Description: Tags: Rfms-Tec-Ref

RFMS
Electronic Data Exchange (EDE)

Pell Grant Technical Reference (1999-2000)
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TABLE OF CONTENTS
PELL GRANT (EDE) TECHNICAL REFERENCE
OVERVIEW................................................................................................................................O-1
Preface......................................................................................................................................O-1
Sources of Assistance...............................................................................................................O-3
System Options.........................................................................................................................O-8
Items to Consider in Choosing a System Option......................................................................O-9
PC Requirements....................................................................................................................O-10
Interface Requirements...........................................................................................................O-10
Interface with other ED-provided Software Systems on PC..................................................O-11
Interface with other Software Systems on Campus................................................................O-11
INTRODUCTION.........................................................................................................................I-1
RFMS Software..........................................................................................................................I-1
Pell Authorization.......................................................................................................................I-2
Origination Records...................................................................................................................I-2
Origination Record Acknowledgment........................................................................................I-3
RFMS Corrections..................................................................................................................I-3
Disbursement Records and Special Disbursement Records.......................................................I-4
Timing of Submissions...............................................................................................................I-4
Acknowledgment Disbursement Record Items..........................................................................I-5
Special Disbursement Records...................................................................................................I-5
Disbursement Record and Special Disbursement Record Acknowledgment.............................I-5
RFMS Corrections..................................................................................................................I-6
Reporting Changes.................................................................................................................I-6
Changes to Origination Record Information..........................................................................I-7
Changes to Disbursement Information...................................................................................I-7
Multiple Reporting Record.........................................................................................................I-7
Requesting MRRs..................................................................................................................I-8
Automatic MRRs....................................................................................................................I-8
Potential Overaward...............................................................................................................I-8
Concurrent Enrollment...........................................................................................................I-8
Year-To-Date Records................................................................................................................I-9
Electronic Data Exchange (EDE) Pell Grant Technical Reference (1999-2000) January 26, 2000
Page TOC-i
CUSTOM LAYOUTS..................................................................................................................1-1
Processing Pell Grant Data—Processing Cycles.......................................................................1-1
Pell Authorization......................................................................................................................1-1
Printing the ESOA.....................................................................................................................1-2
Origination Records...................................................................................................................1-2
Submitting Origination Records............................................................................................1-2
Headers and Trailers...........................................................................................................1-2
Construction...........................................................................................................................1-3
Grant Batch Editing...............................................................................................................1-4
Origination Record Batch Processing....................................................................................1-4
Origination Acknowledgment Records.................................................................................1-5
Disbursement Records (General Description)...........................................................................1-5
Regular Disbursement Record...............................................................................................1-5
Special Disbursement Record................................................................................................1-5
Disbursement Acknowledgment Records..............................................................................1-6
Special Disbursement Acknowledgment Records.................................................................1-6
Data Request Records................................................................................................................1-6
Data Request Acknowledgment Records..............................................................................1-6
Institution Data Records........................................................................................................1-6
Multiple Reporting Records (General Description)..................................................................1-6
MRR Process.........................................................................................................................1-7
Requesting Multiple Reporting Records...............................................................................1-7
Types of Multiple Reporting Records Produced by RFMS...................................................1-8
Potential Overaward Project (POP)...........................................................................................1-8
Importing Data to Populate Databases......................................................................................1-9
Electronic Requests for RFMS Data Batches............................................................................1-9
1999-2000 RFMS Record Layouts..........................................................................................1-12
COMBINATION LAYOUTS.......................................................................................................2-1
APPENDICES
APPENDIX A: GLOSSARY .....................................................................................................A-1
APPENDIX B: ACRONYMS AND ABBREVIATIONS..........................................................B-1
APPENDIX C: ESOA PRINT FORMAT AND SPECIFICATIONS.........................................C-1
APPENDIX D: EDIT CODES AND MESSAGES.....................................................................D-1
Page TOC-ii
Overview
Preface
This technical reference is provided to postsecondary institutions participating in
the U. S. Department of Education Pell Grant Program. It contains technical
system information that allows you to either:
• Build your own system,

• Use a system provided by another organization (for example, a vendor or
third-party servicer), or
• Use EDExpress (the software package provided by the U.S. Department of
Education) in combination with your own system or vendor provided
software.
The Pell Grant Technical Reference for 1999-2000 is organized into the
following three sections:
Overview
• Preface
• Sources of Assistance
• System Options
• Items to Consider in Choosing a System Option
• PC Requirements
Introduction
• Intro to New RFMS

• RFMS Software
• Pell Authorization
• Origination Records
• Origination Acknowledgment
• Disbursement Records
• Disbursement and Special Disbursement Acknowledgments
• Multiple Reporting Record
• Year-to-Date Record
Page O-1
Custom
• Record Layouts
Combination
• Combination Layouts
All schools should read the Overview section. It contains important phone
numbers to call for assistance, as well as information to help you choose how
you want to participate electronically in the program.
If you choose to use a custom system, read the Custom section thoroughly. It
provides you with essential record layouts pertinent to building your own
system.
If you choose to use a combination of systems, read the Combination section

thoroughly, as it provides you with essential records layouts pertinent to using a
combination of systems.
See the following section, Sources of Assistance, for additional resources of

help.
Page O-2
Sources of Assistance
If you have concerns or questions, listed below are sources of assistance:
CPS Customer Service 800/330-5947

Telecommunications Device for the Deaf (TDD/TTY) 800/511-5806
E-mail: cps@ncs.com
SFA Technical Support: http://www.ed.gov/offices/OSFAP/sfatech/listserv.html
Fax: 319/358-4260
Working hours are 7:00 a.m. - 7:00 p.m. (CT)
• Custom/Combo/Mainframe Support
• CPS Batch Status
• Direct Loan Record Layouts
• Direct Loan Technical Reference
• EDE Technical Reference
• FISAP Technical Reference
• Packaging Technical Reference
• EDExpress Software — App Express Processing, Packaging,
• Direct Loan, and Pell Payment
• Packaging Technical Reference
• QAP Software
• SSCR-32 Software
• SSCR Technical Reference
• Renewal Application Processing
• Rejected EDE records and batches
• Use of CPS On-line Query
Page O-3
Direct Loan Client Account Managers
Region I (CT, MA, ME, NH, RI, VT) 617/565-6911
Region II (NJ, NY, PR, VI) 212/264-8012
Region III (DC, DE, MD, PA, VA, WV) 215/656-5929
Region IV (AL, FL, GA, KY, MS, NC, SC, TN) 404/562-6259
Region V (IL, IN, MI, OH, WI) 312/886-8766
Region VI (AR, LA, NM, OK, TX) 214/880-2405
Region VII (IA, KS, MO, NE) 816/880-4090
Region VIII (CO, MN, MT, ND, SD, UT, WY) 303/844-3677
EXT 121
Region IX (AZ, CA, HI, NV) 415/556-4201
Region X (AK, ID, OR, WA) 206/287-9840
Direct Loan Consolidation Center 800/557-7392
ED Direct Loan Consolidation Information Page Web site address:
http;//www.ed.gov/Direct_Loan/consolid.html
Direct Loan Consolidation Information Center Web site address:
http://www.loanconsolidation.ed.gov
Direct Loan Consolidation Information Center E-Mail address:
loan_consolidation@mail.eds.com (can only be accessed from icon at
Information Center Web site labeled “Contact Us”)
Direct Loan Operations Staff 202/708-9951
E-Mail: direct_loans@ed.gov
• Direct Loan Procedures and Operations
Web site address: http://www.ed.gov/DirectLoan
Working hours are 7:30 a.m. – 4:30 p.m. (ET)
Direct Loan Origination Center 800/848-0978
E-mail: loan_origination@mail.eds.com
Fax: 800/557-7396
Working hours are 8:00 a.m. - 8:00 p.m. (ET)
• Acknowledgements
• Batch Integrity Errors
• Check Sum Errors
• Direct Loan Batch Status
• Implementation Guide Questions
• Interface Issues
• Promissory Notes
• Rejected Direct Loan Batches
Page O-4
Direct Loan Servicing Center 800/848-0979
(Borrower Referral Only)
Web site address: http://www.dlServicer.ed.gov
Fax: 800/848-0984
School Services 888/877-7658

• Delinquency Issues
• Interface Issues
FAFSA on the Web and FAFSA Express

Customer Service 800/801-0576
E-mail: FAFSAWeb@ncs.com
FAFSA on the Web site address: http://www.fafsa.ed.gov
FAFSA Express Web site address: http://www.ed.gov/offices/OPE/express.html
PIN Web site address: http://www.pin.ed.gov
• FAFSA on the Web, Renewal App on the Web, and Correction on the Web
Assistance
• FAFSA Express Software Assistance
• Application Status
• General Questions on Electronic Filing
• Help Accessing the Web Page
Federal Pell Grant Program 800/4-P-GRANT or

800/474-7268
Fax: (301) 548-2396
E-mail: #pell_systems@ed.gov
Website: www.pellgrantsonline.ed.gov
IFAP Website: www.ifap.ed.gov
The SFATECH Website can be accessed directly from the IFAP Website.
Page O-5
Working hours are 8:00 a.m. - 8:00 p.m. (ET) Monday through Friday
Page O-6
Customer Service
• Batch Processing Status and Rejected Batches
• Current Authorization Level
• General Inquiries concerning RFMS
• Information and Data Request Regarding Award Years Prior to 1999-2000
• Pell Grant Web Page Questions
WEB PAGE
• Authorization Level for 1999-2000, 2000-2001
• Batch Status for 1999-2000, 2000-2001
• Links to Pell Resources
Federal Student Aid Information Center 800/4-FED-AID

or 800/433-3243

• Application Status
• Distribution of Selected Publications
• Duplicate SARs or Address and School Changes
• (Student Only) 319/337-566
• NSLDS Borrower Tracking Questions
• Student Financial Aid Program Questions
Grant Administration and

Payment System 888/336-8930
(GAPS)
Web site address:
http://gapsweb.ed.gov
Working hours are 8:00 a.m. – 7:00
p.m. (ET)
National Student Loan Data
System (NSLDS) 800/999-8219
Web site address: www.nslds.ed.gov
E-Mail address:
SFAMAIL@NCS.ed.gov
Page O-7
Working hours are: 7:00 a.m. - 7:00
p.m. (CT)
• NSLDS Batch Status
• Online NSLDS
• Perkins Data
• Rejected NSLDS Records
• SSCR Assistance
Page O-8
Direct Loan Policy 202/708-8242
• Policies
• Regulations
Title IV WAN Customer Service 800/615-1189

E-mail: t4wan@ncs.com
Fax: 319/339-6983
• Billing and Invoices
• Campus-Based Award Letter
• EDconnect
• EDE Enrollment and Participation
• Network Password Changes and Resets
• Software and User Manual Distribution
• Transmission Errors
Universal Automation Labs (UAL) 301/565-0032

Fax: 301/565-0613
• FISAP Edit File
• Replacement Year-to-Date File
For FISAP-related operational/procedural questions, call the U.S. Department

of Education at 202/708-7741
Fax: 202/260-0522 or 202/401-0387
Note: Telephone numbers are subject to change.
Page O-9
System Options
The U.S. Department of Education gives you maximum flexibility in fashioning
a system solution that best meets your institution’s needs and loan origination
options. There are three system options:
1. Custom System
You have the option of developing a system to support all the necessary
tasks required to participate in the Federal Pell Grant Program,
purchasing a software package from a third-party servicer, or
contracting a third-party servicer.
2. Combination EDExpress/Custom System
You can choose to use a portion of the functions provided by
EDExpress in conjunction with external systems or software from
another vendor. EDExpress allows you to import data captured in other
on-campus systems (for example, a financial aid packaging system).
Beginning in 2000-2001, it will also enable you to export data from the
EDExpress database needed by other on-campus systems (such as the
institution's business office).
3. EDExpress
EDExpress is a comprehensive financial aid management system
provided at no cost by the U.S. Department of Education. It is a
student-based system that allows you to perform functions, such as
processing Federal application data, including loading and printing
Institutional Student Information Records (ISIRs) received
electronically from the Central Processing System (CPS). It also
computes student award packages; maintains funds; tracks file
documents; generates reports; establishes loan origination records;
prints promissory notes; manages disbursement data; reconciles funds;
and reports Federal Pell Grant payment data.
Page O-10
The following section addresses questions that may help you decide
which system design option is best for your institution.
Items to Consider in Choosing a System Option
Grant Volume How large is the grant volume at your institution?
Available Resources How much of the following resources are available:

staff, data processing resources, equipment, and
money?
Existing Systems What existing systems are in place and how easy is it
to integrate?
Time Constraints Is there enough time available for a system to be

developed?
Campus Communications Are there existing means of communication

between offices involved in the Pell Grant
program? (These offices could include financial
aid and bursars.)
If you participate in the Electronic Data Exchange (EDE) with EDExpress, the
Department of Education provides personal computer (PC) software designed to
manage financial aid processing, including the Pell Grant Program. Modules in
EDExpress include Application Processing, Packaging, Direct Loan, and Pell
Payments. The remainder of this section describes the hardware and interface
requirements of the Combination EDExpress Custom System option.
Page O-11
PC Requirements
For the highest efficiency and processing speeds, the recommended
configuration should be followed. If you are planning an equipment purchase to
participate in the Federal Pell Grant Program, the following list describes the
minimum required configuration:
Processor IBM-compatible PC with a Pentium 200 MHz

or comparable
Keyboard Windows 95 Keyboard
Microsoft Windows Windows95, Windows 98, or Windows NT 4.0

or above
Available hard disk space 4.0 GB SCSI Hard Drive
RAM 64 MB RAM
Printer Laser printer capable of printing on standard

paper (8.5 x 11)
Modem 56K Analog Modem
Mouse Driver Microsoft-compatible
Tape Back-up Unit Capacity should equal the size of the stored
data.
CD-ROM 12x CD ROM Drive with Sound Board*
Floppy Disk Drive 3.5” high-density/1.44 MB Disk Drive
Monitor and Video Card 800 X 600 Super VGA
*Required if institutions want to use the EDExpress tutorial.

Note: A backup of EDExpress should be performed on a regular basis. Make
sure your backup can be restored.
If you are running EDExpress on a local area network (LAN), refer to the
EDExpress Installation Guide for LAN Hardware and Software
recommendations.
Interface Requirements
EDExpress interfaces with other ED-provided software modules and systems
resident on the same PC, with other systems at the institution, and via the
Student Aid Internet Gateway (SAIG).
Page O-12
Interface with other ED-provided Software Systems on PC
EDExpress includes modules for Application Processing, Packaging, Direct
Loan, and Pell. You can import ISIRs from the Application Processing module
to create Pell Grant records. However, each record requires manual entry (or
import change) before the record can be originated. Alternatively, you can
import packaged student records from the Packaging module of EDExpress to
create Pell origination records. EDExpress uses the award amounts calculated
in the Packaging module to establish the grant records in the Pell module.
The Student Aid Internet Gateway (SAIG) communications software,
EDconnect, can coexist on the same PC with EDExpress. EDconnect is a
window's software package that participants use to transmit data across the
network to the RFMS systems. EDconnect is compatible with the LAN;
however, care should be taken when using EDconnect in a LAN environment
because of its lack of file and record-locking capabilities.
Interface with other Software Systems on Campus
Your other institutional computer systems, used for registration or accounting,
are potential providers of data to the EDExpress Pell Grant Software.
EDExpress is designed to import data captured in these other systems that has
been reformatted according to specifications provided in this technical
reference.
Likewise, data in EDExpress is of potential use to other on-campus systems.
Therefore, the system provides you with the ability to export data. 1999-
2000 Record Layouts for the export files are provided so your institutional
systems can be modified.
Interface with other ED-provided Software Systems on PC

Your other institution computer systems, used for registration or accounting, are
potential providers of data to the EDExpress Pell Grant Software. EDExpress is
designed to import data captured in these other systems that has been
reformatted according to specifications provided in this technical reference.
Likewise, data in EDExpress is of potential use to other on-campus systems.

Therefore, the system provides you with the ability to export data. 1999-2000
Record Layouts for the export files are provided so your institutional systems
can be modified.
Page O-13
Page O-14
Introduction
INTRODUCTION TO THE NEW RECIPIENT FINANCIAL

MANAGEMENT SYSTEM (RFMS)
Beginning with the 1999-2000 award year, schools report Pell disbursements to the
Department through a new Recipient Financial Management System (RFMS). As in
previous years, schools will receive an initial Pell authorization.
The reporting process starts with origination records. While these records are new, the
information they contain is very much like that previously reported as Payment Data.
Origination records can be sent well in advance of any disbursements, as early as the
school chooses to submit them. A school should submit origination records for any
student that it might pay a Pell to. When RFMS receives an origination record, it checks
the record to make sure there aren’t errors and then returns an acknowledgement.
When the school makes a disbursement, it needs to send in a disbursement record. The
disbursement record reports the actual disbursement date and the amount of the
disbursement. RFMS also returns an acknowledgement for the disbursement record,
which will let the school know if there were any problems with its submission. RFMS
sends information from disbursement records to the Education Central Automated
Processing System/Grants Administration and Payments System (EDCAPS/GAPS, or
GAPS), and the school’s authorization will be adjusted once the school’s initial
authorization is exceeded.
RFMS Software
The Department provides a Pell Payment module as part of the EDExpress software.
However, schools aren’t required to use this software. Schools using the Department’s
software can use the Desk Reference for the Pell Payment software or the online help in
EDExpress for help with the software.
A school that develops its own software can refer to the record layouts for the various
RFMS records found in this reference. The records have to be formatted correctly to be
accepted by RFMS.
Schools using third-party software should consult the materials provided by the vendor.
The school might also want a copy of the RFMS Training CD-ROM produced by the
Department; in addition to general materials on RFMS, this CD-ROM has a set of
tutorials on using the EDExpress software. Schools can request a copy of this CD-ROM
by calling the Federal Student Aid Information Center at 1-800/4FEDAID (1-800/433-
3243).
Page I-1
PELL AUTHORIZATION
At the beginning of each award year, a school is given an initial authorization based on
an estimate of the Pell funds the school will need to cover its first payments. As the
award year progresses, the authorization for the school will be adjusted based on
the actual dollar amount of disbursements the school reports to RFMS. RFMS
sends information on the school’s initial authorization to GAPS. It also sends an
Electronic Statement of Account (ESOA) to schools to notify them of their initial
authorization.
As the school reports disbursements to RFMS, RFMS makes any necessary adjustments
to the authorization and notifies GAPS so those funds will be available to the school.
RFMS enables the Department to track a school’s need for funds as the award
year progresses and adjusts the school’s authorization on that basis. The system
also provides documentation to the school for reconciling the school’s records of total
expenditures with the Department’s records of eligible students paid by the school.
(This documentation is the Year-to-Date data.) The Pell funds that the school reports
as expenditures to GAPS must equal the total payments to eligible Pell recipients
at the school, as shown by the records for each student.
ORIGINATION RECORDS
Origination records contain much the same data as the Payment Data used previously.
One difference is that origination records don’t include actual disbursement dates and
amounts, because those are reported separately on disbursement records. A school must
submit an origination record for every Pell recipient. The origination record establishes
a student’s eligibility and the amount of Pell the student can receive for the award year.
A school should submit an origination record for every student it might pay during the
award year; the school doesn’t have to disburse funds for each origination record. Also,
more than one school can submit an origination record for a student. However, RFMS
only accepts one origination record from each school for each student; if a school
submits another origination record with different data for a student, RFMS treats the
new record as an update to the original record.
A school can submit an origination record as early in the year as it chooses, once the
system starts up. It’s to the school’s benefit to submit origination records well in
advance of the time of disbursement. This will allow the school enough time to correct
any problems with the student’s eligibility that might otherwise delay disbursements.
Also, RFMS has to accept an origination record for a student before a disbursement
record can be processed and disbursements made. Submitting the origination records
early ensures that disbursement records won’t be rejected because there’s no acceptable
origination record. If a school does submit an origination record and disbursement
record for a student in the same batch, the origination record gets processed first.
However if there’s a problem with that origination record, the disbursement record will
also be rejected.
Page I-2
The software the school uses to prepare origination records should help it enter data in
the correct origination record format. Some fields of the origination record are required
fields, and others are optional. The school will still want to make sure the information is
correct and included for all fields of the origination record for that student. The
Department’s EDExpress software won’t let the school submit invalid data, and schools
should make sure that any programs they utilize do the same.
ORIGINATION RECORD ACKNOWLEDGEMENT

When RFMS receives origination records, it edits them to make sure there are no errors.
Then it sends an acknowledgement back to the school. RFMS will send one
acknowledgement record back for each origination record it received. RFMS will
accept the origination record without corrections, make corrections to some of the
items, or reject the record. RFMS only rejects the record if there are errors that can’t be
corrected or if the record has been sent in duplicate.
The acknowledgement record has an action code that shows whether the origination
record was accepted (A), corrected (C), or rejected due to errors (E). The record also
has error codes that tell why a particular record was corrected or rejected. When an
origination record is accepted or corrected the acknowledgement record reports back
the values on file within RFMS for each data element on the origination record. RFMS
keeps each data element’s accepted or corrected value. If an origination record was
rejected, the acknowledgement record reports back the values reported by the school for
each data element. RFMS doesn’t keep any data for an origination record that was
rejected due to errors.
Schools should check records rejected because the SSN was invalid or didn’t match
(edit code 303); in many cases, this means that the student isn’t in the Pell database.
This can occur if an eligible student incorrectly reported having a bachelor’s degree or
being enrolled as a graduate student. The school must correct (or have the student
correct) these errors before it can receive any payment for the student from the
Department.
RFMS Corrections
RFMS makes corrections to invalid values whenever possible, rather than rejecting the
record. Values may be invalid because they’re formatted incorrectly, or they may be
invalid in relation to other data the school has reported. For example, the school
reported academic calendar as 3 (Semester) but the payment methodology is reported as
4 (Credit/Clock Hour, or Formula 4). In this case, RFMS would correct the payment
methodology to 3 (Credit Hour with standard or nonstandard terms) to agree with the
reported academic calendar. The record layouts detail how RFMS corrects invalid
values.
Page I-3
RFMS will also calculate the maximum award amount the student can receive based on
the attendance, cost, and EFC on file in RFMS. If the reported award amount is more
than this maximum amount, RFMS will correct the award amount. Note that RFMS
won’t increase the award amount the school reported; a school that accidentally
reported an award amount that’s too low will need to update the origination record
itself.
DISBURSEMENT RECORDS AND SPECIAL

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

disbursement record, it must have an accepted origination record for the student.
Although a school can submit both records in the same batch, if there’s a problem with
the origination record, the disbursement record or special disbursement record won’t be
accepted.
Under Advance Funding, a disbursement record (or special disbursement record) can be
submitted as early as 30 days before the actual disbursement date. However, a school
may want to wait until closer to or after the disbursement date, because if a reported
disbursement isn’t made the school will need to submit another disbursement record
reducing the payment amount. Schools using Just-In-Time Funding can submit records
up to five days before the disbursement date; schools on Reimbursement or Cash
Monitoring can’t submit a special disbursement record until they have actually made
the disbursement to the student.
In all cases, a record that’s submitted too early will be rejected. A disbursement record
should be submitted no later than 30 days after the disbursement is made. A school is
required to report disbursements within 30 days of making the payment (see “Reporting
Deadline,” Student Financial Aid Handbook, page 75).
Page I-4
Disbursement Acknowledgement Record Items
The disbursement record must have an Origination ID, which must match an
origination record in the RFMS database. If there’s no match, the disbursement record
will be rejected. It must also have a disbursement reference number. The school can
assign these numbers as it chooses, but the number must be from 01 to 90, and must be
different for each of the student’s disbursements. Schools may find it convenient to
number each student’s first disbursement 01, and then use consecutive numbers for the
following disbursements.
There are two parts to reporting the disbursement amount. If the Accepted Debit/Credit
Indicator field on the disbursement record is set to P (positive), it means the school is
reporting a positive disbursement (money paid to the student). If it’s set to N (negative),
the school is reporting a negative disbursement (money taken from the student, or an
award reduction). On the first disbursement record the school submits for a student, the
Accepted Debit/Credit Indicator field must be P(positive). The school reports the
disbursement amount separately from the indicator. The disbursement amount is
reported as six numbers, with no other characters. Again, the school must report cents
for the disbursement amount but unlike on the origination record, the amount of cents
can be something other than zero.
Special Disbursement Records

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

RECORD ACKNOWLEDGEMENTS
When RFMS receives disbursement records, it edits them to make sure there are no
errors. Then it sends an acknowledgement back to the school. RFMS will send one
acknowledgement record back for each disbursement record or special disbursement
record it received. RFMS will accept the record without corrections, make corrections
to some of the items, or reject the record. RFMS only rejects the record if there are
errors that can’t be corrected. The acknowledgement record has an action code that
shows whether the record was accepted (A), corrected (C), or rejected due to errors (E).
Records sent in duplicate are also rejected.
Page I-5
The record also has error codes that tell why a particular record was corrected or
rejected. When a disbursement record or special disbursement record is accepted or
corrected the acknowledgement record reports back the values on file within RFMS for
each data element on the Disbursement Record. RFMS keeps each data element’s
accepted or corrected value. If a disbursement record was rejected, the
acknowledgement record reports back the values reported by the school for each data
element. RFMS doesn’t keep any data for a record that was rejected due to errors.
When a disbursement record or special disbursement record has been accepted or

corrected, the acknowledgement record has a Year-to-Date disbursement amount for the
student. The school can use this to help reconcile its records for the student with the
Department’s records of what the student has received for the year. If the disbursement
record or special disbursement record was rejected, the Year-to-Date disbursement
amount will be left blank.
RFMS Corrections
On a disbursement record, there aren’t many items that can be corrected. However, the
record layouts explain what corrections will be made on both the disbursement and
special disbursement records. RFMS will check to make sure that the student isn’t
going to receive more than the award amount on the origination record. RFMS also
checks to see if disbursements already made by other schools would cause the student
to receive more than a Scheduled Award. If the disbursement amount reported on the
disbursement record or special disbursement record would cause the student to receive
too much, RFMS will reduce the disbursement amount. A Multiple Reporting record
will also be generated to advise the institution of the possible Potential Overaward
Project (POP) situation.
Reporting Changes
If the origination record acknowledgements and disbursement record
acknowledgements the school has received are accurate and there are no changes to the
students’ awards, the school must simply retain these records in its files. However, if
the information for any student is wrong or changes during the award year, the school
may have to make corrections. The most frequently required changes are to COA,
verification status (to update a “W”—payment without documentation), enrollment
status (term schools), and payment amounts and dates. Other changes occur less
frequently, except in cases of error. For instance, one wouldn’t expect the school’s
academic calendar to change during the award year.
Page I-6
Changes to Origination Record Information
In general, the school only needs to submit an updated origination record if there’s a
change that will increase the award amount. The school has to report increased award
amounts, or else RFMS won’t accept disbursements up to the increased amount. To
update the origination record, the school sends a new record with the same Origination
ID, Original SSN, Name Code, and Attended Campus ID as the previously accepted
origination record. If any of these are different, RFMS will assume the school is
sending in a different origination record instead of updating an existing record. If all
these identifiers match those on a previous origination record, RFMS replaces the data
from the previous record with the data on the new origination record.
Changes to Disbursement Information
To correct payment amounts, it may be necessary to update the origination record

