PELL MESSAGE CLASSES - IFAP: Home draft rfms...PELL MESSAGE CLASSES ... Start End Length Type Required Field Name Description Valid Values Processing notes/Edits ... 0001-9999 * If

PELL GRANT RECORD LAYOUTS

August 4, 2000 2001-2002 Draft RFMS Pell Grant Record Layouts 1

PELL MESSAGE CLASSES

Message Class Data Type Record Length PageNumber

<all> TIVWAN Transmission Header Record Variable 2<all> TIVWAN Transmission Batch Header Record Variable 3<all> TIVWAN Transmission Batch Trailer Record Variable 4<all> TIVWAN Transmission Trailer Record Variable 5<all> Grant Header Record Variable 6<all> Grant Trailer Record Variable 8PGOR02IN Origination Records 250 9PGOA02OPPGOW02OP

Origination Acknowledgment Records 355 17

PGDR02IN Disbursement Records 100 24PGDA02OPPGDW02OP

Disbursement Acknowledgment Records 200 26

PGAS02OP Statement of Account Records 200 28PGID02IN Institution Data Record 240 32PGIA02OP Institution Data Acknowledgment 106 35PGRQ02IN Data Request Record 100 36PGRA02OP Data Request Acknowledgment 100 38PGMR02OP Multiple Reporting Record 450 40PGRC02OP Reconciliation Record TBD 43PGYR02OP Year to Date Records 350 44PGTX02OP ED Comments in ASCII Text Format 80 N/AN/A External Origination Add/Change Record 309 55N/A External Disbursement Add/Change Record 108 62

For Award Amount Maximum values please refer to the 2001 – 2002 Payment Schedule and Low Tuition and Fees Schedule.



TIVWAN Transmission Header RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 5 5 A/N Yes TIVWAN TransmissionHeader ID

Literal value for header ID Constant: “O*N01" Missing Transmission Header - RejectTransmission

6 53 48 A/N Yes Filler Reserved for future use Spaces

54 55 2 A/N Yes Header Indicator WAN Transmission Header Indicator Constant: “73"

XX A/N Yes Filler Filler will be added to make thetransmission records to match theMessage Class record length.

Spaces

∃ 100 Total Record Length



TIVWAN Transmission Batch Header RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 5 5 A/N Yes TIVWAN Batch HeaderIdentification Number

Constant: “O*N05" Missing Transmission Header -RejectTransmission

6 12 7 A/N Yes Header DestinationNumber

TIV WAN Destination Mailbox ID ‘TGXXXXX’ where ’XXXXX’ is afive-digit number assigned toDestination


20 24 5 A/N Yes Header Class Label Text used to identify that the next fieldis a Message Class

Constant: “,CLS=”

25 32 8 A/N Yes Header Message Class Valid Message Class Format: XXXXYY[IN/OP]where:XXXX - Literal for rec typeYY - last year in cycle: ‘02IN -for records IN to RFMSOP-for records OUT of RFMS

33 36 4 A/N Yes Header XXX Label Constant: “,XXX”

37 41 5 A/N Yes Header Batch label Text Used to identify the next field is aBatch ID

Constant: “,BAT=”

42 58 17 A/N Yes Header Batch ID 17 digit character batch ID. If not usedset to all zeros

Batch ID:“0000000000000000000"

59 64 6 A/N Yes Header NCNT Label Constant: “,NCT= ”

65 70 6 N Yes Header NCNT Number of records included in thisbatch

“000000"


Spaces




TIVWAN Transmission Batch Trailer RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 5 5 A/N Yes TIVWAN Batch TrailerIdentification Number

Record Identifier Constant: “O*N95" Missing Transmission Trailer- RejecttransmissionNo detail records - Reject transmission

6 12 7 A/N Yes Trailer DestinationNumber

TIV WAN Destination Mailbox ID ‘TGXXXXX’ where ’XXXXX’ is afive-digit number assigned toDestination


20 24 5 A/N Yes Trailer Class Label Text used to identify that the next fieldis a Message Class

Constant: “,CLS=”

25 32 8 A/N Yes Trailer Message Class Valid Message Class Format: XXXXYY[IN/OP]where:XXXX - Literal for rec typeYY - last year in cycle: ‘02IN -for records IN to RFMSOP-for records OUT of RFMS

33 36 4 A/N Yes Trailer XXX Label Constant: “,XXX”

37 41 5 A/N Yes Trailer Batch label Text Used to identify the next field is aBatch ID

Constant: “,BAT=”

42 58 17 A/N Yes Trailer Batch ID 17 digit character batch ID. If not usedset to all zeros

Batch ID:“0000000000000000000"

59 64 6 A/N Yes Trailer NCNT Label Constant: “,NCT= ”

65 70 6 N Yes Trailer NCNT Number of records included in thisbatch

“000000"


Spaces




TIVWAN Transmission Trailer RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 5 5 A/N Yes TIVWAN TransmissionTrailer ID

Literal value for Trailer ID Constant: “O*N99" Missing Transmission Trailer- RejecttransmissionNo detail records - Reject transmission


54 55 2 A/N Yes Header Indicator WAN Transmission Trailer Indicator Constant: “73"


Spaces




Grant Batch Header RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 10 10 A Yes Header Identifier Identify Header record in file.Left Justified

Constant: ‘GRANT HDR ’ Missing Batch Header - Reject Batch

11 14 4 N Yes Data Record Length Length of data records included in thisbatch

Must be numeric: 0001-9999 If not equal to length for Message Class, thenReject Batch.

15 40 26 A Yes Batch ID Number generated by the institution touniquely identify a specific batch ofrecords.

Format:XXCCYY999999CCYYMMDDHHMMSSwhere: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD-date batch created HHMMSS - time batch created

Valid Batch Type codes:#A - Statement of Account#C - Reconciliation#D - Disbursements#E - Batch Errors#G - System Generated#I - Institution Data#M - Multiple Reporting#O - Originations#R - Data Request#T - ASCII Text#Y - Year-to-DateWO – Origination acknowledgement from thewebWD – Disbursement Acknowledgements fromthe webIf duplicate Batch No, then Reject Batch.If batch type does not agree with MessageClass type, then reject batch.If #O, #R, or #I batch and received beforesystem startup, then reject batch.If #D received more than N days prior toAward Year Start, then reject batch.If Batch Award Year does not agree withMessage Class award year, then reject.If Reporting Pell ID is ineligible, then sendwarning message.If Reporting Pell ID is a branch campus or hasCentral Funding, then reject batch.If date batch created is > system date, thenreject batch.

41 48 8 A/N No OPE ID The OPE ID number assigned to thereporting institution.

Valid OPE ID number or blank. If not blank and not equal to OPE IDassociated with Pell ID, then warn the batch.



Grant Batch Header RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

49 58 10 A/N No Software Provider For non-Express software provide anidentifier to indicate the softwareprovider and version number ifapplicable.

Software provider defined or blank No edits will be performed on this field. Thevalue will be stored in RFMS for customerservice uses.

59 63 5 A No Unused Reserved for future expansion Constant spaces

64 68 5 A/N Yes ED Use ED Use Only - do not use Spaces. ED Express PC software version number.

69 76 8 N Output RFMS Process Date Date RFMS processed thecorresponding batch

Format: CCYYMMDD Completed by RFMS as a result of processingthe batch.

77 100 24 N Output Batch Reject Reasons List of up to eight 3 digit batch rejectreason codes which occurred duringinitial editing of the batch. Only rejectreason codes hit will display in thisfield. Otherwise, this space will be zerofilled.

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

Completed by RFMS as a result of Batchediting.

XX A Unused Filler Filler will be added if necessary to makethe header record the same length as thedetail records which follow.

Spaces.




Grant Batch Trailer RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 10 10 A Yes Trailer Identifier Identify Trailer record in file. Constant: ‘GRANT TLR ’ Missing Batch Trailer - rejectbatch.No detail records - reject batch.

11 14 4 N Yes Data Record Length Length of data records included in this batch Must be numeric: 0001-9999 *If not equal to Data Record Lengthon Header, then reject Batch.

15 40 26 A Yes Batch ID Number generated by the institution touniquely identify a specific batch of records.

Format:XXCCYY999999CCYYMMDDHHMMSSwhere: XX - batch type code (alpha) CCYY - last year in cycle: ‘2002' 999999 -Reporting PELL ID CCYYMMDD - date batch created HHMMSS - time batch created

If not equal to Batch ID on Header,then reject Batch.

41 46 6 N Yes Reported Number of Records Number of data records included in thebatch.

Must be numeric: 000000 - 999999 If not equal to count of detailrecords in batch, then returnwarning message.

47 57 11 N Yes Reported Total of Batch Total Origination Award Amount orDisbursement amount reported onOrigination, or Disbursement batches.

Dollars and cents. Use leading zeros; donot include the $ sign or decimal point.For ESOA will be constant 0.00000000000 – 99999999999

If not equal to total of detail recordsin batch, then return warningmessage.

58 58 1 A Yes Reported Total Sign Indicator Positive or negative sign for total amountreported.

‘P’ – Positive‘N’ – NegativeFor ESOA will be constant ‘P’.

59 64 6 N Output Accepted and CorrectedNumber of Records

RFMS USE ONLY - Number of data recordsaccepted and corrected by RFMS.

000000 - 999999

65 75 11 N Output Accepted and Corrected Totalof Batch

RFMS USE ONLY - Total Award orDisbursement amount accepted andcorrected on batch.

Dollars and cents. Use leading zeros, donot include the $ sign or decimal point.00000000000 - 99999999999

76 76 1 A Output Accepted and Corrected TotalSign Indicator

RFMS USE ONLY - Positive or negativesign for total amount accepted.

‘P’ - Positive‘N’ - Negative

77 100 24 A Unused Unused Reserved for future expansion Constant spaces

XX A Unused Filler Filler will be added if necessary to make thetrailer record the same length as the detailrecords.

Spaces




Origination RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 23 23 A/N Yes Origination ID Unique number used to identify anorigination.

Format:999999999XX200200199900Where:SSN - 001010001-999999999Name Code - XXYear Indicator - 2002Valid Attended PELL IDOrig Sequence Number - 00

IdentifierIf Origination ID matches on RFMSDatabase, Then Compare all fields.If all the fields match, then the record isreturned as a duplicate otherwise it is achange.If the Origination ID does not match thenthe Origination is new.

