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Volume III, Section 3 – Pell

Grant Fixed-Length Record


Layouts

Pell Grant Record Layouts

Grant Batch Header Record


Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 10 10 A Header Identifier Identify Header This field is required. Missing Batch Header – Reject
record in file. Constant: ‘GRANT Batch
Left Justified. HDR ’
11 14 4 N Data Record Length of data This field is required. If not equal to length for
Length records included in Must be numeric: Message Class, then Reject
this Batch. 0001 to 9999 Batch.

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Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
15 40 26 A Batch ID Number generated by This field is required. Valid Batch Type codes:
the institution to Format = #A = Statement of Account
uniquely identify a XXCCYY999999CCY #C = Reconciliation
specific batch of YMMDDHHMMSS #D = Disbursements
records. Where: #G = System Generated
XX = batch type code #I = Institution Data from
(alpha) the web
CCYY = last year in #M = Multiple Reporting
cycle: ‘2005' #O = Originations
999999 = Reporting #P = Origination
PELL ID acknowledgement from the
CCYYMMDD = date web
batch created #R = Data Request
HHMMSS = time #T = ASCII Text
batch created #W = Disbursement
Acknowledgements from the
web
#Y = Year-to-Date
#S = SSN/Name/DOB Change
#U = Preformatted Pending
Disbursement List
#B = Delimited Pending
Disbursement List
#F = Preformatted Funded
Disbursement List
#H = Delimited Funded
Disbursement List
#V= Verification Status Report
#Z = Pell POP Report

If duplicate Batch ID, 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 received more than N
days prior to Award
Year Start, 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
November 2003 (2004-2005) COD Technical Reference Central Funding, then
Pagereject
III-3-2
Volume III – Pell Grant Phase-In Participant Technical Reference Batch.
If date batch created is >
system date, then reject
Batch.
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
41 48 8 A/N OPE ID The OPE ID number Valid OPE ID number If not blank and not equal to
assigned to the or blank. OPE ID associated with Pell
reporting institution. ID, then warn the Batch.
49 58 10 A/N Software For non-Express This field is required. No edits will be performed on
Provider software provide an Software provider this field.
identifier to indicate defined or blank
the software provider
and version number if
applicable.
59 62 4 A Unused Reserved for future Constant spaces
expansion.
63 63 1 A ED Use ED Use Only – do not Constant Spaces Media Type = Y for Year-to-
use Date
64 68 5 A/N ED Use ED Use Only – do not Constant spaces ED Express PC software
use version number
69 76 8 N Process Date Date the Format = Completed as a result of
corresponding Batch CCYYMMDD processing the Batch.
was processed.
77 100 24 N Batch Reject List of up to eight 3- Reject Reasons format Completed by PELL processor
Reasons digit batch reject = 000 to 999 as a result of Batch editing.
reason codes which Position 101 to 103 = These are the 200 series of
occurred during initial 1st reject reason code edits that can be found in
editing of the Batch. Position 104 to 106 = Volume III, Section 4 of the
Only reject reason 2nd reject reason code Technical Reference.
codes hit will display Position 107 to 109 =
in this field. 3rd reject reason code
Otherwise, this space Position 110 to 112 =
will be zero filled. 4th reject reason code
Position 113 to 115 =
5th reject reason code
Position 116 to 118 =
6th reject reason code
Position 119 to 121 =
7th reject reason code
Position 122 to 124 =
8th reject reason code
XX A Unused Length extended to Constant spaces
make the header
record the same
length as the detail
records which follow.
≥100 Total Record
Length

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Volume III – Pell Grant Phase-In Participant Technical Reference
Grant Batch Trailer Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 10 10 A Trailer Identifier Identify Trailer This field is required. Missing Batch Trailer – reject
record in file. Constant: ‘GRANT batch. No detail records—
TLR ’ reject Batch.
11 14 4 N Data Record Length of data This field is required. If not equal to Data Record on
Length records included in Must be numeric: Header, then reject Batch.
this Batch. 0001 to 9999
15 40 26 A Batch ID Number generated by This field is required. If not equal to Batch ID on
the institution to Format = Header, then reject Batch.
uniquely identify a XXCCYY999999CC
specific batch of YYMMDDHHMMS
records. S
Where:
XX = batch type
code (alpha)
CCYY = last year
in cycle = ‘2005'
999999 =
Reporting PELL ID
CCYYMMDD =
date batch created
HHMMSS = time
batch created
41 46 6 N Reported Number of data This field is required. If not equal to count of detail
Number of records included in Must be numeric: records in input Batch, then
Records the Batch. 000000 to 999999 return warning message.
47 57 11 N Reported Total of Total Origination This field is required. If not equal to total of detail
Batch Award Amount or Dollars and cents. records in Batch, then return
Disbursement amount Use leading zeros; do warning message.
reported on not include the $ sign
Origination or or decimal point.
Disbursement For ESOA is constant
batches. For all other 0.
types of batches this 00000000000 to
amount will be 99999999999
constant 0.
58 58 1 A Reported Total Positive or negative This field is required.
Sign Indicator sign for total amount P = Positive
reported. N = Negative
For ESOA is constant
P.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
59 64 6 N Accepted and ED USE ONLY - 000000 to 999999
Corrected Number of data
Number of records accepted and
Records corrected by the Pell
Processor.
65 75 11 N Accepted and ED USE ONLY - Dollars and cents.
Corrected Total Total Award or Use leading zeros, do
of Batch Disbursement amount not include the $ sign
accepted and or decimal point.
corrected on Batch. 00000000000 to
99999999999
76 76 1 A Accepted and ED USE ONLY - P = Positive
Corrected Total Positive or negative N = Negative
Sign Indicator sign for total amount
accepted.
77 82 6 N Number of ED USE ONLY- 000000 to 999999
Duplicate Number of data
Records records that duplicate
a previously accepted
Origination or
Disbursement record.
For all other types of
batches this field is all
zeroes.
83 100 18 A Unused Reserved for future Constant spaces
expansion.
XX A Unused Length extended to Constant spaces
make the trailer
record the same
length as the detail
records.
>100 Total Record
Length

