2002-2003 Implementation Guide

Overview
The purpose of this Implementation Guide is to assist school
administrators who participate in the Federal Pell Grant Program, third
party servicers, and software vendors with implementing the system
changes for the 2002–2003 Award Year.

This guide provides information about:

• 2002-2003 Modifications and information on what is new for 2002-

2003

• Award Year Specific Information, including Message Class Tables,

Yearly Parameters, and Pell Payment Tables

• Batches, 2002-2003 modifications, and edit modifications

• Originations, 2002-2003 modifications, calculation

examples/scenarios, and edit modifications

• Disbursements, 2002-2003 modifications, and calculation

examples/scenarios,

• Electronic Statement of Account (ESOA), drawing down funds, 2002-

2003 modifications, and report layouts

• Four types of data requests, 2002-2003 modifications, and edit

modifications

• Process Changes for 2002-2003

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 • Cycle process flows for daily processing and yearly processing

• At-A-Glance Edit Codes as well as Edit Code Tables, Technical Edits

and Pell Grant-COD Edit Conversion Table.

This Implementation Guide is a companion to the record layouts and edits

contained in Custom Layouts, and Appendix D, Reject Codes, Error
Messages, and Edit Descriptions. Questions pertaining to this section
should be directed to Customer Service at 800/4PGRANT (or 800/474-
7268) or sent by e-mail to [email protected].
To help users understand the new guidelines, the modifications have been
classified into four specific functional areas:
• Batches
• Origination Records
• Disbursement Records
• Data Requests

Within each functional area, individual modifications are described and

discussed.

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2002-2003 Modifications
What’s New for 2002-2003

The following matrix, 2002-2003 Modifications-At-A-Glance, presents an

at-a-glance table for viewing 2002-2003 cycle modifications to processes
and procedures, edits, record layouts, fields, records, and reject codes.
Eliminated
Records,
Fields,
New New or Redesign New or Edits &
Process/ Redefined Record Redefined Reject
2002–2003 Modifications Procedure Edit(s) Layout Field(s) Codes
1. The Software Provider field is now X
a required field. X

2. Grant Batch Trailer records for X

message classes with no reported
data have fields that are now
zeroed-filled.
3. The Grant Batch Trailer records X X X
now have a duplicate record count
field.
4. New field added to the Origination X X X
record and Origination
Acknowledgment for Student’s
Current SSN.
5. New field added to the Origination X X X
and Origination Acknowledgment
record for Student’s Date of Birth.
6. New field added to the Origination X X X
and Origination Acknowledgment

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 record for the Student’s Last Name.

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 2002-2003 Modifications (Continued)
Eliminated
Records,
Fields,
New New or Redesign New or Edits &
Process/ Redefined Record Redefined Reject
2002–2003 Modifications Procedure Edit(s) Layout Field(s) Codes
7. New field added to the Origination X X X
record and Origination
Acknowledgment for the Student’s
First Name.
8. New field added to the Origination X X X
and Origination Acknowledgment
record for the Student’s Middle
Initial.
9. Cents other than zero in award X X
amount now accepted. Award
Amount is no longer truncated in
processing to lowest whole dollar
amount.
10. A Negative Pending field has been X X X
added to the origination
acknowledgment.
11. The Secondary EFC has been X X
added as a new field to the
Origination Acknowledgment.
12. Added a new edit 332 - Invalid X
Reported Current SSN for award
year 2003 and beyond.
13. Added a new edit 333- Invalid X
Reported Date of Birth for award
year 2003 and beyond.
14. Added a new edit 334- Invalid X
Reported Last Name for award
year 2003 and beyond.

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 2002-2003 Modifications (Continued)
Eliminated
Records,
Fields,
New New or Redesign New or Edits &
Process/ Redefined Record Redefined Reject
2002–2003 Modifications Procedure Edit(s) Layout Field(s) Codes
15. Added a new edit 335 - Invalid X
Reported First Name for award year
2003 and beyond.
16. Added a new edit 336 - Invalid X
Reported Middle Initial for award
year 2003 and beyond.
17. Added a new edit 337 - Student Not X
Pell Eligible for award year 2003
and beyond.
18. Added a new edit 338 - Duplicate X
Match on CPS for award year 2003
and beyond.
19. Added a new edit 339 - Origination X
Record Reported with Zero Award
Amount for award year 2003 and
beyond.

20. The School Cross-Reference field X

on the Origination record has been
renamed to Origination Cross-
Reference.
21. The Verification Status Code field X X X
uses only the following Valid Values
‘V’ = Verified, ‘W’ = Without
Documentation, and Blank.
22. The first Origination record for a X X
student must have an award amount
for the entire year greater then $0.00
(0000000) or it will be rejected.

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 2002-2003 Modifications (Continued)
Eliminated
Records,
Fields,
New New or Redesign New or Edits &
Process/ Redefined Record Redefined Reject
2002–2003 Modifications Procedure Edit(s) Layout Field(s) Codes
23. The record length for the X
Origination Record has been
changed to 300.
24. The record length for the External X
Origination Record has been
changed to 350.
25. The record length for the X
Origination Acknowledgment has
been changed to 450.
26. Disbursements for the same X
student in the same batch will be
processed in disbursement
reference number order.
27. The Disbursement Reference X
Number range is 01-65.
28. The Institutional Cross-Reference X
field has been renamed on the
Disbursement record,
Disbursement Cross-Reference
field.
29. The Institutional Data Record and X
acknowledgement has been
eliminated.
30. New field added to the student X X X
specific Data Request record and
Data Request Acknowledgment for
Student’s Current SSN.
31. New field added to the student X X X
specific Data Request record and
Data Request Acknowledgment
record for Student’s Date of Birth.
32. New field added to the student X X X
specific Data Request record and
Data Request Acknowledgment
record for the Student’s Last Name.

