RFMS Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000

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TABLE OF CONTENTS PELL GRANT (EDE) TECHNICAL REFERENCE
OVERVIEW................................................................................................................................O-1 Preface......................................................................................................................................O-1 Sources of Assistance...............................................................................................................O-3 System Options.........................................................................................................................O-8 Items to Consider in Choosing a System Option......................................................................O-9 PC Requirements....................................................................................................................O-10 Interface Requirements...........................................................................................................O-10 Interface with other ED-provided Software Systems on PC..................................................O-11 Interface with other Software Systems on Campus................................................................O-11 INTRODUCTION.........................................................................................................................I-1 RFMS Software..........................................................................................................................I-1 Pell Authorization.......................................................................................................................I-2 Origination Records...................................................................................................................I-2 Origination Record Acknowledgment........................................................................................I-3 RFMS Corrections..................................................................................................................I-3 Disbursement Records and Special Disbursement Records.......................................................I-4 Timing of Submissions...............................................................................................................I-4 Acknowledgment Disbursement Record Items..........................................................................I-5 Special Disbursement Records...................................................................................................I-5 Disbursement Record and Special Disbursement Record Acknowledgment.............................I-5 RFMS Corrections..................................................................................................................I-6 Reporting Changes.................................................................................................................I-6 Changes to Origination Record Information..........................................................................I-7 Changes to Disbursement Information...................................................................................I-7 Multiple Reporting Record.........................................................................................................I-7 Requesting MRRs..................................................................................................................I-8 Automatic MRRs....................................................................................................................I-8 Potential Overaward...............................................................................................................I-8 Concurrent Enrollment...........................................................................................................I-8 Year-To-Date Records................................................................................................................I-9

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CUSTOM LAYOUTS..................................................................................................................1-1 Processing Pell Grant Data—Processing Cycles.......................................................................1-1 Pell Authorization......................................................................................................................1-1 Printing the ESOA.....................................................................................................................1-2 Origination Records...................................................................................................................1-2 Submitting Origination Records............................................................................................1-2 Headers and Trailers...........................................................................................................1-2 Construction...........................................................................................................................1-3 Grant Batch Editing...............................................................................................................1-4 Origination Record Batch Processing....................................................................................1-4 Origination Acknowledgment Records.................................................................................1-5 Disbursement Records (General Description)...........................................................................1-5 Regular Disbursement Record...............................................................................................1-5 Special Disbursement Record................................................................................................1-5 Disbursement Acknowledgment Records..............................................................................1-6 Special Disbursement Acknowledgment Records.................................................................1-6 Data Request Records................................................................................................................1-6 Data Request Acknowledgment Records..............................................................................1-6 Institution Data Records........................................................................................................1-6 Multiple Reporting Records (General Description)..................................................................1-6 MRR Process.........................................................................................................................1-7 Requesting Multiple Reporting Records...............................................................................1-7 Types of Multiple Reporting Records Produced by RFMS...................................................1-8 Potential Overaward Project (POP)...........................................................................................1-8 Importing Data to Populate Databases......................................................................................1-9 Electronic Requests for RFMS Data Batches............................................................................1-9 1999-2000 RFMS Record Layouts..........................................................................................1-12 COMBINATION LAYOUTS.......................................................................................................2-1 APPENDICES APPENDIX A: GLOSSARY .....................................................................................................A-1 APPENDIX B: ACRONYMS AND ABBREVIATIONS..........................................................B-1 APPENDIX C: ESOA PRINT FORMAT AND SPECIFICATIONS.........................................C-1 APPENDIX D: EDIT CODES AND MESSAGES.....................................................................D-1

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Overview
Preface
This technical reference is provided to postsecondary institutions participating in the U. S. Department of Education Pell Grant Program. It contains technical system information that allows you to either: • • • Build your own system, Use a system provided by another organization (for example, a vendor or third-party servicer), or Use EDExpress (the software package provided by the U.S. Department of Education) in combination with your own system or vendor provided software.

The Pell Grant Technical Reference for 1999-2000 is organized into the following three sections:

Overview
• • • • • Preface Sources of Assistance System Options Items to Consider in Choosing a System Option PC Requirements

Introduction
• • • • • • • • • Intro to New RFMS RFMS Software Pell Authorization Origination Records Origination Acknowledgment Disbursement Records Disbursement and Special Disbursement Acknowledgments Multiple Reporting Record Year-to-Date Record

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Custom
• Record Layouts

Combination
• Combination Layouts

All schools should read the Overview section. It contains important phone numbers to call for assistance, as well as information to help you choose how you want to participate electronically in the program. If you choose to use a custom system, read the Custom section thoroughly. It provides you with essential record layouts pertinent to building your own system. If you choose to use a combination of systems, read the Combination section thoroughly, as it provides you with essential records layouts pertinent to using a combination of systems. See the following section, Sources of Assistance, for additional resources of help.

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Sources of Assistance
If you have concerns or questions, listed below are sources of assistance:

CPS Customer Service
Telecommunications Device for the Deaf (TDD/TTY) E-mail: cps@ncs.com

800/330-5947
800/511-5806

SFA Technical Support: http://www.ed.gov/offices/OSFAP/sfatech/listserv.html Fax: 319/358-4260 Working hours are 7:00 a.m. - 7:00 p.m. (CT) • • • • • • • • • • • • • • • • Custom/Combo/Mainframe Support CPS Batch Status Direct Loan Record Layouts Direct Loan Technical Reference EDE Technical Reference FISAP Technical Reference Packaging Technical Reference EDExpress Software — App Express Processing, Packaging, Direct Loan, and Pell Payment Packaging Technical Reference QAP Software SSCR-32 Software SSCR Technical Reference Renewal Application Processing Rejected EDE records and batches Use of CPS On-line Query

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Direct Loan Client Account Managers
Region I (CT, MA, ME, NH, RI, VT) Region II (NJ, NY, PR, VI) Region III (DC, DE, MD, PA, VA, WV) Region IV (AL, FL, GA, KY, MS, NC, SC, TN) Region V (IL, IN, MI, OH, WI) Region VI (AR, LA, NM, OK, TX) Region VII (IA, KS, MO, NE) Region VIII (CO, MN, MT, ND, SD, UT, WY) Region IX (AZ, CA, HI, NV) Region X (AK, ID, OR, WA) 617/565-6911 212/264-8012 215/656-5929 404/562-6259 312/886-8766 214/880-2405 816/880-4090 303/844-3677 EXT 121 415/556-4201 206/287-9840

Direct Loan Consolidation Center

800/557-7392

ED Direct Loan Consolidation Information Page Web site address: http;//www.ed.gov/Direct_Loan/consolid.html Direct Loan Consolidation Information Center Web site address: http://www.loanconsolidation.ed.gov Direct Loan Consolidation Information Center E-Mail address: loan_consolidation@mail.eds.com (can only be accessed from icon at Information Center Web site labeled “Contact Us”) Working hours are 7:00 a.m. - 7:00 p.m. (CT)

Direct Loan Operations Staff
E-Mail: direct_loans@ed.gov • Direct Loan Procedures and Operations

202/708-9951

Web site address: http://www.ed.gov/DirectLoan Working hours are 7:30 a.m. – 4:30 p.m. (ET)

Direct Loan Origination Center
E-mail: loan_origination@mail.eds.com Fax: • • • • • • • • 800/557-7396 Working hours are 8:00 a.m. - 8:00 p.m. (ET) Acknowledgements Batch Integrity Errors Check Sum Errors Direct Loan Batch Status Implementation Guide Questions Interface Issues Promissory Notes Rejected Direct Loan Batches

800/848-0978

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Direct Loan Servicing Center
(Borrower Referral Only) Telecommunications Device for the Deaf (TDD/TTY) Working hours are 8:00 a.m. - 8:30 p.m. (ET) Web site address: http://www.dlServicer.ed.gov Fax: 800/848-0984

800/848-0979
800/848-0983

School Services
Working hours are 8:00 a.m. - 8:30 p.m. (ET) • • Delinquency Issues Interface Issues

888/877-7658

FAFSA on the Web and FAFSA Express Customer Service
E-mail: FAFSAWeb@ncs.com FAFSA on the Web site address: http://www.fafsa.ed.gov

800/801-0576

FAFSA Express Web site address: http://www.ed.gov/offices/OPE/express.html PIN Web site address: http://www.pin.ed.gov Working hours are 7:00 a.m. - 10:00 p.m. (CT) • • • • • FAFSA on the Web, Renewal App on the Web, and Correction on the Web Assistance FAFSA Express Software Assistance Application Status General Questions on Electronic Filing Help Accessing the Web Page

Federal Pell Grant Program
Fax: (301) 548-2396 E-mail: #pell_systems@ed.gov Website: www.pellgrantsonline.ed.gov IFAP Website: www.ifap.ed.gov

800/4-P-GRANT or 800/474-7268

The SFATECH Website can be accessed directly from the IFAP Website.

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Working hours are 8:00 a.m. - 8:00 p.m. (ET) Monday through Friday

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Customer Service
• • • • • Batch Processing Status and Rejected Batches Current Authorization Level General Inquiries concerning RFMS Information and Data Request Regarding Award Years Prior to 1999-2000 Pell Grant Web Page Questions

WEB PAGE
• • • Authorization Level for 1999-2000, 2000-2001 Batch Status for 1999-2000, 2000-2001 Links to Pell Resources

Federal Student Aid Information Center or
Telecommunications Device for the Deaf (TDD/TTY) Working hours are 8:00 a.m. - 8:00 p.m. (ET) • • • • • • Application Status Distribution of Selected Publications Duplicate SARs or Address and School Changes (Student Only) 319/337-566

800/4-FED-AID 800/433-3243
800/730-8913

NSLDS Borrower Tracking Questions Student Financial Aid Program Questions

Grant Administration and Payment System 888/336-8930 (GAPS)
Web site address: http://gapsweb.ed.gov Working hours are 8:00 a.m. – 7:00 p.m. (ET)

National Student Loan Data System (NSLDS) 800/999-8219
Web site address: www.nslds.ed.gov E-Mail SFAMAIL@NCS.ed.gov Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000) January 26, 2000 Page O-7 address:

Working hours are: 7:00 a.m. - 7:00 p.m. (CT) • • • • • NSLDS Batch Status Online NSLDS Perkins Data Rejected NSLDS Records SSCR Assistance

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Direct Loan Policy
Working hours are 7:00 a.m. - 4:00 p.m. (ET) • • Policies Regulations

202/708-8242

Title IV WAN Customer Service
E-mail: t4wan@ncs.com Fax: 319/339-6983 Working hours are 7:00 a.m. - 10:00 p.m. (CT) • • • • • • • Billing and Invoices Campus-Based Award Letter EDconnect EDE Enrollment and Participation Network Password Changes and Resets Software and User Manual Distribution Transmission Errors

800/615-1189

Universal Automation Labs (UAL)
Working hours are 8:00 a.m. - 5:30 p.m. (ET) Fax: 301/565-0613 • FISAP Edit File • Replacement Year-to-Date File

301/565-0032

For FISAP-related operational/procedural questions, call the U.S. Department of Education at 202/708-7741 Fax: 202/260-0522 or 202/401-0387

Note: Telephone numbers are subject to change.

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System Options
The U.S. Department of Education gives you maximum flexibility in fashioning a system solution that best meets your institution’s needs and loan origination options. There are three system options: 1. Custom System You have the option of developing a system to support all the necessary tasks required to participate in the Federal Pell Grant Program, purchasing a software package from a third-party servicer, or contracting a third-party servicer. 2. Combination EDExpress/Custom System You can choose to use a portion of the functions provided by EDExpress in conjunction with external systems or software from another vendor. EDExpress allows you to import data captured in other on-campus systems (for example, a financial aid packaging system). Beginning in 2000-2001, it will also enable you to export data from the EDExpress database needed by other on-campus systems (such as the institution's business office). 3. EDExpress EDExpress is a comprehensive financial aid management system provided at no cost by the U.S. Department of Education. It is a student-based system that allows you to perform functions, such as processing Federal application data, including loading and printing Institutional Student Information Records (ISIRs) received electronically from the Central Processing System (CPS). It also computes student award packages; maintains funds; tracks file documents; generates reports; establishes loan origination records; prints promissory notes; manages disbursement data; reconciles funds; and reports Federal Pell Grant payment data.

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The following section addresses questions that may help you decide which system design option is best for your institution.

Items to Consider in Choosing a System Option
Grant Volume Available Resources How large is the grant volume at your institution? How much of the following resources are available: staff, data processing resources, equipment, and money? What existing systems are in place and how easy is it to integrate? Is there enough time available for a system to be developed? Are there existing means of communication between offices involved in the Pell Grant program? (These offices could include financial aid and bursars.)

Existing Systems

Time Constraints

Campus Communications

If you participate in the Electronic Data Exchange (EDE) with EDExpress, the Department of Education provides personal computer (PC) software designed to manage financial aid processing, including the Pell Grant Program. Modules in EDExpress include Application Processing, Packaging, Direct Loan, and Pell Payments. The remainder of this section describes the hardware and interface requirements of the Combination EDExpress Custom System option.

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PC Requirements
For the highest efficiency and processing speeds, the recommended configuration should be followed. If you are planning an equipment purchase to participate in the Federal Pell Grant Program, the following list describes the minimum required configuration:

Processor Keyboard Microsoft Windows Available hard disk space RAM Printer Modem Mouse Driver Tape Back-up Unit CD-ROM Floppy Disk Drive Monitor and Video Card

IBM-compatible PC with a Pentium 200 MHz or comparable Windows 95 Keyboard Windows95, Windows 98, or Windows NT 4.0 or above 4.0 GB SCSI Hard Drive 64 MB RAM Laser printer capable of printing on standard paper (8.5 x 11) 56K Analog Modem Microsoft-compatible Capacity should equal the size of the stored data. 12x CD ROM Drive with Sound Board* 3.5” high-density/1.44 MB Disk Drive 800 X 600 Super VGA

*Required if institutions want to use the EDExpress tutorial. Note: A backup of EDExpress should be performed on a regular basis. Make sure your backup can be restored. If you are running EDExpress on a local area network (LAN), refer to the EDExpress Installation Guide for LAN Hardware and Software recommendations.

Interface Requirements
EDExpress interfaces with other ED-provided software modules and systems resident on the same PC, with other systems at the institution, and via the Student Aid Internet Gateway (SAIG).

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Interface with other ED-provided Software Systems on PC
EDExpress includes modules for Application Processing, Packaging, Direct Loan, and Pell. You can import ISIRs from the Application Processing module to create Pell Grant records. However, each record requires manual entry (or import change) before the record can be originated. Alternatively, you can import packaged student records from the Packaging module of EDExpress to create Pell origination records. EDExpress uses the award amounts calculated in the Packaging module to establish the grant records in the Pell module. The Student Aid Internet Gateway (SAIG) communications software, EDconnect, can coexist on the same PC with EDExpress. EDconnect is a window's software package that participants use to transmit data across the network to the RFMS systems. EDconnect is compatible with the LAN; however, care should be taken when using EDconnect in a LAN environment because of its lack of file and record-locking capabilities. Interface with other Software Systems on Campus Your other institutional computer systems, used for registration or accounting, are potential providers of data to the EDExpress Pell Grant Software. EDExpress is designed to import data captured in these other systems that has been reformatted according to specifications provided in this technical reference. Likewise, data in EDExpress is of potential use to other on-campus systems. Therefore, the system provides you with the ability to export data. 19992000 Record Layouts for the export files are provided so your institutional systems can be modified.

Interface with other ED-provided Software Systems on PC
Your other institution computer systems, used for registration or accounting, are potential providers of data to the EDExpress Pell Grant Software. EDExpress is designed to import data captured in these other systems that has been reformatted according to specifications provided in this technical reference. Likewise, data in EDExpress is of potential use to other on-campus systems. Therefore, the system provides you with the ability to export data. 1999-2000 Record Layouts for the export files are provided so your institutional systems can be modified.

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Introduction
INTRODUCTION TO THE NEW RECIPIENT FINANCIAL MANAGEMENT SYSTEM (RFMS)
Beginning with the 1999-2000 award year, schools report Pell disbursements to the Department through a new Recipient Financial Management System (RFMS). As in previous years, schools will receive an initial Pell authorization. The reporting process starts with origination records. While these records are new, the information they contain is very much like that previously reported as Payment Data. Origination records can be sent well in advance of any disbursements, as early as the school chooses to submit them. A school should submit origination records for any student that it might pay a Pell to. When RFMS receives an origination record, it checks the record to make sure there aren’t errors and then returns an acknowledgement. When the school makes a disbursement, it needs to send in a disbursement record. The disbursement record reports the actual disbursement date and the amount of the disbursement. RFMS also returns an acknowledgement for the disbursement record, which will let the school know if there were any problems with its submission. RFMS sends information from disbursement records to the Education Central Automated Processing System/Grants Administration and Payments System (EDCAPS/GAPS, or GAPS), and the school’s authorization will be adjusted once the school’s initial authorization is exceeded.

RFMS Software
The Department provides a Pell Payment module as part of the EDExpress software. However, schools aren’t required to use this software. Schools using the Department’s software can use the Desk Reference for the Pell Payment software or the online help in EDExpress for help with the software. A school that develops its own software can refer to the record layouts for the various RFMS records found in this reference. The records have to be formatted correctly to be accepted by RFMS. Schools using third-party software should consult the materials provided by the vendor. The school might also want a copy of the RFMS Training CD-ROM produced by the Department; in addition to general materials on RFMS, this CD-ROM has a set of tutorials on using the EDExpress software. Schools can request a copy of this CD-ROM by calling the Federal Student Aid Information Center at 1-800/4FEDAID (1-800/4333243).

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PELL AUTHORIZATION
At the beginning of each award year, a school is given an initial authorization based on an estimate of the Pell funds the school will need to cover its first payments. As the award year progresses, the authorization for the school will be adjusted based on the actual dollar amount of disbursements the school reports to RFMS. RFMS sends information on the school’s initial authorization to GAPS. It also sends an Electronic Statement of Account (ESOA) to schools to notify them of their initial authorization. As the school reports disbursements to RFMS, RFMS makes any necessary adjustments to the authorization and notifies GAPS so those funds will be available to the school. RFMS enables the Department to track a school’s need for funds as the award year progresses and adjusts the school’s authorization on that basis. The system also provides documentation to the school for reconciling the school’s records of total expenditures with the Department’s records of eligible students paid by the school. (This documentation is the Year-to-Date data.) The Pell funds that the school reports as expenditures to GAPS must equal the total payments to eligible Pell recipients at the school, as shown by the records for each student.

ORIGINATION RECORDS
Origination records contain much the same data as the Payment Data used previously. One difference is that origination records don’t include actual disbursement dates and amounts, because those are reported separately on disbursement records. A school must submit an origination record for every Pell recipient. The origination record establishes a student’s eligibility and the amount of Pell the student can receive for the award year. A school should submit an origination record for every student it might pay during the award year; the school doesn’t have to disburse funds for each origination record. Also, more than one school can submit an origination record for a student. However, RFMS only accepts one origination record from each school for each student; if a school submits another origination record with different data for a student, RFMS treats the new record as an update to the original record. A school can submit an origination record as early in the year as it chooses, once the system starts up. It’s to the school’s benefit to submit origination records well in advance of the time of disbursement. This will allow the school enough time to correct any problems with the student’s eligibility that might otherwise delay disbursements. Also, RFMS has to accept an origination record for a student before a disbursement record can be processed and disbursements made. Submitting the origination records early ensures that disbursement records won’t be rejected because there’s no acceptable origination record. If a school does submit an origination record and disbursement record for a student in the same batch, the origination record gets processed first. However if there’s a problem with that origination record, the disbursement record will also be rejected.

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The software the school uses to prepare origination records should help it enter data in the correct origination record format. Some fields of the origination record are required fields, and others are optional. The school will still want to make sure the information is correct and included for all fields of the origination record for that student. The Department’s EDExpress software won’t let the school submit invalid data, and schools should make sure that any programs they utilize do the same.

ORIGINATION RECORD ACKNOWLEDGEMENT
When RFMS receives origination records, it edits them to make sure there are no errors. Then it sends an acknowledgement back to the school. RFMS will send one acknowledgement record back for each origination record it received. RFMS will accept the origination record without corrections, make corrections to some of the items, or reject the record. RFMS only rejects the record if there are errors that can’t be corrected or if the record has been sent in duplicate. The acknowledgement record has an action code that shows whether the origination record was accepted (A), corrected (C), or rejected due to errors (E). The record also has error codes that tell why a particular record was corrected or rejected. When an origination record is accepted or corrected the acknowledgement record reports back the values on file within RFMS for each data element on the origination record. RFMS keeps each data element’s accepted or corrected value. If an origination record was rejected, the acknowledgement record reports back the values reported by the school for each data element. RFMS doesn’t keep any data for an origination record that was rejected due to errors. Schools should check records rejected because the SSN was invalid or didn’t match (edit code 303); in many cases, this means that the student isn’t in the Pell database. This can occur if an eligible student incorrectly reported having a bachelor’s degree or being enrolled as a graduate student. The school must correct (or have the student correct) these errors before it can receive any payment for the student from the Department.

RFMS Corrections
RFMS makes corrections to invalid values whenever possible, rather than rejecting the record. Values may be invalid because they’re formatted incorrectly, or they may be invalid in relation to other data the school has reported. For example, the school reported academic calendar as 3 (Semester) but the payment methodology is reported as 4 (Credit/Clock Hour, or Formula 4). In this case, RFMS would correct the payment methodology to 3 (Credit Hour with standard or nonstandard terms) to agree with the reported academic calendar. The record layouts detail how RFMS corrects invalid values.

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RFMS will also calculate the maximum award amount the student can receive based on the attendance, cost, and EFC on file in RFMS. If the reported award amount is more than this maximum amount, RFMS will correct the award amount. Note that RFMS won’t increase the award amount the school reported; a school that accidentally reported an award amount that’s too low will need to update the origination record itself.

DISBURSEMENT RECORDS DISBURSEMENT RECORDS

AND

SPECIAL

A school must report each payment made to each eligible student. RFMS has two records for reporting disbursements: the disbursement record and the special disbursement record. Most schools (those using any funding method other than Reimbursement) will use the disbursement record, which has only 5 items the school needs to report. Because the Department needs additional award data by payment period for schools on Reimbursement or schools who have lost eligibility during the award year, these types of schools must use special disbursement records, which require the school to report on 18 items. However, other schools can use special disbursement records if they choose.

Timing of Submissions
As mentioned previously, before RFMS will accept a disbursement record or special disbursement record, it must have an accepted origination record for the student. Although a school can submit both records in the same batch, if there’s a problem with the origination record, the disbursement record or special disbursement record won’t be accepted. Under Advance Funding, a disbursement record (or special disbursement record) can be submitted as early as 30 days before the actual disbursement date. However, a school may want to wait until closer to or after the disbursement date, because if a reported disbursement isn’t made the school will need to submit another disbursement record reducing the payment amount. Schools using Just-In-Time Funding can submit records up to five days before the disbursement date; schools on Reimbursement or Cash Monitoring can’t submit a special disbursement record until they have actually made the disbursement to the student. In all cases, a record that’s submitted too early will be rejected. A disbursement record should be submitted no later than 30 days after the disbursement is made. A school is required to report disbursements within 30 days of making the payment (see “Reporting Deadline,” Student Financial Aid Handbook, page 75).

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Disbursement Acknowledgement Record Items
The disbursement record must have an Origination ID, which must match an origination record in the RFMS database. If there’s no match, the disbursement record will be rejected. It must also have a disbursement reference number. The school can assign these numbers as it chooses, but the number must be from 01 to 90, and must be different for each of the student’s disbursements. Schools may find it convenient to number each student’s first disbursement 01, and then use consecutive numbers for the following disbursements. There are two parts to reporting the disbursement amount. If the Accepted Debit/Credit Indicator field on the disbursement record is set to P (positive), it means the school is reporting a positive disbursement (money paid to the student). If it’s set to N (negative), the school is reporting a negative disbursement (money taken from the student, or an award reduction). On the first disbursement record the school submits for a student, the Accepted Debit/Credit Indicator field must be P(positive). The school reports the disbursement amount separately from the indicator. The disbursement amount is reported as six numbers, with no other characters. Again, the school must report cents for the disbursement amount but unlike on the origination record, the amount of cents can be something other than zero.

Special Disbursement Records
In addition to the information in disbursement records, special disbursement records have information about the payment period for which the disbursement is made, and information that can be used to calculate the correct amount of the payment for that payment period. The school must report the number of payment periods in the school year, which payment period this disbursement is for, the start and end date of the payment period and the total payment amount for the payment period.

DISBURSEMENT RECORDS AND SPECIAL DISBURSEMENT RECORD ACKNOWLEDGEMENTS
When RFMS receives disbursement records, it edits them to make sure there are no errors. Then it sends an acknowledgement back to the school. RFMS will send one acknowledgement record back for each disbursement record or special disbursement record it received. RFMS will accept the record without corrections, make corrections to some of the items, or reject the record. RFMS only rejects the record if there are errors that can’t be corrected. The acknowledgement record has an action code that shows whether the record was accepted (A), corrected (C), or rejected due to errors (E). Records sent in duplicate are also rejected.

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The record also has error codes that tell why a particular record was corrected or rejected. When a disbursement record or special disbursement record is accepted or corrected the acknowledgement record reports back the values on file within RFMS for each data element on the Disbursement Record. RFMS keeps each data element’s accepted or corrected value. If a disbursement record was rejected, the acknowledgement record reports back the values reported by the school for each data element. RFMS doesn’t keep any data for a record that was rejected due to errors. When a disbursement record or special disbursement record has been accepted or corrected, the acknowledgement record has a Year-to-Date disbursement amount for the student. The school can use this to help reconcile its records for the student with the Department’s records of what the student has received for the year. If the disbursement record or special disbursement record was rejected, the Year-to-Date disbursement amount will be left blank.

RFMS Corrections
On a disbursement record, there aren’t many items that can be corrected. However, the record layouts explain what corrections will be made on both the disbursement and special disbursement records. RFMS will check to make sure that the student isn’t going to receive more than the award amount on the origination record. RFMS also checks to see if disbursements already made by other schools would cause the student to receive more than a Scheduled Award. If the disbursement amount reported on the disbursement record or special disbursement record would cause the student to receive too much, RFMS will reduce the disbursement amount. A Multiple Reporting record will also be generated to advise the institution of the possible Potential Overaward Project (POP) situation.

Reporting Changes
If the origination record acknowledgements and disbursement record acknowledgements the school has received are accurate and there are no changes to the students’ awards, the school must simply retain these records in its files. However, if the information for any student is wrong or changes during the award year, the school may have to make corrections. The most frequently required changes are to COA, verification status (to update a “W”—payment without documentation), enrollment status (term schools), and payment amounts and dates. Other changes occur less frequently, except in cases of error. For instance, one wouldn’t expect the school’s academic calendar to change during the award year.

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Changes to Origination Record Information
In general, the school only needs to submit an updated origination record if there’s a change that will increase the award amount. The school has to report increased award amounts, or else RFMS won’t accept disbursements up to the increased amount. To update the origination record, the school sends a new record with the same Origination ID, Original SSN, Name Code, and Attended Campus ID as the previously accepted origination record. If any of these are different, RFMS will assume the school is sending in a different origination record instead of updating an existing record. If all these identifiers match those on a previous origination record, RFMS replaces the data from the previous record with the data on the new origination record.

