative Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year.

Institution Cross-Reference

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-58

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

N

Disbursement Amount

Amount of disbursement for student

48

55

8

D

Disbursement Date

Date this disbursement was or will be made to the student.

56

63

8

D

Payment Period Start Date

Beginning date of the Payment Period

64

100

37 100

A

Unused Total Record Length

Reserved for future expansion

This field is required. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX This field is required. Process Date must be within N days prior of disbursement date. CCYYMMDD = Range = 20010621 to If date plus 30 days > system date, then send 30 day warning 20070930 message. N may be different for Just In Time and Advance Funding Institutions. If institution is ineligible and CCYYMMDD = Range = 20010101 to Payment Period Start date is invalid or not in range, then 20020630 reject the record. If Payment Or Spaces 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. Constant spaces

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-59

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

24

36

13

37

37

1

38

39

2

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-60

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

A

41

47

7

N

48

55

8

N

56

63

8

D

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

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

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

64 101

100 107

37 7

A N

Unused

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-61

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

N

183

192

10

N

193

200

8 200

A

Edit/Comment Three digit comment Twenty-five Codes codes indicating the edit/reject codes of: 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 acknowledgement 25th code record. If less than 25 comments, zero filled. ED Use Flags Flags that are set to Format = inform institutions of 0000000000 to modifications that 1111111111 have been made to Values: their database and 0 = indicates not set require immediate 1 = indicates flag is 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. Unused Reserved for future Constant spaces expansion Total Record Length

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-62

Receiving and Processing ESOAs
What's included:
• •

ESOA Record Description - Summary ESOA Record - Detail

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

2

7

6

8

18

11

19 30

29 45

11 16

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

A

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-63

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

N

Accounting Schedule Number Accounting Schedule Date

51

58

8

D

59

69

11

A/N

70

80

11

A/N

81

91

11

A/N

92

102

11

A/N

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

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

Range = 00000 to 99999

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-64

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

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

114

124

11

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

125

131

7

N

YTD Total Unduplicated Recipients

132

142

11

N

YTD Accepted Disbursement Amount

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

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

143

153

11

N

YTD Posted Disbursement Amount

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

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Custom Layouts 1-65

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

N

165

177

13

N

178

185

8

D

186

198

13

N

199

200

2 200

A

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

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-66

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

2 8

7 18

6 11

19 30

29 45

11 16

Record Indicator Indicates the record Constant “D” = is summary or detail. Detailed institution activity N Reporting Pell-ID of reporting Valid Pell-ID Campus Pell-ID campus Valid DUNS number. A/N Grantee DUNS Data Universal Number Numbering Scheme Format = 999999999BB (DUNS) number where 999999999 is a assigned to the reporting institution. unique number and BB are blanks. A Unused Reserved for future Constant spaces. expansion A/N GAPS Award Used to identify a Valid GAPS Award Number unique funding for number. Format = P063P an institution. CCYYXXXX Comprised of the following fields = Where “P” = constant for PO PO Indicator Indicator CFDA Number CFDA Subprogram “063" = constant for CFDA Number Id Subprogram Fiscal ‘P/J/Q/R’ constant for CFDA Subprogram Year Sequence Number ID P = Advance funded (Obligate only) J = Just in Time (Obligate/Pay) R = Reimbursement (Obligate/Pay) Q = ACA (Obligate/Pay) " " = 3 spaces CCYY = Beginning year of school year pair ‘2001’. XXXX = unique value for each funded institution Valid Date in CCYYMMDD format.

A

46

53

8

D

Transaction Date Effective date of accounting transaction sent to GAPS.

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Custom Layouts 1-67

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

A

Debit/ Credit Indicator Flag

55

65

11

A/N Adjustment Amount

66

73

8

D

GAPS Process Date

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-68

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

A/N Adjustment Batch ID

100

200

101 200

A

Unused Total Record Length

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

Batch ID which generated the adjustment.

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-69

Printing the ESOA
What's included:

ESOA Print Format

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-70

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

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

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

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

B.