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 2002-2003 Modifications (Continued)
Eliminated
Records,
Fields,
New New or Redesign New or Edits &
Process/ Redefined Record Redefined Reject
2002–2003 Modifications Procedure Edit(s) Layout Field(s) Codes
33. New field added to the student X X X
specific Data Request record and
Data Request Acknowledgment for
the Student’s First Name.
34. New field added to the student X X X
specific Data Request record and
Data Request Acknowledgment
record for the Student’s Middle
Initial.
35. The MRR types “VW” and “SI” X
are no longer being used and are
deleted in the MRR record layout.
36. On the Reconciliation file, the field X
name has been changed from
Attending Campus to Reporting
Campus.

37 On the Year-to–Date Origination X

record change the field name from
Institutional Cross-Reference to
Origination Cross-Reference.
38. On the Year-to-Date Disbursement X
record change the filed name from
Institutional Cross-reference to
Disbursement Cross-Reference.
39. The Data Request record length is X
125.
40. The Data Request X
Acknowledgment record length is
150.
41. Added a new edit 612- Invalid X
Reported Current SSN, Date of
Birth or Student Name.

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 Award Year Specific Information

Message Class Table

The 2002-2003 Federal Pell Grant message classes are shown in the table below:

Pell Message Classes

Sent or TIVWAN/
Message Received Batch Record SAIG
Class by School ID Data Type Length Mailbox
N/A Sent / N/A SAIG Transmission Header Record Variable TG54880
Received
N/A Sent / N/A SAIG Transmission Batch Header Record Variable TG54880
Received
N/A Sent / N/A SAIG Transmission Batch Trailer Record Variable TG54880
Received
N/A Sent / N/A SAIG Transmission Trailer Record Variable TG54880
Received
N/A Sent / N/A Grant Header Record Variable TG54880
Received
N/A Sent / N/A Grant Trailer Record Variable TG54880
Received
PGOR03IN Sent #O Origination Records 300 TG54880
PGOA03OP Received #O Origination Acknowledgement Records 450 TG54880
PGOP03OP Received #P Origination Acknowledgement Records from the 450 TG54880
Web
PGDR03IN Sent #D Disbursement Records 100 TG54880
PGDA03OP Received #D Disbursement Acknowledgement Records 200 TG54880
PGDW03OP Received #W Disbursement Acknowledgement Records from the 200 TG54880
Web
PGAS03OP Received #A Statement of Account Records 200 TG54880
PGRQ03IN Sent #R Data Request Records 125 TG54880
PGRA03OP Received #R Data Request Acknowledgement 150 TG54880
PGMR03OP Received #M Multiple Reporting Records 450 TG54880
PGRC03OP Received #C Reconciliation Records 112 TG54880
PGYR03OP Received #Y Year to Date Records 350 TG54880
PGTX03OP Received #T ED Comments in ASCII Text Format 80 TG54880
PGDA03OP Received #G System Generated Batches 200 TG54880
PGSN03OP Received N/A SSN/Name/DOB Change Report 80 TG54880

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 Yearly Parameters
For each school year, certain parameter data is updated to display the
values that will be used for that school year. Listed below are the
tables that contain data that is specific to a school year.

Minimu Maximum
Field m Value
Value
Expected Family Contribution (EFC) 00000 TBD
Award Amount 00000 TBD
Low Tuition Fee EFC 00000 TBD
Low Tuition Fee Cost of Attendance 00000 99999.99
Payment Period Start Date 01/01/2002 06/30/2003
Cost of Attendance (COA) 00000.00 99999.99
Weeks of Instructional Time in Acad. 30 78
Year
Credit Hours in Academic Year 24 100
Clock Hours in Academic Year 900 3120
Enrollment Date 01/01/2002 06/30/2003

The Number of Days is used in the edits for the “N” Day values. This
indicates how many days prior to the disbursement the record can be
sent depending on the Funding Type of the school.

Code Number of Days

Just In Time 7
Advance Funding 30
Reimbursement 0

Pell Payment Tables

The 2002-2003 Pell Payment Tables are available on the IFAP Web
site at [email protected].

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 Batches

Batch Process/Data

2002-2003 Batch Modifications

• The Software Provider field is now a required field (position 49-58
in the Grant Batch Header).

• Message classes sent without reported data from the Pell Processor
will have applicable fields zero filled on the Grant Batch Trailer.

• The Grant Batch Trailer will include a count of duplicate records.

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 Originations

2002-2003 Origination Modifications

• Additional fields have been added to the Origination record for the
student’s name, Date of Birth, and Current SSN.

• New edit codes have been added to reject records that submit
incorrect or invalid data in the new origination fields.

• The Origination record length is now 300 and the Origination

Acknowledgement record length is 450.

• Renamed the Institution cross-reference field to Origination cross-

reference.

• There are now just three Verification Status Codes. They are V-
Verified, W- Without Documentation and Blank.

-Records sent for processing with a “W” must be updated to

“V” or funds will be taken away after the Verification deadline.

-Records sent for processing with a “W” that have not been
selected for verification must be updated with a “V” or funds
will be taken away after the Verification deadline. Once a “W”
is accepted on a record, a “V” must be submitted to update the
record.

• If the Origination record causes a decrease in the Origination

Award Amount and the student has been disbursed more funds than
the current Origination Award Amount, the Negative Pending
amount will be included on the Origination Acknowledgement. A
323 edit code will also be included.

• The Amount of the Secondary EFC is included in the Origination

Acknowledgement.

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 • The Origination Award Amount will now accept cents other than zero.
The Award Amount is no longer truncated in processing to lowest
whole dollar amount.

• When the first Origination record for a student is sent for processing
with an Origination Award Amount (Award Amount for the entire
year) of $0.00, the record will be rejected

Origination Examples/Scenarios
The examples shown below are calculated using the 2001-2002 Pell
Disbursement Schedule.