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Origination Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used to This field is required. Identifier
identify an origination. Format = If Origination ID matches on
999999999XX200599 Pell database, then Compare
999900 all fields. If all the fields
Where: match, then the record is
SSN = 001010001 to returned as a duplicate
999999999 otherwise it is a change. If
Name Code = XX the Origination ID does not
Year Indicator = 2005 match then the Origination is
Valid Attended PELL new.
ID = 999999
Orig Sequence
Number = 00
24 32 9 N Original SSN Student's SSN from This field is required. Identifier
original FAFSA. 001010001 to
999999999
33 34 2 A Original Name Student's name code This field is required. Identifier
Code from original FAFSA. Uppercase A to Z; If SSN & Name Code do not
. (period); match value in Origination
' (apostrophe); ID, then reject record.
- (dash);
Blank = no last name
35 40 6 N Attended Pell-ID of attended This field is required. Identifier
Campus Pell-ID campus. Change Valid Pell-ID Change creates new
creates new origination origination record. If
record. Institution Attended Pell ID does not
must change award match value in Origination
amounts for student at ID, then reject record. If
original attended Attended Campus is not
campus as necessary. equal to Reporting Campus,
then reject. If Attended Pell
ID is not a branch of the
Reporting Pell ID or Central
Funded, then reject.
41 45 5 A/N Unused Reserved for Constant spaces
expansion.

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Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
46 58 13 A/N Origination This field can contain Institution defined No editing by Pell processor
Cross-Reference any cross-reference will be done on this field.
information useful to
the institution to
identify student
records internally.
59 59 1 A Action Code Code to indicate action Will always be No editing.
to be taken. BLANK
60 60 1 A Unused Reserved for Constant spaces
expansion.
61 67 7 N Award Amount Must equal the award This field is required. Cannot exceed Total
for Entire School amount calculated by Dollars and cents. Use Payment Ceiling - See Pell
Year the institution to be leading zeros; do not Grant Calculations
disbursed to this include the $ sign or Appendix. You must report
student for attendance decimal point. increases to the Award
for this entire Pell Range = 0000000 to amount for the entire school
Grant award year. AWARD AMOUNT year. If any of the
MAXIMUM origination data used in the
award calculation changes,
the Award amount must be
re-edited to ensure it does
not exceed Total Payment
Ceiling.

68 75 8 N Estimated Date 1st disbursement This field is required. If Date not within range,
Disbursement to student is estimated CCYYMMDD = then set approved value to
Date #1 to be made Range = N days prior system date.
to DISBURSEMENT
START DATE
(20040621) to
DISBURSEMENT
END DATE
(20100930).
76 83 8 N Estimated Date 2nd disbursement This field is optional If Date not within range,
Disbursement to student is estimated CCYYMMDD = then set approved value to
Date #2 to be made. Range = [see field spaces.
position 68 in this
record] or BLANK
84 91 8 N Estimated Date 3rd disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #3 to be made. Range = [see field
position 68 in this
record] or BLANK

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
92 99 8 N Estimated Date 4th disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #4 to be made. Range = [see field
position 68 in this
record] or BLANK
100 107 8 N Estimated Date 5th disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #5 to be made. Range = [see field
position 68 in this
record] or BLANK
108 115 8 N Estimated Date 6th disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #6 to be made. Range = [see field
position 68 in this
record] or BLANK
116 123 8 N Estimated Date 7th disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #7 to be made. Range = [see field
position 68 in this
record] or BLANK
124 131 8 N Estimated Date 8th disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #8 to be made. Range = [see field
position 68 in this
record] or BLANK
132 139 8 N Estimated Date 9th disbursement This field is optional See Estimated Disbursement
Disbursement to student is estimated CCYYMMDD = Date #2.
Date #9 to be made. Range = [see field
position 68 in this
record] or BLANK
140 147 8 N Estimated Date 10th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #10 student is estimated to Range = [see field
be made. position 68 in this
record] or BLANK
148 155 8 N Estimated Date 11th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #11 student is estimated to Range = [see field
be made. position 68 in this
record] or BLANK