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

As of Batch ID

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

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Custom Layouts 1-71

2001-2002 ESOA Print Format (Continued)
DETAILED INFORMATION (PAGE 2)
Electronic Statement of Account Page: 2 ESOA DETAIL BATCH INFORMATION ADJUST REPORT DATE -----------MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY ADJUST AMOUNT ---------------$999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* $999,999,999.99* ADJUST PROCESS DATE -----------MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY MM/DD/CCYY ADJUST BATCH # ADJUST DESCRIPTION -------------------------XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX XXCCYY12345619990101123000 XXXXXXXXXXXXXXXXXXXX

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-72

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

Institution Data Record Description Institution Data Acknowledgement Record Description

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-73

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

N

Pell-ID

7

17

11

N

DUNS Number

18

52

35

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

53

87

35

88

112

25

113

114

2

115

123

9

A/N Mailing Zip Code

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

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-74

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

A/N

174

203

30

A/N

204

217

14

A/N

Internet address of an authorized official. Do not provide an e-mail address usable only with your school’s internal e-mail system. Enter the full name Financial Aid of the institutional Administrator administrator (FAA) Name officially responsible for the accuracy and completeness of the data, starting with first name, e.g., JOHN E DOE. Do not use titles or punctuation. Do not enter the name of your service agent. FAA Telephone Phone number for Number the FAA indicated previously, including area code and extension. Do not enter the number for your service agent.

FAA Email Address

BLANK if unchanged.

May include blanks and special characters.

BLANK if unchanged. Are we going to allow updating?

Numeric only. No parentheses or dashes.

BLANK if unchanged.

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-75

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

A/N

232

232

1

A

Fax number used by the FAA indicated previously, including area code. Do not enter the number for your service agent. Institution Type Code that best describes the type of institution

FAA Fax Number (Optional)

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

233

233

1

A

Financial Control

1 = Less than 1 year BLANK if unchanged. 2 = 1 year, less than 2 years 3 = 2 years, less than 3 years 4 = 3 years, less than 4 years 5 = 4 years (baccalaureate) 6 = 5 years or more Otherwise, leave blank. BLANK if unchanged. 1 = Public The source of financial control for 2 = Private, nonprofit your institution in 3 = Proprietary Pell Grant files, use Otherwise, leave blank. the code that best describes your institution.

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-76

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

A

Academic Calendar

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

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-77

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

237

240

Blank or A/N Weeks of Inst. The number of 30 to 78 Time in Program's weeks of Definition of instructional time in Academic Year the program's academic year. Use leading zeroes BLANK if unchanged. 4 A/N Cr/Clock Hrs in The number of Program's hours/credit hours in and the applicable range = Definition of your school’s 0900 to 3120 for AC Academic Year academic year =5 definition in Pell 0024 to 0100 for AC Grant file. =6 Otherwise, leave blank. 240 Total Record Length

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-78

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

N

Pell-ID

7

7

1

A

Action Status

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

8

31

24

N

Batch Reject Reasons

32

106

75 106

A

Unused Total Record Length

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

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-79

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

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-80

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

N

Requesting Pell-ID campus on Attended Campus Pell-ID

7

7

1

A

Request Type

Code for data request type.

8

8

1

A

9

34

26

A

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

This field is required. If all zeros are entered and the Valid Pell-ID request is a Year-to-Date or Reconciliation request then a YTD or Reconciliation file will be generated for the reporting campus, contained in the Batch ID, and each attended campus associated with the reporting campus. A separate Year-to-Date or Reconciliation file will be generated for each Pell ID This field is required. M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date E = Send output by Cannot be blank for requests Electronic File from the WEB.

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

A

36

36

1

A

Multiple Indicates the Reporting Request institution is Code 1 requesting origination or disbursement information. Indicates the Multiple Reporting Request institution is requesting by Code 2 selected student, selected institution, or all students.

37

47

11

A

Student ID

48

53

6

N

MR Institution Pell-ID

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

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-82

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

A

Origination ID

77

100

24 100

A

Unused Total Record Length

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-83

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

N

Requesting Pell-ID campus Attended Campus Pell-ID

Valid Pell-ID

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

8

8

1

A

9 35

34 35

26 1

A A

36

36

1

A

M = Multiple Reporting R = Reconciliation S = Statement of Account Y = Year-to-Date Code for type of E = Send output by Requested Output Media media to use when Electronic file Type sending output data. Unused Reserved for Future Constant spaces Expansion O=Send Origination Multiple Indicates the information Reporting institution is D=Send Request Code 1 requesting Disbursement origination or information disbursement information. Multiple Indicates the A = Send list of other There may be multiple detail records to Reporting institution is institutions for all accommodate the number Request Code 2 requesting by students of Student IDs or institution selected student, S = Send other numbers listed for the selected institution, institution for attended campus institution. or all students. students listed in record. I = Send students for institution listed in record

Request Type

Code for data request type.