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

In order to reduce potential overpayments, the new RFMS has a new record called a
multiple reporting record (MRR). This record will be used to tell schools when another
school has submitted an origination record or disbursement record on a student for
whom it has submitted records. Schools will be permitted to request these records, but
they will also be sent automatically in some situations. More information on the MRR
process can be found in the July 1999 Action Letter on the IFAP Website
(www.ifap.ed.gov).
Page I-7
Requesting MRRs
Schools can request a number of different types of MRRs. For example, the school can
request information on other schools that have submitted origination records for certain
students, or other schools that have submitted disbursement records. The school can
request information about all students it has sent origination records for, or for
individual students. Or, the school can ask for information on all students for which a
particular school has submitted a record.
Automatic MRRs
MRRs will be generated automatically only for specific situations involving reported
disbursements at two or more schools. The first is if RFMS must reduce or reject a
payment to prevent an overaward. The second is if the student is receiving payments for
concurrent enrollment. Please see “Concurrent Enrollment” section below for a
detailed description of Concurrent Enrollment.
Potential Overaward
If the combination of payments reported would cause the student to receive more than a
Scheduled Award, the last disbursement record (the one that causes the student to
exceed the Scheduled Award) will have its payment amount reduced or rejected. This
prevents the student from receiving an overaward. All the schools involved will receive
an MRR. The school that had its disbursement amount reduced or rejected will receive
an MRR that shows which other schools made payments that prevented RFMS from
accepting its disbursement amount. The other school or schools will receive an MRR
showing that its payments have blocked another school from receiving payments. The
MRR will also have contact information for the other schools, so the financial aid
administrator can contact them to resolve the problem.
Concurrent Enrollment
Because a student can’t receive Pell funds from two schools for the same period of
enrollment, RFMS will provide an MRR as a warning to schools if it looks like the
student may be receiving payments from different schools for the same time period. If
RFMS receives disbursement records for a student where the enrollment dates are
within 30 days of each other, it will generate an MRR for each school.
This MRR will have a record type code of “CE” which shows that it was generated
because of a possible concurrent enrollment. However, RFMS won’t prevent either
payment, because it’s possible that the student’s enrollment at one school might end
before the enrollment at the other begins. Once again, the MRR has contact
information, so that the financial aid administrators can resolve any possible problems.
Note that if both schools involved try to pay the student a full Pell for the year, they will
create a potential overaward situation, and one or more of the subsequent disbursements
will be reduced or blocked.
Page I-8
YEAR-TO-DATE RECORDS
As a replacement for the Student Payment Summary, the new RFMS has Year-to-Date
records. The Year-to-Date file will have origination and disbursement information for
each student, as well as summary information for everything the school submitted.
However, the Year-to-Date data only includes information from those records that were
accepted or corrected. RFMS doesn’t keep any information from rejected records, so
that information isn’t available in the Year-to-Date records. Unlike the Student Payment
Summary, Year-to-Date records aren’t automatically sent to schools; instead, schools
must request Year-to-Date records.
The Year-to-Date origination record for a student will show the origination information
RFMS is using for the student. If RFMS made corrections to the data, the Year-to-Date
record has the corrected information. This record will also have the total amount
disbursed to the student for the year. The Year-to-Date disbursement records for the
student show the accepted data for each disbursement the school reported. Looking at
the Year-to-Date records lets the school see what information the Department has about
its students, which may be different than the information in the school records.
The Year-to-Date summary will show the number of recipients at the school; the
number of origination and disbursement records that were accepted, corrected, or
rejected; and, for a certain number of edit codes, the number of times the school
received that edit code on an acknowledgement. The software the school’s using
should allow it to generate the information it needs for reconciling its records with the
Department’s record. For example, the school may be able to automatically compare its
records to the Year-to-Date record to get a list of students who has differing
disbursement amounts in the two sets of records. You should consult the documentation
for your software for more information on the uses of Year-to-Date data.
Page I-9
Page I-10
1.0 Custom Layouts
PROCESSING PELL GRANT DATA  PROCESSING CYCLES
Pell Grant processing relies on Electronic Data Exchange (EDE). Schools exchange
data with the RFMS routinely. Schools should develop data production and
transmission schedules around the various Pell Grant processing cycles. The major
processing cycles are:
• Origination Record
• Disbursement Record
The Pell Grant program affords schools maximum flexibility in the timing and content
of their transmissions. However, certain rules apply. The RFMS processes school data
via the Title IV WAN daily, in the following order:
1. Origination Records
2. Disbursement Records
3. Special Disbursement Records
Generally, the RFMS retrieves data from the Title IV Wide Area Network (TIV WAN)
three times each day at approximately 8:30 a.m., 1:30 p.m., and 4:30 p.m. (ET).
Depending on required turnaround, the RFMS will return processed data to the TIV
WAN three times per day at 8:00 a.m., 12:00 noon, and 5:00 p.m. (ET).
PELL AUTHORIZATION
RFMS sends an Electronic Statement of Account (ESOA) to schools to notify them of
their initial authorization. As the school reports disbursements to RFMS, RFMS makes
any necessary adjustments to the authorization and notifies GAPS so that funds will be
available to the school. RFMS enables the Department to track a school’s need for
funds as the award year progresses and adjust the school’s authorization on that basis.
The Electronic Statement of Account is a 200-byte fixed-length record. ESOAs are

transmitted by the RFMS to the TIV WAN on the same day they are processed by the
Department. There are no paper SOAs for 1999-2000. ESOAs can be retrieved by your
institution at any time for a six-month period following their placement on the network.
(If they are not retrieved within this six-month period, they are deleted.)
ESOAs are transmitted in batches, called message classes containing a batch header
record, one or multiple ESOAs, and a batch trailer record. Descriptions of the contents
of these records follow later in this section.
Under TIVWAN, records are no longer broken into 80-byte segments; therefore,
reformatting to recombine transmission segments back into 200-byte ESOA records is
no longer necessary.
Note: All references to TIVWAN in this document pertain to both TIVWAN and its
Internet replacement (SAIG)
Page 1-1
Printing the ESOA
The Department of Education specified format for printing ESOAs is provided in

Appendix C: ESOA Print Format and Specifications.
EDExpress checks the ESOA record to ensure that an ESOA for the correct award year
is printed by the correct software. If you develop your own software, you need to
implement the same check.
ORIGINATION RECORDS
The Origination record establishes a student’s eligibility and amount of annual Pell
Grant award in the new RFMS. Origination records are prepared and submitted by
institutions to RFMS. Origination record data is received and edited by RFMS to
ensure that the student is eligible to receive the reported amount of Federal Pell Grant
funds and to establish the student account in the RFMS. After RFMS edits the
origination data, it returns the accepted, corrected, or rejected values for each
origination record in an origination acknowledgment record. The origination
acknowledgment record contains the acceptance status of the record; the accepted or
corrected value for each data item; and comment codes for corrections or rejections. In
a rejected record, all data is sent back as reported by the institution. For accepted
records, the origination acknowledgment record also contains an RFMS calculated
student scheduled award.
Origination records can be updated if needed when the origination acknowledgement

record is received by the institution. Changes to the origination record which result in a
reduction of the award amount may result in RFMS generating negative disbursements.
Origination award amounts are used to verify disbursement requests.
No changes should be made to any record which has not been acknowledged.
Submitting Origination Records

HEADERS AND TRAILERS
An RFMS submission can include one type of data, such as Origination or multiple
types of data such as Origination and Disbursement. To keep the data in order, there is
a system of Headers and Trailers. An example is below:
Page 1-2
Transmission Header
Transmission batch Header “PGOR00IN”
Grant Batch Header “#O”
Origination Record
Grant Batch Trailer
Transmission Batch Trailer
Transmission Batch Header “PGDR00IN”
Grant Batch Header “#D”
Disbursement Record
Grant Batch Trailer
Transmission Batch Trailer
Transmission Trailer
Schools using EDExpress for creating batches and EDConnect to send them simply
batch and export their data as the instructions indicate and all the Headers and Trailers
will automatically be applied when the data is sent to Pell.
Schools using a third party software or a mainframe to process their data can use
EDConnect to send the data. EDConnect will apply the Transmission Header and
Trailer and the Transmission Batch Header(s) and Trailer(s) to the batches. The third
party software or mainframe must create the Grant Batch Header(s) and Trailer(s).
Schools using either a third party software or mainframe to process their data and send
it, must create the Transmission Header and Trailer, the Transmission Batch Header(s)
and Trailer(s), and the Grant Batch Header(s) and Trailer(s).
The software the school uses to prepare origination records should help it enter data in
the correct origination record format. Some fields that can be entered in the origination
record are required, and others are optional. The school will need to make sure the
information is correct in both types of fields of the origination record for that student.
Construction
Institutions must be operational for EDE Electronic Payments Service in order to
submit Federal Pell Grant origination and disbursement data via the TIVWAN. (The
institution/servicer point initiates an origination record batch by transmitting the
following):
1. Grant Batch Header Record
The grant batch header record reports the institution’s identifying code numbers,
output media type, and processing dates.
2. Origination Record
An origination record is included for each student reported in the origination batch. All
fields applicable to the recipient must be completed. No fields may be left blank unless
noted in the record layout.
3. Grant Batch Trailer Record
The grant batch trailer record reports the number of student records included in the
transmission; amount paid to date on this transmission, and total disbursements to date
for all Federal Pell Grant recipients at the institution.
Page 1-3
Grant Batch Editing
When a Grant Batch Header fails batch- The RFMS receives each origination batch from the TIV WAN and performs specific
level edits, the entire origination record batch-level edits. If the submission passes all of these edits, the batch is submitted for
batch is returned to the institution/ Federal Pell Grant program processing. If a grant batch fails any of the batch-level
servicer.
edits, the header record is updated to indicate the reason for rejection and the header
The Grant Batch Header returned and trailer are returned to the submitting institution/servicer for corrective action. None
provides the Batch Reject Reasons. of the transaction data in the rejected batch are forwarded to the program for
processing.
The grant batch reject reasons field, positions 77 - 100 of the grant batch header
record, indicates the specific reject reason(s). Grant Batch Reject Reasons are listed in
Appendix D.
All other fields contain blanks. Likewise, when the RFMS finds a missing grant batch
trailer, the RFMS constructs a grant batch trailer record for the returned batch.
During the edit process, batches are either approved or rejected. For rejected batches,
the grant header and trailer are returned immediately to the institution without the
detail records. The rejected grant header shall have the comment codes to notify the
institution why the batch was rejected. Institutions must resubmit the detail records in
new batches with new batch numbers after the errors are corrected. If the Pell
Reporting Campus ID number in the grant header record is missing or incorrect, the
batch acknowledgment cannot be returned to the school.
The grant batch reject reasons are specific to electronic processing and are different
from the edit/comment codes produced in Federal Pell Grant Program processing.
Grant batch reject reasons indicate errors related to the transmission of origination and
disbursement data between the institution/servicer and the RFMS. The edit/comment
codes, on the other hand, apply to all Federal Pell Grant origination and disbursement
processing. The text associated with each edit/comment code is provided at the end of
this technical reference as Appendix D.
Origination Record Batch Processing

Federal Pell Grant processing creates an origination acknowledgement for every record
sent, minus those transactions that are skipped due to rejected batches. An origination
acknowledgment is returned to the institution/servicer for each student record in
origination record batches received and processed by the Federal Pell Grant Program.
(Origination record batches received and processed exclude rejected origination record
batches.) All questions regarding these reports should be directed to Pell Customer
Service at (1-8004PGRANT).
RFMS transmits origination acknowledgment batches to the network for pick-up by the
institution/servicer. The institution/servicer should receive back an origination
acknowledgment batch for each accepted origination record batch it transmits. Batch
integrity is maintained during processing.
RFMS transmits origination acknowledgement batches to the network the same day
they are processed by the Federal Pell Grant Program. The institution/servicer retrieves
the origination acknowledgment batches following their placement on the network.
Page 1-4
Origination Acknowledgement Records
Origination acknowledgement records contain the data reported by the
institution/servicer on the origination records, Edit/Comment codes, and any
corrections or reject reasons applied during Federal Pell Grant processing of the
origination records.
The institution/servicer must review each origination acknowledgment batch for

corrections applied and for rejects; then correct the data as required. The
institution/servicer corrects origination acknowledgments by transmitting a new
origination record for each student whose data requires changes.
DISBURSEMENT RECORDS (General Description)
Disbursement records are used to report student Pell Grant disbursement data to ED.
They also determine and commit the amount of Federal Pell Grant funding available to
each institution.
As in prior award years, each institution under the advance payment method receives an
initial authorization as start-up funding. For example, if the initial authorization
amount established by the Department is $100,000 and the institution reports
disbursements totaling $101,000, that institution’s authorization will increase by
$1,000. Institutions will receive Electronic Statements of Account (ESOA) for each
adjustment to their authorization, after the disbursements exceed the initial
authorization.
There are two types of disbursement records:
• Regular Disbursement Record – a simple Electronic Data Interchange (EDI)

compliant record. This record is used by advance funded or Just-In-Time Pilot
institutions.
• Special Disbursement Record – a record that includes regular disbursement and

additional payment-period-specific data. This record is used by institutions that
have been placed on the reimbursement payment methods by ED or institutions
that cease to participate in the Federal Pell Grant program sometime during the
award year.
Institutions prepare and submit disbursement records to RFMS for each disbursement
made to a recipient, using EDExpress or their own software. Each student
disbursement record must have a unique reference number. In assigning these numbers,
it is recommended that institutions start with number one (01) for a student and use
consecutive numbers for each additional disbursement transaction submitted to the
Department for that student. (Note that 91-99 are reserved for ED use).
RFMS receives and edits the disbursement record against accepted origination records.
If an origination record match is not found, RFMS rejects the disbursement record. If a
disbursement exceeds the accepted origination record annual award or 100% of the
student’s eligibility across all institutions, RFMS corrects the record by adjusting it
downwards.
Page 1-5
Disbursement Acknowledgement Records
After RFMS processes disbursement records for an institution, it sends the institution a
disbursement acknowledgement. These acknowledgements provide institutions with an
accurate and timely status of their accepted Federal Pell Grant disbursements. With this
information, Institutions can reconcile their disbursement records with the Department.
If disbursement records are submitted with origination records, RFMS processes the
origination records before the disbursement records. If RFMS rejects the origination
record, it will also reject the disbursement record. It is recommended that institutions
send origination records to RFMS early so that records can be edited and problems
resolved before institutions make disbursements to students.
Special Disbursement Acknowledgement Records

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

Data request records are made up of Batch, Multiple Reporting, Statement of Account,
and Year-to-Date data.
Data Request Acknowledgement Records

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

The Institution data record contains changes to the institution’s data.
MULTIPLE REPORTING RECORDS (General Description)
The multiple reporting record (MRR) process is a new function of the RFMS available
after July 1999 for the 1999-2000 processing years.
The multiple reporting record provides information to an institution about a student’s

origination and disbursement status at other institutions and the amount of the
scheduled award disbursed. This new function allows institutions to identify the two
primary types of multiple reporting conditions: concurrent enrollment and eligibility
overaward. MRR’s may be requested at any time by submitting a data request record
An MRR can be system generated automatically by RFMS or requested if a
disbursement record is submitted and the system detects a Potential Overward Project
(POP) condition. POP is a process that prohibits an eligible student from receiving
more than the maximum Federal Pell Grant scheduled award amount when two or more
institutions report disbursements for the same student.
Page 1-6
Multiple Reporting Record Process
Institutions prepare and submit origination records for eligible students to RFMS using
EDExpress or their own software. After an institution receives an Origination
Acknowledgement, it may submit a data request record with a type code of “M” (for
multiple). RFMS receives and edits the MRR data request to verify that the student has
been originated at that institution and that the physical layout of the record is accurate.
If the record passes these edits, RFMS will search the database to identify all other
originations and disbursements submitted by other institutions for the students
requested on the MRR. RFMS returns the data requested or rejects the request. If the
request is rejected, RFMS acknowledges the receipt of the request and identifies the
reason for its rejection. For example:
If a data request record containing correct data is submitted after the institution has
processed origination records, RFMS will accept the record and return an MRR for
every student the institution has originated that has been originated by another
institution.
If an institution submits a data request record but RFMS cannot find originations or
disbursements to return on the MRR, RFMS will produce a rejection indicating there
was no data.
If an institution specifies an MRR type code 2 of “S” (for student) and leaves the
student identifier blank, RFMS will reject the record and produce an acknowledgement
telling the institution the request was incomplete.
Institutions are encouraged to request multiple reporting records prior to requesting

disbursements to reduce the number of problems with POP.
A copy of the edits that RFMS uses to process data request records is included at the
end of this section in Appendix C. To provide additional assistance in submitting data
requests records and the most effort-free process as possible, many of the RFMS edits
have been incorporated into the 1999-2000 EDExpress software.
Requesting Multiple Reporting Records

There are several options available to you when requesting a multiple reporting record.
An institution can submit a data request created in either EDExpress, their own
software, or on the RFMS web page (www.pellgrantsonline.ed.gov). The requesting
institution must submit their data request in any of these platforms with the following
information:
• The attending campus

• Multiple Reporting Request Code 1 - indicates the institution is requesting data
about Originations or Disbursements
O = Send Origination information
D = Send Disbursement information
• Multiple Reporting Request Code 2 - indicates the institution is requesting data for
a selected student, a selected institution or all students
S = Send other institutions for selected student
I = Send students for selected institutions
A = Send all students
• MR Student ID - the Student SSN and Name code is required if a selected student
was indicated in Multiple Reporting Record Code 2, otherwise leave blank.
Page 1-7
• MR Institution Pell ID – The Pell ID for the selected school that was indicated in
Multiple Reporting Record Code 2, otherwise leave blank.
In order to ensure that you receive the data that you are requesting caution should be
used when building your request.
Most institutions will be requesting the Multiple Reporting Request Code 1–D and
Multiple Reporting Request Code 2–A. This will provide a listing of all of the
institution’s students who have received funding from any other institution in the
current award year.
A request for Multiple Reporting Request Code 1–O and Multiple Reporting Request
Code 2-A will result in a tremendous amount of data and is not recommended. This
request will provide a listing of all of the institution’s students who were originated at
any other institution in the current year. A student may send their FAFSA to as many as
six institutions and all six institutions may send an origination record and this would be
multiplied by the number of students at the requesting institution.
The following are the guidelines for which combination of Multiple Reporting Request
Code 1 and Multiple Reporting Request Code 2 to use:
O +A Originated students for all institutions

O+S Selected originated students
O+I Originated students for selected institutions
D +A Disbursed students for all institutions
D+S Selected disbursed students
D+I Disbursed students for selected institutions
Types of Multiple Reporting Records Produced by RFMS

The two primary types of multiple reporting conditions that RFMS will identify are
concurrent enrollment and eligibility overaward. In the case of concurrent enrollment,
RFMS automatically generates and sends each institution an MRR with a type code of
"CE". In the case of eligibility overaward, RFMS sends the blocking institution an
MRR with a type code of "PB" and the blocked institution an MRR with a type code of
"PR". Because concurrent enrollment and eligibility overaward can occur
simultaneously, RFMS produces combination codes of "RC" to the blocked institution
and "BC" to the blocking institution.
POTENTIAL OVERAWARD PROJECT (POP)
When Institutions submit a disbursement request, RFMS searches the database to

determine if another institution has submitted a disbursement for the same student. If
RFMS finds another disbursement, the system checks the enrollment date reported by
that institution and calculates the total amount of the scheduled award disbursed. If the
enrollment date at the other institution is within 30 days of the enrollment date the
requesting institution has reported, or if the total Pell Grant award disbursed plus the
disbursement being requested exceeds the student’s scheduled award, RFMS produces a
MRR for both institutions and, if necessary, reduces the amount of disbursement.
Using the past PGRFMS, many POP situations resulted from institutions reporting
remaining amounts to be paid later in the award year to students, and POP conditions
were reported to institutions weekly through a paper process.
Page 1-8
Using the new RFMS, Institutions submit disbursement records only when they
disburse funds to students and POP conditions are reported daily through the media the
institution participates in—electronic or magnetic tape. Institutions now have the
capability to identify possible POP problems before they disburse funds by requesting
an MRR. If institutions do not identify POP situations before disbursing funds to
students, RFMS automatically sends MRRs to the disbursing institution and the other
institution(s) when it processes overaward disbursement records.
Page 1-9
IMPORTING DATA TO POPULATE DATABASES
If you use other computer platforms or software to handle your student data, you may
import that data into the ED-sponsored Pell Payment PC Software databases. This
eliminates manual entry of the origination record from an Institutional Student
Information Record (ISIR), or from another source document. You may then use
Payment Entry to add or change data fields, or to select the record for inclusion in your
next batch. Records you import from an external system must meet the specifications
provided in the Origination Add (External), Disbursement Add (External), and Eligible
Applicant (External) Record Descriptions at the end of this section.
(Note: CPS no longer provides ISIR data on tape to institutions (i.e., applicant file data
tapes). In addition, there is no external-add feature for applicant data in the 1999-2000
Pell Payment Module of the EDExpress for Windows software. The software imports
only eligible applicant data from the EDconnect database within the PC.)
ELECTRONIC REQUESTS FOR RFMS DATA BATCHES
To assist schools in maintaining their student information within the EDExpress

software data bases, the Department makes available: 1) replacements for individual
acknowledgement batches, and 2) a complete file of origination and disbursement data
records processed year-to-date by the RFMS. You may send a request for this data
electronically, via a feature in the EDExpress software. The request is built and sent to
the TIV WAN by the software. The screens showing this feature will lead you through
the process. The RFMS picks up the request, validates the request, then builds and
sends the requested data back to the requesting institution/servicer through the TIV
WAN. [Note: You may continue to use current methods of calling the Pell Customer
Service, or submitting a letter to request the data.]
To help schools reconcile their databases with the RFMS master files, Year-to-Date
(YTD) data is available electronically. The EDExpress software compares each
student’s RFMS record against the corresponding record in your database and alerts you
of any differences. ED discontinued sending SPSs on paper and/or tape to institutions
automatically with the beginning of the 1998-99 processing year. Instead, YTDs are
provided in the media that the institution requests when they submit their requests.
[Please Note: As of the 1999-2000 award year, all schools should be able to transmit
electronically]
You may utilize the RFMS Web page at www.pellgrantsonline.ed.gov or refer to the
RFMS Record Layouts beginning on page 1-11 to populate the data request record for
submission to TIV WAN.
Page 1-10
1999-2000 RFMS RECORD LAYOUTS
The remainder of this section includes the following: 1999-2000 RFMS Record
Layouts:
 Receiving and Processing ESOAs
 ESOA Record Description (Summary)

 ESOA Record Description (Detail)
 Printing the ESOA
 Print Format
 ESOA Printing Guidelines
 Creating an Origination Record
 Grant Batch Header Record Description

 Origination Record Description
 Institution Data Record Description
 Grant Batch Trailer Record Description
 Batch Reject Reasons
 Origination Record Batch Errors Description
 Receiving an Acknowledgement
 Origination Acknowledgement Record Description (For All Other Origination

Record Input)
 Institution Acknowledgement Record Description
 Importing Data to Populate Databases
 Origination (External) Record Description

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

 Multiple Reporting Record Description
 YTD Record (Disbursement) Description
 YTD Record (Summary) Description
 Other Record Descriptions
 TIV WAN Transmission Header Record Description

 TIV WAN Transmission Batch Header Record Description
 TIV WAN Transmission Batch Trailer Record
 Disbursement Record Description
 Disbursement Acknowledgment Record Description
 Special Disbursement Record Description
 Special Disbursement Acknowledgement Record Description
Page 1-11
1999-2000 RFMS RECORD
LAYOUTS
Page 1-12
Page 1-13
Receiving ESOAs
What's included:
ESOA Record Description - Summary
ESOA Record - Detail
Page 1-14
Page 1-15
1999-2000 RFMS Record Layouts
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY
Field Positions Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
First Last of bytes)
1 1 1 A Output Record Indicator Indicates the record is Constant “S” – Summary level
summary or detail. 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 Valid DUNS number.
Scheme (DUNS) number Format: 999999999BB
assigned to the reporting Where 999999999 is a unique
institution. number and BB are BLANKs.
19 29 11 A/N Output Payee DUNS Number Data Universal Numbering Valid DUNS number.
assigned to the Payee Where 999999999 is a unique
institution. number and BB are BLANKs.
30 45 16 A/N Output GAPS Award Number Used to identify a unique Valid GAPS Award number.
funding for an institution. Format: PO63P CCYYMMDD
Comprised of the following Where
fields: “P” – constant for PO Indicator
PO Indicator “063” – constant for CFDA
CFDA Number Number
CFDA Subprogram ID “P”/”J”/”R” – constant for CFDA
Subprogram Fiscal Year Subprog ID where “P” indicates
Award ID advance funded and “J” indicates
Just-In-Time and “R” indicates
Cash Monitoring or
Reimbursement for an advanced
funded institution.
“ “ 3 spaces constant
CCYY – 1st Year in award year
XXXX – unique value for each
funded institution
46 50 5 N Output Accounting Schedule Number Sequence number assigned by Range: 00000-99999
RFMS to track Accounting
schedules.
51 58 8 D Output Accounting Schedule Date Provided by RFMS. Valid Date.