24 32 9 N Yes Original SSN Student's SSN from original FAFSA. 001010001 - 999999999 Identifier

33 34 2 A Yes Original Name Code Student's name code from original FAFSA. Uppercase A to Z;.(period);'(apostrophe);- (dash);Blank: no last name

IdentifierIf SSN & Name Code do not match valuein Origination ID, then reject record.

35 40 6 N Yes Attended Campus PELL-ID PELL-ID of attended campus. Changecreates new origination record. Institutionmust change award amounts for student atoriginal attended campus as necessary.

Valid PELL-ID IdentifierChange creates new origination record.If Attended Pell ID does not match valuein Origination ID, then reject recordIf Attended Campus is not equal toReporting Campus, thenIf Attended Pell ID is not a branch of theReporting Pell ID or Central Funded, thenreject.

41 45 5 A/N Yes ED Use Reserved for future use. Spaces

46 58 13 A/N No Institution cross-reference This field can contain any cross referenceinformation useful to the institution toidentify student records internally.

Institution defined

59 59 1 A No Action Code Code to indicate action to be taken. Will always be BLANK No editing

60 60 1 A/N No Unused Reserved for expansion Constant spaces

61 67 7 N Yes Award amount for entire schoolyear

Must equal the award amount calculated bythe institution to be disbursed to this studentfor attendance for this entire Pell Grant awardyear.

Dollars and cents. Use leadingzeros and report cents as ‘00’;do not include the $ sign ordecimal point.Range: 0000000 to AWARDAMOUNT MAXIMUM

Cannot exceed Total Payment Ceiling -award validation performed. Increases arerequired to be submitted to RFMS. Anychange to origination data requires theAward Amount to be validated.

68 75 8 N Yes Estimated Disbursement Date #1 Date 1st disbursement to student is estimatedto be made.

CCYYMMDD:Range: N days prior toDISBURSEMENT STARTDATE (20010701) toDISBURSEMENT ENDDATE ( 20070930).

If Date not within range, then set approvedvalue to system date




76 83 8 N No Estimated Disbursement Date #2 Date 2nd disbursement to student is estimatedto be made.

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

If Date not within range, then set approvedvalue to spaces.

84 91 8 N No Estimated Disbursement Date #3 Date 3rd disbursement to student is estimatedto be made.

CCYYMMDD:Range:[see field position 68 inthis record] or BLANK

See Estimated Disbursement Date #2

92 99 8 N No Estimated Disbursement Date #4 Date 4th disbursement to student is estimatedto be made.


















140 147 8 N No Estimated Disbursement Date#10

Date 10th disbursement to student isestimated to be made.


























188 195 8 D Yes Enrollment Date First date that the student was enrolled in aneligible program for the designated awardyear. If the student enrolled in a crossoverpayment period before the first day of the Pellaward year (July 1), but which will be paidfrom 2001-2002 funds, report the actual startdate of the student's classes for that paymentperiod.

CCYYMMDD:Range: 20010101 - 20020630

* If blank or invalid, then set approved valueto previous value or date reported Batch IDin Grant Header record.

196 196 1 A No Low Tuition & Fees code Flag to identify tuition ranges when theannual tuition is less than or equal tominimum defined by low tuition and feestable.

Value Tuition RangeAs per tableor BLANK: low tuition doesnot apply

* If invalid, then set approved value toprevious value or BLANK.

197 197 1 A Yes Verification Status code Status of verification of applicant data by theschool.

A: AccurateC: CalculatedN: SAR Transaction NotSelected by CPS forVerification ProcessR: ReprocessedS: SAR Transaction Selectedby CPS for VerificationProcess but 30% Requirementmet or Institution is a QualityAssurance ProgramParticipantT: ToleranceW: Without Documentation

Only one disbursement for an amount lessthan or equal to ½ of the OriginationAward amount can be accepted whilestatus = W. These disbursements will bereversed in the second August of theAward Cycle if the status remains W.

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

198 198 1 A No Incarcerated Federal PellRecipient code

Code to indicate the student’s incarceratedstatus for students incarcerated in local penalinstitutions, but are otherwise eligible toreceive Federal Pell Grants.

BLANK: Not incarceratedY: Yes, the student isincarcerated in a localinstitution, but is otherwiseeligible.N: No, if studentpreviously reported asincarcerated, but is not or isno longer. incarcerated

If invalid, then set approved value toprevious value or BLANK.

199 200 2 N Yes Transaction number Transaction number from eligible SAR usedto calculate award

Must be numeric: 01 - 99 If BLANK or NO Match with eligible appdata, then reject record. Return last valuereported on acknowledgment.

201 205 5 N Yes Expected Family Contribution(EFC)

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

Range: 00000-EFCMAXIMUM.

If BLANK or NO Match with eligible appdata, then reject record. Return last valuereported on acknowledgment.




206 206 1 N No Secondary Expected FamilyContribution

Code indicating which EFC value is used todetermine award amount

O = Federal Pell Grant awardpreviously based on thesecondary EFC and reportedto the Federal Pell Grantprogram; student’s award nowbased on the original EFC.S = Federal Pell Grant awardbased on the secondary EFC,as a calculated by the CPS.Or BLANK if Secondary EFCnot used

If invalid, then set approved value toprevious value or BLANK.If NO Match with eligible app data, thenreject record. Return last value reported onacknowledgment.

207 207 1 N Yes Academic calendar Calendar which applies to this student'seducational program. Must be valid orsystem accepted to process record.

1=Credit Hours - non-standardterms;2 =Credit Hours - standardterms of quarters;3 = Credit Hours - standardterms of semesters;4 =Credit Hours - standardterms of trimesters;5 = Clock hours;6 = Credit Hours withoutterms;

The academic calendar dictates whichPayment Methodology can be accepted.Used in award amount validation. The following changes in AcademicCalendar indicate need to change PaymentMethodology.From To1 to 2, 3, 4, or 52, 3, or 4 to 1 or 55 to 2, 3, 4, or 66 to 1 or 5If AC invalid or BLANK, then setaccepted value to previous value orIf Attended Pell ID default AC populated,then set accepted value to default.ELSE If Reporting Pell ID default ACpopulated, then set accepted value todefault.ELSE If Payment Methodology = 4, thenset accepted value to “5".ELSE set accepted value to “3".




208 208 1 N Yes Payment methodology Formula used to calculate the student'sFederal Pell Grant Award.

1= (a)Credit hour withstandard terms in which totalweeks of instructional timeFall through Spring termsequal or exceed 30 weeks, orhave been granted waiver; or(b) School offers a summerterm in addition to fallthrough spring terms, couldcalculate awards usingFormula 1 or 2 and chooses toperform alternate calculation(AC: 2,3, or 4)2 = Credit hour with standardterms in which total weeks ofinstructional time Fall throughSpring terms are less than 30weeks, has not been grantedwaiver. Institution does notuse alternate calculation (AC:2,3, or 4)3 = Credit hour with standardor non-standard terms(AC:1,2,3, or 4)4 = Clock hour or Credit hourwithout terms (AC: 5 or 6)5 = Programs of study bycorrespondence (AC: 1,2,3, or4 denotes Formula 5B AC:5&6 denotes Formula 5A)

The Payment Methodology dictates thedata required for Enrollment status, Weeksof instructional time, Weeks ofinstructional time in academic year,Credit/Clock Hours expected to complete,Credit/Clock Hours in academic year.

Used in award amount validation.Academic Calendar and PaymentMethodology must be logically consistent.PM AC1 2, 3, or 42 2, 3, or 43 1, 2, 3, or 44 5 or 65 1, 2, 3, 4, 5 or 6

If invalid or BLANK, then set acceptedvalue to previous value or “3".

209 215 7 N Yes Cost of Attendance Must equal COA calculated by the institutionfollowing the Federal Pell Grant Paymentregulations.

Dollars and cents. Use leadingzeros; do not include the $sign or decimal point. Range: 0000000 - 9999999.

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




216 216 1 A PM 1,2,3,5Enrollment status This student’s expected enrollment status forthe entire award year. The Enrollment Status5 “Other” is used when the student’senrollment is “mixed” or student attends morethan number of terms in a full academic year.Valid Values depend upon AcademicCalendar and Payment Methodology fields.

Blank (AC: 5 or 6)1: Full-time (AC: 1, 2, 3, or 4and Payment Methodologynot equal to 5)2: 3/4 time (AC: 1, 2, 3, or 4and Payment Methodologynot 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 4and Payment Methodologynot equal to 5)

Used in award amount validation.BLANK only if Payment Methodology iseither Formula 4 or if PaymentMethodology is Formula 5 and AcademicCalendar is 6.If PM does not equal 4; or if PM does notequal 5 and AC equal 6 and invalid orBLANK, then set accepted value toprevious value or “1".ELSE if invalid, set accepted value toBLANK.If AC: 1, 2, 3, or 4 and PaymentMethodology is 5 and Enrollment Status isreported as either Blank or a value otherthan 3 or 4, we must set the value equal to3 and we must have a warning comment(W) go to the institution that says:Enrollment Status may never exceed halftime when using Payment Methodology 5.

217 218 2 A Pay Meth2,3,4,5

Weeks of instructional time usedto calculate payment

Total Number of weeks on instructional timeprovided by this student’s Program of Studyduring a full academic year. Valid Valuesdepend upon Payment Methodology andAcademic Calendar fields. Must becompleted when Payment Methodologies 2,3, 4, or 5 are used.PM1: BlankPM2: Total number of weeks of instructionaltime in student’s Program of Study’sacademic year (fall through spring terms).PM3 & PM5B: Total number of weeks ofinstructional time in all terms in student’sProgram of Study’s academic year.PM4 & PM5A: The lesser of either (a) totalnumber of weeks of instructional time for afull-time student to complete hours instudent’s program of study, or (b) totalnumber of weeks of instructional time for afull-time student to complete hours instudent’s program of study’s academic year.Institution determines this based on the timerequired for the majority of its full-timestudents to complete the program of study orthe program of study’s academic year, notstudent by student.

Blank (Payment Methodology1)00 – 78 (PaymentMethodology 2, 3, 4, or 5)IF PM=2 Must be < 30IF PM=3 Must be valid rangeIF PM=4 Must be valid rangeIF PM=5 Must be valid range

Must be BLANK when using PaymentMethodology 1.