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-84

Data Request Acknowledgements: Multiple Reporting, Reconciliation, Statement of Account, YTD (Continued)
Field Positions First Last 37 47 Length (# of Bytes) 11 Type Field Name Description Valid Values Processing Notes/Edits

A

Student ID

48

53

6

N

MR Institution Pell-ID

54

76

23

A

Origination ID

77

100

24 100

A

Unused Total Record Length

Blank or Must be non-blank MRR 001010001XX to Code 2 equals S. 999999999XX where XX = Uppercase A to Z .(period) '(apostrophe) - (dash) Blank = no last name Must be non-blank if MRR The institution code Blank or Valid Pell-ID Code 2 equals I. for which MR listings are requested. Only required if the MR Code 2 equals I. The Origination ID Format = If Request Type is Y and the for which a Year-to- 999999999XX200299 Origination ID is nonblank then the YTD will be Date is Requested. 999900 Where: generated for that SSN = 001010001 to Origination ID. If the 999999999 Origination ID is not found Name Code = XX or invalid the request will Year Indicator = be rejected. 2002 Valid Attended PELL ID = 999999 Orig Sequence Number = 00 Reserved for future Constant spaces expansion The Student SSN and Name code for which a MR is requested. Only required if MR Code 2 equals S.

March 2001 (2001-2002) (261 H)

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Custom Layouts 1-84A

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

A

Record Type

3

8

6

N

9

9

1

A

Code that indicates RO = Originated the reason the Institution institution is RD = Disbursed receiving the record. Institution RN = None found CE = Concurrent Enrollment Institution PB = Blocked Institution PR = Blocker Institution PU = Unblocked Institution BC = Blocked and Concurrent Enrollment RC = Blocker and Concurrent Enrollment VW = Verification W SI = Shared SAR ID Must be a valid PellRequesting Pell-ID of the Institution Pell-ID requesting attended ID assigned by the Department of campus of the Education. student. Will be blank for concurrent May be BLANK. enrollment and potential over award records. O = Send origination Multiple Indicates the information Reporting Request institution is D = Send Code 1 requesting disbursement origination or information disbursement information. Will be May be BLANK. blank for concurrent enrollment and potential over award records.

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-85

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

A

11

21

11

A

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

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

January 2001 (2001-2002) (261 H)

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

28

36

9

N

37

38

2

A

39

44

6

N

45 115

114 149

70 35

A/N A/N

150

184

35

A/N

185 210

209 211

25 2

A/N A

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-87

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

251

260

10

261

270

10

271

320

50

321

327

7

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

A/N Zip Code

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-88

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

N

335

336

2

N

337

341

5

N

342

349

8

D

350

357

8

D

358

364

7

N

365

372

8

D

373

380

8

D

381

385

5

N

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

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-89

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

396

411

412 424 425 433

423 424 432 450

Flags that are set to Format = inform institutions of 0000000000 modifications that Where: have been made to Each digit signifies a their database and different situation require immediate 1st = Shared SAR ID action to rectify 2nd = Verification W Status 3rd = Concurrent Enrollment 4th = POP 5th through 10th = Reserved for future use . 16 A/N Student’s Last The last name of the A to Z, 0 to 9, period, Name student. apostrophe, hyphen or blank 12 A/N Student’s First The first name of the A to Z, 0 to 9 or blank Name student. 1 A Student’s Middle The middle initial of A to Z or blank Initial the student. 8 D Student’s Date of The date of birth of Format = Birth the student. CCYYMMDD 18 A Unused Reserved for future Constant spaces expansion 450 Total Record Length N ED Use Flags

January 2001 (2001-2002) (261 H)

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Custom Layouts 1-90

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

17 29 30

28 29 52

12 1 23

53

61

9

62 8062

79 8567

8 6

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

A/N Student’s Last Name

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-91

Reconciliation File Record (Continued)
Field Length Positions (# of First Last Bytes) 8668 8769 2 Type Field Name Description Valid Values Processing Notes/Edits

N

8870

9274

5

9375

9981

7

N

10082 10486

5

N

10587 11193

7

N

94

94

1

A

Transaction number from the eligible SAR used to calculate the award. Expected Family The EFC that corresponds to the Contribution transaction number. (EFC) Origination Award Annual award Amount amount supplied on the origination record. Scheduled Award Scheduled Federal Amount Pell Grant for a student with this EFC and COA attended full-time for a full academic year Total of all the YTD accepted Disbursement Disbursement Amount amounts for the student. Verification The verification Status status supplied on the origination record.

