Professional Documents
Culture Documents
What's included:
• ESOA Record Description - Summary
• ESOA Record - Detail
Range:
00000000000 –
99999999999
or Blank
What's included:
• ESOA Print Format
As of Batch ID XXCCYY12345619990101123000
What's included:
• Grant Batch Header Record Description
• Origination Record Description
• Grant Batch Trailer Record Description
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
15 40 If duplicate Batch No.,
Cont’d 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.
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
41 51 11 A/N No Grantee Data Universal Valid DUNS
DUNS Numbering number.
Number Scheme Format:
(DUNS) number
999999999BB
assigned to
reporting Where
institution. 999999999 is a
unique number
and BB are
Blanks.
52 62 11 A/N No Financial Aid Valid DUNS Valid DUNS Need decision of DUNS or
Servicer Number or Pell number. Pell Grant Program
DUNS or Pell Grant Program Format: assigned.
Assigned assigned
999999999BB
Number identifier,
otherwise, leave Where
Blank. 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 MAGNETIC Blank - Send EDExpress ignores.
Type TAPE USE output on same
ONLY. media as input
Code for type of records were
tape to use when received.
sending output
data.
64 68 5 A/N Yes ED Use ED Use Only – Spaces EDExpress PC software
do not use version number.
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
41 45 5 A/N Yes ED Use Reserved for Spaces
future use
46 58 13 A No Institution This field can Institution defined Data for this field will not
Cross- contain any be included in the record
Reference cross-reference from EDExpress.
information
useful to the
institution to
identify student
records
internally.
59 59 1 A No Action Code Code to indicate Will always be No Editing.
action to be Blank.
taken.
60 60 1 N No No. of Number of 1 – 9 or Blank. If not in range:
Payment terms or If Academic Calendar = 2,
Periods in payment periods then set to 3,
Student’s in student’s
If PM = 1 or 2
School Year school year.
Otherwise set to 2.
For schools
required to If Academic Calendar does
submit special not equal 2, then set to 2.
disbursements, For schools required to
reporting must submit special
have a valid disbursements, reporting
value. must have a valid value.
61 67 7 N Yes Award Amount of Dollars and cents. Cannot exceed Total
Amount for award for Use leading zeros. Payment Ceiling – award
entire school student’s entire Do not include $ validation performed.
year school year. sign or decimal Any change to origination
Increases are point. data requires Award
required to be Range: 0000000 Amount to be validated.
submitted to to Award Amount
RFMS. Minimum
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
68 75 8 N Yes Estimated Date 1st CCYYMMDD: If Date not within range,
Disbursement disbursement to Range: N days then set approved value to
Date #1 student is prior to system date.
estimated to be Disbursement
made. Start Date
(20000701) to
Disbursement
End Date
(20060930)
76 83 8 N No Estimated Date 2nd CCYYMMDD: If Date not within range,
Disbursement disbursement to Range: [see field then set approved value to
Date #2 student is position 68 in this spaces.
estimated to be record] or Blank.
made.
84 91 8 N No Estimated Date 3rd CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #3 student is position 68 in this
estimated to be record] or Blank.
made.
92 99 8 N No Estimated Date 4th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #4 student is position 68 in this
estimated to be record] or Blank.
made.
100 107 8 N No Estimated Date 5th CCYYMMDD: See Estimated
Disbursement disbursement to Range:[see field Disbursement Date #2.
Date #5 student is position 68 in this
estimated to be record] or Blank.
made.
108 115 8 N No Estimated Date 6th CCYYMMDD: See Estimated
Disbursement disbursement to Range:[see field Disbursement Date #2.
Date #6 student is position 68 in this
estimated to be record] or Blank.
made.
116 123 8 N No Estimated Date 7th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #7 student is position 68 in this
estimated to be record] or Blank.
made.
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
124 131 8 N No Estimated Date 8th CCYYMMDD: See Estimated
Disbursement disbursement to Range:[see field Disbursement Date #2.
Date #8 student is position 68 in this
estimated to be record] or Blank.
made.