If invalid, out of range or greater thanWeeks of instructional time in program’sdefinition of academic year, thenaccepted value equal to previous value orequal to Weeks for Academic Year.If supplied and not needed for paymentmethodology, ignore.Used in award amount validation.

See Payment Methodology for ACinformation that determines if the PM is5B or 5A.




219 220 2 A Pay Meth2,3,4,5

Weeks of inst. time in program'sdefinition of academic year

Total number of weeks of instructional timein the institution’s definition of a fullacademic year for this student’s Program ofStudy.

Blank (PM: 1)30 – 78 (May never be lessthan the number provided inpositions 217 – 218 Weeks ofinstructional time used tocalculate payment field ofOrigination record.If > 78 set to 30.

* Can be blank when using PaymentMethodology 1. Can never be less thanprevious field.If invalid or BLANK, then set acceptedvalue to previous value orIf Attended Pell ID default Weekspopulated, then set accepted value todefault.ELSE If Reporting Pell ID default Weekspopulated, then set accepted value todefault.If supplied and not needed for paymentmethodology, ignore.Used in award amount validation.

221 224 4 A Pay Meth4,5

Cr/Clock hrs in Award Year Total number of credit/clock hours in allpayment periods institution expects thisstudent to attend and be paid for during thisFederal Pell Grant Award year.

Blank (Unless PaymentMethodology 5 and AC 6, orPayment Methodology 4)or Ranges:0000-3120 AC = Clock Hour(5)0000-0100 AC = Credit Hourswithout terms(6)

Can be blank when using PaymentMethodologies 1,2, 3, & 5.If invalid, out of range or greater thanCredit/clock hours in this student’sprogram of study’s academic year, thenaccepted value equal to previous value orequal to Cr/Clock Hrs for Academic Year.If supplied and not needed for paymentmethodology, ignore.Used in award amount validation.Can never be blank if PM 5 and AC 6.

225 228 4 A Pay Meth4,5

Cr/Clock hours in this student’sprogram of study’s academicyear

Total number of credit or clock hours in theinstitution’s definition of a full academic yearfor this student’s Program of Study.

Blank (Unless PaymentMethodology 5 and AC 6, orPayment Methodology 4)or ranges:0900-3120 Academic calendar50024-0100 Academic calendar6

Can be blank when using PaymentMethodologies 1,2, 3, & 5.If invalid or BLANK, then set acceptedvalue to previous value orIf Attended Pell ID default Hourspopulated, then set accepted value todefault.ELSE If Reporting Pell ID default Hourspopulated, then set accepted value todefault.ELSE set accepted value to 900 ifAcademic Calendar = 5 or set acceptedvalue to 24 if Academic Calendar = 6.If supplied and not needed for paymentmethodology, ignore.Used in award amount validation.Can never be less than previous field.

229 231 3 A/N No Institution Internal SequenceNumber

This is an internal sequence number theinstitution can define.

Institutional defined

232 250 19 A Unused Unused Reserved for expansion Constant spaces




250 Total Record Length

NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period * identifies fields in which Valid Values or Processing notes/Edits have beenmodified or added.



Origination Acknowledgment RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 23 23 A/N Yes Origination ID Unique number used to identify anorigination

Format:999999999XX200200199900Where:SSN - 001010001-999999999Name Code - XXYear Indicator - 2002Valid Attended PELL- IDOrig Sequence Number - 00

Identifier

24 32 9 N Yes Original SSN Student's SSN from original FAFSA 001010001 - 999999999 Identifier

33 34 2 A Yes Original Name Code Student's name code from original FAFSA Uppercase A to Z;.(period);'(apostrophe);- (dash);Blank: no last name

Identifier

35 40 6 N Yes Attended Campus PELL-ID PELL-ID of campus attended. Changecreates new origination record. Institutionmust change payment amounts for student atoriginal attended campus as necessary.

Valid PELL-ID Identifier

41 45 5 A/N Yes ED Use Reserved for future use. Spaces


Institution defined

59 59 1 A No Action Code Code to indicate action to be taken Valid Codes:A: Accepted - all fields acceptedC: Corrected - one or morefields correctedD: Duplicate accepted record atRFMSE: Rejected - record wasrejected

60 60 1 A/N No Unused Reserved for expansion Constant spaces

61 67 7 N Yes Accepted Award amount forentire school year

Must equal the award amount calculated bythe institution to be disbursed to this studentfor attendance for this entire Pell Grantaward year.

Dollars and cents. Use leadingzeros and report cents as ‘00’; donot include the $ sign or decimalpoint.Range: 0000000 to AWARDAMOUNT MAXIMUM

#




68 75 8 N Yes Accepted EstimatedDisbursement Date #1

Date 1st disbursement to student isestimated to be made.

Format: CCYYMMDDRange: N days prior toDISBURSEMENT STARTDATE (20010701) toDISBURSEMENT END DATE(20070930).

#

76 83 8 N No Accepted EstimatedDisbursement Date #2

Date 2nd disbursement to student isestimated to be made.

CCYYMMDD:Range: [see field position 68 inthis record]or BLANK

#


Date 3rd disbursement to student isestimated to be made.

CCYYMMDD:Range:[see field position 68 inthis record]or BLANK

#




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CCYYMMDD:Range: [see field position 68 inthis record] or BLANK

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188 195 8 D Yes Accepted Enrollment Date First date that the student was enrolled in aneligible program for the designated schoolyear. If the student enrolled in a crossoverpayment period before the first day of thePell award year (July 1), but which will bepaid from 2001-2002 funds, report the actualstart date of the student's classes for thatpayment period.

CCYYMMDD:Range: 20010101 - 20020630

#

196 196 1 A No Accepted Low Tuition & feesflag

Flag to identify tuition ranges when theannual tuition is less than or equal tominimum defined by low tuition and feestable.

Value Tuition RangeAs per tableor BLANK: low tuition does notapply

* #

197 197 1 A Yes Accepted Verification status flag Status of verification of applicant data bythe school.

A: AccurateC: CalculatedN: SAR Transaction NotSelected by CPS for VerificationProcessR: ReprocessedS: SAR Transaction Selected byCPS for Verification Process but30% Requirement met orInstitution is a Quality AssuranceProgram ParticipantT: ToleranceW: Without Documentation

* Only one disbursement for an amount lessthan or equal to ½ of the Origination Awardamount can be accepted while status = W.These disbursements will be reversed in thesecond August of the Award Cycle if thestatus remains W.

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

198 198 1 A No Accepted Incarcerated FederalPell Recipient code

Code to indicate the student’s incarceratedstatus for students incarcerated in localpenal institutions, but are otherwise eligibleto receive Federal Pell Grants.

BLANK: Not incarceratedY: Yes, the student isincarcerated in a local institution,but is otherwise eligible.N: No, if studentpreviously reported asincarcerated, but is not or is nolonger. incarcerated

#

199 200 2 N Yes Accepted Transaction number Transaction number from eligible SAR usedto calculate award

Must be numeric: 01 - 99 #201 205 5 N Yes Accepted Expected Family

Contribution (EFC)Must equal the student's Expected FamilyContribution from the ISIR or SAR May bethe primary or secondary EFC value.

Range: 00000-EFC MAXIMUM. #




206 206 1 A No Accepted Secondary ExpectedFamily Contribution


O= Federal Pell Grantaward previously based on thesecondary EFC and reported tothe Federal Pell Grant program;student’s award now based onthe original EFC.S = Federal Pell Grantaward based on the secondaryEFC, as a calculated by the CPS.OR BLANK if Secondary EFCnot used.

#

207 207 1 N Yes Accepted Academic calendar Calendar which applies to this student'seducational program. Must be valid orsystem accepted to process record.

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 withoutterms;

#




208 208 1 N Yes Accepted Payment methodology Formula used to calculate the student'sFederal Pell Grant.

1= (a)Credit hour with standardterms in which total weeks ofinstructional time Fall throughSpring terms equal or exceed 30weeks, or have been grantedwaiver; or (b) School offers asummer term in addition to fallthrough spring terms, couldcalculate awards using Formula 1or 2 and chooses to performalternate calculation (AC: 2,3, or4)2 = Credit hour with standardterms in which total weeks ofinstructional time Fall throughSpring terms are less than 30weeks, has not been grantedwaiver. Institution does not usealternate calculation (AC: 2,3, or4)3 = Credit hour with standard ornon-standard terms(AC:1,2,3, or 4)4 = Clock hour or Credit hourwithout terms (AC: 5 or 6)5 = Programs of study bycorrespondence (AC: 1,2,3, or 4denotes Formula 5B AC:5& 6denotes Formula 5A)

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209 215 7 N Yes Accepted Cost of Attendance Must equal COA calculated by theinstitution following the Federal Pell GrantPayment regulations.

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range: 0000000-9999999.

#

216 216 1 A PM 1,2,3,5Accepted Enrollment status The code that applies to the student'sexpected enrollment status for the AWARDYEAR. Changes to this field will beaccepted for the entire award year.Must be valid when Payment Methodologies1, 2, 3 or 5 are used.

Blank or1: Full-time;2: 3/4 time;3: ½ time;4: Less than ½ time5: Other

#




217 218 2 A Pay Meth2,3,4,5

Accepted Weeks of instructionaltime used to calculate payment

Total Number of weeks on instructionaltime provided by this student’s Program ofStudy during a full academic year. ValidValues depend upon Payment Methodologyand Academic Calendar fields. Must becompleted when Payment Methodologies 2,3, 4, or 5 are used.PM1: BlankPM2: Total number of weeks ofinstructional time in student’s Program ofStudy’s academic year (fall through springterms).PM3 & PM5B: Total number of weeks ofinstructional time in all terms in student’sProgram of Study’s academic year.PM4 & PM5A: The lesser of either (a) totalnumber of weeks of instructional time for afull-time student to complete hours instudent’s program of study, or (b) totalnumber of weeks of instructional time for afull-time student to complete hours instudent’s program of study’s academic year.Institution determines this based on the timerequired for the majority of its full-timestudents to complete the program of study orthe program of study’s academic year, notstudent by student.

Blank or00 - 78

#

219 220 2 A Pay Meth2,3,4,5

Accepted Weeks of inst. time inprogram's definition of academicyear

The number of weeks of instructional timein the program's academic year.Must be valid when Payment Methodologies2, 3, 4 or 5 are used.

Blank or30 - 78

#

221 224 4 A Pay Meth4,5

Accepted Cr/clock hours inAward Year

Total number of credit/clock hours in allpayment periods institution expects thisstudent to attend and be paid for during thisFederal Pell Grant Award year.