Transaction Number

Range = 01 to 99

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

0000000 to 9999999. The first five positions are the whole dollars and the last two positions are the cents. A= Accurate C= Calculated N= SAR Transaction Not Selected by CPS for Verification Process R= Reprocessed S= SAR transaction selected by CPS for verification process but 30% requirement met or Institution is a QAP participant. T= Tolerance W= Without Documentation Y or blank

If there are no disbursements at RFMS or they have all been rejected then this amount will be 0.

11295 11295

1

A

POP Flag

113

150 150100

Unused Total Record Length

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-92

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

2

24

23

25 34

33 35

9 2

36

41

6

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-93

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

A/N Unused

60

60

1

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

No editing

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

61

61

1

A

Unused

Reserved for future Constant spaces expansion.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-94

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

N

69

76

8

N

Accepted Award Must equal the Amount for Entire award amount School Year calculated by the institution to be disbursed to this student for attendance for this entire Pell Grant award year. Accepted Date 1st Estimated disbursement to Disbursement student is estimated Date #1 to be made. Accepted Estimated Disbursement Date #2 Accepted Estimated Disbursement Date #3 Accepted Estimated Disbursement Date #4 Accepted Estimated Disbursement Date #5 Accepted Estimated Disbursement Date #6 Date 2nd disbursement to student is estimated to be made. Date 3rd disbursement to student is estimated to be made. Date 4th disbursement to student is estimated to be made. Date 5th disbursement to student is estimated to be made. Date 6th disbursement to student is estimated to be made.

77

84

8

N

85

92

8

N

93

100

8

N

101

108

8

N

109

116

8

N

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-95

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

N

Accepted Estimated Disbursement Date #7 Accepted Estimated Disbursement Date #8 Accepted Estimated Disbursement Date #9 Accepted Estimated Disbursement Date #10 Accepted Estimated Disbursement Date #11 Accepted Estimated Disbursement Date #12

Date 7th disbursement to student is estimated to be made. Date 8th disbursement to student is estimated to be made. Date 9th disbursement to student is estimated to be made. Date 10th disbursement to student is estimated to be made. Date 11th disbursement to student is estimated to be made. Date 12th disbursement to student is estimated to be made.

125

132

8

N

133

140

8

N

141

148

8

N

149

156

8

N

157

164

8

N

Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = N days prior to 20010701 to 20070930 Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-96

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

N

Accepted Estimated Disbursement Date #13

173

180

8

N

181

188

8

N

189

196

8

D

Format = CCYYMMDD Range = [see field position 69 in this record] or BLANK Accepted Date 14th Format = Estimated disbursement to CCYYMMDD Disbursement student is estimated Range = [see field Date #14 to be made. position 69 in this record] or BLANK Format = Date 15th Accepted CCYYMMDD disbursement to Estimated student is estimated Range = [see field Disbursement position 69 in this to be made. Date #15 record] or BLANK CCYYMMDD = Accepted First date that the Enrollment Date student was enrolled Range = 20010101 to 20020630 in an 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 2001-2002 funds, report the actual start date of the student's classes for that payment period.

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-97

Year-to-Date Record (Origination) (Continued)
Field Length Positions (# of First Last Bytes) 197 197 1 Type Field Name Description Valid Values Processing Notes/Edits

198

198

1

199

199

1

Valid Values: A/N Accepted Low Flag to identify Tuition and Fees tuition ranges when 1= 0 Flag the annual tuition is 2= 1-262 less than or equal to 3= 263-524 minimum defined by or low tuition and fees BLANK= low tuition doesn’t apply. table. A Accepted Status of verification A = Accurate Verification of applicant data by C = Calculated Status Flag the school. N = SAR Transaction Not Selected by CPS for Verification Process R = Reprocessed S = SAR Transaction Selected by CPS for Verification Process but 30% Requirement met or Institution is a Quality Assurance Program Participant T = Tolerance W = Without Documentation A Accepted Code to indicate the BLANK = Not incarcerated Incarcerated student’s Federal Pell incarcerated status Y = Yes, the student is incarcerated in a Recipient Code for students incarcerated in local local institution, but is penal institutions, otherwise eligible. N = No, if student but are otherwise eligible to receive previously reported as Federal Pell Grants. incarcerated, but is not or is no longer. incarcerated

