Appendix D - Edit/Comment Codes

and Edit Descriptions

Introduction

This section provides a variety of tables that describe the edit/comment codes
and edit descriptions.
For Batch Edit/Reject Codes, Origination, Disbursement, Special
Disbursement, Data Request Edits, Institutional Data Record Edit Codes, the
tables are designed into the following columns: Edit Code, Message, What it
Means, How to Fix It, and Type (W = Warning and E = Rejected).
The other tables are designed into the following columns: Field Positions (First
and Last), Field Names, and Processing Notes/Edit Descriptions.
These tables are provided to help you interpret the various edit/comment codes
and edit descriptions that are used in the RFMS process. See the Table of
Contents for a complete listing of these tables.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-1
Batch Edit/Reject Codes
Edit
Code Message What it Means How to Fix It Type
201 Missing Grant Occurs when there is no RFMS: E
Batch Header Grant Batch header or when Resubmit the batch with a new
the batch number in the batch number in the Grant Batch
header and trailer do not Header and Trailer.
match. *****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
202 Missing Grant Occurs when there is no RFMS: E
Batch Trailer Grant Batch trailer or when Resubmit the batch with a new
the batch number in the batch number in the Grant Batch
header and trailer do not Header and Trailer.
match. The most commonly Verify “TLR” is spelled correctly.
“GRANT TRL” has TLR” in *****
error.
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-2
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
203 Duplicate Grant Occurs when the batch RFMS: E
Batch Header number has been used Resubmit the batch with a new
before either with the same batch number in the Grant Batch
batch or a different batch. Header and Trailer.
*****
EDExpress:
First verify that you have not sent
in a duplicate batch by opening a
student record with this batch ID.
If the batch is NOT
acknowledged, regenerate the
batch and export again.
204 Reserved for future
use
205 Reserved for future
use
206 Data Record Occurs when the record RFMS: E
Length must be length in the Grant Batch Resubmit the batch with a new
numeric Header and Trailer is missing batch number in the Grant Batch
or has a non-numeric Header and Trailer and the
character. correct record length.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
207 Reported Number Occurs when the Reported RFMS: E
of Records must be number of records in the Resubmit the batch with a new
numeric Grant Batch Trailer is missing batch number in the Grant Batch
or has a non-numeric Header and Trailer and the
character. correct number of records.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-3
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
208 Reported Total of Occurs when the dollar Total RFMS: E
Batch must be of Batch is either missing or Resubmit the batch with a new
numeric has a non-numeric character. batch number in the Grant Batch
Header and Trailer and a new
Reported Total of Batch in the
Grant Batch Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
209 Invalid Batch Occurs when the batch RFMS: E
Number number is missing, not the Resubmit the batch with a new
proper length or not properly batch number in the Grant Batch
formatted. Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
210 Year must be Year is missing or non- RFMS: E
numeric numeric. Correct the Award Year and
resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-4
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
211 Pell ID must be Pell ID is missing or non- RFMS: E
numeric numeric. Resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer and also
correct or include the Reporting
Campus Pell ID in the batch
number.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
212 Pell ID invalid or If Pell ID is incorrect or RFMS: E
not found missing, the batch can not be Resubmit the batch with a new
returned to the school. batch number in the Grant Batch
Header and Trailer and also
correct or include the Reporting
Campus Pell ID in the batch
number.
*****
EDExpress:
First verify you have created your
student records using the correct
Reporting/Attended campus
codes. If yes, regenerate the batch
and export again. If problem still
occurs, contact CPS Customer
Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-5
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
213 Creation date must Date is missing or non- RFMS: E
be numeric numeric. Correct the date in the batch
number and resubmit the batch
with a new batch number in the
Grant Batch Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
214 Creation time must Time is missing or non- RFMS: E
be numeric numeric. Correct the time in the batch
number and resubmit the batch
with a new batch number in the
Grant Batch Header and Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
215 Type Invalid Record type is invalid or RFMS: E
missing. Correct the batch type code and
resubmit with a new batch number
in the Grant Batch Header and
Trailer.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-6
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
216 Grantee DUNS Occurs when the DUNS RFMS: W
does not match the number is incorrect or does Warning message –no correction
Institutions not match the number in necessary (in Award Year 2000-
Reporting Pell ID in RFMS. 2001).
Batch Number
*****
EDExpress:
Not applicable.
217 Discrepancy The Grant Batch header RFMS: E
between different detail information does not Review Grant Batch Header and
records with match the Grant Batch Trailer and correct any
identical batch Trailer detail information for discrepancies.
number a batch.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.
218 Reported Number Occurs when the number RFMS: W
of Records does count reported does not Warning message – no correction
not equal count of match the actual total of necessary.
detail records records received.
*****
EDExpress:
Contact CPS Customer Service
219 Total of Batch does Occurs when the reported RFMS: W
not equal computed total of batch does not match Warning message – no correction
total of detail record the actual total of batch. necessary.
amounts
*****
EDExpress:
Contact CPS Customer Service

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-7
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
220 Reported Sign Positive or Negative (P or RFMS: W
Indicator must be a N) indicator must be present. Warning message, correction
valid indicator applied – no further action
necessary.
*****
EDExpress:
Contact CPS Customer Service
221 Reporting Campus Pell ID number in Grant RFMS: E
Pell Institution ID is Batch Header is a branch Change the branch campus Pell
a branch Campus campus. ID to the Reporting Campus Pell
ID number. If there is no other
campus ID number, contact the
Pell Grant Hotline.
*****
EDExpress:
Verify records were created under
the correct Reporting/Attended
Campus codes. If not, delete
records and recreate them under
the correct codes. If they ARE
under the correct codes,
regenerate the batch and export
again.
222 Institution is Pell ID in Grant Batch RFMS: W
currently ineligible Header is ineligible.
Warning message, contact Pell
upon receipt of
Grant Hotline.
batch at RFMS
*****
EDExpress:
Verify the correct
Reporting/Attended campus IDs
are defined in setup. If they ARE,
then contact Pell Grant Hotline.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-8
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
223 Reserved for future
use
224 Invalid Message Occurs when wrong RFMS: E
Class message class is selected by Resubmit the batch with a new
the user when submitting a batch number in the Grant Batch
batch through TIVWAN. Header and Trailer and send in the
correct TIVWAN message class.
*****
EDExpress:
Regenerate the batch and export
again.
225 Data Record Occurs when wrong RFMS: E
Length is not valid message class is selected by Resubmit the batch with a new
for Message Class the user when submitting a batch number in the Grant Batch
batch through TIVWAN. Header and Trailer and send in the
correct TIVWAN message class.
*****
EDExpress:
Regenerate the batch and export
again.
226 Batch type code in Occurs when wrong RFMS: E
Batch Number must message class is selected by Resubmit the batch with a new
equal record type the user when submitting a batch number in the Grant Batch
for message class batch through TIVWAN. Header and Trailer and send in the
correct TIVWAN message class.
*****
EDExpress:
Regenerate the batch and export
again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-9
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
227 Batch Create Date Occurs when a future date is RFMS: E
is greater than entered in the batch number Resubmit the batch with a new
current system date or the date on the PC the batch number in the Grant Batch
batch was created on, has a Header and Trailer and a
future date. corrected date.
Verify the date on your PC is
current and correct.
*****
EDExpress:
If the date on your PC is current
and correct, regenerate the batch
and export again.
228 Batch Number Occurs when the Award RFMS: E
indicates you have year in the batch number is Verify the batch was created with
included a batch incorrect. software for Award Year 2000-
with data from a 2001 or if wrong award year was
different Award entered in error.
Year
Resubmit the batch with a new
batch number in the Grant Batch
Header and Trailer and a
corrected award year.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-10
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
229 Batch submitted Occurs when batch is RFMS: E
prior to system submitted prior to official
Resubmit the batch with a new
start-up date start-up date.
batch number in the Grant Batch
Header and Trailer after the
system start-up date.
*****
EDExpress:
On or after the system start-up
date, regenerate the batch and
export again.
230 Disbursements Occurs when disbursement RFMS: E
submitted prior to batch is submitted too early.
Resubmit the batch with a new
award year start
batch number in the Grant Batch
date
Header and Trailer after
Disbursement Start-up date.
*****
EDExpress:
On or after the disbursement start-
up date, regenerate the batch and
export again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-11
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
231 Reporting Institution Occurs when a school on RFMS: E
is not eligible to Reimbursement sends a
Resubmit the disbursement batch
send normal normal disbursement batch
as a Special Disbursement batch
Disbursements instead of a Special
with a new batch number in the
Disbursement batch.
Grant Batch Header and Trailer
and a corrected date.
*****
EDExpress:
Verify in your Institutional setup
you have your Institutional
Disbursement Option set to
Reimbursement (3). Then on the
disbursement tab, add the
additional information required for
special disbursements under the
Payment Period Info Special Info
button. Once entered, export your
updated disbursements using the
Special Disbursement Export type
(PGSP) option.
232 No detail records in Batch had only a Grant RFMS: E
Batch Batch Header and Grant
Resubmit the batch detail records
Batch Trailer with no data
and with a new batch number in
records.
the Grant Batch Header and
Trailer and a corrected date.
*****
EDExpress:
Regenerate the batch and export
again. If problem still occurs,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-12
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
233 Invalid Destination TG number is invalid or not Verify that the correct TG number E
Mailbox ID assigned to send Pell data was used by contacting
from the school. Some TIVWAN.
schools have multiple TG
numbers but only one
number is assigned to send
Pell data. If another number
is used in error, the batch will
be rejected.
234 Institution does not Occurs when the school is Contact TIVWAN. E
have an agreement not set up for Pell with
with TIVWAN TIVWAN.
235 Blank Output Occurs when there is nothing Warning Message - no action W
Media Type. Set to in Media Type, the default is necessary.
Media Type that same media type that was
was received. received. Must be E
(Electronic) for 2000-2001.
236 Trailer Message Occurs when the TIVWAN Resubmit the batch with a E
Class does not Transmission Header corrected message class in the
match the Header message class does not TIVWAN Transmission header
match the TIVWAN and trailer and a new batch
Transmission Trailer message number in the Grant Batch Header
class. and Trailer.
237 Trailer Batch Occurs when the TIVWAN Resubmit the batch with a E
Number does not Transmission Header and corrected batch number in the
match the Header TIVWAN Transmission TIVWAN Transmission header
Trailer Batch numbers do not and trailer and the Grant Batch
match. Header and Trailer.
238 Trailer Destination Occurs when the TIVWAN Resubmit the batch with a new E
Mailbox ID does Transmission Header batch number and same mail box
not match the Destination Mailbox ID does in the TIVWAN transmission
Header not match the TIVWAN Header and Trailer after
Transmission Trailer Disbursement Start-up date.
Destination mailbox ID.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-13
Batch Edit/Reject Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
239 Institution is not Occurs when the version of RFMS: W
using the latest EDExpress used is not the Warning message- no further
release of most current version. action is necessary.
EDExpress
*****
EDExpress:
Verify you are using the latest
version of EDExpress by clicking
on Help/About EDExpress for
Windows. If you are not in the
latest version, complete your
installations following the
procedures outlined in your
installation guide. Subsequent
batches submitted to RFMS
should no longer receive this type
of warning.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-14
Origination