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Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
156 163 8 N Estimated Date 12th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #12 Range = [see field
student is estimated to
be made. position 68 in this
record] or BLANK
164 171 8 N Estimated Date 13th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #13 student is estimated to Range = [see field
be made. position 68 in this
record] or BLANK
172 179 8 N Estimated Date 14th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #14 student is estimated to Range = [see field
be made. position 68 in this
record] or BLANK
180 187 8 N Estimated Date 15th This field is optional See Estimated Disbursement
Disbursement disbursement to CCYYMMDD = Date #2.
Date #15 student is estimated to Range = [see field
be made. position 68 in this
record] or BLANK
188 195 8 D Enrollment Date First date that the This field is required. If blank or invalid, then set
student was enrolled in CCYYMMDD = approved value to previous
an eligible program for Range = 20040101 to value or date reported in
the designated award 20050630 Batch ID in Grant Header
year. If the student record.
enrolled in a crossover
payment period before
the first day of the Pell
award year (July 1),
but which will be paid
from 2004-2005 funds,
report the actual start
date of the student's
classes for that
payment period.
196 196 1 A/N Low Tuition & Flag to identify tuition Value Tuition Range If invalid, then set approved
Fees Code ranges when the annual 1 = 0 value to previous value or
tuition is less than or 2 = 1-225 BLANK.
equal to minimum 3 = 226-450
defined by low tuition 4 = 451 - 674
and fees table. or BLANK = low
tuition does not apply

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
197 197 1 A Verification Status of verification V = Verified
Status Code of applicant data by the W = Without
school. Documentation
S = Selected, Not
Verified
Or Blank
198 198 1 A Incarcerated Code to indicate the BLANK = Not If invalid, then set approved
Federal Pell student’s incarcerated incarcerated value to previous value or
Recipient Code status for students Y = Yes, the student is BLANK.
incarcerated in local incarcerated in a local
penal institutions, but institution, but is
otherwise eligible to otherwise eligible.
receive Federal Pell N = No, if student
Grants. previously reported as
incarcerated, but is not
or is no longer
Incarcerated
199 200 2 N Transaction CPS–assigned This field is required. If BLANK or NO Match
Number Transaction number Must be numeric = 01 with eligible app data, then
from eligible ISIR or to 99 reject record. Return last
SAR used to calculate value reported on
award acknowledgement.
201 205 5 N Expected Family Must equal the This field is required. If BLANK or NO Match
Contribution student's Expected Range = 00000 to EFC with eligible app data, then
(EFC) Family Contribution MAXIMUM reject record. Return last
from the ISIR or SAR. value reported on
acknowledgement.
206 206 1 A Secondary Code indicating which O = Federal Pell Grant If invalid, then set approved
Expected Family EFC value is used to award previously value to previous value or
Contribution determine award based on the secondary BLANK.
Used Code amount. EFC and reported to If NO Match with eligible
the Federal Pell Grant app data, then reject record.
program; student’s Return last value reported on
award now based on acknowledgement.
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

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
207 207 1 N Academic Calendar which applies The Academic calendar
.
Calendar to this student's dictates which Payment
1= Institution uses
educational program. Methodology can be
nonstandard academic
Must be valid or accepted and the data
terms, and measures
system accepted to elements required to
academic progress by
process record. calculate the student’s
credit hours
award. Refer to Pell Grant
2=Institution uses
Calculations Appendix for
standard quarters and
acceptable combinations.
measures academic
progress by credit
If Academic calendar invalid
hours
or BLANK, then correct to
3=Institution uses
(in the order shown):
standard semesters and
--Academic calendar already
measures academic
accepted for this student, if
progress by credit
any;
hours
--Academic calendar on file
4=Institution uses
for Attended Campus, if any;
standard trimesters and
--Academic calendar on file
measures academic
for Reporting Campus, if
progress by credit
any;
hours
--Clock hour (5) if Payment
5=Institution measures
Methodology=4;
academic progress by
--Semester (3)
clock hours
6=Institution does not
For Academic Year 04-05
use terms, but does
and forward, this field is
measure academic
optional. If populated, COD
progress by credit
will not edit on this field, but
hours
will return the value on the
7= Blank
Origination
Acknowledgement.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
208 208 1 N Payment Formula used to Range: 1-5. See Pell The Payment Methodology
Methodology calculate the student's Grant Calculations that can be accepted is
Federal Pell Grant Appendix for dictated by the Academic
Award. regulations covering calendar. Refer to the Pell
Grant Calculations
which Academic
Appendix for the data
calendars may use elements required for each
each specific Payment Methodology.
formula
If Payment Methodology
BLANK invalid or BLANK, then
correct to:
--1 Academic calendars
2,3,4;
--3 Academic calendar 1;
--4 Academic calendars 5, 6

For Academic Year 04-05


and forward, this field is
optional. If populated, COD
will not edit on this field, but
will return the value on the
Origination
Acknowledgement.