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-98

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

N

Accepted Transaction Number

202

206

5

N

207

207

1

N

208

208

1

N

Transaction number Must be numeric: 01 Changes to this field, after from eligible SAR to 99 associated disbursements are used to calculate made, create a new active award origination record. Disbursements for the previous origination will be set to zero. Range = 00000 to Changes to this field, after Accepted Must equal the associated disbursements are Expected Family student's Expected EFC MAXIMUM made, create a new active Contribution Family Contribution origination record. (EFC) from the ISIR or Disbursements for the previous SAR origination will be set to zero. Accepted Code indicating O = Federal Pell Secondary which EFC value is Grant award Expected Family used to determine previously based on Contribution Code award amount the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S = Federal Pell Grant award based on the secondary EFC, as a calculated by the CPS. OR BLANK if Secondary EFC not used. The academic calendar dictates 1 = Credit Hours Calendar which Accepted non-standard terms; which Payment Methodology applies to this Academic can be accepted. Used in student's educational 2 = Credit Hours Calendar award amount validation. program. Must be standard terms of The following changes in quarters; valid or system Academic Calendar indicate accepted to process 3 = Credit Hours need to change Payment standard terms of record. Methodology. semesters; From To 4 = Credit Hours standard terms of 1 to 2, 3, 4, or 5 trimesters; 2, 3, or 4to 1 or 5 5 = Clock hours; 5 to 2, 3, 4, or 6 6 = Credit Hours 6 to 1 or 5 without terms;

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-99

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

N

The Payment Accepted Payment Formula used to 1 = (a)Credit hour with Methodology calculate the standard terms in which Methodology dictates the data required for student's Federal Pell total weeks of Enrollment status, Weeks Grant Award. instructional time Fall of instructional time, through Spring terms equal or exceed 30 weeks, Weeks of instructional time in academic year, or have been granted Credit/Clock Hours waiver; or (b) School offers a summer term in expected to complete, Credit/Clock Hours in addition to fall through academic year. spring terms, could calculate awards using Used in award amount Formula 1 or 2 and validation. chooses to perform alternate calculation (AC = 2,3, or 4) 2 = Credit hour with standard terms in which total weeks of instructional time Fall through Spring terms are less than 30 weeks, has not been granted waiver. Institution does not use alternate calculation (AC = 2,3, or 4) 3 = Credit hour with standard or non-standard terms (AC = 1,2,3, or 4) 4 = Clock hour or Credit hour without terms (AC = 5 or 6) 5 = Programs of study by correspondence (AC = 1,2,3, or 4 denotes Formula 5B AC = 5& 6 denotes Formula 5A)

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-100

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

N

217

217

1

A

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

March 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-101

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

A

Accepted Weeks of Instructional Time Used to Calculate Payment

Total Number of weeks on BLANK or instructional time provided 00 to 78 by this student’s Program of Study during a full academic year. Valid Values depend upon Payment Methodology and Academic Calendar fields. Must be completed when Payment Methodologies 2, 3, 4, or 5 are used. PM1 = Blank PM2 = Total number of weeks of instructional time in student’s Program of Study’s academic year (fall through spring terms). PM3 & PM5B = Total number of weeks of instructional time in all terms in student’s Program of Study’s academic year. PM4 & PM5A = The lesser of either (a) total number of weeks of instructional time for a full-time student to complete hours in student’s program of study, or (b) total number of weeks of instructional time for a fulltime student to complete hours in student’s program of study’s academic year. Institution determines this based on the time required for the majority of its fulltime students to complete the program of study or the program of study’s academic year, not student by student.

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-102

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

A

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

222

225

4

A

Accepted Cr/Clock Hrs in Award Year

226

229

4

A

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

230

232

3

233 252

251 256

19 5

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

BLANK or The number of 30 to 78 weeks of instructional time in the program's academic year. Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. BLANK or Total number of credit/clock hours in Ranges = all payment periods 0000 to 3120 institution expects Academic calendar 5 this student to attend 0000 to 0100 Academic calendar 6 and be paid for during this Federal Pell Grant Award year. BLANK or Total number of credit or clock hours Range = in the institution’s 0900 to 3120 definition of a full Academic calendar 5 academic year for 0024 to 0100 Academic calendar 6 this student’s Program of Study. This is an internal Institutional defined sequence number the institution can define. Reserved for Constant spaces expansion Scheduled amount Range = for a full time 00000 to Maximum student. Award Amount

