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Appendix E – Edit

Comment Codes and


Descriptions

Introduction
This section provides a table illustrating the various edit codes used in the
COD Process and their related comments. The information is grouped by
the Common Record blocks with the following column headings:

• Edit Type/Error Code - this column lists the edit error code and one
of the three edit types. They are:
• C Correction – The system automatically corrects the data
and sends a response to the entity that submitted the record
indicating that a correction took place, the element
corrected, the original value, and the corrected value. This
only applies to Pell Grant data.
• W Warning – The system continues processing and sends
a response to the entity that submitted the record indicating
a warning, the warning type and the relevant element.
• R Reject – The system continues processing and sends a
response to the entity that submitted the record indicating
the reject, the reject reason(s) and the relevant element(s).

• Message – this column gives an explanation of the prescribed edit


condition. This message is returned with the Response Block.

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• Condition – this column provides a description of the situation that
caused the edit, the action taken to resolve it, and/or the notification
message sent to the school identifying the potential error.
• How to Fix Record – this column explains what the user must do to
resolve the mistaken condition.
At the end of the block-specific edits are general edits which could be
returned in any block’s Response Block. These are numbered 993-998.

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Document Information/ Entity Information Edits
DOCUMENT INFORMATION/ENTITY INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/ Error
Code
R Invalid Destination Mailbox ID The Entity ID is invalid or not assigned Resubmit data using the appropriate
001 to send Pell/Direct Loan/Campus-Based Destination Mailbox ID
data from that Destination Mailbox.
R Duplicate Document (Batch) ID Document ID has been previously Review batch to determine if duplicate.
003 submitted. If not, resubmit with unique batch
number.
R Entity ID (Source) Not Found On The Entity ID submitted does not match Verify your Source Entity ID. For
004 Participant File any existing Entity ID on file at COD. further clarification, if needed, call your
Customer Service Representative.
R Full Participant schools cannot submit A Source Entity ID that is a Full Resubmit data using the appropriate
005 legacy records Participant submits a legacy record. XML Common Record. See COD
Technical Reference and Common
Record Schema for more information.
R Document Create Date Greater Than The date indicated in DateTime in the Correct Document (Batch) ID Create
006 Current System Date Document ID is greater than the current Date Time and resubmit.
system date at COD.
R No Detail Records In Document The Document (Batch) contained no Resubmit Document (Batch) with detail
007 detail records, cannot be processed. records.
W Reported Number of Students Does Not The reported Total Number of Students No action required.
008 Equal Detail Count reported in the Document Information
Block does not equal the total number of
students in the document (batch).
R Phase-in Schools cannot submit A Source Entity that is not a Full Resubmit data using the appropriate
010 Common Record Documents Participant submits a Common Record record layout for Phase-in Participants

See appropriate 2002-2003 Direct Loan


or Pell Grant Technical Reference for
record layouts.
W Reported Amount of Disbursements The ‘Total Amount Reported’ in the Compare the sum of individual
090 Does Not Equal Amount of Detail Entity Block does not equal the amount disbursement amounts to the Total
Records (sum of disbursements) of detail records Amount Reported. Update if
for the program for the award year. appropriate and resubmit.

W Reported Amount of Awards does not The Total Reported Award Amount in Compare the sum of the individual
102 equal amount of detail records the Entity Block does not equal the Award Amounts to the Total Reported
amount (sum of Award Amount) of Award Amount. Update appropriately
detail records for the program for the and resubmit.
award year.
R Only one document can be submitted Either more than one set of Common Resubmit one document per pair of
105 per pair of SAIG Transmission Batch Record root elements OR other SAIG Transmission Batch Header and
Header and Trailer. extraneous data were submitted within a Trailer.
set of SAIG Batch Header and Trailers

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Person Edits
PERSON EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R No eligible SSN, DOB, and Last Name The Student Identifier -- SSN, Date of Review SSN, Date of Birth, and Last
011 Combination Match On CPS For Birth, and Last Name combination Name combination reported in the
Student reported on the Common Record cannot Common Record to the same data
be found on the CPS. elements on the student’s ISIR based on
the reported CPS Transaction Number.
If any of these identifiers do not match,
resubmit with the corrected data. If the
data on the ISIR is incorrect, the student
must submit a corrected FAFSA. Once
a corrected FAFSA is processed by CPS,
resubmit the Common Record for this
student.
R For Pell; No Eligible SSN, DOB, and A correction or change was submitted Review the SSN, Date of Birth, and
012 Last Name Combination Match Found and the Student Identifier –SSN, Date Last Name combination reported in the
On CPS For Student; (Last Name of Birth, and Last Name and the Common Record to the same data
Match is on first 2 characters only) reported combination of those elements elements on the student’s ISIR. If any
cannot be found on CPS. (Last name of these identifiers do not match,
For DL; No eligible SSN and DOB portion not included in match for DL.) resubmit with the corrected data.
combination match found on CPS for
Student. (No match on last name is This edit is not applied to Direct Loan
done.) PLUS awards.