209 215 7 N Cost of Must equal COA This field is required. Used in award amount
Attendance calculated by the Dollars and cents. Use validation. If invalid or
institution following leading zeros; do not BLANK, then set accepted
the Federal Pell Grant include the $ sign or value to previous value or
Payment regulations. decimal point. “9999999”.
Range = 0000000 to
9999999

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
216 216 1 A Enrollment This student’s Leave BLANK only if Used in award amount
Status expected enrollment Payment Methodology validation. See Pell Grant
status for the entire is 4. Calculations Appendix.
award year. The
Enrollment Status 5 Range for Payment If Enrollment status invalid
“Other” is used when Methodologies 1, 2, 3, or BLANK, then correct to:
the student’s and 5:
enrollment is “mixed” 1=Full-time --BLANK, if Payment
or student attends more 2=3/4-time Methodology is 4
than number of terms 3=1/2-time --3 (half-time) if Payment
in a full academic year. 4=Less than ½-time Methodology is 5
Valid Values depend 5=Enrollment status --1 (full-time) for Payment
upon Academic changed from one Methodologies 1, 2, 3
Calendar and Payment payment period to
Methodology fields. another, OR student
attends more than the
number of terms in a
full academic year.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
217 218 2 A Weeks of Total number of weeks BLANK=Payment School determines this value
Instructional of instructional time Methodology 1 based on the time required
Time used to provided by this for the majority of its full-
Calculate student’s program of Required for Payment time students to complete
Payment study during a full Methodologies 2, 3, 4, the program of study, not
academic year. or 5. student by student. See Pell
PM2=Total number of Grant Calculations
weeks of instructional Range for Payment Appendix.
time in academic year Methodology 2 is 00-
for student’s program 29
of study (fall through For Academic Year 04-05
spring terms). and forward, this field is
Range for Payment
PM5 (academic optional. If populated, COD
Methodologies 3, 4,
calendars 1, 2, 3, or 4) will not edit on this field, but
and 5 is 00-78
and PM3=Total will return the value on the
number of weeks of Origination
instructional time in all Acknowledgement.
terms in academic year
for student’s program
of study
PM5 (academic
calendar 6) and PM4
=The lesser of either
(a) total number of
weeks of instructional
time for a full-time
student to complete
hours in student’s
program of study, or
(b) total number of
weeks of instructional
time for a full-time
student to complete
hours in academic year
for student's program
of study.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
219 220 2 A Weeks of Inst. Total number of weeks Leave BLANK for Used in award amount
Time in of instructional time in Payment Methodology validation.
Program's the school’s definition 1. Required for
Definition of of a full academic year Payment If invalid or BLANK,
Academic Year for this student’s Methodologies 2, 3, 4, correct to (in order shown):
program of study. or 5. --Weeks of instructional
time in program’s definition
Range for Payment of academic year previously
Methodologies 2, 3, 4, accepted for student, if any;
or 5: --Weeks of instructional
30-78 time in program’s definition
of academic year on file for
Attended campus, if any;
--Weeks of instructional
time in program’s definition
of academic year on file for
Reporting campus, if any;
--30 (Payment
Methodologies 2, 3, 4, 5)
--BLANK if supplied and
not needed for Payment
Methodology.

For Academic Year 04-05


and forward, this field is
optional. If populated, COD
will not edit on this field, but
will return the value on the
Origination
Acknowledgement.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
221 224 4 A Credit/Clock Hrs Total number of BLANK for Academic Used in award amount
in Award Year credit/clock hours in calendars 1, 2, 3, and validation. See Pell Grant
all payment periods 4. Calculations Appendix.
institution expects this
student to attend and Ranges: If invalid, out of range, or
be paid for during this 0000-3120 if greater than Credit/Clock
Federal Pell Grant Academic calendar = 5 hours in the academic year
Award year. 0000-0100 if for this student’s program of
Academic calendar = 6 study, then correct to (in
order shown):
--Credit/Clock hours in
award year previously
accepted for student;
--Credit/Clock hours in the
academic year for this
student’s program of study;
--BLANK if supplied and
not needed for Payment
Methodology.

For Academic Year 04-05


and forward, this field is
optional. If populated, COD
will not edit on this field, but
will return the value on the
Origination
Acknowledgement.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
225 228 4 A Credit/Clock Total number of credit BLANK for Academic Used in award amount
Hours in This or clock hours in the calendars 1, 2, 3, or 4. validation. See Pell Grant
Student’s institution’s definition Calculations Appendix.
Program of of a full academic year Ranges:
Study’s for this student’s 0900-3120 if If Invalid or BLANK, then
Academic Year Program of Study. Academic calendar = 5 correct to (in the order
0024-0100 if shown):
Academic calendar = 6 --Credit/Clock hours in the
academic year for this
student’s program of study,
if any;
--Credit/Clock hours in the
academic year on file for
Attended campus, if any;
--Credit/Clock hours in the
academic year on file for
Reporting campus, if any;
--0900 if Academic
calendar=5;
0024 if Academic
calendar=6;
--BLANK if supplied and
not needed for Payment
Methodology.
For Academic Year 04-
05 and forward, this
field is optional. If
populated, COD will not
edit on this field, but
will return the value on
the Origination
Acknowledgement.