Edit
Code Message What it Means How to Fix It Type
301 Invalid Origination Occurs when the origination RFMS: E
ID ID is incomplete, invalid or Resubmit the record with a
missing. corrected origination ID.
Verify that the Origination ID
includes the SSN, Name Code,
Award Year (2001), Attending
Pell ID and ends with 00.
*****
EDExpress:
Verify the record is created under
the correct Origination ID. If not,
delete record and recreate using
the correct Reporting/Attended
campus ID. Export new record
and transmit to RFMS.
302 Duplicate Occurs when the origination No action is necessary. E
Origination record is sent to RFMS more Note: EDExpress will set rejected
than once with no change in duplicates back to an Accepted
the record. Receiving this edit status when importing the
means RFMS already has an acknowledgement file.
accepted record on file; the
duplicate is being rejected.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-15
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
303 Invalid Original Applicant not on Eligible Verify that the SSN and Name E
SSN or Name Applicant file. Occurs when Code are correct; and verify that
Code resulting in the SSN can’t be found on the the student is Pell eligible.
RFMS being applicant file, usually codes
unable to match 311 and 312 are also Correct the record and resubmit if
with the Applicant reported at the same time. the student is eligible.
record Will also occur if Name Code
is invalid or missing and SSN
is correct and on applicant file.
304 Attending and Occurs when the Pell RFMS: E
Reporting/Funded reporting campus in the Grant Resubmit the student origination
campus mismatch Batch header record has no record with the correct Pell
or Origination relationship with the Attending reporting campus. ID in the Grant
Identifier Pell ID campus in the student Batch Header.
mismatch with origination record. If the Pell
*****
Attending Campus reporting campus ID in the
Pell ID Grant Batch Header is EDExpress:
different than the Pell Verify the record is created under
Attending campus ID in the the correct Origination ID. If not,
student origination ID then delete record and recreate using
RFMS checks that there is a the correct Reporting/Attended
relationship in the RFMS campus ID. Export new record
database between the two and transmit to RFMS.
campuses. If there is not, the
record is rejected.
305 Invalid Award Occurs when RFMS corrects Verify that the student’s EFC, W
Amount / the calculation for the COA, Attendance, and the
Correction Applied origination award amount. School’s Payment Methodology
RFMS calculates the award and Academic Calendar are
amount based on the student’s correct and resubmit.
EFC, COA, Attendance, and If no new origination record is
the School’s Payment submitted, the accepted award
Methodology and Academic amount will remain the amount that
Calendar. RFMS calculated.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-16
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
306 Invalid Occurs when the estimated Warning Message - correction W
Disbursement Date disbursement date is out of applied, no action necessary.
/ Correction range and RFMS corrects the
Applied date.
307 Invalid Enrollment Occurs when the Enrollment Warning Message - correction W
Date / Correction date is out of range or missing applied, no action necessary.
Applied and RFMS corrects the date
to the date the batch is
processed.
308 Invalid low tuition Occurs when a school Warning Message - correction W
& fees code / indicates that they qualify for applied, no action necessary.
Correction Applied low tuition but conflicting If the School truly is a low Tuition
information (such as EFC and school, the Origination record
COA information) indicates must be resubmitted with
they are not eligible. corrected EFC and COA
information.
309 Invalid Verification
Occurs when the Verification The Origination record must be W
Code/ Correction Code has been corrected by resubmitted with a new verification
Applied RFMS. This occurs when a code if RFMS corrected the
code other than A, C, N, R, verification code to W.
S, T, or W has been If the Verification Code was
submitted, or when W was corrected to N, no further action
sent and the student was not is necessary.
selected or when N is sent
and the student was selected.
Also occurs when R is sent
with transaction 01.
310 Invalid Occurs when the incarcerated Warning message - correction W
Incarcerated Pell recipient code has been applied, no further action is
Federal Pell corrected because something necessary.
Recipient code / other than Y, N or blank was
Correction Applied submitted.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-17
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
311 Invalid Transaction Occurs when the Transaction RFMS: E
Number number and EFC do not Verify that the transaction number,
match, an incorrect or invalid EFC, SSN and Name code are
transaction number is correct and that the student is Pell
provided or when the SSN eligible.
number is not on the applicant Correct and resubmit the
file. Often sent with 303 and origination record.
312.
*****
EDExpress:
Verify the record is created under
the correct Origination ID using a
valid ISIR. If not, delete record
and recreate using the correct
Reporting/Attended campus ID as
well as the correct transaction
number, EFC and Name ID.
Export new record and transmit to
RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-18
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
312 Invalid Expected Occurs when the EFC does RFMS: E
Family not match the Transaction Verify that the transaction number,
Contribution number, an incorrect or invalid EFC, SSN and Name code are
EFC is provided, or when the correct and that the student is Pell
SSN is not on the applicant eligible.
file. Often sent with 303 and Correct and resubmit the
311. origination record.
*****
EDExpress:
Verify the record is created under
the correct Origination ID using a
valid ISIR. If not, delete record
and recreate using the correct
Reporting/Attended campus ID as
well as the correct transaction
number, EFC and Name ID.
Export new record and transmit to
RFMS.
313 Invalid Secondary Occurs when something other Warning message - correction W
Expected Family than O, S, or Blank has been applied, no further action is
Contribution / submitted and RFMS corrects necessary.
Correction Applied the record.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-19
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
314 Invalid Academic Occurs when the academic Verify that the corrected W
Calendar / calendar is invalid (not 1-6) or Academic Calendar is correct.
Correction Applied missing and RFMS corrects. If it is correct, no further action is
necessary.
If the Academic calendar is
incorrect, resubmit the origination
record with the correct Academic
Calendar and make sure the
Payment Methodology matches
the Academic Calendar.
315 Invalid Payment Occurs when the Payment Verify that the corrected Payment W
Methodology / Methodology is invalid (not 1- Methodology is correct.
Correction Applied 5) or missing and RFMS If it is correct, no further action is
corrects. necessary. If the Payment
Methodology is incorrect,
resubmit the origination record
with the correct Payment
Methodology.
316 Invalid Number of Occurs when there is an If the corrected number of W
Payment Periods / invalid or missing number of Payment Periods is correct, no
Correction Applied payment periods and RFMS further action is necessary;
corrects. This field is only otherwise, correct the number of
required if the school is on Payment Periods and resubmit.
cash monitoring or
reimbursement.
317 Invalid Cost Of Occurs when there is an Warning message, no further W
Attendance/ invalid or missing Cost of action is necessary unless
Correction Applied Attendance and RFMS corrected COA is too high.
corrects. RFMS will correct If this occurs, resubmit the record
to the maximum COA for the with the correct COA.
award year.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-20
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
318 Invalid Enrollment Occurs when there is invalid Verify that the correct Payment W
Status/ Correction (not 1-5) or missing Methodology and Academic
Applied Enrollment status code and Calendar were used and then
RFMS corrects. RFMS will verify that the corrected
also correct if the Payment enrollment status is correct.
Methodology and Academic If it is correct, no further action is
Calendar indicate that the necessary.
school uses Clock Hour or If it is not correct, correct the
Credit hours without terms Payment Methodology, Academic
and enrollment status was Calendar, and enrollment status
submitted or if the school is a and resubmit.
term based school and no
enrollment status was
submitted.
319 Invalid Weeks of Occurs when invalid or Verify that the Payment W
inst. Time in missing Weeks of Instruction Methodology and Academic
program’s is included and RFMS Calendar are correct and the
definition of corrects. Usually this occurs RFMS correction is correct.
Academic Year / when the Payment
If this is correct, no further action
Correction Applied Methodology and Academic
is necessary.
Calendar indicate a term
based program and this field is If it is not correct, correct the
only populated by cr/clock Payment Methodology and
hour schools. Academic Calendar and Weeks
of Instructional Time and resubmit.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-21
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
320 Invalid Weeks of Occurs when invalid or Verify that the Payment W
inst. Time used to missing Weeks of Instruction Methodology and Academic
calculate is included and RFMS Calendar are correct and the
payment / corrects. Usually this occurs RFMS correction is correct.
Correction Applied when the Payment
If this is correct, no further action
Methodology and Academic
is necessary.
Calendar indicate a term
based program and this field is If it is not correct, correct the
only populated by cr/clock Payment Methodology and
hour schools. Academic Calendar and Weeks
of Instructional Time and resubmit
321 Invalid Cr/Clock Occurs when Clock hours are Verify that the Payment W
hrs in program’s invalid or missing and RFMS Methodology and Academic
definition of corrects. Usually this occurs Calendar are correct and the
academic year / when the Payment RFMS correction is correct.
Correction Applied Methodology and Academic
If this is correct, no further action
Calendar indicate a term
is necessary.
based program and this field is
only populated by cr/clock If it is not correct, correct the
hour schools. Payment Methodology and
Academic Calendar and Cr/Clock
Hours and resubmit.
322 Invalid Cr/Clock Occurs when invalid or Verify that the Payment W
hrs in all payment missing Clock hours are Methodology and Academic
periods expected included and RFMS corrects. Calendar are correct and the
to complete this Usually this occurs when the RFMS correction is correct.
school year/ Payment Methodology and
If this is correct, no further action
Correction Applied Academic Calendar indicate a
is necessary.
term-based program. Only
cr/clock hour schools If it is not correct, correct the
populate this field. Payment Methodology and
Academic Calendar and Cr/Clock
Hours and resubmit.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-22
Origination (Continued)
Edit
Code Message What it Means How to Fix It Type
323 Origination is Occurs when a new Send a negative disbursement for W
‘Over Paid’ and origination record for a lower the overpaid amount.
negative award amount is submitted In the future, when the award
disbursement is and the amount already amount decreases, adjust the
expected disbursed to the student disbursement record not the
exceeds the new award origination record.
amount. School must submit
negative disbursement within
30 days or RFMS will send a
system generated negative
disbursement.
324 Invalid Secondary Occurs when an invalid code RFMS: E
Expected Family is used, or the code used for Verify that there is a secondary
Contribution the secondary EFC is used EFC for the transaction number
and there is no secondary used on the Origination record.
EFC. If there is not, resubmit the
origination record with a BLANK
space in the Secondary EFC field
and the Secondary EFC Code.
*****
EDExpress:
Resubmit the origination record
with a BLANK in the Secondary
EFC field and the Secondary EFC
Code.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-23
Disbursement
Edit
Code Message What it Means How to Fix It Type
401 Invalid Origination The origination ID is not RFMS: E
ID (Not in Valid formatted correctly or is Correct the Origination ID and
Format) missing data. resubmit the Disbursement record.
*****
EDExpress:
Verify the disbursement record
was created using the correct
Origination ID. If not, delete
disbursement record and recreate
using the correct Origination ID.
402 Origination ID Occurs when the RFMS: E
Does not match on disbursement record is Before resubmitting the
RFMS received before the origination Disbursement record, verify the
is accepted or when there is a origination record has been
Reporting/Attending campus accepted.
mismatch.
Verify before submitting that the
proper Pell ID is in the Grant
Batch Header record.
*****
EDExpress:
Resave the rejected disbursement
record after receiving the
Accepted Origination
acknowledgement record. This
will reset your disbursement status
back to Ready so the record will
export again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-24
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
403 Disbursement Occurs when the Resubmit the Disbursement record E
Reference Number disbursement reference with a new Disbursement
Not Valid number is repeated, no Reference Number.
number is sent, or a number Note: EDExpress will set rejected
not 01-90 is sent. duplicates back to an Accepted
status when importing the
acknowledgement file.
404 Debit/Credit A letter other than P (positive) RFMS: E
Indicator Flag Not or N (negative) is sent. Resubmit the Disbursement record
Valid with a P or N.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. If rejects again, contact
CPS Customer Service.
405 Disbursement Disbursement amount is not RFMS: E
Amount Not Valid numeric. Resubmit the Disbursement record
with a numeric amount.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. Export and transmit
record again. If rejects again,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-25
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
406 Disbursement The full amount of the Verify, on the Origination record, W
Amount Is Not in disbursement is not allowed the total award amount.
range because the origination award If the amount is incorrect, verify
amount has been reached. The that the Payment Methodology,
amount of the disbursement Academic Calendar, COA, EFC
may be corrected to $0.00. and Attendance are correct and
correct if necessary.
Submit the corrected Origination
record and then submit a new
disbursement record with a new
disbursement reference number.
407 Disbursement Date A non-numeric date is sent. RFMS: E
is Not Valid Date Resubmit the Disbursement
Format record with a numeric date.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. Export and transmit
record again. If rejects again,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-26
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
408 Disbursement Date Institution has sent a date RFMS: E
is Not Valid for prior to 6/21/00 or a date Resubmit the Disbursement
Processing Date or over 30 days in advance of record with a corrected
Not in valid Range the batch creation date. Disbursement date.
*****
EDExpress:

Resave the disbursement record

so the status will reset back to
Ready after verifying your system
date is correct. If rejects again,
contact CPS Customer Service.
409 Institution must The Institution is or was either RFMS: E
submit special on Reimbursement or Cash Resubmit as a Special
disbursement Monitoring during the award Disbursement record. If the
year. school is not on Reimbursement
or Cash Monitoring contact the
Pell Grant Hotline.
*****
EDExpress:
If you are a Reimbursement or
Cash Monitoring school first
verify Pell Institution setup has a
'3' entered for the Institutional
Disbursement Option under the
Reporting Campus Code. Next
update your disbursement record
with the additional Pay Period
specific Special Info information.
Export your updated data using
the Special Disbursement Export
record type (PGSP). Transmit
your data to RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-27
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
410 Potential Multiple Reporting sent Warning Message – review the W
Concurrent separately. A MRR was sent MRR record for details
Enrollment to the school in addition to this concerning the other school(s)
edit code on the disbursement involved.
acknowledgement record.
411 Potential A MRR was sent to the Warning Message – review the W
Overaward school in addition to this edit disbursement amount for changes
Payment – Multiple code on the disbursement and the MRR record for details
Reporting sent acknowledgement record. concerning the other school(s)
separately involved.
412 Negative A negative disbursement was RFMS: E
disbursement sent although there is no Resubmit the Disbursement record
cannot be accepted accepted positive with a positive disbursement
without a previous disbursement on file. amount.
positive
disbursement *****
EDExpress:
Delete the negative disbursement
record and recreate as a positive
disbursement.
413 Insufficient negative An updated origination was Submit a new negative W
disbursement sent that reduced the award to disbursement in the amount of the
amount. Negative less than the amount already over payment.
disbursement is disbursed and the negative In the future do not send update
expected for disbursement submitted was origination records with lower
difference amount. not enough to cover the award amounts, send new
negative disbursement. negative disbursements to adjust
the award paid to the student.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-28
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
414 Origination is in A school has submitted a RFMS: E
“Over_Paid” disbursement for a record that Send a Negative Disbursement
status. Positive is in Over-Paid status. record for the over paid amount.
disbursement In the future, do not adjust the
cannot be award amount down by updating
accepted. the Origination Award Amount;
instead send a disbursement
record to adjust the amount paid.
*****
EDExpress:
Either update the positive
disbursement record and make it a
negative and resubmit it or delete
the positive disbursement record
from the disbursement tab.