Blank orRanges:0000-3120 Academic calendar 50000-0100 Academic calendar 6

#

225 228 4 A Pay Meth4,5

Accepted Cr/Clock hours in thisstudent’s program of study’sacademic year

Number of credit or clock hours in thisstudent's educational program's academicyear definition.Must be valid when Payment Methodologies4 or 5 are used.

Blank orRange:0900-3120 Academic calendar 50024-0100 Academic calendar 6

#








251 255 5 N Output Scheduled Federal Pell Grant Scheduled amount for a full time student. Range:00000 – AWARD AMOUNTMAXIMUM

256 257 2 N Output Previously Accepted TransactionNumber

Transaction number that was previouslyaccepted and currently stored by RFMS forthis student. This field will only bepopulated for rejected originations.

01 - 99or BLANK if Origination notrejected.

258 262 5 N Output Previously Accepted EFC EFC that was previously accepted andcurrently stored by RFMS for this student.This field will only be populated for rejectedoriginations.

Range: 00000-EFC MAXIMUM.or BLANK if Origination notrejected.

263 263 1 N Output Previously Accepted SecondaryEFC Code

Secondary EFC Code that was previouslyaccepted and currently stored by RFMS forthis student. This field will only bepopulated for rejected originations.

O= Federal Pell Grant awardpreviously based on thesecondary EFC and reported tothe Federal Pell Grant program;student’s award now based onthe original EFC.S = Federal Pell Grant awardbased on the secondary EFC, as acalculated by the CPS.OR BLANK if Secondary EFCnot used or if Origination notrejected.

264 270 7 N Output Previously Accepted Cost ofAttendance

COA previously accepted and currentlystored by RFMS for this student. This fieldwill only be populated for rejectedoriginations.

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range: 0000000-9999999.

271 345 75 N Output Origination warning/rejectreasons

List of up to twenty five 3 digitreject/warning codes which occurred duringprocessing of this origination record. Onlyedit codes hit will display in the field.Otherwise, this space will be zero filled.

Twenty-Five edit/reject codes of:000 - 999Position XXX-XXX: 1st codePosition XXX-XXX: 2nd codePosition XXX-XXX: 3rd code...Position YYY-YYY: 25th code

346 355 10 N Output ED Use Flags Flags that are set to inform institutions ofmodifications that have been made to theirdatabase and require immediate action torectify

Format:0000000000Where:Each digit signifies a differentsituation1st -Shared SAR ID2nd -Verification W Status3rd - Concurrent Enrollment4th - POP5th thru 10th - Reserved forfuture use .




# If record has been rejected, Action Code = E, reported data is returned on the record.* identifies fields in which Valid Values or Processing notes/Edits have been modified or added.

Disbursement RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 23 23 A/N Yes Origination ID Unique number used to identify theorigination for which the disbursement is tobe applied against.

Format:999999999XX200200199900Where:SSN - 001010001-999999999Name Code - XXYear Indicator - 2002Valid Attended PELL-IDOrig Sequence Number - 00

IdentifierIf Origination ID does not match on RFMSdatabase, then reject record.


Institution defined

37 37 1 A No Action Code Action code Will always be blank No editing

38 39 2 N Yes Disbursement Reference NumberNumber of this disbursement. RFMS willsend disbursement number 91-99 for systemgenerated disbursement.

Must be numeric: 01 - 90 Identifier91-99 are Reserved for RFMS systemgenerated disbursementsIf number is equal to number associatedwith Origination ID, then reject record asduplicate.

40 40 1 A Yes Debit/ Credit Indicator Flag Indicates whether the ReportedDisbursement Amount is an increase or adecrease to the total amount that has beendisbursed to the student for the award year.

P : positiveN : negative

If first accepted disbursement, then mustequal “P”.

41 47 7 N Yes Disbursement Amount Amount of disbursement for student Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range: 0000000-AWARDAMOUNT MAX

48 55 8 D Yes Disbursement Date Date this disbursement was or will be madeto the student.

CCYYMMDD:Range: 20010621 - 20070930

Process Date must be within N days prior ofdisbursement date.If date plus 30 days > system date, then send30 day warning message.N may be different for Just In Time andAdvance Funding Institutions.



Disbursement RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

56 63 8 D No Payment Period Start Date Beginning date of the Payment Period CCYYMMDD:Range: PP START (20010101)to PP END DATE (20020630)Or Blank

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



An Adjustment to a Disbursement record is supplied in this same format.



Disbursement Acknowledgment RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits



Identifier


Institution defined

37 37 1 A Yes Action Code/Status Code to indicate processing status ofdisbursement.

Valid Codes:A: Accepted disbursementamountC: Corrected disbursementamountD: Duplicate accepted record atRFMSE: Rejected - record wasrejected

38 39 2 N Yes Disbursement Reference number Number of the disbursement. RFMS willsend disbursement number 91-99 for systemgenerated disbursement.

Must be numeric: 01 - 90 Identifier91-99 are Reserved for RFMS systemgenerated disbursements

40 40 1 A Yes Accepted Debit/ Credit IndicatorFlag

Indicates whether the ReportedDisbursement Amount is an increase or adecrease to the total amount that has beendisbursed to the student for the award year.


#

41 47 7 N Yes Accepted Disbursement amount Amount of disbursement for student. If anadjustment, this value is a replacementamount.

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range: 0000000-AWARDAMOUNT MAX

# If the disbursement amount is invalid onthe input record it will be returned as allzeros on the rejected record.

48 55 8 N Yes Disbursement date Date this disbursement was or will be madeto the student.

CCYYMMDD:Range: 20010621 - 20070630

56 63 8 D No Payment Period Start Date Beginning date of the Payment Period CCYYMMDD:Range: PP START (20010101)to PP END DATE (20020630)Or Blank

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




Disbursement Acknowledgment RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

101 107 7 N Output YTD Disbursed Amount Total amount that has been disbursed to thestudent for the award year

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point.Range: 0000000-AWARDAMOUNT MAX

108 182 75 N Output Edit/Comment codes Three digit comment codes indicating theresults of Federal Pell Grant processing.Maximum of 25 comments will appear in asingle acknowledgment record. If less than25 comments, zero filled.

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


Format:0000000000Where:Each digit signifies a differentsituation1st -Shared SAR ID2nd -Verification W Status3rd - Concurrent Enrollment4th - POP5th thru 10th - Reserved forfuture use .



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



Electronic Statement of Account Record - SummaryStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 1 1 A Output Record Indicator Indicates the record is summary or detail. Constant “S”- Summary level account status

2 7 6 N Output Reporting Campus PELL-ID PELL-ID of reporting campus Valid PELL-ID

8 18 11 A/N Output Grantee DUNS Number Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution.

Valid DUNS number.Format: 999999999BBwhere 999999999 is a unique number and BBare Blanks.

19 29 11 A/N Output Unused Reserved for future expansion Constant spaces

30 45 16 A/N Output GAPS Award Number Used to identify a unique funding for aninstitution. Comprised of the following fields:PO IndicatorCFDA NumberCFDA Subprogram IdSubprogram Fiscal YearSequence Number

Valid GAPS Award number.Format: P063P CCYYXXXXWhere“P” - constant for PO Indicator“063" – constant for CFDA Number"P" – constant" " 3 spacesCCYY – Beginning year of school year pair‘2001’.XXXX – unique value for each fundedinstitution

46 50 5 N Output Accounting Schedule Number Sequence number assigned by RFMS to trackAccounting schedules.

Range: 00000-99999

51 58 8 D Output Accounting Schedule Date Date of Current Accounting schedule. Valid Date in CCYYMMDD format.

59 69 11 A/N Output Previous Obligation Amount Amount of institution’s total obligation prior tothis adjustment.

Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999

Will always equal zero for institutions whoare obligate only accounts for the wholeyear.

70 80 11 A/N Output Obligation AdjustmentAmount

Adjustment of the obligations for this Accountingcycle .



81 91 11 A/N Output Current Obligation Amount Amount of institution’s current obligationbalance.



92 102 11 A/N Output Previous Obligation/PaymentAmount

Amount of institution’s previous paymentbalance.

Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999or Blank.


103 113 11 A/N Output Obligation/PaymentAdjustment Amount

Total of all adjustments to payment for the GAPSAward Number.

Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999or Blank.




Electronic Statement of Account Record - SummaryStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

114 124 11 A/N Output Current Obligation/PaymentAmount

Amount of institution’s current payment balance..Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999or Blank.


125 131 7 N Output YTD Total UnduplicatedRecipients

Year to date number of unduplicated recipientsfor institution.

Range: 000000000 - 999999999or Blank

132 142 11 N Output YTD Accepted DisbursementAmount

YTD Total of disbursements accepted by RFMS. Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999or Blank

143 153 11 N Output YTD Posted DisbursementAmount

YTD Total of disbursements sent to andacknowledged by GAPS.

Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999or Blank

154 164 11 N Output YTD Administrative CostAllowance (ACA)

YTD amount of ACA paid to the institution. Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 - 99999999999or Blank

165 177 13 N Output GAPS Drawdown/Payment The sum of DD instigated by the school, Directpayments for Obligation/Payment accounts lessReturns and Refunds.

Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.0000000000000 - 99999999999999or Blank

178 185 8 D Output Date of Last Activity in GAPS The date GAPS last posted a transaction for theGAPS Award number.

Valid date in CCYYMMDD format.

186 198 13 N Output Payment Control Number The reference number for the last payment sent tothe institution.

Valid Payment Control Number or all zeros.





Electronic Statement of Account Record – DetailStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 1 1 A Output Record Indicator Indicates the record is summary or detail. Constant “D” - Detailed institution activity

2 7 6 N Output Reporting Campus Pell-ID Pell-ID of reporting campus Valid Pell-ID

8 18 11 A/N Output Grantee DUNS Number Data Universal Numbering Scheme (DUNS) number assigned to the reporting institution.

Valid DUNS number.Format: 999999999BBwhere 999999999 is a unique number and BBare blanks.

19 29 11 A/N Output Unused Reserved for future expansion Constant spaces.