R Citizenship Status Indicator for PLUS PLUS borrower’s citizenship status If this data is correct, the PLUS
013 Borrower is not eligible indicator is not “1” for U.S. citizen or borrower is not eligible for a PLUS
“2” for eligible non-citizen. loan.
(PLUS Only) If this data is incorrect, update and
resubmit.
R Citizenship Status Indicator for PLUS Student’s citizenship status indicator is If this data is correct, the PLUS
014 student is not eligible not “1” for U.S. citizen or “2” for borrower is not eligible for a loan. If this
eligible non-citizen. data is incorrect, update and resubmit.
(PLUS Only)
W Corrected Value same as Original Value The corrected value submitted in the No action required.
015 COD Common Record matches the
value currently on file.
R PLUS Borrower and Student Cannot be The PLUS borrower has the same SSN Verify the SSN of the parent borrower
016 the Same Person as the student associated with this PLUS and the student. Update records
loan. (PLUS Only) appropriately and resubmit.
R PLUS Endorser and Student Cannot Be The PLUS Endorser has the same SSN Verify the SSN of the endorser and the
017 The Same Person as the student associated with this PLUS student. Update records appropriately
loan. (PLUS Only) and resubmit.
R First Name and Last Name Blank First and Last names are both blank. Submit first name, last name or both.
020

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PERSON EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R Address is Incomplete This edit ensures that - At least one If rejected, update and resubmit address
021 valid and complete Address is on file for information.
a specific Person Block for students
with Direct Loan awards. All three
components of the Address must be
populated on the database for students
with DL awards: Address 1 and when
applicable Address 2, City and Zip
Code. This edit checks

1) That Address 1, City, State and Zip


Code are provided by school and valid
or can be pulled from CPS or can be
defaulted
2) Zip code is not all zeros or not
numeric
3) If Zip Code is populated and State is
blank
4) State Code is not blank and is not
CN, MX or FC and Zip Code is blank
5) State is an invalid value.

For Permanent Address, if a "valid"


address is not provided and cannot be
defaulted, reject the record.

For Temporary Address, if the data


submitted meets any of these conditions,
a warning will be set.

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Award Information Edits
AWARD INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code

C/R Incorrect Low Tuition & Fees Code/ The COA as reported by the school Review the COA and EFC and confirm.
023 Correction Applied (either in the record or as previously If correct, no action required. If
reported) is greater than the low tuition incorrect, update and resubmit.
threshold or the student’s EFC is greater
than the Low Tuition and Fees
minimum amount for the award year.

If the school has chosen to have COD


correct its records, COD sets to blank.

(Pell Only)
R Reported CPS Transaction Number Transaction number reported for this Review the Reported Transaction
024 Does Not Match CPS student is not on file at the CPS. Number and ensure that you have an
ISIR record on file for the student with
that transaction number. If incorrect,
update the Reported Transaction
Number and resubmit.
R Duplicate Match on CPS The Student Identifier –SSN, Date of Go to the COD website and review the
025 Birth, Last Name, and CPS transaction CPS matches for this student. Select the
number combination reported in the correct transaction.
COD Common Record has two or more
matches on CPS
C/R Incorrect Secondary EFC Used / Ensures the reported Secondary EFC Review the field for the correct value
026 Correction Applied Used Code is valid. The valid values are and resubmit.
O, S, and Blank. O is only valid if the
value currently on the COD system is S. Ensure the value is S if you are using
If the school has chosen to have COD the Secondary EFC; or O if you
correct its records and an invalid value originally reported you were using the
is submitted, COD will correct to the Secondary EFC and are now using the
value currently on the COD system or to Original EFC.
blank.

(Pell Only)
C/R Incorrect Payment Methodology/ If ANY of the following are true: Review the field for the correct value
027 Correction Applied and resubmit
AC - Academic Calendar
PM - Payment Methodology
<> - Not equal to

AC = 1 and PM <> 3 or 5
AC = 2, 3 or 4 and PM = 4
AC = 6 and PM <> 4
AC = 5 and PM = 5

If the school has chosen to have COD


correct its records and the submitted
value is a change and Accepted PM is
valid with current AC then COD will set
to previously accepted value.
Otherwise, if Accepted AC = 1, 2, 3 or
4, COD will set Accepted PM to 3.
Otherwise, COD will set Accepted PM
to 4.