Date of current accounting
schedule.
Page 1-16
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY (Con’t.)
59 69 11 A/N Output Previous Obligation Amount Provided by RFMS. Amount Dollars and cents. Use leading
of institutions previous zeros; do not include the $ sign
obligation balance. or decimal point.
Range:
00000000000 - 99999999999
70 80 11 A/N Output Total Obligation Adjustment Provided by RFMS. Total of Dollars and cents. Use leading
Amount all adjustments to obligations zeros; do not include the $ sign
for the GAPS Award Number. or decimal point.
Range::
00000000000 – 99999999999
81 91 11 A/N Output Current Obligation Amount Provided by RFMS. Amount Dollars and cents. Use leading
of institution’s current zeros; do not include the $ sign
obligation balance. or decimal point.
Range:
00000000000 – 99999999999
92 102 11 A/N Output Previous Payment Amount Provided by RFMS. Dollars and cents. Using leading Will always be blank for institutions
Amount of institution’s zeros; do not include the $ sign on Advance Funding for the entire
previous payment balance. or decimal point. award year.
Not applicable for Advance Range:
Funding Institutions. 00000000000 –99999999999
or Blank.
103 113 11 A/N Output Total Payment Adjustment Provided by RFMS. Total of Dollars and cents. Use leading Will always be blank for institutions
Amount all adjustments to payment for zeros; do not include the $ sign on Advance Funding for the entire
the GAPS Award Number. Not or decimal point. award year.
applicable for Advance Range:
Funding Institutions. 00000000000 – 99999999999 or
Blank.
114 124 11 A/N Output Current Payment Amount Provided by RFMS. Amount Dollars and cents. Use leading Will always be blank for institutions
of Institutions current payment zeros; do not include the $ sign on Advance Funding for the entire
balance. or decimal point. award year.
Not applicable for Advance Range:
Funding Institutions. 00000000000 –99999999999 or
Blank.
125 131 7 A/N Output YTD Total Unduplicated Provided by RFMS. Year to Range:
Recipients date number of unduplicated 000000000 –999999999 or
recipients for institution. Blank.
Page 1-17
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – SUMMARY (Con’t.)
132 142 11 A/N Output YTD Accepted Disbursement Provided by RFMS. YTD Dollars and cents. Use leading
Amount Total of disbursements zeros; do not include the $ sign
accepted by RFMS. or decimal point.
Range: 00000000000 –
99999999999 or Blank
143 153 11 A/N Output YTD Posted Disbursement Provided by RFMS. YTD Dollars and cents. Use leading
Amount Total of disbursements posted zeros; do not include the $ sign
to RFMS. or decimal point.
Range: 00000000000 –
99999999999 or Blank.
154 164 11 A/N Output YTD Administrative Cost Provided by RFMS. YTD Dollars and cents. Use leading
Allowance amount of ACA paid to the zeros; do not include the $ sign
institution. or decimal point.
Range: 00000000000 –
99999999999 or Blank.
165 177 13 N Output GAPS Expenditure Amount Provided by EDCAPS. Dollars and cents. Use leading
Current expenditure amount in zeros; do not include the $ sign
GAPS. or decimal point.
Range: 0000000000000 –
99999999999999 or Blank
178 185 8 D Output Date of Last Activity in GAPS Provided by EDCAPS. The Valid date.
date GAPS last posted a
transaction for the GAPS
Award number.
186 198 13 N Output Payment Control Number Provided by EDCAPS. The Valid Payment Control Number.
reference number for the last
payment sent to the institution.
199 200 2 A Unused Reserved for future expansion Reserved for future expansion. Spaces.
200 Total Record Length
Page 1-18
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – DETAIL
Field Positions Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
First Last bytes)
1 1 1 A Output Record Indicator Indicates the record is summary Constant “D” – Detailed
or detail. institution activity.
2 7 6 N Output Reporting Campus Pell- Pell-ID of reporting campus. Valid Pell-ID.
ID
8 18 11 A/N Output Grantee DUNS Number Data Universal Numbering Valid DUNS number.
assigned to the reporting where 999999999 is a
institution. unique number and BB are
blanks.
19 29 11 A/N Output Payee DUNS Number Data Universal Numbering Valid DUNS Number.
assigned to the Payee Where 999999999 is a
blanks.
30 45 16 A/N Output GAPS Award Number Used to identify a unique Valid GAPS Award Number
funding for an institution. Format: P063P
Comprised of the following CCYYXXXX
fields: Where
PO Indicator “P” – constant for PO
CFDA Number Indicator
CFDA Subprogram Id “063” – constant for CFDA
Subprogram Fiscal year Number
Award Id P – Advance Funded
J – Just In Time
Q – ACA
R – Reimbursement
“ “ – 3 Spaces
CCYY-1st Year in award
year
XXXX-unique value for
each funded institution
46 53 8 D Output Adjustment Report Date Provided by RFMS. Date of Valid Date.
adjustment batch reported to ED
CAPS.
54 54 1 A Yes Debit/Credit Indicator Indicates if the Adjustment P: positive
Flag Amount is positive or negative. N: negative
Page 1-19
ELECTRONIC STATEMENT OF ACCOUNT (ESOA) RECORD – DETAIL (Con’t.)
First Last bytes)
55 65 11 A/N Output Adjustment Amount Provided by RFMS. Amount of Dollars and cents. Use
institution’s adjustment batch. leading zeros; do not
include the $ sign or
decimal point. Range:
00000000000 –
99999999999
66 73 8 D Output Adjustment Process Date Provided by ED CAPS. The Valid date.
date GAPS processed
adjustment batch.
74 99 26 A/N Output Adjustment Batch Batch Number which generated Format:
Number the adjustment. CCYYXX999999CCYYM
MDDHHMMSS
Where:
XX – batch type code
(alpha)
CCYY – last year in cycle:
‘2000’
999999 – Reporting Pell ID
CCYYMMDD – date batch
created
HHMMSS – time batch
created
100 119 20 A Output Adjustment Description Literal to describe the type of Constants to follow from
batch. IFMD
120 200 81 A Unused Reserved for future Reserved for future expansion. Spaces.
expansion.
Page 1-20
Electronic Data Exchange, Electronic Payment (Pell), Technical Reference (1999-2000) January 26, 2000
Page 1-21
Printing the ESOA
What's included:
ESOA Print Format
Page 1-22
Page 1-23
EDE Technical Reference
1999-2000 ESOA Print Format
U.S. DEPARTMENT OF EDUCATION

OFFICE OF POSTSECONDARY EDUCATION
STUDENT FINANCIAL ASSISTANCE PROGRAMS
1999-2000 AWARD YEAR

FEDERAL PELL GRANT PROGRAM
ELECTRONIC STATEMENT OF ACCOUNT
PELL INSTITUTION NO. 999999

INSTITUTION NAME XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
STATE XX
GRANTEE DUNS NUMBER XXXXXXXXXXX
PAYEE DUNS NUMBER XXXXXXXXXXX
GAPS AWARD NUMBER XXXXXXXXXXX
Accounting Schedule 999

Accounting Schedule Date MM/DD/CCYY
A. Previous Pell Grant Obligation $999,999,999.99

Current Pell Grant Obligation $999,999,999.99
Adjustment (Increase+ or Decrease-) $099,999,999.99*
B. Previous Pell Grant Amount $999,999,999.99

Current Pell Grant Amount $999,999,999.99
GAPS Expenditures Amount $999,999,999.99

Date of Last Activity in GAPS MM/DD/CCYY
YTD Total Unduplicated Recipients $999,999

YTD Accepted Disbursement Amount $999,999,999.99
YTD Posted Disbursement Amount $999,999,999.99
As of Batch ID XXCCYY12345619990101123000
SECTION A VALUES APPLICABLE ONLY FOR ADVANCED FUNDING INSTITUTIONS.

SECTION B VALUES APPLICABLE ONLY FOR JUST-IN-TIME FUNDED INSTITUTIONS.
Page 1-24
Page 1-25
Creating an Origination Record
What's included:
Grant Batch Header Record Description
Origination Record Description
Grant Batch Trailer Record Description
Page 1-26
Page 1-27
GRANT BATCH HEADER RECORD
1 10 10 A Yes Header Identifier Identify Header record in file. Constant: ‘GRANT HDR’ Missing Batch Header – Reject Batch
Left Justified
11 14 4 N Yes Data Record Length Length of data records included in Must be numeric: 0001 - If not equal to length for Message
this batch. 9999 Class, then Reject Batch.
15 40 26 A Yes Batch Number Number generated by the institution Format: Valid Batch Type codes:
to uniquely identify a specific batch XXCCYY999999CCYYMM #A - Statement of Account
of records. DDHHMMSS #D – Disbursements
#E – Batch Errors
Where: #G – System Generated
XX- batch type code (alpha) #I – Institution Data
CCYY – last year in cycle #M – Multiple Reporting
‘2000’ #O – Originations
999999 – Reporting PELL ID #P – ED PDF Letters
CCYYMMDD – date batch #R – Data Request
created #S – Special Disbursements
HHMMSS – time batch #T – ASCII Text
created #Y – Year-to-Date
If duplicate Batch No., then Reject
Batch.
If batch type does not agree with
Message Class type, then reject
batch.
If #O, #R, or #I batch and received
before system startup, then reject
batch.
If #D or #S and received more than N
days prior to Award Year Start, then
reject batch.
If #D and required to send SP Disb.,
then reject batch.
If Batch Award Year does not agree
with Message Class award year, then
reject.
If Reporting Pell ID is ineligible,
then send warning message.
If Reporting Pell ID is a branch
campus or has Central Funding, then
reject batch.
If date batch created is > system date,
then reject batch.
Page 1-28
GRANT BATCH HEADER RECORD (Con’t.)
41 51 11 A/N No Grantee DUNS Number Data Universal Numbering Valid DUNS number. If not blank and not equal to DUNS
Scheme (DUNS) number assigned Format: 999999999BB associated with Pell ID, then reject
to the reporting institution. Where 999999999 is a unique batch.
number and BB are
BLANKs.
52 62 11 A/N No Financial Aid Servicer Valid DUNS Number or Pell Grant Valid DUNS number. Need decision of DUNS or Pell Grant
DUNS or Pell Assigned Program assigned identifier Format: 999999999BB Program assigned.
Number otherwise, leave BLANK. Where 999999999 is a unique
number and BB are
BLANKs, OR Pell Grant
Program Assigned two digit
number right justified, zero
filled OR BLANK.
63 63 1 A No Output Media Type MAGNETIC TAPE USE ONLY. C= Send output by Cartridge EDExpress ignores.
Code for type of tape to use when R= Send output by Reel
sending output data. Blank = Send output on same
media as input records were
received.
64 68 5 A/N Yes ED Use ED Use Only – do not use Spaces. EDExpress PC software version
number.
69 76 8 N Output RFMS Process Date Date RFMS processed the Format: CCYYMMDD Completed by RFMS as a result of
corresponding batch processing the batch.
Page 1-29
GRANT BATCH HEADER RECORD (Con’t.)
77 100 24 N Output Batch Reject Reasons List of up to eight three-digit batch Reject Reasons format: Completed by RFMS as a result of
reject reason codes which occurred 000-999 Batch editing.
during initial editing of the batch.
Only reject reason codes hit will Position 77-79: 1st reject
display in this field. Otherwise, this reason code
space will be zero filled. Position 80-82: 2nd
reject reason code
Position 83-85: 3rd
reject reason code
Position 86-88: 4th reject
reason code
reason code
reason code
reason code
Position 98-100: 8th
reject reason code
XX A Unused Filler Filler will be added if necessary to Spaces.
make the header record the same
length as the detail records which
follow.
>100 Total Record Length
Page 1-30
ORIGINATION RECORD DESCRIPTION
1 23 23 A/N Yes Origination ID Unique number used to identify an Format: Identifier
origination. 999999999XX200099999900 If Origination ID matches on RFMS
Where: SSN – 001010001- Database, then Compare all fields.
999999999 If all fields match, then return as a
Name Code – XX duplicate.
Year Indicator – 2000 Else Origination is a change
Valid Attending PELL ID Else Origination is new
Orig Sequence Number – 00
24 32 9 N Yes Original SSN Student’s SSN from original 001010001 Identifier

FASFA 999999999
33 34 2 A Yes Original Name Code Student’s name code from original Uppercase A to Z: .(period); Identifier
FAFSA ‘(apostrophe); If SSN & Name Code do not match
-(dash); value in Origination ID, then reject
Blank: no last name the record
35 40 6 N Yes Attending Campus PELL-ID of attending campus. Valid PELL-ID Identifier

PELL-ID Change creates new origination Change creates new origination
record. Institution must change record.
award amounts for student at If Attending Pell ID does not match
original attended campus as value in Origination ID, then reject
necessary. the record
If Attending Campus is not equal to
Reporting Campus, then reject
If Attending Pell ID is not a branch of
the Reporting Pell ID or Central
Funded, then reject
41 45 5 A/N Yes ED Use Reserved for future use. Spaces
46 58 13 A No Institution Cross- This field can contain any cross Institution Defined Data for this field will not be
Reference reference information useful to the included in the record from
institution to identify student EDExpress
records internally.
Page 1-31
ORIGINATION RECORD (Con’t.)
First Last bytes)
59 59 1 A No Action Code Code to indicate action to be Will always be BLANK No Editing
taken.
60 60 1 N No No. of Payment Periods Number of terms or payment 1 – 9 or BLANK If not in range

in Student’s school year periods in student’s school year. If Academic Calendar = 1, then set to 2
For schools required to submit If Academic Calendar = 2:
special disbursements, reporting (Check Payment Methodology)
must have a valid value. If PM > 2, then set to 3
If PM = 1 or 2, then set to 2
If Academic Calendar = 3, then set to 2
61 67 7 N Yes Award Amount for entire Amount of award for student’s Dollars and cents. Use Cannot exceed Total Payment Ceiling
school year entire school year. Increases are leading zeros; do not – award validation performed. Any
required to be submitted to RFMS. include the $ sign or change to origination data requires the
decimal point. Award Amount to be validated.
Range: 0000000 to AWARD
AMOUNT MAX (0312500) For 99-00, Maximum Award = 03125
68 75 8 N Yes Estimated Disbursement Date 1st disbursement to student is CCYYMMDD: If Date not within range, then set
Date #1 estimated to be made. Range: N days prior to approved value to system date.
DISBURSEMENT START
DATE (19990701) to
DISBURSEMENT END
DATE (20050930)
Page 1-32
Field Positions Length (# Type Require Field Name Description Valid Values Processing Notes/Edits
First Last of bytes) d
76 83 8 N No Estimated Disbursement Date Date 2nd disbursement to student CCYYMMDD: If Date not within range, then set
#2 is estimated to be made. Range: [see field position 68 approved value to spaces.
in this record] or BLANK
84 91 8 N No Estimated Disbursement Date Date 3rd disbursement to student CCYYMMDD: See Estimated Disbursement Date #2
#3 is estimated to be made. Range: [see field position 68
92 99 8 N No Estimated Disbursement Date Date 4th disbursement to student CCYYMMDD: Range: [see See Estimated Disbursement Date #2
#4 is estimated to be made. field position 68 in this
record] or BLANK
100 107 8 N No Estimated Disbursement Date Date 5th disbursement to student CCYYMMDD: Range [see See Estimated Disbursement Date #2
record] or BLANK
record] or BLANK
116 123 8 N No Estimated Disbursement Date Date 7th disbursement to student CCYYMMDD: Range: [see See Estimated Disbursement Date #2
record] or BLANK
record] or BLANK
132 139 8 N No Estimated Disbursement Date Date 9th disbursement to student CCYYMMDD: Range [ see See Estimated Disbursement Date #2
record] or BLANK
Page 1-33
Field Positions Length Type Required Field Name Description Valid Values Processing Notes/Edits
First Last (# of
bytes)
140 147 8 N No Estimated Disbursement Date Date 10th disbursement to student CCYYMMDD: Range [see See Estimated Disbursement Date
#10 is estimated to be made. field position 68 in this #2
record] or BLANK
record] or BLANK
record] or BLANK
#13 is estmiated to be made. field position 68 in this #2
record] or BLANK
record] or BLANK
record] or BLANK
188 195 8 D Yes Enrollment Date First date that the student was CCYYMMDD: Range: If blank or invalid, then set
enrolled in an eligible program for 19990101 - 20000630 approved value to previous value or
the designated school year. If the date reported Batch Number in
student enrolled in a crossover Grant Header record.
payment period before the first day
of the Pell award year (July 1), but
which will be paid from 1999-
2000 funds, report the actual start
date of the student’s classes for
that payment period.
196 196 1 A No Low Tuition and Fees Code Flag to identify tuition ranges Value Tuition Range If invalid, then set approved value
when the annual tuition is less than 1 0 to previous value or BLANK.
$213. 2 1 - 106
3 107-212 or BLANK:
low tuition does not apply
Page 1-34
Field Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
Positions of bytes)
First Last
197 197 1 A Yes Verification Status Code Status of verification of applicant data A: Accurate; Only one disbursement for an amount
by the school. C: Calculated; less than or equal to ½ of the
N: Not Selected; Origination Award amount can be
R: Reprocessed; accepted while status = W. These
S: Selected, not verified; disbursements will be reversed in the
T: Tolerance; second August of the Award Cycle if
W: Without the status remains W.
Documentation
If blank or invalid, then
If selected by CPS, then set approved
value to previous value or “S/W?”
ELSE set approved value to “N”.
198 198 1 A No Incarcerated Federal Pell Code to indicate the student’s BLANK: Not incarcerated If invalid, then set approved value to
Recipient Code incarcerated status for students Y: Yes, the student is previous value or BLANK.
incarcerated in local penal institutions, incarcerated in a local
but are otherwise eligible to receive institution, but is otherwise
Federal Pell Grants. eligible
N: No, if student previously
reported as incarcerated, but
is not or is no longer
incarcerated
199 200 2 N Yes Transaction Number Transaction Number from eligible Must be numeric: 01 - 99 If BLANK or NO Match with eligible
SAR used to calculate award app. Data, then reject record. Return
last value reported on
acknowledgment.
201 205 5 N Yes Expected Family Must equal the student’s Expected Range: 00000 If BLANK or NO Match with eligible
Contribution (EFC) Family Contribution from the ISIR or EFC MAXIMUM (02925) app data, then reject record. Return
SAR. last value reported on
acknowledgment.
Page 1-35
206 206 1 N No Secondary Expected Family Code indicating which EFC value O= Federal Pell Grant If invalid, then set approved value to
Contribution is used to determine award amount award previously based on previous value or BLANK. If NO
the secondary EFC and Match with eligible app data, then
reported to the Federal Pell reject record. Return last value
Grant program; student’s reported on acknowledgment.
award now based on the
original EFC.
S=Federal Pell Grant award
based on the secondary
EFC, as calculated by the
CPS. Or BLANK if
Secondary EFC not used.
207 207 1 N Yes Academic Calendar Calendar which applies to this 1= Credit Hours- non The academic calendar dictates which
student’s educational program. standard terms. Payment Methodology can be
Must be valid or system accepted 2=Credit Hours – standard accepted. Used in award amount
to process record. terms of quarters; validation.
3= Credit Hours – standard
terms of semesters; The following changes in Academic
4= Credit Hours – standard Calendar indicate need to change
terms of trimesters; Payment Methodology.
5= Clock hours; From To
6= Credit Hours without 1 to 2, 3, 4, or 5
terms 2, 3, or 4 to 1 or 5
5 to 2, 3, 4, or 6
6 to 1 or 5
If AC invalid or BLANK, then set
accepted value to previous value or
If Attending Pell ID default AC
populated, then set accepted value to
default.
ELSE If Reporting Pell ID default

AC populated, then set accepted
value to default.
ELSE If Payment Methodology = 4,

then set accepted value to “5”
ELSE set accepted value to “3”.
Page 1-36
First Last bytes)
208 208 1 N Yes Payment Methodology Formula used to calculate the 1= Credit hour with The Payment Methodology dictates
student’s Federal Pell Grant Award. standard terms in which Fall the data required for Enrollment
through Spring terms equal status, Weeks of instructional time,
or exceed 30 weeks, or Weeks of instructional time in
have been granted waiver academic year, Credit/Clock Hours
(AC: 2, 3, or 4) expected to complete, Credit/Clock
2= Credit hour with Hours in academic year.
standard terms in which Fall
through Spring terms are Used in award amount validation.
less than 30 weeks not Academic Calendar and Payment
granted waiver. (AC: 2, 3, Methodology must be logically
or 4) consistent.
3= Credit hour with
standard or non-standard PM AC
terms (AC:1, 2, 3, or 4) 2, 3, or 4
4= Clock hour or Credit 2, 3, or 4
hour without terms (AC: 5, 1, 2, 3, or 4
or 6) 5 or 6
5= Programs of study by 1, 2, 3, 4, 5 or 6
correspondence (AC: 1, 2,
3, or 4 denotes Formula 5B If invalid or BLANK, then set
AC: 5 & 6 denotes Formula accepted value to previous value or
5A) “3”
209 215 7 N Yes Cost of Attendance Must equal COA calculated by the Dollars and cents. Use Used in award amount validation.
institution following the Federal leading zeros; do not If invalid or BLANK, then set
Pell Grant Payment regulations. include the $ sign or accepted value to previous value or
decimal point. “9999999”.
Range: 0000000 – 9999999.
Page 1-37
216 216 1 A Payment Enrollment Status This student’s expected enrollment Blank (AC: 5 or 6) Used in award amount validation.
Methodology 1, status for the entire award year. The 1: Full-time (AC: 1, 2, 3, BLANK only if Payment
2, 3, 5 Enrollment Status 5 “Other” is used or 4 and Payment Methodology is either Formula 4 or
when the student’s enrollment is Methodology not equal to Formula 5 and Academic Calendar is
“mixed” or student attends more 5) 6.
than number of terms in a full 2: ¾ time (AC: 1, 2, 3, or 4 If PM does not equal 4: or if PM does
academic year. Valid Values depend and Payment Methodology not equal 5 and AC equals 6 and
upon Academic Calendar and not equal to 5) invalid or BLANK, then set accepted
Payment Methodology fields. 3: ½ time (AC: 1, 2, 3, or value to previous value or “1”.
4) ELSE if invalid, set accepted value to
4: Less than ½ time (AC: BLANK.
1, 2, 3, or 4) If AC: 1, 2, 3, or 4 and Payment
5: Other (AC: 1, 2, 3, or 4 Methodology is 5 and Enrollment
and Payment Methodology Status is reported as either Blank or a
not equal to 5) value other than 3 or 4, we must set
the value equal to 3 and we must
have a warning comment (W) go to
the institution that says: Enrollment
Status may never exceed half time
when using Payment Methodology 5.
217 218 2 A Payment Weeks of Instructional Total Number of weeks of Blank (Payment Must be BLANK when using
Methodology 2, Time Used to Calculate instructional time provided by this Methodology 1) Payment Methodology 1.
3, 4, 5 Payment student’s Program of Study during a
full academic year. Valid Values 00-78 (Payment If invalid or out of range, then
depend upon Payment Methodology Methodology 2, 3, 4, or 5) accepted value equal to previous
and Academic Calendar fields. value or equal to Weeks for Academic
Must be completed when Payment If PM = 2, Must < 30 Year.
Methodologies 2, 3, 4, or 5 are If PM = 3, Must be Valid If supplied and not needed for
used. Range payment methodology, ignore.
PM2: Weeks of instructional time If PM = 4, Must be Valid Used in award amount validation.
provided by this student’s Program Range
of Study Fall through Spring terms. If PM = 5, Must be Valid See Payment Methodology for AC
PM3 & PM5B: Weeks of Range information that determines if the PM
instructional time provided by this is 5B or 5A.
student’s Program of Study in all
terms required in a regular full
academic year. PM4 & PM5A:
Weeks of instructional time
provided by this student’s Program
of Study in a full academic year.
Page 1-38
219 220 2 A Payment Weeks of Inst. Time in The total number of weeks of BLANK (AC:1) Can be blank when using Payment
Methodology Program’s Definition of instructional time in the institution’s 30 – 78 (May never be less Methodology 1. Can never be less
2, 3, 4, 5 Academic Year definition of a full academic year for than the number provided in than a previous field.
this student’s Program of Study. positions 217-218 Weeks of If invalid or BLANK, then set
instructional time used to accepted value to previous value or
calculate payment field of If Attending Pell ID default Weeks
Origination record. populated, then set accepted value
If > 78 set to 30 to default.
Weeks populated, then set accepted
value to default.
If supplied and not needed for
payment methodology, ignore.
Used in award amount validation.
221 224 4 A Payment Cr/Clock Hours in all Total number of credit/clock hours BLANK (Unless Payment Can be BLANK when using
Methodology Pay Periods expected to institution expects this student to Methodology 5 and AC 6, or Payment Methodologies 1, 2, 3, &
4, 5 Comp. this school year complete and be paid for during the Payment Methodology 4) or 5.
current Federal Pell Grant award year. Ranges: If invalid or out of range, then
Valid values depend upon Payment 0000-3120 AC=Clock Hour accepted value equal to previous
Methodology and Academic Calendar. (5) value or equal to Cr/Clock Hrs for
0000-0100 AC=Credit Academic Year.
Hours without terms (6) If supplied and not needed for
Can never be blank if PM = 5 and
AC = 6.
Page 1-39
225 228 4 A Payment Cr/Clock hrs in Total number of credit or clock hours in BLANK (Unless Payment Can be BLANK when using
Methodology program’s definition of the institution’s definition of a full Methodology 5 and AC 6, or Payment Methodologies 1, 2, 3,
4, 5 academic year academic year for this student’s Payment Methodology 4) or and 5.
Program of Study. ranges: If invalid or BLANK, then set
0900-3120 Academic accepted value to previous value or
calendar 5 If Attending Pell ID default Hours
0024-0100 Academic populated, then set accepted value
calendar 6 to default.
ELSE set accepted value to 900 if
Academic Calendar =5 or set
accepted value to 24 if Academic
Calendar =6
If supplied and not needed for
Can never be less than previous
field.
229 250 22 A Unused Reserved for expansion Reserved for expansion. Leave BLANK.
NOTE: A change to an Origination Record is supplied in this same format. Changes apply to the entire award period.
Page 1-40
GRANT BATCH TRAILER RECORD
1 10 10 A Yes Trailer Identifier Identify Trailer Record in file. Constant: ‘GRANT TLR’ Missing Batch Trailer – Reject Batch
No Detail Records – Reject Batch
11 14 4 N Yes Data Record Length Length of data records included in Must be numeric: 0001- If not equal to Data Record Length on
this batch 9999 Header, then reject Batch.
15 40 26 A Yes Batch Number Number generated by the Format: If not equal to Batch Number on
institution to uniquely identify a XXCCYY999999CCYYM Header, then reject Batch.
specific batch of records. MDDHHMMSS
Where:
XX-batch type code (alpha)
‘2000’
999999 – Reporting PELL
ID
CCYYMMDD-date batch
created
created
41 46 6 N Yes Reported Number of Number of data records included Must be numeric: 000000 – If not equal to count of detail records
Records in the batch 999999 in batch, then return warning message.
47 57 11 N Yes Reported Total of Batch Total Origination Award Amount Dollars and cents. Use If not equal to total of detail records in
or Disbursement amount reported leading zeros; do not batch, then return warning message.
on Origination, Disbursement, or include the $ sign or
Special Disbursement batches. decimal point.
00000000000 –
99999999999
Page 1-41
GRANT BATCH TRAILER RECORD (Con’t.)
Field Length (# Type Required Field Name Description Valid Values Processing Notes/Edits
Positions of bytes)
First Last
58 58 1 A Yes Reported Total Sign Positive or negative sign for total ‘P’ – Positive
Indicator amount reported. ‘N’ – Negative
59 64 6 N Output Accepted and Corrected RFMS USE ONLY – Number of data 000000 – 999999
Number of Records records accepted and corrected by
RFMS.
65 75 11 N Output Accepted and Corrected RFMS USE ONLY- Total Award or Dollars and cents. Use
Total of Batch Disbursement amount accepted and leading zeros; do not
corrected on batch. include the $ sign or
decimal point.
00000000000 –
99999999999
76 76 1 A Output Accepted and Corrected RFMS USE ONLY – Positive or ‘P’ – Positive
Total Sign Indicator negative sign for total amount ‘N’ – Negative
accepted.
77 100 24 A Unused Reserved for future Reserved for future expansion. Spaces
expansion.
XX A Unused Filler Filler will be added if necessary to Spaces

make the trailer record the same length
as the detail records.
Page 1-42
Page 1-43
Batch Reject Reasons
What's included:
Origination Record Batch Reject Reasons
Disbursement Record Batch Reject Reasons
Data Request Record Batch Reject Reasons
Page 1-44
Page 1-45
EDE Technical Reference
ORIGINATION AND DISBURSEMENT REJECT REASONS
Field Position Reject Reasons
Origination ID: (Field Positions 1-23) If Original SSN and Original Name Code do
not match a value in the Eligible Applicant
Database.
If Attending Pell ID does not match the value
in the Origination ID. If Attending Pell ID is
not funded or is not a branch of the Reporting
Pell ID.
Original SSN: (Field Positions 24-32) If Original SSN does not match the value in the
Origination ID.
Original Name Code: (Field Positions 33-34) If Original Name Code does not match the
value in the Origination ID.
Award amount for entire school year: (Field If not numeric. Amount cannot exceed total
Positions 61-67) payment ceiling.
Transaction Number: (Field Positions 199-200) If not numeric or does not match the Eligible
Applicant database.
Expected Family Contribution (EFC): (Field If not numeric or does not match the EFC for
Positions 201-205) the transaction number reported in the Eligible
Applicant database.
Secondary Expected Family Contribution Used If Selected and Secondary EFC not in Pell
Code: (Field Positions 206-206) eligible range.
DISBURSEMENT REJECT REASONS
The disbursement batch edits are a result of the business rules and the information technology used in the
system. RFMS processing edits can be found in the record layouts later on in this technical reference. The
results of these edits are provided in the comment codes on the disbursement and special disbursement
acknowledgment records. The editing process may result in rejection, corrections made to data, or warning
messages.
For example, RFMS rejects the student's disbursement record if the institution reports an incorrect
origination ID. If the annual award amount is miscalculated, RFMS recalculates the amount and reports the
recalculated amount as the accepted value in the disbursement acknowledgment record.
DATA REQUEST REJECT REASONS
RFMS rejects data request records for the following reasons:
Field/Position Reject Reason
Attending Pell ID: (Field Positions 1-6) If the attending Pell ID is invalid
Data Request Type: (Field Position 7-7) Must be B, M, S or Y
Output Media Type (Field Position 8-8) If entered must be valid
Pell Batch Number (Field Positions 9-34) Must be entered if Date Request Type is B
Multiple Reporting Request Code 1 (Field Must be O or R if the Data Request Type is M
Position 35-35)
Multiple Reporting Request Code 2 (Field Must be A, S or I if the Data Request Type is M
Position 36-36)
MR Student Id (Field Positions 37-47) Must be valid if the Multiple Reporting