The following acronyms are used in the examples:

• Weeks of instructional time used to calculate payment

(WKSCALC)

• Weeks of instructional time in program’s definition in academic

year (WKSPROG)

• Credit/Clock hours in all payment periods expected to complete

this school year (HRSCALC)

• Credit/Clock hours in program’s definition of academic year

(HRSPROG)

Origination Award Amount Calculations

For the following examples each case will have an EFC = 00000 and a
Cost of Attendance = 25000. The full time scheduled award would be
3750.

A) Payment Methodology = 1

• The Reported Origination Award Amount = 3750.00

• The Accepted Origination Award Amount will be 3750 since the Full
Time value is 3750.

B) Payment Methodology = 2 or 3

• The Reported Origination Award Amount = 3750.00

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 • WKSCALC = 33
• WKSPROG = 39
Total Payment Ceiling (TPC) is calculated by (Scheduled Award *
WKSCALC) / WKSPROG
TPC = (3750 * 33) / 39 = 3173.076923
• Since the cents is greater than .01 the TPC is rounded up to the next
whole dollar. TPC = 3174
• The Accepted Origination Award Amount will be 3174.00 instead of
the reported 3750.00 since 3174 is less than 3750.

C) Payment Methodology = 4 (Academic Calendar = 5)

• The Reported Origination Amount = 3750.00

• WKSCALC = 33
• WKSPROG = 39
• HRSCALC = 1000
• HRSPROG = 1100
• Total Payment Ceiling is calculated by:
• (((Scheduled Full Time Award * WKSCALC) / WKSPROG) *
HRSCALC) / HRSPROG
TPC = (((3750 * 33) / 39) * 1000) / 1100 = 2884.615384
Since the cents is greater than .01 the TPC is rounded up to the
next whole dollar. TPC = 2885.
The Accepted Origination Award Amount will be 2885.00 instead
of the reported 3750.00 since 2885.00 is less than 3750.00.

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 D) Payment Methodology = 5 (Academic Calendar = 6)

• The Report Origination Amount = 3750.00

• Payment Methodology 5 limits the award to a maximum of ½
the Scheduled Full time Award amount.
• WKSCALC = 33
• WKSPROG = 39
• HRSCALC = 29
• HRSPROG = 73
• Total Payment Ceiling is calculated by:
(((Scheduled Full Time Award * WKSCALC) / WKSPROG) *
HRSCALC) / HRSPROG
TPC = (((1875 * 33) / 39) * 29) / 73 = 630.268703
Since the cents is greater than .01 the TPC is rounded up to the
next whole dollar. TPC = 631.00.
• The Accepted Origination Award Amount will be 631.00 instead of the
reported 3750.00 since 631.00 is less than 3750.00

Submitting a Change to an Existing Origination Record

To submit a change to an existing Origination record a new Origination
record needs to be created. The new Origination record needs to have the
same Origination ID as the existing record. The field(s) that have changed
need to be populated with the new value while the field(s) that have not
changed need to be populated with the existing values.

Origination Records with an Overpaid Status (Negative

Pending)
An origination acknowledgement with Edit 323 is an overpaid (or
Negative Pending) record. This situation occurs when the origination
award amount is changed to an amount less than the total amount of
accepted disbursements. When a 323 edit is sent on an Origination

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 Acknowledgement, there is also a Negative Pending amount in positions
356-362. There are three ways to correct this situation:

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 • Send a negative disbursement to lower the total disbursement amount
to equal the origination award amount.

• Send an origination change to increase the origination award amount

to equal the total accepted disbursement amount.

• After 30 days, if either option above has not been employed, a

negative disbursement will be created for the difference between the
total disbursement amount and the origination award amount.

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Disbursements

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 2002-2003 Disbursement Modifications
• The Institution Cross-Reference field has been renamed Disbursement
Cross-Reference.

• Disbursements for the same student will be processed in Disbursement

Reference Number order.

• Disbursements Reference Numbers may range from 01-65. The

Disbursement Reference Numbers 66-99 are reserved for ED Use.

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 Calculation Examples/Scenarios
Correcting a Disbursement Amount
To correct a disbursement amount a new disbursement record is submitted
for the difference between the existing amount and the new amount.

Example:

On October 1, 2002 the school submitted a disbursement for $1,000 which

was accepted. On October 15, 2002 the school needed to adjust the
disbursement amount to $750. The following records would have been
submitted.

Debit/Credit
Disb. Number Date Disb. Amt. Indicator
01 20021001 1000.00 P
02 20021015 250.00 N

The disbursement amount for the student can continue to be adjusted by

sending in positive disbursements to increase the total disbursement
amount and negative disbursements to decrease the total disbursement
amount.

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Data Requests

2002-2003 Data Request Modifications

• The Institutional Data record has been eliminated because schools can
update their information online.

• The Data Request record length has been changed to 125 and the Data
Request Acknowledgement has been changed to 250.

• The Data Request has added new fields for student specific data
requests. These fields are Current SSN, Date of Birth, and Student
Name.

• The MRR record will no longer use record types “VW” or “SI”

• The field name Attending Campus has been changed to Reporting

Campus on the Reconciliation file.

• On the Year-to-Date file the Institution cross-reference fields have

been changed to the Origination cross-reference and Disbursement
cross-reference.

ESOA Modifications

The Payment Control number has been eliminated.

ESOAs are reported in Detail and Summary reports. Please refer to
Section 1, Custom Layouts, for the ESOA record description.

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Process Changes

Award Year Changes

The following matrix shows the Process Changes at-a-glance that have
been made to improve Pell Processing. These changes for 2002-2003
affect how the data is received and processed, how the data is interpreted
and how the funds are disbursed to schools. Additional detail about these
changes can be found throughout the Pell Technical Reference.