415 Institution Status The institution is not currently Contact Pell Grant Hotline. E
indicates the eligible to participate in Pell.
institution must
submit a Special
Disbursement
Record
416 Negative The amount of the negative Warning Message – no further W
disbursement disbursement has been action is necessary.
adjusted to reflect reduced to the lower amount
accepted previous already accepted on the
disbursement disbursement records.
balance

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-29
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
417 Disbursement Disbursement sent after Contact Pell Grant Hotline E
submitted after end award-year deadline is concerning requesting
of processing year rejected. Administrative Relief.
and institution has
not been granted
administrative
relief.
418 Origination Disbursement adjusted Update Verification Status code W
indicates downward to 50% of on the Origination record then
Verification Status scheduled award amount, due submit a new disbursement record
‘W’, disbursement to Verification W status. with a new disbursement reference
adjusted to 50% of number.
scheduled award
amount.
419 Origination The first disbursement has Warning message – No action is W
indicates been sent to indicate the necessary.
Verification Status origination record has
‘W’. Verification Status ‘W’.
420 Origination A second disbursement has RFMS: E
indicates been sent on a Verification Update Verification Status code
Verification Status Status ‘W’ record. on the Origination record then
‘W’, only one resubmit the Disbursement record.
disbursement *****
allowed.
EDExpress:
Update the Origination record and
resubmit with a new verification
status other than ‘W’. Then resave
the rejected disbursement record
to a Ready status and re-send to
RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-30
Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
421 Disbursement A disbursement was sent on a Update Verification Status code E
generated after Verification ‘W’ record after on the Origination record then
Verification the deadline for correcting submit a new Disbursement
Deadline Date Verification W has passed. record.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-31
Special Disbursement
Edit
Code Message What it Means How to Fix It Type
501 Invalid Origination The origination ID is not RFMS: E
ID (Not in Valid formatted correctly or is Correct the Origination ID and
Format) missing data. resubmit the Special Disbursement
record.
*****
EDExpress:
Verify the Special Disbursement
record was created using the
correct Origination ID. If not,
delete the Special Disbursement
record and recreate using the
correct Origination ID.
502 Origination ID Occurs when the Special RFMS: E
Does not match on Disbursement record is Resubmit the Disbursement record
RFMS received before the origination after the origination record has
or when there is a been accepted.
Reporting/Attending campus
mismatch. Verify before submitting that the
proper Pell ID is in the Grant
Batch Header record.
*****
EDExpress:
Verify the Special Disbursement
record was created using the
correct Origination ID. If not,
delete the Special Disbursement
record and recreate using the
correct Origination ID.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-32
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
503 Disbursement When the disbursement RFMS: E
Reference Number reference number is non- Resubmit the Special
Not Valid numeric, no number is sent or Disbursement record with a
a number not 01-90 is sent. corrected Disbursement
Reference Number.
*****
EDExpress:
Verify that the reference number
you have created is between 01
and 90. If it is, resave the
disbursement record to a Ready
status and export again to RFMS.
If you still receive a rejected
record contact CPS Customer
Service.
504 Disbursement with Occurs when the Resubmit the Special E
this reference Disbursement Reference Disbursement record with a new
number already Number has already been Disbursement Reference Number.
exists (Duplicate used. This will cause the Note: EDExpress will set rejected
Special record to reject even if other duplicates back to an Accepted
Disbursement) information such as the status when importing the
amount, date or payment acknowledgement file.
period have been changed.
505 Disbursement Disbursement amount is not RFMS: E
Amount Not Valid numeric. Resubmit the Special
Disbursement record with a
corrected Disbursement Amount.
*****
EDExpress:
Resave the disbursement record
so the status will reset back to
Ready. If rejects again, contact
CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-33
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
506 Disbursement The amount of the Verify the Origination award W
Amount Is Not in disbursement is not allowed amount is correct and the number
range due to the Origination award of payment periods reported on
amount. Also occurs because the origination record was correct.
the Origination Award amount If either of these fields are
must be paid in equal incorrect, correct the origination
payments determined by the record and resubmit. Then, submit
number of payment periods a new Special Disbursement
submitted on the origination record with a new disbursement
record. reference number.
507 Debit/Credit A letter other than P or N is RFMS: E
Indicator Flag Not sent. Resubmit the Special
Valid Disbursement record with a P or
N.
*****
EDExpress:
Resave the Special Disbursement
record so the status will reset
back to Ready. Export and
transmit record again. If rejects
again, contact CPS Customer
Service.
508 Disbursement Date A non-numeric date was sent. RFMS: E
is Not Valid Date Resubmit the Special
Format Disbursement record with a
numeric date.
*****
EDExpress:
Resave the Special Disbursement
record so the status will reset
back to Ready. Export and
transmit record again. If rejects
again, contact CPS Customer
Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-34
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
509 Disbursement Date Institution has sent a date prior RFMS: E
is Not Valid for to 6/21/00 or a future date. Resubmit the Special
Processing Date or Schools under Cash Disbursement record with a valid
Not in valid Range Monitoring or Reimbursement date.
must submit their Special *****
Disbursement records
EDExpress:
indicating the date they paid
the disbursement. No future Verify your system date is the
dates are valid. current date. Resave record so
status goes back to Ready and
resubmit Special Disbursement
record.
510 Invalid Payment An invalid date was sent. RFMS: E
Period Start Date Resubmit the Special
or not within valid Disbursement record with a date
range between 20000101 and
20011231.
*****
EDExpress:

Verify your system date is the

current date and the date you have
entered is correct. Resave record
so status goes back to Ready and
resubmit Special Disbursement
record. If rejects still occur
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-35
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
511 Invalid Payment An invalid end date was sent. RFMS: E
Period End Date Resubmit the Special
or not within valid Disbursement record with a date
range between 20000101 and
20011231.
*****
EDExpress:
Verify your system date is the
current date and the date you have
entered is correct. Resave record
so status goes back to Ready and
resubmit Special Disbursement
record. If rejects still occur
contact CPS Customer Service.
512 Payment Period The Payment Period end date Resubmit the Special W
End Date is prior sent is prior to the Payment Disbursement record with a date
to Payment Period Period start date. between 20000101 and
start Date 2001123.
513 Invalid Total An invalid or non-numeric Warning message – correction W
Payment for amount was sent, or the was applied. The payment was
Payment Period Payment exceeded the amount adjusted to the allowable amount.
allowed for the payment
period.
514 Invalid Academic An Academic Calendar was Warning message - Correction W
Calendar sent that was not 1-6. was applied. The Academic
Calendar was set to the Academic
Calendar submitted on the
Origination record. If this is
incorrect, correct the Origination
record and resubmit it and
resubmit the Disbursement record
with a new Disbursement
reference number.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-36
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
515 Invalid Payment An invalid Payment Warning message - Correction W
Methodology Methodology was sent that was applied.
was not 1-5, or the Payment
Methodology was inconsistent
with the Academic Calendar
submitted.
516 Invalid Enrollment An invalid Enrollment Status Warning message – correction W
Status was sent that was not 1-5. was applied. If the correction is
incorrect, resubmit the Special
Disbursement record with the
correct enrollment status.
517 Number of The Number of Payment Warning message – correction W
Payment Periods is Periods was missing or invalid was applied. If the correction is
less than the (not 1-9) or was less then on incorrect, resubmit the Special
Payment Period the last accepted Special Disbursement record with the
Number on the last Disbursement record for this correct number of Payment
accepted student. Periods.
disbursement
518 Invalid Payment Not in valid format or blank. RFMS: E
Period Number The Payment Period Number Resubmit the Special
was not 1-9 or was missing or Disbursement record with the
non-numeric. correct Payment Period Number.
*****
EDExpress:
Resave the Special Disbursement
record after updating the pay
period number in the Pay Period
Info Special Info grid so the status
will reset back to Ready. Export
and transmit record again. If
rejects again, contact CPS
Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-37
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
519 Invalid Cost Of Not in valid format or blank, Warning Message – no further W
Attendance not in valid range. COA action is necessary.
corrected to amount on
Origination Record.
520 Invalid Enrollment If the payment methodology Warning message – correction W
Status and academic calendar was applied. If the correction is
indicate a clock hour school incorrect, verify the payment
and the enrollment status methodology, academic calendar,
indicates a and enrollment status are correct
semester/trimester/quarter and resubmit the Special
school, this is invalid. Disbursement record with the
correction(s).
521 Invalid Weeks of Occurs when data is provided Warning message – correction W
Inst. Time in in this field and the payment was applied. If the correction is
Program’s methodology and academic incorrect, verify and correct the
definition of calendar indicate a program payment methodology, academic
academic year other than clock hour. calendar and Weeks of Instr Time
and resubmit the Special
Disbursement record.
522 Invalid Weeks of When data is provided in this Warning message – correction W
instructional time field and the payment was applied. If the correction is
used to calculate methodology and academic incorrect, verify and correct the
payment calendar indicate a program payment methodology, academic
other than clock hour. calendar and Weeks of Instr Time
and resubmit the Special
Disbursement record.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-38
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
523 Invalid Cr/Clock When data is provided in this Warning message – correction W
hrs in program’s field and the payment was applied. If the correction is
definition of methodology and academic incorrect, verify and correct the
academic year calendar indicate a program payment methodology, academic
other than clock hour. calendar and Clock Hrs and
resubmit the Special Disbursement
record.
524 Invalid Cr/Clock When data is provided in this Warning message - correction W
hrs expected to field and the payment was applied. If the correction is
complete in this methodology and academic incorrect, verify and correct the
Payment Period calendar indicate a program payment methodology, academic
other than clock hour. calendar and Clock Hours and
resubmit the Special Disbursement
record.
525 Origination is in An updated origination record RFMS: E
“Over Paid” status. has placed the record in an Submit a negative Special
Positive Over Paid status and new Disbursement record for the
disbursement positive disbursements can not amount overpaid.
cannot be be accepted.
accepted In the future, do not adjust the
award amount downward by
updating the origination award
amount. Adjust the Disbursement
record instead.
*****
EDExpress:
Verify that you have exported any
negative disbursements created for
this record and they have been
acknowledged by RFMS. If you
have created a negative special
disbursement but have not
exported it, transmit this data to
RFMS before reducing your
origination award amount.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-39
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
526 Potential Two disbursements were Warning Message – review the W
Concurrent received for the same student MRR record for details
Enrollment - in 30 days from 2 or more concerning the other school(s)
Multiple Reporting schools, a MRR is also being involved.
sent separately sent to each involved school.
527 Potential The amount of disbursement Warning Message - review the W
Overaward created a POP record, a MRR record for changes to the
Payment - Multiple MRR is also being sent to award amount and details
Reporting sent each involved school. concerning the other school(s)
separately involved.
528 Negative A negative disbursement was RFMS: E
disbursement sent when there has been no Correct the special disbursement
cannot be positive disbursement. to a positive amount and resubmit.
accepted without a
previous positive *****
disbursement EDExpress:

Delete the negative Special

Disbursement record and recreate
as a positive special disbursement.
529 Insufficient An updated disbursement was Submit an additional negative W
negative sent in that indicated the Special Disbursement record for
disbursement disbursement paid to date the amount overpaid.
amount over paid the student and the In the future, do not adjust the
negative disbursement sent to
Negative award amount downward by
correct the problem was not
disbursement is updating the origination award
enough. An additional negative
expected for amount.
disbursement is necessary.
difference amount Adjust the Disbursement record
instead.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-40
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
530 Institution is The institution’s eligibility is Contact the Pell Grant Hotline. E
ineligible to submit expired.
a positive
disbursement for
this Payment
Period
531 Disbursement Sent Disbursement sent after Contact the Pell Grant Hotline E
after end of award-year deadline is about Administrative Relief.
processing year rejected.
532 Origination Disbursement adjusted down Update Verification Status code W
indicates to 50% of the scheduled on the Origination record then
Verification Status award amount, due to submit a new Special
‘W’ disbursement Verification W status. Disbursement record with a new
adjusted to 50% of disbursement reference number.
the scheduled
award amount
533 Origination Origination record has Update Verification Status code W
indicates Verification W status, the on the Origination record then
Verification Status allowable disbursement is 50 submit a new Special
‘W’ maximum % of the scheduled Pell Disbursement record with a new
allowable Award. disbursement reference number.
disbursement for
this student is 50%
of award

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-41
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
534 Origination Origination record has RFMS: E
indicates Verification Status W, only Update Verification Status code
Verification Status one disbursement is allowed on the Origination record then
‘W’ only one on records with Verification submit a new Special
disbursement W status. Disbursement record with a new
allowed disbursement reference number.
*****
EDExpress:
Update the verification status on
the origination record and
resubmit it to RFMS. Once
accepted, resubmit the rejected
disbursement record by re-saving
it on the disbursement tab. This
will reset the status back to Ready
so you can export the record
again.
535 Student is not Occurs when the student has RFMS: E
eligible to receive regular disbursements credited Submit a new Special
additional to the payment period which Disbursement record for a
disbursement due exceed the allowable amount different payment period with a
to regular for the payment period. new Disbursement reference
disbursements that Number.
have been credited
to the payment *****
period EDExpress:
Enter a different pay period
number under the Pay Period Info
Special Info grid. Resave the data
and set the status back to Ready.
Export and transmit the updated
data to RFMS.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-42
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
536 Special Occurs when the student has Warning message – correction W
Disbursement regular disbursements credited applied.
amount adjusted to the payment period which Verify the Special Disbursement
due to prior when added to the record was submitted for the
disbursement disbursement amount on the correct Payment Period.
balance Special Disbursement exceed
the allowable amount for the If it was not, submit a negative
payment period. The amount disbursement for the amount of the
on the Special Disbursement is incorrect Special Disbursement
corrected to the remaining record and submit new Special
amount allowed for the Disbursement record for the
payment period. correct payment period and the
correct disbursement amount.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-43
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
537 Payment Period Invalid payment period RFMS: E
Number is greater number submitted. The Verify the correct number of
than the number of number submitted is greater payment periods for the student.
Payment Periods in than the total number of Submit a new origination record, if
the Student’s Payment Periods reported for necessary, to correct the number
School Year the student. of Payment Periods on the
Origination Record.
If the Origination record is
correct, send a corrected Special
Disbursement record with the
corrected Payment Period
Number.
*****
EDExpress:
If the number of payment periods
is incorrect, update this on the
Origination record and resubmit
the data to RFMS. Then, resave
the disbursement record to a
Ready status and re-send. If the
origination record is correct, then
update the Special Disbursement
record to the correct pay period
number and resave and export the
data again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-44
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
538 Disbursement Occurs when a disbursement RFMS: E
generated received is received for a student with Send a new Origination record
after verification Verification W status after the with an updated Verification
deadline date deadline to correct the Status. Then send a new Special
Verification Status. Disbursement record.
*****
EDExpress
Update the Origination record to a
verification status other than ‘W’.
Resubmit to RFMS. Then resave
the rejected Special Disbursement
record to a Ready status and re-
send.
539 Negative Occurs when a negative Warning message – correction W
disbursement disbursement for more than was applied and no further action
adjusted to reflect the amount disbursed for the is necessary.
accepted previous student for the YTD and the
disbursement amount is corrected.
balance
540 CMO rejected this Contact the CMO for Contact the CMO for additional E
student for additional information about information about correcting this
inadequate/ missing correcting this record. record.
eligibility
documentation/info
rmation
541 CMO rejected this Contact the CMO for Contact the CMO for additional E
student for additional information about information about correcting this
inadequate/missing correcting this record. record.
fiscal
documentation/info
rmation

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-45
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
542 CMO rejected this Contact the CMO for Contact the CMO for additional E
student for additional information about information about correcting this
inadequate/missing correcting this record. record.
award or
disbursing
documentation/
information
543 CMO rejected this Contact the CMO for Contact the CMO for additional E
student for not additional information about information about correcting this
meeting reporting correcting this record. record.
requirements
544 CMO rejected this Contact the CMO for Contact the CMO for additional E
student for failure additional information about information about correcting this
to comply with correcting this record. record.
requirements
545 CMO rejected this Contact the CMO for Contact the CMO for additional E
student for additional information about information about correcting this
inadequate or correcting this record. record.
missing
documentation
550 Total funds Occurs when the field “Total RFMS: E
disbursed for this Funds disbursed for this Resubmit the Special
payment period payment period previously Disbursement record with a
previously using a regular disbursement numeric amount in the “Total
reported using a record” is populated with a Funds disbursed for this payment
regular non-numeric character. period previously using a regular
disbursement disbursement record” field.
record not *****
numeric.
EDExpress:
Resave the rejected Special
Disbursement record and export
again. If reject occurs again,
contact CPS Customer Service.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-46
Special Disbursement (Continued)
Edit
Code Message What it Means How to Fix It Type
552 Total funds Occurs when “Total Funds Warning message - Correction W
disbursed for this disbursed for this payment was applied and no further action
payment period period previously using a is necessary.
previously regular disbursement record”
reported using a field has an amount that is
regular greater than the amount of
disbursement accepted regular
record exceeds disbursements.
amount of
accepted regular
disbursements.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-47
Data Request Edits
Edit
Code Message What it Means How to Fix It Type
601 Invalid Attending Attending Pell ID is either RFMS: E
Pell ID missing or invalid. Resubmit data request with valid
attending campus Pell ID.
*****
EDExpress:
Verify your Reporting/Attended
Campus codes are defined
correctly in setup. If not, correct
and export Data Request Record
again.
602 Invalid Data Invalid or missing Data RFMS: E
Request Type Request Type: M (Multiple Resubmit data request with valid
Reporting Record), S Date Request type.
(Statement of Account), or Y *****
(Year to Date).
EDExpress:
Contact CPS Customer Service.
603 Invalid Requested Invalid output media type or RFMS:
Output Media type Output media type Resubmit data request with E
Type requested that the school is BLANK or E.
not certified for. Must submit *****
BLANK or E.
EDExpress:
Contact CPS Customer Service.
604 Invalid Pell Batch Invalid Pell Batch Number RFMS: E
Number requested for reprint. Not valid for 2000-2001.
*****
EDExpress:
Verify you are requesting a batch
that has been processed by
RFMS. If it is a batch that you
have batched but not transmitted
then RFMS will not have on file to
re-send.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-48
Data Request Edits (Continued)
Edit
Code Message What it Means How to Fix It Type
605 Invalid Multiple Invalid MRR code entered on RFMS: E
Reporting Request Data request. Must submit O Resubmit data request with O or
Code 1 (Origination) or D D.
(Disbursement). *****
EDExpress:
Contact CPS Customer Service.
606 Invalid Multiple Invalid MRR code entered on RFMS: E
Reporting Request Data request. Must submit A Resubmit data request with A, S,
Code 2 (All), S (Single), or I or I.
(Institution). *****
EDExpress:
Contact CPS Customer Service.
607 Invalid MR Student Invalid or incomplete Student RFMS: E
ID ID entered on Data request Resubmit data request with
for a specific student. corrected Student ID.
*****
EDExpress:
Verify first that this is a record that
has been processed by RFMS. If
it has, contact CPS Customer
Service.
608 Invalid MR Invalid Institution Pell ID RFMS: E
Institution ID entered on Data request that is Resubmit data request with the
requesting MRR records for a corrected institution Pell ID.
specific institution. *****
EDExpress:
Verify your Reporting/Attended
Campus codes are defined
correctly in setup. If not, correct
and export Data Request Record
again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-49
Data Request Edits (Continued)
Edit
Code Message What it Means How to Fix It Type
609 Requested/ No data found for Data No further action is necessary. E
Matching Data Not Request.
Found
610 Student Not Student ID requested on RFMS: E
Originated at MRR but not originated at Verify the correct student ID was
Requesting requesting institution. entered, if correct, then school
Institution must submit origination for student
prior to requesting MRR
information.
*****
EDExpress:
Verify you have an acknowledged
Origination record on file before
submitting this type of data
request.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-50
Institutional Data Record Edit Codes