Request Code 2 is S
Must have been originated at the requesting

institution
MR Institution Pell Id (Field Positions 48-53) Must be valid if the Multiple Reporting
Request Code 2 is I
Batch edit and reject codes can be found in Appendix C for the Origination, Disbursement and Data Request
Records.
Receiving Acknowledgment
What’s included:
Origination Acknowledgment Record Description
Institution Acknowledgment Record Description
Page 1-48
This page is intentionally left blank
Page 1-49
ORIGINATION ACKNOWLEDGMENT RECORD
1 23 23 A/N Yes Origination ID Unique number used to Format:
identify an origination. 999999999XX200099999900
Where:
SSN – 001010001-999999999
Name Code – XX
Year Indicator – 2000
Valid Attending PELL-ID
Orig Sequence Number - 00
24 32 9 N Yes Original SSN Student’s SSN from original 001010001 - 999999999
FAFSA
33 34 2 A Yes Original Name Code Student’s name code from Uppercase A to Z;

original FAFSA ;.period)’
‘(apostrophe);
-(dash);
BLANK: no last name
35 40 6 N Yes Attending Campus PELL-ID of campus attended. Valid PELL-ID
PELL-ID Change creates new
origination record.
Institution must change
payment amounts for student
at original attended campus
as necessary.
41 45 5 A/N Yes ED Use Reserved for future use. Spaces
Page 1-50
ORIGINATION ACKNOWLEDGMENT RECORD (Con’t.)
46 58 13 A No Institution cross-reference This field can contain any cross Institution defined.
reference information useful to
the institution to identify
student records internally.
59 59 1 A No Action Code Code to indicate action to be Valid Codes:

taken A: Accepted – all fields accepted
C: Corrected – one or more fields
corrected
E: Rejected – record was rejected
60 60 1 N No Accepted No. of Payment Number of terms or payment 1 – 9 or BLANK
Periods in Student’s school periods in student’s school year.
year. For schools required to submit
special disbursements, must
have a valid value
61 67 7 N Yes Accepted Award Amount for Amount of award for student’s Dollars and cents. Use leading
Entire School Year entire school year. Increases are zeros; do not include the $ sign
required to be submitted to or decimal point.
RFMS.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
Page 1-51
68 75 8 D Yes Accepted Estimated Date 1st disbursement to Format: CCYYMMDD
Disbursement Date #1 student is estimated to be Range: N days prior to
made. DISBURSEMENT START DATE
(19990701) to DISBURSEMENT
END DATE (20050930).
76 83 8 D No Accepted Estimated Date 2nd disbursement to CCYYMMDD:
Disbursement Date #2 student is estimated to be Range [see field position 68 in this
made. record] or BLANK
84 91 8 D No Accepted Estimated Date 3rd disbursement to CCYYMMDD:

Disbursement #3 student is estimated to be Range: [see field position 68 in this
92 99 8 D No Accepted Estimated Date 4th disbursement to CCYYMMDD:

Disbursement Date #4 student is estimated to be Range: [see field position 68 in this


Page 1-52
Disbursement Date #7 student is estimated to be Range: [see field position 68 in
made. this record] or BLANK



Disbursement Date #11 student is estimated to be Range [see field position 68 in



Page 1-53
188 195 8 D Yes Accepted Enrollment Date First date that the student was CCYYMMDD:
enrolled in an eligible program Range: 19990101
for the designated school year. 20000630
If the student enrolled in a
crossover payment period
before the first day of the Pell
award year (July 1), but which
will be paid from 1999-2000
funds, report the actual start
196 196 1 A No Accepted Low Tuition & fees Flag to identify tuition ranges Value Tuition Range
flag when the annual tuition is less 0
than $212. 1 –106
107 – 212
or BLANK: low tuition does not
apply
197 197 1 A Yes Accepted Verification status Status of verification of A: Accurate;
flag applicant data by the school C: Calculated;
N: Not Selected;
R: Reprocessed;
S: Selected, not verified;
T: Tolerance:
W: Without Documentation
198 198 1 A No Accepted Incarcerated Code to indicate the student’s BLANK: Not incarcerated
Federal Pell Recipient Code incarcerated status for students Y: Yes, the student is
incarcerated in local penal incarcerated in a local institution,
institutions, but are otherwise but is otherwise eligible.
eligible to receive Federal Pell N: No, if student previously
Grants. reported as incarcerated, but is
not or is no longer incarcerated.
Page 1-54
199 200 2 N Yes Accepted Transaction Transaction number from Must be numeric: 01 - 99
Number eligible SAR used to calculate
award
201 205 5 N Yes Accepted Expected Family Must equal the student’s Range: 00000 – (EFC
Contribution (EFC) Expected Family Contribution MAXIMUM) 02925.
from the ISIR or SAR. May
be the primary or secondary
EFC value.
206 206 1 A No Accepted Secondary Code indicating which EFC O= Federal Pell Grant award
Expected Family value is used to determine previously based on the
Contribution award amount. secondary EFC and reported to
the Federal Pell Grant
program; student’s award now
based on the original EFC.
S: Federal Pell Grant award
based on the secondary EFC,
as calculated by the CPS.
OR BLANK if Secondary EFC
not used.
207 207 1 N Yes Accepted Academic Calendar Calendar which applies to this 1 = Credit Hours – non
student’s educational program. standard terms;
Must be valid or system 2 = Credit Hours – standard
accepted to process record. terms of quarters;
3 = Credit Hours – standard
terms of semesters;
4= Credit Hours – standard
terms of trimesters;
5= Clock Hours;
6= Credit Hours without
terms;
Page 1-55
208 208 1 N Yes Accepted Payment Formula used to calculate the 1= Credit hour with standard
Methodology student’s Federal Pell Grant. terms in which Fall through
Spring terms equal or exceed 30
weeks, or equal or exceed
academic year with waiver (AC:
2, 3, 4)
2= Credit hour with standard
terms in which Fall through
Spring terms are less than 30
weeks without waiver (AC: 2, 3,
4)
3= Credit hour with standard or
non-standard terms (AC: 1-4)
4= Clock hour or Credit hour
without terms (AC: 5, 6)
5= Nonresidential portion of
programs offered by
correspondence without terms
(AC: 1-4, 6)
209 215 7 N Yes Accepted Cost of Attendance Must equal COA calculated by Dollars and cents. Use leading
the institution following the zeros; do not include the $sign
Federal Pell Grant Payment or decimal point.
regulations.
Range: 0000000-9999999.
216 216 1 A PM 1,2,3,5 Accepted Enrollment status The code that applies to the Blank or
student’s expected enrollment 1: Full time;
status for the AWARD YEAR. 2: ¾ time;
Changes to this field will be 3: ½ time;
accepted for the entire award 4: Less than ½ time
year. 5: Other
Must be valid when Payment
Methodologies 1, 2, 3, or 5 are
used.
Page 1-56
217 218 2 A Pay Meth Accepted Weeks of The weeks of instructional time Blank or
2, 3, 4, 5 Instructional Time Used to in which the student will be 00-78
Calculate Payment enrolled, and paid, as part of the
academic year or program as
defined for each Payment
Methodology:
PM 2: Weeks of instructional
time in fall through spring terms
time in all terms expected to
complete this school year
time for a full time student to
complete hours in program or
hours in the academic year
PM 5A: Same as Payment Meth
4
PM 5B: Same as Payment Meth
3
Methodologies 2, 3, 4 or 5 are
used.
219 220 2 A Pay Meth Accepted Weeks of inst. Time The number of weeks of BLANK or 30 – 78.
2, 3, 4, 5 in program’s definition of instructional time in the
academic year. program’s academic year.
Methodologies 2, 3, 4 or 5 are
used.
Page 1-57
221 224 4 A Pay Meth Accepted Cr/clock hrs in all Number of credit or clock hours BLANK or
4, 5 pay periods expected to you expect the student to Ranges:
comp. this school year complete and to be paid from the 0000-3120 Academic calendar
1999-00 award year. 5
Must be valid when Payment 0000-0100 Academic calendar
Methodologies 4 or 5 are used. 6
225 228 4 A Pay Meth Accepted Cr/clock hrs in Number of credit or clock hours BLANK or
4, 5 program’s definition of in this student’s educational Ranges:
academic year program’s academic year 0000-3120 Academic calendar
definition. 5
0000-0100 Academic calendar
Must be valid when Payment 6
Methodologies 4 or 5 are used.
229 250 22 A Unused Reserved for expansion Reserved for expansion

251 255 5 N Output Scheduled Federal Pell Grant Scheduled amount for a full time Range:
student. 00000 – 03125
256 257 2 N Output Previously Accepted Transaction number that was 01-99 or
Transaction Number previously accepted and currently BLANK if Origination not
stored by RFMS for this student. rejected.
This field will only be populated
for rejected originations.
258 262 5 N Output Previously Accepted EFC EFC that was previously accepted Range: 00000
and currently stored by RFMS for EFC MAXIMUM (02925) or
this student. This field will only BLANK if Origiation not
be populated for rejected rejected.
originations.
Page 1-58
263 263 1 N Output Previously Accepted Secondary EFC Code that was O= Federal Pell Grant award
Secondary EFC Code previously accepted and previously based on the
currently stored by RFMS for secondary EFC and reported to
this student. This field will the Federal Pell Grant Program;
only be populated for rejected student’s award now based on
originations. the original EFC.
S=Federal Pell Grant award
based on the secondary EFC, as
calculated by the CPS. OR
BLANK if Secondary EFC not
used or if Origination not
rejected.
264 270 7 N Output Previously Accepted Cost of COA previously accepted and Dollars and cents. Use leading
Attendance. currently stored by RFMS for zeros; do not include the $ sign
this student. This field will or decimal point.
only be populated for rejected
originations. Range: 0000000 – 9999999
271 345 75 N Output Origination edit/reject List of up to twenty-five 3-digit Twenty-Five edit/reject codes
reasons reject/edit codes which occurred of: 000-999
during processing of this Position XXX-XXX: 1st code
origination record. Only edit Position XXX-XXX: 2nd code
codes hit will display in the Position XXX-XXX: 3rd code
field. Otherwise, this space will Position YYY-YYY: 25th code
be zero filled.
346 355 10 N Output ED Use Flags Flags that are set to inform Format: 0000000000 (1st digit, Shared SAR ID cannot be
institutions of modifications Where: Each digit signifies a checked by RFMS.)
that have been made to their different situation
database and require immediate 1st – Shared SAR ID
action to rectify 2nd – Verification W Status
3rd- Concurrent Enrollment
4th – POP
5th thru 10th – Reserved for
future use.
Page 1-59
INSTITUTION DATA ACKNOWLEDGMENT RECORD
1 6 6 N Yes Pell-ID Pell-ID assigned the Federal Must be a valid Pell-ID Change applies to all records with the
Pell Program for the code. same Pell-ID, unless further
participating campus. identification (DUNS #) is provided to
change only a particular institution.
7 7 1 A No Action Status Code to indicate the status of A – Institution Data Record Completed by RFMS as a result of Batch
institution data record receipt. Accepted editing.
E – Institution Date Record
Rejected
8 31 24 N Output Batch Reject Reasons List of up to eight 3 digit batch Reject Reasons format: 000 Completed by RFMS as a result of Batch
reject reason codes which – 199 editing.
occurred during initial editing Position X-X: 1st reject
of the batch. Only reject reason reason code
codes hit will display in this Position X-X: 2nd reject
field. Otherwise, this space will reason code
be zero filled. Position X-X: 3rd reject
reason code
Position XX-XX: 8th reject
reason code
32 106 75 A No Filler Unused. Spaces
Page 1-60
Page 1-61
ELECTRONIC DATA REQUESTS
What’s included:
Data Requests: Batch Replacement, Multiple Reporting, SOA, YTD

Record Description
Multiple Reporting Record Description
Year-to-Date Record (Origination) Description
Year-to-Date Record (Disbursement) Description
Year-to-Date Record (Summary) Description
Institution Data Record Description
Page 1-62
Page 1-63
DATA REQUESTS: BATCH REPLACEMENT, MULTIPLE REPORTING, STATEMENT OF ACCOUNT, YTD
1 6 6 N Yes Requesting Attending Pell-ID campus on Valid Pell-ID
Campus Pell-ID
7 7 1 A Yes Request type Code for data request type. B= Batch Replacement
M= Multiple Reporting
S= Statement of Account
Y= Year-To-Date
8 8 1 A No Requested Output Code for type of media to use E= Send output by Cannot be blank for requests from the
Media Type when sending output data. Electronic file WEB.
C= Send output by
Cartridge tape
R= Send output by Reel
tape
BLANK = Send output on
media type on which the
request was made
9 34 26 A Type B Pell Batch Number Batch number requested to be Format: Required for Type B – Batch Replacement
Only replaced. CCYYXX999999CCYYM Requests
MDDHHMMSS
Where:
XX- batch type code (alpha)
‘2000’
created
created
35 35 1 A Type M Multiple Reporting Indicates the institution is O= Send originated

Request Code 1 requesting originated institutions
institutions or disbursed D= Send disbursed
institutions. institutions.
Page 1-64
DATA REQUESTS: BATCH REPLACEMENT, MULTIPLE REPORTING,
STATEMENT OF ACCOUNT, YTD (Con’t.)
36 36 1 A Type M Multiple Reporting Indicates the institution is A= Send list of other There may be multiple detail records to
Request Code 2 requesting by selected student, institutions for all students accommodate the number of Student Ids or
selected instituion, or all S= Send other institution for institution numbers listed for the attending
students students listed in record. campus institution.
I= Send student for listed
institutions listed in record.
37 47 11 A Type M MR Student ID The Student SSN and Name Blank or Must be non-blank, MRR Code 2 equals S.
code for which a 001010001XX
MultipleReporting record is 999999999XX
requested. Only required if where XX is:
MR Code 2 equals S. Uppercase A to Z;
.(period);
‘(apostrophe);
- (dash);
Blank: no last name
48 53 6 N Type M MR institution Pell-ID The institution code for which Blank or Must be non-blank if MRR Code 2 equals
MR listings are requested. Valid Pell-ID I.
Only required if the MR Code
2 equals 1
54 100 47 A Unused Reserved for future Reserved for future use.

use.
Page 1-65
DATA REQUEST ACKNOWLEDGMENTS: BATCH REPLACEMENT, MULTIPLE REPORTING,
1 6 6 N Yes Requesting Attending Pell-ID campus on Valid Pell-ID
Campus Pell-ID
7 7 1 A Yes Request type Code for data request type. B= Batch Replacement
M= Multiple Reporting
S= Statement of Account
Y= Year-To-Date
8 8 1 A No Requested Output Code for type of media to use E= Send output by
Media Type when sending output data. Electronic file
C= Send output by
Cartridge tape
R= Send output by Reel
tape
BLANK = Send output on
media type on which the
request was made
9 34 26 A Output Pell Batch Number Batch number requested to be Format:
replaced. CCYYXX999999CCYYM
MDDHHMMSS
Where:
XX- batch type code (alpha)
‘2000’
created
created
35 35 1 A Output Multiple Reporting Indicates the institution is O= Send originated
Request Code 1 requesting originated institutions
institutions. institutions.
36 36 1 A Output Multiple Reporting Indicates the institution is A= Send list of other

Request Code 2 requesting by selected student, institutions for all students
selected instituion, or all S= Send list of other
students institutions for students
listed in record.
I= Send list of students for
listed institutions listed in
record.
Page 1-66
DATA REQUEST ACKNOWLEDGMENTS: BATCH REPLACEMENT, MULTIPLE REPORTING,
First Last bytes)
37 47 11 A Output MR Student ID The Student SSN and Name Blank or
code for which a Multiple 001010001XX
Reporting record is requested. 999999999XX
Only reequired if MR Code 2 where XX is:
equals S. Uppercase A to Z;
.(period);
‘(apostrophe);
(dash);
Blank: no last name
48 53 6 N Output MR institution Pell-ID The institution code for which Blank or

MR listings are requested. Valid Pell-ID
Only required if the MR Code
2 equals 1
54 75 22 A Unused Reserved for future Reserved for future use. Spaces.
use.
76 76 1 A Outputs Action Code Code to indicate action to be Valid Codes: For FMS Use Only
taken A: Accepted – all fields
accepted
C: Corrected – one or more
fields corrected
E: Rejected – record was
rejected
77 100 24 N Output Edit/Comment Codes List of up to eight three-digit Comment format: 000-199
comment codes which Position XX-XX: 1st
occurred during processing of comment code
the data request Position XX-XX: 2nd
comment code
Position XX-XXX: 8th
comment code
Page 1-67
MULTIPLE REPORTING RECORD
First Last bytes)
1 2 2 A Output Record Type Code that indicates the reason RO: Originated Institution (Shared SAR ID cannot be checked by
the institution is receiving the RD: Disbursed Institution RFMS.)
record RN: None found
CE: Concurrent Enrollment
Institution
PB: Blocked Institution
PR: Blocker Institution
PU: Unblocked Institution
BC: Blocked and
Concurrent Enrollment
RC: Blocker and Concurrent
Enrollment
VW: Verification W
SI: Shared SAR ID
3 8 6 N Request Requesting Pell-ID of the requesting Must be a valid Pell-ID
Output Institution Pell-ID attending campus of the student. assigned by the Department
Will be blank for concurrent of Education.
enrollment and potential May be BLANK.
overaward records.
9 9 1 A Request Multiple Reporting Indicates the institution is O= Send originated
Output Request Code 1 requesting originated institutions
institutions. institutions
Will be blank for concurrent May be BLANK.
enrollment and potential
overaward records.
10 10 1 A Request Multiple Reporting Indicates the institution is A= Send list of other
Output Request Code 2 requesting by selected student, institutions for all students
selected institution, or all S= Send list of other
students. Will be blank for institutions for students
concurrent enrollment and listed in record
potential overaward records. I= Send list of students for
listed institutions listed in
record.
May be blank.
11 21 11 A Request MR Student ID The Student SSN and Name Blank or
Output code for which a 001010001XX
MultipleReporting record is 999999999XX
requested. Will be blank for where XX is:
concurrent enrollment and Uppercase A to Z;
potential over award records. .(period);
‘(apostrophe);
-(dash);
Blank: no last name
Page 1-68
MULTIPLE REPORTING RECORD (Con’t.)
22 27 6 N Request MR Institution Pell-ID The institution code for which Valid Pell-ID. May be
output Multiple Reporting records are blank.
requested. Will be blank for
concurrent enrollment and
potential overaward records.
28 36 9 N Output Student Original SSN Student’s Original SSN from 001010001 – 999999999
the origination record.
37 38 2 A Output Original Name Code Student’s name code from the Uppercase A to Z;
origination record. .(period);
‘(apostrophe);
-(dash)
Blank (no last name)
39 44 6 N Output Institution Pell-ID Pell-ID of the attending Must be a valid Pell-ID
campus of the student. Use assigned by the Department
the record type to interpret the of Education.
relationship this institution has
to the institution receiving this
record.
45 114 70 A/N Output Institution name The name of the institution.
115 149 35 A/N Output Institution street The street or post office box
address – Line 1 address of institution.
150 184 35 A/N Output Institution street The street or post office box
address address of institution.
Line 2
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 US Postal
Service to the state or other
entity in which 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 The full name of the May include blanks and
Administrator (FAA) institutional administrator special characters.
name officially responsible for the
accuracy and completeness of
the data, starting with the first
name, e.g. JOHN E DOE.
251 260 10 N Output FAA telephone number The working phone number for Includes area code, but not
the person indicated as FAA. parentheses or dashes.
Page 1-69
261 270 10 A/N Output FAA fax number The working fax number used May be BLANK.
(optional) by the person indicated as Otherwise Includes area
FAA. code, but not parentheses or
dashes.
271 320 50 A/N Output Internet address Internet address of an May be BLANK.
authorized official.
321 327 7 N Output Scheduled Federal Pell Scheduled Federal Pell Grant Range:
Grant for a student with this EFC and 0000000 -
COA attending full-time for a AWARD AMOUNT MAX
full academic year. (0312500)
328 334 7 N Output Origination Award Annual award amount supplied Range:
Amount on the origination record. 0000000
AWARD AMOUNT MAX
(0312500)
335 336 2 N Output Transaction Number Transaction number from the Range: 01 – 99
eligible SAR used to calculate
the award.
337 341 5 N Output Expected Family Amount of the student’s Range:
Contribution (EFC) Expected Family Contribution 00000
from the SAR used to calculate EFC MAXIMUM (02925)
the award.
342 349 8 D Output Enrollment Date First date the student was CCYYMMDD
enrolled in an eligible program Range: 19990101 –
for the award year. 20000630
350 357 8 D Output Origination Create Date the origination was CCYYMMDD
Date created in RFMS. Range: 19990401 –
20050930
358 364 7 N Output Total of Disbursements Total amount of all Range:
Accepted disbursements accepted by the 0000000
Federal Pell Grant Program for AWARD AMOUNT MAX
the POP Student (0312500)
365 372 8 D Output Last Activity Date Date the last payment was Format: CCYYMMDD
received from this institution.
373 380 8 D Output Next Estimated Date of next estimated Blank or CCYYMMDD
Disbursement Date disbursement date. Range: 19990101 –
20050930
381 385 5 N Output Eligibility Used The percentage of the student’s Format: 000.00%. The last
eligibility used by this two digits represent less
institution. than 1 percent. Field does
not include decimal point or
%.
Page 1-70
institutions of modifications Where: checked by RFMS.)
that have been made to their Each digit signifies a
database and require different situation.
immediate action to rectify. 1st – Shared SAR ID
2nd – Verification W Status
3rd – Concurrent Enrollment
4th – POP
5th thru 10th – Reserved for
future use.
396 400 5 A Output Reserved for future Reserved for future use
Use
Page 1-71
YEAR-TO-DATE RECORD (ORIGINATION)
1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Constant “O”
Origination, YTD
Disbursement or Summary
data.
2 24 23 A/N Yes Origination ID Unique number used to Format: Identifier
identify an origination 999999999XX20009999990
0
Where:
SSN – 001010001-
999999999
Name Code – XX
Valid Pell-ID
25 33 9 N Yes Original SSN Student’s SSN from original 001010001 – 999999999 Identifier
FAFSA
34 35 2 A Yes Original Name Code Student’s name code from Uppercase A to Z; Identifier
original FASFA .(period);
‘(apostrophe);
-(dash),
BLANK: no last name
36 41 6 N Yes Attending Campus Pell-ID of campus attended. Valid Pell-ID Identifier
Pell-ID Change creates new Change creates new origination record.
origination record. Institution Institution must change payment amounts
must change payment amounts for student at original attending campus as
for student at original attended necessary.
campus as necessary.
42 46 5 A/N Yes ED Use ED Use Only – do not use
Reserved for future use.
47 59 13 A No Institution cross- This field can contain any Institution defined. No editing.
reference cross reference information
useful to the institution to
identify student records
internally.
60 60 1 A No Action Code Code to indicate action to be Valid Codes: Rejected YTD records shall contain
taken. A: Accepted – student id Requested Original SSN, Original Name
requested was found on Code, Attending Campus, and “R” for
Federal Pell Grant Database Action Code. All other fields shall be
for Institution. blank and no other records for the student
E: Rejected – student id will be enclosed in batch.
requested was NOT found
on the Federal Pell Grant
Database for Institution.
Page 1-72
YEAR-TO-DATE RECORD (ORIGINATION) (Con’t.)
61 61 1 N No Accepted No. of Number of terms or payment 1 – 9 OR
Payment Periods in periods in student’s school BLANK
Student’s school year year. For schools required to
submit special disbursements,
must have a valid value.
62 68 7 N Yes Accepted Award Amount of award for student’s Dollars and cents. Use Cannot exceed Total Payment Ceiling for
amount for entire entire school year. Increases leading zeros; do not student award validation performed.
school year are required to be submitted to include the $ sign or
RFMS. decimal point. Range:
00000 – 03125
69 76 8 N No Accepted Estimated Date 1st disbursement to Format: CCYYMMDD
made. 19990701-20050930
77 84 8 N No Accepted Estimated Date 2nd disbursement to Format: CCYYMMDD
made 19990701 - 20050930
85 92 8 N No Accepted Estimated Date 3rd disbursement to Format: CCYYMMDD
made. 19990701 - 20050930
93 100 8 N No Accepted Estimated Date 4th disbursement to Format: CCYYMMDD

made. 19990701 - 20050930
101 108 8 N No Accepted Estimated Date 5th disbursement to Format CCYYMMDD
made. 19990701 - 20050930