Process Description
COD Loan Origination and Pell Grant data are
submitted on a Common Record. Full
Participants use the Common record in
2002-2003 and Phase-In Participants use
the legacy record layouts with fixed length
files.
Verification “W” Verification Status Codes have changed.
The only codes used in 2002-2003 are “V”
for Verified, “W” for Without
Documentation, and Blank for not selected
for verification.
Student Identifier The COD Student Identifier uses the
Student’s Current SSN, Current Last Name,
and Current Date of Birth. There are new
fields on the Origination record and Data
Request for these data elements.
Enrollment Status The Enrollment Status is not used in COD
processing. If sent to COD, no edits will
be performed on this field.
Origination Award Amount Cents greater than zero can now be
submitted in the Origination Award
Amount.
Reject records Rejected records are retained in a “holding
bin” for viewing online.

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 Process (Continued) Description
Funding and Disbursement Advance funded schools can send records
Date up to 30 days in advance of the
Disbursement Date in the record, however
the funds will not be available for draw
down until 7 days prior to the
Disbursement Date.
Potential Overaward After receiving an MRR, schools have 30
Project (POP) days to mediate with the other POP affected
school(s) and correct overpayment
situations. After 30 days, if the student is
still in an Overpaid status, all schools
involved will receive system generated
negative disbursements decreasing all
previously accepted disbursements for the
student to zero.

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Cycle Processing

Cycle Processes
Daily Processing Cycles
Origination and disbursement batches are processed 2 times a day.

Usually, the acknowledgements are returned to SAIG within 5 hours.

After the data is swept, it is processed in the following order:

• Originations
• Disbursements

During the second cycle, in addition to Originations and Disbursement,

ESOAs are generated for schools and disbursement data is sent to NSLDS.

This schedule may be modified at times depending on the volume of data

received from schools.

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 Yearly Processing Cycle
Certain activities occur during the Award Year
Date Activity
March 2002 The Pell Processor is ready to receive 2002-2003
Origination records and Data Requests.
May 2002 2002-2003 Initial Authorization is run.
June 2002 The Pell Processor is ready to receive 2002-2003
Disbursement Records, Disbursement data starts
being sent to NSLDS.
Spring 2003 The first Administrative Cost Allowance (ACA) for
2002-2003 is performed.

The Authorization amounts for 2002-2003 are

reduced to the current obligation amounts.
Summer 2003 The second ACA for 2002-2003 is performed.

Deobligation for Verification Status “W” for 2002-

2003.
Summer 2004 The third ACA for 2002-2003 is performed.

October 1, 2003 Origination records and increases to Disbursements

are no longer accepted except for schools who have
been granted Administrative Relief for 2002-2003.

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Edit Codes

Edit Codes At-A-Glance

The following tables present, at-a-glance:

• Legacy Edit and reject codes for batch edits,

• Origination edits,

• Data request edits,

• Disbursement edits, and

• Pell Grant-COD Edit Conversion Table.

An expanded version of the Edit Code Tables that include Edit Codes,
What They Mean, How to Fix Them as well as Technical Edit
information may be found in Appendix D.

When viewing batch and record data on the COD Web page, users will
see the COD edit messages not the legacy edit/comment codes sent on
the batch acknowledgement. A listing of all the legacy edit/comment
codes and a conversion table of the COD edit messages is included
here.

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Batches
Edit Code types are: E=Reject, W=Warning, D=Duplicate
Edit Code Message Type
201 Missing /Mismatched Grant Batch Header. E
202 Missing /Mismatched Grant Batch Trailer. E
203 Duplicate Grant Batch 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 /Missing 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 invalid. E
215 Batch Type Invalid. E
216 Grantee DUNS does not match the School’s Reporting Pell ID in Batch W
Number for Award Years prior to 2001-2002.
217 Discrepancy between different records with identical batch number. E
218 Reported Number of Records does not equal count of detail records. W
219 Total of Batch does not equal computed total of detail record amounts. W
220 Reported Sign Indicator must be a valid indicator. W
221 Reporting Campus Pell School ID is a branch. E
222 School is currently ineligible upon receipt of batch. W

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Batches (Continued)
Edit Code types are: E=Reject, W=Warning, D=Duplicate
Edit Code Message Type
224 Invalid Message Class. E
225 Data Record Length is not valid for Message Class. E
226 Batch type code in Batch Number must equal record type for message E
class.
227 Batch Create Date is greater than current system date. E
228 Batch Number indicates you have included a batch with data from a E
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 School must send Special Disbursement for award years prior E
to 2001 - 2002.
232 No detail records in Batch. E
233 Invalid Destination Mailbox ID. E
234 Reserved for future use. N/A
235 For Award Year 2000-2001 and prior. Blank Output Media Type. Set to W
Media Type that was received.
236 Trailer Message Class does not match the Header. E
238 Trailer Destination Mailbox ID does not match the Header. E
239 School is not using the latest release of EDExpress. W
240 OPE ID Number does not match the Schools Reporting Pell ID in the W
Batch Number for Award Years after 2000-2001.

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Originations
Edit Code Types: E-Reject, W-Warning, D-Duplicate
Edit Code Message Type
301 Invalid Origination ID. E
302 Duplicate Origination for Award Year 2000-2001 and before. E
303 Invalid Original SSN or Name Code resulting in the Pell Processor being E
unable to match with the Applicant record for Award Year 2001 and
before; OR Invalid Original SSN resulting in the Pell Processor being
unable to match with the Applicant record for Award Year 2001-2002 and
beyond.
304 Attending and Reporting/Funded campus mismatch or Origination E
Identifier Pell ID mismatch with Attended campus Pell ID.
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 for Award Year W
2002 and before.
317 Invalid Cost Of Attendance / Correction Applied. W
318 Invalid Enrollment Status / Correction Applied. W
319 Invalid Weeks of Inst. Time in program’s definition of Academic Year / W
Correction Applied.
320 Invalid Weeks of Inst. Time used to calculate payment / Correction W
Applied.
321 Invalid Credit or Clock hrs in program’s definition of academic year / W
Correction Applied.
322 Invalid Credit or Clock hrs in all payment periods expected to complete W
this school year / Correction Applied.