Changes to Disbursement Information
To correct payment amounts, it may be necessary to update the origination record before the school submits a new disbursement record or special disbursement records. The enrollment status, COA, and number of hours, on the origination record paid can all effect disbursement amounts on the disbursement record. The school should verify the accepted award amount on the origination record and correct the origination record before submitting a new disbursement record. Unlike origination records, the information on the new disbursement record or special disbursement record doesn’t replace the existing record. Instead, the payment amount reported on the new disbursement record is added to or subtracted from the accepted payment amount, resulting in a new total payment to the student. Because the old disbursement record information isn’t replaced, a school can’t actually correct an incorrect disbursement date. If a school reported an anticipated disbursement that wasn’t made, it should simply send in a new disbursement record or special disbursement record with a negative disbursement amount for the amount it reported it would pay.

MULTIPLE REPORTING RECORD
In order to reduce potential overpayments, the new RFMS has a new record called a multiple reporting record (MRR). This record will be used to tell schools when another school has submitted an origination record or disbursement record on a student for whom it has submitted records. Schools will be permitted to request these records, but they will also be sent automatically in some situations. More information on the MRR process can be found in the July 1999 Action Letter on the IFAP Website (www.ifap.ed.gov).

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Requesting MRRs
Schools can request a number of different types of MRRs. For example, the school can request information on other schools that have submitted origination records for certain students, or other schools that have submitted disbursement records. The school can request information about all students it has sent origination records for, or for individual students. Or, the school can ask for information on all students for which a particular school has submitted a record.

Automatic MRRs
MRRs will be generated automatically only for specific situations involving reported disbursements at two or more schools. The first is if RFMS must reduce or reject a payment to prevent an overaward. The second is if the student is receiving payments for concurrent enrollment. Please see “Concurrent Enrollment” section below for a detailed description of Concurrent Enrollment.

Potential Overaward
If the combination of payments reported would cause the student to receive more than a Scheduled Award, the last disbursement record (the one that causes the student to exceed the Scheduled Award) will have its payment amount reduced or rejected. This prevents the student from receiving an overaward. All the schools involved will receive an MRR. The school that had its disbursement amount reduced or rejected will receive an MRR that shows which other schools made payments that prevented RFMS from accepting its disbursement amount. The other school or schools will receive an MRR showing that its payments have blocked another school from receiving payments. The MRR will also have contact information for the other schools, so the financial aid administrator can contact them to resolve the problem.

Concurrent Enrollment
Because a student can’t receive Pell funds from two schools for the same period of enrollment, RFMS will provide an MRR as a warning to schools if it looks like the student may be receiving payments from different schools for the same time period. If RFMS receives disbursement records for a student where the enrollment dates are within 30 days of each other, it will generate an MRR for each school. This MRR will have a record type code of “CE” which shows that it was generated because of a possible concurrent enrollment. However, RFMS won’t prevent either payment, because it’s possible that the student’s enrollment at one school might end before the enrollment at the other begins. Once again, the MRR has contact information, so that the financial aid administrators can resolve any possible problems. Note that if both schools involved try to pay the student a full Pell for the year, they will create a potential overaward situation, and one or more of the subsequent disbursements will be reduced or blocked.

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YEAR-TO-DATE RECORDS
As a replacement for the Student Payment Summary, the new RFMS has Year-to-Date records. The Year-to-Date file will have origination and disbursement information for each student, as well as summary information for everything the school submitted. However, the Year-to-Date data only includes information from those records that were accepted or corrected. RFMS doesn’t keep any information from rejected records, so that information isn’t available in the Year-to-Date records. Unlike the Student Payment Summary, Year-to-Date records aren’t automatically sent to schools; instead, schools must request Year-to-Date records. The Year-to-Date origination record for a student will show the origination information RFMS is using for the student. If RFMS made corrections to the data, the Year-to-Date record has the corrected information. This record will also have the total amount disbursed to the student for the year. The Year-to-Date disbursement records for the student show the accepted data for each disbursement the school reported. Looking at the Year-to-Date records lets the school see what information the Department has about its students, which may be different than the information in the school records. The Year-to-Date summary will show the number of recipients at the school; the number of origination and disbursement records that were accepted, corrected, or rejected; and, for a certain number of edit codes, the number of times the school received that edit code on an acknowledgement. The software the school’s using should allow it to generate the information it needs for reconciling its records with the Department’s record. For example, the school may be able to automatically compare its records to the Year-to-Date record to get a list of students who has differing disbursement amounts in the two sets of records. You should consult the documentation for your software for more information on the uses of Year-to-Date data.

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1.0 Custom Layouts
PROCESSING PELL GRANT DATA  PROCESSING CYCLES
Pell Grant processing relies on Electronic Data Exchange (EDE). Schools exchange data with the RFMS routinely. Schools should develop data production and transmission schedules around the various Pell Grant processing cycles. The major processing cycles are: • • Origination Record Disbursement Record

The Pell Grant program affords schools maximum flexibility in the timing and content of their transmissions. However, certain rules apply. The RFMS processes school data via the Title IV WAN daily, in the following order: 1. 2. 3. Origination Records Disbursement Records Special Disbursement Records

Generally, the RFMS retrieves data from the Title IV Wide Area Network (TIV WAN) three times each day at approximately 8:30 a.m., 1:30 p.m., and 4:30 p.m. (ET). Depending on required turnaround, the RFMS will return processed data to the TIV WAN three times per day at 8:00 a.m., 12:00 noon, and 5:00 p.m. (ET).

PELL AUTHORIZATION
RFMS sends an Electronic Statement of Account (ESOA) to schools to notify them of their initial authorization. As the school reports disbursements to RFMS, RFMS makes any necessary adjustments to the authorization and notifies GAPS so that funds will be available to the school. RFMS enables the Department to track a school’s need for funds as the award year progresses and adjust the school’s authorization on that basis. The Electronic Statement of Account is a 200-byte fixed-length record. ESOAs are transmitted by the RFMS to the TIV WAN on the same day they are processed by the Department. There are no paper SOAs for 1999-2000. ESOAs can be retrieved by your institution at any time for a six-month period following their placement on the network. (If they are not retrieved within this six-month period, they are deleted.) ESOAs are transmitted in batches, called message classes containing a batch header record, one or multiple ESOAs, and a batch trailer record. Descriptions of the contents of these records follow later in this section. Under TIVWAN, records are no longer broken into 80-byte segments; therefore, reformatting to recombine transmission segments back into 200-byte ESOA records is no longer necessary. Note: All references to TIVWAN in this document pertain to both TIVWAN and its Internet replacement (SAIG)

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Printing the ESOA
The Department of Education specified format for printing ESOAs is provided in Appendix C: ESOA Print Format and Specifications. EDExpress checks the ESOA record to ensure that an ESOA for the correct award year is printed by the correct software. If you develop your own software, you need to implement the same check.

ORIGINATION RECORDS
The Origination record establishes a student’s eligibility and amount of annual Pell Grant award in the new RFMS. Origination records are prepared and submitted by institutions to RFMS. Origination record data is received and edited by RFMS to ensure that the student is eligible to receive the reported amount of Federal Pell Grant funds and to establish the student account in the RFMS. After RFMS edits the origination data, it returns the accepted, corrected, or rejected values for each origination record in an origination acknowledgment record. The origination acknowledgment record contains the acceptance status of the record; the accepted or corrected value for each data item; and comment codes for corrections or rejections. In a rejected record, all data is sent back as reported by the institution. For accepted records, the origination acknowledgment record also contains an RFMS calculated student scheduled award. Origination records can be updated if needed when the origination acknowledgement record is received by the institution. Changes to the origination record which result in a reduction of the award amount may result in RFMS generating negative disbursements. Origination award amounts are used to verify disbursement requests. No changes should be made to any record which has not been acknowledged.

Submitting Origination Records
HEADERS AND TRAILERS An RFMS submission can include one type of data, such as Origination or multiple types of data such as Origination and Disbursement. To keep the data in order, there is a system of Headers and Trailers. An example is below:

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Transmission Header Transmission batch Header “PGOR00IN” Grant Batch Header “#O” Origination Record Grant Batch Trailer Transmission Batch Trailer Transmission Batch Header “PGDR00IN” Grant Batch Header “#D” Disbursement Record Grant Batch Trailer Transmission Batch Trailer Transmission Trailer Schools using EDExpress for creating batches and EDConnect to send them simply batch and export their data as the instructions indicate and all the Headers and Trailers will automatically be applied when the data is sent to Pell. Schools using a third party software or a mainframe to process their data can use EDConnect to send the data. EDConnect will apply the Transmission Header and Trailer and the Transmission Batch Header(s) and Trailer(s) to the batches. The third party software or mainframe must create the Grant Batch Header(s) and Trailer(s). Schools using either a third party software or mainframe to process their data and send it, must create the Transmission Header and Trailer, the Transmission Batch Header(s) and Trailer(s), and the Grant Batch Header(s) and Trailer(s). The software the school uses to prepare origination records should help it enter data in the correct origination record format. Some fields that can be entered in the origination record are required, and others are optional. The school will need to make sure the information is correct in both types of fields of the origination record for that student.

Construction
Institutions must be operational for EDE Electronic Payments Service in order to submit Federal Pell Grant origination and disbursement data via the TIVWAN. (The institution/servicer point initiates an origination record batch by transmitting the following): 1. Grant Batch Header Record

The grant batch header record reports the institution’s identifying code numbers, output media type, and processing dates. 2. Origination Record

An origination record is included for each student reported in the origination batch. All fields applicable to the recipient must be completed. No fields may be left blank unless noted in the record layout. 3. Grant Batch Trailer Record

The grant batch trailer record reports the number of student records included in the transmission; amount paid to date on this transmission, and total disbursements to date for all Federal Pell Grant recipients at the institution.

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Grant Batch Editing
When a Grant Batch Header fails batchlevel edits, the entire origination record batch is returned to the institution/ servicer. The Grant Batch Header returned provides the Batch Reject Reasons.

The RFMS receives each origination batch from the TIV WAN and performs specific batch-level edits. If the submission passes all of these edits, the batch is submitted for Federal Pell Grant program processing. If a grant batch fails any of the batch-level edits, the header record is updated to indicate the reason for rejection and the header and trailer are returned to the submitting institution/servicer for corrective action. None of the transaction data in the rejected batch are forwarded to the program for processing. The grant batch reject reasons field, positions 77 - 100 of the grant batch header record, indicates the specific reject reason(s). Grant Batch Reject Reasons are listed in Appendix D. All other fields contain blanks. Likewise, when the RFMS finds a missing grant batch trailer, the RFMS constructs a grant batch trailer record for the returned batch. During the edit process, batches are either approved or rejected. For rejected batches, the grant header and trailer are returned immediately to the institution without the detail records. The rejected grant header shall have the comment codes to notify the institution why the batch was rejected. Institutions must resubmit the detail records in new batches with new batch numbers after the errors are corrected. If the Pell Reporting Campus ID number in the grant header record is missing or incorrect, the batch acknowledgment cannot be returned to the school. The grant batch reject reasons are specific to electronic processing and are different from the edit/comment codes produced in Federal Pell Grant Program processing. Grant batch reject reasons indicate errors related to the transmission of origination and disbursement data between the institution/servicer and the RFMS. The edit/comment codes, on the other hand, apply to all Federal Pell Grant origination and disbursement processing. The text associated with each edit/comment code is provided at the end of this technical reference as Appendix D.

Origination Record Batch Processing
Federal Pell Grant processing creates an origination acknowledgement for every record sent, minus those transactions that are skipped due to rejected batches. An origination acknowledgment is returned to the institution/servicer for each student record in origination record batches received and processed by the Federal Pell Grant Program. (Origination record batches received and processed exclude rejected origination record batches.) All questions regarding these reports should be directed to Pell Customer Service at (1-8004PGRANT). RFMS transmits origination acknowledgment batches to the network for pick-up by the institution/servicer. The institution/servicer should receive back an origination acknowledgment batch for each accepted origination record batch it transmits. Batch integrity is maintained during processing. RFMS transmits origination acknowledgement batches to the network the same day they are processed by the Federal Pell Grant Program. The institution/servicer retrieves the origination acknowledgment batches following their placement on the network.

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Origination Acknowledgement Records
Origination acknowledgement records contain the data reported by the institution/servicer on the origination records, Edit/Comment codes, and any corrections or reject reasons applied during Federal Pell Grant processing of the origination records. The institution/servicer must review each origination acknowledgment batch for corrections applied and for rejects; then correct the data as required. The institution/servicer corrects origination acknowledgments by transmitting a new origination record for each student whose data requires changes.

DISBURSEMENT RECORDS (General Description)
Disbursement records are used to report student Pell Grant disbursement data to ED. They also determine and commit the amount of Federal Pell Grant funding available to each institution. As in prior award years, each institution under the advance payment method receives an initial authorization as start-up funding. For example, if the initial authorization amount established by the Department is $100,000 and the institution reports disbursements totaling $101,000, that institution’s authorization will increase by $1,000. Institutions will receive Electronic Statements of Account (ESOA) for each adjustment to their authorization, after the disbursements exceed the initial authorization. There are two types of disbursement records: • Regular Disbursement Record – a simple Electronic Data Interchange (EDI) compliant record. This record is used by advance funded or Just-In-Time Pilot institutions. Special Disbursement Record – a record that includes regular disbursement and additional payment-period-specific data. This record is used by institutions that have been placed on the reimbursement payment methods by ED or institutions that cease to participate in the Federal Pell Grant program sometime during the award year.

Institutions prepare and submit disbursement records to RFMS for each disbursement made to a recipient, using EDExpress or their own software. Each student disbursement record must have a unique reference number. In assigning these numbers, it is recommended that institutions start with number one (01) for a student and use consecutive numbers for each additional disbursement transaction submitted to the Department for that student. (Note that 91-99 are reserved for ED use). RFMS receives and edits the disbursement record against accepted origination records. If an origination record match is not found, RFMS rejects the disbursement record. If a disbursement exceeds the accepted origination record annual award or 100% of the student’s eligibility across all institutions, RFMS corrects the record by adjusting it downwards.

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Disbursement Acknowledgement Records
After RFMS processes disbursement records for an institution, it sends the institution a disbursement acknowledgement. These acknowledgements provide institutions with an accurate and timely status of their accepted Federal Pell Grant disbursements. With this information, Institutions can reconcile their disbursement records with the Department. If disbursement records are submitted with origination records, RFMS processes the origination records before the disbursement records. If RFMS rejects the origination record, it will also reject the disbursement record. It is recommended that institutions send origination records to RFMS early so that records can be edited and problems resolved before institutions make disbursements to students.

Special Disbursement Acknowledgement Records
After RFMS processes special disbursement records for an institution, it sends institution a special disbursement acknowledgement, unless the school is reimbursement. If the school is on reimbursement, after processing the results placed on hold until IPOS (Institutional Participation Oversight Service) accepts batch and releases the hold. Once the hold is released, the acknowledgment is sent. the on are the

DATA REQUEST RECORDS (General Description)
Data request records are made up of Batch, Multiple Reporting, Statement of Account, and Year-to-Date data.

Data Request Acknowledgement Records
After RFMS processes data request records for an institution, it sends the institution the information they requested or they will receive a rejection in a data request acknowledgement which is different from other record acknowledgements.

Institution Data Records
The Institution data record contains changes to the institution’s data.

MULTIPLE REPORTING RECORDS (General Description)
The multiple reporting record (MRR) process is a new function of the RFMS available after July 1999 for the 1999-2000 processing years. The multiple reporting record provides information to an institution about a student’s origination and disbursement status at other institutions and the amount of the scheduled award disbursed. This new function allows institutions to identify the two primary types of multiple reporting conditions: concurrent enrollment and eligibility overaward. MRR’s may be requested at any time by submitting a data request record An MRR can be system generated automatically by RFMS or requested if a disbursement record is submitted and the system detects a Potential Overward Project (POP) condition. POP is a process that prohibits an eligible student from receiving more than the maximum Federal Pell Grant scheduled award amount when two or more institutions report disbursements for the same student.

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Multiple Reporting Record Process
Institutions prepare and submit origination records for eligible students to RFMS using EDExpress or their own software. After an institution receives an Origination Acknowledgement, it may submit a data request record with a type code of “M” (for multiple). RFMS receives and edits the MRR data request to verify that the student has been originated at that institution and that the physical layout of the record is accurate. If the record passes these edits, RFMS will search the database to identify all other originations and disbursements submitted by other institutions for the students requested on the MRR. RFMS returns the data requested or rejects the request. If the request is rejected, RFMS acknowledges the receipt of the request and identifies the reason for its rejection. For example: If a data request record containing correct data is submitted after the institution has processed origination records, RFMS will accept the record and return an MRR for every student the institution has originated that has been originated by another institution. If an institution submits a data request record but RFMS cannot find originations or disbursements to return on the MRR, RFMS will produce a rejection indicating there was no data. If an institution specifies an MRR type code 2 of “S” (for student) and leaves the student identifier blank, RFMS will reject the record and produce an acknowledgement telling the institution the request was incomplete. Institutions are encouraged to request multiple reporting records prior to requesting disbursements to reduce the number of problems with POP. A copy of the edits that RFMS uses to process data request records is included at the end of this section in Appendix C. To provide additional assistance in submitting data requests records and the most effort-free process as possible, many of the RFMS edits have been incorporated into the 1999-2000 EDExpress software.

Requesting Multiple Reporting Records
There are several options available to you when requesting a multiple reporting record. An institution can submit a data request created in either EDExpress, their own software, or on the RFMS web page (www.pellgrantsonline.ed.gov). The requesting institution must submit their data request in any of these platforms with the following information: • • The attending campus Multiple Reporting Request Code 1 - indicates the institution is requesting data about Originations or Disbursements O = Send Origination information D = Send Disbursement information Multiple Reporting Request Code 2 - indicates the institution is requesting data for a selected student, a selected institution or all students S = Send other institutions for selected student I = Send students for selected institutions A = Send all students MR Student ID - the Student SSN and Name code is required if a selected student was indicated in Multiple Reporting Record Code 2, otherwise leave blank.

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MR Institution Pell ID – The Pell ID for the selected school that was indicated in Multiple Reporting Record Code 2, otherwise leave blank. In order to ensure that you receive the data that you are requesting caution should be used when building your request. Most institutions will be requesting the Multiple Reporting Request Code 1–D and Multiple Reporting Request Code 2–A. This will provide a listing of all of the institution’s students who have received funding from any other institution in the current award year. A request for Multiple Reporting Request Code 1–O and Multiple Reporting Request Code 2-A will result in a tremendous amount of data and is not recommended. This request will provide a listing of all of the institution’s students who were originated at any other institution in the current year. A student may send their FAFSA to as many as six institutions and all six institutions may send an origination record and this would be multiplied by the number of students at the requesting institution. The following are the guidelines for which combination of Multiple Reporting Request Code 1 and Multiple Reporting Request Code 2 to use: O +A O+S O+I D +A D+S D+I Originated students for all institutions Selected originated students Originated students for selected institutions Disbursed students for all institutions Selected disbursed students Disbursed students for selected institutions

Types of Multiple Reporting Records Produced by RFMS
The two primary types of multiple reporting conditions that RFMS will identify are concurrent enrollment and eligibility overaward. In the case of concurrent enrollment, RFMS automatically generates and sends each institution an MRR with a type code of "CE". In the case of eligibility overaward, RFMS sends the blocking institution an MRR with a type code of "PB" and the blocked institution an MRR with a type code of "PR". Because concurrent enrollment and eligibility overaward can occur simultaneously, RFMS produces combination codes of "RC" to the blocked institution and "BC" to the blocking institution.

POTENTIAL OVERAWARD PROJECT (POP)
When Institutions submit a disbursement request, RFMS searches the database to determine if another institution has submitted a disbursement for the same student. If RFMS finds another disbursement, the system checks the enrollment date reported by that institution and calculates the total amount of the scheduled award disbursed. If the enrollment date at the other institution is within 30 days of the enrollment date the requesting institution has reported, or if the total Pell Grant award disbursed plus the disbursement being requested exceeds the student’s scheduled award, RFMS produces a MRR for both institutions and, if necessary, reduces the amount of disbursement. Using the past PGRFMS, many POP situations resulted from institutions reporting remaining amounts to be paid later in the award year to students, and POP conditions were reported to institutions weekly through a paper process.

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Using the new RFMS, Institutions submit disbursement records only when they disburse funds to students and POP conditions are reported daily through the media the institution participates in—electronic or magnetic tape. Institutions now have the capability to identify possible POP problems before they disburse funds by requesting an MRR. If institutions do not identify POP situations before disbursing funds to students, RFMS automatically sends MRRs to the disbursing institution and the other institution(s) when it processes overaward disbursement records.

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IMPORTING DATA TO POPULATE DATABASES
If you use other computer platforms or software to handle your student data, you may import that data into the ED-sponsored Pell Payment PC Software databases. This eliminates manual entry of the origination record from an Institutional Student Information Record (ISIR), or from another source document. You may then use Payment Entry to add or change data fields, or to select the record for inclusion in your next batch. Records you import from an external system must meet the specifications provided in the Origination Add (External), Disbursement Add (External), and Eligible Applicant (External) Record Descriptions at the end of this section. (Note: CPS no longer provides ISIR data on tape to institutions (i.e., applicant file data tapes). In addition, there is no external-add feature for applicant data in the 1999-2000 Pell Payment Module of the EDExpress for Windows software. The software imports only eligible applicant data from the EDconnect database within the PC.)

ELECTRONIC REQUESTS FOR RFMS DATA BATCHES
To assist schools in maintaining their student information within the EDExpress software data bases, the Department makes available: 1) replacements for individual acknowledgement batches, and 2) a complete file of origination and disbursement data records processed year-to-date by the RFMS. You may send a request for this data electronically, via a feature in the EDExpress software. The request is built and sent to the TIV WAN by the software. The screens showing this feature will lead you through the process. The RFMS picks up the request, validates the request, then builds and sends the requested data back to the requesting institution/servicer through the TIV WAN. [Note: You may continue to use current methods of calling the Pell Customer Service, or submitting a letter to request the data.] To help schools reconcile their databases with the RFMS master files, Year-to-Date (YTD) data is available electronically. The EDExpress software compares each student’s RFMS record against the corresponding record in your database and alerts you of any differences. ED discontinued sending SPSs on paper and/or tape to institutions automatically with the beginning of the 1998-99 processing year. Instead, YTDs are provided in the media that the institution requests when they submit their requests. [Please Note: As of the 1999-2000 award year, all schools should be able to transmit electronically] You may utilize the RFMS Web page at www.pellgrantsonline.ed.gov or refer to the RFMS Record Layouts beginning on page 1-11 to populate the data request record for submission to TIV WAN.

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1999-2000 RFMS RECORD LAYOUTS
The remainder of this section includes the following: 1999-2000 RFMS Record Layouts:  Receiving and Processing ESOAs  ESOA Record Description (Summary)  ESOA Record Description (Detail)  Printing the ESOA  Print Format  ESOA Printing Guidelines  Creating an Origination Record      Grant Batch Header Record Description Origination Record Description Institution Data Record Description Grant Batch Trailer Record Description

Batch Reject Reasons  Origination Record Batch Errors Description

Receiving an Acknowledgement  Origination Acknowledgement Record Description (For All Other Origination Record Input)  Institution Acknowledgement Record Description

Importing Data to Populate Databases  Origination (External) Record Description  Disbursement (External) Record Description

Electronic Data Request     Batch Replacement, Multiple Reporting, SOA, YTD Record Description Multiple Reporting Record Description YTD Record (Disbursement) Description YTD Record (Summary) Description

Other Record Descriptions        TIV WAN Transmission Header Record Description TIV WAN Transmission Batch Header Record Description TIV WAN Transmission Batch Trailer Record Disbursement Record Description Disbursement Acknowledgment Record Description Special Disbursement Record Description Special Disbursement Acknowledgement Record Description January 26, 2000 Page 1-11

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Receiving ESOAs
What's included: ESOA Record Description - Summary ESOA Record - Detail

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1999-2000 RFMS Record Layouts ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY
Field Positions First Last
1 2 8 1 7 18

Length (# of bytes)
1 6 11

Type
A N A/N

Required
Output Output Output

Field Name
Record Indicator Reporting Campus PELL-ID Grantee DUNS Number

Description
Indicates the record is summary or detail. PELL-ID of reporting campus Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. Data Universal Numbering Scheme (DUNS) number assigned to the Payee institution. Used to identify a unique funding for an institution. Comprised of the following fields: PO Indicator CFDA Number CFDA Subprogram ID Subprogram Fiscal Year Award ID

Valid Values
Constant “S” – Summary level account status Valid PELL-ID Valid DUNS number. Format: 999999999BB Where 999999999 is a unique number and BB are BLANKs. Valid DUNS number. Format: 999999999BB Where 999999999 is a unique number and BB are BLANKs. Valid GAPS Award number. Format: PO63P CCYYMMDD Where “P” – constant for PO Indicator “063” – constant for CFDA Number “P”/”J”/”R” – constant for CFDA Subprog ID where “P” indicates advance funded and “J” indicates Just-In-Time and “R” indicates Cash Monitoring or Reimbursement for an advanced funded institution. “ “ 3 spaces constant CCYY – 1st Year in award year XXXX – unique value for each funded institution Range: 00000-99999

Processing Notes/Edits

19

29

11

A/N

Output

Payee DUNS Number

30

45

16

A/N

Output

GAPS Award Number

46

50

5

N

Output

Accounting Schedule Number

Sequence number assigned by RFMS to track Accounting schedules. Provided by RFMS. Date of current accounting schedule.

51

58

8

D

Output

Accounting Schedule Date

Valid Date.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-16

1999-2000 RFMS Record Layouts ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY (Con’t.)
Field Positions First Last
59 69

Length (# of bytes)
11

Type
A/N

Required
Output

Field Name
Previous Obligation Amount

Description
Provided by RFMS. Amount of institutions previous obligation balance. Provided by RFMS. Total of all adjustments to obligations for the GAPS Award Number. Provided by RFMS. Amount of institution’s current obligation balance. Provided by RFMS. Amount of institution’s previous payment balance. Not applicable for Advance Funding Institutions. Provided by RFMS. Total of all adjustments to payment for the GAPS Award Number. Not applicable for Advance Funding Institutions. Provided by RFMS. Amount of Institutions current payment balance. Not applicable for Advance Funding Institutions. Provided by RFMS. Year to date number of unduplicated recipients for institution.

Valid Values
Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 - 99999999999 Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range:: 00000000000 – 99999999999 Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 Dollars and cents. Using leading zeros; do not include the $ sign or decimal point. Range: 00000000000 –99999999999 or Blank. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 –99999999999 or Blank. Range: 000000000 –999999999 or Blank.

Processing Notes/Edits

70

80

11

A/N

Output

Total Obligation Adjustment Amount

81

91

11

A/N

Output

Current Obligation Amount

92

102

11

A/N

Output

Previous Payment Amount

Will always be blank for institutions on Advance Funding for the entire award year.

103

113

11

A/N

Output

Total Payment Adjustment Amount

Will always be blank for institutions on Advance Funding for the entire award year.

114

124

11

A/N

Output

Current Payment Amount

Will always be blank for institutions on Advance Funding for the entire award year.