132 139 8 N No Estimated Date 9th CCYYMMDD: See Estimated
Disbursement disbursement to Range:[ see field Disbursement Date #2.
Date #9 student is position 68 in this
estimated to be record] or Blank.
made.
140 147 8 N No Estimated Date 10th CCYYMMDD: See Estimated
Disbursement disbursement to Range: see field Disbursement Date #2.
Date #10 student is position 68 in this
estimated to be record] or Blank.
made.
148 155 8 N No Estimated Date 11th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #11 student is position 68 in this
estimated to be record] or Blank.
made.
156 163 8 N No Estimated Date 12th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #12 student is position 68 in this
estimated to be record] or Blank.
made.
164 171 8 N No Estimated Date 13th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #13 student is position 68 in this
estimated to be record] or Blank.
made.
172 179 8 N No Estimated Date 14th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #14 student is position 68 in this
estimated to be record] or Blank.
made.
Field Length Type Required Field Name Description Valid Values Processing
Positions (# of Notes/Edits
First Last Bytes)
180 187 8 N No Estimated Date 15th CCYYMMDD: See Estimated
Disbursement disbursement to Range: [see field Disbursement Date #2.
Date #15 student is position 68 in this
estimated to be record] or Blank.
made.
188 195 8 D Yes Enrollment First date that the CCYYMMDD: If Blank or invalid,
Date student was Range: 20000101 – then set approved
enrolled in an 20010630 value to previous
eligible program value or date reported
for the designated Batch Number in
award year. Grant Header record.
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
2000-2001 funds,
report actual start
date of student’s
classes for that
payment period.
196 196 1 A No Low Tuition Flag to identify Value Tuition If invalid, then set
and Fees tuition ranges Range: As per table approved value to
Code when the annual or Blank; low previous value or
tuition is less than tuition does not Blank.
or equal to apply.
minimum defined
by low tuition and
fees table.
Field Length Type Required Field Name Description Valid Values Processing
Positions (# of Notes/Edits
First Last Bytes)
201 205 5 N Yes Expected Must equal Range: If Blank or NO Match
Family student’s Expected 00000 - EFC with eligible app data,
Contribution Family MAXIMUM. then reject record.
(EFC) Contribution from Return last value
the ISIR or SAR. reported on
acknowledgement.
206 206 1 N No Secondary Code indicating O = Federal Pell If invalid, then set
Expected which EFC value Grant award approved value to
Family is used to previously based on previous value or
Contribution determine award the secondary EFC Blank.
amount. and reported to the If NO Match with
Federal Pell Grant eligible app data, then
program; student’s reject record. Return
award now based on last value reported on
the original EFC. acknowledgement.
S = Federal Pell
Grant award based
on the secondary
EFC, as calculated
by the CPS. Or
Blank if Secondary
EFC not used.
Field Length Type Required Field Name Description Valid Values Processing
Positions (# of Notes/Edits
First Last Bytes)
207 207 1 N Yes Academic Calendar which 1 = Credit Hours– Academic calendar
Calendar applies to this non standard terms dictates which
student’s 2 = Credit Hours– Payment Methodology
educational standard terms of can be accepted. Used
program. quarters in award amount
Must be valid or validation.
3= Credit Hours–
system accepted to standard terms of The following changes
process record. semesters in Academic Calendar
indicate need to
4 = Credit Hours–
change Payment
standard terms of
Methodology.
trimesters
From 1 to 2, 3, 4, or 5
5 = Clock Hours
From 2, 3, or 4 to 1 or
6 = Credit Hours
5
without terms.
From 5 to 2, 3, 4, or 6
From 6 to 1 or 5
If AC invalid or
Blank, set accepted
value to previous
value
Or
If Attending Pell ID
default AC populated,
set accepted value to
default.
ELSE If Reporting
Pell ID default AC
populated, set
accepted value to
default.
ELSE If Payment
Methodology = 4, set
accepted value to “5”
ELSE set accepted
value to “3”.
Note: A change to an Origination Record is supplied in this same format. Changes apply to the entire
award period.