229 231 3 A/N Institution This is an internal Institutional defined No editing by Pell processor
Internal sequence number the will be done on this field
Sequence institution can define.
Number

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
232 240 9 A/N Student Current Social Security Valid Social Security
SSN Number, as altered by Number
the student through the
CPS for the
Transaction number
reported. This field
equals the original
SSN if the student has
not changed SSN in
the CPS. Blank
indicates this record
could not be matched
on Student ID and/or
EFC during Federal
Pell Grant processing
for this transaction.
241 248 8 D Student’s Date of The date of birth of the Format:
Birth student for this CPS CCYYMMDD
transaction. Range: 19050101 to
19961231
249 264 16 A/N Student’s Last The last name of the A – Z, 0 – 9, period,
Name student for this CPS apostrophe, hyphen or
transaction. blank
265 276 12 A/N Student’s First The first name of the A – Z, 0 – 9 or blank
Name student for this CPS
transaction.
277 277 1 A Student’s Middle The middle initial of A – Z or blank
Initial the student for this
CPS transaction.
278 300 23 A Unused Reserved for Constant spaces
expansion
300 Total Record
Length
NOTE: A change to an origination record is supplied in this same format. Changes apply to the entire
award period

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Volume III – Pell Grant Phase-In Participant Technical Reference
Origination Acknowledgement Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID
Unique number used to This field is required. Identifier
identify an origination. Format = If Origination ID matches on
999999999XX200599 Pell Database, then Compare
999900 all fields. If all the fields
Where: match, then the record is
SSN = 001010001 to returned as a duplicate
999999999 otherwise it is a change. If
Name Code = XX the Origination ID does not
Year Indicator = 2005 match then the Origination is
Valid Attended PELL- new.
ID = 999999
Orig Sequence
Number = 00
24 32 9 N Original SSN Student's SSN from 001010001 to Identifier
original FAFSA. 999999999
33 34 2 A Original Name Student's name code Uppercase A to Z Identifier
Code from original FAFSA. . (period)
' (apostrophe)
- (dash)
Blank = no last name
35 40 6 N Attended PELL-ID of campus Valid PELL-ID Identifier
Campus PELL- attended. Change
ID creates new origination
record. Institution
must change payment
amounts for student at
original attended
campus as necessary.
41 45 5 A/N Unused Reserved for Constant spaces
expansion.
46 58 13 A/N Origination This field can contain Institution defined No editing will be done on
Cross- any cross-reference this field by Pell processor
Reference information useful to
the institution to
identify student
records internally.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
59 59 1 A Action Code Code to indicate action Valid Codes =
to be taken A = Accepted - all
fields accepted
C = Corrected - one or
more fields corrected
D = Duplicate of an
accepted record
E = Rejected - record
was rejected
60 60 1 A Unused Reserved for Constant spaces
expansion
61 67 7 N Accepted Award Must equal the award Dollars and cents. Use
Amount for amount calculated by leading zeros; do not
Entire School the institution to be include the $ sign or
Year disbursed to this decimal point.
student for attendance Range = 0000000 to
for this entire Pell AWARD AMOUNT
Grant award year. MAXIMUM
68 75 8 N Accepted Date 1st disbursement Format =
Estimated to student is estimated CCYYMMDD
Disbursement to be made. Range = N days prior
Date #1 to DISBURSEMENT
START DATE
(20040621) to
DISBURSEMENT
END DATE
(20100930)
76 83 8 N Accepted Date 2nd disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #2 record]or BLANK
84 91 8 N Accepted Date 3rd disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #3 record]or BLANK
92 99 8 N Accepted Date 4th disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #4 record]or BLANK
100 107 8 N Accepted Date 5th disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #5 record]or BLANK

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
108 115 8 N Accepted Date 6th disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #6 record]or BLANK
116 123 8 N Accepted Date 7th disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #7 record]or BLANK
124 131 8 N Accepted Date 8th disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #8 record]or BLANK
132 139 8 N Accepted Date 9th disbursement CCYYMMDD =
Estimated to student is estimated Range = [see field
Disbursement to be made. position 68 in this
Date #9 record]or BLANK
140 147 8 N Accepted Date 10th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #10 be made. record]or BLANK
148 155 8 N Accepted Date 11th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #11 be made. record]or BLANK
156 163 8 N Accepted Date 12th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #12 be made. record]or BLANK
164 171 8 N Accepted Date 13th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #13 be made. record]or BLANK
172 179 8 N Accepted Date 14th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #14 be made. record]or BLANK
180 187 8 N Accepted Date 15th CCYYMMDD =
Estimated disbursement to Range = [see field
Disbursement student is estimated to position 68 in this
Date #15 be made. record]or BLANK