made. 19990701 - 20050930

made. 19990701 - 20050930
Page 1-73
Field Positions Length (# of Type Require Field Name Description Valid Values Processing Notes/Edits
First Last bytes) d
125 132 8 N No Accepted Estimated Date 8th disbursement to student Format: CCYYMMDD
Disbursement Date #8 is estimated to be made. Range: N days prior to
19990701
20050930
133 140 8 N No Accepted Estimated Date 9th disbursement to student Format:
Disbursement Date #9 is estimated to be made. CCYYMMDD
Range: N days prior to
19990701
20050930
19990701
20050930
19990701
20050930
19990701
19990701
20050930
Page 1-74
First Last bytes)
Disbursement #14 is estimated to be made. Range: N days prior to
19990701 - 20050930
Disbursement Date is estimated to be made. Range: N days prior to
#15 19990701 – 20050930
189 196 8 D Yes Accepted Enrollment First date that the student was CCYYMMDD
Date enrolled in an eligible program for Range: 19990101 - 20000630
the designated school year. If the
student enrolled in a crossover
payment period before the first
day of the Pell Award Year (July
1), but which will be paid from
1999-2000 funds, report the actual
start date of the student’s classes
for that payment period.
197 197 1 A No Accepted Low Flag to identify tuition ranges Value Tuition Range:
Tuition & Fees Flag when the annual tuition is less 0
than $212. 1-106
107-212
or BLANK: low tuition does
not apply
198 198 1 A Yes Accepted Status of verification of applicant A: Accurate; Only one disbursement can be accepted
Verification status data by the school. C: Calculated; while status = W. These disbursements
flag N: Not Selected; will be reversed in the second August of
R: Reprocessed; the Award Cycle if status remains W.
T: Tolerance; Once a student is selected, he/she is
W: Without Documentation always selected.
199 199 1 A No Accepted Code to indicate the student’s BLANK: Not incarcerated
Incarcerated Federal incarcerated status for students Y: Yes, the student is
Pell Recipient Code incarcerated in local penal incarcerated in a local
institutions, but are otherwise institution, but is otherwise
eligible to receive Federal Pell eligible.
Grants. N: No, if student previously
reported as incarcerated, but is
not or is no longer
incarcerated.
200 201 2 N Yes Accepted Transaction Transaction number from eligible Must be numeric: 01 – 99 Changes to this field, after associated
Number SAR used to calculate award. disbursements are made, creates a new
active origination record. Disbursements
for the previous origination will be set to
zero.
Page 1-75
202 206 5 N Yes Accepted Expected Must be equal the student’s Range: 00000 - EFC Changes to this field, after associated
Family Expected Family Contribution MAXIMUM (02925). disbursements are made, creates a new active
Contribution (EFC) from the ISIR or SAR origination record. Disbursements for the
previous origination will be set to zero.
207 207 1 N No Accepted Secondary Code indicating which EFC O= Federal Pell Grant award
Expected Family value is used to determine award previously based on the
Contribution amount. secondary EFC and reported
to the Federal Pell Grant
program; student’s award now
based on the original EFC.
S= Federal Pell Grant award
based on the secondary EFC,
as calculated by the CPS. OR
BLANK if Secondary EFC
not used.
208 208 1 N Yes Accepted Academic Calendar which applies to this 1= Credit Hours – non The academic calendar dictates which
calendar student’s educational program. standard terms; Payment Methodology can be accepted.
Must be valid or system 2= Credit Hours – standard Used in award amount validation.
accepted to process record. terms of quarters;. The following changes in Academic Calendar
3= Credit Hours – standard indicate need to change Payment
terms of semesters; Methodology.
4= Credit Hours – standard From To
terms of trimesters; 1 to 2, 3, 4, or 5
5= Clock hours; 2, 3, or 4 to 1 or 5
6=Credit Hours without 5 to 2, 3, 4 or 6
terms; 6 to 1 or 5
209 209 1 N Yes Accepted Payment Formula used to calculate the 1= Credit hour with The Payment Methodology dictates the
Methodology student’s Federal Pell Grant standard terms in which Fall data required for Enrollment status, Weeks
Award. through Spring terms equal of instructional time, Weeks of
or exceed 30 weeks, or instructional time in academic year,
equal or exceed academic Credit/Clock Hours expected to complete,
year with waiver. (AC: 2, 3, Credit/Clock Hours in academic year.
4)
2= Credit hour with Used in award amount validation.
through Sprint terms are
less than 30 weeks without
waiver (AC: 2, 3, 4)
Page 1-76
First Last bytes)
209 3= Credit hour with
(Cont.) standard or non-standard
terms (AC: 1-4)
4= Clock hour or Credit
hour without terms (AC: 5,
6)
5= Nonresidential portion
of programs offered by
correspondence without
terms (AC: 1-4, 6)
210 216 7 N Yes Accepted Cost of Must equal COA calculated by the Dollars and cents. Use Used in award amount validation.
Attendance institution following the Federal leading zeros; do not
Pell Grant Payment regulations. include the $ sign or
decimal point.
Range: 0000000 – 9999999
217 217 1 A Payment Accepted Enrollment The code that applies to the BLANK or
Methodology Status student’s expected enrollment 1: Full time;
1, 2, 3, 5 status for the AWARD YEAR. 2: ¾ time;
Changes to this field will be 3: ½ time;
accepted for the entire award year. 4: Less than ½ time;
Must be valid when Payment 5: Other
Methodologies 1, 2, 3, or 5 are
used.
218 219 2 A Payment Accepted Weeks of The weeks of instructional time in BLANK or 00 – 78. Must be blank when using Payment
Methodology instructional time used which the student will be enrolled, Methodology 1. If incorrect, change to
2, 3, 4, 5 to calculate payment and paid, as part of the academic standard value. If supplied and not needed
year or program as defined for for payment methodology, ignore. Use in
each Payment Methodology: award amount validation.
PM 2: Weeks of instructional time
in fall through spring terms
in all terms expected to complete
this school year
for a full time student to complete
hours in prog or hours in the
academic year
PM 5A: Same as Payment Meth 4
PM 5B: Same as Payment Meth 3
Must be valid when Payment Meth
2, 3, 4 or 5 are used.
Page 1-77
First Last bytes)
220 221 2 A Payment Accepted Weeks of inst. The number of weeks of BLANK or 30-78. Can be blank when using Payment
Methodology Time in program’s instructional time in the Methodology 1. If incorrect, change to
2, 3, 4, 5 definition of academic program’s academic year. standard value. If supplied and not needed
year Must be valid when Payment for payment methodology, ignore. Used in
Methodologies 2, 3, 4 or 5 are award amount validation.
used.
222 225 4 A Payment Accepted Cr/clock hrs Number of credit or clock hours BLANK or Can be blank when using Payment
Methodology in all pay periods you expect the student to Ranges: Methodologies 1, 2, 3, & 5. If incorrect,
4, 5 expected to comp. this complete and to be paid from 00900-3120 Academic change to standard value. If supplied and
school year the 1999-00 award year. calendar 5 not needed for payment methodology,
Must be valid when Payment 0000-0100 Academic ignore. Used in award amount validation.
Methodologies 4 or 5 are used. calendar 6
226 229 4 A Payment Accepted Cr/clock hrs Number of credit or clock hours BLANK or Can be blank when using Payment
Methodology in program’s definition in this student’s educational Range: Methodologies 1, 2, 3, & 5. If incorrect,
4, 5 of academic year program’s academic year 00900-3120 Academic change to standard value. If supplied and
definition. Calendar 5 not needed for payment methodology,
Must be valid when Payment 0024-0100 Academic ignore. Used in award amount validation.
Methodologies 4 or 5 are used. calendar 6
230 251 22 A Unused Reserved for Expansion Reserved for Expansion

252 256 5 N Output Scheduled Federal Pell Scheduled amount for a full Range:
Grant time student. 00000 – 03125
257 282 26 A Output Student name Full student name as reported to BLANK or
the CPS for the Transaction Full name listed in order:
number reported. Blank Last name 01-16
indicates this record could not First Name 17-25
be matched on Student ID Middle Initial 26
and/or EFC during Federal Pell
Grant processing.
Page 1-78
283 291 9 A/N Output Student Current SSN Social Security Number, as Valid social security number
altered by the student through or BLANK if not matched.
the CPS for the Transaction
number reported. This field
equals the original SSN if the
student has not changed SSN
in the CPS. Blank indicates
this record could not be
matched on Student ID and/or
EFC during Federal Pell Grant
processing.
292 299 8 D Output Student Date of Birth Date of birth of student. Valid date of birth:
CCYYMMDD
300 300 1 A Output CPS Verification Designates whether CPS BLANK = Not selected by
Selection code selected the student for CPS for verification.
institutional verification of * = Selected by CPS for
applicant data as of the Institution verification of
Transaction number reported. applicant data.
301 307 7 N Output YTD disbursement The total of processed Dollars and cents. Use
amount disbursements by RFMS leading zeros; do not
decimal point.
Range: 0000000 - AWARD
AMOUNT MAX (0312500)
308 333 26 A Output Batch ID Number generated by the Format:
institution to uniquely identify CCYYXX999999CCYYM
a specific batch of records. MDDHHMMSS
Format for the batch number Where:
is specified. XX – batch type code
(alpha)
‘2000’
created
created
334 341 8 D Output Process Date Date this record (segment) was Format: CCYYMMDD
processed by the Federal Pell
Grant program
342 343 2 A Output Unused. Will always be blank. BLANK.
Page 1-79
YEAR-TO-DATE RECORD (DISBURSEMENT)
Field Length (# of Type Required Field Name Description Valid Values Processing Notes/Edits
Positions bytes)
First Last
1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Constant “D”
Origination, YTD
Disbursement, or Summary
data.
identify the origination which 999999999XX20009999990
the disbursement is to be 0
applied against. Where:
SSN-001010001-999999999
Name Code – XX
Valid PELL ID
Orig. Sequence Number –
00
25 37 13 A No Institution cross- This field can contain any Institution defined. No editing.
internally.
38 38 1 A No Action Code Will always be blank. BLANK.
39 40 2 N Yes Disbursement Number of the disbursement Must be numeric: 01 - 90 Identifier:

Reference Number per student for the Award Year 91-99 are Reserved for RFMS system
generated disbursements.
41 47 7 N Yes Accepted Amount of disbursement for Dollars and cents. Use
Disbursement Amount student’s payment period. If leading zeros; do not
an adjustment, this value is a include the $ sign or
replacement amount. decimal point. Range:
00000-03125
48 48 1 A Yes Accepted Debit/Credit Indicates if the Disbursement P: Positive
Indicator Flag Amount is positive or N: Negative
negative.
49 56 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Process Date must be within N days prior
will be made to the student. Range: 19990621 - to disbursement date.
20050930
57 57 1 N Yes Payment Period Number used to identify which Must be numeric 1-9
Number Payment Period this record is
referencing.
Page 1-80
YEAR-TO-DATE RECORD (DISBURSEMENT) (Con’t.)
58 65 8 N Yes Payment Period Start Beginning date of Payment CCYYMMDD: Field is populated when a Special
Date Period Range: PP START Disbursement record is processed by
(19990101) - PP END RFMS.
DATE (20001231)
Or BLANK
66 73 8 N Yes Payment Period End Ending Date of Payment CCYYMMDD: Field is populated when a Special
Date Period Range: PP START Disbursement record is processed by
(19990101) - PP END RFMS.
DATE (20001231)
Or BLANK
74 74 1 N Yes Accepted No. of Number of terms or payment 1, 9, or BLANK. Field is populated when a Special
Payment Periods in periods in student’s school Disbursement record is processed by
Student’s school year year. RFMS.
75 81 7 N Yes Accepted Total Total Payment Amount Dollars and cents. Use Field is populated when a Special
Payment for this acceptable for this Payment leading zeros; do not Disbursement record is processed by
Payment Period. Period. include the $ sign or RFMS.
decimal point.
Range: 00000 – 03125
Or BLANK
82 82 1 A Yes Accepted Academic Calendar which applies to this 1 = Institution uses non Field is populated when a Special
calendar for this payment p eriod for the standard terms and Disbursement record is processed by
payment period. student’s educational program. measures progress by credit RFMS.
hours;
2 = Institution uses quarters
and measures progress by
credit hours;
3= Institution uses
semesters and measures
progress by credit hours;
4= Institution uses
trimesters and measures
5= Institution measures
progress by clock hours;
6 = Institution does not use
terms, but does measure
progress by credit hours
or BLANK.
Page 1-81
83 83 1 A Yes Accepted Payment Report the formula used to 1 = Credit hour with standard Field is populated when a Special
Methodology for this calculate this payment for the terms of Quarter, Semester, or Disbursement record is processed by
payment period. student’s Federal Pell Grant. Trimester equal to or RFMS.
exceeding 30 weeks (AC: 2, 3,
4)
terms of Quarter, Semester, or
Trimester less than 30 weeks
(AC: 2, 3, 4)
3= Credit hour with non-
standard terms of Quarter,
Semester, Trimester (AC: 1-4)
programs offered by
correspondence with credit
hours (AC: 1-6)
or BLANK
84 90 7 N Yes Accepted Cost of Must equal COA calculated by the Dollars only; omit cents. Use Field is populated when a Special
Attendance for this institution following the Federal leading zeros; do not include $ Disbursement record is processed by
payment period. Pell Grant Payment regulations. sign. RFMS.
Range: 0000000 – 9999999
Or BLANK
91 91 1 A Payment Accepted Enrollment The code that applies to the 1: Full time; Field is populated when a Special
Methodology status for this payment student’s enrollment status for the 2: ¾ time; Disbursement record is processed by
1, 2, 3, 5 period. Payment Period. 3: ½ time; RFMS.
4: Less than ½ time or
BLANK.
92 93 2 A/N Payment Accepted weeks of Number of weeks used to calculate 00-78 or BLANK Field is populated when a Special
Methodology instructional time used payment for this payment period Disbursement record is processed by
2, 3, 4, 5 to calculate payment by PM. RFMS
for this payment PM 2: Weeks of instructional time
period in fall through spring terms.
in payment period.
for a full time student to complete
hours in prog or hrs in academic
yr.
Page 1-82
First Last bytes)
92 93 2 A/N Payment Accepted weeks of PM 5A: Same as PM 4
(cont.) Methodology instructional time used PM 5B: Same as PM 3
2, 3, 4, 5 to calculate payment for
this payment period
94 95 2 A/N Payment Accepted Weeks of Number of weeks in program’s 30-78 Field is populated when a Special
Methodology instructional time in definition of academic year or BLANK Disbursement record is processed by
2, 3, 4, 5 program’s definition of RFMS.
academic year
96 99 4 A/N Payment Accepted Cr/clock Number of Cr/Clock hours Ranges: Field is populated when a Special
Methodology hours expected to expected to be completed for 0000-3120 Academic Disbursement record is processed by
4, 5 complete in this this payment period. calendar 5 RFMS.
Payment period 0000-0100 Academic
calendar 6
or BLANK
100 103 4 A/N Payment Accepted Cr/clock hrs Number of Cr/clock hrs in Range: Field is populated when a Special
Methodology in program’s definition program’s definition of 0900-3120 Academic Disbursement record is processed by
4, 5 of academic year academic year calendar 5 RFMS.
0024-0100 Academic
calendar 6
or BLANK
expansion
Page 1-83
YEAR-TO-DATE RECORD (SUMMARY)
1 1 1 A Output YTD Record Indicator Indicates if record is the YTD Constant: “S”
Origination, YTD
Disbursement, or Summary
data.
2 8 7 N Output Total Unduplicated Provided by RFMS. Year to Range: 000000000 –
Recipients date number of unduplicated 999999999
recipients for institution.
9 15 7 N Output Total Originations Provided by RFMS. Year to Range: 000000000-
date number of originations 999999999
received for institution.
16 22 7 N Output Originations Accepted Provided by RFMS. Year to Range: 000000000-
received and accepted for the
institution.
23 29 7 N Output Originations Corrected Provided by RFMS. Year to Range: 000000000 –
received and corrected for the
institution.
30 36 7 N Output Originations Rejected Provided by RFMS. Year to Range: 000000000-
received and rejected for the
institution.
37 43 7 N Output Total Disbursements Provided by RFMS. Year to Range: 000000000-
date number of Disbursements 999999999
and Special Disbursements
received for the institution.
44 50 7 N Output Disbursements Provided by RFMS. Year to Range: 000000000-
Accepted date number of Disbursements 999999999
received and accepted for the
institution.
Corrected date number of Disbursements 999999999
received and corrected for the
institution.
Rejected date number of Disbursements 999999999
received and rejected for the
institution.
65 67 3 N Output Comment Code XXX Comment Code Number. Range: 000-999
Or Blank
Page 1-84
YEAR-TO-DATE RECORD (SUMMARY) (Con’t.)
68 74 7 N Output Comment Code XXX Provided by RFMS. Year to Range: 000000000-
Count date number of times comment 999999999 or Blank
code was returned to the
institution on an
acknowledgment.
75 77 3 N Output Comment Code XXX Comment Code Number Range: 000-999
Or Blank
Count date number of times comment 999999999
code was returned to the Or Blank
institution on an
acknowledgment
Or Blank
institution on an
acknowledgment.
95 97 3 N Output Comment Code XXX Comment Code number. Range 000-999
Or Blank
institution on an
acknowledgment.
105 107 3 N Output Comment Code XXX Comment Code number. Range: 000-999 Or Blank
institution on an
acknowledgment.
115 117 3 N Output Comment Code XXX Comment Code number. Range 000-999
Or blank
institution on an
acknowledgment.
Page 1-85
YEAR-TO-DATE RECORD (SUMMARY) (Con’t.)
125 127 3 N Output Comment Code XXX Comment code number. Range 000-999
Or Blank
institution on an
acknowledgment
135 137 3 N Output Comment Code XXX Comment code number. Range: 000-999
Or Blank
Count date number of times comment 999999999 or Blank.
institution on an
acknowledgment.
Or Blank
Count date number of times comment 999999999 or Blank.
institution on an
acknowledgment.
155 157 3 N Output Comment Code XXX Comment code number. Range: 000-999 or Blank
institution on an
acknowledgment.
expansion.
Page 1-86
INSTITUTION DATA RECORD
1 6 6 N Yes Pell –ID Pell-ID assigned the Federal Must be a valid Pell-ID Change applies to all records with the
Pell Program for the code. same Pell-ID, unless further identification
participating campus. (DUNS #) is provided to change only a
particular institution.
7 17 11 N No DUNS Number Data Universal Numbering Valid DUNS number. Used to identify an institution that may be
Scheme (DUNS) number Format: 999999999BB referenced by more than one Pell-ID.
assigned to the reporting Where 999999999 is a
This field is optional. BLANKs.
18 52 35 A/N No Institution street Line 1 of the street or post May be blank. BLANK if unchanged.
mailing address – Line office box address of May edit to determine change of
1 institution. ownership.
53 87 35 A/N No Institution street Line 2 of the street or post May be Blank. BLANK if unchanged.
mailing address – Line office box address of
2 institution.
88 112 25 A/N No Institution mailing city The city in which the May be Blank. BLANK if unchanged.
institution is located
113 114 2 A/N No Institution mailing The two-character code May be Blank. BLANK if unchanged.
state assigned by the US Postal
Service to the state or other
entity in which the institution
is located.
115 123 9 A/N No Mailing Zip code. The zip code plus 4 of the May be Blank. BLANK if unchanged.
institution.
124 173 50 A/N No FAA Email Address Internet address of an BLANK if unchanged.
authorized official. Do not
provide an e-mail address
usable only with your school’s
internal e-mail system.
174 203 30 A/N No Financial Aid Enter the full name of the May include blanks and BLANK if unchanged.
Administrator (FAA) institutional administrator special characters.
name officially responsible for the
accuracy and completeness of
the data, starting with first
name, e.g., JOHN E. DOE.
Do not use titles or
punctuation. Do not enter the
name of your service agent.
Page 1-87
1999-2000 EDE Record Layouts
INSTITUTION DATA RECORD (Con’t.)
204 217 14 A/N No FAA telephone number Phone number for the FAA Numeric only. No BLANK if unchanged.
indicated previously, including parentheses or dashes.
area code and extension.
Do not enter the number for
your service agent.
218 231 14 A/N No FAA fax number Fax number used by the FAA Numeric only. No BLANK if unchanged.
(Optional) indicated previously, including parentheses or dashes.
area code and extension. Do
not enter the number for your
service agent.
232 232 1 A No Institution type Code that best describes the 1= Less than 1 year BLANK if unchanged.
type of institution 2= 1 year, less than 2 years
3= 2 years, less than 3 years
4= 3 years, less than 4 years
5 = 4 years (baccalaureate)
6= 5 years or more
Otherwise, leave blank.
233 233 1 A No Financial control The source of financial control 1= Public BLANK if unchanged.
for your institution in Pell 2= Private, nonprofit
Grant files, use the code that 3= Proprietary
best describes your institution. Otherwise, leave blank.
234 234 1 A No Academic Calendar The academic calendar in Pell 1= Institution uses BLANK if unchanged.
Grant files, use the code that nonstandard academic terms
best describes the MAJOR and measures academic
type of academic term your progress by credit hours.
institution uses. 2= Institution uses standard
quarters and measures
academic progress by credit
hours
3= Institution uses standard
hours
4= Institution uses standard
trimesters and measures
hours
academic progress by clock-
hours.
6= Institution does not use
hours..Otherwise, leave
blank
Page 1-88
INSTITUTION DATA RECORD (Con’t.)
235 236 2 A/N No Weeks of inst. Time in The number of weeks of Blank or
program’s definition of instructional time in the 30-78
academic year program’s academic year.
237 240 4 A/N No Cr/Clock hrs in The number of hours/credit Use leading zeros and the BLANK if unchanged.
program’s definition of hours in your school’s applicable range.
academic year academic year definition in 0900-3120 academic
Pell Grant file. calendar 5
0024 – 0100 academic
calendar 6
Otherwise, leave blank.
Page 1-89
Importing Data to Populate Databases
What's included:
Origination (External) Add Record Description
Disbursement (External) Add Record Description
Page 1-90
This Page is intentionally left blank
Page 1-91
EXTERNAL ORIGINATION ADD RECORD
identify an origination. 999999999XX20009999990
0
Where: SSN-001010001 –
999999999
Name Code – XX
Valid Attending Pell ID
24 32 9 N Yes Original SSN Student’s SSN from original 001010001 – 999999999
FAFSA Identifier LX: N104
33 34 2 A Yes Original Name Code Student’s name code from Uppercase A to Z;

original FAFSA. .(period);
‘(apostrophe);
-(dash);
Blank: no last name
35 40 6 N Yes Attending Campus Pell-ID of attending campus. Valid Pell-ID Identifier
Pell-ID Change creates new Change creates new origination record.
origination record. Institution
must change award amounts
for student at original attended
campus as necessary.
41 45 5 A/N Yes ED Use Reserved for future use. Spaces. Not mapped.
46 58 13 A No Institution cross- This field can contain any Institution defined. Data for this field will not be included in
reference cross reference information the record from EDExpress.
internally.
59 59 1 A No Action Code Code to indicate action to be Will always be blank. No editing
taken.
60 60 1 N No No. of Payment Number of terms or payment 1–9 Change usually occurs with increase in
Periods in Student’s periods in student’s school award amount
school year. year. For schools on special
disbursement, reporting must
have a valid value; if not ,
record will be rejected.
Page 1-92
EXTERNAL ORIGINATION ADD RECORD (Con’t.)
61 67 7 N Yes Award amount for Amount of award for student’s Dollars and cents. Use Cannot exceed eligible award amount for
entire school year entire school year. Increases leading zeros; do not student award validation performed.
are required to be submitted to include the $ sign or
RFMS. decimal point.
Range: 0000000
AWARD AMOUNT MAX
(0312500)
68 75 8 N Yes Estimated Date 1st disbursement to CCYYMMDD: For 99-00 N days l = 30.
Disbursement Date #1 student will be made Range: DISBURSEMENT
START DATE (19990701)-
N days—DISBURSEMENT
END DATE (20050930).
For 99-00 N days will equal
30
76 83 8 N No Estimated Date 2nd disbursement to CCYYMMDD: For 99-00 N days = 30
Disbursement Date #2 student will be made Range: [see field position
68 in this record] or
BLANK
84 91 8 N No Estimated Date 3rd disbursement to CCYYMMDD: For 99-00 N days = 30

BLANK
92 99 8 N No Estimated Date 4th disbursement to CCYYMMDD: For 99-00 N days = 30