Edit
Code Message What it Means How to Fix It Type
701 Invalid Attending An invalid Pell ID number was RFMS: E
Pell ID submitted. Resubmit the Institutional Data
Record with the correct attending
campus Pell ID.
*****
EDExpress:
Verify the Reporting Campus
Code selected on the export
dialog has the correct Attended
Campus Pell ID defined in setup
and export Institution Data record
again.
702 Invalid State In A missing or invalid State was RFMS: E
Mailing Address submitted in the mailing Resubmit the Institutional Data
address. Record with the corrected State in
the mailing address.
*****
EDExpress:
Verify the State code in setup is
correct for the Reporting
Institution and export Institution
Data record again.
703 FAA Telephone The telephone number RFMS: E
Number Not contained blanks or non- Resubmit the Institutional Data
Numeric numeric characters (such as a Record with a corrected
dash). telephone number.
*****
EDExpress:
Verify the telephone number is
completed in setup and export
Institution Data record again.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-51
Institutional Date Record Edit Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
704 FAA Fax Number The fax number contained RFMS: E
Not Numeric blanks or non-numeric Resubmit the Institutional Data
characters (such as a dash). Record with a corrected Fax
number.
*****
EDExpress:
Verify the fax number is
completed in setup and export
Institution Data record again.
705 Invalid Institution Institution type was not 1-6. RFMS: E
Type Resubmit the Institutional Data
Record with a corrected institution
type.
*****
EDExpress:
Verify the Institution Type is
completed in setup and export
Institution Data record again.
706 Invalid Financial Financial control code is RFMS: E
Control Code invalid. Resubmit the Institutional Data
Record with a corrected Financial
Control Code.
*****
EDExpress:
Verify the Financial Control
number is either 1, 2 or 3 in setup
and export Institution Data record
again.
707 Invalid Academic Academic year code is invalid. Resubmit the Institutional Data E
Year Code Record with award year 2001.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-52
Institutional Data Record Edit Codes (Continued)
Edit
Code Message What it Means How to Fix It Type
708 Invalid Weeks In The number of weeks in the RFMS: E
Institution Academic year is invalid Resubmit the Institutional Data
Academic Year (payment Methodology and Record with this field blank.
academic calendar indicate a *****
term based school, not a
EDExpress:
clock hour school).
Verify the information in setup is
correct and export Institution Data
record again.
709 Invalid The number of clock hours in RFMS: E
Credit/Clock the Academic year is invalid Resubmit the Institutional Data
Hours In Institution (payment Methodology and Record with this field blank.
Academic Year academic calendar indicate a *****
term based school, not a
EDExpress:
clock hour school).
Verify the information in setup is
correct and export Institution Data
record again.
710 No Input Data Or No data sent or data had no Warning message - no further W
Data Matched changes with data on file. action necessary.
Current Data

Types:

• W= Warning
• E= Rejected

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-53
Electronic Statement of Account (ESOA) Record -
Summary

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
92 102 Previous Payment Will always be blank for institutions on Advance Funding for the
Amount entire award year.
103 113 Total Payment Will always be blank for institutions on Advance Funding for the
Adjustment Amount entire award year.
114 124 Current Payment Will always be blank for institutions on Advance Funding for the
Amount entire award year.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-54
Grant Batch Header Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 10 Header Identifier Missing Batch Header – Reject Batch.
11 14 Data Record Length If not equal to length for Message Class, then Reject Batch.
15 40 Batch Number Valid Batch Type codes:

#A - Statement of Account
#D – Disbursements
#E – Batch Errors
#G – System Generated
#I – Institution Data
#M – Multiple Reporting
#O – Originations
#P – ED PDF Letters
#R – Data Request
#S – Special Disbursements
#T – ASCII Text
#Y – Year-to-Date

If duplicate Batch No., then Reject Batch.

If batch type does not agree with Message Class type, then reject
batch.
If #O, #R, or #I batch and received before system startup, then
reject batch.
If #D or #S and received more than N days prior to Award Year
Start, then reject batch.
If #D and required to send SP Disb., then reject batch.
If Batch Award Year does not agree with Message Class award
year, then reject.
If Reporting Pell ID is ineligible, then send warning message.
If Reporting Pell ID is a branch campus or has Central Funding,
then reject batch.
If date batch created is > system date, then reject batch.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-55
Grant Batch Header Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
41 51 Grantee DUNS If not blank and not equal to DUNS associated with Pell ID, then
Number reject batch.
52 62 Financial Aid Servicer Need decision of DUNS or Pell Grant Program assigned.
DUNS or Pell
Assigned Number
63 63 Output Media Type EDExpress ignores.
64 68 ED Use EDExpress PC software version number.
69 76 RFMS Process Date Completed by RFMS as a result of processing the batch.
77 100 Batch Reject Reasons Completed by RFMS as a result of Batch editing.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-56
Origination Record Description

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier:
If Origination ID matches on RFMS Database, then Compare all
fields.
If all fields match, then the record return as a duplicate, otherwise, it
is a change.
If the Origination ID does not match, then the Origination is new.
24 32 Original SSN Identifier
33 34 Original Name Code Identifier
If SSN & Name Code do not match value in Origination ID, then
reject the record.
35 40 Attending Campus Identifier
PELL-ID Change creates new origination record.
If Attending Pell ID does not match value in Origination ID, then
reject the record.
If Attending Campus is not equal to Reporting Campus, then reject.
If Attending Pell ID is not a branch of the Reporting Pell ID or
Central Funded, then reject.
41 45 ED Use
46 58 Institution Cross- Data for this field will not be included in the record from
Reference EDExpress.
59 59 Action Code No Editing.
60 60 No. of Payment If not in range:
Periods in Student’s If Academic Calendar = 2, then set to 3, if PM = 1 or 2
school year Otherwise set to 2.
If Academic Calendar does not equal 2, then set to 2.
For schools required to submit Special Disbursements, reporting
must have a valid value.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-57
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
61 67 Award Amount for Cannot exceed Total Payment Ceiling – award validation
entire school year performed. Any change to origination data requires the Award
Amount to be validated.
68 75 Estimated If Date not within range, then set approved value to system date.
Disbursement Date #1
76 83 Estimated If Date not within range, then set approved value to spaces.
Disbursement Date #2
84 91 Estimated See Estimated Disbursement Date #2.
Disbursement Date #3
92 99 Estimated See Estimated Disbursement Date #2.
Disbursement Date #4
100 107 Estimated See Estimated Disbursement Date #2.
Disbursement Date #5
108 115 Estimated See Estimated Disbursement Date #2.
Disbursement Date #6
116 123 Estimated See Estimated Disbursement Date #2.
Disbursement Date #7
124 131 Estimated See Estimated Disbursement Date #2.
Disbursement Date #8
132 139 Estimated See Estimated Disbursement Date #2.
Disbursement Date #9
140 147 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#10

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-58
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
148 155 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#11
156 163 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#12
164 171 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#13
172 179 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#14
180 187 Estimated See Estimated Disbursement Date #2.
Disbursement Date
#15
188 195 Enrollment Date If blank or invalid, then set approved value to previous value or
date reported Batch Number in Grant Header record.
196 196 Low Tuition and Fees If invalid, then set approved value to previous value or BLANK.
Code
197 197 Verification Status Only one disbursement for an amount less than or equal to ½ of the
Code Origination Award amount can be accepted while status = W.
These disbursements will be reversed in the second August of the
Award Cycle if the status remains W.
If blank or invalid, then if selected by CPS, then set approved value
to previous value or “W”.
ELSE, set approved value to “N”.
198 198 Incarcerated Federal If invalid, then set approved value to previous value or BLANK.
Pell Recipient Code
199 200 Transaction Number If BLANK or NO Match with eligible app. data, then reject
record.
Return last value reported on acknowledgement.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-59
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
201 205 Expected Family If BLANK or NO Match with eligible app data, then reject record.
Contribution (EFC) Return last value reported on acknowledgement.
206 206 Secondary Expected If invalid, then set approved value to previous value or BLANK.
Family Contribution If NO Match with eligible app data, then reject record. Return last
value reported on acknowledgement.
207 207 Academic Calendar The academic calendar dictates which Payment Methodology can
be accepted. Used in award amount validation.
The following changes in Academic Calendar indicate need to
change Payment Methodology:

From 1 to 2, 3, 4, or 5
From 2, 3, or 4 to 1 or 5
From 5 to 2, 3, 4, or 6
From 6 to 1 or 5

If AC invalid or BLANK, then set accepted value to previous value

or
If Attending Pell ID default AC populated, then set accepted value
to default.
ELSE, If Reporting Pell ID default AC populated, then set
accepted value to default.
ELSE, If Payment Methodology = 4, then set accepted value to
“5”.
ELSE, set accepted value to “3”.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-60
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
208 208 Payment Methodology The Payment Methodology dictates the data required for
Enrollment status, Weeks of instructional time, Weeks of
instructional time in academic year, Credit/Clock Hours expected
to complete, Credit/Clock Hours in academic year.
Used in award amount validation. Academic Calendar and
Payment Methodology must be logically consistent.

PM AC
1 2, 3, or 4
2 2, 3, or 4
3 1, 2, 3, or 4
4 5 or 6
5 1, 2, 3, 4, 5 or 6

If invalid or BLANK, then set accepted value to previous value or

“3”.
209 215 Cost of Attendance Used in award amount validation.
If invalid or BLANK, then set accepted value to previous value or
“9999999”.
216 216 Enrollment Status Used in award amount validation. BLANK only if Payment
Methodology is either Formula 4 or Formula 5 and Academic
Calendar is 6.
If PM does not equal 4: or if PM does not equal 5 and AC equals
6 and invalid or BLANK, then set accepted value to previous value
or “1”.
ELSE if invalid, set accepted value to BLANK.
If AC: 1, 2, 3, or 4 and Payment Methodology is 5 and Enrollment
Status is reported as either Blank or a value other than 3 or 4, we
must set the value equal to 3 and we must have a warning comment
(W) go to the institution that says: Enrollment Status may never
exceed half time when using Payment Methodology 5.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-61
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
217 218 Weeks of Instructional Must be BLANK when using Payment Methodology 1.
Time Used to Calculate If invalid or out of range, then accepted value equal to previous
Payment value or equal to Weeks for Academic Year.
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
See Payment Methodology for AC information that determines if
the PM is 5B or 5A.
219 220 Weeks of Inst. Time in Can be blank when using Payment Methodology 1. Can never be
Program’s Definition of less than a previous field.
Academic Year If invalid or BLANK, then set accepted value to previous value or
If Attending Pell ID default Weeks populated, then set accepted
value to default.
ELSE If Reporting Pell ID default Weeks populated, then set
accepted value to default.
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
221 224 Cr/Clock Hours in all Can be BLANK when using Payment Methodologies 1, 2, 3, & 5.
Pay Periods expected If invalid or out of range, then accepted value equal to previous
to Comp. this school value or equal to Cr/Clock Hrs for Academic Year.
year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
Can never be blank if PM = 5 and AC = 6.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-62
Origination Record Description (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
225 228 Cr/Clock hrs in Can be BLANK when using Payment Methodologies 1, 2, 3, and
program’s definition of 5.
academic year If invalid or BLANK, then set accepted value to previous value or
If Attending Pell ID default Hours populated, then set accepted
value to default.
ELSE, if Reporting Pell ID default hours populated, then set
accepted value to default.
ELSE, set accepted value to 900 if Academic Calendar =5 or set
accepted value to 24 if Academic Calendar =6.
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
Can never be less than previous field.
229 250 Reserved for expansion

Note: A change to an Origination Record is supplied in this same format. Changes apply to the entire award
period.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-63
Grant Batch Trailer Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 10 Trailer Identifier Missing Batch Trailer – Reject Batch.
No Detail Records – Reject Batch.
11 14 Data Record Length If not equal to Data Record Length on Header, then reject Batch.
15 40 Batch Number If not equal to Batch Number on Header, then reject Batch.
41 46 Reported Number of If not equal to count of detail records in batch, then return warning
Records message.
47 57 Reported Total of If not equal to total of detail records in batch, then return warning
Batch message.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-64
Origination Acknowledgement Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier
24 32 Original SSN Identifier
33 34 Original Name Code Identifier
35 40 Attending Campus Identifier
PELL-ID
60 60 Accepted No. of For schools required to submit special disbursements, must have a
Payment Periods in valid value.
Student’s school year
197 197 Accepted Verification Only one disbursement for an amount less than or equal to ½ of the
status flag Origination Award amount can be accepted while status = W.
These disbursements will be reversed in the second August of the
Award Cycle if the status remains W.
If blank or invalid, then If selected by CPS, then set approved
value to previous value or “W”.
ELSE, set approved value to “N”.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-65
Institution Data Acknowledgement Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 6 Pell-ID Change applies to all records with the same Pell-ID, unless further
identification (DUNS #) is provided to change only a particular
institution.
7 7 Action Status Completed by RFMS as a result of Batch editing.
8 31 Batch Reject Reasons Completed by RFMS as a result of Batch editing.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-66
Data Requests: Multiple Reporting, Statement of Account,
YTD

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 6 Requesting Attending Attended Campus ID. Will be populated for MRR and YTD
Campus Pell-ID requests.
Reporting Campus ID will be populated for SOA requests.
7 7 Request type Request type.
8 8 Requested Output Cannot be blank for requests from the WEB.
Media Type
9 34 Reserved for Future Reserved for future use.
Use
35 35 Multiple Reporting Multiple Reporting Request code 1.
Request Code 1
36 36 Multiple Reporting There may be multiple detail records to accommodate the number
Request Code 2 of Student IDs or institution numbers listed for the attending campus
institution.
37 47 MR Student ID Must be non-blank, MRR Code 2 equals S.
48 53 MR Institution Pell-ID Must be non-blank if MRR Code 2 equals I.
54 76 Origination ID If Request Type is Y and the Origination ID is non-blank then the
YTD will be generated for that Origination ID.
If the Origination ID is not found or invalid, the request will be
rejected.
77 100 Reserved for future use Reserved for future use.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-67
Data Request Acknowledgements: Multiple Reporting,
Statement of Account, YTD

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
54 76 Origination ID If Request Type is Y and the Origination ID is not blank and the
User requested this field on their request.
If the Origination ID is not found or invalid, the request will be
rejected.
77 77 Action Code For RFMS use only.
78 98 Edit/Comment Codes List of up to seven, three-digit comment codes which occurred
during processing of the data request.
99 100 Reserved for Future Reserved for future use.
Use

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-68
Multiple Reporting Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 2 Record Type (Shared SAR ID cannot be checked by RFMS.)

381 385 ED Use Flags (1st digit, Shared SAR ID cannot be checked by RFMS.)

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-69
Year-to-Date Record (Origination)

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
2 24 Origination ID Identifier.
25 33 Original SSN Identifier.
34 35 Original Name Code Identifier.
36 41 Attending Campus Identifier.
Pell-ID Change creates new origination record. Institution must change
payment amounts for student at original attending campus as
necessary.
47 59 Institution cross- No editing.
reference
60 60 Action Code Rejected YTD records shall contain Requested Original SSN,
Original Name Code, Attending Campus, and “R” for Action
Code.
All other fields shall be blank and no other records for the student
will be enclosed in batch.
62 68 Accepted Award Cannot exceed Total Payment Ceiling for student award validation
amount for entire performed.
school year
117 124 Accepted Estimated
Disbursement Date #7
198 198 Accepted Verification Only one disbursement can be accepted while status = W.
status flag These disbursements will be reversed in the second August of the
Award Cycle if status remains W.
Once a student is selected, he/she is always selected.
200 201 Accepted Transaction Changes to this field, after associated disbursements are made,
Number create a new active origination record. Disbursements for the
previous origination will be set to zero.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-70
Year-to-Date Record (Origination) (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
202 206 Accepted Expected Changes to this field, after associated disbursements are made,
Family Contribution create a new active origination record.
(EFC) Disbursements for the previous origination will be set to zero.
208 208 Accepted Academic The academic calendar dictates which Payment Methodology can
calendar be accepted. Used in award amount validation.
The following changes in Academic Calendar indicate need to
change Payment Methodology:
From 1 to 2, 3, 4, or 5
From 2, 3, or 4 to 1 or 5
From 5 to 2, 3, 4 or 6
From 6 to 1 or 5
209 209 Accepted Payment The Payment Methodology dictates the data required for
Methodology Enrollment status, Weeks of instructional time, Weeks of
instructional time in academic year, Credit/Clock Hours expected
to complete, Credit/Clock Hours in academic year.
Used in award amount validation.
210 216 Accepted Cost of Used in award amount validation.
Attendance
218 219 Accepted Weeks of Must be blank when using Payment Methodology 1.
instructional time used If incorrect, change to standard value.
to calculate payment
If supplied and not needed for payment methodology, ignore.
Use in award amount validation.
220 221 Accepted Weeks of Can be blank when using Payment Methodology 1.
inst. time in program’s If incorrect, change to standard value.
definition of academic
year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-71
Year-to-Date Record (Origination) (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
222 225 Accepted Cr/clock hrs Can be blank when using Payment Methodologies 1, 2, 3, & 5.
in all pay periods If incorrect, change to standard value.
expected to comp. this
school year If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
226 229 Accepted Cr/clock hrs Can be blank when using Payment Methodologies 1, 2, 3, & 5.
in program’s definition If incorrect, change to standard value.
of academic year
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-72
Year-to-Date Record (Disbursement)