Field Length Type Required Field Name Description Valid Values Processing
Positions (# of Notes/Edits
First Last Bytes)
59 64 6 N Output Accepted and RFMS use only – 000000 – 999999.
Corrected Number of data
Number of records accepted
Records and corrected by
RFMS.
65 75 11 N Output Accepted and RFMS use only – Dollars and cents. Use
Corrected Total Award or leading zeros; do not
Total of Disbursement include the $ sign or
Batch amount accepted decimal point.
and corrected on 00000000000 –
batch. 99999999999
76 76 1 A Output Accepted and RFMS use only – P = Positive
Corrected positive or N = Negative
Total Sign negative sign for
Indicator total amount
accepted.
77 100 24 A Unused Reserved for Reserved for Spaces
future future expansion
expansion
XX A Unused Filler Filler will be Spaces
added if
necessary to make
the trailer record
the same length as
the detail records.
>100 Total Record
Length
What's included:
• Origination Record Batch Reject Reasons
• Disbursement Record Batch Reject Reasons
• Data Request Record Batch Reject Reasons
Note: Batch edit and reject codes for the Origination, Disbursement and Data Request Records are
located in Appendix D.
What’s included:
• Origination Acknowledgement Record Description
• Institution Data Acknowledgement Record Description
What’s included:
• Data Requests: 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
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
36 36 1 A Output Multiple Indicates the A = Send list of
Reporting institution is other institutions for
Request Code 2 requesting by all students
selected S = Send list of
student, other institutions for
selected students listed in
institution, orrecord.
all students.
I = Send list of
students for listed
institutions listed in
record.
37 47 11 A Output MR Student ID The Student Blank or
SSN and Name 001010001XX
code for which
999999999XX
a Multiple
Reporting Where XX is:
record is Uppercase
requested. A to Z
Only required . (period)
if MR Code 2
‘ (apostrophe)
equals S.
- (dash)
Blank = no last
name.
48 53 6 N Output MR Institution Institution Blank or valid
Pell ID code for which Pell-ID
MR listings
are requested.
Only required
if the MR
Code 2 equals
1.
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
54 76 23 A Output Origination ID Origination ID Format: If Request Type is Y and
for which a 999999999XX200 the Origination ID is not
Year-to-Date is 100099900 Blank and the User
requested. Where: requested this field on
their request.
SSN = 001010001
– 999999999 If the Origination ID is
not found or invalid, the
Name Code = XX
request will be rejected.
Year Indicator =
2001
Valid Attending
Pell ID Orig
Sequence Number
= 00
77 77 1 A Outputs Action Code Code to Valid Codes: For FMS Use Only.
indicate action A = Accepted – all
to be taken. fields accepted
C = Corrected –
one or more fields
corrected
E = Rejected –
record was
rejected.
78 98 21 N Output Edit/Comment List of up to Comment format:
Codes seven three- 000-199
digit comment Position XX-XX: 1st
codes that comment code
occurred during
Position XX-XX:
processing of
2nd comment code.
the data
request. Position XX-XXX:
7th comment code
99 100 2 A Output Reserved for
future use
100 Total Record
Length
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
9 9 1 A Request Multiple Indicates the O = Send originated
Output Reporting institution is institutions
Request requesting D = Send disbursed
Code 1 originated institutions
institutions or
May be Blank.
disbursed
institutions.
Will be Blank for
concurrent
enrollment and
potential
overaward records.
10 10 1 A Request Multiple Indicates the A = Send list of other
Output Reporting institution is institutions for all
Request requesting by students.
Code 2 selected student, S = Send list of other
selected institution,institutions for
or all students. students listed in
Will be Blank for record.
concurrent I = Send list of
enrollment and students for listed
potential institutions listed in
overaward records. record.
May be Blank.
11 21 11 A Request MR Student The Student SSN Blank or
Output ID and Name code for 001010001XX
which a Multiple -999999999XX
Reporting record is Where XX is:
requested. Uppercase
Will be Blank for A to Z
concurrent
. (period)
enrollment and
potential over ‘ (apostrophe)
award records. - (dash)
Blank = no last
name.