Disbursement Date #4 student will be made Range [see field position 68
BLANK
BLANK
Page 1-93
BLANK
BLANK
BLANK
140 147 8 N No Estimated Date 10th disbursement to CCYYMMDD For 99-00 N days = 30
Disbursement Date student will be made Range: [see field 68 in this
#10 record] or BLANK
Disbursement Date student will be made Range [see field 68 in this
#11 record] or BLANK
Disbursement Date student will be made Range: [see field position
#12 68 in this record] or
BLANK
BLANK
Disbursement Date student will be made Range; [ see field position
BLANK
BLANK
Page 1-94
188 195 8 D Yes Enrollment Date First date that the student was CCYYMMDD:
enrolled in an eligible program Range: 19990101 –
for the designated school year. 20000630
If the student enrolled in a
crossover payment period
before the first day of the Pell
award year (July 1), but which
will be paid from 1999-2000
funds, report the actual start
196 196 1 A No Low Tuition & Fees Flat to identify tuition ranges Value Tuition Range
code when the annual tuition is less 0
than $212. 1-106
107-212
or BLANK: low tuition does
not apply
197 197 1 A Yes Verification Status Status of verification of A: Accurate; Only one disbursement can be accepted
Code applicant data by the school. C: Calculated; while status = W. These disbursements
N: Not Selected; will be reversed in the second August of
R: Reprocessed; the Award Cycle if the status remains W.
T: Tolerance; Once a student is selected, he/she is
W: Without Documentation always selected.
198 198 1 A No Incarcerated Federal Code to indicate the student’s BLANK: Not incarcerated
Pell Recipient code incarcerated status for students Y: Yes, the student is
incarcerated in local penal incarcerated in a local
institutions, but are otherwise institution, but is otherwise
eligible to receive Federal Pell eligible.
Grants. N: No, if student previously
was reported as
incarcerated, but is not or is
no longer incarcerated.
199 200 2 N Yes Transaction number Transaction number from 01-99 Changes to this field, after associated
eligible SAR used to calculate disbursements are made, create a new
award active origination record. Disbursements
zero.
Page 1-95
201 205 5 N Yes Expected Family Must equal the student’s Range: 00000 - Changes to this field, after associated
Contribution (EFC) Expected Family Contribution EFC MAXIMUM (02925) disbursements are made, creates a new
from the ISIR or SAR. active origination record. Disbursements
zero.
For 99-00 EFC MAX - 02925
206 206 1 N No Secondary Expected Code indicating which EFC O=Federal Pell Grant award Changes to this field, after associated
Family Contribution value is used to determine previously based on the disbursements are made, creates a new
award amount. secondary EFC and reported active origination record. Disbursements
to the Federal Pell Grant for the previous origination will be set to
program; student’s award zero.
now based on the original
EFC. For 99-00 EFC MAX = 02925
S= Federal Pell Grant award
based on the secondary
EFC, as calculated by the
CPS or BLANK if
Secondary EFC not used.
207 207 1 N No Academic calendar Calendar which applies to this 1= Credit Hours – non The academic calendar dictates which
student’s educational program. standard terms; Payment Methodology can be accepted.
Must be valid or system 2= Credit Hours – standard Used in award amount recalculation.
accepted to process record. terms of quarters;
3= Credit Hours – standard If one of the following changes occurs and
terms of semesters; associated disbursements have been
4= Credit Hours – standard processed, a new active origination record
terms of trimesters; is created. Payments for the previous
5= Clock hours; origination will be set to zero.
6= Credit Hours without From To
terms; 1 to 2, 3, 4, or 5
2, 3, or 4 to 1 or 5
5 to 2, 3, 4, or 6
6 to 1 or 5
Page 1-96
208 208 1 N Yes Payment Methodology Formula used to calculate the 1= Credit hour with The Payment Methodology dictates the
student’s Federal Pell Grant. standard terms in which Fall data required for enrollment status, Weeks
through Spring terms equal of instructional time, Weeks of
or exceed 30 weeks, or instructional time in academic year,
equal or exceed academic Credit/Clock Hours expected to complete,
year with waiver. Credit/Clock Hours in academic year.
(AC: 2, 3, 4)
2= Credit hour with Used in award amount recalculation.
through spring terms are
less than 30 weeks, without
waiver (AC: 2, 3, 4)
3- Credit hour with standard
or non-standard terms
(AC:1-4)
4= Clock hour or Credit
hour without terms (AC:
5,6)
programs offered by
correspondence without
terms
(AC: 1-4, 6)
209 215 7 N Yes Cost of Attendance Must equal or exceed Dollars and cents. Use Used in award amount recalculation.
minimum COA in Federal Pell leading zeros; do not
Grant Payment Schedule include the $ sign or
decimal point.
Range: 0000000-9999999
216 216 1 A Payment Enrollment Status The code that applies to the Blank or BLANK only if Payment Methodology is
Methodology student’s expected enrollment 1: Full time; Formula 4. Used in award amount
1, 2, 3, 5 status for the AWARD YEAR. 2: ¾ time; recalculation.
Changes to this field will be 3: ½ time
accepted for the entire award 4: Less than ½ time
year. 5: Other
For Payment Methodology 1,
2, 3, & 5 must be valid,
Page 1-97
217 218 2 A Payment Weeks of instructional The weeks of instructional Blank or 00-78 Must be blank when using Payment
Methodology time used to calculate time in which the student will Methodology 1. If incorrect, change to
2, 3, 4, 5 payment be enrolled, and paid, as part standard value. If supplied and not needed
of the academic year or for payment methodology, ignore. Used in
program as defined for each award year recalculation.
Payment Methodology:
time in fall through spring
terms
time in all terms expected to
complete this school year
complete hours in prog or
hours in the academic yr
PM 5A: Same as Payment
Meth 4
PM 5B: Same as Payment
Meth 3
Must be completed for
Payment Methodologies 2, 3, 4
&5
219 220 2 A Payment Weeks of instructional The number of weeks of Blank or 30-78 Can be blank when using Payment
Methodology time in program’s instructional time in the Methodology 1. If incorrect, change to
2, 3, 4, 5 definition of academic program’s academic year. standard value. If supplied and not needed
year For Payment Methodology 2, for payment methodology, ignore. Used in
3, 4 & 5 must be valid. award amount recalculation.
221 224 4 A Payment Cr/Clock Hrs in all pay Number of credit or clock Blank or Ranges: Can be blank when using Payment
Methodology periods expected to hours you expect the student to 0000-3120 Academic Methodologies 1, 2, 3, & 5. If incorrect,
4, 5 comp. this school year complete and to be paid from calendar 5 change to standard value. If supplied and
the 1999-00 award year. 0000-0100 Academic not needed for payment methodology,
For Payment Methodology calendar 6 ignore. Used in award amount validation.
4&5 must be valid.
Page 1-98
225 228 4 A Payment Cr/clock hrs in Number of credit or clock Blank or Can be blank when using Payment
Methodology program’s definition of hours in this student’s Range: Methodologies 1, 2, 3, & 5. If incorrect,
4,5 academic year educational program’s 0900-3120 Academic change to standard value. If supplied and
academic year definition. calendar 5 not needed for payment methodology,
For Payment Methodology 4 & ignore. Used in award amount validation.
5 must be valid. 0024-0100Academic
calendar 6
229 258 30 A Unused Reserved for Reserved for Expansion Leave Blank
Expansion
259 264 6 N Output Reporting Campus Pell-ID of reporting campus Valid Pell-ID
Pell-ID
265 273 9 A/N Output Student Current SSN Social Security Number, as Valid Social Security
altered by the student through number or
the CPS for the Transaction BLANK if not matched.
number reported. This field
equals the original SSN if the
student has not changed SSN
in the CPS. Blank indicates
this record could not be
matched on Student ID and/or
EFC during Federal Pell Grant
processing.
274 299 26 A Output Student name Full student name as reported BLANK or
to the CPS for the Transaction Full name listed in order:
number reported. Blank Last Name 01-16
indicates this record could not First Name 17-25
be matched on Student ID Middle Initial 26
and/or EFC during Federal
Pell Grant processing.
300 300 1 A Output CPS Verification Designates whether CPS BLANK = Not selected by
Selection code selected the student for CPS for verification
institutional verification of * = Selected by CPS for
applicant data as of the Institution verification of
Transaction number reported. applicant data
NOTE: A Change to an Origination record is supplied in this same format. Changes apply to the entire award period.
Page 1-99
EXTERNAL DISBURSEMENT ADD RECORD
identify an origination 999999999XX20009999990
0
Where:
SSN – 001010001-
999999999
Name Code – XX
Valid Attending PELL ID
24 36 13 A No Institution cross- This field can contain any Institution defined. No editing
internally.
37 37 1 A No Action Code Action Code Will always be blank. No editing
38 39 2 N Yes Disbursement Number of the disbursement 01-90 Identifier

Reference Number per student for the Award Year 91-99 are Reserved for ED system
generated disbursements
40 46 7 N Yes Disbursement Amount Amount of disbursement for Dollars and cents. Use
student’s payment period. leading zeros; do not
decimal point.
Range:
0000000 -
AWARD AMOUNT MAX
(0312500)
47 47 1 A Yes Debit/Credit Indicator Indicates if the Disbursement P: positive
Flag Amount is a positive or N: negative
negative
48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Must be within N days prior of payment
will be made to the student. Range: 19990621 - period start date.
20050930
56 56 1 N Yes Payment Period Number used to identify which 0-9 Field will be populated only when
Number Payment Period this record is Payment Period data is desired.
referencing
57 64 8 N Yes Payment Period Start Beginning date of Payment CCYYMMDD: Field will be populated only when
Date Period Range: PP START Payment Period data is desired.
(19990101) -
PP END DATE (20001231)
Page 1-100
EXTERNAL DISBURSEMENT ADD RECORD (Con’t.)
65 72 8 N Yes Payment Period End Ending date of Payment Period CCYYMMDD: Field will be populated only when
Date Range: PP START Payment Period date is desired.
(19990101) -
73 73 1 N Yes No. of payment Number of terms or payment 1–9 Field will be populated only when
periods in Student’s periods in students school year Payment Period data is desired.
school year
74 80 7 N Yes Total Payment for the Amount of award for this Dollars and cents. Use Cannot exceed eligible award amount for
Payment Period Payment Period. Increases are leading zeros; do not student award recalc performed
required to be submitted to include the $ sign or Field will be populated only when
RFMS. decimal point. Range: Payment Period data is desired.
0000000 -
AWARD AMOUNT MAX
(0312500)
81 81 1 A Yes Academic calendar for Calendar which applies to this Blank or Field will be populated only when
this payment period payment period for the 1= Institution uses non Payment Period data is desired.
student’s educational program. standard terms and
measures progress by credit
hours;
2= Institution uses quarters
credit hours;
3= Institution uses
4=Institution uses trimesters
credit hours;
progress by clock hours;
6= Institution does not use
progress by credit hours
Page 1-101
82 82 1 A Yes Payment Methodology Report the formula used to Blank or Field will be populated only when
for this payment calculate this payment for the 1= Credit hour with standard Payment Period data is desired.
period student’s Federal Pell Grant. terms of Quarter, Semester, or
Trimester equal to or
exceeding 30 weeks (AC: 2, 3,
4)
terms of Quarter, Semester, or
Trimester less than 30 weeks
(AC: 2, 3, 4)
3= Credit hour with non-
standard terms of Quarter,
Semester, Trimester (AC:: 1-4)
programs offered by
correspondence with credit
hours (AC: 1-6)
83 89 7 N Yes Cost of Attendance for Must equal or exceed Dollars and cents. Use leading Field will be populated only when
this payment period. minimum COA in Federal Pell zeros; do not include the $ Payment Period data is desired.
Grant Payment Schedule sign or decimal point.
Range: 0000000-9999999
90 90 1 A Payment Enrollment status for The code that applies to the Blank or Field will be populated only when
Methodology this payment period student’s enrollment status at 1: Full time; Payment Period data is desired.
1,2,3,5 the current time. 2: ¾ time;
3: ½ time;
4: Less than ½ time
91 92 2 A/N Payment Weeks of instructional Number of weeks used to Blank or 00-78 Field will be populated only when
Methodology time used to calculate calculate payment for this Payment Period data is desired.
2, 3, 4, 5 payment for this payment period by PM.
payment period PM 2: Weeks of instructional
terms
time in payment period
complete hours in prog or
hours in the academic yr
Meth 4
Meth 3
Page 1-102
First Last bytes)
93 94 2 A/N Payment Weeks of instructional Number of weeks in program’s Blank or Field will be populated only when Payment
Methodology time in program’s definition of academic year 30-78 Period data is desired
2, 3, 4, 5 definition of academic
year
95 98 4 A/N Payment Cr/clock hrs expected to Number of Cr/clock hrs Ranges: Blank or Field will be populated only when Payment
Methodology be completed in this expected to be completed in this 0000-3120 Academic Period data is desired.
4, 5 Payment Period payment period calendar 5
0000-0100 Academic
calendar 6
99 102 4 A/N Payment Cr/clock hrs in Number of Cr/clock hrs in Range: Blank or Field will be populated only when Payment
Methodology program’s definition of program’s definition of 0900 – 3120 Academic Period data is desired.
4, 5 academic year academic year calendar 5
0024 – 0100 Academic
calendar 6
Page 1-103
Other Record Descriptions
What’s included:
TIVWAN TRANSMISSION:
TIVWAN Transmission Header Record Description
TIVWAN Transmission Batch Header Record Description
TIVWAN Transmission Batch Trailer Record
DISBURSEMENT:
Disbursement Record Description
Disbursement Acknowledgment Record Description
Special Disbursement Record Description

Special Disbursement Acknowledgment Record Description
Page 1-104
Page 1-105
TIVWAN TRANSMISSION HEADER RECORD
1 5 5 A/N Yes TIVWAN Transmission Literal value for header Constant: Missing Transmission Header – Reject
Header ID ID “O*N01” Transmission
6 53 48 A/N Yes Filler Reserved for future use Spaces
54 55 2 A/N Yes Header Indicator WAN Transmission Constant: “73”

Header Indicator
XX A/N Yes Filler Filler will be added to Spaces

make the Transmission
records to match the
Message Class record
length
Page 1-106
1999 –2000 RFMS Record Layouts
TIVWAN TRANSMISSION BATCH HEADER RECORD
1 5 5 A/N Yes TIVWAN Batch Header Constant: “O*N05” Missing Transmission Header –
Identification Number Reject Transmission.
6 12 7 A/N Yes Header Destination Number TIVWAN Destination Mailbox ‘TGXXXXX’ where ‘XXXXX’ is
ID a five-digit number assigned to
Destination
13 19 7 A/N Yes Filler Reserved for Future Use Spaces
20 24 5 A/N Yes Header Class Label Text used to identify that the Constant: “,CLS=”
next field is a Message Class
25 32 8 A/N Yes Header Message Class Valid Message Class Format: XXXXYY[IN/OP] where:
XXXX – Literal for rec type
YY- last year in cycle: ‘00’
IN – for records IN to RFMS
OP – for records OUT of RFMS
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 Constant: “,BAT=”
field is a Batch Number
42 58 17 A/N Yes Header Batch Number 17 digit character batch number. Batch Number:
If not used set to all zeros. “0000000000000000000”
59 64 6 A/N Yes Header NCNT Label Constant: “,NCT=”
65 70 6 N Yes Header NCNT Number of records included in “000000”

this batch.
XX A/N Yes Filler Filler will be added to make the Spaces.
transmission records to match
the Message Class record
length.
Page 1-107
TIVWAN TRANSMISSION BATCH TRAILER RECORD
1 5 5 A/N Yes TIVWAN Batch Trailer Record Identifier Constant: “O*N95” Missing Transmission Trailer – Reject
Identification Number Transmission
No Detail Records – Reject
Transmission
6 12 7 A/N Yes Trailer Destination TIV WAN Destination Mailbox ‘TGXXXXX’ where
Number ID “XXXXX’ is a five-digut
number assigned to
Destination.
13 19 7 A/N Yes Filler Reserved for Future Use Spaces
20 24 5 A/N Yes Trailer Class Label Text used to identify that the Constant: “,CLS=”
next field is a Message Class
25 32 8 A/N Yes Trailer Message Class Valid Message Class Format: XXXXYY [IN/OP]
Where:
XXXX – Literal for rec type
YY - last year in cycle: ‘00’
IN - for records IN to RFMS
OP – for records OUT of
RFMS
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 Constant: “,BAT=”
Field is a Batch Number
42 58 17 A/N Yes Trailer Batch Number 17-digit character batch number. Batch Number:
If not used to set to all zeros. “0000000000000000000”
59 64 6 A/N Yes Trailer NCNT Label Constant: “,NCT=”
65 70 6 N Yes Trailer NCNT Number of Records Included in “000000”
this Batch
XX A/N Yes Filler Filler will be added to make the Spaces
Transmission Records to match
the Message Class Record
length.
Page 1-108
TIVWAN TRANSMISSION TRAILER RECORD
Field Positions Length (# of bytes) Type Required Field Name Description Valid Values Processing Notes/Edits
First Last
1 5 5 A/N Yes TIVWAN Transmission Literal Value for Trailer Constant: “O*N99” Missing Transmission Trailer –
Trailer ID ID Reject Transmission
No Detail Records – Reject
Transmission
6 53 48 A/N Yes Filler Reserved for future use Spaces
54 55 2 A/N Yes Header Indicator WAN Transmission Constant: “73”

Trailer Indicator
XX A/N Yes Filler Filler will be added to Spaces

make the transmission
records to match the
Message Class record
length.
Page 1-109
DISBURSEMENT RECORD
1 23 23 A/N Yes Origination ID Unique number used to FORMAT: Identifier
identify the origination which 999999999XX200099999900 If Origination ID does not match on
the disbursement is to be Where: SSN-001010001 – RFMS database, then reject record
applied against. 999999999
Name Code – XX
Valid Attending PELL-ID
Orig. Sequence Number – 00
24 36 13 A No Institution cross-reference This field can contain any Institution defined.
cross reference information
internally.
37 37 1 A No Action Code Action Code Will always be BLANK No editing.
38 39 2 N Yes Disbursement Reference Number of this disbursement. Must be numeric: 01 – 90 Identifier

Number RFMS will send disbursement 91-99 are Reserved for RFMS system
number 91-99 for system generated disbursements
generated disbursement. If number is equal to number
associated with Origination ID, then
reject record as duplicate.
40 40 1 A Yes Debit/Credit Indicator Flag Indicates if the Disbursement P: positive If first accepted disbursement, then
Amount is positive or N: negative must equal “P”
negative.
41 47 7 N Yes Disbursement Amount Amount of disbursement for Dollars and cents. Use leading
student zeros; do not include the $ sign
or decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Process Date must be within N days
will be made to the student. Range: 19990621 - prior to disbursement date.
* 20050930 If date plus 30 days > system date,
then send 30 day warning message.
N may be different for Just In Time

and Advance Funding Institutions.
56 100 45 A Unused Reserved for future expansion Reserved for future expansion
Page 1-110
DISBURSEMENT ACKNOWLEDGMENT RECORD
the disbursement is to be Where: SSN – 001010001-
applied against. 999999999
Name Code – XX
24 36 13 A No Institution cross-reference This field can contain any Institution defined.
internally.
37 37 1 A Yes Action Code/Status Code to indicate processing Valid Codes:
status of disbursement. A: Accepted disbursement
amount
C: Corrected disbursement
amount
rejected
38 39 2 N Yes Disbursement Reference Number of disbursement. Must be numeric: 01 – 90 Identifier:
number RFMS will send disbursement 91-99 are reserved for RFMS system
number 91-99 for system generated disbursements.
generated disbursement.
40 40 1 A Yes Accepted/Debit/Credit Indicates if the Disbursement P: positive
Indicator Flag Amount is positive or negative N: negative
41 47 7 N Yes Accepted Disbursement Amount of disbursement for Dollars and cents. Use leading
amount student. If an adjustment, this zeros; do not include the $ sign
value is a replacement amount. or decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
48 55 8 N Yes Disbursement date Date this disbursement was or CCYYMMDD:
will be made to the student. Range: 19990621 – 20050630
56 100 45 A Unused Reserved for future expansion Reserved for future expansion. Spaces
101 107 7 N Output YTD Disbursed Amount Total amount that has been Dollars and cents. Use leading
disbursed to the student for the zeros; do not include the $ sign
award year. or decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
Page 1-111
DISBURSEMENT ACKNOWLEDGMENT RECORD (Con’t.)
108 182 75 N Output Edit/Comment Codes Three-digit comment codes Twenty-Five edit/reject codes of:
indicating the results of 000-999
Federal Pell Grant processing. Position XXX-XXX: 1st code
Maximum of 25 comments Position XXX-XXX: 2nd code…
will appear in a single Position YYY-YYY: 25th code
acknowledgment record. If
less than 25 comments, zero
filled.
that have been made to their Each digit signifies a different
database and require situation
immediate action to rectify 1st – Shared SAR ID
4th – POP
5th thru 10th – Reserved for future
use.
Page 1-112
SPECIAL DISBURSEMENT RECORD
identify the origination which 999999999XX200099999900 If Origination ID does not match on
the special disbursement is to Where: RFMS database, then reject record.
be applied against. SSN – 001010001-999999999
Name Code – XX
24 36 13 A No Institution cross-reference This field can contain any Institution defined. No editing.
internally.
37 37 1 A No Action Code Will always be blank. BLANK No editing.
38 39 2 N Yes Disbursement Reference Number of the disbursement Must be numeric: 01 - 90 Identifier

Number per student for the Award Year. 91-99 are reserved for RFMS system
91-99 are Reserved for RFMS generated disbursements
system generated If number is equal to number
disbursements. associated with Origination ID, then
reject record as duplicate.
40 46 7 N Yes Disbursement Amount Amount of disbursement for Dollars and cents. Use leading
student’s payment period. If zeros; do not include the $ sign
an adjustment, this value is a or decimal point. Range:
replacement amount. 0000000 -
AWARD AMOUNT MAX
(0312500)
47 47 1 A Yes Debit/Credit Indicator Flag Indicates if the Disbursement P: positive If first accepted disbursement, then
Amount is positive or negative N: negative must equal “P”
48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD: Process Date must be within N days
will be made to the student. Range: 19990621 – 20050930 prior to disbursement date.
If date plus 30 days < system date,
then send 30 day warning message.
N may be different for Just In Time

and Advance Funding Institutions.
Page 1-113
SPECIAL DISBURSEMENT RECORD (Con’t.)
56 56 1 N Yes Payment Period Number Number used to identify Must be numeric: 1-9 If greater than No. of Payment Periods,
which Payment Period this then reject record.
record is referencing
57 64 8 N Yes Payment Period Start Date Beginning date of Payment CCYYMMDD:
Period Range: PP START (19990101) -
65 72 8 N Yes Payment Period End Date Ending date of Payment CCYYMMDD: If prior to Start Date, then set accepted
Period Range: PP START (19990101) - value to Start Date + 1 day and send
PP END DATE (20001231) warning message.
73 73 1 N Yes No. of Payment Periods in Number of terms or payment Must be numeric: 1 – 9 If less than Origination value, then
Student’s School Year periods in student’s school If not in range
year. If Academic Calendar = 1, then set to 2
If Academic Calendar = 2:
(Check Payment Methodology)
If PM > 2, then set to 3
If PM = 1 or 2, then set to 2
74 80 7 N Yes Total Payment for the Total Payment Amount Dollars and cents. Use leading Cannot exceed Total Payment Ceiling
Payment Period acceptable for this Payment zeros; do not include the $ sign or -Award Validation performed.
Period. decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
81 81 1 A Yes Academic Calendar for this Calendar which applies to Blank or Change applied only if different from
Payment Period this payment period for the 1= Institution uses nonstandard the origination record for the designated
student’s educational terms and measures progress by payment period.
program. credit hours; Is missing or invalid, set accepted value
2= Institution uses quarters and to origination value.
measures progress by credit hours;
3= Institution uses semesters and
measures progress by credit hours;
4= Institution uses trimesters and
measures progress by credit hours
5= Institution measures progress
by clock hours
6= Institution does not use terms,
but does measure progress by
credit hours
Page 1-114
82 82 1 A Yes Payment Methodology for this Report the formula used to Blank or Changes applied only if different from
payment period calculate this payment for the 1= Credit hour with standard the origination record for the
student’s Federal Pell Grant. terms of Quarter, Semester, or designated payment period.
Trimester equal to or exceeding 30 If missing, or invalid, then set
weeks (AC: 2, 3, 4) accepted value to origination value.
2= Credit hour with standard terms
of Quarter, Semester, or Trimester
less than 30 weeks (AC: 2, 3, 4)
3= Credit hour with non-standard
terms of Quarter, Semester,
Trimester (AC: 1-4)
programs offered by
correspondence with credit hours
(AC: 1-6)
83 89 7 N Yes Cost of Attendance for this Must equal COA calculated Dollars and cents. Use leading Changes applied only if different from
payment period by the institution following zeros; do not include the $ sign or the origination record for the
the Federal Pell Grant decimal point. designated payment period.
Payment regulations. Range: 0000000 – 9999999 If missing or invalid, then set accepted
value to origination value.
90 90 1 A PM 1, 2, 3, 5 Enrollment status for this The code that applies to the Blank or Changes applied only if different from
payment period student’s enrollment status 1: Full time; the origination record for the
for the Payment Period. 2: ¾ time; designated payment period.
3: ½ time; If missing or invalid, then set accepted
4: Less than ½ time value to origination value OR if PM
does not equal 4 and invalid or
BLANK, then set accepted value to
previous value or “1”. ELSE if
invalid, set accepted value to BLANK.
Page 1-115
91 92 2 A/N Pay Meth 2, Weeks of instructional time Number of weeks used to Blank or Changes applied only if different from
3, 4, 5 used to calculate payment for calculate payment for this 00 – 78 the origination record for the
this payment period payment period by PM Blank is valid only for PM=1 designated payment period.
PM 2: Weeks of instructional If missing or invalid, then set accepted
time in fall through spring value to origination value OR
terms If invalid or out of range, then
PM3: Weeks of instructional accepted value equal to previous value
time in payment period or equal to Weeks for Academic Year.
PM 4: Weeks of instructional If supplied and not needed for payment
time for a full time student to methodology, ignore.
complete hours in prog or hrs
in academic yr
Meth 4
Meth 3
93 94 2 A/N Pay Meth 2, Weeks of inst. Time in Number of weeks in program’s Blank or Changes applied only if different from
3, 4, 5 program’s definition of definition of academic year 30 – 78 the origination record for the
academic year Blank is valid only for PM=1 designated payment period.
If missing or invalid, then set accepted
value to origination value OR
If attending Pell ID default Weeks
default.
Weeks populated, then set accepted
value to default.
95 98 4 A/N Pay Meth 4,5 Cr/clock hrs expected to comp. Number of CR/clock hrs Ranges: Blank (Unless Payment Changes applied only if different from
for this Payment period. expected to be completed in Methodology 5 and AC 6, or the origination record for the
this payment period Payment Methodology 4) designated payment period
0000-3120 Academic calendar 5 If missing or invalid, then set accepted
0000-0100 Academic calendar 6 value to origination value OR
If invalid, or out of range, then
accepted value equal to previous value
or equal to Cr/Clock Hrs for Acad Yr.
If supplied and not needed for payment
methodology, ignore.
Page 1-116
99 102 4 A/N Pay Meth 4, 5 Cr/clock hrs in program’s Number of Cr/clock hrs in Range: Blank (Unless Payment Changes applied only if different from
definition of academic year program’s definition of Methodology 5 and AC 6, or the origination record for the
academic year Payment Methodology 4) designated payment period.
0900 – 3120 Academic calendar 5 If missing or invalid, then set accepted
0024 – 0100 Academic calendar 6 value to origination value OR
If attending Pell ID default Hours
default. ELSE if Reporting Pell ID
default hours populated, then set
accepted value to default. ELSE set
accepted value to 900 if Academic
Calendar = 5 or set accepted value to
24 if Academic Calendar = 6.
Page 1-117
SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD
the special disbursement is to Where:
be applied against. SSN – 001010001-999999999
Name Code – XX
24 36 13 A No Institution cross-reference This field can contain any Institution defined. No editing.
internally
37 37 1 A No Action Code Code to indicate action to be Valid codes:

taken A: Accepted – all fields
accepted
C: Corrected – one or more
fields corrected
rejected
38 39 2 N Yes Disbursement Reference Number of the disbursement Must be numeric: 01 – 90 Identifier
Number per student for the Award Year. 91-99 are Reserved for RFMS system
91-99 are reserved for RFMS generated disbursements
system generated
disbursements.
40 46 7 N Yes Accepted Disbursement Amount of disbursement for Dollars and cents. Use leading
Amount student’s payment period. If zeros; do not include the $ sign
an adjustment, this value is a or decimal point.
replacement amount. Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
47 47 1 A Yes Accepted Debit/Credit Indicates if the Disbursement P: positive
Indicator Flag Amount is positive or negative N: negative
48 55 8 D Yes Disbursement Date Date this disbursement was or CCYYMMDD:

will be made to the student. Range: 19990621 – 20050930
Page 1-118
SPECIAL DISBURSEMENT ACKNOWLEDGMENT RECORD (Con’t.)
56 56 1 N Yes Payment Period Number Number used to identify which Must be numeric: 1-9
Payment Period this record is
referencing
57 64 8 N Yes Payment Period Start Date Beginning date of Payment CCYYMMDD:
Period Range: PP START (19990101) -
PP END 20001231
65 72 8 N Yes Payment Period End Date Ending date of Payment Period CCYYMMDD:
Range: PP START (19990101) -
PP END 20001231
73 73 1 N Yes Accepted No. of Payment Number of terms or payment Must be numeric: 1 – 9
Periods in Student’s school periods in student’s school
year year
74 80 7 N Yes Accepted Total Payment for Total Payment Amount Dollars and cents. Use leading
this Payment Period acceptable for this Payment zeros; do not include the $ sign
Period. or decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
81 81 1 A Yes Accepted Academic calendar Calendar which applies to this Blank or
for this payment period payment period for the 1= Institution uses nonstandard
student’s educational program. terms and measures progress by
credit hours;
2= Institution uses quarters and
hours;
3= Institution uses semesters and
hours;
4= Institution uses trimesters and
hours;
5= Institution measures progress
by clock hours;
6= Institution does not use terms,
but does measure progress by
credit hours
Page 1-119
82 82 1 A Yes Accepted Payment Report the formula used to Blank or
methodology for this payment calculate this payment for the 1= Credit hour with standard terms
period student’s Federal Pell Grant. of Quarter, Semester, or Trimester
equal to or exceeding 30 weeks
(AC: 2, 3, 4)
2= Credit hour with standard terms
of Quarter, Semester, or Trimester
less than 30 weeks (AC: 2, 3, 4)
3= Credit hour with non-standard
terms of Quarter, Semester,
Trimester (AC:1-4)
without terms (AC: 5,6)
programs offered by
correspondence with credit hours
(AC: 1-6)
83 89 7 N Yes Accepted Cost of Attendance Must equal COA calculated Dollars only; omit cents. Use Only populated if changed. Changes
for this payment period by the institution following leading zeros; do not include $ applied only if different from the
the Federal Pell Grant sign. origination record for the designated
Payment regulations. Range: 0000000 – 9999999. payment period.
90 90 1 A PM 1,2,3,5 Accepted Enrollment Status The code that applies to the Blank or Only populated if changed. Changes
for this Payment Period student’s enrollment status 1: Full time; applied only if different from the
for the Payment Period. 2: ¾ time; origination record for the designated
3: ½ time; payment period.
4: Less then ½ time
91 92 2 A/N Pay Meth 2, Accepted Weeks of Number of weeks used to Blank or 00-78 Only populated if changed. Changes
3, 4, 5 Instructional time used to calculate payment for this applied only if different from the
Calculate Payment for This payment period by PM. origination record for the designated
Payment Period PM2: Weeks of Instructional payment period.
terms
PM3: Weeks of instructional
time in payment period
PM4: Weeks of instructional
time for a full-time student to
complete hours in program or
hours in academic year
PM5A: Same as PM4
PM5B: Same as PM3
Page 1-120
93 94 2 A/N Pay Meth 2, Accepted Weeks of inst. Time Number of weeks in program’s Blank or Only populated if changed. Changes
3, 4, 5 in program’s definition of definition of academic year 30-78 applied only if different from the
academic year origination record for the designated
payment period.
95 98 4 A/N Pay Meth 4,5 Accepted Cr/clock hrs Number of Cr/clock hrs Ranges: Blank or Only populated if changed. Changes
expected to comp. for this expected to be completed in 0000-3120 Academic Calendar 5 applied only if different from the
Payment Period this payment period. 0000-0100 Academic Calendar 6 origination record for the designated
payment period.
99 102 4 A/N Pay Meth 4,5 Accepted Cr/clock hrs in Number of Cr/clock hrs in Range: Blank or Only populated if changed. Changes
program’s definition of program’s definition of 0900-3120 Academic Calendar 5 applied only if different from the
academic year academic year. 0024-0100 Academic Calendar 6 origination record for the designated
payment period.
103 110 8 A Unused Reserved for future expansion Reserved for future expansion Spaces
111 117 7 N Output YTD Disbursement Amount Total amount that has been Dollars and cents. Use leading
disbursed to the student for the zeros; do not include the $ sign or
award year. decimal point.
Range: 0000000 -
AWARD AMOUNT MAX
(0312500)
118 192 75 N Output Edit/Comment Codes Three digit comment codes Twenty-Five edit/reject codes of:
indicating the results of 000 – 999
Federal Pell Grant processing. Position XXX-XXX: 1st code
Maximum of 25 comments Position XXX-XXX: 2nd code
will appear in a single Position YYY-YYY: 25th code
acknowledgment record. If
less than 25 comments, zero
filled.
that have been made to their Each digit signifies a different
database and require situation
immediate action to rectify 1st – Shared SAR ID
4th – POP
5th thru 10th – Reserved for future
use
Page 1-121
Page 1-122
2.0 Combination Layouts
Schools, who use a combination of institutional software and EDExpress for