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Originations (Continued)
Edit Code Types: E-Reject, W-Warning, D-Duplicate
Edit Code Message Type
323 Origination is ‘Over Paid’ and negative disbursement is expected. W
324 Invalid Name Code resulting in the Pell Processor being unable to match E
with the Applicant record, or does not equal the name code in the
Origination ID, for Award Year 2002 and beyond.
325 Invalid Origination ID - Pell ID is non-numeric for Award Year 2002 and E
beyond.
326 Invalid Origination ID - Invalid Award Year for the Batch for Award Year E
2002 and beyond.
327 Invalid Origination ID - Sequence Number is not "00" for Award Year E
2002 and beyond.
328 Invalid Origination ID - SSN is non-numeric, or is not >= 001010001 and E
<= 999999999 for Award Year 2002 and beyond.
329 Invalid Origination ID - Name Code not A-Z or ‘.’ Or ‘`’ or ‘-’ , or “ ’’ for E
Award Year 2002 and beyond.
330 Duplicate SAR ID may be shared by two students for Award Year 2002 or W
beyond.
331 Duplicate Origination for Award Year 2002 and beyond. D
332 Invalid Reported Current SSN for award year 2003 and beyond. E
333 Invalid Reported Date of Birth for award year 2003 and beyond. E
334 Invalid Reported Last Name for award year 2003 and beyond. E
335 Invalid Reported First Name for award year 2003 and beyond. E
336 Invalid Reported Middle Initial for award year 2003 and beyond. E
337 Student Not Pell Eligible for award year 2003 and beyond. E
338 Duplicate Match on CPS for award year 2003 and beyond. E
339 Origination Record Reported with Zero Award Amount for award year E
2003 and beyond.
399 New Origination award or increase received after end of processing year E
and school has not been granted Administrative Relief.

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Disbursements Edit Codes and Messages
Edit Code Types: E = Reject, W = Warning, D = Duplicate
Edit Code Message Type
401 Invalid Origination ID. E
402 Origination ID Does not match. E
403 Disbursement Reference Number Already on File. E
404 Debit/Credit Indicator Flag Not Valid. E
405 Disbursement Amount Not Valid because amount is non-numeric. E
406 Disbursement Amount Is Not In Valid range. W
407 Disbursement Date is Not Valid Date because date is non-numeric. E
408 Disbursement Date is Not Valid for Processing Date, not in valid range, or E
not in valid date format.
409 Reserve for future use. E
410 Potential Concurrent Enrollment – Multiple Reporting. Sent separately. W
411 Potential Overaward Project - Multiple Reporting. Sent separately. W
412 Negative disbursement cannot be accepted without a previous positive E
disbursement.
413 Insufficient negative disbursement amount. Negative disbursement is W
expected for difference amount.
414 Origination is in “Overpaid” status. Positive Disbursement cannot be E
accepted.
415 School Eligibility Status indicates the school must submit a Special E
Disbursement record and Award Year is 2000 – 2001 or prior.
416 Negative disbursement adjusted to reflect accepted previous disbursement W
balance.
417 Disbursement submitted after end of processing year and school has not E
been granted administrative relief.
418 Origination indicates Verification Status 'W', disbursement adjusted to the W
Origination Award Amount or 50% of the Scheduled Award Amount,
whichever is lesser, and Award Year is 2000 – 2001 or prior.

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Disbursements Edit Codes and Messages (Continued)
Edit Code Types: E = Reject, W = Warning, D = Duplicate
Edit Code Message Type
419 Origination indicates Verification Status 'W'. Verification ‘W’ needs to be W
updated on the origination record.
420 Origination indicates Verification Status 'W', only one disbursement E
allowed, and Award Year is not 2001 – 2002 or prior.
421 Disbursement generated after Verification Deadline Date and Award Year E
is 2000 – 2001 or prior.
422 School is eligible, Payment Period Start Date is invalid or not in a valid W
range and Award Year is 2001 – 2002 or beyond.
423 School is not eligible, Payment Period Start Date is invalid or not in a E
valid range and Award Year is 2001 – 2002 or beyond.
424 School is not eligible, Payment Period Start Date is not in the eligible E
range and Award Year is 2001 – 2002 or beyond.
425 Invalid Origination ID - Pell ID is non-numeric for Award Year 2002 and E
beyond.
426 Invalid Origination ID - Invalid Award Year for the Batch for Award Year E
2002 and beyond.
427 Invalid Origination ID - Sequence Number is not "00" for Award Year E
2002 and beyond.
428 Invalid Origination ID - SSN is not >= 001010001 and <= 999999999 for E
Award Year 2002 and beyond.
429 Invalid Origination ID - Name Code not A-Z or ‘.’ Or ‘`’ or ‘-’, ‘ ‘, or “ ’’ E
for Award Year 2002 and beyond.
430 Duplicate Disbursement reference number. Reference number already D
used.
431 Award Year is 2002 or greater and the Disbursement Reference number is E
nonnumeric or NOT between 01 to 65.
432 Disbursement amount would have been corrected to zero by Pell E
Processor calculations so the Disbursement record was rejected.
440 CMO rejected this student for inadequate/missing eligibility E
documentation / information.