125

131

7

A/N

Output

YTD Total Unduplicated Recipients

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-17

1999-2000 RFMS Record Layouts ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY (Con’t.)
Field Positions First Last
132 142

Length (# of bytes)
11

Type
A/N

Required
Output

Field Name
YTD Accepted Disbursement Amount

Description
Provided by RFMS. YTD Total of disbursements accepted by RFMS. Provided by RFMS. YTD Total of disbursements posted to RFMS. Provided by RFMS. YTD amount of ACA paid to the institution. Provided by EDCAPS. Current expenditure amount in GAPS. Provided by EDCAPS. The date GAPS last posted a transaction for the GAPS Award number. Provided by EDCAPS. The reference number for the last payment sent to the institution. Reserved for future expansion.

Valid Values
Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 or Blank. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000000000 – 99999999999999 or Blank Valid date.

Processing Notes/Edits

143

153

11

A/N

Output

YTD Posted Disbursement Amount

154

164

11

A/N

Output

YTD Administrative Cost Allowance

165

177

13

N

Output

GAPS Expenditure Amount

178

185

8

D

Output

Date of Last Activity in GAPS

186

198

13

N

Output

Payment Control Number

Valid Payment Control Number.

199

200

2 200

A

Unused

Reserved for future expansion Total Record Length

Spaces.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-18

1999-2000 RFMS Record Layouts ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – DETAIL
Field Positions First Last
1 2 8 1 7 18

Length (# of bytes)
1 6 11

Type
A N A/N

Required
Output Output Output

Field Name
Record Indicator Reporting Campus PellID Grantee DUNS Number

Description
Indicates the record is summary or detail. Pell-ID of reporting campus. Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. Data Universal Numbering Scheme (DUNS) number assigned to the Payee institution. Used to identify a unique funding for an institution. Comprised of the following fields: PO Indicator CFDA Number CFDA Subprogram Id Subprogram Fiscal year Award Id

Valid Values
Constant “D” – Detailed institution activity. Valid Pell-ID. Valid DUNS number. Format: 999999999BB where 999999999 is a unique number and BB are blanks. Valid DUNS Number. Format: 999999999BB Where 999999999 is a unique number and BB are blanks. Valid GAPS Award Number Format: P063P CCYYXXXX Where “P” – constant for PO Indicator “063” – constant for CFDA Number P – Advance Funded J – Just In Time Q – ACA R – Reimbursement “ “ – 3 Spaces CCYY-1st Year in award year XXXX-unique value for each funded institution Valid Date. P: positive N: negative

Processing Notes/Edits

19

29

11

A/N

Output

Payee DUNS Number

30

45

16

A/N

Output

GAPS Award Number

46 54

53 54

8 1

D A

Output Yes

Adjustment Report Date Debit/Credit Indicator Flag

Provided by RFMS. Date of adjustment batch reported to ED CAPS. Indicates if the Adjustment Amount is positive or negative.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-19

1999-2000 RFMS Record Layouts ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – DETAIL (Con’t.)
Field Positions First Last
55 65

Length (# of bytes)
11

Type
A/N

Required
Output

Field Name
Adjustment Amount

Description
Provided by RFMS. Amount of institution’s adjustment batch.

Valid Values
Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000000000 – 99999999999 Valid date. Format: CCYYXX999999CCYYM MDDHHMMSS Where: XX – batch type code (alpha) CCYY – last year in cycle: ‘2000’ 999999 – Reporting Pell ID CCYYMMDD – date batch created HHMMSS – time batch created Constants to follow from IFMD Spaces.

Processing Notes/Edits

66 74

73 99

8 26

D A/N

Output Output

Adjustment Process Date Adjustment Batch Number

Provided by ED CAPS. The date GAPS processed adjustment batch. Batch Number which generated the adjustment.

100 120

119 200

20 81 200

A A

Output Unused

Adjustment Description Reserved for future expansion. Total Record Length

Literal to describe the type of batch. Reserved for future expansion.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-20

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Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-21

Printing the ESOA
What's included: ESOA Print Format

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Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

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EDE Technical Reference
1999-2000 ESOA Print Format U.S. DEPARTMENT OF EDUCATION OFFICE OF POSTSECONDARY EDUCATION STUDENT FINANCIAL ASSISTANCE PROGRAMS 1999-2000 AWARD YEAR FEDERAL PELL GRANT PROGRAM ELECTRONIC STATEMENT OF ACCOUNT

PELL INSTITUTION NO. INSTITUTION NAME STATE GRANTEE DUNS NUMBER PAYEE 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 Amount Current Pell Grant Amount Adjustment (Increase+ or Decrease-)

999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXX XXXXXXXXXXX XXXXXXXXXXX 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 XXCCYY12345619990101123000

B.

GAPS Expenditures Amount Date of Last Activity in GAPS YTD Total Unduplicated Recipients YTD Accepted Disbursement Amount YTD Posted Disbursement Amount As of Batch ID

SECTION A VALUES APPLICABLE ONLY FOR ADVANCED FUNDING INSTITUTIONS. SECTION B VALUES APPLICABLE ONLY FOR JUST-IN-TIME FUNDED INSTITUTIONS.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

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Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-25

Creating an Origination Record
What's included: Grant Batch Header Record Description Origination Record Description Grant Batch Trailer Record Description

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-26

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Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-27

1999-2000 RFMS Record Layouts GRANT BATCH HEADER RECORD
Field Positions First Last
1 11 15 10 14 40

Length (# of bytes)
10 4 26

Type
A N A

Required
Yes Yes Yes

Field Name
Header Identifier Data Record Length Batch Number

Description
Identify Header record in file. Left Justified Length of data records included in this batch. Number generated by the institution to uniquely identify a specific batch of records.

Valid Values
Constant: ‘GRANT HDR’ Must be numeric: 0001 9999 Format: XXCCYY999999CCYYMM DDHHMMSS Where: XX- batch type code (alpha) CCYY – last year in cycle ‘2000’ 999999 – Reporting PELL ID CCYYMMDD – date batch created HHMMSS – time batch created

Processing Notes/Edits
Missing Batch Header – Reject Batch If not equal to length for Message Class, then Reject Batch. Valid Batch Type codes: #A - Statement of Account #D – Disbursements #E – Batch Errors #G – System Generated #I – Institution Data #M – Multiple Reporting #O – Originations #P – ED PDF Letters #R – Data Request #S – Special Disbursements #T – ASCII Text #Y – Year-to-Date If duplicate Batch No., 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 or #S and received more than N days prior to Award Year Start, then reject batch. If #D and required to send SP Disb., 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.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-28

1999-2000 RFMS Record Layouts GRANT BATCH HEADER RECORD (Con’t.)
Field Positions First Last
41 51

Length (# of bytes)
11

Type
A/N

Required
No

Field Name
Grantee DUNS Number

Description
Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. Valid DUNS Number or Pell Grant Program assigned identifier otherwise, leave BLANK.

Valid Values
Valid DUNS number. Format: 999999999BB Where 999999999 is a unique number and BB are BLANKs. Valid DUNS number. Format: 999999999BB Where 999999999 is a unique number and BB are BLANKs, OR Pell Grant Program Assigned two digit number right justified, zero filled OR BLANK. C= Send output by Cartridge R= Send output by Reel Blank = Send output on same media as input records were received. Spaces.

Processing Notes/Edits
If not blank and not equal to DUNS associated with Pell ID, then reject batch. Need decision of DUNS or Pell Grant Program assigned.

52

62

11

A/N

No

Financial Aid Servicer DUNS or Pell Assigned Number

63

63

1

A

No

Output Media Type

MAGNETIC TAPE USE ONLY. Code for type of tape to use when sending output data. ED Use Only – do not use

EDExpress ignores.

64

68

5

A/N

Yes

ED Use

EDExpress PC software version number. Completed by RFMS as a result of processing the batch.

69

76

8

N

Output

RFMS Process Date

Date RFMS processed the corresponding batch

Format: CCYYMMDD

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-29

1999-2000 RFMS Record Layouts GRANT BATCH HEADER RECORD (Con’t.)
Field Positions First Last
77 100

Length (# of bytes)
24

Type
N

Required
Output

Field Name
Batch Reject Reasons

Description
List of up to eight three-digit 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.

Valid Values
Reject Reasons format: 000-999 Position 77-79: 1st reject reason code Position 80-82: 2nd reject reason code Position 83-85: 3rd reject reason code Position 86-88: 4th reject reason code Position 89-91: 5th reject reason code Position 92-94: 6th reject reason code Position 95-97: 7th reject reason code Position 98-100: 8th reject reason code Spaces.

Processing Notes/Edits
Completed by RFMS as a result of Batch editing.

XX

A

Unused

Filler

Filler will be added if necessary to make the header record the same length as the detail records which follow.

>100

Total Record Length

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-30

1999-2000 RFMS Record Layouts ORIGINATION RECORD DESCRIPTION
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

Description
Unique number used to identify an origination.

Valid Values
Format: 999999999XX200099999900 Where: SSN – 001010001999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL ID Orig Sequence Number – 00 001010001 999999999 Uppercase A to Z: .(period); ‘(apostrophe); -(dash); Blank: no last name Valid PELL-ID

Processing Notes/Edits
Identifier If Origination ID matches on RFMS Database, then Compare all fields. If all fields match, then return as a duplicate. Else Origination is a change Else Origination is new Identifier Identifier If SSN & Name Code do not match value in Origination ID, then reject the record Identifier Change creates new origination record. If Attending Pell ID does not match value in Origination ID, then reject the record If Attending Campus is not equal to Reporting Campus, then reject If Attending Pell ID is not a branch of the Reporting Pell ID or Central Funded, then reject

24 33

32 34

9 2

N A

Yes Yes

Original SSN Original Name Code

Student’s SSN from original FASFA Student’s name code from original FAFSA

35

40

6

N

Yes

Attending Campus PELL-ID

PELL-ID of attending campus. Change creates new origination record. Institution must change award amounts for student at original attended campus as necessary.

41 46

45 58

5 13

A/N A

Yes No

ED Use Institution CrossReference

Reserved for future use. This field can contain any cross reference information useful to the institution to identify student records internally.

Spaces Institution Defined Data for this field will not be included in the record from EDExpress

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-31

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
59 59

Length (# of bytes)
1

Type
A

Required
No

Field Name
Action Code

Description
Code to indicate action to be taken. Number of terms or payment periods in student’s school year. For schools required to submit special disbursements, reporting must have a valid value.

Valid Values
Will always be BLANK

Processing Notes/Edits
No Editing

60

60

1

N

No

No. of Payment Periods in Student’s school year

1 – 9 or BLANK

If not in range If Academic Calendar = 1, then set to If Academic Calendar = 2: (Check Payment Methodology) If PM > 2, then set to 3 If PM = 1 or 2, then set to 2 If Academic Calendar = 3, then set to If Academic Calendar = 4, then set to If Academic Calendar = 5, then set to If Academic Calendar = 6, then set to

2

2 2 2 2

61

67

7

N

Yes

Award Amount for entire school year

Amount of award for student’s entire school year. Increases are required to be submitted to RFMS.

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 to AWARD AMOUNT MAX (0312500) CCYYMMDD: Range: N days prior to DISBURSEMENT START DATE (19990701) to DISBURSEMENT END DATE (20050930)

Cannot exceed Total Payment Ceiling – award validation performed. Any change to origination data requires the Award Amount to be validated. For 99-00, Maximum Award = 03125 If Date not within range, then set approved value to system date.

68

75

8

N

Yes

Estimated Disbursement Date #1

Date 1st disbursement to student is estimated to be made.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-32

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
76 83

Length (# of bytes)
8

Type
N

Require d
No

Field Name
Estimated Disbursement Date #2 Estimated Disbursement Date #3

Description
Date 2nd disbursement to student is estimated to be made. Date 3rd disbursement to student is estimated to be made.

Valid Values
CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range [see field position 68 in this record] or BLANK CCYYMMDD: Range [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range [see field position 68 in this record] or BLANK CCYYMMDD: Range [ see field position 68 in this record] or BLANK

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

84

91

8

N

No

92 100

99 107

8 8

N N

No No

Estimated Disbursement Date #4 Estimated Disbursement Date #5 Estimated Disbursement Date #6

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.

See Estimated Disbursement Date #2 See Estimated Disbursement Date #2

108

115

8

N

No

See Estimated Disbursement Date #2

116

123

8

N

No

Estimated Disbursement Date #7

Date 7th disbursement to student is estimated to be made.

See Estimated Disbursement Date #2

124

131

8

N

No

Estimated Disbursement Date #8

Date 8th disbursement to student is estimated to be made.

See Estimated Disbursement Date #2

132

139

8

N

No

Estimated Disbursement Date #9

Date 9th disbursement to student is estimated to be made.

See Estimated Disbursement Date #2

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-33

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
140 148 147 155

Length (# of bytes)
8 8

Type
N N

Required
No No

Field Name
Estimated Disbursement Date #10 Estimated Disbursement Date #11 Estimated Disbursement Date #12 Estimated Disbursement Date #13 Estimated Disbursement Date #14 Estimated Disbursement Date #15 Enrollment Date

Description
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 estmiated to be made. Date 14th disbursement to student is estimated to be made. Date 15th disbursement to student is estimated to be made. First date that the student was enrolled 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 19992000 funds, report the actual start date of the student’s classes for that payment period. Flag to identify tuition ranges when the annual tuition is less than $213.

Valid Values
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: 19990101 - 20000630

Processing Notes/Edits
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 If blank or invalid, then set approved value to previous value or date reported Batch Number in Grant Header record.

156

163

8

N

No

164

171

8

N

No

172

179

8

N

No

180 188

187 195

8 8

N D

No Yes

196

196

1

A

No

Low Tuition and Fees Code

Value Tuition Range 1 0 2 1 - 106 3 107-212 or BLANK: low tuition does not apply

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

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-34

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
197 197

Length (# of bytes)
1

Type
A

Required
Yes

Field Name
Verification Status Code

Description
Status of verification of applicant data by the school.

Valid Values
A: Accurate; C: Calculated; N: Not Selected; R: Reprocessed; S: Selected, not verified; T: Tolerance; W: Without Documentation

Processing Notes/Edits
Only one disbursement for an amount less than or equal to ½ of the Origination Award amount can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if the status remains W. If blank or invalid, then If selected by CPS, then set approved value to previous value or “S/W?” ELSE set approved value to “N”.

198

198

1

A

No

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.

199

200

2

N

Yes

Transaction Number

Transaction Number from eligible SAR used to calculate award

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 Must be numeric: 01 - 99

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

If BLANK or NO Match with eligible app. Data, then reject record. Return last value reported on acknowledgment. If BLANK or NO Match with eligible app data, then reject record. Return last value reported on acknowledgment.

201

205

5

N

Yes

Expected Family Contribution (EFC)

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

Range: 00000 EFC MAXIMUM (02925)

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-35

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
206 206

Length (# of bytes)
1

Type
N

Required
No

Field Name
Secondary Expected Family Contribution

Description
Code indicating which EFC value is used to determine award amount

Valid Values
O= Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S=Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. Or BLANK if Secondary EFC not used. 1= Credit Hours- non standard terms. 2=Credit Hours – standard terms of quarters; 3= Credit Hours – standard terms of semesters; 4= Credit Hours – standard terms of trimesters; 5= Clock hours; 6= Credit Hours without terms

Processing Notes/Edits
If invalid, then set approved value to previous value or BLANK. If NO Match with eligible app data, then reject record. Return last value reported on acknowledgment.

207

207

1

N

Yes

Academic Calendar

Calendar which applies to this student’s educational program. Must be valid or system accepted to process record.

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 To 1 to 2, 3, 4, or 5 2, 3, or 4 to 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 Attending 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”.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-36

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
208 208

Length (# of bytes)
1

Type
N

Required
Yes

Field Name
Payment Methodology

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

Valid Values
1= Credit hour with standard terms in which Fall through Spring terms equal or exceed 30 weeks, or have been granted waiver (AC: 2, 3, or 4) 2= Credit hour with standard terms in which Fall through Spring terms are less than 30 weeks not granted waiver. (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) Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 – 9999999.

Processing Notes/Edits
The Payment Methodology dictates the data required for Enrollment status, Weeks of instructional time, Weeks of instructional time in academic year, Credit/Clock Hours expected to complete, Credit/Clock Hours in academic year. Used in award amount validation. Academic Calendar and Payment Methodology must be logically consistent. PM 2, 3, or 4 2, 3, or 4 1, 2, 3, or 4 5 or 6 1, 2, 3, 4, 5 or 6 AC

If invalid or BLANK, then set accepted value to previous value or “3” Used in award amount validation. If invalid or BLANK, then set accepted value to previous value or “9999999”.

209

215

7

N

Yes

Cost of Attendance

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

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-37

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
216 216

Length (# of bytes)
1

Type
A

Required
Payment Methodology 1, 2, 3, 5

Field Name
Enrollment Status

Description
This student’s expected enrollment status for the entire award year. The Enrollment Status 5 “Other” is used when the student’s enrollment is “mixed” or student attends more than number of terms in a full academic year. Valid Values depend upon Academic Calendar and Payment Methodology fields.

Valid Values
Blank (AC: 5 or 6) 1: Full-time (AC: 1, 2, 3, or 4 and Payment Methodology not equal to 5) 2: ¾ time (AC: 1, 2, 3, or 4 and Payment Methodology not equal to 5) 3: ½ time (AC: 1, 2, 3, or 4) 4: Less than ½ time (AC: 1, 2, 3, or 4) 5: Other (AC: 1, 2, 3, or 4 and Payment Methodology not equal to 5)

Processing Notes/Edits
Used in award amount validation. BLANK only if Payment Methodology is either Formula 4 or Formula 5 and Academic Calendar is 6. If PM does not equal 4: or if PM does not equal 5 and AC equals 6 and invalid or BLANK, then set accepted value to previous value or “1”. ELSE if invalid, set accepted value to BLANK. If AC: 1, 2, 3, or 4 and Payment Methodology is 5 and Enrollment Status is reported as either Blank or a value other than 3 or 4, we must set the value equal to 3 and we must have a warning comment (W) go to the institution that says: Enrollment Status may never exceed half time when using Payment Methodology 5. Must be BLANK when using Payment Methodology 1. If invalid or out of range, 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.

217

218

2

A

Payment Methodology 2, 3, 4, 5

Weeks of Instructional Time Used to Calculate Payment

Total Number of weeks of instructional time provided 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. PM2: Weeks of instructional time provided by this student’s Program of Study Fall through Spring terms. PM3 & PM5B: Weeks of instructional time provided by this student’s Program of Study in all terms required in a regular full academic year. PM4 & PM5A: Weeks of instructional time provided by this student’s Program of Study in a full academic year.

Blank (Payment Methodology 1) 00-78 (Payment Methodology 2, 3, 4, or 5) If PM = 2, If PM = 3, Range If PM = 4, Range If PM = 5, Range Must < 30 Must be Valid Must be Valid Must be Valid

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-38

1999-2000 RFMS Record Layouts ORIGINATION RECORD (Con’t.)
Field Positions First Last
219 220

Length (# of bytes)
2

Type
A

Required
Payment Methodology 2, 3, 4, 5

Field Name
Weeks of Inst. Time in Program’s Definition of Academic Year

Description
The total number of weeks of instructional time in the institution’s definition of a full academic year for this student’s Program of Study.

Valid Values
BLANK (AC:1) 30 – 78 (May never be less than the number provided in positions 217-218 Weeks of instructional time used to calculate payment field of Origination record. If > 78 set to 30

Processing Notes/Edits
Can be blank when using Payment Methodology 1. Can never be less than a previous field. If invalid or BLANK, then set accepted value to previous value or If Attending Pell ID default Weeks populated, then set accepted value to default. 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 Payment Methodologies 1, 2, 3, & 5. If invalid or out of range, then accepted value equal to previous value or equal to Cr/Clock Hrs for Academic Year. If supplied and not needed for payment methodology, ignore. Used in award amount validation. Can never be blank if PM = 5 and AC = 6.

221

224

4

A

Payment Methodology 4, 5

Cr/Clock Hours in all Pay Periods expected to Comp. this school year

Total number of credit/clock hours institution expects this student to complete and be paid for during the current Federal Pell Grant award year. Valid values depend upon Payment Methodology and Academic Calendar.

BLANK (Unless Payment Methodology 5 and AC 6, or Payment Methodology 4) or Ranges: 0000-3120 AC=Clock Hour (5) 0000-0100 AC=Credit Hours without terms (6)

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-39

225

228

4

A

Payment Methodology 4, 5

Cr/Clock hrs in program’s definition of academic year

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

BLANK (Unless Payment Methodology 5 and AC 6, or Payment Methodology 4) or ranges: 0900-3120 Academic calendar 5 0024-0100 Academic calendar 6

Can be BLANK when using Payment Methodologies 1, 2, 3, and 5. If invalid or BLANK, then set accepted value to previous value or If Attending 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.

229

250

22 250

A

Unused

Reserved for expansion Total Record Length

Reserved for expansion.

Leave BLANK.

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

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

January 26, 2000 Page 1-40

1999-2000 RFMS Record Layouts GRANT BATCH TRAILER RECORD
Field Positions First Last
1 10

Length (# of bytes)
10

Type
A

Required
Yes

Field Name
Trailer Identifier

Description
Identify Trailer Record in file.

Valid Values
Constant: ‘GRANT TLR’

Processing Notes/Edits
Missing Batch Trailer – Reject Batch No Detail Records – Reject Batch If not equal to Data Record Length on Header, then reject Batch. If not equal to Batch Number on Header, then reject Batch.

11

14

4

N

Yes

Data Record Length

Length of data records included in this batch Number generated by the institution to uniquely identify a specific batch of records.

Must be numeric: 00019999 Format: XXCCYY999999CCYYM MDDHHMMSS Where: XX-batch type code (alpha) CCYY – last year in cycle: ‘2000’ 999999 – Reporting PELL ID CCYYMMDD-date batch created HHMMSS – time batch created Must be numeric: 000000 – 999999

15

40

26

A

Yes

Batch Number

41

46

6

N

Yes

Reported Number of Records

Number of data records included in the batch

If not equal to count of detail records in batch, then return warning message.

47

57

11

N

Yes

Reported Total of Batch

Total Origination Award Amount or Disbursement amount reported on Origination, Disbursement, or Special Disbursement batches.

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. 00000000000 – 99999999999

If not equal to total of detail records in batch, then return warning message.

Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000)

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1999-2000 RFMS Record Layouts GRANT BATCH TRAILER RECORD (Con’t.)
Field Positions First Last
58 59 58 64

Length (# of bytes)
1 6

Type
A N

Required
Yes Output

Field Name
Reported Total Sign Indicator Accepted and Corrected Number of Records

Description
Positive or negative sign for total amount reported. RFMS USE ONLY – Number of data records accepted and corrected by RFMS. RFMS USE ONLY- Total Award or Disbursement amount accepted and corrected on batch.

Valid Values
‘P’ – Positive ‘N’ – Negative 000000 – 999999

Processing Notes/Edits

65

75

11

N

Output

Accepted and Corrected Total of Batch

76

76

1

A

Output

Accepted and Corrected Total Sign Indicator Reserved for future expansion. Filler

RFMS USE ONLY – Positive or negative sign for total amount accepted. Reserved for future expansion. Filler will be added if necessary to make the trailer record the same length as the detail records.

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. 00000000000 – 99999999999 ‘P’ – Positive ‘N’ – Negative Spaces Spaces

77

100

24 XX

A A

Unused Unused

>100

Total Record Length

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Batch Reject Reasons
What's included: Origination Record Batch Reject Reasons Disbursement Record Batch Reject Reasons Data Request Record Batch Reject Reasons

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EDE Technical Reference
ORIGINATION AND DISBURSEMENT REJECT REASONS
Field Position
Origination ID: (Field Positions 1-23)

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.

Original SSN: (Field Positions 24-32) Original Name Code: (Field Positions 33-34) Award amount for entire school year: (Field Positions 61-67) Transaction Number: (Field Positions 199-200)

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.

Expected Family Contribution (EFC): (Field If not numeric or does not match the EFC for Positions 201-205) the transaction number reported in the Eligible Applicant database. Secondary Expected Family Contribution Used If Selected and Secondary EFC not in Pell Code: (Field Positions 206-206) eligible range.

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 acknowledgment 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 acknowledgment record.

DATA REQUEST REJECT REASONS
RFMS rejects data request records for the following reasons: Field/Position
Attending Pell ID: (Field Positions 1-6) Data Request Type: (Field Position 7-7) Output Media Type (Field Position 8-8) Pell Batch Number (Field Positions 9-34) Multiple Reporting Request Code 1 (Field Position 35-35) Multiple Reporting Request Code 2 (Field Position 36-36) MR Student Id (Field Positions 37-47)

Reject Reason
If the attending Pell ID is invalid Must be B, M, S or Y If entered must be valid Must be entered if Date Request Type is B Must be O or R 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

MR Institution Pell Id (Field Positions 48-53)

Must be valid if the Multiple Reporting Request Code 2 is I

Batch edit and reject codes can be found in Appendix C for the Origination, Disbursement and Data Request Records.

Receiving Acknowledgment
What’s included: Origination Acknowledgment Record Description Institution Acknowledgment Record Description

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Require d
Yes

Field Name
Origination ID

Description
Unique number used to identify an origination.

Valid Values
Format: 999999999XX200099999900 Where: SSN – 001010001-999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL-ID Orig Sequence Number - 00 001010001 - 999999999 Uppercase A to Z; ;.period)’ ‘(apostrophe); -(dash); BLANK: no last name Valid PELL-ID

Processing Notes/Edits

24 33

32 34

9 2

N A

Yes Yes

Original SSN Original Name Code

Student’s SSN from original FAFSA Student’s name code from original FAFSA

35

40

6

N

Yes

Attending Campus PELL-ID

PELL-ID of campus attended. Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. Reserved for future use.

41

45

5

A/N

Yes

ED Use

Spaces

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
46 58

Length (# of bytes)
13

Type
A

Require d
No

Field Name
Institution cross-reference

Description
This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken

Valid Values
Institution defined.

Processing Notes/Edits

59

59

1

A

No

Action Code

60

60

1

N

No

Accepted No. of Payment Periods in Student’s school year.

Number of terms or payment periods in student’s school year. For schools required to submit special disbursements, must have a valid value Amount of award for student’s entire school year. Increases are required to be submitted to RFMS.

Valid Codes: A: Accepted – all fields accepted C: Corrected – one or more fields corrected E: Rejected – record was rejected 1 – 9 or BLANK

61

67

7

N

Yes

Accepted Award Amount for Entire School Year

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500)

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
68 75

Length (# of bytes)
8

Type
D

Require d
Yes

Field Name
Accepted Estimated Disbursement Date #1

Description
Date 1st disbursement to student is estimated to be made. 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.

Valid Values
Format: CCYYMMDD Range: N days prior to DISBURSEMENT START DATE (19990701) to DISBURSEMENT END DATE (20050930). CCYYMMDD: Range [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK

Processing Notes/Edits

76

83

8

D

No

Accepted Estimated Disbursement Date #2

84

91

8

D

No

Accepted Estimated Disbursement #3

92

99

8

D

No

Accepted Estimated Disbursement Date #4

100

107

8

D

No

Accepted Estimated Disbursement Date #5

108

115

8

D

No

Accepted Estimated Disbursement Date #6

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
116 124 123 131

Length (# of bytes)
8 8

Type
D D

Require d
No No

Field Name
Accepted Estimated Disbursement Date #7 Accepted Estimated Disbursement Date #8

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.