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
188 195 8 D Accepted First date that the CCYYMMDD =
Enrollment Date student was enrolled in Range = 20040101 to
an eligible program for 20050630
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 2004-2005 funds,
report the actual start
date of the student's
classes for that
payment period.
196 196 1 A Accepted Low Flag to identify tuition Value Tuition Range
Tuition & Fees ranges when the annual 1 = 0
Flag tuition is less than or 2 = 1-216
equal to minimum 3 = 217-433
defined by low tuition 4 = 434-649
and fees table. or BLANK = low
tuition does not apply
197 197 1 A Accepted Status of verification V: Verified
Verification of applicant data by the W: Without
Status Flag school. Documentation
S: Selected, Not
Verified
Or Blank
198 198 1 A Accepted Code to indicate the BLANK = Not
Incarcerated student’s incarcerated incarcerated
Federal Pell status for students Y = Yes, the student is
Recipient Code incarcerated in local incarcerated in a local
penal institutions, but institution, but is
otherwise eligible to otherwise eligible.
receive Federal Pell N = No, if student
Grants. previously reported as
incarcerated, but is not
or is no longer
incarcerated
199 200 2 N Accepted CPS-assigned Must be numeric: 01
Transaction Transaction number to 99
Number from eligible SAR
used to calculate award

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
201 205 5 N Accepted Must equal the Range = 00000 to EFC
Expected Family student's Expected MAXIMUM
Contribution Family Contribution
(EFC) from the ISIR or SAR.
May be the primary or
secondary EFC value.
206 206 1 A Accepted Code indicating which O = Federal Pell Grant
Secondary EFC value is used to award previously
Expected Family determine award based on the secondary
Contribution amount EFC and reported to
Used Code 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.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
207 207 1 N Accepted Calendar which applies
This field is required.
Academic to this student's
1= Institution uses
Calendar educational program.
nonstandard academic
terms, and measures
academic progress by
credit hours
2=Institution uses
standard quarters and
measures academic
progress by credit
hours
3=Institution uses
standard semesters and
measures academic
progress by credit
hours
4=Institution uses
standard trimesters and
measures academic
progress by credit
hours
5=Institution measures
academic progress by
clock hours
6=Institution does not
use terms, but does
measure academic
progress by credit
hours

208 208 1 N Accepted Formula used to This field is required.


Payment calculate the student's Range: 1-5.
Methodology Federal Pell Grant. See Pell Grant
Calculations Appendix
for regulations
covering which
Academic calendars
may use each specific
formula.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
209 215 7 N Accepted Cost of Must equal COA Dollars and Cents.
Attendance calculated by the Use Leading Zeros; do
institution following not include the $ sign
the Federal Pell Grant or decimal point
Payment regulations. Range: 0000000-
9999999
216 216 1 A Accepted The student’s BLANK=Payment
Enrollment enrollment status at the Methodology 4.
Status time the student’s
records is created or Range for all other
updated. Changes to Payment
this field apply to the Methodologies is 1-5.
entire award year. 1=Full-time
2=3/4-time
3=1/2-time
4=Less than ½-time
5=Enrollment status
changed from one
payment period to
another, OR student
attends more than the
number of terms in a
full academic year.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
217 218 2 A Accepted Weeks Total number of weeks BLANK=Payment
of Instructional of instructional time Methodology 1.
Time Used to provided by this
Calculate student’s program of Range for Payment
Payment study during a full Methodology 2 is 00-
academic year. 29.
PM2=Total number of
weeks of instructional Range for Payment
time in academic year Methodologies 3, 4,
for student’s program and 5 is 00-78.
of study (fall through
spring terms).
PM5 (academic
calendars 1, 2, 3, or 4)
or PM3=Total number
of weeks of
instructional time in all
terms in academic year
for student’s program
of study
PM5 (academic
calendar 6) and PM4
=The lesser of either
(a) total number of
weeks of instructional
time for a full-time
student to complete
hours in student’s
program of study, or
(b) total number of
weeks of instructional
time for a full-time
student to complete
hours in academic year
for student's program
of study.