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Disbursements Edit Codes and Messages (Continued)
Edit Code Types: E = Reject, W = Warning, D = Duplicate
Edit Code Message Type
441 CMO rejected this student for inadequate/missing fiscal documentation / E
information.
442 CMO rejected this student for inadequate/missing award or disbursing E
documentation / information.
443 CMO rejected this student for not meeting reporting requirements. E
444 CMO rejected this student for failure to comply with requirements. E
445 CMO rejected this student for inadequate or missing documentation. E

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Data Requests
Edit Code Types: E = Reject, W = Warning, D = Duplicate
Edit Code Message Type
601 Invalid Attended 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, should be ‘O’ or ‘D’. E
606 Invalid Multiple Reporting Request Code 2, should be ‘A’, ‘S’ or ‘I’. E
607 Invalid MRR Student ID. E
608 Invalid MRR School ID. E
609 Requested/Matching Data Not Found. E
610 Student Not Originated at Requesting School. E
611 Invalid Reconciliation Origination ID. E
612 Invalid Reported Current SSN, Date of Birth or Student Name. W

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Pell Grant-COD Edit Conversion Table

Overview
The Pell Grant Edit Conversion Table provides a crosswalk of edits in the legacy
system with those in the COD System.

The table lists the legacy warning or reject codes and the corresponding message
with the COD error code and message. The table references the COD error code
and message that will be posted on the COD Web page after a legacy record is
processed and the legacy edit/comment code that will be returned on the actual
legacy record.

Batch Edit/Reject Codes

Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Error for Legacy Records Only
Code Code
201 Missing/Mismatched N/A N/A for COD 801 - Missing/Mismatched Grant
Grant Batch Header Batch Header
202 Missing/Mismatched N/A N/A for COD 802 - Missing/Mismatched Grant
Grant Batch Trailer Batch Trailer
203 Duplicate Grant Batch 003 Duplicate Document
Header ID
206 Data Record Length must 998 Invalid Format 803 - Data Record Length must
be numeric be numeric
207 Reported Number of 998 Invalid Format 804 - Reported Number of
Records must be numeric Records must be numeric
208 Reported Total of Batch 998 Invalid Format 805 - Reported Total of Batch
must be numeric must be numeric
209 Invalid/Missing Batch 994 Missing Value 806 - Invalid/Missing Batch ID
Number
996 Invalid Value
210 Year must be numeric 998 Invalid Format 807 - Year must be numeric
211 Pell ID must be numeric 998 Invalid Format
212 Pell ID invalid or not 004 Entity ID Not Found
found On Participant File
213 Creation date must be 998 Invalid Format 808 - Creation date must be
numeric numeric
214 Creation time invalid 996 Invalid Value 809 - Creation time invalid
215 Batch Type Invalid 996 Invalid Value 810 - Batch Type Invalid

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 Batch Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
216 Grantee DUNS does N/A N/A for COD 811 - Grantee DUNS does not
not match the school’s match the school’s 'Reporting Pell
Reporting Pell ID in ID' in 'Batch ID' for Award Years
Batch Number for prior to 2001-2002
Award Years prior to
2001-2002
217 Discrepancy between N/A N/A for COD 812 - Discrepancy between
different records with different records with identical
identical batch number Batch ID
218 Reported Number of 008 Reported Number of 813 - Reported Number of
Records does not equal Students Does Not Records does not equal count of
count of detail records Equal Detail Count detail records

219 Total of Batch does not 090 Reported Amount of 814 - Message Class, Batch ID,
equal computed total of Disbursements does Origination Award Amount,
detail record amounts not equal Amount of Disbursement Amount, Reported
detail records Total of Batch
220 Reported Sign N/A N/A for COD 815 - Reported Sign Indicator
Indicator must be a must be a valid indicator
valid indicator
221 Reporting Campus Pell 002 Reporting Entity ID is
School ID is a branch Not Eligible To
Report
222 School is currently 101 The Reporting School
ineligible upon receipt Entity ID is listed as
of batch ineligible upon receipt
of batch
224 Invalid Message Class N/A N/A for COD 816 - Invalid Message Class
225 Data Record Length is N/A N/A for COD 817 - Data Record Length is not
not valid for Message valid for Message Class
Class
226 Batch type code in N/A N/A for COD 818 - Batch Type code in Batch
Batch Number must ID must equal record type for
equal record type for Message Class
Message Class
227 Batch Create Date is 006 Document Create
greater than current Date Greater Than
system date Current System Date
228 Batch Number N/A N/A for COD 819 - Batch ID indicates you have
indicates you have included a Batch with data from a
included a batch with different Award Year
data from a different
Award Year

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 Batch Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
229 Batch submitted prior N/A N/A for COD
to system start-up date
230 Disbursements N/A N/A for COD
submitted prior to
award year start date
231 Reporting School must N/A N/A for COD
send Special
Disbursement for
Award Years prior to
2001-2002
232 No detail records in 007 No Detail Records In
Batch Document
233 Invalid Destination 001 Invalid Destination
Mailbox ID Mailbox ID
236 Trailer Message Class N/A N/A for COD 821 - Trailer Message Class does
does not match the not match the Header
Header
238 Trailer Destination N/A N/A for COD 822 - Trailer Destination Mailbox
Mailbox ID does not ID does not match the Header
match the Header
240 OPE ID Number does N/A N/A for COD 823 - OPE ID Number does not
not match the Schools match the Schools Reporting Pell
Reporting Pell ID in ID in the Batch ID for Award
the Batch Number for Years after 2000-2001
Award Years after
2000-2001

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Origination Edit/Reject Codes
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
301 Invalid Origination ID N/A N/A for COD 826 - Invalid Origination ID
302 Duplicate Origination N/A N/A for COD
for Award Year 2001
and before
303 Invalid Original SSN N/A N/A for COD 828 - Invalid Original SSN
resulting in Pell resulting in COD being unable to
Processor being unable match with the Applicant record
to match with the for Award Year 2002 and beyond
Applicant record for
Award Year 2002 and Invalid Original SSN or Name
beyond Code resulting in COD being
unable to match with the
Invalid Original SSN or Applicant record for Award Year
Name Code resulting in 2000-2001 and before
the Pell Processor
being unable to match
with the Applicant
record for Award Year
2001 and before
304 Attending and 034 Attending School
Reporting/Funded Entity Identifier has
campus mismatch or no relationship with
Origination Identifier the Reporting School
Pell ID mismatch with Entity Identifier
Attending campus Pell
ID
305 Invalid Award 039 Incorrect Award
Amount/Correction Amount
Applied
306 Invalid Disbursement 995 Invalid Value;
Date/Correction Correction Applied
Applied
307 Invalid Enrollment 995 Invalid Value;
Date/Correction Correction Applied
Applied
308 Invalid Low Tuition & 023 Incorrect Low Tuition
Fees Code/Correction & Fees Code/
Applied Correction Applied
309 Invalid Verification 995 Invalid Value;
Code/ Correction Correction Applied
Applied