30 45 16 A/N Output GAPS Award Number Used to identify a unique funding for aninstitution. Comprised of the following fields:PO IndicatorCFDA NumberCFDA Subprogram IdSubprogram Fiscal YearSequence Number

Valid GAPS Award number.Format: P063P CCYYXXXXWhere“P” - constant for PO Indicator“063" - constant for CFDA Number‘P/J/Q/R’ constant for CFDA Subprogram ID P: Advance funded (Obligate only) J: Just in Time (Obligate/Pay) R: Reimbursement (Obligate/Pay) Q: ACA (Obligate/Pay)" " – 3 spacesCCYY – Beginning year of school year pair‘2001’.XXXX – unique value for each fundedinstitution

46 53 8 D Output Transaction Date Effective date of accounting transaction sent toGAPS.

Valid Date in CCYYMMDD format.

54 54 1 A Yes Debit/ Credit Indicator Flag Indicates whether the Reported DisbursementAmount is an increase or a decrease to the totalamount that has been disbursed to the student forthe award year.


55 65 11 A/N Output Adjustment Amount Amount of institution’s adjustment batch. Dollars and cents. Right justify, left zero fill;do not include the $ sign or decimal point.Range: 00000000000 – 99999999999

66 73 8 D Output GAPS Process Date The date GAPS processed adjustment batch. Valid date in CCYYMMDD format.



Electronic Statement of Account Record – DetailStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

74 99 26 A/N Output Adjustment Batch ID Batch ID which generated the adjustment. Format:CCYYXX999999CCYYMMDDHHMMSSwhere:XX - #D: DisbursementsCCYY - End year of school year pair: ‘2002'999999 -Reporting Pell IDCCYYMMDD-date batch createdHHMMSS - time batch created

100 200 101 A Unused Unused Reserved for future expansion. Constant spaces




Institution Data RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 6 6 N Yes Pell-ID Pell-ID assigned the Federal Pell Programfor the participating campus.

Must be a valid Pell-ID code. Change applies to all records with the same Pell-ID , unlessfurther identification (DUNS #) is provided to change only aparticular institution

7 17 11 N No DUNS Number Data Universal Numbering Scheme(DUNS) number assigned to the reportinginstitution.This field is optional.

Valid DUNS number.Format: 999999999BBwhere 999999999 is a uniquenumber and BB are Blanks.

Used to identify an institution that may be referenced bymore than one Pell-ID.

18 52 35 A/N No Institution street mailingaddress - Line 1

Line 1 of the street or post office boxaddress of institution.

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

53 87 35 A/N No Institution street mailingaddress - Line 2

Line 2 of the street or post office boxaddress of institution

May be Blank. BLANK if unchanged.

88 112 25 A/N No Institution mailing city The city in which the institution is located May be Blank. BLANK if unchanged.

113 114 2 A/N No Institution mailing state The two-character code assigned by the USPostal Service to the state or other entity inwhich the institution is located

May be Blank. BLANK if unchanged.

115 123 9 A/N No Mailing Zip code The zip code plus 4 of the institution May be Blank. BLANK if unchanged.

124 173 50 A/N No FAA Email Address Internet address of an authorized official.Do not provide an e-mail address usableonly with your school’s internal e-mailsystem.

BLANK if unchanged.

174 203 30 A/N No Financial Aid Administrator(FAA) name

Enter the full name of the institutionaladministrator officially responsible for theaccuracy and completeness of the data,starting with first name, e.g., JOHN EDOE.Do not use titles or punctuation. Do notenter the name of your service agent.

May include blanks and specialcharacters.

BLANK if unchanged.

Are we going to allow updating?

204 217 14 A/N No FAA telephone number Phone number for the FAA indicatedpreviously, including area code andextension.Do not enter the number for your serviceagent.

Numeric only. No parenthesesor dashes.

BLANK if unchanged.




218 231 14 A/N No FAA fax number(Optional)

Fax number used by the FAA indicatedpreviously, including area code.Do not enter the number for your serviceagent.

Numeric only for first 10positions. No parentheses ordashes.Last 4 positions should be blank.

* BLANK if unchanged.

232 232 1 A No Institution type Code that best describes the type ofinstitution

1= Less than 1 year2= 1 year, less than 2 years3= 2 years, less than 3 years4= 3 years, less than 4 years5= 4 years (baccalaureate)6= 5 years or moreOtherwise, leave blank.

BLANK if unchanged.

233 233 1 A No Financial control The source of financial control for yourinstitution in Pell Grant files, use the codethat best describes your institution.

1 = Public2 = Private, nonprofit3 = ProprietaryOtherwise, leave blank.

BLANK if unchanged.




234 234 1 A No Academic calendar The academic calendar in Pell Grant files,use the code that best describes the MAJORtype of academic term your institution uses.

1 = Institution uses nonstandardacademic terms and measuresacademic progress by credithours2 = Institution uses standardquarters and measures academicprogress by credit hours3 = Institution uses standardsemesters and measuresacademic progress by credithours4 = Institution uses standardtrimesters and measuresacademic progress by credithours5 = Institution measuresacademic progress by clock-hours6 = Institution does not useterms, but does measureacademic progress by credithoursOtherwise, leave blank.

BLANK if unchanged.

235 236 2 A/N No Weeks of inst. time in program'sdefinition of academic year

The number of weeks of instructional timein the program's academic year.

Blank or30 - 78

237 240 4 A/N No Cr/clock hrs in program'sdefinition of academic year

The number of hours/credit hours in yourschool’s academic year definition in PellGrant file.

Use leading zeroes and theapplicable range:0900 – 3120 for AC = 50024 - 0100 for AC = 6Otherwise, leave blank.

BLANK if unchanged.




Institution Data Acknowledgment RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 6 6 N Yes Pell-ID Pell-ID assigned the Federal Pell Programfor the participating campus.

Must be a valid Pell-ID code. Change applies to all records with the same Pell-ID , unlessfurther identification (DUNS #) is provided to change only aparticular institution

7 7 1 A No Action Status Code to indicate the status of institution datarecord receipt.

A - Institution Data Record AcceptedE - Institution Data Record Rejected

Completed by RFMS as a result of Batch editing.

8 31 24 N Output Batch Reject Reasons List of up to eight 3 digit batch reject reasoncodes which occurred during initial editingof the batch. Only reject reason codes hitwill display in this field. Otherwise, thisspace will be zero filled.

Reject Reasons format: 000 - 199Position X-X: 1st reject reason codePosition X-X: 2nd reject reason codePosition X-X: 3rd reject reason code...Position XX-XX: 8th reject reason code

Completed by RFMS as a result of Batch editing.





Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTDStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 6 6 N Yes Requesting Attended CampusPell-ID

Pell-ID campus on Valid Pell-ID If all zeros are entered and the request is a Year to Date requestthen a YTD file will be generated for the reporting campus andeach attended campus associated with the reporting campus. Aseparate Year to Date file will be generated for each Pell ID.

7 7 1 A Yes Request type Code for data request type. M = Multiple ReportingR = ReconciliationS = Statement of AccountY = Year-To-Date

8 8 1 A No Requested Output Media Type Code for type of media to use whensending output data.

E = Send output by Electronic FileBLANK = Send output on media typeon which the request was made

Cannot be blank for requests from the WEB.


35 35 1 A Type M Multiple Reporting RequestCode 1

Indicates the institution is requestingorigination or disbursementinformation.

O = Send origination informationD = Send disbursement information

36 36 1 A Type M Multiple Reporting RequestCode 2

Indicates the institution is requestingby selected student, selectedinstitution, or all students.

A = Send list of other institutions for allstudentsS = Send other institution for studentslisted in record.I = Send students for institution listed inrecord

There may be multiple detail records to accommodate thenumber of Student IDs or institution numbers listed for theattended campus institution.

37 47 11 A Type M Student ID The Student SSN and Name code forwhich a MR is requested. Onlyrequired if MR Code 2 equals S.

Blank or001010001XX - 999999999XXwhere XX is:Uppercase A to Z;.(period);'(apostrophe);- (dash);Blank: no last name

Must be non-blank MRR Code 2 equals S.

48 53 6 N Type M MR institution Pell-ID The institution code for which MRlistings are requested. Only requiredif the MR Code 2 equals I.

Blank orValid Pell-ID

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

54 77 23 A Type Y Origination ID The Origination ID for which a Yearto Date is Requested.


If Request Type is Y and the Origination ID is nonblank thenthe YTD will be generated for that Origination ID. If theOrigination ID is not found or invalid the request will berejected.



Data Requests: Multiple Reporting, Reconciliation, Statement of Account, YTDStart End Length Type Required Field Name Description Valid Values Processing notes/Edits





Data Request Acknowledgments: Multiple Reporting, Reconciliation, Statement of Account, YTDStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 6 6 N Yes Requesting Attended CampusPell-ID

Pell-ID campus on Valid Pell-ID If all zeros are entered and the request is a Year to Date requestthen a YTD file will be generated for the reporting campus andeach attended campus associated with the reporting campus. Aseparate Year to Date file will be generated for each Pell ID.

7 7 1 A Yes Request type Code for data request type. M = Multiple ReportingR = ReconciliationS = Statement of AccountY = Year-To-Date

8 8 1 A No Requested Output Media Type Code for type of media to use whensending output data.

E= Send output by Electronic fileBLANK = Send output on media typeon which the request was made

9 34 26 A Output Pell Batch ID Batch ID requested to be replaced. Format:CCYYXX999999CCYYMMDDHHMMSSWhere:XX - batch type code (alpha)CCYY - last year in cycle: ‘2002'999999 -Reporting Pell IDCCYYMMDD-date batch createdHHMMSS - time batch created

.

35 35 1 A Output Multiple Reporting RequestCode 1

Indicates the institution is requestingorigination or disbursementinformation.

O = Send origination informationD = Send disbursement information

36 36 1 A Output Multiple Reporting RequestCode 2

Indicates the institution is requestingby selected student, selectedinstitution, or all students.

A = Send list of other institutions for allstudentsS = Send other institutions for studentslisted in record.I = Send students for institution listed inrecord

37 47 11 A Output MR Student ID The Student SSN and Name code forwhich a MR is requested. Onlyrequired if the MRR Code 2 equals S.


48 53 6 N Output MR Institution Pell-ID The institution code for which MRlistings are requested. Only requiredif the MRR Code 2 equals I.

Blank orValid Pell-ID



Data Request Acknowledgments: Multiple Reporting, Reconciliation, Statement of Account, YTDStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

54 76 23 A Output Origination ID The Origination ID for which a Yearto Date is Requested.