(Pell Only)

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AWARD INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
C/R Incorrect Academic Calendar/ Review the field for the appropriate
028 Correction Applied If the Academic Calendar is not equal to value and re-submit.
1,2,3,4,5, or 6:
Ensure the value is either Blank if
If the school has chosen to have COD Award Type is not equal to Pell or
correct its records and if Academic correct to:
Calendar invalid or blank, correct in the (1) if you measure academic progress
following order: in Credit Hours – non-standard
terms;
1) If Academic Calendar invalid or (2) if you measure academic progress
blank, then set accepted value to in Credit Hours – standard terms
previous value on database (or change of quarters;
records) or (3) if you measure academic progress
2) If Attending Entity ID default in Credit Hours – standard terms
Academic Calendar populated, then set of semesters;
accepted value to default, (4) if you measure academic progress
3) Else, If Reported Entity ID default in Credit Hours – standard terms
Academic Calendar populated, then set of trimesters;
accepted value to default, (5) if you measure academic progress
4) Else, If Payment Methodology = 4, in Clock hours;
then set accepted value to “5”, (6) if you measure academic progress
5) Else, set accepted value to “3”. in Credit Hours without terms

If school does not accept corrections,


then reject record.
(Pell Only)
C/R Invalid Weeks of Instructional Time in Accepted Payment Methodology is 2, 3, Verify that the Payment Methodology
029 Program’s Definition of Academic 4 or 5 and the Weeks of Instructional and Academic Calendar are correct.
Year/Correction Applied Time Used in Program’s Definition of Correct the Payment Methodology,
Academic Year is not in the valid range Academic Calendar and/or Weeks of
(30 – 78). Instructional Time and resubmit.

The Accepted Payment Methodology is


1 and the Weeks of Instructional Time
Used in Program’s Definition of
Academic Year is not BLANK.
(Pell Only)
C/R Invalid Weeks of Instructional Time Accepted Payment Methodology is 1 Verify that the Payment Methodology
030 used to Calculate and Weeks of Instructional Time Used and Academic Calendar are correct.
Payment to Calculate Payment is not BLANK. Correct the Payment Methodology,
Academic Calendar and/or Weeks of
Payment Methodology is 2 and Weeks Instructional Time and resubmit.
of Instructional Time Used to Calculate
Payment is not in the valid range (00 –
29).

Payment Methodology is 3, 4 or 5 and


Weeks of Instructional Time Used to
Calculate Payment is not in valid range
(00-78)
(Pell Only)

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AWARD INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
C/R Invalid Credit or Clock Hours in Academic Calendar is 1, 2, 3 or 4 and Verify that the Payment Methodology
031 program’s definition of academic year Credit or Clock Hours in Program’s and Academic Calendar are correct and
Definition of Academic Year is not our assumption is correct.
BLANK. If this is correct, no further action is
necessary.
Academic Calendar is 5 and Credit or If it is not correct, update the Payment
Clock Hours in Program’s Definition of Methodology and Academic Calendar
Academic Year is not in valid range and Cr/Clock Hours and resubmit.
(900 – 3120).

If Academic Calendar is 6 and Credit or


Clock Hours in Program’s Definition of
Academic Year is not in valid range (24
– 100).
(Pell Only)

C/R Invalid Credit or Clock Hours in all Academic Calendar is 1, 2, 3 or 4 and Verify that the Payment Methodology
032 payment periods expected to complete Credit or Clock Hours in this Student’s and Academic Calendar are correct. If it
this school year Program of Study’s Academic Year is is not correct, update the Payment
not BLANK. Methodology and Academic Calendar
and/or Credit/Clock Hours and
Academic Calendar is 5 or 6 and Credit resubmit.
or Clock Hours in this Student’s
Program of Study Academic Year is not
between 0000 and the value of Credit or
Clock Hours in Program’s Definition of
Academic Year.
(Pell Only)

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Award Edits
AWARD EDITS
Edit Message Condition How to Fix Record
Type/ Error
Code
R Reporting Entity ID is not eligible to Reporting School Resubmit using appropriate reporting
002 report. Entity ID is not eligible to report. school entity ID.
R Duplicate Award ID This Award ID is a duplicate and is Create a new Award ID for this
033 already established under a different borrower.
student identifier.

(Direct Loan only)


R Attending School Entity Identifier has The Attending School Entity ID has no Verify the Attended Entity ID and the
034 no relationship with the Reporting established relationship to the Reporting Reporting Entity ID. If incorrect,
School Entity Identifier School Entity Identifier in the Entity update and resubmit.
Block.
R Inconsistent Award Information Data Award Type listed in Award ID does not Review the Award Type and Award Year
035 match Award Type in the Award Block fields to ensure they are the same as the
and/or Award Year listed in Award ID values in the Award ID. Correct the
does not match Award Year in Award necessary field(s) and resubmit.
Information Block. (Direct Loan only)
W PLUS Credit Decision Status is not No credit decision has been accepted for PLUS Credit Decision Status for this
036 accepted for this PLUS award this award. award is pending. Once a credit decision
is received, a response will be sent.
(PLUS Only)
R Student Not Pell Eligible Award type listed is Pell and student is Review student’s ISIR for Pell eligibility.
038 not Pell eligible according to CPS If student is eligible, review transaction
record. number reported. If incorrect, update
and resubmit.
(Pell Only)
C/R Incorrect Award Amount Award Amount exceeds the maximum Review the maximum annual limit for
039 annual limit: this award. If appropriate, update this
DL Sub – field and resubmit.
Grade Level = 0 or 1 Max = 2625
Grade Level = 2 Max 3500
Grade Level = 3,4,5 Max = 5500
Grade Level >= 6 Max = 8500