Valid Values
CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK

Processing Notes/Edits

132

139

8

D

No

Accepted Estimated Disbursement Date #9

140

147

8

D

No

Accepted Estimated Disbursement Date #10

148

155

8

D

No

Accepted Estimated Disbursement Date #11

156

163

8

D

No

Accepted Estimated Disbursement Date #12

164

171

8

D

No

Accepted Estimated Disbursement Date #13

172

179

8

D

No

Accepted Estimated Disbursement Date #14

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
180 187

Length (# of bytes)
8

Type
D

Require d
No

Field Name
Accepted Estimated Disbursement Date #15 Accepted Enrollment Date

Description
Date 15th disbursement to student is estimated to be made. First date that the student was enrolled 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 1999-2000 funds, report the actual start date of the student’s classes for that payment period. Flag to identify tuition ranges when the annual tuition is less than $212.

Valid Values
CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: 19990101 20000630

Processing Notes/Edits

188

195

8

D

Yes

196

196

1

A

No

Accepted Low Tuition & fees flag

197

197

1

A

Yes

Accepted Verification status flag

Status of verification of applicant data by the school

198

198

1

A

No

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.

Value Tuition Range 0 1 –106 107 – 212 or BLANK: low tuition does not apply A: Accurate; C: Calculated; N: Not Selected; R: Reprocessed; S: Selected, not verified; T: Tolerance: W: Without Documentation 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.

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
199 200

Length (# of bytes)
2

Type
N

Require d
Yes

Field Name
Accepted Transaction Number

Description
Transaction number from eligible SAR used to calculate award Must equal the student’s Expected Family Contribution from the ISIR or SAR. May be the primary or secondary EFC value. Code indicating which EFC value is used to determine award amount.

Valid Values
Must be numeric: 01 - 99

Processing Notes/Edits

201

205

5

N

Yes

Accepted Expected Family Contribution (EFC)

Range: 00000 – (EFC MAXIMUM) 02925.

206

206

1

A

No

Accepted Secondary Expected Family Contribution

207

207

1

N

Yes

Accepted Academic Calendar

Calendar which applies to this student’s educational program. Must be valid or system accepted to process record.

O= Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S: Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. OR BLANK if Secondary EFC not used. 1 = Credit Hours – non standard terms; 2 = Credit Hours – standard terms of quarters; 3 = Credit Hours – standard terms of semesters; 4= Credit Hours – standard terms of trimesters; 5= Clock Hours; 6= Credit Hours without terms;

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
208 208

Length (# of bytes)
1

Type
N

Require d
Yes

Field Name
Accepted Payment Methodology

Description
Formula used to calculate the student’s Federal Pell Grant.

Valid Values
1= Credit hour with standard terms in which Fall through Spring terms equal or exceed 30 weeks, or equal or exceed academic year with waiver (AC: 2, 3, 4) 2= Credit hour with standard terms in which Fall through Spring terms are less than 30 weeks without waiver (AC: 2, 3, 4) 3= Credit hour with standard or non-standard terms (AC: 1-4) 4= Clock hour or Credit hour without terms (AC: 5, 6) 5= Nonresidential portion of programs offered by correspondence without terms (AC: 1-4, 6) Dollars and cents. Use leading zeros; do not include the $sign or decimal point. Range: 0000000-9999999.

Processing Notes/Edits

209

215

7

N

Yes

Accepted Cost of Attendance

Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations. The code that applies to the student’s expected enrollment status for the AWARD YEAR. Changes to this field will be accepted for the entire award year. Must be valid when Payment Methodologies 1, 2, 3, or 5 are used.

216

216

1

A

PM 1,2,3,5

Accepted Enrollment status

Blank or 1: Full time; 2: ¾ time; 3: ½ time; 4: Less than ½ time 5: Other

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
217 218

Length (# of bytes)
2

Type
A

Require d
Pay Meth 2, 3, 4, 5

Field Name
Accepted Weeks of Instructional Time Used to Calculate Payment

Description
The weeks of instructional time in which the student will be enrolled, and paid, as part of the academic year or program as defined for each Payment Methodology: PM 2: Weeks of instructional time in fall through spring terms PM 3: Weeks of instructional time in all terms expected to complete this school year PM 4: Weeks of instructional time for a full time student to complete hours in program or hours in the academic year PM 5A: Same as Payment Meth 4 PM 5B: Same as Payment Meth 3 Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. The number of weeks of instructional time in the program’s academic year. Must be valid when Payment Methodologies 2, 3, 4 or 5 are used.

Valid Values
Blank or 00-78

Processing Notes/Edits

219

220

2

A

Pay Meth 2, 3, 4, 5

Accepted Weeks of inst. Time in program’s definition of academic year.

BLANK or 30 – 78.

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
221 224

Length (# of bytes)
4

Type
A

Require d
Pay Meth 4, 5

Field Name
Accepted Cr/clock hrs in all pay periods expected to comp. this school year

Description
Number of credit or clock hours you expect the student to complete and to be paid from the 1999-00 award year. Must be valid when Payment Methodologies 4 or 5 are used. Number of credit or clock hours in this student’s educational program’s academic year definition. Must be valid when Payment Methodologies 4 or 5 are used.

Valid Values
BLANK or Ranges: 0000-3120 Academic 5 0000-0100 Academic 6 BLANK or Ranges: 0000-3120 Academic 5 0000-0100 Academic 6

Processing Notes/Edits

calendar calendar

225

228

4

A

Pay Meth 4, 5

Accepted Cr/clock hrs in program’s definition of academic year

calendar calendar

229 251

250 255

22 5

A N

Unused Output

Reserved for expansion Scheduled Federal Pell Grant

Reserved for expansion Scheduled amount for a full time student. Transaction number that was previously accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations. EFC that was previously accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations.

Range: 00000 – 03125 01-99 or BLANK if Origination not rejected.

256

257

2

N

Output

Previously Accepted Transaction Number

258

262

5

N

Output

Previously Accepted EFC

Range: 00000 EFC MAXIMUM (02925) or BLANK if Origiation not rejected.

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1999-2000 RFMS Record Layouts ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
263 263

Length (# of bytes)
1

Type
N

Require d
Output

Field Name
Previously Accepted Secondary EFC Code

Description
Secondary EFC Code that was previously accepted and currently stored by RFMS for this student. This field will only be populated for rejected originations.

Valid Values
O= Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant Program; student’s award now based on the original EFC. S=Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. OR BLANK if Secondary EFC not used or if Origination not rejected. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 – 9999999 Twenty-Five edit/reject codes of: 000-999 Position XXX-XXX: 1st code Position XXX-XXX: 2nd code Position XXX-XXX: 3rd code Position YYY-YYY: 25th code

Processing Notes/Edits

264

270

7

N

Output

Previously Accepted Cost of Attendance.

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

271

345

75

N

Output

Origination edit/reject reasons

346

355

10

N

Output

ED Use Flags

Format: 0000000000 Where: Each digit signifies a different situation 1st – Shared SAR ID 2nd – Verification W Status 3rd- Concurrent Enrollment 4th – POP 5th thru 10th – Reserved for future use.

(1st digit, Shared SAR ID cannot be checked by RFMS.)

355

Total Record Length

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1999-2000 RFMS Record Layouts INSTITUTION DATA ACKNOWLEDGMENT RECORD
Field Positions First Last
1 6

Length (# of bytes)
6

Type
N

Require d
Yes

Field Name
Pell-ID

Description
Pell-ID assigned the Federal Pell Program for the participating campus. Code to indicate the status of institution data record receipt. List of up to eight 3 digit 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.

Valid Values
Must be a valid Pell-ID code. A – Institution Data Record Accepted E – Institution Date Record Rejected Reject Reasons format: 000 – 199 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 Spaces

Processing Notes/Edits
Change applies to all records with the same Pell-ID, unless further identification (DUNS #) is provided to change only a particular institution. Completed by RFMS as a result of Batch editing. Completed by RFMS as a result of Batch editing.

7

7

1

A

No

Action Status

8

31

24

N

Output

Batch Reject Reasons

32

106

75 106

A

No

Filler Total Record Length

Unused.

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ELECTRONIC DATA REQUESTS
What’s included: Data Requests: Batch Replacement, Multiple Reporting, SOA, YTD Record Description Multiple Reporting Record Description Year-to-Date Record (Origination) Description Year-to-Date Record (Disbursement) Description Year-to-Date Record (Summary) Description Institution Data Record Description

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1999-2000 RFMS Record Layouts DATA REQUESTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT, YTD
Field Positions First Last
1 7 6 7

Length (# of bytes)
6 1

Type
N A

Required
Yes Yes

Field Name
Requesting Attending Campus Pell-ID Request type

Description
Pell-ID campus on Code for data request type.

Valid Values
Valid Pell-ID B= Batch Replacement M= Multiple Reporting S= Statement of Account Y= Year-To-Date E= Send output by Electronic file C= Send output by Cartridge tape R= Send output by Reel tape BLANK = Send output on media type on which the request was made Format: CCYYXX999999CCYYM MDDHHMMSS Where: XX- batch type code (alpha) CCYY – last year in cycle: ‘2000’ 999999 – Reporting Pell ID CCYYMMDD – date batch created HHMMSS – time batch created O= Send originated institutions D= Send disbursed institutions.

Processing Notes/Edits

8

8

1

A

No

Requested Output Media Type

Code for type of media to use when sending output data.

Cannot be blank for requests from the WEB.

9

34

26

A

Type B Only

Pell Batch Number

Batch number requested to be replaced.

Required for Type B – Batch Replacement Requests

35

35

1

A

Type M

Multiple Reporting Request Code 1

Indicates the institution is requesting originated institutions or disbursed institutions.

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1999-2000 RFMS Record Layouts DATA REQUESTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT, YTD (Con’t.)
Field Positions First Last
36 36

Length (# of bytes)
1

Type
A

Required
Type M

Field Name
Multiple Reporting Request Code 2

Description
Indicates the institution is requesting by selected student, selected instituion, or all students

Valid Values
A= Send list of other institutions for all students S= Send other institution for students listed in record. I= Send student for listed institutions listed in record. Blank or 001010001XX 999999999XX where XX is: Uppercase A to Z; .(period); ‘(apostrophe); - (dash); Blank: no last name Blank or Valid Pell-ID

Processing Notes/Edits
There may be multiple detail records to accommodate the number of Student Ids or institution numbers listed for the attending campus institution.

37

47

11

A

Type M

MR Student ID

The Student SSN and Name code for which a MultipleReporting record is requested. Only required if MR Code 2 equals S.

Must be non-blank, MRR Code 2 equals S.

48

53

6

N

Type M

MR institution Pell-ID

The institution code for which MR listings are requested. Only required if the MR Code 2 equals 1 Reserved for future use.

Must be non-blank if MRR Code 2 equals I.

54

100

47 100

A

Unused

Reserved for future use. Total Record Length

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January 26, 2000 Page 1-65

1999-2000 RFMS Record Layouts DATA REQUEST ACKNOWLEDGMENTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT, YTD (Con’t.)
Field Positions First Last
1 7 6 7

Length (# of bytes)
6 1

Type
N A

Required
Yes Yes

Field Name
Requesting Attending Campus Pell-ID Request type

Description
Pell-ID campus on Code for data request type.

Valid Values
Valid Pell-ID B= Batch Replacement M= Multiple Reporting S= Statement of Account Y= Year-To-Date E= Send output by Electronic file C= Send output by Cartridge tape R= Send output by Reel tape BLANK = Send output on media type on which the request was made Format: CCYYXX999999CCYYM MDDHHMMSS Where: XX- batch type code (alpha) CCYY – last year in cycle: ‘2000’ 999999 – Reporting Pell ID CCYYMMDD – date batch created HHMMSS – time batch created O= Send originated institutions D= Send disbursed institutions. A= Send list of other institutions for all students S= Send list of other institutions for students listed in record. I= Send list of students for listed institutions listed in record.

Processing Notes/Edits

8

8

1

A

No

Requested Output Media Type

Code for type of media to use when sending output data.

9

34

26

A

Output

Pell Batch Number

Batch number requested to be replaced.

35

35

1

A

Output

Multiple Reporting Request Code 1

Indicates the institution is requesting originated institutions or disbursed institutions. Indicates the institution is requesting by selected student, selected instituion, or all students

36

36

1

A

Output

Multiple Reporting Request Code 2

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1999-2000 RFMS Record Layouts DATA REQUEST ACKNOWLEDGMENTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT, YTD (Con’t.)
Field Positions First Last
37 47

Length (# of bytes)
11

Type
A

Required
Output

Field Name
MR Student ID

Description
The Student SSN and Name code for which a Multiple Reporting record is requested. Only reequired if MR Code 2 equals S.

Valid Values
Blank or 001010001XX 999999999XX where XX is: Uppercase A to Z; .(period); ‘(apostrophe); (dash); Blank: no last name Blank or Valid Pell-ID Spaces. Valid Codes: A: Accepted – all fields accepted C: Corrected – one or more fields corrected E: Rejected – record was rejected Comment format: 000-199 Position XX-XX: 1st comment code Position XX-XX: 2nd comment code Position XX-XXX: 8th comment code

Processing Notes/Edits

48

53

6

N

Output

MR institution Pell-ID

54 76

75 76

22 1

A A

Unused Outputs

Reserved for future use. Action Code

The institution code for which MR listings are requested. Only required if the MR Code 2 equals 1 Reserved for future use. Code to indicate action to be taken

For FMS Use Only

77

100

24

N

Output

Edit/Comment Codes

List of up to eight three-digit comment codes which occurred during processing of the data request

100

Total Record Length

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1999-2000 RFMS Record Layouts MULTIPLE REPORTING RECORD
Field Positions First Last
1 2

Length (# of bytes)
2

Type
A

Required
Output

Field Name
Record Type

Description
Code that indicates the reason the institution is receiving the record

Valid Values
RO: Originated Institution RD: Disbursed Institution RN: None found CE: Concurrent Enrollment Institution PB: Blocked Institution PR: Blocker Institution PU: Unblocked Institution BC: Blocked and Concurrent Enrollment RC: Blocker and Concurrent Enrollment VW: Verification W SI: Shared SAR ID Must be a valid Pell-ID assigned by the Department of Education. May be BLANK. O= Send originated institutions D= Send disbursed institutions May be BLANK. A= Send list of other institutions for all students S= Send list of other institutions for students listed in record I= Send list of students for listed institutions listed in record. May be blank. Blank or 001010001XX 999999999XX where XX is: Uppercase A to Z; .(period); ‘(apostrophe); -(dash); Blank: no last name

Processing Notes/Edits
(Shared SAR ID cannot be checked by RFMS.)

3

8

6

N

Request Output

Requesting Institution Pell-ID

9

9

1

A

Request Output

Multiple Reporting Request Code 1

10

10

1

A

Request Output

Multiple Reporting Request Code 2

Pell-ID of the requesting attending campus of the student. Will be blank for concurrent enrollment and potential overaward records. Indicates the institution is requesting originated institutions or disbursed institutions. Will be blank for concurrent enrollment and potential overaward records. Indicates the institution is requesting by selected student, selected institution, or all students. Will be blank for concurrent enrollment and potential overaward records.

11

21

11

A

Request Output

MR Student ID

The Student SSN and Name code for which a MultipleReporting record is requested. Will be blank for concurrent enrollment and potential over award records.

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1999-2000 RFMS Record Layouts MULTIPLE REPORTING RECORD (Con’t.)
Field Positions First Last
22 27 6

Length (# of bytes)

Type
N

Required
Request output

Field Name
MR Institution Pell-ID

Description
The institution code for which Multiple Reporting records are requested. Will be blank for concurrent enrollment and potential overaward records. Student’s Original SSN from the origination record. Student’s name code from the origination record.

Valid Values
Valid Pell-ID. May be blank.

Processing Notes/Edits

28 37

36 38

9 2

N A

Output Output

Student Original SSN Original Name Code

001010001 – 999999999 Uppercase A to Z; .(period); ‘(apostrophe); -(dash) Blank (no last name) Must be a valid Pell-ID assigned by the Department of Education.

39

44

6

N

Output

Institution Pell-ID

45 115 150 185 210

114 149 184 209 211

70 35 35 25 2

A/N A/N A/N A/N A

Output Output Output Output Output

Institution name Institution street address – Line 1 Institution street address Line 2 Institution city Institution State

Pell-ID of the attending campus of the student. Use the record type to interpret the relationship this institution has to the institution receiving this record. The name of the institution. The street or post office box address of institution. The street or post office box address of institution. The city in which the institution is located. The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located The zip code of the institution The full name of the institutional administrator officially responsible for the accuracy and completeness of the data, starting with the first name, e.g. JOHN E DOE. The working phone number for the person indicated as FAA.

212 221

220 250

9 30

A/N A/N

Output Output

Zip Code Financial Aid Administrator (FAA) name

May include blanks and special characters.

251

260

10

N

Output

FAA telephone number

Includes area code, but not parentheses or dashes.

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1999-2000 RFMS Record Layouts MULTIPLE REPORTING RECORD (Con’t.)
Field Positions First Last
261 270

Length (# of bytes)
10

Type
A/N

Required
Output

Field Name
FAA fax number (optional) Internet address Scheduled Federal Pell Grant Origination Award Amount Transaction Number Expected Family Contribution (EFC) Enrollment Date

Description
The working fax number used by the person indicated as FAA. Internet address of an authorized official. Scheduled Federal Pell Grant for a student with this EFC and COA attending full-time for a full academic year. Annual award amount supplied on the origination record. Transaction number from the eligible SAR used to calculate the award. Amount of the student’s Expected Family Contribution from the SAR used to calculate the award. First date the student was enrolled in an eligible program for the award year. Date the origination was created in RFMS. Total amount of all disbursements accepted by the Federal Pell Grant Program for the POP Student Date the last payment was received from this institution. Date of next estimated disbursement date. The percentage of the student’s eligibility used by this institution.

Valid Values
May be BLANK. Otherwise Includes area code, but not parentheses or dashes. May be BLANK. Range: 0000000 AWARD AMOUNT MAX (0312500) Range: 0000000 AWARD AMOUNT MAX (0312500) Range: 01 – 99 Range: 00000 EFC MAXIMUM (02925) CCYYMMDD Range: 19990101 – 20000630 CCYYMMDD Range: 19990401 – 20050930 Range: 0000000 AWARD AMOUNT MAX (0312500) Format: CCYYMMDD Blank or CCYYMMDD Range: 19990101 – 20050930 Format: 000.00%. The last two digits represent less than 1 percent. Field does not include decimal point or %.

Processing Notes/Edits

271 321

320 327

50 7

A/N N

Output Output

328

334

7

N

Output

335 337

336 341

2 5

N N

Output Output

342

349

8

D

Output

350 358

357 364

8 7

D N

Output Output

Origination Create Date Total of Disbursements Accepted Last Activity Date Next Estimated Disbursement Date Eligibility Used

365 373 381

372 380 385

8 8 5

D D N

Output Output Output

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1999-2000 RFMS Record Layouts MULTIPLE REPORTING RECORD (Con’t.)
Field Positions First Last
386 395

Length (# of bytes)
10

Type
N

Required
Output

Field Name
ED Use Flags

Description
Flags that are set to inform institutions of modifications that have been made to their database and require immediate action to rectify.

Valid Values
Format: 0000000000 Where: Each digit signifies a different situation. 1st – Shared SAR ID 2nd – Verification W Status 3rd – Concurrent Enrollment 4th – POP 5th thru 10th – Reserved for future use.

Processing Notes/Edits
(1st digit, Shared SAR ID cannot be checked by RFMS.)

396

400

5 400

A

Output

Reserved for future Use Total Record Length

Reserved for future use

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION)
Field Positions First Last
1 1 1

Length (# of bytes)

Type
A

Required
Output

Field Name
YTD Record Indicator

Description
Indicates if record is the YTD Origination, YTD Disbursement or Summary data. Unique number used to identify an origination

Valid Values
Constant “O”

Processing Notes/Edits

2

24

23

A/N

Yes

Origination ID

25 34

33 35

9 2

N A

Yes Yes

Original SSN Original Name Code

Student’s SSN from original FAFSA Student’s name code from original FASFA

Format: 999999999XX20009999990 0 Where: SSN – 001010001999999999 Name Code – XX Year Indicator – 2000 Valid Pell-ID Orig Sequence Number – 00 001010001 – 999999999 Uppercase A to Z; .(period); ‘(apostrophe); -(dash), BLANK: no last name Valid Pell-ID

Identifier

Identifier Identifier

36

41

6

N

Yes

Attending Campus Pell-ID

42 47

46 59

5 13

A/N A

Yes No

ED Use Institution crossreference

60

60

1

A

No

Action Code

Pell-ID of campus attended. Change creates new origination record. Institution must change payment amounts for student at original attended campus as necessary. ED Use Only – do not use Reserved for future use. This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken.

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

Institution defined.

No editing.

Valid Codes: A: Accepted – student id requested was found on Federal Pell Grant Database for Institution. E: Rejected – student id requested was NOT found on the Federal Pell Grant Database for Institution.

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

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
61 61

Length (# of bytes)
1

Type
N

Required
No

Field Name
Accepted No. of Payment Periods in Student’s school year Accepted Award amount for entire school year Accepted Estimated Disbursement Date #1 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 Accepted Estimated Disbursement Date #7

Description
Number of terms or payment periods in student’s school year. For schools required to submit special disbursements, must have a valid value. Amount of award for student’s entire school year. Increases are required to be submitted to RFMS. Date 1st disbursement to student is estimated to be made. 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. Date 7th disbursement to student is estimated to be made.

Valid Values
1 – 9 OR BLANK

Processing Notes/Edits

62

68

7

N

Yes

69 77 85

76 84 92

8 8 8

N N N

No No No

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000 – 03125 Format: CCYYMMDD Range: N days prior to 19990701-20050930 Format: CCYYMMDD Range: N days prior to 19990701 - 20050930 Format: CCYYMMDD Range: N days prior to 19990701 - 20050930 Format: CCYYMMDD Range: N days prior to 19990701 - 20050930 Format CCYYMMDD Range: N days prior to 19990701 - 20050930 Format: CCYYMMDD Range: N days prior to 19990701 - 20050930 Format: CCYYMMDD Range: N days prior to 19990701 - 20050930

Cannot exceed Total Payment Ceiling for student award validation performed.

93 101

100 108

8 8

N N

No No

109

116

8

N

No

117

124

8

N

No

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
125 132

Length (# of bytes)
8

Type
N

Require d
No

Field Name
Accepted Estimated Disbursement Date #8 Accepted Estimated Disbursement Date #9

Description
Date 8th disbursement to student is estimated to be made. Date 9th disbursement to student is estimated to be made.

Valid Values
Format: CCYYMMDD Range: N days prior to 19990701 20050930 Format: CCYYMMDD Range: N days prior to 19990701 20050930 Format: CCYYMMDD Range: N days prior to 19990701 20050930 Format: CCYYMMDD Range: N days prior to 19990701 20050930 Format: CCYYMMDD Range: N days prior to 19990701 Format: CCYYMMDD Range: N days prior to 19990701 20050930

Processing Notes/Edits

133

140

8

N

No

141

148

8

N

No

Accepted Estimated Disbursement Date #10

Date 10th disbursement to student is estimated to be made.

149

156

8

N

No

Accepted Estimated Disbursement Date #11

Date 11th disbursement to student is estimated to be made.

157 165

164 172

8 8

N N

No No

Accepted Estimated Disbursement Date #12 Accepted Estimated Disbursement Date #13

Date 12th disbursement to student is estimated to be made. Date 13th disbursement to student is estimated to be made.

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
173 181 189 180 188 196

Length (# of Type bytes)
8 8 8 N N D

Required
No No Yes

Field Name
Accepted Estimated Disbursement #14 Accepted Estimated Disbursement Date #15 Accepted Enrollment Date

Description
Date 14th disbursement to student is estimated to be made. Date 15th disbursement to student is estimated to be made. First date that the student was enrolled 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 1999-2000 funds, report the actual start date of the student’s classes for that payment period. Flag to identify tuition ranges when the annual tuition is less than $212.

Valid Values
Format: CCYYMMDD Range: N days prior to 19990701 - 20050930 Format: CCYYMMDD Range: N days prior to 19990701 – 20050930 CCYYMMDD Range: 19990101 - 20000630

Processing Notes/Edits

197

197

1

A

No

Accepted Low Tuition & Fees Flag

198

198

1

A

Yes

Accepted Verification status flag

Status of verification of applicant data by the school.

199

199

1

A

No

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.

200

201

2

N

Yes

Accepted Transaction Transaction number from eligible Number SAR used to calculate award.

Value Tuition Range: 0 1-106 107-212 or BLANK: low tuition does not apply A: Accurate; C: Calculated; N: Not Selected; R: Reprocessed; S: Selected, not verified; T: Tolerance; W: Without Documentation 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. Must be numeric: 01 – 99

Only one disbursement can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if status remains W. Once a student is selected, he/she is always selected.

Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero.

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
202 206

Length (# of bytes)
5

Type
N

Required
Yes

Field Name
Accepted Expected Family Contribution (EFC) Accepted Secondary Expected Family Contribution

Description
Must be equal the student’s Expected Family Contribution from the ISIR or SAR Code indicating which EFC value is used to determine award amount.

Valid Values
Range: 00000 - EFC MAXIMUM (02925). O= Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S= Federal Pell Grant award based on the secondary EFC, as calculated by the CPS. OR BLANK if Secondary EFC not used. 1= Credit Hours – non standard terms; 2= Credit Hours – standard terms of quarters;. 3= Credit Hours – standard terms of semesters; 4= Credit Hours – standard terms of trimesters; 5= Clock hours; 6=Credit Hours without terms; 1= Credit hour with standard terms in which Fall through Spring terms equal or exceed 30 weeks, or equal or exceed academic year with waiver. (AC: 2, 3, 4) 2= Credit hour with standard terms in which Fall through Sprint terms are less than 30 weeks without waiver (AC: 2, 3, 4)

Processing Notes/Edits
Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero.

207

207

1

N

No

208

208

1

N

Yes

Accepted calendar

Academic

Calendar which applies to this student’s educational program. Must be valid or system accepted to process record.

209

209

1

N

Yes

Accepted Payment Methodology

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

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 To 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4 or 6 6 to 1 or 5 The Payment Methodology dictates the data required for Enrollment status, Weeks of instructional time, Weeks of instructional time in academic year, Credit/Clock Hours expected to complete, Credit/Clock Hours in academic year. Used in award amount validation.

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
209 (Cont.)

Length (# of Type bytes)

Required

Field Name

Description

Valid Values
3= Credit hour with standard or non-standard terms (AC: 1-4) 4= Clock hour or Credit hour without terms (AC: 5, 6) 5= Nonresidential portion of programs offered by correspondence without terms (AC: 1-4, 6) Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 – 9999999 BLANK or 1: Full time; 2: ¾ time; 3: ½ time; 4: Less than ½ time; 5: Other

Processing Notes/Edits

210

216

7

N

Yes

Accepted Cost of Attendance

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

Used in award amount validation.

217

217

1

A

Payment Methodology 1, 2, 3, 5

Accepted Enrollment Status

218

219

2

A

Payment Methodology 2, 3, 4, 5

Accepted Weeks of instructional time used to calculate payment

The code that applies to the student’s expected enrollment status for the AWARD YEAR. Changes to this field will be accepted for the entire award year. Must be valid when Payment Methodologies 1, 2, 3, or 5 are used. The weeks of instructional time in BLANK or 00 – 78. which the student will be enrolled, and paid, as part of the academic year or program as defined for each Payment Methodology: PM 2: Weeks of instructional time in fall through spring terms PM 3: Weeks of instructional time in all terms expected to complete this school year PM 4: Weeks of instructional time for a full time student to complete hours in prog or hours in the academic year PM 5A: Same as Payment Meth 4 PM 5B: Same as Payment Meth 3 Must be valid when Payment Meth 2, 3, 4 or 5 are used.