Windows to process Pell, can use the external import process to quickly add and
update both Origination Records and Disbursement Records in EDExpress.
Interfacing the school’s system with EDExpress allows the school to take
advantage of the edits included in the EDExpress software.
This section will provide a brief overview of the process. More details are
available in within Help Text in the EDExpress software. Two record layouts,
one for Origination Records and one for Disbursement Records, are used for this
purpose. The External Origination Add file has a message class of PGEO00OP
and a record length of 300 characters. The External Disbursement Add file has a
message class of PGED00OP and a record length of 102 characters. The record
layouts can be found in Section 1.0 Custom Layouts, External Origination Add
Record and External Disbursement Add Record.
The key for both message file types is the Origination ID with the following
elements:
1 3 5
9999999999 XX 2000 999999999 00
2 4
1. Positions 1-9 characters are the SSN with a valid range of 001010001-999999999
2. Positions 10-11 are the Name Code
3. Positions 12-15 are the Year Indicator with a valid range of 2000
4. Positions 16-21 are the Valid Attending Campus Pell ID
5. Positions 22-23 are the Origination Sequence Number which must be 00
These special files are created and imported without header or trailer records
attached. The EDExpress software requires an ASCII format at the end of each
record marked with carriage return and line feed characters (ASCII 10 and 13).
There is no end of file marker (EOF), only the final carriage return/line feed
marker after the last record.
Note: If the file is incorrectly formatted without the carriage return/line feed,
the import fails and the following error message displays: “Invalid record
length. Check import file format”.
When externally added records are imported, the import process performs field-
by-field editing and end of entry edits. If the Student’s Original SSN, Name
Code, Attended Campus, Academic Calendar, and Payment Methodology are
present, the EDExpress
Page 2-1
software will run the record through end of entry edits. Records will be added
based on a unique Origination ID (Original SSN, Name Code, Attended
Campus, Year Indicator, and Origination Sequence Number).
• Student’s Original SSN
• Name Code
• Attended Campus
• Year Indicator
• Origination Sequence Number
At the end of the external import add process for both origination and
disbursement, a batch statistics dialog box will be displayed. The dialog will
contain the number of records added, updated, skipped and total in file. Records
with errors will print on an import edit report.
Page 2-2
APPENDIX A: GLOSSARY
Glossary
1. Academic Calendar - Type of academic term used by the institution for the student.
Acceptable terms are:
1 = Credit Hours (nonstandard terms)

2 = Credit Hours – Standard Terms of Quarters
3 = Credit Hours – Standard Terms of Semesters
4 = Credit Hours – Standard Terms of Trimesters
5 = Clock Hours
6 = Credit Hours Without Terms
2. Account Classification Codes (ACCS) – The Account Classification Codes make up the
Department of Education’s full account number. The ACCS are comprised of multiple
segments, such as the fund code, funding fiscal year, organization code, project code,
object class, function code, DUNS number, and general ledger account. The Department
of Education’s ACCS has been designed to take advantage of ORACLE’s flexible tools
for recording, reporting, and controlling accounting information. The ACCS
accommodates and classifies information from Department of Education Financial
systems.
3. Adjustment Sign - Indicates whether the net accepted change on the processed payment
record is an increase (+) or decrease (-). Zero change is also represented by a + sign.
4. Administrative Cost Allowance - Money paid to institutions to offset some of the cost
of delivering financial aid to students. For the Federal Pell Grant program, the amount is
$5.00 for each student at the institution who receives a Federal Pell Grant. This amount
is based on the number of Pell recipients reported by the institution, including students
who withdrew from institution or were transferred (even if all Federal Pell Grants were
recovered).
5. Administrative Relief Request – A school’s request to the Department of Education or

the contractor to grant relief which prevents the school from meeting the September 30
deadline, such as:
A) An event, like natural disaster

B) Processing Error
6. ADE - Automated Data Exchange.
7. ADP - Automated Data Processing.
Glossary January 26, 2000

Page A-1
Glossary
8. Advance Funding Method – Under the Advance Payment Method, an institution
receives an initial authorization amount from which it may draw down funds from the
Grants Administration Payment System (GAPS). RFMS will continue to adjust the initial
authorization amount during the award year based on the disbursement records
transmitted by the institution. While the Advance payment method is the one most
currently used by most institutions, an institution may need to adjust its business process
since the institution’s authorization level is adjusted based on the receipt, and acceptance,
of disbursement records by RFMS.
9. Amount Disallowed Due to Errors/Corrections - Amount disallowed by the Federal

Pell Grant program edits in determining a student's award.
10. Amount of Net Accepted Change - Net change to the student's award as a result of
processing the student record (refer also to Adjustment Sign).
11. Amount Paid to Date – The portion (amount) of the Federal Pell Grant the institution
has actually paid the student (either by check or credit to the account), as of the data the
payment record is reported to the Federal Pell Grant program.
The Amount Paid to Date plus the Remaining Amount to be Paid cannot exceed the
student’s total Federal Pell Grant for the entire award year, taking into account the
student’s expected enrollment status.
12. Attended Campus - Campus attended by the student as denoted by the Pell ID. If the
school is a branch campus with a unique Pell ID, the branch campus Pell ID is used. If
the school is a branch campus without a unique Pell ID, the Pell ID of the central campus
is used.
13. Audit Adjustment Report (AAR) – A report that the school submits showing the
student’s award amount greater or lesser than the amount shown on the SPS or the
students’ payment dates appear appears on the institution’s records but does not appear in
the SPS.
14. Award - Amount of the Federal Pell Grant for which a student is eligible during an award
year.
15. Backup - (For the PC-based software) Copying the database files to a diskette or other
media type provides a back-up of student payment record information in case of a system
failure.
16. Batch Number – Institutions/Servicers assign their own batch numbers when they
submit origination and disbursement batches to ED. They must assign batch numbers in

Page A-2
Glossary
the format ED prescribes in the RFMS Grant Batch Header Record fields 15-40. Format
is:
XX = Batch Type Code (alpha)
CCYY = Last Year in Cycle
999999 = Reporting Pell Institution Number
CCYYMMDD = Date Batch Created
HHMMSS = Time Batch Created
17. Batch Processing Date - Date on which the Federal Pell Grant program completes
processing the origination or disbursement data batch.
18. Batch Recreate - A function of the origination and disbursement software which allows a
user to recreate an origination or disbursement payment data batch using a batch
sequence number.
19. Batch Replacement - A function of the origination and disbursement software which
allows the TIV WAN to replace a batch previously generated. The function matches
batch sequence number.
20. Batch Sequence Number - Unique, four-digit, system generated batch number that is
linked to each student origination and disbursement record batch generated by an
institution. Used for tracking and audit trail purposes. (Formerly "internal batch
number").
21. Central Processing System - This system processes student financial aid applications,
calculates the Expected Family Contribution (EFC) for each applicant, and prints the
Student Aid Report (SAR).
22. Central Reporting Campus – This is the campus where the student is actually in
attendance.
23. Certification - The initial step an institution takes to become a participant in the Pell
Grant Automated Data Exchange. The institution must complete the Federal Pell Grant
program Data Exchange Certification form and submit the form to the Department of
Education.
24. Clock Hour Programs (or Clock Hour Programs Without Terms) - Identifies
academic programs in which duration is measured by clock hours or by credit hours
completed with no terms.
25. Contracting Officer’s Technical Representative (COTR) – U.S. Department of

Education’s representative who is responsible for the technical aspects of the project,
technical liaison with the Contractor, and any other responsibilities that are specified in

Page A-3
Glossary
the contract, such as inspects all deliverables, including reports, and recommends
acceptance or rejection to the Contracting Officer.
26. Cost of Attendance - Used to determine the student's Scheduled Pell Grant award and is
always based on the cost for a full-time student for an entire academic year. It must be
greater than 0000. These costs consist of:
• Tuition and fee

• Allowances for room and board
• Allowance for books, supplies, transportation, and miscellaneous personal expenses
• Allowances established by the institution for dependent care, disability-related
expenses, study abroad, and employment expenses related to cooperative education
programs.
Special exceptions to which cost components apply include: less than half-time students,
correspondence study students, incarcerated students, and students receiving instruction
by telecommunications.
27. Current Social Security Number - Social Security Number, as reported by the
student in the Federal Student Aid Application Processing System for the Transaction
Number given.
28. Database – Information entered in the computer and stored in various files.
29. Database Management Services – The production services for preparing and
transmitting data to and from the RFMS within a designated time period. The service
also includes mailing the output products to institutions and servicers.
30. Data Request - Electronic Transmission request to the Federal Pell Grant program for
replacement of missing disbursement batches.
31. Date Enrolled This Award Year - Date the student first enrolled (i.e., first day the
student attended classes) in an eligible program for the applicable award year. If the
student enrolled in a crossover payment period before the first day of the award year
(July 1), report the actual date enrolled, even though that date occurs before the start of
the award year
32. Dear Colleague Letter – A means of communicating policy or major programmatic

information on Federal student financial aid issues from ED to the postsecondary
financial aid community.

Page A-4
Glossary
33. Decrease Award Report (DAR) – A report that the school submits student’s total
payment amount less than the amount shown on the SPS showing or if the student
received an overpayment.
34. Destination Point – In EDE, the receiver and transmitter of Title IV applicant and/or Pell
Grant payment data with the TIVWAN network. May be a postsecondary institution
servicing one or more institutions or a service agent servicing multiple institutions.
35. Disbursement Record (Regular) – A simple Electronic Data Interchange (EDI

compliant record that contains regular disbursement information. This record is used by
advance funded or Just-In-Time pilot institutions.
36. Disbursement Record (Special) – A record that indicates regular disbursement and
additional payment-period-specific data. This record is used by institutions that have
been placed on either the reimbursement or cash monitoring payment methods by ED or
institutions that cease to participate in the Federal Pell Grant program sometime during
the award year.
37. Document – Any form within RFMS; generally used for forms containing financial aid
data (e.g., applications, Student Aid Reports, Payment Vouchers, Processed Payment
Vouchers, etc.).
38. Downside Adjustment - Amount of money that an institution returns for their Federal
Pell Grant program recipients during the award year. This return should occur no later
than 30 days from when the student's award changed.
39. DUNS Number – Data Universal Numbering Scheme.
40. EAPS – Electronic Applications. A function on the main menu of the Pell Payment PC
Software that enables users of the Electronic Data Exchange to input ISIRs without using
EDExpress for Windows.
41. ECAR - Electronic Correction to Applicant Record. A record containing corrections to

applicant data transmitted electronically over the network. This corresponds to the Electronic
Corrections stage of Electronic Data Exchange program.

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

2 - ¾-time 5 - other
3 - ½-time
If Academic Calendar = 2,3, or 4 Enrollment Status = 1,2,3,4, or 5

If Academic Calendar = 1 or 4 Enrollment Status = blank

Page A-6
Glossary
50. Entity Number - A unique 12Ccharacter identification code assigned to an institution by
the Department of Education. The entity number consists of the taxpayer identification
number preceded by a single-digit number and followed by a letter and a number.
51. Electronic Pell Origination and Disbursement Data - The electronic equivalent of the
Student Origination or Disbursement Record enabling institutions to report Federal Pell
Grant Origination and Disbursement data to the Department of Education. Corresponds
to the Electronic Disbursement Service function of the Electronic Data Exchange
program.
52. Electronic Pell Origination and Disbursement Acknowledgment Data - The

electronic origination or disbursement acknowledgment record returned to the institution
containing updated student origination or disbursement information. Corresponds to the
Electronic Disbursement Service function of the Electronic Data Exchange program.
53. Electronic Statement of Account (ESOA) - Electronic version of the Statement of

Account (SOA) which summarizes the status of an institution's spending authorization
versus amount expended to date for that award year.
54. Electronic Year-To-Date – The electronic version of the Year-to-Date record data.
55. Estimated Disbursement Dates – This is field position 68-75 in the Student Origination
Record. Contains 15 dates of when disbursement to student is estimated to be made.
Valid Values = CCYYMMDD.
Range: N days prior to Disbursement Start Date (19990701) to Disbursement End Date
(20050930).
56. Expected Family Contribution (EFC) - EFC is used for all Title IV programs. The
number is calculated by the Federal Student Aid Application Processing System. To be
eligible for a Federal Pell Grant, the EFC must be 2925 or less (for 1999-2000).
57. Federal Pell Grant Payment Schedule - Schedule of Federal Pell Grant Awards.
Schedule is based on EFC, enrollment status, and the institution cost of attendance.
58. Federal Pell Grant Program - The computerized financial management processing
system supporting the operating mission of the Federal Pell Grant program.

Page A-7
Glossary
59. Financial Control - A code indicating the source of financial control for your institution.
Use the code that best describes your institution:
1 - Public
2 - Private, nonprofit
3 - Proprietary
Blank - no change
60. Floppy Disk Data Exchange – Was operational until 1998-99 and was a method of
submitting Pell Grant payment data to, and receiving processed payment data from, the
Federal Pell Grant program using the Pell Payment PC software. Payment and processed
payment data was exchanged between the Department of Education and the institution by
mailing personal computer disks.
61. Free Application for Federal Student Aid (FAFSA) - The application that must be filed
to apply for any student financial aid distributed by the federal government.
62. Full-Time Enrollment – The total number of full-time undergraduate students enrolled
in the institution. Does not include full-time equivalents.
63. Generate - Refers to creating a batch of student origination and disbursement records to
submit to the Federal Pell Grant program.
64. Grants Administration and Payment System (GAPS) – System used by EDGAPS for
grants administration and payment.
65. Grant Batch Header Record – This record is part of the Origination Record and reports
the institution’s identifying code numbers, output media, and processing dates.
66. Grant Batch Trailer Record – This record is part of the Origination Record and reports
the number of student records included in the transmission, amount paid to date on the
transmission, and total disbursements to date for all Federal Pell Grant recipients at the
institution.
67. Hours/Credits in Program Academic Year - The number of program hours in a

program's year. Completed only by programs using clock hour or non-standard term
credit hour academic calendars. If the student attends a term-based program measured in
credit hours (including standard academic term programs with less than 30 weeks of
instructional time), enter the number of weeks of instructional time in the school's
definition of academic year.

Page A-8
Glossary
68. Hours/Credits Paid From Year - The number of program
hours a student is expected to complete in a school year.
Completed only by programs using clock hour or non-
standard term credit hour academic calendars. If the
student attends a standard academic term program with less
than 30 weeks of instructional time, enter the number of
weeks of instructional time in the fall through spring terms.
69. Incarcerated Federal Pell Grant Program Recipient - This field corresponds to
position 198 of the origination and origination acknowledgment data record. Indicate
"Y" in this field if the student meets the following criteria:
• Is incarcerated at present.
• Is not serving under a sentence of death or under a life sentence without the
possibility of parole.
• The facility in which the student is incarcerated is located in a state that uses
the Federal Pell Grants to supplement, and not supplant, the level of postsecondary
assistance provided by the state to incarcerated students, as certified by the
Department of Education. This does not apply to federally incarcerated students.
Indicate "N" if the student was previously reported as incarcerated but is not (or no
longer) incarcerated. Otherwise, leave the field blank.
70. Institution Cross-Reference ID - Optional field that can be entered into the student
payment record as an optional identification field (e.g., may be a school-assigned student
ID or different SSN).
71. Institutional Student Information Record (ISIR) - Electronic version of the Student
Aid Report (SAR) which indicates eligibility for Federal Pell Grant programs. The ISIR
contains the family's financial and other information as reported by the student on the
financial aid application. The student's eligibility for aid is indicated by the EFC on the
ISIR.
72. Internal Batch Number - see "Batch Sequence Number."
73. IPR Batch Report – Formerly known as IPS Batch Reports prior to 1996-97. A
summary report produced by the Federal Pell Grant program for each batch of payment
data submitted by an institution to the Department of Education. The report contains
basic information such as number of students submitted, total payment amount, number
of students and payment amounts rejected in error, and error reconciliation information.

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

Page A-10
Glossary
83. Name Code - First two characters of the student's last
name as reported on the original application and part of the
Student ID. Provided in the ISIR and appears on the SAR,
Part 1 and Part 2.
84. Number of Count (N-Count) - Number tabulated.
85. Number of Payment Periods in Student’s School Year – Number of terms or payment
periods in student’s school year. For schools required to submit special disbursements,
reporting must have valid values. Valid Values: 1-9 or blank.
86. Origination Record – This record establishes a student’s eligibility and amount of
annual Pell Grant Award in the new RFMS. Origination Records are prepared and
submitted by institutions to RFMS using the EDExpress software or the institution’s own
software. Origination Record data is received and edited by RFMS to ensure that the
student is eligible to receive the reported amount of Federal Pell Grant funds and to
establish the student account in the RFMS.
87. Original Social Security Number - The SSN as originally reported by the student to the
Federal Student Aid Application System. The student's Current Social Security Number is
not the same as the Original Social Security Number (used in the Student ID to submit
origination or disbursement data) if the student has submitted SSN changes to the Federal
Student Aid Application Processing System. ALWAYS use the Original SSN when
entering student data.
88. Original Student Payment Record – Before a payment record is submitted for
processing it is termed an original payment record. An unselected original payment data
record will have a processing stage of “N”.
89. Part-time Enrollment – The total number of undergraduates who attend at least half-
time.
90. Payment Change Date – Date the institution made a new award or changed a previously
reported award.

Page A-11
Glossary
91. Payment Methodology - Method of calculation used to determine a student's payment in
the Federal Pell Grant program. The six methods are for:
(1) Standard-term, credit-hour program where weeks in program's academic year is

greater than 29.
(2) Standard-term, credit-hour program in which the weeks in program's academic
year is less than 30.
(3) Any term-based, credit-hour program.
(4) Clock-hour programs and credit-hour programs without terms.
(5) Programs offered by correspondence.
(6) Not assigned; do not use.
92. Payment Schedule - For PC-based software, displays a table which helps you calculate
the student's award. The payment tables are now viewed using the Windows software
help text.
93. Payment Voucher – For PC-based software, displays a table which helps you calculate
the student’s award. The payment tables are now viewed using the Windows software
help text.
94. Pell Award Cycle - The academic year for the Federal Pell Grant program, beginning
July 1 and ending September 30 of the following year. For example, for 1999-2000, the
award year is from July 1, 1999 to September 30, 2000. However, the deadline for
reporting student payment data is September 30 following the end of the award year.
Funding for the Federal Pell Grant program is provided on the basis of the award year C
thus a student is paid out of funds designated for a particular award year, such as the
1998-99 award year or the 1999-2000 award year.
95. Pell Grant – A type of federal financial aid awarded to qualified student applicants.
Named after U.S. Senator Claiborne Pell of Rhode Island.
96. Pell Institution Number – A six-digit representation of a postsecondary educational

institution eligible to participate in the Federal Pell Grant Program.
97. Pell Grant Automated Data Exchanges - The automated methods of submitting
payment data to, and receiving processed payment data from, the Federal Pell Grant
program. Automated Exchange Methods include: EDE for electronic exchange, RDE for
computer tape or cartridge exchange (will be discontinued following the 1999-2000
award year).

Page A-12
Glossary
98. Pell ID of Attended Campus - (For PC-based software) Pell Institution Number of the
campus where the student is actually attending. If your institution is a central campus and
your branch campuses have unique Pell Institution Numbers, always enter the Pell
Institution Number of the campus the student is actually attending. This item must be
defined in the Institution database before any student records can be added. Select
Institution from the Setup pull-down menu to add the Attended Campus to the
Institution database.
99. Pitney Bowes Computer Output Mailing Machine – Device used to accomplish
machine folding, collating, inserting, postage application, and zip code marking of output
documents in one continuous operation.
100. Postage Meter – Machine that applies postage to envelopes and packages.
101. Potential Overaward Project - Also known as POP. Federal Pell Grant regulations
allow a student to receive a maximum of one full Scheduled Pell Grant (SPG) during an
award year. The Federal Pell Grant Recipient Financial Management System (RFMS) is
programmed to calculate the percentage of SPG used each time an institution reports a
recipient's award. Any amount exceeding 100 percent of a full SPG represents an over
award and is disallowed.
102. Print -For PC-based software, allows you to make a hard copy of the requested report or
information.
103. Process Date for Application Transaction - Date that the particular applicant
transaction (with a specific Transaction Number) was processed through the Federal
Student Aid Application Processing System. It appears in century/year/month/day
(CCYYMMDD) format.
104. Processed Disbursement Acknowledgment Record - (For PC-based software) Student

origination and disbursement data records submitted and processed through the Federal
Pell Grant program. Origination and Disbursement Acknowledgment data batches are
returned to the institution and loaded into the software's database. Unselected Origination
and Disbursement Acknowledgment data records have a processing stage of "P."
105. Processing Date - Date that the Origination or Disbursement record was processed
through the Federal Pell Grant program. This appears on the Acknowledgment record in
century/year/month/day/ (CCYYMMDD) format.

Page A-13
Glossary
106. Processing Stage - Defines the specific processing status
of a student record in the Pell Grant database maintained by
the PC-based software.
Valid processing stages are:

A - Applicant Data record (No payment data)
B - Batched for submission or resubmission (New Student Origination and
Disbursement records or Acknowledgment Data record)
C - Changed AFTER batched for submission to the Federal Pell Grant program (Student
Origination and Disbursement or Acknowledgment Data record).

N - New Student Origination or Disbursement record (no Acknowledgment data from
the Federal Pell Grant program).
P - Origination or Disbursement Acknowledgment Data record (returned from the
Federal Pell Grant program).
Q - Quit during entry or update of record (incomplete record).
S - Selected for submission or resubmission (Student Origination or Disbursement or
Acknowledgment record).
U Updated Origination or Disbursement Acknowledgment record (AFTER posted to
the database when returned from the Federal Pell Grant program).
107. Processing Year - The Federal Pell Grant program processing cycle that begins July 1
and ends on September 30 of the following year.
108. Project Code – The Project Code is a segment of the Account Classification Codes that
make up the Department of Education’s Full Account Number. The project code segment
has 8 characters.
109. Quit and Save – Allows you to save an incomplete record with the processing stage
of Q.
110. Recipient Data Exchange (RDE) - The method by which institutions submit student
payment data to, and receive processed payment data from, the Federal Pell Grant
program using magnetic tape reel or cartridge. 1999-2000 is the last award year this
medium will be used in RFMS.
111. Record Status Code - A code that indicates the processing results for RFMS Origination
and Disbursement records. The records’ three status code values are:
A = Accepted
C = Corrected
E = Rejected

Page A-14
Glossary
112. Reindex - A function of the payment software in which the file indices are physically
reordered, resulting in faster searches.
113. Remaining Amount to be Paid – The portion (amount) of the Pell Grant the institution
still expects to pay the student for the remainder of the award year, as of the date the
payment record is reported to the Federal Pell Grant program. The Remaining Amount to
be Paid + the Amount Paid to Date cannot exceed the student’s total Pell Grant Expected
Disbursement for the entire award year, taking into account the student’s expected
enrollment status.
114. Reported Date Enrolled - First date the student was enrolled, as reported by the
institution (see Date Enrolled This Award Year).
115. Reporting Campus - The Pell Institution Number of the campus that receives the
Federal Pell Grant Authorization for the institutions. For a school system that has a
central campus and branch campuses that have unique Pell Institution Number, the
Reporting Campus is the central campus. This item is entered under the Institution option
from the Setup menu.
116. Reset Batch - A function of the payment software which allows the user to reset rejected
records from processing stage "B," for submitted for payment to processing, to
processing to "S," for selected for payment.
117. Restoring Backup - (For PC-based software) In the event of a hard disk crash or other
catastrophe, the user can select this function to restore the database from the diskette of
other media type to the state of the last backup date.
118. RFMS Origination and Disbursement Record Acknowledgments – An RFMS

Origination or Disbursement Acknowledgment PPD which has been processed through
the Federal Pell Grant program. Acknowledgments are returned to the institution with
updated information reflecting the results of the Federal Pell Grant program processing.
119. SAR - Refer to Student Aid Report.
120. SPS - Refer to Student Payment Summary
121. Save - For PC-based software, allows you to save a complete record.

Page A-15
Glossary
122. Secondary EFC Used - A code indicating the Expected Family Contribution (EFC) on
which the institution based the student's Federal Pell Grant award. The acceptable values
are:
Blank - Secondary EFC never used.