219 220 2 A/N Accepted Weeks Total number of weeks BLANK=Payment


of Inst. Time in of instructional time in Methodology 1.
Program's the school’s definition
Definition of of a full academic year Range for Payment
Academic Year for this student’s Methodologies 2, 3, 4,
program of study. or 5 is 30-78.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
221 224 4 A
Accepted Total number of BLANK for Academic
Cr/Clock Hours credit/clock hours in calendars 1, 2, 3 and 4.
in Award Year all payment periods the
institution expects this Ranges:
student to attend, and 0000-3120 if
to be paid from this Academic calendar = 5
Federal Pell Grant 0000-0100 if
Award year. Academic calendar = 6
225 228 4 A Accepted Number of credit or BLANK for Academic
Cr/Clock Hours clock hours in this calendars 1, 2, 3 and 4.
in This Student’s school’s definition or a
Program of full academic year for Ranges:
Study’s this student’s program 0900-3120 if
Academic Year of study. Academic calendar = 5
0024-0100 if
Academic calendar = 6
229 231 3 A/N Institution This is an internal Institutional defined No editing will be done on
Internal sequence number the this field by Pell.
Sequence institution can define.
Number
232 250 19 A Unused Reserved for Constant spaces
expansion
251 255 5 N Scheduled Scheduled amount for Range =
Federal Pell a full time student. 00000 to AWARD
Grant AMOUNT
MAXIMUM
256 257 2 N Previously Transaction number 01 to 99
Accepted that was previously or BLANK if
Transaction accepted and currently Origination not
Number stored by the Pell rejected.
Processor for this
student. This field will
only be populated for
rejected originations.
258 262 5 N Previously EFC that was Range = 00000 to EFC
Accepted EFC previously accepted MAXIMUM.
and currently stored by or BLANK if
the Pell Processor for Origination not
this student. This field rejected.
will only be populated
for rejected
originations.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
263 263 1 A Previously Secondary EFC Code O = Federal Pell Grant
Accepted that was previously award previously
Secondary EFC accepted and currently based on the secondary
Code stored by the Pell EFC and reported to
Processor for this the Federal Pell Grant
student. This field willprogram; student’s
only be populated for award now based on
rejected 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 Previously COA previously Dollars and cents. Use
Accepted Cost of accepted and currently leading zeros; do not
Attendance stored by the Pell include the $ sign or
Processor for this decimal point.
student. This field will Range = 0000000 to
only be populated for 9999999
rejected originations.
271 345 75 N Origination List of up to twenty- Twenty-five edit/reject
Warning/Reject five 3-digit codes of = 000 to 999
Reasons reject/warning codes Position 271-273:
which occurred during 1st code
processing of this Position 274-276:
origination record. 2nd code
Only edit codes hit will Position 277-279:
display in the field. 3rd code...
Otherwise, this space Position 343-345:
will be zero filled. 25th code

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
346 355 10 N ED Use Flags Flags that are set to Format =
inform institutions of 0000000000 to
modifications that have 1111111111
been made to their Values = 0 – indicates
database and require not set
immediate action to 1 = indicates flag is
rectify set.
Where:
Each digit signifies a
different situation
1st -Shared SAR ID
2nd -Verification W
Status
3rd - Concurrent
Enrollment
4th - POP
5th through 10th -
Reserved for future use
356 362 7 N Negative Pending Amount that indicates Dollars and cents. Use This value is processed
Amount the negative leading zeros; do not using dollars and cents,
disbursement amount include the $ sign or regardless of a school’s
required. decimal point. choice to process Pell Grant
Range: 0000000- awards with or without
9999999 cents.
363 367 5 N Secondary Indicates the secondary Range: 00000-99999
Expected Family EFC calculated by or BLANK = No
Contribution CPS, if any, for this Secondary EFC
transaction. calculated by CPS

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
368 376 9 A/N Student Current Social Security Valid Social Security
SSN Number, as altered by number
the student through the
CPS for the
Transaction number
reported. This field
equals the original
SSN if the student has
not changed SSN in
the CPS. Blank
indicates this record
could not be matched
on Student ID and/or
EFC during Federal
Pell Grant processing
of SSN for this
transaction.
377 384 8 D Student’s Date of The date of birth of the Format:
Birth student for this CPS CCYYMMDD
transaction. Range: 19050101 to
20061231
385 400 16 A/N Student’s Last The last name of the A – Z, 0 – 9, period,
Name student for this CPS apostrophe, hyphen or
transaction. blank
401 412 12 A/N Student’s First The first name of the A – Z, 0 – 9 or blank
Name student for this CPS
transaction.
413 413 1 A Student’s Middle The middle initial of A – Z or blank
Initial the student for this
CPS transaction.
414 450 37 A Unused Reserved for Constant spaces
expansion
450 Total Record
Length

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Volume III – Pell Grant Phase-In Participant Technical Reference
Disbursement Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used This field is required.
to identify the Format =
origination which the 999999999XX20059
disbursement is to be 9999900
applied against.
Where:
SSN = 001010001 to
999999999
Name Code = XX
Year Indicator =
2005
Valid Attended
PELL-ID = 999999
Orig Sequence
Number = 00
24 36 13 A/N Disbursement This field can contain Institution defined
Cross- any cross-reference
Reference information useful to
the institution to
identify student
records internally.
37 37 1 A Action Code Action code Will always be blank No editing
38 39 2 N Disbursement Unique number of the This field is required. Identifier 66-99 is Reserved
Number disbursement 01-65. Must be numeric: 01 for Pell system generated
The Pell Processor will to 65 disbursements. If number is
send disbursement equal to previously accepted
number 66 to 99 for number associated with
system generated Origination ID, then reject
disbursement. record as duplicate.