DL Unsub - Grade Level = 0 or 1 Max


= 6625
Grade Level = 2 Max 7500
Grade Level = 3,4,5 Max = 10500
Grade Level >= 6 Max = 18500

If Additional Unsubsidized Loan for


Health Profession Programs (formerly
HEAL eligible) = Y,
Grade Level = 4,5 Max = 27167
Grade Level >= 6 Max = 45167

PLUS - 0-99999.99

Pell –
Refer to the Pell Calculations Table in
Appendix H

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AWARD EDITS
Edit Message Condition How to Fix Record
Type/ Error
Code
W Changed Award Amount Is Less Than Award amount reported is less than the Reduce disbursement amounts to
040 Total Disbursements sum of the accepted funded correspond with the funded
disbursements. Decrease is expected disbursements and resubmit.
within 30 days or a system generated
decrease is processed. If an adjustment is not received within
30 days, COD will process a decrease.
This edit is only executed if payment
trigger equals “True”.

(Pell only)
R Changed Award Amount Is Less Than Award amount reported is less than the Review Award Amount and funded
041 Total Disbursements sum of the accepted funded disbursements. Update and resubmit.
disbursements
If you are attempting to decrease the
(Direct Loan only) loan, you must make adjustments to the
disbursements that have already been
This edit is only executed if payment processed.
trigger equals “True”.
R New Award Type Submitted with a Zero For an initial submission for this award Enter an Award Amount and resubmit.
042 Award Amount type, the award amount is not greater
than zero.
R New Award Amount or Award Increase A new or increased award amount or To disburse after the deadline of the
043 Received After End Of Processing Year was submitted after the processing award year, your school must seek either
and Institution Has Not Been Granted deadline for the award year and the Administrative Relief for Pell or
Administrative Relief (Pell)/ Extended school has not been granted Extended Processing for Direct Loan.
Processing (DL) administrative relief/ extended
processing. Contact your Customer Service
Representative if your school has been
If ALL of the following are true: granted either Administrative Relief or
Extended Processing or if you want to
-- The Received Date is greater than the apply for either of these extensions.
Award Year Processing Cycle End Date
-- The school has not been granted a
status of administrative relief/ extended
processing or an audit adjustment.
-- An award for this student identifier is
currently not in COD or the Award
amount is an increase to the amount in
COD.
R Incorrect Flag For Additional Additional Unsubsidized Eligibility for Review the record and ensure you are
044 Unsubsidized Eligibility for Health Health Profession Programs value is providing the correct value for the
Profession Programs (formerly HEAL “Y” and school does not have a Health Additional Unsubsidized Eligibility for
eligible) Profession Program Health Professions flag. If your school is
OR. eligible to use this flag, ensure the
Additional Unsubsidized Eligibility for student’s grade level is reported as
Health Profession Programs value is greater than 3 and resubmit.
“Y” and the student’s grade level code
is not 4, 5, 6, or 7 (graduate student). If grade level is correct and you are
(Direct Loan Only) eligible to use this flag, please contact
your Customer Service Representative.
R Incorrect Award Dates Difference between Award Begin Date Review the record and ensure the Award
045 and Award End Date is greater than 12 Begin and End Dates are accurate. If
months incorrect, update and resubmit.
OR
Award Begin Date is after the Award
End Date
OR
Award Begin Date and Award End Date
is not equal to or within the student’s
academic year dates.
(Direct Loan Only)

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AWARD EDITS
Edit Message Condition How to Fix Record
Type/ Error
Code
R Incorrect Academic Year Dates Academic Year Start Date is after the Review the record and ensure the
046 Academic Year End Date Academic Year Begin (Start) and End
OR Dates are accurate. If incorrect, update
Academic year is greater than 12 and resubmit.
months
(Direct Loan Only)
R Academic Year Dates Already Linked to Academic Year Start and End Date Academic Year Begin (Start) Date
047 MPN cannot be changed because a Direct cannot be changed on this loan since it is
Loan is already linked to an MPN based linked to a MPN based on the existing
on specific academic year dates. Academic Year Begin (Start) and End
(Direct Loan Only) Dates.

If the academic year dates are incorrect,


you must obtain a new promissory note
and process a new loan with the correct
academic year dates.