If Request Type is Y and the Origination ID is not blank andthe User requested this field on their request. If the OriginationID is not found or invalid the request will be rejected.

77 77 1 A Output Action Code Code to indicate action to be taken Valid Codes:A: Accepted - all fields acceptedC: Corrected - one or more fieldscorrectedE: Rejected - record was rejected

78 98 21 N Output Edit/Comment Codes List of up to seven 3 digit commentcodes which occurred duringprocessing of the data request.

Comment format: 000 - 199Position XX-XX:1st comment codePosition XX-XX :2nd comment code...Position XX-XXX: 7th comment code

77 100 2 A Output Unused Reserved for future use Constant spaces




Multiple Reporting RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 2 2 A Output Record type Code that indicates the reason the institutionis receiving the record.

RO: Originated InstitutionRD: Disbursed InstitutionRN: None foundCE: Concurrent Enrollment InstitutionPB: Blocked InstitutionPR: Blocker InstitutionPU: Unblocked InstitutionBC: Blocked and Concurrent EnrollmentRC: Blocker and Concurrent EnrollmentVW: Verification WSI: Shared SAR ID

3 8 6 N Requestoutput

Requesting Institution Pell-ID Pell-ID of the requesting attended campusof the student. Will be blank for concurrentenrollment and potential over awardrecords.

Must be a valid Pell-ID assigned by theDepartment of Education.May be BLANK.

9 9 1 A Requestoutput

Multiple Reporting RequestCode 1

Indicates the institution is requestingorigination or disbursement information.Will be blank for concurrent enrollment andpotential over award records.

O = Send origination informationD = Send disbursement informationMay be BLANK.


Multiple Reporting RequestCode 2

Indicates the institution is requesting byselected student, selected institution, or allstudents. Will be blank for concurrentenrollment and potential over awardrecords.

A = Send list of other institutions for allstudentsS = Send list of other institutions forstudents listed in record.I = Send student for institution listed inrecordMay be blank.


MR Student ID The Student SSN and Name code for whicha MR is requested. Will be blank forconcurrent enrollment and potential overaward records.


22 27 6 N Requestoutput

MR Institution Pell-ID The institution code for which MR arerequested. Will be blank for concurrentenrollment and potential over awardrecords.

Valid Pell-ID. May be blank.

28 36 9 N Output Student Original SSN Student’s Original SSN from the originationrecord.

001010001 - 999999999




37 38 2 A Output Original Name Code Student’s name code from the originationrecord.

Uppercase A to Z;.(period);‘(apostrophe);-(dash)Blank (no last name).

39 44 6 N Output Institution Pell-ID Pell-ID of the attended campus of thestudent. Use the record type to interpret therelationship this institution has to theinstitution receiving this record.

Must be a valid Pell-ID assigned by theDepartment of Education.

45 114 70 A/N Output Institution name The name of the institution.

115 149 35 A/N Output Institution street address - Line1

The street or post office box address ofinstitution.

150 184 35 A/N Output Institution street address - Line2

The street or post office box address ofinstitution.

185 209 25 A/N Output Institution city The city in which the institution is located.

210 211 2 A Output Institution state The two-character code assigned by the USPostal Service to the state or other entity inwhich the institution is located.

212 220 9 A/N Output Zip code The zip code of the institution.

221 250 30 A/N Output Financial Aid Administrator(FAA) name

The full name of the institutionaladministrator officially responsible for theaccuracy and completeness of the data,starting with first name, e.g., JOHN E DOE.

May include blanks and specialcharacters.

251 260 10 N Output FAA telephone number The working phone number for the personindicated as FAA.

Includes area code, but not parenthesesor dashes.

261 270 10 A/N Output FAA fax number (Optional) The working fax number used by the personindicated as FAA.

May be BLANK. Otherwise Includesarea code, but not parentheses or dashes.

271 320 50 A/N Output Internet address Internet address of an authorized official. May be BLANK.

321 327 7 N Output Scheduled Federal Pell Grant Scheduled Federal Pell Grant for a studentwith this EFC and COA attended full-timefor a full academic year

Range: 0000000-AWARD AMOUNT MAX

328 334 7 N Output Origination Award Amount Annual award amount supplied on theorigination record.


335 336 2 N Output Transaction Number Transaction number from the eligible SARused to calculate the award.

Range:01-99




337 341 5 N Output Expected Family Contribution Amount of the student’s Expected FamilyContribution from the SAR used tocalculate the award.

Range:00000-EFC MAXIMUM

342 349 8 D Output Enrollment Date First date the student was enrolled in aneligible program for the award year.

CCYYMMDDRange: 20010101 - 20020630

350 357 8 D Output Origination Create Date Date the origination was created in RFMS. CCYYMMDDRange: 20010401 – 20070930

358 364 7 N Output Total of DisbursementsAccepted

Total amount of all disbursements acceptedby the Federal Pell Grant Program for thePOP student.


365 372 8 D Output Last Activity Date Date of the last payment was received fromthe institution.

Format: CCYYMMDD

373 380 8 D Output Next Estimated DisbursementDate

Date of next estimated disbursement date. Blank or CCYYMMDDRange: 20010101 – 20070930

381 385 5 N Output Eligibility Used The percentage of the student’s eligibilityused by the institution.

Format: 000.00% The last two digitsrepresent less than 1 percent. Field doesnot include decimal point or %.


Format:0000000000Where:Each digit signifies a different situation1st -Shared SAR ID2nd -Verification W Status3rd - Concurrent Enrollment4th - POP5th thru 10th - Reserved for future use .

396 411 16 A/N Output Student’s Last Name The last name of the student. A – Z, 0 – 9, period, apostrophe, hyphenor blank

412 423 12 A/N Output Student’s First Name The first name of the student. A – Z, 0 – 9 or blank

424 424 1 A Output Student’s Middle Initial The middle initial of the student. A – Z or blank

425 432 8 D Output Student’s Date of Birth The date of birth of the student. Format: CCYYMMDD





Reconciliation File

To Be Determined



Year-To-Date Record (Origination)Start End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Origination,YTD Disbursement or Summary data.

Constant: “O”


Format:999999999XX200200199900Where:SSN - 001010001-999999999Name Code – XXYear Indicator – 2002Valid Pell- IDOrig Sequence Number – 00

Identifier

25 33 9 N Yes Original SSN Student's SSN from original FAFSA 001010001 – 999999999 Identifier

34 35 2 A Yes Original Name Code Student's name code from original FAFSA Uppercase A to Z;.(period);'(apostrophe);- (dash);BLANK: no last name

Identifier

36 41 6 N Yes Attended Campus Pell-ID Pell-ID of campus attended. Change createsnew origination record. Institution mustchange payment amounts for student atoriginal attended campus as necessary.

Valid Pell-ID IdentifierChange creates new origination record.Institution must change payment amounts forstudent at original attended campus asnecessary.

42 46 5 A/N Yes ED Use ED Use Only - do not useReserved for future use.


Institution defined No editing

60 60 1 A No Action Code Code to indicate action to be taken Valid Codes:A: Accepted - all fields acceptedC: Corrected - one or more fieldscorrected

Rejected YTD records shall containRequested Original SSN, Original NameCode, Attended Campus, and “Action code.All other fields shall be blank and no otherrecords for the student will be enclosed inbatch.

61 61 1 A/N No Unused Reserved for future expansion. Constant spaces

62 68 7 N Yes Accepted Award amount forentire school year


Dollars and cents. Use leadingzeros; do not include the $ sign ordecimal point. Cents will bereported as ‘00’. Range:0000000-MAX AWARDAMOUNT

Cannot exceed Total Payment Ceiling forstudent - award validation performed.


Date 1st disbursement to student isestimated to be made.

Format: CCYYMMDDRange: N days prior to 20010701 –20070930





Date 2nd disbursement to student isestimated to be made.

Format: CCYYMMDDRange: [see field position 69 in thisrecord] or BLANK


Date 3rd disbursement to student isestimated to be made.



















Format: CCYYMMDDRange: N days prior to 20010701 –20070930






















189 196 8 D Yes Accepted Enrollment Date First date that the student was enrolled in aneligible program for the designated schoolyear. If the student enrolled in a crossoverpayment period before the first day of thePell award year (July 1), but which will bepaid from 2001-2002 funds, report the actualstart date of the student's classes for thatpayment period.

CCYYMMDD: Range:20010101 - 20020630

197 197 1 A No Accepted Low Tuition & feesflag

Flag to identify tuition ranges when theannual tuition is less than or equal tominimum defined by low tuition and feestable.


*

198 198 1 A Yes Accepted Verification statusflag

Status of verification of applicant data bythe school.

A: AccurateC: CalculatedN: SAR Transaction Not Selectedby CPS for Verification ProcessR: ReprocessedS: SAR Transaction Selected byCPS for Verification Process but30% Requirement met or Institutionis a Quality Assurance ProgramParticipantT: ToleranceW: Without Documentation

Only one disbursement can be accepted whilestatus = W. These disbursements will bereversed in the second August of the AwardCycle is status remains W

Once a student is selected he/she is alwaysselected

199 199 1 A No Accepted Incarcerated FederalPell Recipient code

Code to indicate the student’s incarceratedstatus for students incarcerated in localpenal institutions, but are otherwise eligibleto receive Federal Pell Grants.

BLANK: Not incarceratedY: Yes, the student is incarceratedin a local institution, but isotherwise eligible.N: No, if student previouslyreported as incarcerated, but is notor is no longer. incarcerated

200 201 2 N Yes Accepted Transaction number Transaction number from eligible SAR usedto calculate award

Must be numeric: 01 - 99 Changes to this field, after associateddisbursements are made, creates a new activeorigination record. Disbursements for theprevious origination will be set to zero.

202 206 5 N Yes Accepted Expected FamilyContribution (EFC)

Must equal the student's Expected FamilyContribution from the ISIR or SAR

Range: 00000-EFC MAXIMUM Changes to this field, after associateddisbursements are made, creates a new activeorigination record. Disbursements for theprevious origination will be set to zero.




207 207 1 N No Accepted Secondary ExpectedFamily Contribution


O= Federal Pell Grant awardpreviously based on the secondaryEFC and reported to the FederalPell Grant program; student’s awardnow based on the original EFC.S = Federal Pell Grant award basedon the secondary EFC, as acalculated by the CPS.OR BLANK if Secondary EFC notused.