40 40 1 A Sign Indicator Indicates whether the This field is required. If first accepted
Reported P = positive disbursement, then must
Disbursement Amount N = negative equal “P”.
is an increase or a
decrease to the total
amount that has been
disbursed to the
student for the award
year.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
41 47 7 N Disbursement Amount of This field is required.
Amount disbursement for Dollars and cents. Use
student leading zeros; do not
include the $ sign or
decimal point.
Range = 0000000 to
AWARD AMOUNT
MAX
48 55 8 D Disbursement Process Date must be within
Date this disbursement This field is required.
Date was or will be made to CCYYMMDD = N days prior to disbursement
the student. Range = 20040621 to
date.
20100930 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 63 8 D Payment Period Beginning date of the CCYYMMDD = If institution is ineligible
Start Date Payment Period Range = 20040101 to and Payment Period Start
20050630 date is invalid or not in
Or Spaces range, then reject the record.
If Payment Period Start date
does not fall within the
institution’s period of
eligibility the record will be
rejected. If the institution is
eligible and Payment Period
Start date is invalid or not in
range, then the date will be
set to spaces.
64 100 37 A/N Unused Reserved for future Constant spaces
expansion
100 Total Record
Length
An adjustment to a disbursement record is supplied in this same format.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Disbursement Acknowledgement Record
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
1 23 23 A/N Origination ID Unique number used to Format =
identify an origination. 999999999XX200599
999900
Where:
SSN = 001010001 to
999999999
Name Code = XX
Year Indicator = 2005
Valid Attended PELL
ID = 999999
Orig Sequence
Number = 00
24 36 13 A/N Disbursement This field can contain Institution defined
Cross- any cross-reference
Reference information useful to
the institution to
identify student
records internally.
37 37 1 A Action Code to indicate Valid Codes:
Code/Status processing status of A = Accepted
disbursement disbursement amount
C = Corrected
disbursement amount
D = Duplicate
disbursement reference
number of an accepted
record at the Pell
Processor
E = Rejected - record
was rejected
38 39 2 N Disbursement Unique number of the Must be numeric: 01 Identifier
Number disbursement 01-99. to 99 66-99 are Reserved for Pell
system generated
The Pell Processor will disbursement.
send disbursement
number 66 to 99 for
system generated
disbursement.

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
40 40 1 A Accepted Sign Indicates whether the P = positive
Indicator Reported N = negative
Disbursement Amount
is an increase or a
decrease to the total
amount that has been
disbursed to the
student for the award
year.
41 47 7 N Accepted Amount of Dollars and cents. Use If the disbursement amount
Disbursement disbursement for leading zeros; do not is invalid on the input record
Amount student. If an include the $ sign or it will be returned as all
decimal point.
adjustment, this value zeros on the rejected record.
is a replacement Range = 0000000 to
amount. AWARD AMOUNT
MAX
48 55 8 N Disbursement Date this disbursement CCYYMMDD =
Date was or will be made to Range = 20040621 to
the student. 20100930
56 63 8 D Payment Period Beginning date of the CCYYMMDD = If institution is ineligible and
Start Date Payment Period Range = 20040101 to Payment Period Start date is
20050630 invalid or not in range, then
Or Spaces reject the record. If
Payment Period Start date
does not fall within the
institution’s period of
eligibility the record will be
rejected. If the institution is
eligible and Payment Period
Start date is invalid or not in
range, then the date will be
set to spaces.
64 100 37 A Unused Reserved for future Constant spaces
expansion
101 107 7 N YTD Disbursed Total amount that has Dollars and cents. Use If the record is rejected this
Amount been disbursed to the leading zeros; do not amount will be 0.
student for the award include the $ sign or
year decimal point.
Range = 0000000 to
AWARD AMOUNT
MAX

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Volume III – Pell Grant Phase-In Participant Technical Reference
Field Length Type Field Name Description Valid Values Processing Notes/Edits
Positions (# of
Bytes)
First Last
108 182 75 N Edit/Comment Three digit comment Twenty-five edit/reject
Codes codes indicating the codes of: 000 to 999
results of Federal Pell Position XXX-XXX:
Grant processing. 1st code
Maximum of 25 Position XXX-XXX:
comments will appear 2nd code
in a single Position YYY-YYY:
acknowledgement 25th code
record. If less than 25
comments, zero filled.
183 192 10 N ED Use Flags Flags that are set to Format =
inform institutions of 0000000000 to
modifications that have 1111111111
been made to their Values:
database and require 0 = indicates not set
immediate action to 1 = indicates flag is
rectify set.
Where:
Each digit signifies a
different situation
1st -Shared SAR ID
2nd -Verification W
Status
3rd - Concurrent
Enrollment
4th - POP
5th through 10th -
Reserved for future use
193 200 8 A/N Unused Reserved for future Constant spaces
expansion
200 Total Record
Length

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

Please refer to Volume VIII, Section 8 – COD Reports for Report record layouts.

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Volume III – Pell Grant Phase-In Participant Technical Reference