R No Further Awards Can Be Accepted No further awards can be accepted for Award cannot be accepted as the
092 For This Borrower, Person Is Deceased this borrower. The Direct Loan borrower is deceased. Verify this award
Servicing Center has notified COD that has the correct last name, SSN, and birth
this person is deceased. date.
R Sender does not have reporting Destination Mailbox Number ID (TG Verify your School Entity ID.
100 permission for the school identified in Number) does not have reporting
the Reporting School Entity ID permission for the school identified in For further clarification, if needed, call
the Reporting School Entity ID your Customer Service Representative.
W The Reporting School Entity ID is listed Reporting School is currently listed as No action required.
101 as ineligible upon receipt of batch. ineligible on the file with PEPS/COD

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Disbursement Information Edits
DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R School is Ineligible Edit checks to ensure that Review your Attend School Entity
048 a. School is eligible to participate in the Identifier to ensure it is correct and that
Title IV programs you are eligible to participate in the
b. If school is requesting Pell Grant program for which you are submitting
funds, school is eligible to participate in records and/or requesting funds. If
the Pell Grant program. incorrect, update and resubmit.
c. If school is requesting Direct Loan
funds, school is eligible to participate in
the Direct Loan program, is open and
not undergoing an ownership change.
R Disbursement Date Is More Than 120 Adjusted Disbursement Date is not Review your adjusted disbursement date
049 Days After the Original Disbursement within 120 days of original in conjunction with your original
Date Disbursement Date. disbursement date. If incorrect, update
and resubmit.
(Direct Loan only)
R Disbursement Date Outside Allowable Disbursement date is more than 10 days Review your award dates and your
050 Window prior to the award start date or greater disbursement dates. If incorrect, update
than 90 days after the award end date. and resubmit.

(Direct Loan only)


R Disbursement Date With Payment Payment Trigger Flag is Yes and Review your Payment Trigger Flag and
051 Trigger Set to Yes Outside of Allowable disbursement date is outside of submit a release based on the
Window allowable window. disbursement date and your school’s
allowable disbursement window.
Pell Allowable Window:
Funds First (Advanced Pay) = 30
calendar days
Just-in-Time (JIT) = 7 calendar days
Reimbursement = 0 days
Heightened Cash Monitoring = 0 days

Direct Loan Allowable Window:


Funds First (Advance Pay) = 7 calendar
days
Records First = 7 calendar days
Reimbursement = 0 days
Heightened Cash Monitoring = 0 days
R First Disbursement Date Must Be the This edit applies to disbursements with Review the disbursement dates of the
052 Earliest Payment Trigger equal to True or False: subsequent disbursement and the first
a. If Payment Trigger equal False, disbursement. If incorrect, update and
subsequent Disbursement Date is not resubmit.
after the Disbursement Date of the first
disbursement (Disbursement Number
“01”)
b. If Payment Trigger equal True,
subsequent Disbursement Date is not on
or after the Disbursement Date of the
first FUNDED disbursement
(Disbursement Number “01” or the
disbursement with the First
Disbursement Flag).
NOTE: If Payment Trigger equal True,
the Disbursement Date should not be
compared to the Disbursement Date of
“unfunded” disbursements.

(Direct Loan only)


R Disbursement Date Cannot Be Blank The Disbursement Date is not Resubmit disbursement with a
053 populated. disbursement date.

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
W Disbursement Date Within 7 Days or A record has been submitted with the Review record to determine if a payment
054 Passed, Payment Trigger Set To “N” payment trigger flag set to “N” but the trigger flag of “Y” is appropriate. This
disbursement date is within the 7 record will not be considered an actual
calendar day window or has passed. disbursement until a payment trigger
flag of “Y” is received. If you intended
this to be an actual disbursement, update
the payment trigger flag and resubmit.
W Disbursement Information Received 30 Disbursement Information was received No action required.
055 Days or more after Date of and processed by COD more than 30
Disbursement days later than the Disbursement Date
reported on the record.
C/R Sequence Number Not In Sequential Sequence Number is not one higher Review disbursement transactions and
056 Order than the last previously accepted disbursement sequence numbers for this
transaction for this disbursement. disbursement and resubmit all
1. Edit 056 should be applied when a transactions not yet accepted by COD in
school reports a sequence number other the proper order.
than ‘01’ on a disbursement that is not
yet funded. This includes
Disbursements with payment trigger of
‘true’ still in an “active” status and
Disbursements with payment trigger of
‘false’
2. When applying this edit, the system
should check the school level option for
corrections/ rejects
2.1. If this option is set to “R”, the
system should reject the changes to the
disbursement
2.2. If this option is set to “C”, the
system should accept the changes to the
disbursement; post to the student
segment with a sequence number of 01;
and return via the response record the
sequence number the school reported, a
response indicator identifying that a
correction was made, the tag name, and
the corrected data (i.e.: sequence
number 01)
R A change/ adjustment to a Disbursement A change to Disbursement Date and an The change to the Disbursement Date is
057 Date and Disbursement Amount were adjustment to a Disbursement Amount accepted but the change to the
submitted on the same transaction. were made at the same time, i.e. in the disbursement amount is rejected.
Adjustment to Disbursement Amount same transaction with the same
has been rejected. Sequence Number for the same Resubmit the adjustment to the
Disbursement Number after the Disbursement Amount with a new
Disbursement has been funded. Sequence Number.
(Direct Loan Only)
R Duplicate Disbursement Information The reported Disbursement Number, No action is required.
058 On File Sequence Number, and Payment
Trigger equal to “true” are already on If you are attempting to make a change,
file with COD. resubmit with a higher sequence
number.
W Duplicate Adjustment Information on The Disbursement Number, No action required.
059 File Disbursement Amount(s), Disbursement
Date, and Payment Trigger equal to If you are attempting to make a change,
“true” are already on file with COD for update and resubmit.
this Disbursement Adjustment.