February 2002 (2002-2003) Federal Pell Grant Program Technical Reference Implementation Guide
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Origination Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
310 Invalid Incarcerated 995 Invalid Value;
Federal Pell Recipient Correction Applied
Code/Correction
Applied
311 Invalid Transaction 024 Reported CPS
Number Transaction Number
Does Not Match CPS
312 Invalid Expected N/A N/A for COD 824 - Invalid Expected Family
Family Contribution Contribution
313 Invalid Secondary 026 Incorrect Secondary
Expected Family EFC Used/ Correction
Contribution/Correc- Applied
tion Applied
314 Invalid Academic 028 Incorrect Academic
Calendar/Correction Calendar/ Correction
Applied Applied
315 Invalid Payment 027 Incorrect Payment
Methodology/Correc- Methodology/
tion Applied Correction Applied
316 Invalid number of N/A N/A for COD
Payment Periods/
Correction Applied for
Award Year 2001 and
before
317 Invalid Cost Of 995 Invalid Value;
Attendance/Correction Correction Applied
Applied
318 Invalid Enrollment N/A N/A for COD
Status/Correction
Applied
319 Invalid Weeks of 029 Invalid Weeks of
Instructional Time in Instructional Time in
Program’s Definition of Program’s Definition
Academic of Academic
Year/Correction Year/Correction
Applied Applied
320 Invalid Weeks of 030 Invalid Weeks of
Instructional Time used Instructional Time
to Calculate used to Calculate
Payment/Correction Payment
Applied

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Origination Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
321 Invalid Credit or Clock 031 Invalid Credit or
Hours in program’s Clock Hours in
definition of academic program’s definition
year/Correction of academic year
Applied
322 Invalid Credit or 032 Invalid Credit or
Clock Hours in all Clock Hours in all
payment periods payment periods
expected to complete expected to complete
this school this school year
year/Correction
Applied
323 Origination is “Over 040 Changed Award
Paid” and Negative Amount Is Less Than
Disbursement is Total Disbursements
Expected
324 Invalid Name Code N/A N/A for COD 829 - Invalid Name Code
resulting in The Pell resulting in COD being unable to
Processor being unable match with the Applicant Record,
to match with the or does not equal the name code
Applicant Record, or in the Origination ID, for Award
does not equal the Year 2002 and beyond
name code in the
Origination ID, for
Award Year 2002 and
beyond
325 Invalid Origination ID - 998 Invalid Format 830 - Invalid Origination ID - Pell
Pell ID is non-numeric ID is non-numeric for Award Year
for Award Year 2002 2001- 2002 and beyond
and beyond
326 Invalid Origination ID - 996 Invalid Value 831 - Invalid Origination ID -
Invalid Award Year for Invalid Award Year for the Batch
the Batch for Award for Award Year 2001-2002 and
Year 2002 and beyond beyond
327 Invalid Origination ID 996 Invalid Value 832 - Invalid Origination ID
-Sequence Number is -Sequence Number is not “00” for
not “00” for Award Award Year 2001-2002 and
Year 2002 and beyond beyond

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Origination Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
328 Invalid Origination ID - N/A N/A for COD 833 - Invalid Origination ID -
SSN is non-numeric, or SSN is non-numeric, or is not
is not >=001010001 >=001010001 and <= 999999999
and <= 999999999 for for Award Year 2001-2002 and
Award Year 2002 and beyond
beyond
329 Invalid Origination ID N/A N/A for COD
– Name code not “A-
Z” or “,” or “-“ for
award year 2002 and
beyond
330 Duplicate SAR ID may N/A N/A for COD 835 - Duplicate SAR ID may be
be shared by two shared by two students for Award
students for Award Year Year 2001-2002 or beyond
2002 or beyond
331 Duplicate Origination N/A N/A for COD 827 - Duplicate Origination for
for Award Year 2002 Award Year
and beyond
332 Invalid Reported 011 No eligible SSN,
Current SSN for Award DOB, and last name
Year 2003 and beyond combination match on
CPS for student
333 Invalid Reported Date 011 No eligible SSN,
of Birth for Award Year DOB, and last name
2003 and beyond combination match on
CPS for student
334 Invalid Reported Last 011 No eligible SSN,
Name for Award Year DOB, and last name
2003 and beyond combination match on
CPS for student
020
First and last name
blank.
335 Invalid Reported First 020 First and last name
Name for Award Year blank.
2003 and beyond
336 Invalid Reported 996 Invalid Value
Middle Initial for
Award Year 2003 and
beyond
337 Student not Pell 038 Student not Pell
eligible for Award Year Eligible
2003 and beyond

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Origination Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
338 Duplicate match on 025 Duplicate match on
CPS for Award Year CPS
2003 and beyond
339 Origination Record 042 New award type
reported with Zero submitted with a zero
Award Amount for award amount
Award year 2003 and
beyond
399 New Origination Award 043 New Award Amount
or increase received or Award Increase
after end of processing Received After End
year and school has not Of Processing Year
been granted and School Has Not
Administrative Relief Been Granted
Administrative Relief
(Pell)/ Extended
Processing (DL)

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Disbursement Edit/Reject Codes
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
401 Invalid Origination ID N/A N/A for COD
402 Origination ID does not N/A N/A for COD 848 - Origination ID does not
match a record in the match on COD
Pell Processor database
403 Disbursement N/A N/A for COD 841 - Disbursement Reference
Reference Number Number Already on File
Already on File
404 Debit/Credit Indicator N/A N/A for COD 842 - Debit/Credit Indicator Flag
Flag Not Valid Not Valid
405 Disbursement Amount 996 Invalid Value
Not Valid because
amount is non-numeric
406 Disbursement Amount 067 Incorrect
Is Not in Valid Range Disbursement Amount
407 Disbursement Date is 998 Invalid Format
Not Valid Date because
date is non-numeric
408 Disbursement Date is 051 Disbursement Date
Not Valid for With Payment Trigger
Processing Date, not in Set to Yes Outside of
Valid Range, or not a Allowable Window
valid Date format
053 Disbursement Date
cannot be blank.