208 208 1 N Yes Accepted Academic calendar Calendar which applies to this student'seducational program. Must be valid orsystem accepted to process record.

1=Credit Hours - non-standardterms;2 =Credit Hours - standard terms ofquarters;3 = Credit Hours - standard terms ofsemesters;4 =Credit Hours - standard terms oftrimesters;5 = Clock hours;6 = Credit Hours without terms;

The academic calendar dictates whichPayment Methodology can be accepted. Usedin award amount validation. The following changes in AcademicCalendar indicate need to change PaymentMethodology.From To1 to 2, 3, 4, or 52, 3, or 4 to 1 or 55 to 2, 3, 4, or 66 to 1 or 5




209 209 1 N Yes Accepted Paymentmethodology

Formula used to calculate the student'sFederal Pell Grant Award.

1= (a)Credit hour with standardterms in which total weeks ofinstructional time Fall throughSpring terms equal or exceed 30weeks, or have been grantedwaiver; or (b) School offers asummer term in addition to fallthrough spring terms, couldcalculate awards using Formula 1 or2 and chooses to perform alternatecalculation (AC: 2,3, or 4)2 = Credit hour with standard termsin which total weeks of instructionaltime Fall through Spring terms areless than 30 weeks, has not beengranted waiver. Institution does notuse alternate calculation (AC: 2,3,or 4)3 = Credit hour with standard ornon-standard terms(AC:1,2,3, or 4)4 = Clock hour or Credit hourwithout terms (AC: 5 or 6)5 = Programs of study bycorrespondence (AC: 1,2,3, or 4denotes Formula 5B AC:5& 6denotes Formula 5A)

The Payment Methodology dictates the datarequired for Enrollment status, Weeks ofinstructional time, Weeks of instructionaltime in academic year, Credit/Clock Hoursexpected to complete, Credit/Clock Hours inacademic year.

Used in award amount validation.

210 216 7 N Yes Accepted Cost of Attendance Must equal COA calculated by theinstitution following the Federal Pell GrantPayment regulations.

Dollars and cents. Use leadingzeros; do not include the $ sign ordecimal point. Range: 0000000 -9999999.

Used in award amount validation.

217 217 1 A PM 1,2,3,5Accepted Enrollment status The code that applies to the student'sexpected enrollment status for the AWARDYEAR. Changes to this field will beaccepted for the entire award year. Must bevalid when Payment Methodologies 1, 2, 3or 5 are used.

BLANK or1: Full-time;2: 3/4 time;3: ½ time;4: Less than ½ time5: Other




218 219 2 A Pay Meth2,3,4,5

Accepted Weeks ofinstructional time used tocalculate payment


BLANK or00 - 78

Must be blank when using PaymentMethodology 1. If incorrect, change tostandard value. If supplied and not neededfor payment methodology, ignore. Used inaward amount validation.

220 221 2 A Pay Meth2,3,4,5

Accepted Weeks of inst. timein program's definition ofacademic year

The number of weeks of instructional timein the program's academic year.Must be valid when Payment Methodologies2, 3, 4 or 5 are used.

BLANK or30 - 78

Can be blank when using PaymentMethodology 1. If incorrect, change tostandard value. If supplied and not neededfor payment methodology, ignore. Used inaward amount validation.

222 225 4 A Pay Meth4,5

Accepted Cr/Clock hrs inAward Year

Total number of credit/clock hours in allpayment periods institution expects thisstudent to attend and be paid for during thisFederal Pell Grant Award year.

BLANK orRanges:0000-3120 Academic calendar 50000-0100 Academic calendar 6

Can be blank when using PaymentMethodologies 1,2, 3, & 5. If incorrect,change to standard value. If supplied and notneeded for payment methodology, ignore.Used in award amount validation.

226 229 4 A Pay Meth4,5

Accepted Cr/Clock hours inthis student’s program ofstudy’s academic year

Total number of credit or clock hours in theinstitution’s definition of a full academicyear for this student’s Program of Study.

BLANK orRange:0900-3120 Academic calendar 50024-0100 Academic calendar 6

Can be blank when using PaymentMethodologies 1,2, 3, & 5. If incorrect,change to standard value. If supplied and notneeded for payment methodology, ignore.Used in award amount validation.








252 256 5 N Output Scheduled Federal Pell Grant Scheduled amount for a full time student. Range:00000 – Maximum Award Amount

257 285 29 A Output Student name Full student name as reported to the CPS forthe Transaction number reported. Blankindicates this record could not be matchedon Student ID and/or EFC during FederalPell Grant processing.

BLANK orFull name listed in order:Last Name 01 - 16First Name17 – 28Middle Initial 29

286 294 9 A/N Output Student Current SSN Social Security Number, as altered by thestudent through the CPS for the Transactionnumber reported. This field equals theoriginal SSN if the student has not changedSSN in the CPS. Blank indicates this recordcould not be matched on Student ID and/orEFC during Federal Pell Grant processing.

Valid social security number orBLANK if not matched

295 302 8 D Output Student Date of Birth Date of birth of the student. Valid date of birth:CCYYMMDD

303 303 1 A Output CPS Verification Selectioncode

Designates whether CPS selected thestudent for institutional verification ofapplicant data as of the Transaction numberreported.

BLANK = Not selected by CPS forverification* = Selected by CPS for Institutionverification of applicant data

304 310 7 N Output YTD Disbursement Amount The total of processed disbursements byRFMS

Dollars and cents. Use leadingzeros; do not include the $ sign ordecimal point. Range: 0000000-AWARDAMOUNT MAX

311 336 26 A Output Batch ID Number generated by the institution touniquely identify a specific batch of records.Format for the batch ID is specified.

Format:CCYYXX999999CCYYMMDDHHMMSSwhere:XX - batch type code (alpha)CCYY - last year in cycle: ‘2002'999999 -Reporting Pell IDCCYYMMDD-date batch createdHHMMSS – time batch created

337 344 8 D Output Process Date Date this record (segment) was processed bythe Federal Pell Grant program

Format: CCYYMMDD

345 350 2 A Output Unused Reserved for future expansion Constant spaces

350



Year-To-Date Record (Disbursement)Start End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Origination,YTD Disbursement, or Summary data.

Constant: “D”


Format:999999999XX200200199900Where:SSN – 001010001-999999999Name Code - XXYear Indicator - 2002Valid PELL IDOrig Sequence Number - 00

Identifier


Institution defined No editing

38 38 1 A No Action Code Code to indicate action to be taken A: Accepted - all fields acceptedC: Corrected - one or morefields corrected

39 40 2 N Yes Disbursement Reference NumberNumber of the disbursement per student forthe Award Year

Must be numeric: 01 - 90 Identifier :91-99 are Reserved for RFMSsystem generated disbursements

41 47 7 N Yes Accepted Disbursement Amount Amount of disbursement for student'spayment period. If an adjustment, this valueis a replacement amount.

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range:00000-Maximum for AwardYear

48 48 1 A Yes Accepted Debit/ Credit IndicatorFlag

Indicates whether the ReportedDisbursement Amount is an increase or adecrease to the total amount that has beendisbursed to the student for the award year.



CCYYMMDD:Range: 20010621 - 20070930

Process Date must be within N days prior ofdisbursement date.

57 57 37 N Yes Unused Reserved for future expansion Constant spaces

58 65 8 N Yes Payment Period Start Date Beginning date of Payment Period CCYYMMDD:Range: PP START(20010101) -PP END DATE (20020630) orBLANK

Field is required when an institution isineligible.

66 103 37 N Yes Unused Reserved for future expansion Constant spaces



Year-To-Date Record (Disbursement)Start End Length Type Required Field Name Description Valid Values Processing notes/Edits

104 129 26 A/N Yes Disbursement Batch ID Number generated by the institution toidentify the batch of disbursement records.

Format:#DCCYY999999CCYYMMDDHHMMSSwhere:CCYY – last year in cycle:‘2002' 999999 -Reporting PELL IDCCYYMMDD-date batchcreatedHHMMSS - time batch created





Year-To-Date Record (Summary)Start End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Origination,YTD Disbursement, or Summary data.

Constant: “S”

2 8 7 N Output Total Unduplicated Recipients Provided by RFMS. Year to date number ofunduplicated recipients for institution.

Range: 0000000 - 9999999

9 15 7 N Output Total Originations Provided by RFMS. Year to date number oforiginations received for the institution.

Range: 0000000 - 9999999

16 22 7 N Output Originations Accepted Provided by RFMS. Year to date number oforiginations received and accepted for theinstitution.

Range: 0000000 - 9999999

23 29 7 N Output Originations Corrected Provided by RFMS. Year to date number oforiginations received and corrected for theinstitution.

Range: 0000000 - 9999999

30 36 7 N Output Originations Rejected Provided by RFMS. Year to date number oforiginations received and rejected for theinstitution.

Range: 0000000 - 9999999

37 43 7 N Output Total Disbursements Provided by RFMS. Year to date number ofDisbursements received for the institution.

Range: 0000000 - 9999999

44 50 7 N Output Disbursements Accepted Provided by RFMS. Year to date number ofDisbursements received and accepted for theinstitution.

Range: 0000000 - 9999999

51 57 7 N Output Disbursements Corrected Provided by RFMS. Year to date number ofDisbursements received and corrected forthe institution.

Range: 0000000 - 9999999

58 64 7 N Output Disbursements Rejected Provided by RFMS. Year to date number ofDisbursements and rejected for theinstitution.

Range: 0000000 - 9999999

65 67 3 N Output Comment Code XXX Comment code number. Range: 000 – 999or Blank

68 74 7 N Output Comment Code XXX Count Provided by RFMS. Year to date number oftimes comment code was returned to theinstitution on an acknowledgment.

Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Year-To-Date Record (Summary)Start End Length Type Required Field Name Description Valid Values Processing notes/Edits



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank



Range: 0000000 – 9999999or Blank





External Origination Add/Change RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits

1 23 23 A/N Yes Origination ID Unique number used to identify anorigination.

Format:999999999XX200200199900Where:SSN - 001010001-999999999Name Code - XXYear Indicator - 2002Valid Attended Pell IDOrig Sequence Number - 00

24 32 9 N Yes Original SSN Student's SSN from original FAFSFA. 001010001 - 999999999 Identifier

33 34 2 A Yes Original Name Code Student's name code from original FAFSFA.Uppercase A to Z;.(period);'(apostrophe);- (dash);Blank: no last name

Identifier

35 40 6 N Yes Attended Campus Pell-ID Pell-ID of attended campus. Change createsnew origination record. Institution mustchange award amounts for student atoriginal attended campus as necessary.