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

Page A-16
Glossary
129. Stage "B" Batched for Processing – The origination and disbursement software
processing stage that indicates the record has been batched for Federal Pell Grant
processing.
130. Statement of Account (SOA) - A report to an institution participating in the Federal Pell
Grant program which summarizes the status of the institution's spending authorization
versus amount expended to date for that award year. PGRFMS produced this report. The
new RFMS will produce only an electronic version.
131. Student Aid Organization Team (SAOT) – The organization that is responsible for the
processing of student applications for Pell Grant funds.
132. Student Aid Report (SAR) - The federal "output document" printed by a FAFSA
processor and mailed to the student. The SAR contains the family's financial and other
information as reported by the student on the financial aid application. The student's
eligibility for aid is indicated by the EFC printed on the front of the SAR.
133. Student Aid Report (SAR) Record ID – This ID consists of the student’s Original
Social Security Number, the first two letters of the student’s last name (name code), and
the Transaction Number.
134. Student Financial Assistance Program – An organization within the U.S. Department
of Education that administers the student financial aid programs and for developing the
policies and procedures to meet the objectives of those programs. It provides funds to
meet students’ educational costs at the postsecondary level. This program is referred to
as a ‘Title IV program’.
135. Student Payment Summary (SPS) – A report produced by the Federal Pell Grant
program which provides the Federal Pell Grant award amount for each student for whom
payment data was submitted during the award year.
136. Students Attending Multiple Branch Campuses – RFMS accepts one origination
record per reporting campus/attended campus combination. If your institutional system
has branch campuses with unique Pell Institution Numbers, and students attend more than
one campus during the award year, origination records must be established in RFMS for
each attended campus a student attends. When making disbursements to students who
attend more than one campus during the award year, you must assure that the total
disbursements to a student do not exceed his/her scheduled Pell award for the award year.

Page A-17
Glossary
137. Term and Nonterm Programs not using Formula 1 -
Identifies academic programs which use any of payment
methodologies 2-6, but not formula 1.
138. Time Period – Payments at Another Frequency. This field indicates the period type for
Payments made at Another Frequency. Valid Values: WK, MO, TM, YR, MT, QT, TR,
and SM.
139. Title IV Wide Area Network (TIVWAN) – A telecommunications service provided by

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

Page A-18
Glossary
1 – Two per year
2 – One per term
3 – Two per term
4 – Two terms plus mini-term
5 – Monthly
6 – Other (must be reported in Payments at Another Frequency)
147. Universe File – A computer file of institutions participating in the Pell Grant Program
provided by ED. This file is also called the Institution Master File.
148. Uploading – The process of transmitting data from a Personal Computer, minicomputer,
or floppy diskette to a mainframe.
149. Verification Status Code - A code that the user enters which best describes the method
used to verify the student's application information. The Verification Guide gives a
complete description of the verification process. The codes which can be entered are:
N - Not Selected C - Calculated

A - Accurate Data R - Reprocessed
W - Without Documentation S - Selected, Not Verified
T - Tolerance Applied
Note: The verification code cannot be an "R" for students with transaction 01.
150. Volume Serial Number – A unique number used to identify a computer tape.
151. Weeks in Program Academic Year - The number of weeks on instruction in the
program's academic year.
152. Weeks Used to Calculate Payment – The total number of weeks of instructional time
you use to calculate this student’s award.
153. Year –to-Date (YTD) Data – total year-to-date originations/disbursements accepted by

the Federal Pell Grant program for an institution for an award year. .

Page A-19
Glossary

Page A-20
APPENDIX B: ACRONYMS AND ABBREVIATIONS
RFMS
LIST OF ACRONYMS AND ABBREVIATIONS
4GL Fourth Generation Language

AAR Audit Adjustment Report
ACA Administrative Cost Allowance
ACC Account Classification Codes
ACH Automated Clearing House
ACS GSG Affiliated Computer Services, Government Solutions Group
ACSO ADP Computer Security Officer
ADE Automated Date Exchange
ADP Automated Data Processing
AFMS Accounting and Financial Management Service
AIS Automated Information System
APPSD Application and Pell Processing Systems Division
ATM Asynchronous Transfer Mode
CCF Central Computer Facility
CCG Configuration Control group
CDR Critical Design Review
CDSI Computer Data Systems, Inc.
CI Configuration Item
CIT Continuous Improvement Team
CM Configuration Management
CMIA Cash Management Improvement Act
CMM Capability Maturity Model
CMS CDSI=s Cash Management System
CMS ED=s Configuration Management System
CO Contracting Officer
COA Cost of Attendance
COTR Contracting Officer’s Technical Representative
COTS Commercial-Off-The-Shelf
CPM Critical Path Method
CPS Central Processing System
CR Credit
CRS Central Registry System
CSA Configuration Status Accounting
CSF Critical Success Factor
CSO Computer Security Officer
CUA Common User Access
CW-S College Work Study Program
DAR Decrease Award Report
Acronyms and Abbreviations January 26, 2000

Page B-1
DBI Data Base, Inc.
DBMS Data Base Management System
DDL Data Definition Language
DISB. Disbursement
DLS Direct Loan System
DMCS ACS=s Debt Management and Collection System
DMS Data Management Services
DOS Disk Operating System
DPAR Data Processing Action Request
DRD Data Requirements Document
DRP Disaster Recovery Plan
DUNS Data Universal Numbering Scheme
EASI Project Easy Access for Students and Institutions
EBT Electronic Benefits Transfer
ECAR Electronic Correction to Applicant Record
ED/PMS ED Payment Management System
ED U.S. Department of Education
EDCAPS ED Central Applications Processing Systems
ED/CCF ED Central Computer Facility
ED/PAS ED Primary Accounting System
EDCAPS ED Centralized Applications Processing System
EDE Electronic Data Exchange
EDI Electronic Data Interchange
EDLAN ED Local Area Network
EDP Electronic Data Processing
EFC Expected Family Contribution
EIDS Executive Information and Decision-making Subsystem
EIS Executive Information System
EOG Educational Opportunity Grant
EOY End of Year
EPPD Electronic Pell Payment Data (prior to 1999-2000)
EPPPD Electronic Processed Pell Payment Data (prior to 1999-2000)
ESOA Electronic Statements of Account
EYTD Electronic Year-To-Date
FAA Financial Aid Administrator
FAFSA Free Application for Federal Student Aid
FFELP Federal Family Education Loan
FIFO First-In-First-Out (Accounting Method)
FIPS Federal Information Processing Standards
FMSS Financial Management Systems Software
FRC Federal Records Center

Page B-2
FRD Functional Requirements Document
GAO General Accounting Office
GAPS Grant Administration and Payment System
GEIS General Electronic Information System
GL General Ledger
GOSIP Government Open Systems Interface Protocol
GSL Guaranteed Student Loan
GUI Graphical User Interface
HEA Higher Education Act
IAS Institutional Access System
ICR Internal Control Review
IEM Information Engineering Methodology
IFMD Institutional Financial Management Division
IOC Initial Operating Capability
IPR Institution Payment Record
IPS Institutional Payment Summary
IPOS Institutional Participant and Oversight Service
IQCU Independent Quality Control Unit
IRG Information Resources Group
ISAMS Integrated Student Aid Management System
ISIR Individual Student Information Record
JAD Joint Application Design
JIT Just In Time Funding
JRP Joint Requirements Planning
LOS Loan Origination Subsystem
MDE Multiple Data Entry
MIS Management Information System
MISAA Middle Income Student Assistance Act
MR Multiple Reporting
MRR Multiple Reporting Record
MRTS Material Request and Tracking System
NDSL National Defense Student Loan Program
NSLDS National Student Loan Data System
OCFO Office of the Chief Financial Officer
OIG Office of Inspector General
OLAP Online Analytical Programs
OLE Object Linking and Embedding
OPE Office of Postsecondary Education
OPEIDS OPE Institutional Data System
ORACLE Oracle® Financials Database
ORIG. Origination

Page B-3
OSFAP Office of Student Financial Assistance Programs
PAD Process Action Diagram
PAS Primary Accounting System
PDF Portable Document Format
PDR Preliminary Design Review
PEPS Postsecondary Education Participants System
PFOB Pell Financial Operations Branch
PGRFMS Pell Grant Recipient and Financial Management System
PHD Process Hierarchy Diagram
PIC Public Inquiry Contractor
PM Payment Method
POP Potential Overaward Project
PPD Pell Payment Data (Prior to 1999-2000)
PPV Processed Payment Voucher
PRAD Procedure Action Diagram
PRB Publication Review Board
PSS Program Systems Service
QA Quality Assurance
QC Quality Control
QCE ACS-GSG’s Quality Center of Expertise
RACF Resource Access Control Facility
RAD Rapid Application Development
RDE Recipient Data Exchange
RDBMS Relational Data Base Management System
RFMS Recipient and Financial Management System
RS Registry System
SAOT Student Aid Origination Team
SAR Student Aid Report
SAT Systems Approach to Training
SDMCE ACS-GSG=s Software Development Methodology Center of Expertise
SDT System Development Tasks
SEOG Supplemental Educational Opportunity Grant
SFAP Student Financial Assistance Programs
SOA Statements of Account
SOW Statement of Work
SPS Student Payment Summary
SQA Software Quality Assurance
SQL System Query Language
SSN Social Security Number
SSIG State Student Incentive Grant Program
TIVWAN Title IV Wide Area Network

Page B-4
TSS Testing Support system
UniKix A CICS emulator for UNIX systems
VDC Virtual Data Center
VSAM Virtual Storage Access Method
WAN Wide Area Network
WWW World Wide Web
YTD Year-to-Date

Page B-5
This page is intentionally left blank

Page B-6
APPENDIX C: ESOA PRINT FORMAT
AND SPECIFICATIONS
Electronic Statement of Account (ESOA)
Description
Definition The Electronic Statement of Account details an institution’s spending
authorization and amount expended to date. This is a single and multiple option
print report. The single option will print ESOAs for the indicated Reporting
Campus ID. The multiple option will print ESOAs for ALL Reporting Campus
ID’s. This section will detail the specifications for printing an ESOA for single
institution or all institutions.
Record The system selects the record set for the report using the following logic:
Selection
Logic If single is selected, enable the Reporting Campus ID field and print the ESOA
for the indicated reporting campus. Print in ascending order of the Batch ID for
the indicated reporting campus
If multiple is selected, disable the Reporting Campus ID field and print ESOA
for all Reporting Campuses. Print in ascending order of the Reporting Campus
ID and with each Reporting Campus, print in ascending order of the Batch ID.
Selection criteria is not available for Electronic Statement of Account report
type.
Output Specifications
Layout and The ESOA report contains:

Printing Header - see Sample Output Document for correct header information.
Instructions Summary Information – see table (summary info) below
Detail Information - see table (detail info) below
ESOA Print (Summary Information)

Row Field Name Printing Instructions
10 Pell Institution Number Print the value for this field as defined on the Pell ESOA database table
for the specified institution.
11 Institution Name Print the value for this field associated with the Reporting Campus ID #
as defined on the Pell institution database table.
12 State Print the value for this field associated with the Reporting Campus ID #
as defined on the Pell institution database table.
13 Grantee DUNS Number Print the value for this field as defined on the Pell ESOA database table
14 Payee DUNS Number Print the value for this field as defined on the Pell ESOA database table
15 GAPS Award Number Print the value for this field as defined on the Pell ESOA database table
16 Blank Line Print a blank line.
17 Accounting Schedule Print the value for this field as defined on the Pell ESOA database table
18 Accounting Schedule Date Print the value for this field as defined on the Pell ESOA database table
for the specified institution. Print date in MM/DD/CCYY format.
20 A. Previous Pell Grant Obligation Print the value for these fields as defined on the Pell ESOA database
Current Pell Grant Obligation table for the specified institution. Reformat dollar amount. Calculate
Adjustment (Increase+ or Adjusted Obligation Amount as the absolute value of (Previous minus
Decrease-) Current). If current is higher, print a “+” after the Adjustment amount;
if the previous is higher, print a “-“ after the Adjustment amount.
ESOA Print Format and Specifications January 26, 2000

Page C-1
ESOA Print (Summary Information)
Row Field Name Printing Instructions
22 B. Previous Pell Grant Amount Print the value for these fields as defined on the Pell ESOA database
Current Pell Grant Amount table for the specified institution. Reformat dollar amount. Calculate
Adjustment (Increase+ or Adjusted Payment Amount as the absolute value of (Previous minus
Decrease-) Current). If current is higher, print a “+” after the Adjustment amount;
if the previous is higher, print a “-“ after the Adjustment amount.
24 GAPS Expenditures Amount Print the value for this field as defined on the Pell ESOA database table
for the specified institution. Reformat dollar amount.
25 Date of Last Activity in GAPS Print the value for this field as defined on the Pell ESOA database table
for the specified institution. Print date in MM/DD/CCYY format.
27 YTD Total Unduplicated Recipients Print the value for this field as defined on the Pell ESOA database table
for the specified institution. Insert ','s if number is over 999. If
spaces, leave blank.
28 YTD Accepted Disbursement Amount Print the value for this field as defined on the Pell ESOA database table
29 YTD Posted Disbursement Amount Print the value for this field as defined on the Pell ESOA database table
30 YTD Administrative Cost Allowance Print the value for this field as defined on the Pell ESOA database table
32 As of Batch ID Print the value for this field as defined on the Pell ESOA Summary
database table for the specified institution. Print format for batch # is :
XXCCYY123456CCYYMMDDHHMMSS
34 Section A values applicable only for Print Section A Notation as stated below:
advanced funding institutions. Section a values applicable only for advanced funding institutions.
35 Section B values applicable only for Print Section B Notation as stated below:
just in time funded institutions. Section b values applicable only for just in time funded institutions.
ESOA Detail Information: If the user selects the option to Print ESOA detail information, then print page
2 of the ESOA report using the printing specifications detailed below. Information for page 2 should print
in descending order of the Batch ID.
Ro Colum Field Name Printing Instructions

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

Page C-2
Sample Output Document
Sample The output document should print in Courier 10. See below for more detail.
SUMMARY INFORMATION
U.S DEPARTMENT OF EDUCATION
OFFICE OF STUDENT FINANCIAL ASSISTANCE PROGRAMS
1999-2000 AWARD YEAR

FEDERAL PELL GRANT PROGRAM
ELECTRONIC STATEMENT OF ACCOUNT
PELL INSTITUTION NO 999999

INSTITUTION NAME XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
STATE XX
GRANTEE DUNS NUMBER XXXXXXXXXXX
PAYEE DUNS NUMBER XXXXXXXXXXX
GAPS AWARD NUMBER XXXXXXXXXXX
Accounting Schedule 999

Accounting Schedule Date MM/DD/CCYY
A. Previous Pell Grant Obligation $999,999,999.99

Current Pell Grant Obligation $999,999,999.99
B. Previous Pell Grant Amount $999,999,999.99

Current Pell Grant Amount $999,999,999.99
Adjustment (Increase + or Decrease -) $099,999,999.99*
GAPS Expenditures Amount $999,999,999.99

Date of Last Activity in GAPS MM/DD/CCYY
YTD Total Unduplicated Recipients 999,999

YTD Accepted Disbursement Amount $999,999,999.99
YTD Posted Disbursement Amount $999,999,999.99
YTD Administrative Cost Allowance $999,999,999.99
As of Batch ID XXCCYY12345619990101123000
SECTION A VALUES APPLICABLE ONLY FOR ADVANCED FUNDING INSTITUTIONS.

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

Page C-3
DETAILED INFORMATION (PAGE 2)
Electronic Statement of Account Page: 2
ESOA DETAIL BATCH INFORMATION
ADJUST ADJUST ADJUST BATCH #

REPORT DATE ADJUST AMOUNT PROCESS DATE ADJUST DESCRIPTION
------------ ---------------- ------------ --------------------------
MM/DD/CCYY $999,999,999.99* MM/DD/CCYY XXCCYY12345619990101123000
XXXXXXXXXXXXXXXXXXXX

Page C-4
APPENDIX D: EDIT CODES AND MESSAGES
Origination Record Batch Edit Codes
EDIT MESSAGE TYPE
CODE
201 Missing Grant Batch Header E
202 Missing Grant Batch Trailer E
203 Duplicate Grant Batch Header E
204 Duplicate Grant Batch Trailer E

205 Trailer Preceded Header E
206 Data Record Length must be numeric E
207 Reported Number of Records must be numeric E
208 Reported Total of Batch must be numeric E
209 Invalid Batch Number E
210 Year must be numeric E
211 Pell Id must be numeric E
212 Pell Id invalid or not found. E
213 Creation date must be numeric E
214 Creation time must be numeric E
215 Type Invalid E
216 Grantee DUNS does not match the Institutions E
Reporting Pell ID in Batch Number.
217 Discrepancy between different records with identical Batch E
Number.
218 Reported Number of Records does not equal count W
of detail records
219 Total of Batch does not equal computed total of W
detail record amounts
220 Reported Sign Indicator must be a valid indicator. W
221 Reporting Campus Pell Institution ID is a branch E
campus
Edit Codes and Messages January 26, 2000

Page D-1
222 Institution is currently ineligible upon receipt of batch at W
RFMS
223 Branch Campus is unable to send in batches W
224 Invalid Message Class E
225 Data Record Length is not valid for Message Class
226 Batch type code in Batch Number must equal E
record type for message class.
227 Batch Create Date is greater than current system date E
228 Batch Number indicates you have included a batch with data E
from a different Award Year
229 Batch submitted prior to system start-up date. E
230 Disbursements submitted prior to award year start date. E
231 Reporting Institution is not eligible to send normal E
Disbursements
232 No detail records in Batch E
233 Invalid Destination Mailbox ID E
234 Institution does not have an agreement with TIV WAN E
235 Blank Output Media Type. Set to Media Type that was W
received.
236 Trailer Message Class does not match the Header E
237 Trailer Batch Number does not match the Header
238 Trailer Destination Mailbox ID does not match the Header E

Page D-2
Origination Acknowledgment Edit Codes
Edit Message Type
Code
301 Invalid Origination ID E
302 Duplicate Origination E
303 Invalid Original SSN / Applicant not on Eligible Applicant file. E
304 Invalid Attending Pell ID or Attending and Reporting/Funded campus E
mismatch
305 Invalid Award Amount / Correction Applied W
306 Invalid Disbursement Date / Correction Applied W
307 Invalid Enrollment Date / Correction Applied W
308 Invalid Low Tuition & Fees Code / Correction Applied W
309 Invalid Verification Code / Correction Applied W
310 Invalid Incarcerated Federal Pell Recipient Code / Correction Applied W
311 Invalid Transaction Number E
312 Invalid Expected Family Contribution E
313 Invalid Secondary Expected Family Contribution / Correction Applied W
314 Invalid Academic Calendar / Correction Applied W
315 Invalid Payment Methodology / Correction Applied W
316 Invalid Number of Payment Periods / Correction Applied W
317 Invalid Cost Of Attendance / Correction Applied W
318 Invalid Enrollment Status / Correction Applied W
319 Invalid Weeks if Instructional. Time in program’s definition of Academic W
Year / Correction Applied
320 Invalid Weeks of Instructional. Time used to calculate payment / W
Correction Applied
321 Invalid Credit/Clock hours in program’s definition of academic year / W
Correction Applied
322 Invalid Credit/Clock hours in all payment periods expected to complete W
this school year / Correction Applied
323 Origination is ‘Over Paid’ and negative disbursement is expected. W
324 Invalid Secondary Expected Family Contribution E

Page D-3
Disbursement Acknowledgment Edit Codes
Edit Code Message Type
401 Invalid Origination ID (Not in Valid Format) E
402 Origination ID Does not match on RFMS E
403 Disbursement Reference Number Not Valid E
404 Debit/Credit Indicator Flag Not Valid E
405 Disbursement Amount Not Valid E
406 Disbursement Amount Is Not in range W
407 Disbursement Date is Not Valid Date Format E
408 Disbursement Date is Not Valid for Processing Date Or Not in E
valid Range
409 Institution must submit special disbursement E
410 Potential Concurrent Enrollment - Multiple Reporting Separately W
411 Potential Overaward Payment - Multiple Reporting Sent W
Separately
412 Negative disbursement cannot be accepted without a previous E
positive disbursement
413 Insufficient negative disbursement amount. Negative disbursement W
is expected for difference amount
414 Origination is in “Overpaid” status. Positive disbursement cannot E
be accepted.
415 Institution Status indicates the institution must submit a Special E
Disbursement Record
416 Negative disbursement adjusted to reflect accepted previous W
disbursement balance
417 Disbursement submitted after end of processing year and E
institution has not been granted administrative relief
418 Origination indicates Verification Status 'W', disbursement W
Adjusted to 50% of origination award amount.
419 Origination indicates Verification Status 'W', maximum Allowable W
disbursement for this student is 50% of award Amount
420 Origination indicates Verification Status 'W', only one E
disbursement allowed.
421 Disbursement generated after Verification Deadline Date E

Page D-4
Special Disbursement Acknowledgment Edit Codes
Edit Code Message Type
501 Invalid Origination ID (Not in Valid Format) E
502 Origination ID Does not match on RFMS E
503 Disbursement Reference Number Not Valid E
504 Disbursement with this reference is already exists (Duplicate E
Special Disbursement)
505 Disbursement Amount Not Valid E
506 Disbursement Amount Is Not in range W
507 Debit/Credit Indicator Flag Not Valid E
508 Disbursement Date is Not Valid Date Format E
509 Disbursement Date is Not Valid for Processing Date Or Not in E
valid Range
510 Invalid Payment Period Start Date or not within valid Range E
511 Invalid Payment Period End Date or not within valid Range E
512 Payment Period End Date is prior to Payment Period Start Date W
513 Invalid Total Payment for Payment Period W
514 Invalid Academic Calendar W
515 Invalid Payment Methodology W
516 Invalid Number of Payment Periods E
517 Number of Payment Periods is less than the Payment Period W
Number on the last accepted disbursement
518 Invalid Payment Period Number (not in valid format) E
519 Invalid Cost of Attendance W
520 Invalid Enrollment Status W
521 Invalid Weeks of Inst. Time in Program’s definition W of W
academic year
522 Invalid Weeks of instructional time used to calculate Payment W
523 Invalid Cr/Clock hrs in program’s definition of academic year W
524 Invalid Cr/Clock hrs in expected to complete in this Payment W
Period
525 Origination is in “Overpaid” status. Positive disbursement cannot E
be accepted.

Page D-5
526 Potential Concurrent Enrollment – Multiple Reporting Sent W
Separately
527 Potential Overaward Payment – Multiple Reporting Sent W
Separately
528 Negative disbursement cannot be accepted without a previous E
positive disbursement
529 Insufficient negative disbursement amount. Negative W
disbursement is expected for difference amount
530 Institution is ineligible to submit a positive disbursement for this E
Payment Period
531 Disbursement submitted after end of processing year and E
institution has not been granted administrative relief
532 Origination indicates Verification Status ‘W’, disbursement W
Adjusted to 50% of origination award amount
533 Origination indicates Verification Status ‘W’, maximum allowable W
disbursement for this student is 50% of award Amount
534 Origination indicates Verification Status ‘W’, only one E
disbursement allowed.
535 Special Disbursement would result in a negative balance E
536 Special Disbursement amount adjusted due to prior disbursement W
balance
537 Payment Period Number is greater than the number of Payment E
Periods in the Student’s School Year
Data Request Acknowledgement Edit Codes

Edit Message Type *
Code
601 Invalid Attending Pell ID E
602 Invalid Data Request Type E
603 Invalid Requested Output Media Type E
604 Invalid Pell Batch Number E
605 Invalid Multiple Reporting Request Code 1 E
606 Invalid Multiple Reporting Request Code 2 E
607 Invalid MR Student ID E
608 Invalid MR Institution ID E
609 Requested/Matching Data Not Found E

Page D-6
610 Student Not Originated at Requesting Institution E
Institutional Data Record Edit Codes

Edit Message Type *
Code
701 Invalid Attending Pell ID E
702 Invalid State in mailing address E
703 FAA phone number not numeric E
704 FAA fax phone number not numeric E
705 Invalid Institution Type E
706 Invalid Financial Control Code E
707 Invalid Academic Year Code E
708 Invalid Weeks in institution academic year E
709 Invalid Credit/Clock hours in institution academic year E
710 No input data or data matched current data W
*E = Error – RFMS rejects the record

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

Page D-7

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RFMS

Electronic Data Exchange (EDE)

• Build your own system,

• Intro to New RFMS

If you choose to use a combination of systems, read the Combination section

See the following section, Sources of Assistance, for additional resources of

CPS Customer Service 800/330-5947

School Services 888/877-7658

FAFSA on the Web and FAFSA Express

Federal Pell Grant Program 800/4-P-GRANT or

Federal Student Aid Information Center 800/4-FED-AID

Telecommunications Device for the Deaf (TDD/TTY) 800/730-8913

Grant Administration and

Title IV WAN Customer Service 800/615-1189

Universal Automation Labs (UAL) 301/565-0032

Working hours are 8:00 a.m. - 5:30 p.m. (ET)

For FISAP-related operational/procedural questions, call the U.S. Department

Note: Telephone numbers are subject to change.

Items to Consider in Choosing a System Option

Grant Volume How large is the grant volume at your institution?

Available Resources How much of the following resources are available:

Time Constraints Is there enough time available for a system to be

Campus Communications Are there existing means of communication

Processor IBM-compatible PC with a Pentium 200 MHz

Keyboard Windows 95 Keyboard

Microsoft Windows Windows95, Windows 98, or Windows NT 4.0

Available hard disk space 4.0 GB SCSI Hard Drive

Printer Laser printer capable of printing on standard

Modem 56K Analog Modem

Mouse Driver Microsoft-compatible

CD-ROM 12x CD ROM Drive with Sound Board*

Floppy Disk Drive 3.5” high-density/1.44 MB Disk Drive

Monitor and Video Card 800 X 600 Super VGA

*Required if institutions want to use the EDExpress tutorial.

Interface with other ED-provided Software Systems on PC

Likewise, data in EDExpress is of potential use to other on-campus systems.

INTRODUCTION TO THE NEW RECIPIENT FINANCIAL

ORIGINATION RECORD ACKNOWLEDGEMENT

DISBURSEMENT RECORDS AND SPECIAL

As mentioned previously, before RFMS will accept a disbursement record or special

Special Disbursement Records

DISBURSEMENT RECORDS AND SPECIAL DISBURSEMENT

When a disbursement record or special disbursement record has been accepted or

Changes to Disbursement Information

To correct payment amounts, it may be necessary to update the origination record

MULTIPLE REPORTING RECORD

PROCESSING PELL GRANT DATA  PROCESSING CYCLES

The Electronic Statement of Account is a 200-byte fixed-length record. ESOAs are

The Department of Education specified format for printing ESOAs is provided in

Origination records can be updated if needed when the origination acknowledgement

Submitting Origination Records

1. Grant Batch Header Record

3. Grant Batch Trailer Record

Origination Record Batch Processing

The institution/servicer must review each origination acknowledgment batch for

DISBURSEMENT RECORDS (General Description)

There are two types of disbursement records:

• Regular Disbursement Record – a simple Electronic Data Interchange (EDI)

• Special Disbursement Record – a record that includes regular disbursement and

Special Disbursement Acknowledgement Records

DATA REQUEST RECORDS (General Description)

Data Request Acknowledgement Records

Institution Data Records