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

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
220 221 2

Length (# of Type bytes)
A

Required
Payment Methodology 2, 3, 4, 5

Field Name
Accepted Weeks of inst. Time in program’s definition of academic year

Description
The number of weeks of instructional time in the program’s academic year. Must be valid when Payment Methodologies 2, 3, 4 or 5 are used. Number of credit or clock hours you expect the student to complete and to be paid from the 1999-00 award year. Must be valid when Payment Methodologies 4 or 5 are used. Number of credit or clock hours in this student’s educational program’s academic year definition. Must be valid when Payment Methodologies 4 or 5 are used. Reserved for Expansion Scheduled amount for a full time student. 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.

Valid Values
BLANK or 30-78.

Processing Notes/Edits
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.

222

225

4

A

Payment Methodology 4, 5

Accepted Cr/clock hrs in all pay periods expected to comp. this school year Accepted Cr/clock hrs in program’s definition of academic year

226

229

4

A

Payment Methodology 4, 5

BLANK or Ranges: 00900-3120 Academic calendar 5 0000-0100 Academic calendar 6 BLANK or Range: 00900-3120 Academic Calendar 5 0024-0100 Academic calendar 6 Range: 00000 – 03125 BLANK or Full name listed in order: Last name 01-16 First Name 17-25 Middle Initial 26

230 252 257

251 256 282

22 5 26

A N A

Unused Output Output

Reserved for Expansion Scheduled Federal Pell Grant Student name

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January 26, 2000 Page 1-78

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
Field Positions First Last
283 291

Length (# of bytes)
9

Type
A/N

Required
Output

Field Name
Student Current SSN

Description
Social Security Number, as altered by the student through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing. Date of birth of student. Designates whether CPS selected the student for institutional verification of applicant data as of the Transaction number reported. The total of processed disbursements by RFMS

Valid Values
Valid social security number or BLANK if not matched.

Processing Notes/Edits

292 300

299 300

8 1

D A

Output Output

Student Date of Birth CPS Verification Selection code

301

307

7

N

Output

YTD disbursement amount

308

333

26

A

Output

Batch ID

Number generated by the institution to uniquely identify a specific batch of records. Format for the batch number is specified.

334 342

341 343

8 2 343

D A

Output Output

Process Date Unused. Total Record Length

Date this record (segment) was processed by the Federal Pell Grant program Will always be blank.

Valid date of birth: CCYYMMDD BLANK = Not selected by CPS for verification. * = Selected by CPS for Institution verification of applicant data. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 - AWARD AMOUNT MAX (0312500) Format: CCYYXX999999CCYYM MDDHHMMSS Where: XX – batch type code (alpha) CCYY – last year in cycle: ‘2000’ 999999 – Reporting Pell ID CCYYMMDD – date batch created HHMMSS – time batch created Format: CCYYMMDD BLANK.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-79

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (DISBURSEMENT)
Field Positions First Last
1 1

Length (# of bytes)
1

Type
A

Required
Output

Field Name
YTD Record Indicator

Description
Indicates if record is the YTD Origination, YTD Disbursement, or Summary data. Unique number used to identify the origination which the disbursement is to be applied against.

Valid Values
Constant “D”

Processing Notes/Edits

2

24

23

A/N

Yes

Origination ID

25

37

13

A

No

Institution crossreference

38 39 41

38 40 47

1 2 7

A N N

No Yes Yes

Action Code Disbursement Reference Number Accepted Disbursement Amount

This field can contain any cross reference information useful to the institution to identify student records internally. Will always be blank. Number of the disbursement per student for the Award Year Amount of disbursement for student’s payment period. If an adjustment, this value is a replacement amount. Indicates if the Disbursement Amount is positive or negative. Date this disbursement was or will be made to the student. Number used to identify which Payment Period this record is referencing.

Format: 999999999XX20009999990 0 Where: SSN-001010001-999999999 Name Code – XX Year Indicator – 2000 Valid PELL ID Orig. Sequence Number – 00 Institution defined.

Identifier

No editing.

BLANK. Must be numeric: 01 - 90 Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000-03125 P: Positive N: Negative CCYYMMDD: Range: 19990621 20050930 Must be numeric 1-9 Process Date must be within N days prior to disbursement date. Identifier: 91-99 are Reserved for RFMS system generated disbursements.

48 49 57

48 56 57

1 8 1

A D N

Yes Yes Yes

Accepted Debit/Credit Indicator Flag Disbursement Date Payment Period Number

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January 26, 2000 Page 1-80

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (DISBURSEMENT) (Con’t.)
Field Positions First Last
58 65

Length (# of bytes)
8

Type
N

Required
Yes

Field Name
Payment Period Start Date

Description
Beginning date of Payment Period

Valid Values
CCYYMMDD: Range: PP START (19990101) - PP END DATE (20001231) Or BLANK CCYYMMDD: Range: PP START (19990101) - PP END DATE (20001231) Or BLANK 1, 9, or BLANK. Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 00000 – 03125 Or BLANK 1 = Institution uses non standard terms and measures progress by credit hours; 2 = Institution uses quarters and measures progress by credit hours; 3= Institution uses semesters and measures progress by credit hours; 4= Institution uses trimesters and measures progress by credit hours; 5= Institution measures progress by clock hours; 6 = Institution does not use terms, but does measure progress by credit hours or BLANK.

Processing Notes/Edits
Field is populated when a Special Disbursement record is processed by RFMS. Field is populated when a Special Disbursement record is processed by RFMS. Field is populated when a Special Disbursement record is processed by RFMS. Field is populated when a Special Disbursement record is processed by RFMS.

66

73

8

N

Yes

Payment Period End Date

Ending Date of Payment Period

74 75

74 81

1 7

N N

Yes Yes

Accepted No. of Payment Periods in Student’s school year Accepted Total Payment for this Payment Period.

Number of terms or payment periods in student’s school year. Total Payment Amount acceptable for this Payment Period.

82

82

1

A

Yes

Accepted Academic calendar for this payment period.

Calendar which applies to this payment p eriod for the student’s educational program.

Field is populated when a Special Disbursement record is processed by RFMS.

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January 26, 2000 Page 1-81

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (DISBURSEMENT) (Con’t.)
Field Positions First Last
83 83

Length (# Type of bytes)
1 A

Required
Yes

Field Name
Accepted Payment Methodology for this payment period.

Description
Report the formula used to calculate this payment for the student’s Federal Pell Grant.

Valid Values
1 = Credit hour with standard terms of Quarter, Semester, or Trimester equal to or exceeding 30 weeks (AC: 2, 3, 4) 2= Credit hour with standard terms of Quarter, Semester, or Trimester less than 30 weeks (AC: 2, 3, 4) 3= Credit hour with nonstandard terms of Quarter, Semester, Trimester (AC: 1-4) 4= Clock hour or Credit hour without terms (AC: 5, 6) 5= Nonresidential portion of programs offered by correspondence with credit hours (AC: 1-6) or BLANK Dollars only; omit cents. Use leading zeros; do not include $ sign. Range: 0000000 – 9999999 Or BLANK 1: Full time; 2: ¾ time; 3: ½ time; 4: Less than ½ time or BLANK.

Processing Notes/Edits
Field is populated when a Special Disbursement record is processed by RFMS.

84

90

7

N

Yes

Accepted Cost of Attendance for this payment period. Accepted Enrollment status for this payment period.

Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations. The code that applies to the student’s enrollment status for the Payment Period.

Field is populated when a Special Disbursement record is processed by RFMS. Field is populated when a Special Disbursement record is processed by RFMS.

91

91

1

A

Payment Methodology 1, 2, 3, 5

92

93

2

A/N

Payment Methodology 2, 3, 4, 5

Accepted weeks of instructional time used to calculate payment for this payment period

Number of weeks used to calculate 00-78 or BLANK payment for this payment period by PM. PM 2: Weeks of instructional time in fall through spring terms. PM 3: Weeks of instructional time in payment period. PM 4: Weeks of instructional time for a full time student to complete hours in prog or hrs in academic yr.

Field is populated when a Special Disbursement record is processed by RFMS

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1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (DISBURSEMENT) (Con’t.)
Field Positions First Last
92 (cont.) 94 93

Length (# of Type bytes)
2 A/N

Required
Payment Methodology 2, 3, 4, 5 Payment Methodology 2, 3, 4, 5 Payment Methodology 4, 5

Field Name
Accepted weeks of instructional time used to calculate payment for this payment period Accepted Weeks of instructional time in program’s definition of academic year Accepted Cr/clock hours expected to complete in this Payment period Accepted Cr/clock hrs in program’s definition of academic year

Description
PM 5A: Same as PM 4 PM 5B: Same as PM 3 Number of weeks in program’s definition of academic year Number of Cr/Clock hours expected to be completed for this payment period.

Valid Values

Processing Notes/Edits

95

2

A/N

30-78 or BLANK Ranges: 0000-3120 Academic calendar 5 0000-0100 Academic calendar 6 or BLANK Range: 0900-3120 Academic calendar 5 0024-0100 Academic calendar 6 or BLANK Spaces.

Field is populated when a Special Disbursement record is processed by RFMS. Field is populated when a Special Disbursement record is processed by RFMS.

96

99

4

A/N

100

103

4

A/N

Payment Methodology 4, 5

Number of Cr/clock hrs in program’s definition of academic year

Field is populated when a Special Disbursement record is processed by RFMS.

104

343

240 343

A

Unused

Reserved for future expansion Total Record Length

Reserved for future expansion.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-83

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (SUMMARY)
Field Positions First Last
1 1

Length (# of bytes)
1

Type
A

Required
Output

Field Name
YTD Record Indicator

Description
Indicates if record is the YTD Origination, YTD Disbursement, or Summary data. Provided by RFMS. Year to date number of unduplicated recipients for institution. Provided by RFMS. Year to date number of originations received for institution. Provided by RFMS. Year to date number of originations received and accepted for the institution. Provided by RFMS. Year to date number of originations received and corrected for the institution. Provided by RFMS. Year to date number of originations received and rejected for the institution. Provided by RFMS. Year to date number of Disbursements and Special Disbursements received for the institution. Provided by RFMS. Year to date number of Disbursements and Special Disbursements received and accepted for the institution. Provided by RFMS. Year to date number of Disbursements and Special Disbursements received and corrected for the institution. Provided by RFMS. Year to date number of Disbursements and Special Disbursements received and rejected for the institution. Comment Code Number.

Valid Values
Constant: “S”

Processing Notes/Edits

2 9 16

8 15 22

7 7 7

N N N

Output Output Output

Total Unduplicated Recipients Total Originations Originations Accepted

Range: 000000000 – 999999999 Range: 000000000999999999 Range: 000000000999999999 Range: 000000000 – 999999999 Range: 000000000999999999 Range: 000000000999999999 Range: 000000000999999999

23

29

7

N

Output

Originations Corrected

30

36

7

N

Output

Originations Rejected

37

43

7

N

Output

Total Disbursements

44

50

7

N

Output

Disbursements Accepted

51

57

7

N

Output

Disbursements Corrected

Range: 000000000999999999

58

64

7

N

Output

Disbursements Rejected

Range: 000000000999999999

65

67

3

N

Output

Comment Code XXX

Range: 000-999 Or Blank

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January 26, 2000 Page 1-84

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (SUMMARY) (Con’t.)
Field Positions First Last
68 74

Length (# of bytes)
7

Type
N

Required
Output

Field Name
Comment Code XXX Count

Description
Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Comment Code Number Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment Comment Code Number Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Comment Code number. Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Comment Code number. Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Comment Code number. Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment.

Valid Values
Range: 000000000999999999 or Blank

Processing Notes/Edits

75 78

77 84

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

Range: 000-999 Or Blank Range: 000000000999999999 Or Blank Range: 000-999 Or Blank Range: 000000000999999999 Or Blank Range 000-999 Or Blank Range: 000000000999999999 Or Blank Range: 000-999 Or Blank Range: 000000000999999999 or Blank

85 88

87 94

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

95 98

97 104

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

105 108

107 114

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

115 118

117 124

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

Range 000-999 Or blank Range: 000000000999999999 Or Blank

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January 26, 2000 Page 1-85

1999-2000 RFMS Record Layouts YEAR-TO-DATE RECORD (SUMMARY) (Con’t.)
Field Positions First Last
125 128 127 134

Length (# of bytes)
3 7

Type
N N

Required
Output Output

Field Name
Comment Code XXX Comment Code XXX Count

Description
Comment code number. Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment Comment code number. Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Comment Code Number Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Comment code number. Provided by RFMS. Year to date number of times comment code was returned to the institution on an acknowledgment. Reserved for future expansion.

Valid Values
Range 000-999 Or Blank Range: 000000000999999999 or Blank

Processing Notes/Edits

135 138

137 144

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

Range: 000-999 Or Blank Range: 000000000999999999 or Blank.

145 148

147 154

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

Range: 000-999 Or Blank Range: 000000000999999999 or Blank.

155 158

157 164

3 7

N N

Output Output

Comment Code XXX Comment Code XXX Count

Range: 000-999 or Blank Range: 000000000999999999 or Blank

165

343

179 343

A

Unused

Reserved for future expansion. Total Record Length

Spaces.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-86

1999-2000 RFMS Record Layouts INSTITUTION DATA RECORD
Field Positions First Last
1 6

Length (# of bytes)
6

Type
N

Required
Yes

Field Name
Pell –ID

Description
Pell-ID assigned the Federal Pell Program for the participating campus. Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution. This field is optional. Line 1 of the street or post office box address of institution. Line 2 of the street or post office box address of institution. The city in which the institution is located The two-character code assigned by the US Postal Service to the state or other entity in which the institution is located. The zip code plus 4 of the institution. 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 of the institutional administrator officially responsible for the accuracy and completeness of the data, starting with first name, e.g., JOHN E. DOE. Do not use titles or punctuation. Do not enter the name of your service agent.

Valid Values
Must be a valid Pell-ID code. Valid DUNS number. Format: 999999999BB Where 999999999 is a unique number and BB are BLANKs. May be blank. May be Blank.

Processing Notes/Edits
Change applies to all records with the same Pell-ID, unless further identification (DUNS #) is provided to change only a particular institution. Used to identify an institution that may be referenced by more than one Pell-ID.

7

17

11

N

No

DUNS Number

18 53

52 87

35 35

A/N A/N

No No

Institution street mailing address – Line 1 Institution street mailing address – Line 2 Institution mailing city Institution mailing state

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

88 113

112 114

25 2

A/N A/N

No No

May be Blank. May be Blank.

BLANK if unchanged. BLANK if unchanged.

115 124

123 173

9 50

A/N A/N

No No

Mailing Zip code. FAA Email Address

May be Blank.

BLANK if unchanged. BLANK if unchanged.

174

203

30

A/N

No

Financial Aid Administrator (FAA) name

May include blanks and special characters.

BLANK if unchanged.

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1999-2000 EDE Record Layouts INSTITUTION DATA RECORD (Con’t.)
Field Positions First Last
204 217

Length (# of bytes)
14

Type
A/N

Required
No

Field Name
FAA telephone number

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

Valid Values
Numeric only. No parentheses or dashes.

Processing Notes/Edits
BLANK if unchanged.

218

231

14

A/N

No

FAA fax number (Optional)

Numeric only. No parentheses or dashes.

BLANK if unchanged.

232

232

1

A

No

Institution type

233

233

1

A

No

Financial control

234

234

1

A

No

Academic Calendar

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

1= Less than 1 year 2= 1 year, less than 2 years 3= 2 years, less than 3 years 4= 3 years, less than 4 years 5 = 4 years (baccalaureate) 6= 5 years or more Otherwise, leave blank. 1= Public 2= Private, nonprofit 3= Proprietary Otherwise, leave blank. 1= Institution uses nonstandard academic terms and measures academic progress by credit hours. 2= Institution uses standard quarters and measures academic progress by credit hours 3= Institution uses standard semesters and measures academic progress by credit hours 4= 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

BLANK if unchanged.

BLANK if unchanged.

BLANK if unchanged.

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1999-2000 EDE Record Layouts INSTITUTION DATA RECORD (Con’t.)
Field Positions First Last
235 236

Length (# of bytes)
2

Type
A/N

Required
No

Field Name
Weeks of inst. Time in program’s definition of academic year Cr/Clock hrs in program’s definition of academic year

Description
The number of weeks of instructional time in the program’s academic year. The number of hours/credit hours in your school’s academic year definition in Pell Grant file.

Valid Values
Blank or 30-78 Use leading zeros and the applicable range. 0900-3120 academic calendar 5 0024 – 0100 academic calendar 6 Otherwise, leave blank.

Processing Notes/Edits

237

240

4

A/N

No

BLANK if unchanged.

240

Total Record Length

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January 26, 2000 Page 1-89

Importing Data to Populate Databases
What's included:

Origination (External) Add Record Description Disbursement (External) Add Record Description

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January 26, 2000 Page 1-90

This Page is intentionally left blank

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1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

Description
Unique number used to identify an origination.

Valid Values
Format: 999999999XX20009999990 0 Where: SSN-001010001 – 999999999 Name Code – XX Year Indicator – 2000 Valid Attending Pell ID Orig Sequence Number – 00 001010001 – 999999999 Identifier LX: N104 Uppercase A to Z; .(period); ‘(apostrophe); -(dash); Blank: no last name Valid Pell-ID

Processing Notes/Edits

24 33

32 34

9 2

N A

Yes Yes

Original SSN Original Name Code

Student’s SSN from original FAFSA Student’s name code from original FAFSA.

35

40

6

N

Yes

Attending Campus Pell-ID

Pell-ID of attending campus. Change creates new origination record. Institution must change award amounts for student at original attended campus as necessary. Reserved for future use. This field can contain any cross reference information useful to the institution to identify student records internally. Code to indicate action to be taken. Number of terms or payment periods in student’s school year. For schools on special disbursement, reporting must have a valid value; if not , record will be rejected.

Identifier Change creates new origination record.

41 46

45 58

5 13

A/N A

Yes No

ED Use Institution crossreference

Spaces. Institution defined.

Not mapped. Data for this field will not be included in the record from EDExpress.

59 60

59 60

1 1

A N

No No

Action Code No. of Payment Periods in Student’s school year.

Will always be blank. 1–9

No editing Change usually occurs with increase in award amount

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1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
61 67

Length (# of bytes)
7

Type
N

Required
Yes

Field Name
Award amount for entire school year

Description
Amount of award for student’s entire school year. Increases are required to be submitted to RFMS.

Valid Values
Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) CCYYMMDD: Range: DISBURSEMENT START DATE (19990701)N days—DISBURSEMENT END DATE (20050930). For 99-00 N days will equal 30 CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK

Processing Notes/Edits
Cannot exceed eligible award amount for student award validation performed.

68

75

8

N

Yes

Estimated Disbursement Date #1

Date 1st disbursement to student will be made

For 99-00 N days l = 30.

76

83

8

N

No

Estimated Disbursement Date #2

Date 2nd disbursement to student will be made

For 99-00 N days = 30

84

91

8

N

No

Estimated Disbursement Date #3

Date 3rd disbursement to student will be made

For 99-00 N days = 30

92

99

8

N

No

Estimated Disbursement Date #4 Estimated Disbursement Date #5

Date 4th disbursement to student will be made Date 5th disbursement to student will be made

For 99-00 N days = 30

100

107

8

N

No

For 99-00 N days = 30

108

115

8

N

No

Estimated Disbursement Date #6

Date 6th disbursement to student will be made

For 99-00 N days = 30

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1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
116 123

Length (# of bytes)
8

Type
N

Required
No

Field Name
Estimated Disbursement Date #7 Estimated Disbursement Date #8

Description
Date 7th disbursement to student will be made Date 8th disbursement to student will be made

Valid Values
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 68 in this record] or BLANK CCYYMMDD: Range [see field 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK CCYYMMDD: Range; [ see field position 68 in this record] or BLANK CCYYMMDD: Range: [see field position 68 in this record] or BLANK

Processing Notes/Edits
For 99-00 N days = 30

124

131

8

N

No

For 99-00 N days = 30

132

139

8

N

No

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

Date 9th disbursement to student will be made Date 10th disbursement to student will be made Date 11th disbursement to student will be made Date 12th disbursement to student will be made

For 99-00 N days = 30

140 148

147 155

8 8

N N

No No

For 99-00 N days = 30 For 99-00 N days = 30

156

163

8

N

No

For 99-00 N days = 30

164

171

8

N

No

Date 13th disbursement to student will be made Date 14th disbursement to student will be made

For 99-00 N days = 30

172

179

8

N

No

For 99-00 N days = 30

180

187

8

N

No

Date 15th disbursement to student will be made

For 99-00 N days = 30

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1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
188 195

Length (# of bytes)
8

Type
D

Required
Yes

Field Name
Enrollment Date

Description
First date that the student was enrolled 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 1999-2000 funds, report the actual start date of the student’s classes for that payment period. Flat to identify tuition ranges when the annual tuition is less than $212.

Valid Values
CCYYMMDD: Range: 19990101 – 20000630

Processing Notes/Edits

196

196

1

A

No

Low Tuition & Fees code

Value Tuition Range 0 1-106 107-212 or BLANK: low tuition does not apply A: Accurate; C: Calculated; N: Not Selected; R: Reprocessed; S: Selected, not verified; T: Tolerance; W: Without Documentation BLANK: Not incarcerated Y: Yes, the student is incarcerated in a local institution, but is otherwise eligible. N: No, if student previously was reported as incarcerated, but is not or is no longer incarcerated. 01-99 Changes to this field, after associated disbursements are made, create a new active origination record. Disbursements for the previous origination will be set to zero. Only one disbursement can be accepted while status = W. These disbursements will be reversed in the second August of the Award Cycle if the status remains W. Once a student is selected, he/she is always selected.

197

197

1

A

Yes

Verification Status Code

Status of verification of applicant data by the school.

198

198

1

A

No

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.

199

200

2

N

Yes

Transaction number

Transaction number from eligible SAR used to calculate award

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-95

1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
201 205

Length (# of bytes)
5

Type
N

Required
Yes

Field Name
Expected Family Contribution (EFC)

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

Valid Values
Range: 00000 EFC MAXIMUM (02925)

Processing Notes/Edits
Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero. For 99-00 EFC MAX - 02925

206

206

1

N

No

Secondary Expected Family Contribution

Code indicating which EFC value is used to determine award amount.

207

207

1

N

No

Academic calendar

Calendar which applies to this student’s educational program. Must be valid or system accepted to process record.

O=Federal Pell Grant award previously based on the secondary EFC and reported to the Federal Pell Grant program; student’s award now based on the original EFC. S= Federal Pell Grant award based on the secondary EFC, as calculated by the CPS or BLANK if Secondary EFC not used. 1= Credit Hours – non standard terms; 2= Credit Hours – standard terms of quarters; 3= Credit Hours – standard terms of semesters; 4= Credit Hours – standard terms of trimesters; 5= Clock hours; 6= Credit Hours without terms;

Changes to this field, after associated disbursements are made, creates a new active origination record. Disbursements for the previous origination will be set to zero. For 99-00 EFC MAX = 02925

The academic calendar dictates which Payment Methodology can be accepted. Used in award amount recalculation. If one of the following changes occurs and associated disbursements have been processed, a new active origination record is created. Payments for the previous origination will be set to zero. From To 1 to 2, 3, 4, or 5 2, 3, or 4 to 1 or 5 5 to 2, 3, 4, or 6 6 to 1 or 5

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1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
208 208

Length (# of bytes)
1

Type
N

Required
Yes

Field Name
Payment Methodology

Description
Formula used to calculate the student’s Federal Pell Grant.

Valid Values
1= Credit hour with standard terms in which Fall through Spring terms equal or exceed 30 weeks, or equal or exceed academic year with waiver. (AC: 2, 3, 4) 2= Credit hour with standard terms in which Fall through spring terms are less than 30 weeks, without waiver (AC: 2, 3, 4) 3- Credit hour with standard or non-standard terms (AC:1-4) 4= Clock hour or Credit hour without terms (AC: 5,6) 5= Nonresidential portion of programs offered by correspondence without terms (AC: 1-4, 6) Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-9999999 Blank or 1: Full time; 2: ¾ time; 3: ½ time 4: Less than ½ time 5: Other

Processing Notes/Edits
The Payment Methodology dictates the data required for enrollment status, Weeks of instructional time, Weeks of instructional time in academic year, Credit/Clock Hours expected to complete, Credit/Clock Hours in academic year. Used in award amount recalculation.

209

215

7

N

Yes

Cost of Attendance

Must equal or exceed minimum COA in Federal Pell Grant Payment Schedule

Used in award amount recalculation.

216

216

1

A

Payment Methodology 1, 2, 3, 5

Enrollment Status

The code that applies to the student’s expected enrollment status for the AWARD YEAR. Changes to this field will be accepted for the entire award year. For Payment Methodology 1, 2, 3, & 5 must be valid,

BLANK only if Payment Methodology is Formula 4. Used in award amount recalculation.

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1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
217 218

Length (# of bytes)
2

Type
A

Required
Payment Methodology 2, 3, 4, 5

Field Name
Weeks of instructional time used to calculate payment

Description
The weeks of instructional time in which the student will be enrolled, and paid, as part of the academic year or program as defined for each Payment Methodology: PM 2: Weeks of instructional time in fall through spring terms PM 3: Weeks of instructional time in all terms expected to complete this school year PM 4: Weeks of instructional time for a full time student to complete hours in prog or hours in the academic yr PM 5A: Same as Payment Meth 4 PM 5B: Same as Payment Meth 3 Must be completed for Payment Methodologies 2, 3, 4 &5 The number of weeks of instructional time in the program’s academic year. For Payment Methodology 2, 3, 4 & 5 must be valid. Number of credit or clock hours you expect the student to complete and to be paid from the 1999-00 award year. For Payment Methodology 4&5 must be valid.

Valid Values
Blank or 00-78

Processing Notes/Edits
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 year recalculation.

219

220

2

A

Payment Methodology 2, 3, 4, 5

Weeks of instructional time in program’s definition of academic year Cr/Clock Hrs in all pay periods expected to comp. this school year

Blank or 30-78

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 recalculation. 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.

221

224

4

A

Payment Methodology 4, 5

Blank or Ranges: 0000-3120 Academic calendar 5 0000-0100 Academic calendar 6

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-98

1999-2000 RFMS Record Layouts EXTERNAL ORIGINATION ADD RECORD (Con’t.)
Field Positions First Last
225 228

Length (# of bytes)
4

Type
A

Required
Payment Methodology 4,5

Field Name
Cr/clock hrs in program’s definition of academic year

Description
Number of credit or clock hours in this student’s educational program’s academic year definition. For Payment Methodology 4 & 5 must be valid. Reserved for Expansion Pell-ID of reporting campus Social Security Number, as altered by the student through the CPS for the Transaction number reported. This field equals the original SSN if the student has not changed SSN in the CPS. Blank indicates this record could not be matched on Student ID and/or EFC during Federal Pell Grant processing. 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. Designates whether CPS selected the student for institutional verification of applicant data as of the Transaction number reported.

Valid Values
Blank or Range: 0900-3120 Academic calendar 5 0024-0100Academic calendar 6 Leave Blank Valid Pell-ID Valid Social Security number or BLANK if not matched.

Processing Notes/Edits
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.