Valid Pell-ID IdentifierChange creates new origination record.

41 45 5 A/N No ED Use Reserved for future use. Spaces


Institution defined

59 59 1 A No Action Code Code to indicate action to be taken. Will always be blank No editing


61 67 7 N Yes Award amount for entire schoolyear


Dollars and cents. Use leadingzeros and report cents as ‘00’; donot include the $ sign or decimalpoint.Range: 0000000 to AWARDAMOUNT MAXIMUM

Cannot exceed Total Payment Ceiling -award validation performed. Increases arerequired to be submitted to RFMS. Anychange to origination data requires theAward Amount to be validated.

68 75 8 N Yes Estimated Disbursement Date #1 Date 1st disbursement to student will bemade

CCYYMMDD:Range: DISBURSEMENTSTART DATE (20010701)-Ndays-- DISBURSEMENT ENDDATE( 20070930).

76 83 8 N No Estimated Disbursement Date #2 Date 2nd disbursement to student will bemade


84 91 8 N No Estimated Disbursement Date #3 Date 3rd disbursement to student will bemade





92 99 8 N No Estimated Disbursement Date #4 Date 4th disbursement to student will bemade













Date 10th disbursement to student will bemade

















188 195 8 D Yes Enrollment Date First date that the student was enrolled in aneligible program for the designated schoolyear. If the student enrolled in a crossoverpayment period before the first day of thePell award year (July 1), but which will bepaid from 2001-2002 funds, report the actualstart date of the student's classes for thatpayment period.

CCYYMMDD:Range: 20010101 - 20020630




196 196 1 A No Low Tuition & Fees code Flag to identify tuition ranges when theannual tuition is less than or equal tominimum defined by low tuition and feestable.


*

197 197 1 A Yes Verification Status code Status of verification of applicant data bythe school.

A: AccurateC: CalculatedN: SAR Transaction NotSelected by CPS for VerificationProcessR: ReprocessedS: SAR Transaction Selected byCPS for Verification Process but30% Requirement met orInstitution is a Quality AssuranceProgram ParticipantT: ToleranceW: Without Documentation

Only one disbursement can be acceptedwhile status = W. These disbursementswill be reversed in the second August ofthe Award Cycle if the status remains W.

Once a student is selected he/she is alwaysselected

198 198 1 A No Incarcerated Federal PellRecipient code

Students incarcerated in local penalinstitutions are not eligible to receiveFederal Pell Grants.

BLANK: Not incarceratedY: Yes, the student isincarcerated in a local institution,but is otherwise eligible.N: No, if studentpreviously reported asincarcerated, but is not or is nolonger. incarcerated

199 200 2 N Yes Transaction number Transaction number from eligible SAR usedto calculate award

01 - 99 Changes to this field, after associateddisbursements are made, creates a newactive origination record. Disbursementsfor the previous origination will be set tozero.

201 205 5 N Yes Expected Family Contribution(EFC)

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

Range: 00000-EFC MAXIMUM. Changes to this field, after associateddisbursements are made, creates a newactive origination record. Disbursementsfor the previous origination will be set tozero.




206 206 1 N No Secondary Expected FamilyContribution


O = Federal Pell Grantaward previously based on thesecondary EFC and reported tothe Federal Pell Grant program;student’s award now based onthe original EFC.S = Federal Pell Grantaward based on the secondaryEFC, as a calculated by the CPS.Or BLANK if Secondary EFCnot used

Changes to this field, after associateddisbursements are made, creates a newactive origination record. Disbursementsfor the previous origination will be set tozero.

207 207 1 N No Academic calendar Calendar which applies to this student'seducational program.Must be valid or system accepted to processrecord.

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 withoutterms;

The academic calendar dictates whichPayment Methodology can be accepted.Used in award amount recalculation.

If one of the following changes occur andassociated disbursements have beenprocessed, a new active origination recordis created. Payments for the previousorigination will be set to zero.From To1 to 2, 3, 4, or 52, 3, or 4 to 1 or 55 to 2, 3, 4, or 66 to 1 or 5




208 208 1 N Yes Payment methodology Formula used to calculate the student'sFederal Pell Grant.

1= (a)Credit hour with standardterms in which total weeks ofinstructional time Fall throughSpring terms equal or exceed 30weeks, or have been grantedwaiver; or (b) School offers asummer term in addition to fallthrough spring terms, couldcalculate awards using Formula 1or 2 and chooses to performalternate calculation (AC: 2,3, or4)2 = Credit hour with standardterms in which total weeks ofinstructional time Fall throughSpring terms are less than 30weeks, has not been grantedwaiver. Institution does not usealternate calculation (AC: 2,3, or4)3 = Credit hour with standard ornon-standard terms(AC:1,2,3, or 4)4 = Clock hour or Credit hourwithout terms (AC: 5 or 6)5 = Programs of study bycorrespondence (AC: 1,2,3, or 4denotes Formula 5B AC:5& 6denotes Formula 5A)

The Payment Methodology dictates thedata required for Enrollment status, Weeksof instructional time, Weeks ofinstructional 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 inFederal Pell Grant Payment Schedule

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range: 0000000 - 9999999.

Used in award amount recalculation.

216 216 1 A PM 1,2,3,5Enrollment status The code that applies to the student'sexpected enrollment status for the AWARDYEAR. Changes to this field will beaccepted for the entire award year.For Payment Methodology 1,2,3& 5 must bevalid.

Blank or1: Full-time;2: 3/4 time;3: ½ time;4: Less than ½ time5: Other

BLANK only if Payment Methodology isFormula 4. Used in award amountrecalculation.




217 218 2 A Pay Meth2,3,4,5

Weeks of instructional time usedto calculate payment


Blank or00 - 78

Must be blank when using PaymentMethodology 1. If incorrect, change tostandard value. If supplied and not neededfor payment methodology, ignore. Used inaward amount recalculation.

219 220 2 A Pay Meth2,3,4,5

Weeks of inst. time in program'sdefinition of academic year

The number of weeks of instructional timein the program's academic year.For Payment Methodology 2,3,4&5 must bevalid.

Blank or30 - 78

Can be blank when using PaymentMethodology 1. If incorrect, change tostandard value. If supplied and not neededfor payment methodology, ignore. Used inaward amount recalculation.

221 224 4 A Pay Meth4,5

Cr/Clock hrs in Award Year Total number of credit/clock hours in allpayment periods institution expects thisstudent to attend and be paid for during thisFederal Pell Grant Award year.

Blank orRanges:0000-3120 Academic calendar 50000-0100 Academic calendar 6

Can be blank when using PaymentMethodologies 1,2, 3, & 5. If incorrect,change to standard value. If supplied andnot needed for payment methodology,ignore. Used in award amount validation.

225 228 4 A Pay Meth4,5

Cr/Clock hours in this student’sprogram of study’s academicyear

Total number of credit or clock hours in theinstitution’s definition of a full academicyear for this student’s Program of Study.

Blank orRange:0900-3120 Academic calendar 50024-0100 Academic calendar 6

Can be blank when using PaymentMethodologies 1,2, 3, & 5. If incorrect,change to standard value. If supplied andnot needed for payment methodology,ignore. Used in award amount validation.

229 258 30 A Unused Reserved for expansion Reserved for expansion Leave blank




259 264 6 N Yes Reporting Campus Pell-ID Pell-ID of reporting campus Valid Pell-ID

265 273 9 A/N Yes Student Current SSN Social Security Number, as altered by thestudent through the CPS for the Transactionnumber reported. This field equals theoriginal SSN if the student has not changedSSN in the CPS. Blank indicates this recordcould not be matched on Student ID and/orEFC during Federal Pell Grant processing.

Valid social security number orBLANK if not matched

274 302 29 A Yes Student name Full student name as reported to the CPS forthe Transaction number reported. Blankindicates this record could not be matchedon Student ID and/or EFC during FederalPell Grant processing.

BLANK orFull name listed in order:Last Name 01 - 16First Name17 - 28Middle Initial - 29

303 303 1 A Yes CPS Verification Selection code Designates whether CPS selected the studentfor institutional verification of applicant dataas of the Transaction number reported.

BLANK = Not selected by CPSfor verification* = Selected by CPS forInstitution verification ofapplicant data

304 309 6 A Yes Created Time Time when the record was created.Supplied by the system.

000000 – 235959Format is HHMMSSHH = 00 – 23MM = 00 – 59SS = 00 – 59

Field is required to be populated only forthose schools which cannot have a blankfield in the last field of a record.


NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period * identifies fields in which Valid Values or Processing notes/Edits have beenmodified or added.



External Disbursement Add/Change RecordStart End Length Type Required Field Name Description Valid Values Processing notes/Edits




Institution defined This field can be used to track eachdisbursement record (by reference number)to a payment period.

37 37 1 A No Action Code Action code Will always be blank No editing

38 39 2 N Yes Disbursement Reference NumberNumber of the disbursement per student forthe Award Year

01 – 90 Identifier91-99 are Reserved for ED system generateddisbursements

40 46 7 N Yes Disbursement Amount Amount of disbursement for student'spayment period.

Dollars and cents. Use leadingzeros; do not include the $ signor decimal point. Range:0000000-AWARD AMOUNT

47 47 1 A Yes Debit/ Credit Indicator Flag Indicates whether the ReportedDisbursement Amount is an increase or adecrease to the total amount that has beendisbursed to the student for the award year



CCYYMMDD:Range: 20010621 - 20070930

Must be within N days prior of paymentperiod start date.


57 64 8 N No Payment Period Start Date Beginning date of Payment Period CCYYMMDD:Range: PP START(20010101) -PP END DATE (20021231)

Required only for schools that wereineligible at some point in the award year.

65 102 38 A No Unused Reserved for future expansion Constant spaces103 108 6 D No Created Time Time when the record was created.

Supplied by the system.000000 – 235959Format is HHMMSSHH = 00 – 23MM = 00 – 59SS = 00 – 59

Field is required to be populated only forthose schools which cannot have a blankfield in the last field of a record.


Documents

PELL MESSAGE CLASSES - IFAP: Home draft rfms...PELL MESSAGE CLASSES ... Start End Length Type Required Field Name Description Valid Values Processing notes/Edits ... 0001-9999 * If