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R Insufficient Number of Disbursements Disbursement Amount equals the Total Since your school does not meet special
060 Based on School Type Net Loan Amount and the school does condition status, you must disburse a
not meet special condition status. loan in two or more disbursements and
the disbursement amount (net
Special condition status includes disbursement) cannot equal the total net
“Experimental Site Schools” and loan amount.
schools with a less than 10 percent
cohort default rate for the last three Update the disbursement amount for this
consecutive cohort years or less than 5% record and resubmit.
cohort default rate and the student is If you believe your school does meet
enrolled in a study abroad program. special condition status, call your
Only schools meeting special condition Customer Service Representative.
status are allowed to make one
disbursement. A minimum of two
disbursements is required for all other
schools.

(Direct Loan only)


R Only One Disbursement Allowed for You can only make one disbursement You must perform verification on this
061 Students with a Verification Status of for a student with a Verification Status student’s application data. Once
“W” of “W.” verification has been performed, update
the verification status to “V” and
resubmit.
(Pell Grant only)
R Disbursement Amount(s) Is Less Than Disbursement Amount is not populated Resubmit disbursement sequence
062 Or Equal to Zero for Disbursement or less than zero for disbursement number 01 with a disbursement amount
Sequence Number 01 sequence number 01 and payment greater than zero.
trigger is “true”.

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R Incorrect Net Disbursement Amount Disbursement amount(s) are not equal Verify your disbursement calculations
063 to COD’s calculated amount based on the award type. Resubmit if
For DL: appropriate.
a. The Net Disbursement Amount
is calculated using the following
steps (+ or - $1 tolerance):
Step 1: Calculate the Combined
Fee/Interest Rebate Percentage by
subtracting the Interest Rebate
Percentage from the Loan Fee
Percentage
Step 2: Calculate the Combined
Fee/Interest Rebate Amount by
multiplying the Disbursement Gross
Amount by the Combined Fee/Interest
Rebate Percentage (go out 3 decimal
places) and truncating the result
Step 3: Calculate the Net Amount by
subtracting the Combined Fee/Interest
Rebate Amount from the Disbursement
Gross Amount
Step 4: Calculate the Loan Fee
Amount by multiplying the
Disbursement Gross Amount by the
Loan Fee Percentage (go out to 3
decimal places) and truncating the result
Step 5: Calculate the Interest Rebate
Amount by subtracting the Loan Fee
Amount from the Disbursement Gross
Amount and then subtracting the result
from the Disbursement Net Amount.

b. Payment Trigger set to “Y”


and Disbursement Amount
exceeds annual loan limit
across schools. See common
record for loan limit criteria.
(Direct Loan only)

C/R Disbursement Amount > 50% of award ALL of the following are true: Review disbursement amount and
064 with Verification Status of “W” The Verification Status is W on the verification status or assumption made.
award If incorrect, update and resubmit.
AND
Disbursement Amount is >50% of the
Scheduled Award Amount

If the school has chosen to have COD


correct its records, COD will
set the Accepted Disbursement Amount
to the lesser of either the Award Amount
or 50% of the Schedule Award Amount
(Pell only)

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
W Insufficient Decrease in the If ALL of the following are true: No action required.
065 Disbursement amount. Disbursement is • The Award has an “Over Paid”
expected for Amount of the Negative status
Pending • The Disbursement Amount
Adjustment is for a decrease and
• The decrease in the Disbursement
Amount is < the Negative Pending
Disbursement Amount

Update the Negative Pending Amount


with the reported decrease in the
Disbursement Amount

(Pell only)
R Award is in “Overpaid” status. • If ALL of the following are true:
066 Disbursement Increase cannot be • Award is in "Overpaid" Status
accepted”
• A 'Disbursement Amount' that
would increase the sum of the
accepted Disbursements to an
Amount greater than the 'Award
Amount'

(Pell Only)

C/R Incorrect Disbursement Amount Review the disbursement amount for


067 For Direct Loan: Sum of all the each disbursement number and compare
Disbursement Gross Amounts is greater to the award amount (Loan Amount
than the Award Amount. Approved). Update record where
appropriate and resubmit.
For Pell: The sum of the disbursements
exceeds the Award Amount
--OR--
The reported Disbursement Amount
exceeds 100% of the student's Total
Eligibility Used and the student is
already in a POP situation involving
two or more schools.
W Potential Overaward Project- Notice Pell disbursements for a student have Review guidance contained in separate
068 Sent Separately been received from two or more schools notice.
and all of the following are true:

Disbursement is not rejected


AND
Other Pell awards exist for the student
at different Attended School Entity ID’s
for the current Award Year
AND
Total amount disbursed for any of the
other Pell awards is greater than zero
AND
Total of the Percentage of Eligibility
Used is greater than 100.00 (plus
tolerance.)