22 27 6 N Request MR Institution code for Valid Pell-ID
output Institution which Multiple May be Blank.
Pell-ID Reporting records
are requested. Will
be Blank for
concurrent
enrollment and
potential
overaward records.
Field Length Type Required Field Name Description Valid Values Processing
Positions (# of Notes/Edits
First Last Bytes)
28 36 9 N Output Student Student’s Original 001010001 –
Original SSN SSN from the 999999999
origination record.
37 38 2 A Output Original Name Student’s name code Uppercase
Code from the origination A to Z
record.
. (period)
‘ (apostrophe)
- (dash)
Blank = no last
name.
39 44 6 N Output Institution Pell Pell-ID of the Must be a valid
ID attending campus of Pell-ID assigned by
the student. the Department of
Use record type to Education.
interpret the
relationship this
institution has to the
institution receiving
this record.
45 114 70 A/N Output Institution Name of the
Name institution.
210 211 2 A Output Institution State 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 Zip code of the
institution.
221 250 30 A/N Output Financial Aid Full name of the May include Blanks
Administrator institutional and special
(FAA) Name administrator characters.
officially
responsible for the
accuracy and
completeness of the
data, starting with
the first name, e.g.,
JOHN E DOE.
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
251 260 10 N Output FAA Working phone Includes area code,
Telephone number for the but not parentheses
Number person indicated as or dashes.
FAA.
261 270 10 A/N Output FAA Fax Working fax May be Blank.
Number number used by Otherwise,
(Optional) the person include area code,
indicated as FAA. but not parentheses
or dashes.
271 320 50 A/N Output Internet Internet address of May be Blank.
Address an authorized
official.
321 327 7 N Output Scheduled Scheduled Federal Range:
Federal Pell Pell Grant for a 0000000 – Award
Grant student with this Amount Max
EFC and COA
attending full-time
for a full academic
year.
328 334 7 N Output Origination Annual award Range:
Award amount supplied 0000000 Award
Amount on the origination Amount Max.
record.
335 336 2 N Output Transaction Transaction Range:
Number number from the 01 – 99.
eligible SAR used
to calculate the
award.
337 341 5 N Output Expected Amount of the Range:
Family student’s Expected 00000 EFC
Contribution Family Maximum.
(EFC) Contribution from
the SAR used to
calculate the
award.
342 349 8 D Output Enrollment First date the CCYYMMDD
Date student was Range: 20000101 –
enrolled in an 20010630
eligible program
for the award year.
350 357 8 D Output Origination Date the CCYYMMDD
Create Date origination was Range: 20000401 –
created in RFMS. 20060930.
Field Length Type Required Field Name Description Valid Values Processing Notes/Edits
Positions (# of
First Last Bytes)
358 364 7 N Output Total of Total amount of Range:
Disbursements all 0000000 Award
Accepted disbursements Amount Max
accepted by the
Federal Pell
Grant Program
for the POP
Student.
365 372 8 D Output Last Activity Date the last Format:
Date payment was CCYYMMDD
received from
this institution.
373 380 8 D Output Next Date of next Blank or
Estimated estimated CCYYMMDD
Disbursement disbursement Range:
Date date.
20000101 –
20060930
381 385 5 N Output Eligibility Percentage of Format: 000.00%.
Used the student’s The last two digits
eligibility used represent less than 1
by this percent.
institution.
Field does not
include decimal point
or %.
386 395 10 N Output ED Use Flags Flags that are set Format: (1st digit, shared SAR
to inform 0000000000 ID cannot be checked
institutions of by RFMS.)
Where: Each digit
modifications
signifies a different
that have been
situation.
made to their
database and 1st – Shared SAR ID
require 2nd – Verification W
immediate action Status
to rectify. 3rd – Concurrent
Enrollment
4th – POP
5th thru 10th –
Reserved for future
use
396 400 5 A Output Reserved for Reserved for
future use future use
400 Total Record
Length