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

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

Can be blank when using Payment Methodologies 1,2, 3, & 5. If incorrect, change to standard value. If supplied and not needed for payment methodology, ignore. Used in award amount validation. No editing

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-103

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

286

294

9

295

302

8

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

A

Student Name

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

Valid Social Security Number or BLANK if not matched

Valid date of birth = CCYYMMDD

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-104

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

A

304

310

7

N

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

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

311

336

26

A

Batch ID

337

344

8

D

Process Date

345

350

6 350

A

Unused Total Record Length

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range = 0000000 to AWARD AMOUNT MAX Number generated Format = by the institution to CCYYXX999999CC uniquely identify a YYMMDDHHMMS S specific batch of records. Format for where: XX = batch type code the batch ID is (alpha) specified. CCYY = last year in cycle = ‘2002' 999999 = Reporting Pell ID CCYYMMDD = date batch created HHMMSS = time batch created Format = Date this record CCYYMMDD (segment) was processed by the Federal Pell Grant program Reserved for future Constant spaces expansion

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-105

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

A

2

24

23

A/N

25

37

13

A/N

38

38

1

A

39

40

2

N

Indicates if record is Constant: “D” the YTD Origination, YTD Disbursement, or Summary data. Identifier Origination ID Unique number used Format = 999999999XX200299 to identify the origination for which 999900 the disbursement is Where: to be applied against. SSN = 001010001 to 999999999 Name Code = XX Year Indicator = 2002 Valid PELL ID = 999999 Orig Sequence Number = 00 Institution defined No editing Institution This field can Cross-Reference contain any crossreference information useful to the institution to identify student records internally. Action Code Code to indicate A = Accepted - all action to be taken fields accepted C = Corrected - one or more fields corrected Disbursement Number of the Must be numeric: 01 Identifier = 91 to 99 are Reference disbursement per to 90 Reserved for RFMS system Number student for the generated disbursements Award Year YTD Record Indicator

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-106

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

N

48

48

1

A

49

56

8

D

57 58

57 65

1 8

N N

Dollars and cents. Amount of Use leading zeros; do disbursement for student's payment not include the $ sign or decimal point. period. If an Range = 00000 to adjustment, this Maximum for Award value is a replacement amount. Year Accepted Debit/ Indicates whether P = positive N = negative Credit Indicator the Reported Flag Disbursement Amount is an increase or a decrease to the total amount that has been disbursed to the student for the award year. Disbursement Date this CCYYMMDD = Date disbursement was or Range = 20010621 to will be made to the 20070930 student. Unused Reserved for future Constant spaces expansion Payment Period Beginning date of CCYYMMDD = Start Date Payment Period Range = 20010101 to 20020630 or BLANK Accepted Disbursement Amount Unused Reserved for future Constant spaces expansion

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

Field is required when an institution is ineligible.

66

103

38

A

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-107

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

A/N Disbursement Batch ID

130

350

221 350

A

Unused Total Record Length

Format = #DCCYY999999CCY YMMDDHHMMSS where: CCYY = last year in cycle = ‘2002' 999999 = Reporting PELL ID CCYYMMDD = date batch created HHMMSS = time batch created Reserved for future Constant spaces expansion Number generated by the institution to identify the batch of disbursement records.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-108

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

A

2

8

7

N

9

15

7

N

16

22

7

N

23

29

7

N

30

36

7

N

37

43

7

N

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-109

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

N

Disbursements Accepted

51

57

7

N

Disbursements Corrected

58

64

7

N

Disbursements Rejected

65 68

67 74

3 7

N N

Comment Code XXX Comment Code XXX Count

75

77

3

N

Comment Code XXX

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

Range = 0000000 to 9999999

Range = 0000000 to 9999999

Range = 0000000 to 9999999

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

Range = 000 to 999 or Blank

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-110

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

N

85 88

87 94

3 7

N N

95 98

97 104

3 7

N N

105 108

107 114

3 7

N N

115 118

117 124

3 7

N N

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

Range = 0000000 to 9999999 or Blank

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

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

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

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

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-111

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

N N

Comment Code XXX Comment Code XXX Count

135 138

137 144

3 7

N N

145

147

3

N

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

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

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

Range = 000 to 999 or Blank

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-112

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

N

Comment Code XXX Count

155 158

157 164

3 7

N N

Comment Code XXX Comment Code XXX Count

165

350

186 350

A

Unused Total Record Length

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

Range = 0000000 to 9999999 or Blank

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

Constant spaces

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Custom Layouts 1-113