(Pell only)

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
W Potential Concurrent Enrollment - Two or more Pell disbursements for a Review guidance contained in separate
069 Notice Sent Separately student have been received from two or notice.
more schools and all of the following
are true:

Other Pell awards exist for the student


at different Attending School Entity ID’s
for the current Award Year
AND
Total amount disbursed for the student
for any of the other Pell awards is
greater than zero
AND
Enrollment dates for the student are
within 30 days of one another.

(Pell only)
W Payment Trigger is Blank Data in the disbursement block has been When the Payment Trigger is blank,
070 received but the payment trigger is not COD records the Payment Trigger as
populated. “N.” If the payment trigger should be
“N”, no further action is necessary. If
you want this record to be considered an
actual disbursement, update the payment
trigger flag to “Y” and resubmit.
R New Disbursement, Increase, or A new disbursement, an increase, or a To disburse after the deadline of the
071 Payment Trigger to “Y” Received After payment trigger set to “Y” was award year, your school must seek either
End Of Processing Year and Institution submitted after the processing deadline Administrative Relief for Pell or
Has Not Been Granted Administrative for the award year and the school has Extended Processing for Direct Loan.
Relief (Pell)/Extended Processing (DL) not been granted administrative relief/
extended processing. Contact your CSR if your school has
been granted either Administrative
If ALL of the following are true: Relief or Extended Processing or if you
want to apply for either of these
The Received Date is greater than the extensions.
Award Year Processing Cycle End Date
AND
The school has not been granted status
of Administrative Relief/Extended
Processing or an audit adjustment
AND
An Award Type for this student
identifier is currently not in COD or the
Disbursement Amount is an increase to
the amount in COD
AND
This is not an increase as a result of a
student that had been blocked (POP)
prior to the deadline.

R Incomplete Disbursement Amounts If the disbursement sequence number is Resubmit record with all disbursement
072 02 or greater, and any of the amounts populated.
disbursement amounts (gross amount,
loan fee amount, interest rebate amount,
or net amount) are populated, then all
four amounts must be present.

(Direct Loan only)


R Insufficient information with payment A record has been submitted with the Review the record in conjunction with
073 trigger set to “Y” payment trigger flag set to “Y” but there the Common Record Layout. Resubmit
is insufficient data on file. with all required data elements
populated.
See Common Record Layout for fields
required prior to setting the payment
trigger flag to “Y”.

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R Incorrect Adjustment to Payment Payment trigger adjusted to “N” after No action required.
074 Trigger disbursement was funded.
Payment trigger cannot be changed to
“N” after disbursement becomes an
actual disbursement. If you are
attempting to cancel a disbursement,
you must send an adjustment to the
disbursement amount.
R Multiple First Disbursement Flags More than one disbursement was Review disbursements and resubmit
075 submitted to COD with a first record with only one disbursement
disbursement flag of “F” for this loan in flagged as the first disbursement.
the same cycle.

(Direct Loan only)


R First Disbursement Flag Changed More First disbursement flag can be changed Contact your Customer Service
076 Than Twice a maximum of two times before Representative for the procedures on
requiring U.S. Department of how to obtain the Department of
Education’s approval Education’s approval to change the first
disbursement flag more than two times.
(Direct Loan only)
R Incorrect Disbursement Loan Fee Disbursement fee amount does not Review Disbursement Loan Fee Amount
077 Amount equal COD’s calculated Loan Fee calculation. Resubmit record with
Amount. (+ or - $1 tolerance.) corrected disbursement amounts.

(Direct Loan only)


R Incorrect Disbursement Rebate Amount Up-Front Interest Rebate amount does Review Disbursement Loan Fee Amount
078 not equal COD’s calculated Up-Front calculation. Resubmit record with
Interest Rebate Amount, (+ or - $1 corrected disbursement amounts.
tolerance.), for this disbursement.
(Direct Loan only)
R Payment Period Start Date Not In The school is ineligible and the payment Review the payment period start date
079 Eligible Range period start date does not fall within the reported. If incorrect, update and
range of eligibility. resubmit.