229 259 265

258 264 273

30 6 9

A N A/N

Unused Output Output

Reserved for Expansion Reporting Campus Pell-ID Student Current SSN

274

299

26

A

Output

Student name

BLANK or Full name listed in order: Last Name 01-16 First Name 17-25 Middle Initial 26 BLANK = Not selected by CPS for verification * = Selected by CPS for Institution verification of applicant data

300

300

1

A

Output

CPS Verification Selection code

300

Total Record Length

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

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January 26, 2000 Page 1-99

1999-2000 RFMS Record Layouts EXTERNAL DISBURSEMENT ADD RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

Description
Unique number used to identify an origination

Valid Values
Format: 999999999XX20009999990 0 Where: SSN – 001010001999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL ID Orig Sequence Number – 00 Institution defined.

Processing Notes/Edits

24

36

13

A

No

Institution crossreference

This field can contain any cross reference information useful to the institution to identify student records internally. Action Code Number of the disbursement per student for the Award Year Amount of disbursement for student’s payment period.

No editing

37 38 40

37 39 46

1 2 7

A N N

No Yes Yes

Action Code Disbursement Reference Number Disbursement Amount

Will always be blank. 01-90 Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) P: positive N: negative CCYYMMDD: Range: 19990621 20050930 0-9 CCYYMMDD: Range: PP START (19990101) PP END DATE (20001231)

No editing Identifier 91-99 are Reserved for ED system generated disbursements

47

47

1

A

Yes

Debit/Credit Indicator Flag Disbursement Date Payment Period Number Payment Period Start Date

Indicates if the Disbursement Amount is a positive or negative Date this disbursement was or will be made to the student. Number used to identify which Payment Period this record is referencing Beginning date of Payment Period

48 56 57

55 56 64

8 1 8

D N N

Yes Yes Yes

Must be within N days prior of payment period start date. Field will be populated only when Payment Period data is desired. Field will be populated only when Payment Period data is desired.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-100

1999-2000 RFMS Record Layouts EXTERNAL DISBURSEMENT ADD RECORD (Con’t.)
Field Positions First Last
65 72

Length (# of bytes)
8

Type
N

Required
Yes

Field Name
Payment Period End Date No. of payment periods in Student’s school year Total Payment for the Payment Period

Description
Ending date of Payment Period

Valid Values
CCYYMMDD: Range: PP START (19990101) PP END DATE (20001231) 1–9 Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) Blank or 1= Institution uses non standard terms and measures progress by credit hours; 2= Institution uses quarters and measures progress by credit hours; 3= Institution uses semesters and measures progress by credit hours; 4=Institution uses trimesters and measures progress by credit hours; 5= Institution measures progress by clock hours; 6= Institution does not use terms, but does measure progress by credit hours

Processing Notes/Edits
Field will be populated only when Payment Period date is desired. Field will be populated only when Payment Period data is desired. Cannot exceed eligible award amount for student award recalc performed Field will be populated only when Payment Period data is desired.

73 74

73 80

1 7

N N

Yes Yes

Number of terms or payment periods in students school year Amount of award for this Payment Period. Increases are required to be submitted to RFMS.

81

81

1

A

Yes

Academic calendar for this payment period

Calendar which applies to this payment period for the student’s educational program.

Field will be populated only when Payment Period data is desired.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-101

1999-2000 RFMS Record Layouts EXTERNAL DISBURSEMENT ADD RECORD (Con’t.)
Field Positions First Last
82 82

Length (# of bytes)
1

Type
A

Required
Yes

Field Name
Payment Methodology for this payment period

Description
Report the formula used to calculate this payment for the student’s Federal Pell Grant.

Valid Values
Blank or 1= Credit hour with standard terms of Quarter, Semester, or Trimester equal to or exceeding 30 weeks (AC: 2, 3, 4) 2= Credit hour with standard terms of Quarter, Semester, or Trimester less than 30 weeks (AC: 2, 3, 4) 3= Credit hour with nonstandard terms of Quarter, Semester, Trimester (AC:: 1-4) 4= Clock hour or Credit hour without terms (AC: 5, 6) 5= Nonresidential portion of programs offered by correspondence with credit hours (AC: 1-6) Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000-9999999 Blank or 1: Full time; 2: ¾ time; 3: ½ time; 4: Less than ½ time Blank or 00-78

Processing Notes/Edits
Field will be populated only when Payment Period data is desired.

83

89

7

N

Yes

Cost of Attendance for this payment period. Enrollment status for this payment period

Must equal or exceed minimum COA in Federal Pell Grant Payment Schedule The code that applies to the student’s enrollment status at the current time. Number of weeks used to calculate payment for this payment period by PM. PM 2: Weeks of instructional time in fall through spring terms PM 3: Weeks of instructional time in payment period PM 4: Weeks of instructional time for a full time student to complete hours in prog or hours in the academic yr PM 5A: Same as Payment Meth 4 PM 5B: Same as Payment Meth 3

Field will be populated only when Payment Period data is desired. Field will be populated only when Payment Period data is desired.

90

90

1

A

Payment Methodology 1,2,3,5 Payment Methodology 2, 3, 4, 5

91

92

2

A/N

Weeks of instructional time used to calculate payment for this payment period

Field will be populated only when Payment Period data is desired.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

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1999-2000 RFMS Record Layouts EXTERNAL DISBURSEMENT ADD RECORD (Con’t.)
Field Positions First Last
93 94

Length (# of Type bytes)
2 A/N

Required
Payment Methodology 2, 3, 4, 5 Payment Methodology 4, 5 Payment Methodology 4, 5

Field Name
Weeks of instructional time in program’s definition of academic year Cr/clock hrs expected to be completed in this Payment Period Cr/clock hrs in program’s definition of academic year Total Record Length

Description
Number of weeks in program’s definition of academic year

Valid Values
Blank or 30-78

Processing Notes/Edits
Field will be populated only when Payment Period data is desired Field will be populated only when Payment Period data is desired.

95

98

4

A/N

99

102

4

A/N

Number of Cr/clock hrs Ranges: Blank or expected to be completed in this 0000-3120 Academic payment period calendar 5 0000-0100 Academic calendar 6 Number of Cr/clock hrs in Range: Blank or program’s definition of 0900 – 3120 Academic academic year calendar 5 0024 – 0100 Academic calendar 6

Field will be populated only when Payment Period data is desired.

102

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-103

Other Record Descriptions
What’s included:

TIVWAN TRANSMISSION: TIVWAN Transmission Header Record Description TIVWAN Transmission Batch Header Record Description TIVWAN Transmission Batch Trailer Record DISBURSEMENT: Disbursement Record Description Disbursement Acknowledgment Record Description Special Disbursement Record Description Special Disbursement Acknowledgment Record Description

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This page is intentionally left blank.

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-105

1999-2000 RFMS Record Layouts TIVWAN TRANSMISSION HEADER RECORD
Field Positions First Last
1 5

Length (# of bytes)
5

Type
A/N

Required
Yes

Field Name
TIVWAN Transmission Header ID Filler Header Indicator

Description
Literal value for header ID Reserved for future use WAN Transmission Header Indicator Filler will be added to make the Transmission records to match the Message Class record length

Valid Values
Constant: “O*N01” Spaces Constant: “73”

Processing Notes/Edits
Missing Transmission Header – Reject Transmission

6 54

53 55

48 2

A/N A/N

Yes Yes

XX

A/N

Yes

Filler

Spaces

>100

Total Record Length

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-106

1999 –2000 RFMS Record Layouts TIVWAN TRANSMISSION BATCH HEADER RECORD
Field Positions First Last
1 6 13 20 25 5 12 19 24 32

Length (# of bytes)
5 7 7 5 8

Type
A/N A/N A/N A/N A/N

Required
Yes Yes Yes Yes Yes

Field Name
TIVWAN Batch Header Identification Number Header Destination Number Filler Header Class Label Header Message Class

Description

Valid Values
Constant: “O*N05”

Processing Notes/Edits
Missing Transmission Header – Reject Transmission.

TIVWAN Destination Mailbox ID Reserved for Future Use Text used to identify that the next field is a Message Class Valid Message Class

‘TGXXXXX’ where ‘XXXXX’ is a five-digit number assigned to Destination Spaces Constant: “,CLS=” Format: XXXXYY[IN/OP] where: XXXX – Literal for rec type YY- last year in cycle: ‘00’ IN – for records IN to RFMS OP – for records OUT of RFMS Constant: “,XXX” Constant: “,BAT=” Batch Number: “0000000000000000000” Constant: “,NCT=” “000000” Spaces.

33 37 42 59 65

36 41 58 64 70

4 5 17 6 6 XX

A/N A/N A/N A/N N A/N

Yes Yes Yes Yes Yes Yes

Header XXX Label Header Batch Label Header Batch Number Header NCNT Label Header NCNT Filler Number of records included in this batch. Filler will be added to make the transmission records to match the Message Class record length. Text used to identify the next field is a Batch Number 17 digit character batch number. If not used set to all zeros.

>100

Total Record Length

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-107

1999-2000 RFMS Record Layouts TIVWAN TRANSMISSION BATCH TRAILER RECORD
Field Positions First Last
1 5

Length (# of bytes)
5

Type
A/N

Required
Yes

Field Name
TIVWAN Batch Trailer Identification Number Trailer Destination Number Filler Trailer Class Label Trailer Message Class

Description
Record Identifier

Valid Values
Constant: “O*N95”

Processing Notes/Edits
Missing Transmission Trailer – Reject Transmission No Detail Records – Reject Transmission

6

12

7

A/N

Yes

TIV WAN Destination Mailbox ID Reserved for Future Use Text used to identify that the next field is a Message Class Valid Message Class

13 20 25

19 24 32

7 5 8

A/N A/N A/N

Yes Yes Yes

‘TGXXXXX’ where “XXXXX’ is a five-digut number assigned to Destination. Spaces Constant: “,CLS=” Format: XXXXYY [IN/OP] Where: XXXX – Literal for rec type YY - last year in cycle: ‘00’ IN - for records IN to RFMS OP – for records OUT of RFMS Constant: “,XXX” Constant: “,BAT=” Batch Number: “0000000000000000000” Constant: “,NCT=” “000000” Spaces

33 37 42 59 65

36 41 58 64 70

4 5 17 6 6 XX

A/N A/N A/N A/N N A/N

Yes Yes Yes Yes Yes Yes

Trailer XXX Label Trailer Batch Label Trailer Batch Number Trailer NCNT Label Trailer NCNT Filler

Text Used to Identify the Next Field is a Batch Number 17-digit character batch number. If not used to set to all zeros. Number of Records Included in this Batch Filler will be added to make the Transmission Records to match the Message Class Record length.

>100

Total Record Length

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 1-108

1999-2000 RFMS Record Layouts TIVWAN TRANSMISSION TRAILER RECORD
Field Positions First
1 5

Length (# of bytes) Last
5

Type
A/N

Required
Yes

Field Name
TIVWAN Transmission Trailer ID Filler Header Indicator Filler

Description
Literal Value for Trailer ID Reserved for future use WAN Transmission Trailer Indicator Filler will be added to make the transmission records to match the Message Class record length.

Valid Values
Constant: “O*N99”

Processing Notes/Edits
Missing Transmission Trailer – Reject Transmission No Detail Records – Reject Transmission

6 54

53 55

48 2 XX

A/N A/N A/N

Yes Yes Yes

Spaces Constant: “73” Spaces

>100

Total Record Length

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

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1999-2000 RFMS Record Layouts DISBURSEMENT RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

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

Valid Values
FORMAT: 999999999XX200099999900 Where: SSN-001010001 – 999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL-ID Orig. Sequence Number – 00 Institution defined.

Processing Notes/Edits
Identifier If Origination ID does not match on RFMS database, then reject record

24

36

13

A

No

Institution cross-reference

37 38

37 39

1 2

A N

No Yes

Action Code Disbursement Reference Number

This field can contain any cross reference information useful to the institution to identify student records internally. Action Code Number of this disbursement. RFMS will send disbursement number 91-99 for system generated disbursement. Indicates if the Disbursement Amount is positive or negative. Amount of disbursement for student

Will always be BLANK Must be numeric: 01 – 90

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

40

40

1

A

Yes

Debit/Credit Indicator Flag

P: positive N: negative Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) CCYYMMDD: Range: 19990621 20050930

41

47

7

N

Yes

Disbursement Amount

48

55

8

D

Yes

Disbursement Date

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

Process Date must be within N days prior to disbursement date. If date plus 30 days > system date, then send 30 day warning message. N may be different for Just In Time and Advance Funding Institutions.

56

100

45 100

A

Unused

Reserved for future expansion Total Record Length

Reserved for future expansion

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1999-2000 RFMS Record Layouts DISBURSEMENT ACKNOWLEDGMENT RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

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

Valid Values
Format: 999999999XX200099999900 Where: SSN – 001010001999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL ID Orig Sequence Number – 00 Institution defined.

Processing Notes/Edits

24

36

13

A

No

Institution cross-reference

37

37

1

A

Yes

Action Code/Status

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

38

39

2

N

Yes

Disbursement Reference number Accepted/Debit/Credit Indicator Flag Accepted Disbursement amount

40 41

40 47

1 7

A N

Yes Yes

Number of disbursement. RFMS will send disbursement number 91-99 for system generated disbursement. Indicates if the Disbursement Amount is positive or negative Amount of disbursement for student. If an adjustment, this value is a replacement amount.

Valid Codes: A: Accepted disbursement amount C: Corrected disbursement amount E: Rejected – record was rejected Must be numeric: 01 – 90

Identifier: 91-99 are reserved for RFMS system generated disbursements.

P: positive N: negative Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) CCYYMMDD: Range: 19990621 – 20050630 Spaces Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500)

48 56 101

55 100 107

8 45 7

N A N

Yes Unused Output

Disbursement date Reserved for future expansion YTD Disbursed Amount

Date this disbursement was or will be made to the student. Reserved for future expansion. Total amount that has been disbursed to the student for the award year.

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January 26, 2000 Page 1-111

1999-2000 RFMS Record Layouts DISBURSEMENT ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
108 182

Length (# of bytes)
75

Type
N

Required
Output

Field Name
Edit/Comment Codes

Description
Three-digit comment codes indicating the results of Federal Pell Grant processing. Maximum of 25 comments will appear in a single acknowledgment record. If less than 25 comments, zero filled. Flags that are set to inform institutions of modifications that have been made to their database and require immediate action to rectify

Valid Values
Twenty-Five edit/reject codes of: 000-999 Position XXX-XXX: 1st code Position XXX-XXX: 2nd code… Position YYY-YYY: 25th code

Processing Notes/Edits

183

192

10

N

Output

ED Use Flags

Format: 0000000000 Where: Each digit signifies a different situation 1st – Shared SAR ID 2nd – Verification W Status 3rd – Concurrent Enrollment 4th – POP 5th thru 10th – Reserved for future use.

(1st digit, Shared SAR ID cannot be checked by RFMS.)

193

200

8 200

A

Unused

Reserved for future expansion Total Record Length

Reserved for future expansion

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

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

Valid Values
Format: 999999999XX200099999900 Where: SSN – 001010001-999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL ID Orig Sequence Number – 00 Institution defined.

Processing Notes/Edits
Identifier If Origination ID does not match on RFMS database, then reject record.

24

36

13

A

No

Institution cross-reference

37 38

37 39

1 2

A N

No Yes

Action Code Disbursement Reference Number

This field can contain any cross reference information useful to the institution to identify student records internally. Will always be blank. Number of the disbursement per student for the Award Year. 91-99 are Reserved for RFMS system generated disbursements. Amount of disbursement for student’s payment period. If an adjustment, this value is a replacement amount. Indicates if the Disbursement Amount is positive or negative Date this disbursement was or will be made to the student.

No editing.

BLANK Must be numeric: 01 - 90

No editing. Identifier 91-99 are reserved for RFMS system generated disbursements If number is equal to number associated with Origination ID, then reject record as duplicate.

40

46

7

N

Yes

Disbursement Amount

47

47

1

A

Yes

Debit/Credit Indicator Flag

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) P: positive N: negative CCYYMMDD: Range: 19990621 – 20050930

If first accepted disbursement, then must equal “P” Process Date must be within N days prior to disbursement date. If date plus 30 days < system date, then send 30 day warning message. N may be different for Just In Time and Advance Funding Institutions.

48

55

8

D

Yes

Disbursement Date

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT RECORD (Con’t.)
Field Positions First Last
56 57 65 56 64 72

Length (# of bytes)
1 8 8

Type
N N N

Required
Yes Yes Yes

Field Name
Payment Period Number Payment Period Start Date Payment Period End Date

Description
Number used to identify which Payment Period this record is referencing Beginning date of Payment Period Ending date of Payment Period Number of terms or payment periods in student’s school year.

Valid Values
Must be numeric: 1-9 CCYYMMDD: Range: PP START (19990101) PP END DATE (20001231) CCYYMMDD: Range: PP START (19990101) PP END DATE (20001231) Must be numeric: 1 – 9

Processing Notes/Edits
If greater than No. of Payment Periods, then reject record.

If prior to Start Date, then set accepted value to Start Date + 1 day and send warning message. If less than Origination value, then If not in range If Academic Calendar = 1, then set to 2 If Academic Calendar = 2: (Check Payment Methodology) If PM > 2, then set to 3 If PM = 1 or 2, then set to 2 If Academic Calendar = 3, then set to 2 If Academic Calendar = 4, then set to 2 If Academic Calendar = 5, then set to 2 If Academic Calendar = 6, then set to 2 Cannot exceed Total Payment Ceiling -Award Validation performed.

73

73

1

N

Yes

No. of Payment Periods in Student’s School Year

74

80

7

N

Yes

Total Payment for the Payment Period

Total Payment Amount acceptable for this Payment Period.

81

81

1

A

Yes

Academic Calendar for this Payment Period

Calendar which applies to this payment period for the student’s educational program.

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) Blank or 1= Institution uses nonstandard terms and measures progress by credit hours; 2= Institution uses quarters and measures progress by credit hours; 3= Institution uses semesters and measures progress by credit hours; 4= Institution uses trimesters and measures progress by credit hours 5= Institution measures progress by clock hours 6= Institution does not use terms, but does measure progress by credit hours

Change applied only if different from the origination record for the designated payment period. Is missing or invalid, set accepted value to origination value.

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT RECORD (Con’t.)
Field Positions First Last
82 82

Length (# of bytes)
1

Type
A

Required
Yes

Field Name
Payment Methodology for this payment period

Description
Report the formula used to calculate this payment for the student’s Federal Pell Grant.

Valid Values
Blank or 1= Credit hour with standard terms of Quarter, Semester, or Trimester equal to or exceeding 30 weeks (AC: 2, 3, 4) 2= Credit hour with standard terms of Quarter, Semester, or Trimester less than 30 weeks (AC: 2, 3, 4) 3= Credit hour with non-standard terms of Quarter, Semester, Trimester (AC: 1-4) 4= Clock hour or Credit hour without terms (AC: 5, 6) 5= Nonresidential portion of programs offered by correspondence with credit hours (AC: 1-6) Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 – 9999999 Blank or 1: Full time; 2: ¾ time; 3: ½ time; 4: Less than ½ time

Processing Notes/Edits
Changes applied only if different from the origination record for the designated payment period. If missing, or invalid, then set accepted value to origination value.

83

89

7

N

Yes

Cost of Attendance for this payment period

Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations. The code that applies to the student’s enrollment status for the Payment Period.

90

90

1

A

PM 1, 2, 3, 5

Enrollment status for this payment period

Changes applied only if different from the origination record for the designated payment period. If missing or invalid, then set accepted value to origination value. Changes applied only if different from the origination record for the designated payment period. If missing or invalid, then set accepted value to origination value OR if PM does not equal 4 and invalid or BLANK, then set accepted value to previous value or “1”. ELSE if invalid, set accepted value to BLANK.

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT RECORD (Con’t.)
Field Positions First Last
91 92

Length (# of bytes)
2

Type
A/N

Required
Pay Meth 2, 3, 4, 5

Field Name
Weeks of instructional time used to calculate payment for this payment period

Description
Number of weeks used to calculate payment for this payment period by PM PM 2: Weeks of instructional time in fall through spring terms PM3: Weeks of instructional time in payment period PM 4: Weeks of instructional time for a full time student to complete hours in prog or hrs in academic yr PM 5A: Same as Payment Meth 4 PM 5B: Same as Payment Meth 3 Number of weeks in program’s definition of academic year

Valid Values
Blank or 00 – 78 Blank is valid only for PM=1

Processing Notes/Edits
Changes applied only if different from the origination record for the designated payment period. If missing or invalid, then set accepted value to origination value OR If invalid or out of range, then accepted value equal to previous value or equal to Weeks for Academic Year. If supplied and not needed for payment methodology, ignore.

93

94

2

A/N

Pay Meth 2, 3, 4, 5

Weeks of inst. Time in program’s definition of academic year

Blank or 30 – 78 Blank is valid only for PM=1

95

98

4

A/N

Pay Meth 4,5

Cr/clock hrs expected to comp. for this Payment period.

Number of CR/clock hrs expected to be completed in this payment period

Ranges: Blank (Unless Payment Methodology 5 and AC 6, or Payment Methodology 4) 0000-3120 Academic calendar 5 0000-0100 Academic calendar 6

Changes applied only if different from the origination record for the designated payment period. If missing or invalid, then set accepted value to origination value OR If attending Pell ID default Weeks populated, then set accepted value to default. ELSE If Reporting Pell ID default Weeks populated, then set accepted value to default. Changes applied only if different from the origination record for the designated payment period If missing or invalid, then set accepted value to origination value OR If invalid, or out of range, then accepted value equal to previous value or equal to Cr/Clock Hrs for Acad Yr. If supplied and not needed for payment methodology, ignore.

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT RECORD (Con’t.)
Field Positions First Last
99 102

Length (# of bytes)
4

Type
A/N

Required
Pay Meth 4, 5

Field Name
Cr/clock hrs in program’s definition of academic year

Description
Number of Cr/clock hrs in program’s definition of academic year

Valid Values
Range: Blank (Unless Payment Methodology 5 and AC 6, or Payment Methodology 4) 0900 – 3120 Academic calendar 5 0024 – 0100 Academic calendar 6

Processing Notes/Edits
Changes applied only if different from the origination record for the designated payment period. If missing or invalid, then set accepted value to origination value OR If attending 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.

103

110

8 110

A

Unused

Reserved for future expansion Total Record Length

Reserved for future expansion

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD
Field Positions First Last
1 23

Length (# of bytes)
23

Type
A/N

Required
Yes

Field Name
Origination ID

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

Valid Values
Format: 999999999XX200099999900 Where: SSN – 001010001-999999999 Name Code – XX Year Indicator – 2000 Valid Attending PELL ID Orig Sequence Number – 00 Institution defined.

Processing Notes/Edits
Identifier

24

36

13

A

No

Institution cross-reference

This field can contain any cross reference information useful to the institution to identify student records internally Code to indicate action to be taken

No editing.

37

37

1

A

No

Action Code

38

39

2

N

Yes

Disbursement Reference Number

Number of the disbursement per student for the Award Year. 91-99 are reserved for RFMS system generated disbursements. Amount of disbursement for student’s payment period. If an adjustment, this value is a replacement amount.

Valid codes: A: Accepted – all fields accepted C: Corrected – one or more fields corrected E: Rejected – record was rejected Must be numeric: 01 – 90

Identifier 91-99 are Reserved for RFMS system generated disbursements

40

46

7

N

Yes

Accepted Disbursement Amount

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) P: positive N: negative CCYYMMDD: Range: 19990621 – 20050930

47 48

47 55

1 8

A D

Yes Yes

Accepted Debit/Credit Indicator Flag Disbursement Date

Indicates if the Disbursement Amount is positive or negative Date this disbursement was or will be made to the student.

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1999-2000 EDE Record Layouts SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
56 57 65 73 56 64 72 73

Length (# of bytes)
1 8 8 1

Type
N N N N

Required
Yes Yes Yes Yes

Field Name
Payment Period Number Payment Period Start Date Payment Period End Date Accepted No. of Payment Periods in Student’s school year Accepted Total Payment for this Payment Period

Description
Number used to identify which Payment Period this record is referencing Beginning date of Payment Period Ending date of Payment Period Number of terms or payment periods in student’s school year Total Payment Amount acceptable for this Payment Period.

Valid Values
Must be numeric: 1-9 CCYYMMDD: Range: PP START (19990101) PP END 20001231 CCYYMMDD: Range: PP START (19990101) PP END 20001231 Must be numeric: 1 – 9

Processing Notes/Edits

74

80

7

N

Yes

81

81

1

A

Yes

Accepted Academic calendar for this payment period

Calendar which applies to this payment period for the student’s educational program.

Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) Blank or 1= Institution uses nonstandard terms and measures progress by credit hours; 2= Institution uses quarters and measures progress by credit hours; 3= Institution uses semesters and measures progress by credit hours; 4= Institution uses trimesters and measures progress by credit hours; 5= Institution measures progress by clock hours; 6= Institution does not use terms, but does measure progress by credit hours

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January 26, 2000 Page 1-119

1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
82 82

Length (# of bytes)
1

Type
A

Required
Yes

Field Name
Accepted Payment methodology for this payment period

Description
Report the formula used to calculate this payment for the student’s Federal Pell Grant.

Valid Values
Blank or 1= Credit hour with standard terms of Quarter, Semester, or Trimester equal to or exceeding 30 weeks (AC: 2, 3, 4) 2= Credit hour with standard terms of Quarter, Semester, or Trimester less than 30 weeks (AC: 2, 3, 4) 3= Credit hour with non-standard terms of Quarter, Semester, Trimester (AC:1-4) 4= Clock hour or Credit hour without terms (AC: 5,6) 5= Nonresidential portion of programs offered by correspondence with credit hours (AC: 1-6) Dollars only; omit cents. Use leading zeros; do not include $ sign. Range: 0000000 – 9999999. Blank or 1: Full time; 2: ¾ time; 3: ½ time; 4: Less then ½ time Blank or 00-78

Processing Notes/Edits

83

89

7

N

Yes

Accepted Cost of Attendance for this payment period

Must equal COA calculated by the institution following the Federal Pell Grant Payment regulations. The code that applies to the student’s enrollment status for the Payment Period.

Only populated if changed. Changes applied only if different from the origination record for the designated payment period. Only populated if changed. Changes applied only if different from the origination record for the designated payment period. Only populated if changed. Changes applied only if different from the origination record for the designated payment period.

90

90

1

A

PM 1,2,3,5

Accepted Enrollment Status for this Payment Period

91

92

2

A/N

Pay Meth 2, 3, 4, 5

Accepted Weeks of Instructional time used to Calculate Payment for This Payment Period

Number of weeks used to calculate payment for this payment period by PM. PM2: Weeks of Instructional time in fall through spring terms PM3: Weeks of instructional time in payment period PM4: Weeks of instructional time for a full-time student to complete hours in program or hours in academic year PM5A: Same as PM4 PM5B: Same as PM3

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1999-2000 RFMS Record Layouts SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD (Con’t.)
Field Positions First Last
93 94

Length (# of bytes)
2

Type
A/N

Required
Pay Meth 2, 3, 4, 5 Pay Meth 4,5

Field Name
Accepted Weeks of inst. Time in program’s definition of academic year Accepted Cr/clock hrs expected to comp. for this Payment Period Accepted Cr/clock hrs in program’s definition of academic year Reserved for future expansion YTD Disbursement Amount

Description
Number of weeks in program’s definition of academic year Number of Cr/clock hrs expected to be completed in this payment period. Number of Cr/clock hrs in program’s definition of academic year. Reserved for future expansion Total amount that has been disbursed to the student for the award year.

