Appendix C - ESOA Print Format and Specifications

Electronic Statement of Account (ESOA)
Description
The Electronic Statement of Account (ESOA) details an institution’s spending authorization and amount expended to date. This section provides a sample as specified in EDExpress software.

Output Specifications (Layout and Printing Instructions)
The ESOA report contains:
• •

Header - see Sample Output Document for correct header information. Summary Information – see the following ESOA Print (Summary Information) table. Detail Information – see the ESOA Detail Information table that follows the ESOA Print (Summary Information) table.

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RFMS Technical Reference

Appendix C C-1

Electronic Statement of Account (ESOA)
ESOA Print (Summary Information)
This table of print specifications is used in EDExpress software and is provided as an example. Row 1 2 3 Field Name in EDExpress Pell Institution Number Institution Name Printing Instructions Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Print the value for this field associated with the Reporting Campus ID # as defined on the Pell institution database table. Print the value for this field associated with the Reporting Campus ID # as defined on the Pell institution database table. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Print date in MM/DD/CCYY format. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount.

4

State

5 6 7 8 9

Grantee Duns Number GAPS Award Number

Accounting Schedule Accounting Schedule Date

10 11

A. Previous Pell Grant Obligation Current Pell Grant Obligation

12

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RFMS Technical Reference

Appendix C C-2

ESOA Print (Summary Information) (Continued)
Row 13 Field Name in EDExpress Adjustment (Increase + or Decrease -) Printing Instructions Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Calculate Adjusted Obligation Amount as the absolute value of (Previous minus Current). If current is higher, print a “+” after the Adjustment amount; if the previous is higher, print a “-” after the Adjustment amount. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Calculate Adjusted Payment Amount as the absolute value of (Previous minus Current). If current is higher, print a “+” after the Adjustment amount; if the previous is higher, print a “-” after the Adjustment amount. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Print date in MM/DD/CCYY format. Print a blank row. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Insert ','s if number is over 999. If spaces, leave blank. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount.

14 15

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

16

17

18 19

GAPS Drawdowns/Payments

20

Date of Last Activity in GAPS

21 22

YTD Total Unduplicated Recipients YTD Pell Accepted Disbursement Amount YTD GAPS Posted Disbursement Amount

23

24

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RFMS Technical Reference

Appendix C C-3

ESOA Print (Summary Information) (Continued)
Row 25 Field Name in EDExpress YTD Administrative Cost Allowance Printing Instructions Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print a blank row. Print the value for this field as defined on the Pell ESOA Summary database table for the specified institution. Print format for batch # is : XXCCYY123456CCYYMMDDHHMMSS Print a blank row. Print a blank row. Print Section A Notation as stated below: Section A values applicable only for advanced funded accounts. Print Section B Notation as stated below: Section B values applicable only for just in time and reimbursement accounts.

26 27

As of Batch ID

28 29 30

31

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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RFMS Technical Reference

Appendix C C-4

ESOA Detail Information
Row 1 2 3 4 5 6 Column N/A N/A N/A N/A N/A 1 Field Name in EDExpress Electronic Statement of Account Page: 2 Blank Line Blank Line ESOA Detail Batch Information Blank Line Adjust Report Date Printing Instructions Print the label and the insert the page #. Print a blank line. Print a blank line. Print the literal section label: ‘ESOA DETAIL BATCH INFORMATION’. Print a blank line. Print the value for this field as defined on the Pell ESOA detail database table for the specified institution. Print date in MM/DD/CCYY format. Print the value for this field as defined on the Pell ESOA detail database table for the specified institution. Reformat dollar amount. If the DEBITCREDITFLAG on the ESOA Detail table is “P”, print a “+” after the amount; if the flag is “N”, print a “-” after the amount. Print the value for this field as defined on the Pell ESOA detail database table for the specified institution. Print date in MM/DD/CCYY format. Print the value for this field as defined on the Pell ESOA detail database table for the specified institution. Print the literal value for this field as defined on the Pell ESOA detail database table for the specified institution.

6

2

Adjust Amount

6

3

Adjust Process Date

6

4, Line 1

Adjust Batch #

6

4, Line 2

Adjust Description

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RFMS Technical Reference

Appendix C C-5

Sample Output Document
SUMMARY INFORMATION
Report Date: MM/DD/CCYY U.S. DEPARTMENT OF EDUCATION STUDENT FINANCIAL ASSISTANCE PROGRAMS Report Time: HH:MM:SS 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. 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 -) 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

B.

GAPS Drawdowns/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.

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Appendix C C-6

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 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

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*

January 2001 (2001-2002) (261 H)

RFMS Technical Reference

Appendix C C-7