(Pell only) If correct, you are not eligible to receive


Pell Grant funds for this student. No
further action required.
R No Accepted PLUS Credit Decision The payment trigger is set to “Y” and Resubmit payment trigger of “Y” after
080 Status there is no approved PLUS Credit an approved credit decision is obtained
Decision Status on file for this loan. for this PLUS borrower.

An approved PLUS Credit Decision


Status must be obtained for a PLUS
borrower prior to disbursement.

(PLUS only)
R No Promissory Note on File The payment trigger is set to “Y”, there Resubmit payment trigger of “Y” after
081 is no Master Promissory Note or PLUS you receive a response record indicating
Promissory Note on file for this loan, that an accepted MPN/ PLUS
and the school is required to have an Promissory Note is on file at COD for
MPN/ PLUS Promissory on file at COD this loan.
prior to disbursement.

A MPN/PLUS Promissory Note must be


on file at COD prior to disbursement.
(Direct Loan only)

R Case Management Office (CMO) CMO rejected this student for Contact your reimbursement analyst for
083 Rejected This Student For Inadequate/ inadequate/missing eligibility additional information about correcting
Missing Eligibility Documentation/ documentation / information. this record.
Information
(Reimbursement Schools only)

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DISBURSEMENT INFORMATION EDITS
Edit Message Condition How to Fix Record
Type/
Error Code
R CMO Rejected This Student For CMO rejected this student for Contact your reimbursement analyst for
084 Inadequate/ Missing Fiscal inadequate/missing fiscal additional information about correcting
Documentation/ Information documentation / information. this record.

(Reimbursement Schools only)


R CMO Rejected This Student For CMO rejected this student for Contact your reimbursement analyst for
085 Inadequate/ Missing Award or inadequate/missing award or disbursing additional information about correcting
Disbursing Documentation/ Information documentation / information. this record.

(Reimbursement Schools only)


R CMO Rejected This Student For Not CMO rejected this student for not Contact your reimbursement analyst for
086 Meeting Reporting Requirements meeting reporting requirements. additional information about correcting
this record.
(Reimbursement Schools only)
R CMO Rejected This Student For Failure CMO rejected this student for failure to Contact your reimbursement analyst for
087 To Comply With Requirements comply with requirements. additional information about correcting
this record.
(Reimbursement Schools only)
R CMO Rejected This Student For CMO rejected this student for Contact your reimbursement analyst for
088 Inadequate or Missing Documentation inadequate/missing documentation. . additional information about correcting
this record.
(Reimbursement Schools only)
R Invalid Disbursement Due to Pending Invalid disbursement transaction. The No further disbursements can be made
089 Bankruptcy disbursement date is after the receipt of on this loan.
a pending bankruptcy notification.

(Direct Loan only)


R Invalid Disbursement Sequence Invalid disbursement sequence number. Verify disbursement sequence number
093 Number Disbursement Sequence Number must and resubmit.
be 01-65.

R Invalid Disbursement Due to a Loan Invalid disbursement transaction. The No further disbursements can be made
094 Discharge Notification for an disbursement date is after the receipt of on this loan.
Unauthorized Signature/Unauthorized a loan discharge notification due to an
Payment unauthorized signature/unauthorized
payment.

(Direct Loan only)


R Invalid Disbursement, Person is Invalid disbursement transaction. The No further disbursements can be made
095 Deceased disbursement date is after the receipt of on this loan.
a loan discharge notification due to
death of the borrower.

(Direct Loan only)


R Total Disbursed Amount cannot be The sum of all disbursement amounts Review the total disbursement amount
096 greater than the lesser of the Award for a PLUS loan cannot exceed the for this PLUS loan in conjunction with
Amount of the Award Amount lesser of the Award Amount or the the Award Amount Requested.
Requested. Award Amount Requested.
Update and resubmit disbursement.
(PLUS only)

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General Edits
GENERAL EDITS
Edit Message Condition How to Fix Record
Type/ Error
Code
R Invalid Format The content submitted did not conform Review the Format and Valid Values cell
998 to the valid format outlined in the corresponding to the rejected tag.
Common Record Schema. Update data accordingly and resubmit.

The content has not been loaded to


COD.
W Invalid Format; Correction Applied The content submitted did not conform Correction applied.
997 to the valid format outlined in the No action required.
Common Record Schema.

Correction applied.
R Invalid Value The content submitted did not conform Review the Format and Valid Values cell
996 to valid values outlined in the Common corresponding to the rejected tag.
Record Schema. Update data accordingly and resubmit.

The content has not been loaded to


COD.
W Invalid Value; Correction Applied The content submitted did not conform Correction applied.
995 to valid values outlined in the Common No action required.
Record Schema.

Correction Applied.
R Missing Value Content was not submitted for a Review the Format and Valid Values cell
994 required field. corresponding to the rejected tag.
Update data accordingly and resubmit.
The content has not been loaded to
COD.
W Missing Value; Correction Applied Content was not submitted for a Correction applied.
993 required field. No action required.

Correction Applied.

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