Valid Values
Blank or 30-78 Ranges: Blank or 0000-3120 Academic Calendar 5 0000-0100 Academic Calendar 6 Range: Blank or 0900-3120 Academic Calendar 5 0024-0100 Academic Calendar 6 Spaces Dollars and cents. Use leading zeros; do not include the $ sign or decimal point. Range: 0000000 AWARD AMOUNT MAX (0312500) Twenty-Five edit/reject codes of: 000 – 999 Position XXX-XXX: 1st code Position XXX-XXX: 2nd code Position YYY-YYY: 25th code

Processing Notes/Edits
Only populated if changed. Changes applied only if different from the origination record for the designated payment period. Only populated if changed. Changes applied only if different from the origination record for the designated payment period. Only populated if changed. Changes applied only if different from the origination record for the designated payment period.

95

98

4

A/N

99

102

4

A/N

Pay Meth 4,5

103 111

110 117

8 7

A N

Unused Output

118

192

75

N

Output

Edit/Comment Codes

193

202

10

N

Output

ED Use Flags

Three digit comment codes indicating the results of Federal Pell Grant processing. Maximum of 25 comments will appear in a single acknowledgment record. If less than 25 comments, zero filled. Flags that are set to inform institutions of modifications that have been made to their database and require immediate action to rectify

Format: 0000000000 Where: Each digit signifies a different situation 1st – Shared SAR ID 2nd – Verification W Status 3rd – Concurrent Enrollment 4th – POP 5th thru 10th – Reserved for future use

(1st digit, Shared SAR ID cannot be checked by RFMS.)

203

210

8 210

A

Unused

Reserved for future expansion Total Record Length

Reserved for future expansion

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2.0 Combination Layouts

Schools, who use a combination of institutional software and EDExpress for Windows to process Pell, can use the external import process to quickly add and update both Origination Records and Disbursement Records in EDExpress. Interfacing the school’s system with EDExpress allows the school to take advantage of the edits included in the EDExpress software. This section will provide a brief overview of the process. More details are available in within Help Text in the EDExpress software. Two record layouts, one for Origination Records and one for Disbursement Records, are used for this purpose. The External Origination Add file has a message class of PGEO00OP and a record length of 300 characters. The External Disbursement Add file has a message class of PGED00OP and a record length of 102 characters. The record layouts can be found in Section 1.0 Custom Layouts, External Origination Add Record and External Disbursement Add Record. The key for both message file types is the Origination ID with the following elements:

1

3

5

9999999999 XX 2000 999999999 00 2 4

1. 2. 3. 4. 5.

Positions 1-9 characters are the SSN with a valid range of 001010001-999999999 Positions 10-11 are the Name Code Positions 12-15 are the Year Indicator with a valid range of 2000 Positions 16-21 are the Valid Attending Campus Pell ID Positions 22-23 are the Origination Sequence Number which must be 00

These special files are created and imported without header or trailer records attached. The EDExpress software requires an ASCII format at the end of each record marked with carriage return and line feed characters (ASCII 10 and 13). There is no end of file marker (EOF), only the final carriage return/line feed marker after the last record. Note: If the file is incorrectly formatted without the carriage return/line feed, the import fails and the following error message displays: “Invalid record length. Check import file format”. When externally added records are imported, the import process performs fieldby-field editing and end of entry edits. If the Student’s Original SSN, Name Code, Attended Campus, Academic Calendar, and Payment Methodology are present, the EDExpress

Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000)

January 26, 2000 Page 2-1

software will run the record through end of entry edits. Records will be added based on a unique Origination ID (Original SSN, Name Code, Attended Campus, Year Indicator, and Origination Sequence Number). • • • • • Student’s Original SSN Name Code Attended Campus Year Indicator Origination Sequence Number

At the end of the external import add process for both origination and disbursement, a batch statistics dialog box will be displayed. The dialog will contain the number of records added, updated, skipped and total in file. Records with errors will print on an import edit report.

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APPENDIX A: GLOSSARY

This page is intentionally left blank.

Glossary
1. Academic Calendar - Type of academic term used by the institution for the student. Acceptable terms are: 1 2 3 4 5 6 2. = = = = = = Credit Hours (nonstandard terms) Credit Hours – Standard Terms of Quarters Credit Hours – Standard Terms of Semesters Credit Hours – Standard Terms of Trimesters Clock Hours Credit Hours Without Terms

Account Classification Codes (ACCS) – The Account Classification Codes make up the Department of Education’s full account number. The ACCS are comprised of multiple segments, such as the fund code, funding fiscal year, organization code, project code, object class, function code, DUNS number, and general ledger account. The Department of Education’s ACCS has been designed to take advantage of ORACLE’s flexible tools for recording, reporting, and controlling accounting information. The ACCS accommodates and classifies information from Department of Education Financial systems. Adjustment Sign - Indicates whether the net accepted change on the processed payment record is an increase (+) or decrease (-). Zero change is also represented by a + sign. Administrative Cost Allowance - Money paid to institutions to offset some of the cost of delivering financial aid to students. For the Federal Pell Grant program, the amount is $5.00 for each student at the institution who receives a Federal Pell Grant. This amount is based on the number of Pell recipients reported by the institution, including students who withdrew from institution or were transferred (even if all Federal Pell Grants were recovered). Administrative Relief Request – A school’s request to the Department of Education or the contractor to grant relief which prevents the school from meeting the September 30 deadline, such as: A) B) An event, like natural disaster Processing Error

3.

4.

5.

6. 7.

ADE - Automated Data Exchange. ADP - Automated Data Processing.

Glossary

January 26, 2000 Page A-1

Glossary
8.

Advance Funding Method – Under the Advance Payment Method, an institution receives an initial authorization amount from which it may draw down funds from the Grants Administration Payment System (GAPS). RFMS will continue to adjust the initial authorization amount during the award year based on the disbursement records transmitted by the institution. While the Advance payment method is the one most currently used by most institutions, an institution may need to adjust its business process since the institution’s authorization level is adjusted based on the receipt, and acceptance, of disbursement records by RFMS. Amount Disallowed Due to Errors/Corrections - Amount disallowed by the Federal Pell Grant program edits in determining a student's award. Amount of Net Accepted Change - Net change to the student's award as a result of processing the student record (refer also to Adjustment Sign). Amount Paid to Date – The portion (amount) of the Federal Pell Grant the institution has actually paid the student (either by check or credit to the account), as of the data the payment record is reported to the Federal Pell Grant program. The Amount Paid to Date plus the Remaining Amount to be Paid cannot exceed the student’s total Federal Pell Grant for the entire award year, taking into account the student’s expected enrollment status.

9.

10.

11.

12.

Attended Campus - Campus attended by the student as denoted by the Pell ID. If the school is a branch campus with a unique Pell ID, the branch campus Pell ID is used. If the school is a branch campus without a unique Pell ID, the Pell ID of the central campus is used. Audit Adjustment Report (AAR) – A report that the school submits showing the student’s award amount greater or lesser than the amount shown on the SPS or the students’ payment dates appear appears on the institution’s records but does not appear in the SPS. Award - Amount of the Federal Pell Grant for which a student is eligible during an award year. Backup - (For the PC-based software) Copying the database files to a diskette or other media type provides a back-up of student payment record information in case of a system failure. Batch Number – Institutions/Servicers assign their own batch numbers when they submit origination and disbursement batches to ED. They must assign batch numbers in
January 26, 2000 Page A-2

13.

14.

15.

16.

Glossary

Glossary
the format ED prescribes in the RFMS Grant Batch Header Record fields 15-40. Format is: XX = Batch Type Code (alpha) CCYY = Last Year in Cycle 999999 = Reporting Pell Institution Number CCYYMMDD = Date Batch Created HHMMSS = Time Batch Created
17.

Batch Processing Date - Date on which the Federal Pell Grant program completes processing the origination or disbursement data batch. Batch Recreate - A function of the origination and disbursement software which allows a user to recreate an origination or disbursement payment data batch using a batch sequence number. Batch Replacement - A function of the origination and disbursement software which allows the TIV WAN to replace a batch previously generated. The function matches batch sequence number. Batch Sequence Number - Unique, four-digit, system generated batch number that is linked to each student origination and disbursement record batch generated by an institution. Used for tracking and audit trail purposes. (Formerly "internal batch number"). Central Processing System - This system processes student financial aid applications, calculates the Expected Family Contribution (EFC) for each applicant, and prints the Student Aid Report (SAR). Central Reporting Campus – This is the campus where the student is actually in attendance. Certification - The initial step an institution takes to become a participant in the Pell Grant Automated Data Exchange. The institution must complete the Federal Pell Grant program Data Exchange Certification form and submit the form to the Department of Education. Clock Hour Programs (or Clock Hour Programs Without Terms) - Identifies academic programs in which duration is measured by clock hours or by credit hours completed with no terms. Contracting Officer’s Technical Representative (COTR) – U.S. Department of Education’s representative who is responsible for the technical aspects of the project, technical liaison with the Contractor, and any other responsibilities that are specified in
January 26, 2000 Page A-3

18.

19.

20.

21.

22.

23.

24.

25.

Glossary

Glossary
the contract, such as inspects all deliverables, including reports, and recommends acceptance or rejection to the Contracting Officer.
26.

Cost of Attendance - Used to determine the student's Scheduled Pell Grant award and is always based on the cost for a full-time student for an entire academic year. It must be greater than 0000. These costs consist of: • • • • Tuition and fee Allowances for room and board Allowance for books, supplies, transportation, and miscellaneous personal expenses Allowances established by the institution for dependent care, disability-related expenses, study abroad, and employment expenses related to cooperative education programs.

Special exceptions to which cost components apply include: less than half-time students, correspondence study students, incarcerated students, and students receiving instruction by telecommunications.
27.

Current Social Security Number - Social Security Number, as reported by the student in the Federal Student Aid Application Processing System for the Transaction Number given. Database – Information entered in the computer and stored in various files. Database Management Services – The production services for preparing and transmitting data to and from the RFMS within a designated time period. The service also includes mailing the output products to institutions and servicers. Data Request - Electronic Transmission request to the Federal Pell Grant program for replacement of missing disbursement batches. Date Enrolled This Award Year - Date the student first enrolled (i.e., first day the student attended classes) in an eligible program for the applicable award year. If the student enrolled in a crossover payment period before the first day of the award year (July 1), report the actual date enrolled, even though that date occurs before the start of the award year Dear Colleague Letter – A means of communicating policy or major programmatic information on Federal student financial aid issues from ED to the postsecondary financial aid community.

28. 29.

30.

31.

32.

Glossary

January 26, 2000 Page A-4

Glossary
33.

Decrease Award Report (DAR) – A report that the school submits student’s total payment amount less than the amount shown on the SPS showing or if the student received an overpayment. Destination Point – In EDE, the receiver and transmitter of Title IV applicant and/or Pell Grant payment data with the TIVWAN network. May be a postsecondary institution servicing one or more institutions or a service agent servicing multiple institutions. Disbursement Record (Regular) – A simple Electronic Data Interchange (EDI compliant record that contains regular disbursement information. This record is used by advance funded or Just-In-Time pilot institutions. Disbursement Record (Special) – A record that indicates regular disbursement and additional payment-period-specific data. This record is used by institutions that have been placed on either the reimbursement or cash monitoring payment methods by ED or institutions that cease to participate in the Federal Pell Grant program sometime during the award year. Document – Any form within RFMS; generally used for forms containing financial aid data (e.g., applications, Student Aid Reports, Payment Vouchers, Processed Payment Vouchers, etc.). Downside Adjustment - Amount of money that an institution returns for their Federal Pell Grant program recipients during the award year. This return should occur no later than 30 days from when the student's award changed. DUNS Number – Data Universal Numbering Scheme. EAPS – Electronic Applications. A function on the main menu of the Pell Payment PC Software that enables users of the Electronic Data Exchange to input ISIRs without using EDExpress for Windows. ECAR - Electronic Correction to Applicant Record. A record containing corrections to applicant data transmitted electronically over the network. This corresponds to the Electronic Corrections stage of Electronic Data Exchange program.

34.

35.

36.

37.

38.

39. 40.

41.

Glossary

January 26, 2000 Page A-5

Glossary
42.

EDE - Electronic Data Exchange. Allows participating destination points to exchange Federal student aid application and Federal Pell Grant payment data electronically with the Title IV WAN. Edit/Comment Codes – a series of numeric codes that explains processing results, including data corrections and record rejects, for specific processed origination and disbursement records for a Federal Pell grant recipient. EFC - (see Expected Family Contribution). Electronic Disbursement Service - Describes the function of Electronic Data Exchange that provides for two-way electronic transmission of Pell Origination and Disbursement Data records between the Federal Pell Grant program, via the TIV WAN, and the destination points; and the return of Origination and Disbursement Acknowledgment records from the Federal Pell Grant program to the destination point, through TIV WAN. Electronic Disbursement Information – The former name of a software module not called the Pell Payment PC Software, which is invoked by EDExpress and used to preload Pell eligible applicant records, enter and maintain payment records, generate payment batches, produce reports on recipients, and post processed payment records to the Federal Pell Grant database. Eligibility Used - Displays the percent of a student's eligibility that has been used from other campuses. Eligible Applicant(s) - A student who has submitted a Free Application for Federal Student Aid (FAFSA) application and who meets the eligibility requirements for a Federal Pell Grant. The student must be currently enrolled or a prospective student at a postsecondary institution which has been accredited to participate in Student Financial Aid programs. Enrollment Status – (See Field 216 of the Origination Record).Used only for standard academic term schools. Includes student’s expected enrollment status for the entire award year. If student’s enrollment status is mixed, then the enrollment status “5- Other” is used. Input values are: 1 - full-time 2 - ¾-time 3 - ½-time If Academic Calendar = 2,3, or 4 If Academic Calendar = 1 or 4 4 - less than ½ time 5 - other Enrollment Status = 1,2,3,4, or 5 Enrollment Status = blank
January 26, 2000 Page A-6

43.

44. 45.

46.

47.

48.

49.

Glossary

Glossary
50.

Entity Number - A unique 12Ccharacter identification code assigned to an institution by the Department of Education. The entity number consists of the taxpayer identification number preceded by a single-digit number and followed by a letter and a number. Electronic Pell Origination and Disbursement Data - The electronic equivalent of the Student Origination or Disbursement Record enabling institutions to report Federal Pell Grant Origination and Disbursement data to the Department of Education. Corresponds to the Electronic Disbursement Service function of the Electronic Data Exchange program. Electronic Pell Origination and Disbursement Acknowledgment Data - The electronic origination or disbursement acknowledgment record returned to the institution containing updated student origination or disbursement information. Corresponds to the Electronic Disbursement Service function of the Electronic Data Exchange program. Electronic Statement of Account (ESOA) - Electronic version of the Statement of Account (SOA) which summarizes the status of an institution's spending authorization versus amount expended to date for that award year. Electronic Year-To-Date – The electronic version of the Year-to-Date record data. Estimated Disbursement Dates – This is field position 68-75 in the Student Origination Record. Contains 15 dates of when disbursement to student is estimated to be made. Valid Values = CCYYMMDD. Range: N days prior to Disbursement Start Date (19990701) to Disbursement End Date (20050930). Expected Family Contribution (EFC) - EFC is used for all Title IV programs. The number is calculated by the Federal Student Aid Application Processing System. To be eligible for a Federal Pell Grant, the EFC must be 2925 or less (for 1999-2000). Federal Pell Grant Payment Schedule - Schedule of Federal Pell Grant Awards. Schedule is based on EFC, enrollment status, and the institution cost of attendance. Federal Pell Grant Program - The computerized financial management processing system supporting the operating mission of the Federal Pell Grant program.

51.

52.

53.

54. 55.

56.

57.

58.

Glossary

January 26, 2000 Page A-7

Glossary
59.

Financial Control - A code indicating the source of financial control for your institution. Use the code that best describes your institution: 1 - Public 2 - Private, nonprofit 3 - Proprietary Blank - no change Floppy Disk Data Exchange – Was operational until 1998-99 and was a method of submitting Pell Grant payment data to, and receiving processed payment data from, the Federal Pell Grant program using the Pell Payment PC software. Payment and processed payment data was exchanged between the Department of Education and the institution by mailing personal computer disks. Free Application for Federal Student Aid (FAFSA) - The application that must be filed to apply for any student financial aid distributed by the federal government. Full-Time Enrollment – The total number of full-time undergraduate students enrolled in the institution. Does not include full-time equivalents. Generate - Refers to creating a batch of student origination and disbursement records to submit to the Federal Pell Grant program. Grants Administration and Payment System (GAPS) – System used by EDGAPS for grants administration and payment. Grant Batch Header Record – This record is part of the Origination Record and reports the institution’s identifying code numbers, output media, and processing dates. Grant Batch Trailer Record – This record is part of the Origination Record and reports the number of student records included in the transmission, amount paid to date on the transmission, and total disbursements to date for all Federal Pell Grant recipients at the institution. Hours/Credits in Program Academic Year - The number of program hours in a program's year. Completed only by programs using clock hour or non-standard term credit hour academic calendars. If the student attends a term-based program measured in credit hours (including standard academic term programs with less than 30 weeks of instructional time), enter the number of weeks of instructional time in the school's definition of academic year.

60.

61.

62.

63.

64.

65.

66.

67.

Glossary

January 26, 2000 Page A-8

Glossary
68.

Hours/Credits Paid From Year - The number of program hours a student is expected to complete in a school year. Completed only by programs using clock hour or nonstandard term credit hour academic calendars. If the student attends a standard academic term program with less than 30 weeks of instructional time, enter the number of weeks of instructional time in the fall through spring terms.

69.

Incarcerated Federal Pell Grant Program Recipient - This field corresponds to position 198 of the origination and origination acknowledgment data record. Indicate "Y" in this field if the student meets the following criteria: • • • Is incarcerated at present. Is not serving under a sentence of death or under a life sentence without the possibility of parole. The facility in which the student is incarcerated is located in a state that uses the Federal Pell Grants to supplement, and not supplant, the level of postsecondary assistance provided by the state to incarcerated students, as certified by the Department of Education. This does not apply to federally incarcerated students.

Indicate "N" if the student was previously reported as incarcerated but is not (or no longer) incarcerated. Otherwise, leave the field blank.
70.

Institution Cross-Reference ID - Optional field that can be entered into the student payment record as an optional identification field (e.g., may be a school-assigned student ID or different SSN). Institutional Student Information Record (ISIR) - Electronic version of the Student Aid Report (SAR) which indicates eligibility for Federal Pell Grant programs. The ISIR contains the family's financial and other information as reported by the student on the financial aid application. The student's eligibility for aid is indicated by the EFC on the ISIR. Internal Batch Number - see "Batch Sequence Number." IPR Batch Report – Formerly known as IPS Batch Reports prior to 1996-97. A summary report produced by the Federal Pell Grant program for each batch of payment data submitted by an institution to the Department of Education. The report contains basic information such as number of students submitted, total payment amount, number of students and payment amounts rejected in error, and error reconciliation information.

71.

72. 73.

Glossary

January 26, 2000 Page A-9

Glossary
74.

ISIR – Institutional Student Information Record. The ISIR contains the information reported on the Free Application for Federal Student Aid (FAFSA), as well as key processing results and NSLDS Financial Aid History information. It is transmitted electronically or provided on tape to postsecondary institutions and state educational agencies.

75.

Just-In-Time (JIT) Method – The Just-In-Time payment method is a new payment method available for the first time in the 1999-2000 award year under a pilot project. Under this payment method, an institution does not receive an initial authorization, and the accepted disbursement records not only report disbursement amounts but also function as the institution’s request for funds that are provided immediately to the institution. As a result of this systemic improvement, institutions using the Just-In-Time payment method are relieved of several cash management regulatory requirements. Key Help – Displays the help keys available for the add, edit, and delete functions. Last Updated – Displays the user ID, date, and time the information currently displayed on the screen was previously edited. Mail Receipt – The processing function for receiving, slitting, pre-batching, and shelving mail. Management Information System (MIS) – A series of reports which inform ED staff as well as project managers and staff of the status of all aspects of RFMS Months When Remaining Payments Will Be Made – Months in which subsequent payments are made to the student. The Federal Pell Grant Program automatically funds the account, based on the payment information provided when the student payment records are submitted. The number of months indicated must equal the number entered in the Number of Remaining Payment Months field. Valid input values are “8” or “9” for the 1998-99 award year. More than Full Academic Year Code – Blank or “M” (for more than a full academic year) and the total payment amount (sum of Amount Paid to Date and Remaining Amount to Be Paid) is greater than one full Federal Pell Grant award. Multiple Record Flag (for PC-based software) – Appears on the processed payment screen. A value of “M” means that more than one record (segment) is present for this student at this Reporting Campus.

76.
77.

78.

79.

80.

81.

82.

Glossary

January 26, 2000 Page A-10

Glossary
83.

Name Code - First two characters of the student's last name as reported on the original application and part of the Student ID. Provided in the ISIR and appears on the SAR, Part 1 and Part 2.

84.

Number of Count (N-Count) - Number tabulated. Number of Payment Periods in Student’s School Year – Number of terms or payment periods in student’s school year. For schools required to submit special disbursements, reporting must have valid values. Valid Values: 1-9 or blank. Origination Record – This record establishes a student’s eligibility and amount of annual Pell Grant Award in the new RFMS. Origination Records are prepared and submitted by institutions to RFMS using the EDExpress software or the institution’s own software. Origination Record data is received and edited by RFMS to ensure that the student is eligible to receive the reported amount of Federal Pell Grant funds and to establish the student account in the RFMS. Original Social Security Number - The SSN as originally reported by the student to the Federal Student Aid Application System. The student's Current Social Security Number is not the same as the Original Social Security Number (used in the Student ID to submit origination or disbursement data) if the student has submitted SSN changes to the Federal Student Aid Application Processing System. ALWAYS use the Original SSN when entering student data. Original Student Payment Record – Before a payment record is submitted for processing it is termed an original payment record. An unselected original payment data record will have a processing stage of “N”. Part-time Enrollment – The total number of undergraduates who attend at least halftime. Payment Change Date – Date the institution made a new award or changed a previously reported award.

85.

86.

87.

88.

89.

90.

Glossary

January 26, 2000 Page A-11

Glossary
91.

Payment Methodology - Method of calculation used to determine a student's payment in the Federal Pell Grant program. The six methods are for: (1) (2) (3) (4) (5) (6) Standard-term, credit-hour program where weeks in program's academic year is greater than 29. Standard-term, credit-hour program in which the weeks in program's academic year is less than 30. Any term-based, credit-hour program. Clock-hour programs and credit-hour programs without terms. Programs offered by correspondence. Not assigned; do not use.

92.

Payment Schedule - For PC-based software, displays a table which helps you calculate the student's award. The payment tables are now viewed using the Windows software help text. Payment Voucher – For PC-based software, displays a table which helps you calculate the student’s award. The payment tables are now viewed using the Windows software help text. Pell Award Cycle - The academic year for the Federal Pell Grant program, beginning July 1 and ending September 30 of the following year. For example, for 1999-2000, the award year is from July 1, 1999 to September 30, 2000. However, the deadline for reporting student payment data is September 30 following the end of the award year. Funding for the Federal Pell Grant program is provided on the basis of the award year C thus a student is paid out of funds designated for a particular award year, such as the 1998-99 award year or the 1999-2000 award year. Pell Grant – A type of federal financial aid awarded to qualified student applicants. Named after U.S. Senator Claiborne Pell of Rhode Island. Pell Institution Number – A six-digit representation of a postsecondary educational institution eligible to participate in the Federal Pell Grant Program. Pell Grant Automated Data Exchanges - The automated methods of submitting payment data to, and receiving processed payment data from, the Federal Pell Grant program. Automated Exchange Methods include: EDE for electronic exchange, RDE for computer tape or cartridge exchange (will be discontinued following the 1999-2000 award year).

93.

94.

95.

96.

97.

Glossary

January 26, 2000 Page A-12

Glossary
98.

Pell ID of Attended Campus - (For PC-based software) Pell Institution Number of the campus where the student is actually attending. If your institution is a central campus and your branch campuses have unique Pell Institution Numbers, always enter the Pell Institution Number of the campus the student is actually attending. This item must be defined in the Institution database before any student records can be added. Select Institution from the Setup pull-down menu to add the Attended Campus to the Institution database. Pitney Bowes Computer Output Mailing Machine – Device used to accomplish machine folding, collating, inserting, postage application, and zip code marking of output documents in one continuous operation. Postage Meter – Machine that applies postage to envelopes and packages. Potential Overaward Project - Also known as POP. Federal Pell Grant regulations allow a student to receive a maximum of one full Scheduled Pell Grant (SPG) during an award year. The Federal Pell Grant Recipient Financial Management System (RFMS) is programmed to calculate the percentage of SPG used each time an institution reports a recipient's award. Any amount exceeding 100 percent of a full SPG represents an over award and is disallowed. Print -For PC-based software, allows you to make a hard copy of the requested report or information. Process Date for Application Transaction - Date that the particular applicant transaction (with a specific Transaction Number) was processed through the Federal Student Aid Application Processing System. It appears in century/year/month/day (CCYYMMDD) format. Processed Disbursement Acknowledgment Record - (For PC-based software) Student origination and disbursement data records submitted and processed through the Federal Pell Grant program. Origination and Disbursement Acknowledgment data batches are returned to the institution and loaded into the software's database. Unselected Origination and Disbursement Acknowledgment data records have a processing stage of "P." Processing Date - Date that the Origination or Disbursement record was processed through the Federal Pell Grant program. This appears on the Acknowledgment record in century/year/month/day/ (CCYYMMDD) format.

99.

100. 101.

102.

103.

104.

105.

Glossary

January 26, 2000 Page A-13

Glossary
106.

Processing Stage - Defines the specific processing status of a student record in the Pell Grant database maintained by the PC-based software.

Valid processing stages are: A - Applicant Data record (No payment data) B - Batched for submission or resubmission (New Student Origination and Disbursement records or Acknowledgment Data record) C - Changed AFTER batched for submission to the Federal Pell Grant program (Student Origination and Disbursement or Acknowledgment Data record). N - New Student Origination or Disbursement record (no Acknowledgment data from the Federal Pell Grant program). P - Origination or Disbursement Acknowledgment Data record (returned from the Federal Pell Grant program). Q - Quit during entry or update of record (incomplete record). S - Selected for submission or resubmission (Student Origination or Disbursement or Acknowledgment record). U Updated Origination or Disbursement Acknowledgment record (AFTER posted to the database when returned from the Federal Pell Grant program).
107.

Processing Year - The Federal Pell Grant program processing cycle that begins July 1 and ends on September 30 of the following year. Project Code – The Project Code is a segment of the Account Classification Codes that make up the Department of Education’s Full Account Number. The project code segment has 8 characters. Quit and Save – Allows you to save an incomplete record with the processing stage of Q. Recipient Data Exchange (RDE) - The method by which institutions submit student payment data to, and receive processed payment data from, the Federal Pell Grant program using magnetic tape reel or cartridge. 1999-2000 is the last award year this medium will be used in RFMS. Record Status Code - A code that indicates the processing results for RFMS Origination and Disbursement records. The records’ three status code values are: A = Accepted C = Corrected E = Rejected

108.

109.

110.

111.

Glossary

January 26, 2000 Page A-14

Glossary
112.