996 Invalid Format

998 Invalid Value

410 Potential Concurrent 069 Potential Concurrent
Enrollment – Multiple Enrollment - Notice
Reporting. Sent Sent Separately
separately
411 Potential Overaward 068 Potential Overaward
Project – Multiple Project- Notice Sent
Reporting. Sent Separately
separately

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Disbursement Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
412 Negative Disbursement 996 Invalid value 843 - Negative Disbursement
cannot be accepted cannot be accepted without a
without a previous previous accepted positive
positive disbursement disbursement
413 Insufficient Negative 065 Insufficient Decrease
Disbursement amount. in the Disbursement
Negative Disbursement amount.
is expected for Disbursement is
difference amount expected for Amount
of the Negative
Pending
414 Origination is in 066 Award is in
“Overpaid” status. “Overpaid” status.
Positive Disbursement Disbursement
cannot be accepted Increase cannot be
accepted
415 School Eligibility N/A N/A for COD
Status indicates the
School must submit a
Special Disbursement
Record and Award Year
is 2000 – 2001 or prior
416 Negative Disbursement N/A N/A for COD 844 - Negative Disbursement
adjusted to reflect adjusted to reflect accepted
accepted Previous Previous Disbursement Balance
Disbursement Balance
417 Disbursement 071 New Disbursement,
submitted after end of Increase, or Payment
processing year and Trigger to “Y”
school has not been Received After End
granted Administrative Of Processing Year
Relief and School Has Not
Been Granted
Administrative Relief
(Pell)/Extended
Processing (DL)

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Disbursement Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
418 Origination indicates 064 Disbursement Amount
Verification Status ‘W’, > 50% of award with
Disbursement adjusted Verification Status of
to the Origination “W”
Award Amount or 50%
of the Scheduled Award
Amount, whichever is
lesser, and Award Year
is 2000 – 2001 or prior
419 Origination indicates N/A N/A for COD “Legacy Edit to be added”
Verification Status ‘W’.
Verification W needs to
be updated on the
Origination record
420 Origination indicates 061 Only One
Verification Status ‘W’, Disbursement
only one disbursement Allowed for Students
allowed, and Award with a Verification
Year is not 2001-2002 Status of “W”
422 School is eligible, 996 Invalid Value
Payment Period Start
Date is invalid or not in
a valid range and
Award Year is 2001 –
2002 or beyond
423 School is not eligible, 996 Invalid Value
Payment Period Start
Date is invalid or not in
a valid range and
Award Year is 2001 –
2002 or beyond
424 School is not eligible, 079 Payment Period Start
Payment Period Start Date Not In Eligible
Date is not in the Range
eligible range and 048
Award Year is 2001 – School is ineligible
2002 or beyond
425 Invalid Origination ID - N/A N/A for COD
Pell ID is non-numeric
for Award Year 2002
and beyond

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Disbursement Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
426 Invalid Origination ID - N/A N/A for COD
Invalid Award Year for
the Batch for Award
Year 2002 and beyond
427 Invalid Origination ID - N/A N/A for COD
Sequence number is not
“00” for Award Year
2002 and beyond
428 Invalid Origination ID - N/A N/A for COD
SSN is not
>=001010001 and <=
999999999 for Award
Year 2002 and beyond
429 Invalid Origination ID - N/A N/A for COD
Name Code not
A-Z or
“ . ” or
“ - ” or
“ ”
for Award Year 2002
and beyond
430 Duplicate 058 Duplicate
Disbursement reference Disbursement
number. Reference Information On File
number already at the
Pell Processor
431 Award Year is 2002 or 998 Invalid Format
greater and the
Disbursement 996 Invalid Value
Reference number is
nonnumeric or not
between 01 to 90
432 Disbursement amount N/A N/A for COD 845 - Disbursement amount
would have been would have been corrected to zero
corrected to zero by the by COD calculations so the
Pell Processor disbursement record was rejected
calculations so the
disbursement record
was rejected
440 CMO rejected this 083 Case Management
student for Office (CMO)
inadequate/missing Rejected This Student
eligibility For Inadequate/
documentation/ Missing Eligibility
Documentation/
Information

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Disbursement Edit/Reject Codes (Continued)
Legacy Legacy Edit Message COD COD Edit Message COD Error Code & Message
Reject Code Error for Legacy Records Only
Code
441 CMO rejected this 084 CMO Rejected This
student for Student For
inadequate/missing Inadequate/ Missing
fiscal Fiscal Documentation/
documentation/informa Information
tion
442 CMO rejected this 085 CMO Rejected This
student for Student For
inadequate/missing Inadequate/ Missing
award or disbursing Award or Disbursing
documentation/infor- Documentation/
mation Information
443 CMO rejected this 086 CMO Rejected This
student for not meeting Student For Not
reporting requirements Meeting Reporting
Requirements
444 CMO rejected this 087 CMO Rejected This
student for failure to Student For Failure To
comply with Comply With
requirements Requirements
445 CMO rejected this 088 CMO Rejected This
student for inadequate Student For
or missing Inadequate or Missing
documentation Documentation

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