Reindex - A function of the payment software in which the file indices are physically reordered, resulting in faster searches. Remaining Amount to be Paid – The portion (amount) of the Pell Grant the institution still expects to pay the student for the remainder of the award year, as of the date the payment record is reported to the Federal Pell Grant program. The Remaining Amount to be Paid + the Amount Paid to Date cannot exceed the student’s total Pell Grant Expected Disbursement for the entire award year, taking into account the student’s expected enrollment status. Reported Date Enrolled - First date the student was enrolled, as reported by the institution (see Date Enrolled This Award Year). Reporting Campus - The Pell Institution Number of the campus that receives the Federal Pell Grant Authorization for the institutions. For a school system that has a central campus and branch campuses that have unique Pell Institution Number, the Reporting Campus is the central campus. This item is entered under the Institution option from the Setup menu. Reset Batch - A function of the payment software which allows the user to reset rejected records from processing stage "B," for submitted for payment to processing, to processing to "S," for selected for payment. Restoring Backup - (For PC-based software) In the event of a hard disk crash or other catastrophe, the user can select this function to restore the database from the diskette of other media type to the state of the last backup date. RFMS Origination and Disbursement Record Acknowledgments – An RFMS Origination or Disbursement Acknowledgment PPD which has been processed through the Federal Pell Grant program. Acknowledgments are returned to the institution with updated information reflecting the results of the Federal Pell Grant program processing. SAR - Refer to Student Aid Report. SPS - Refer to Student Payment Summary Save - For PC-based software, allows you to save a complete record.

113.

114.

115.

116.

117.

118.

119. 120. 121.

Glossary

January 26, 2000 Page A-15

Glossary
122.

Secondary EFC Used - A code indicating the Expected Family Contribution (EFC) on which the institution based the student's Federal Pell Grant award. The acceptable values are: Blank S O Secondary EFC never used. Federal Pell Grant award based on the Secondary EFC, is calculated by the CPS or Blank if Secondary EFC is not used. Federal Pell Grant award previously based on the Secondary EFC and reported to the Federal Pell Grant program; student's award now based on the original EFC.

123.

Secondary Expected Family Contribution - If the student provided his application information for both the simplified needs analysis test as well as for the full needs analysis test, then the student could have two Expected Family Contribution numbers. The number from the full data element formula is the Secondary EFC. The user can elect to calculate the Pell award on the Secondary EFC. However, to pay on the student's Secondary EFC, indicate an "S" in the Secondary EFC Used field. If you previously reported making payments on a Secondary EFC and you want to go back to payment on the primary EFC, indicate an "O." In all other cases, leave this field blank. Segment Number – Internal number assigned by the Federal Pell Grant program to uniquely identify a payment record (segment) submission for the student. The Check digit calculation also uses the Segment Number. For adding an Original Student Payment Record, the segment number is “00” for students not reported to the Federal Pell Grant program in the current award year. Segment Status – The status of the student’s payment data relative to your Pell Grant account. Current (active) payment records appear with an “A” and inactive records contain an “I”. The Federal Pell Grant program honors payment on only one record per student for each attended campus. Selected for Payment - One of the four processing stages used in the Pell PC Payment software. Records fall into this category are submitted in the next student payment data batch. Service Agent - An individual, partnership, or corporation that acts for an institution in the administration for reporting to the Federal Pell Grant program. Special Condition form Indicator – Designates the type of application submitted to the Federal Student Aid Application Processing system. If a “Y” is displayed in this field, a Special Condition Form was filed. This field can be viewed by pressing <F4> when editing a Processed Payment Record.
January 26, 2000 Page A-16

124.

125.

126.

127.

128.

Glossary

Glossary
129.

Stage "B" Batched for Processing – The origination and disbursement software processing stage that indicates the record has been batched for Federal Pell Grant processing. Statement of Account (SOA) - A report to an institution participating in the Federal Pell Grant program which summarizes the status of the institution's spending authorization versus amount expended to date for that award year. PGRFMS produced this report. The new RFMS will produce only an electronic version. Student Aid Organization Team (SAOT) – The organization that is responsible for the processing of student applications for Pell Grant funds. Student Aid Report (SAR) - The federal "output document" printed by a FAFSA processor and mailed to the student. The SAR contains the family's financial and other information as reported by the student on the financial aid application. The student's eligibility for aid is indicated by the EFC printed on the front of the SAR. Student Aid Report (SAR) Record ID – This ID consists of the student’s Original Social Security Number, the first two letters of the student’s last name (name code), and the Transaction Number. Student Financial Assistance Program – An organization within the U.S. Department of Education that administers the student financial aid programs and for developing the policies and procedures to meet the objectives of those programs. It provides funds to meet students’ educational costs at the postsecondary level. This program is referred to as a ‘Title IV program’. Student Payment Summary (SPS) – A report produced by the Federal Pell Grant program which provides the Federal Pell Grant award amount for each student for whom payment data was submitted during the award year. Students Attending Multiple Branch Campuses – RFMS accepts one origination record per reporting campus/attended campus combination. If your institutional system has branch campuses with unique Pell Institution Numbers, and students attend more than one campus during the award year, origination records must be established in RFMS for each attended campus a student attends. When making disbursements to students who attend more than one campus during the award year, you must assure that the total disbursements to a student do not exceed his/her scheduled Pell award for the award year.

130.

131.

132.

133.

134.

135.

136.

Glossary

January 26, 2000 Page A-17

Glossary
137.

Term and Nonterm Programs not using Formula 1 Identifies academic programs which use any of payment methodologies 2-6, but not formula 1.

138.

Time Period – Payments at Another Frequency. This field indicates the period type for Payments made at Another Frequency. Valid Values: WK, MO, TM, YR, MT, QT, TR, and SM. Title IV Wide Area Network (TIVWAN) – A telecommunications service provided by ED which allows Title IV applicants and Pell Grant payment data to be transmitted electronically. Total Payment Ceiling - Displays the maximum available award for a student. Transaction Number - Two-digit number assigned by the Federal Student Aid Application Processing System. This number is the third part of the Student ID assigned by the Federal Title IV Program Application Central Processing System. The SAR ID is included in the ISIR data record and in both Part 1 and Part 2 of the SAR. Transfer Data - For PC-based software. Information may be requested on Pell Grant disbursements by other institutions to students for whom origination acknowledgment records have been received from RFMS. In response, RFMS sends Multiple Reporting Records (MRRs) that can be used to import the data into your recipient data base. The Department’s EDExpress Pell software also permits the entering of transfer disbursement information manually. Transmittal – A form submitted to the Pell Grant program by the institution to accompany a magnetic tape providing information that identifies the tape, it’s contents, and the sender. Transaction Number – A two-digit number assigned sequentially by the Federal Student Aid Application Processing System to uniquely identify a specific transaction for the applicant and for processing control purposes. Type of Institution - A code describing the length of the majority of programs at the institution. Institution type changes are reported to RFMS in the Institution Data Record (Position 232). Corresponds to Item 4 on the Institutional Payment Record (IPR). Type of Payment Frequency – This is the number of payments that your institution normally makes to your Federal Pell Grant recipients during the award year. Corresponds to item 10 on the Institutional Payment Record (IPR). To make a change, use the code that best describes your payments.

139.

140. 141.

142.

143.

144.

145.

146.

Glossary

January 26, 2000 Page A-18

Glossary
1 – Two per year 2 – One per term 3 – Two per term 4 – Two terms plus mini-term 5 – Monthly 6 – Other (must be reported in Payments at Another Frequency)
147.

Universe File – A computer file of institutions participating in the Pell Grant Program provided by ED. This file is also called the Institution Master File. Uploading – The process of transmitting data from a Personal Computer, minicomputer, or floppy diskette to a mainframe. Verification Status Code - A code that the user enters which best describes the method used to verify the student's application information. The Verification Guide gives a complete description of the verification process. The codes which can be entered are: N A W T Not Selected Accurate Data Without Documentation Tolerance Applied C R S Calculated Reprocessed Selected, Not Verified

148.

149.

Note: The verification code cannot be an "R" for students with transaction 01.
150. 151.

Volume Serial Number – A unique number used to identify a computer tape. Weeks in Program Academic Year - The number of weeks on instruction in the program's academic year. Weeks Used to Calculate Payment – The total number of weeks of instructional time you use to calculate this student’s award. Year –to-Date (YTD) Data – total year-to-date originations/disbursements accepted by the Federal Pell Grant program for an institution for an award year. .

152.

153.

Glossary

January 26, 2000 Page A-19

Glossary

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Glossary

January 26, 2000 Page A-20

APPENDIX B: ACRONYMS AND ABBREVIATIONS

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RFMS LIST OF ACRONYMS AND ABBREVIATIONS 4GL AAR ACA ACC ACH ACS GSG ACSO ADE ADP AFMS AIS APPSD ATM CCF CCG CDR CDSI CI CIT CM CMIA CMM CMS CMS CO COA COTR COTS CPM CPS CR CRS CSA CSF CSO CUA CW-S DAR Fourth Generation Language Audit Adjustment Report Administrative Cost Allowance Account Classification Codes Automated Clearing House Affiliated Computer Services, Government Solutions Group ADP Computer Security Officer Automated Date Exchange Automated Data Processing Accounting and Financial Management Service Automated Information System Application and Pell Processing Systems Division Asynchronous Transfer Mode Central Computer Facility Configuration Control group Critical Design Review Computer Data Systems, Inc. Configuration Item Continuous Improvement Team Configuration Management Cash Management Improvement Act Capability Maturity Model CDSI=s Cash Management System ED=s Configuration Management System Contracting Officer Cost of Attendance Contracting Officer’s Technical Representative Commercial-Off-The-Shelf Critical Path Method Central Processing System Credit Central Registry System Configuration Status Accounting Critical Success Factor Computer Security Officer Common User Access College Work Study Program Decrease Award Report

Acronyms and Abbreviations

January 26, 2000 Page B-1

DBI DBMS DDL DISB. DLS DMCS DMS DOS DPAR DRD DRP DUNS EASI EBT ECAR ED/PMS ED EDCAPS ED/CCF ED/PAS EDCAPS EDE EDI EDLAN EDP EFC EIDS EIS EOG EOY EPPD EPPPD ESOA EYTD FAA FAFSA FFELP FIFO FIPS FMSS FRC

Data Base, Inc. Data Base Management System Data Definition Language Disbursement Direct Loan System ACS=s Debt Management and Collection System Data Management Services Disk Operating System Data Processing Action Request Data Requirements Document Disaster Recovery Plan Data Universal Numbering Scheme Project Easy Access for Students and Institutions Electronic Benefits Transfer Electronic Correction to Applicant Record ED Payment Management System U.S. Department of Education ED Central Applications Processing Systems ED Central Computer Facility ED Primary Accounting System ED Centralized Applications Processing System Electronic Data Exchange Electronic Data Interchange ED Local Area Network Electronic Data Processing Expected Family Contribution Executive Information and Decision-making Subsystem Executive Information System Educational Opportunity Grant End of Year Electronic Pell Payment Data (prior to 1999-2000) Electronic Processed Pell Payment Data (prior to 1999-2000) Electronic Statements of Account Electronic Year-To-Date Financial Aid Administrator Free Application for Federal Student Aid Federal Family Education Loan First-In-First-Out (Accounting Method) Federal Information Processing Standards Financial Management Systems Software Federal Records Center

Acronyms and Abbreviations

January 26, 2000 Page B-2

FRD GAO GAPS GEIS GL GOSIP GSL GUI HEA IAS ICR IEM IFMD IOC IPR IPS IPOS IQCU IRG ISAMS ISIR JAD JIT JRP LOS MDE MIS MISAA MR MRR MRTS NDSL NSLDS OCFO OIG OLAP OLE OPE OPEIDS ORACLE ORIG.

Functional Requirements Document General Accounting Office Grant Administration and Payment System General Electronic Information System General Ledger Government Open Systems Interface Protocol Guaranteed Student Loan Graphical User Interface Higher Education Act Institutional Access System Internal Control Review Information Engineering Methodology Institutional Financial Management Division Initial Operating Capability Institution Payment Record Institutional Payment Summary Institutional Participant and Oversight Service Independent Quality Control Unit Information Resources Group Integrated Student Aid Management System Individual Student Information Record Joint Application Design Just In Time Funding Joint Requirements Planning Loan Origination Subsystem Multiple Data Entry Management Information System Middle Income Student Assistance Act Multiple Reporting Multiple Reporting Record Material Request and Tracking System National Defense Student Loan Program National Student Loan Data System Office of the Chief Financial Officer Office of Inspector General Online Analytical Programs Object Linking and Embedding Office of Postsecondary Education OPE Institutional Data System Oracle® Financials Database Origination

Acronyms and Abbreviations

January 26, 2000 Page B-3

OSFAP PAD PAS PDF PDR PEPS PFOB PGRFMS PHD PIC PM POP PPD PPV PRAD PRB PSS QA QC QCE RACF RAD RDE RDBMS RFMS RS SAOT SAR SAT SDMCE SDT SEOG SFAP SOA SOW SPS SQA SQL SSN SSIG TIVWAN

Office of Student Financial Assistance Programs Process Action Diagram Primary Accounting System Portable Document Format Preliminary Design Review Postsecondary Education Participants System Pell Financial Operations Branch Pell Grant Recipient and Financial Management System Process Hierarchy Diagram Public Inquiry Contractor Payment Method Potential Overaward Project Pell Payment Data (Prior to 1999-2000) Processed Payment Voucher Procedure Action Diagram Publication Review Board Program Systems Service Quality Assurance Quality Control ACS-GSG’s Quality Center of Expertise Resource Access Control Facility Rapid Application Development Recipient Data Exchange Relational Data Base Management System Recipient and Financial Management System Registry System Student Aid Origination Team Student Aid Report Systems Approach to Training ACS-GSG=s Software Development Methodology Center of Expertise System Development Tasks Supplemental Educational Opportunity Grant Student Financial Assistance Programs Statements of Account Statement of Work Student Payment Summary Software Quality Assurance System Query Language Social Security Number State Student Incentive Grant Program Title IV Wide Area Network

Acronyms and Abbreviations

January 26, 2000 Page B-4

TSS UniKix VDC VSAM WAN WWW YTD

Testing Support system A CICS emulator for UNIX systems Virtual Data Center Virtual Storage Access Method Wide Area Network World Wide Web Year-to-Date

Acronyms and Abbreviations

January 26, 2000 Page B-5

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Acronyms and Abbreviations

January 26, 2000 Page B-6

APPENDIX C: ESOA PRINT FORMAT AND SPECIFICATIONS

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Electronic Statement of Account (ESOA)
Description Definition The Electronic Statement of Account details an institution’s spending authorization and amount expended to date. This is a single and multiple option print report. The single option will print ESOAs for the indicated Reporting Campus ID. The multiple option will print ESOAs for ALL Reporting Campus ID’s. This section will detail the specifications for printing an ESOA for single institution or all institutions. The system selects the record set for the report using the following logic: If single is selected, enable the Reporting Campus ID field and print the ESOA for the indicated reporting campus. Print in ascending order of the Batch ID for the indicated reporting campus If multiple is selected, disable the Reporting Campus ID field and print ESOA for all Reporting Campuses. Print in ascending order of the Reporting Campus ID and with each Reporting Campus, print in ascending order of the Batch ID. Selection criteria is not available for Electronic Statement of Account report type.

Record Selection Logic

Output Specifications
Layout and Printing Instructions The ESOA report contains: Header - see Sample Output Document for correct header information. Summary Information – see table (summary info) below Detail Information - see table (detail info) below
Printing Instructions
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 the value for this field as defined on the Pell ESOA database table for the specified institution. Print a blank line. 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 line. Print the value for these fields 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 line.

ESOA Print (Summary Information) Row Field Name
10 11 12 13 14 15 16 17 18 19 20 Pell Institution Number Institution Name State Grantee DUNS Number Payee DUNS Number GAPS Award Number Blank Line Accounting Schedule Accounting Schedule Date Blank Line A. Previous Pell Grant Obligation Current Pell Grant Obligation Adjustment (Increase+ or Decrease-) Blank Line

21

ESOA Print Format and Specifications

January 26, 2000 Page C-1

ESOA Print (Summary Information) Row Field Name
22 B. Previous Pell Grant Amount Current Pell Grant Amount Adjustment (Increase+ or Decrease-)

Printing Instructions
Print the value for these fields 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 line. 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 line. 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. Print the value for this field as defined on the Pell ESOA database table for the specified institution. Reformat dollar amount. Print a blank line. 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 line. Print Section A Notation as stated below: Section a values applicable only for advanced funding institutions. Print Section B Notation as stated below: Section b values applicable only for just in time funded institutions.

23 24 25 26 27 28 29 30 31 32 33 34 35

Blank Line GAPS Expenditures Amount Date of Last Activity in GAPS Blank Line YTD Total Unduplicated Recipients YTD Accepted Disbursement Amount YTD Posted Disbursement Amount YTD Administrative Cost Allowance Blank Line As of Batch ID Blank Line Section A values applicable only for advanced funding institutions. Section B values applicable only for just in time funded institutions.

ESOA Detail Information: If the user selects the option to Print ESOA detail information, then print page 2 of the ESOA report using the printing specifications detailed below. Information for page 2 should print in descending order of the Batch ID. Ro w
1 2 3 4 5 6 6

Colum n
N/A N/A N/A N/A N/A 1 2

Field Name
Electronic Statement of Account Page: 2 Blank Line Blank Line ESOA Detail Batch Information Blank Line Adjust Report Date Adjust Amount

Printing Instructions
Print the label and 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 6 6

3 4, Line 1 4, Line 2

Adjust Process Date Adjust Batch # Adjust Description

ESOA Print Format and Specifications

January 26, 2000 Page C-2

Sample Output Document
Sample
The output document should print in Courier 10. See below for more detail.

SUMMARY INFORMATION U.S DEPARTMENT OF EDUCATION OFFICE OF STUDENT FINANCIAL ASSISTANCE PROGRAMS 1999-2000 AWARD YEAR FEDERAL PELL GRANT PROGRAM ELECTRONIC STATEMENT OF ACCOUNT

PELL INSTITUTION NO INSTITUTION NAME STATE GRANTEE DUNS NUMBER PAYEE DUNS NUMBER GAPS AWARD NUMBER Accounting Schedule Accounting Schedule Date A.

999999 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XX XXXXXXXXXXX XXXXXXXXXXX XXXXXXXXXXX 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 Amount Current Pell Grant Amount Adjustment (Increase + or Decrease -)

B.

GAPS Expenditures Amount Date of Last Activity in GAPS YTD YTD YTD YTD Total Unduplicated Recipients Accepted Disbursement Amount Posted Disbursement Amount Administrative Cost Allowance

As of Batch ID

SECTION A VALUES APPLICABLE ONLY FOR ADVANCED FUNDING INSTITUTIONS. SECTION B VALUES APPLICABLE ONLY FOR JUST IN TIME FUNDED INSTITUTIONS.

ESOA Print Format and Specifications

January 26, 2000 Page C-3

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

ESOA Print Format and Specifications

January 26, 2000 Page C-4

APPENDIX D: EDIT CODES AND MESSAGES

This page is intentionally left blank.

Origination Record Batch Edit Codes EDIT CODE
201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216

MESSAGE
Missing Grant Batch Header Missing Grant Batch Trailer Duplicate Grant Batch Header Duplicate Grant Batch Trailer Trailer Preceded Header Data Record Length must be numeric Reported Number of Records must be numeric Reported Total of Batch must be numeric Invalid Batch Number Year must be numeric Pell Id must be numeric Pell Id invalid or not found. Creation date must be numeric Creation time must be numeric Type Invalid Grantee DUNS does not match the Institutions Reporting Pell ID in Batch Number.

TYPE
E E E E E E E E E E E E E E E E

217 218 219 220 221

Discrepancy between different records with identical Batch Number. Reported Number of Records does not equal count of detail records Total of Batch does not equal computed total of detail record amounts Reported Sign Indicator must be a valid indicator. Reporting Campus Pell Institution ID is a branch campus

E W W W E

Edit Codes and Messages

January 26, 2000 Page D-1

222 223 224 225 226

Institution is currently ineligible upon receipt of batch at RFMS Branch Campus is unable to send in batches Invalid Message Class Data Record Length is not valid for Message Class Batch type code in Batch Number must equal record type for message class.

W W E

E

227 228 229 230 231 232 233 234 235 236 237 238

Batch Create Date is greater than current system date Batch Number indicates you have included a batch with data from a different Award Year Batch submitted prior to system start-up date. Disbursements submitted prior to award year start date. Reporting Institution Disbursements is not eligible to send normal

E E E E E E E E W E

No detail records in Batch Invalid Destination Mailbox ID Institution does not have an agreement with TIV WAN Blank Output Media Type. received. Set to Media Type that was

Trailer Message Class does not match the Header Trailer Batch Number does not match the Header Trailer Destination Mailbox ID does not match the Header

E

Edit Codes and Messages

January 26, 2000 Page D-2

Origination Acknowledgment Edit Codes Edit Code
301 302 303 304 305 306 307 308 309 310 311 312 313 314 315 316 317 318 319 320 321 322 323 324

Message
Invalid Origination ID Duplicate Origination Invalid Original SSN / Applicant not on Eligible Applicant file.

Type
E E E

Invalid Attending Pell ID or Attending and Reporting/Funded campus E mismatch Invalid Award Amount / Correction Applied Invalid Disbursement Date / Correction Applied Invalid Enrollment Date / Correction Applied Invalid Low Tuition & Fees Code / Correction Applied Invalid Verification Code / Correction Applied Invalid Incarcerated Federal Pell Recipient Code / Correction Applied Invalid Transaction Number Invalid Expected Family Contribution Invalid Secondary Expected Family Contribution / Correction Applied Invalid Academic Calendar / Correction Applied Invalid Payment Methodology / Correction Applied Invalid Number of Payment Periods / Correction Applied Invalid Cost Of Attendance / Correction Applied Invalid Enrollment Status / Correction Applied W W W W W W E E W W W W W W

Invalid Weeks if Instructional. Time in program’s definition of Academic W Year / Correction Applied Invalid Weeks of Instructional. Time used to calculate payment / Correction Applied W

Invalid Credit/Clock hours in program’s definition of academic year / W Correction Applied Invalid Credit/Clock hours in all payment periods expected to complete W this school year / Correction Applied Origination is ‘Over Paid’ and negative disbursement is expected. Invalid Secondary Expected Family Contribution W E

Edit Codes and Messages

January 26, 2000 Page D-3

Disbursement Acknowledgment Edit Codes Edit Code
401 402 403 404 405 406 407 408 409 410 411 412 413 414 415 416 417 418 419 420 421

Message
Invalid Origination ID (Not in Valid Format) Origination ID Does not match on RFMS Disbursement Reference Number Not Valid Debit/Credit Indicator Flag Not Valid Disbursement Amount Not Valid Disbursement Amount Is Not in range Disbursement Date is Not Valid Date Format

Type
E E E E E W E

Disbursement Date is Not Valid for Processing Date Or Not in E valid Range Institution must submit special disbursement Potential Concurrent Enrollment - Multiple Reporting Separately E W

Potential Overaward Payment - Multiple Reporting Sent W Separately Negative disbursement cannot be accepted without a previous positive disbursement E

Insufficient negative disbursement amount. Negative disbursement W is expected for difference amount Origination is in “Overpaid” status. Positive disbursement cannot E be accepted. Institution Status indicates the institution must submit a Special E Disbursement Record Negative disbursement adjusted to reflect accepted previous W disbursement balance Disbursement submitted after end of processing year and institution has not been granted administrative relief E

Origination indicates Verification Status 'W', disbursement W Adjusted to 50% of origination award amount. Origination indicates Verification Status 'W', maximum Allowable W disbursement for this student is 50% of award Amount Origination indicates disbursement allowed. Verification Status 'W', only one E E

Disbursement generated after Verification Deadline Date

Edit Codes and Messages

January 26, 2000 Page D-4

Special Disbursement Acknowledgment Edit Codes Edit Code
501 502 503 504 505 506 507 508 509 510 511 512 513 514 515 516 517 518 519 520 521 522 523 524 525

Message
Invalid Origination ID (Not in Valid Format) Origination ID Does not match on RFMS Disbursement Reference Number Not Valid Disbursement with this reference is already exists (Duplicate Special Disbursement) Disbursement Amount Not Valid Disbursement Amount Is Not in range Debit/Credit Indicator Flag Not Valid Disbursement Date is Not Valid Date Format

Type
E E E E E W E E

Disbursement Date is Not Valid for Processing Date Or Not in E valid Range Invalid Payment Period Start Date or not within valid Range Invalid Payment Period End Date or not within valid Range Payment Period End Date is prior to Payment Period Start Date Invalid Total Payment for Payment Period Invalid Academic Calendar Invalid Payment Methodology Invalid Number of Payment Periods E E W W W W E

Number of Payment Periods is less than the Payment Period W Number on the last accepted disbursement Invalid Payment Period Number (not in valid format) Invalid Cost of Attendance Invalid Enrollment Status E W W

Invalid Weeks of Inst. Time in Program’s definition W of W academic year Invalid Weeks of instructional time used to calculate Payment Invalid Cr/Clock hrs in program’s definition of academic year Invalid Cr/Clock hrs in expected to complete in this Payment Period Origination is in “Overpaid” status. Positive disbursement cannot be accepted. W W W E

Edit Codes and Messages

January 26, 2000 Page D-5

526 527 528 529 530 531 532 533 534 535 536 537

Potential Concurrent Enrollment – Multiple Reporting Sent W Separately Potential Overaward Payment – Multiple Reporting Sent W Separately Negative disbursement cannot be accepted without a previous positive disbursement Insufficient negative disbursement amount. disbursement is expected for difference amount E

Negative W E E

Institution is ineligible to submit a positive disbursement for this Payment Period Disbursement submitted after end of processing year and institution has not been granted administrative relief

Origination indicates Verification Status ‘W’, disbursement W Adjusted to 50% of origination award amount Origination indicates Verification Status ‘W’, maximum allowable W disbursement for this student is 50% of award Amount Origination indicates disbursement allowed. Verification Status ‘W’, only one E E W E

Special Disbursement would result in a negative balance Special Disbursement amount adjusted due to prior disbursement balance Payment Period Number is greater than the number of Payment Periods in the Student’s School Year

Data Request Acknowledgement Edit Codes Edit Code
601 602 603 604 605 606 607 608 609

Message
Invalid Attending Pell ID Invalid Data Request Type Invalid Requested Output Media Type Invalid Pell Batch Number Invalid Multiple Reporting Request Code 1 Invalid Multiple Reporting Request Code 2 Invalid MR Student ID Invalid MR Institution ID Requested/Matching Data Not Found

Type *
E E E E E E E E E
January 26, 2000 Page D-6

Edit Codes and Messages

610

Student Not Originated at Requesting Institution

E

Institutional Data Record Edit Codes

Edit Code
701 702 703 704 705 706 707 708 709 710

Message
Invalid Attending Pell ID Invalid State in mailing address FAA phone number not numeric FAA fax phone number not numeric Invalid Institution Type Invalid Financial Control Code Invalid Academic Year Code Invalid Weeks in institution academic year Invalid Credit/Clock hours in institution academic year No input data or data matched current data

Type *
E E E E E E E E E W

*E = Error – RFMS rejects the record W = Warning – RFMS accepts the record as submitted and provides comment(s), or corrects invalid data values, as appropriate, and provides comments.

Edit Codes and Messages

January 26, 2000 Page D-7