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
2 24 Origination ID Identifier
25 37 Institution cross- No editing
reference
39 40 Disbursement Identifier:
Reference Number 91-99 are Reserved for RFMS system generated disbursements.
49 56 Disbursement Date Process Date must be within N days prior to disbursement date.
58 65 Payment Period Start Field is populated when a Special Disbursement record is
Date processed by RFMS.
66 73 Payment Period End Field is populated when a Special Disbursement record is
Date processed by RFMS.
74 74 Accepted No. of Field is populated when a Special Disbursement record is
Payment Periods in processed by RFMS.
Student’s school year
75 81 Accepted Total Field is populated when a Special Disbursement record is
Payment for this processed by RFMS.
Payment Period
82 82 Accepted Academic Field is populated when a Special Disbursement record is
calendar for this processed by RFMS.
payment period
83 83 Accepted Payment Field is populated when a Special Disbursement record is
Methodology for this processed by RFMS.
payment period
84 90 Accepted Cost of Field is populated when a Special Disbursement record is
Attendance for this processed by RFMS.
payment period

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-73
Year-to-Date Record (Disbursement) (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
91 91 Accepted Enrollment Field is populated when a Special Disbursement record is
status for this payment processed by RFMS.
period
92 93 Accepted weeks of Field is populated when a Special Disbursement record is
instructional time used processed by RFMS.
to calculate payment
for this payment
period. Accepted
weeks of instructional
time used to calculate
payment for this
payment period
94 95 Accepted Weeks of Field is populated when a Special Disbursement record is
instructional time in processed by RFMS.
program’s definition of
academic year
96 99 Accepted Cr/clock Field is populated when a Special Disbursement record is
hours expected to processed by RFMS.
complete in this
Payment period
100 103 Accepted Cr/clock hrs Field is populated when a Special Disbursement record is
in program’s definition processed by RFMS.
of academic year

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-74
Institution Data Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 6 Pell –ID Change applies to all records with the same Pell-ID, unless further
identification (DUNS #) is provided to change only a particular
institution.
7 17 DUNS Number Used to identify an institution that may be referenced by more than
one Pell-ID.
18 52 Institution street mailing BLANK if unchanged.
address – Line 1 May edit to determine change of ownership.
53 87 Institution street mailing BLANK if unchanged.
address – Line 2
88 112 Institution mailing city BLANK if unchanged.
113 114 Institution mailing state BLANK if unchanged.
115 123 Mailing Zip code. BLANK if unchanged.
124 173 FAA Email Address BLANK if unchanged.
174 203 Financial Aid BLANK if unchanged.
Administrator (FAA) Will Updating Be Allowed?
name
204 217 FAA telephone number BLANK if unchanged.
218 231 FAA fax number BLANK if unchanged.
(Optional)
232 232 Institution type BLANK if unchanged.
233 233 Financial control BLANK if unchanged.
234 234 Academic Calendar BLANK if unchanged.

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-75
Institution Data Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
235 236 Weeks of inst. Time in
program’s definition of
academic year
237 240 Cr/Clock hrs in BLANK if unchanged.
program’s definition of
academic year

June 2000 (2000-2001) RFMS Technical Reference Appendix D

(191 H) D-76
External Origination Add Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
24 32 Original SSN Identifier
33 34 Original Name Code Identifier
35 40 Attending Campus Identifier
Pell-ID Change creates new origination record.
46 58 Institution cross- Data for this field will not be included in the record from
reference EDExpress.
59 59 Action Code No editing.
60 60 No. of Payment Change usually occurs with increase in award amount.
Periods in Student’s
school year
61 67 Award amount for Cannot exceed eligible award amount for student award validation
entire school year performed.
197 197 Verification Status Only one disbursement can be accepted while status = W.
Code These disbursements will be reversed in the second August of the
Award Cycle if the status remains W.
Once a student is selected, he/she is always selected.
199 200 Transaction number Changes to this field, after associated disbursements are made,
create a new active origination record.
Disbursements for the previous origination will be set to zero.
201 205 Expected Family Changes to this field, after associated disbursements are made,
Contribution (EFC) create a new active origination record.
Disbursements for the previous origination will be set to zero.
206 206 Secondary Expected Changes to this field, after associated disbursements are made,
Family Contribution create a new active origination record.
Disbursements for the previous origination will be set to zero.

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External Origination Add Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
207 207 Academic calendar The academic calendar dictates which Payment Methodology can
be accepted.
Used in award amount recalculation.
If one of the following changes occurs and associated
disbursements have been processed, a new active origination
record is created.
Payments for the previous origination will be set to zero.
From 1 to 2, 3, 4, or 5
From 2, 3, or 4 to 1 or 5
From 5 to 2, 3, 4, or 6
From 6 to 1 or 5
208 208 Payment Methodology The Payment Methodology dictates the data required for
enrollment status, Weeks of instructional time, Weeks of
instructional time in academic year, Credit/Clock Hours expected
to complete, Credit/Clock Hours in academic year.
Used in award amount recalculation.
209 215 Cost of Attendance Used in award amount recalculation.
216 216 Enrollment Status BLANK only if Payment Methodology is Formula 4. Used in
award amount recalculation.
217 218 Weeks of instructional Must be blank when using Payment Methodology 1.
time used to calculate If incorrect, change to standard value.
payment
If supplied and not needed for payment methodology, ignore. Used
in award year recalculation.
219 220 Weeks of instructional Can be blank when using Payment Methodology 1.
time in program’s If incorrect, change to standard value.
definition of academic
year If supplied and not needed for payment methodology, ignore.
Used in award amount recalculation.

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External Origination Add Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
221 224 Cr/Clock Hrs in all pay Can be blank when using Payment Methodologies 1, 2, 3, & 5.
periods expected to If incorrect, change to standard value.
comp. this school year
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.
225 228 Cr/clock hrs in Can be blank when using Payment Methodologies 1, 2, 3, & 5.
program’s definition of If incorrect, change to standard value.
academic year
If supplied and not needed for payment methodology, ignore.
Used in award amount validation.

Note: A Change to an Origination record is supplied in this same format. Changes apply to the entire award
period.

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External Disbursement Add Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
24 36 Institution cross- No editing.
reference
37 37 Action Code No editing.
38 39 Disbursement Identifier:
Reference Number 91-99 are Reserved for ED system generated disbursements.
48 55 Disbursement Date Must be within N days prior of payment period start date.
56 56 Payment Period Field will be populated only when Payment Period data is desired.
Number Only required on Special Disbursements.
57 64 Payment Period Start Field will be populated only when Payment Period data is desired.
Date Only required on Special Disbursements.
65 72 Payment Period End Field will be populated only when Payment Period date is desired.
Date Only required on Special Disbursements.
73 73 No. of payment Field will be populated only when Payment Period data is desired.
periods in Student’s
school year
74 80 Total Payment for the Cannot exceed eligible award amount for student award
Payment Period recalculation.
Field will be populated only when Payment Period data is desired.
Only required on Special Disbursements.
81 81 Academic calendar for Field will be populated only when Payment Period data is desired.
this payment period Only required on Special Disbursements.

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External Disbursement Add Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
82 82 Payment Methodology Field will be populated only when Payment Period data is desired.
for this payment period Only required on Special Disbursements.
83 89 Cost of Attendance for Field will be populated only when Payment Period data is desired.
this payment period Only required on Special Disbursements.
90 90 Enrollment status for Field will be populated only when Payment Period data is desired.
this payment period Only required on Special Disbursements.
91 92 Weeks of instructional Field will be populated only when Payment Period data is desired.
time used to calculate Only required on Special Disbursements.
payment for this
payment period
93 94 Weeks of instructional Field will be populated only when Payment Period data is desired.
time in program’s Only required on Special Disbursements.
definition of academic
year
95 98 Cr/clock hrs expected Field will be populated only when Payment Period data is desired.
to be completed in this Only required on Special Disbursements.
Payment Period
99 102 Cr/clock hrs in Field will be populated only when Payment Period data is desired.
program’s definition of Only required on Special Disbursements.
academic year
103 108 Create time Field will be populated only for those schools who must have data
in the last field of a record.

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TIVWAN Transmission Header Record
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Missing Transmission Header – Reject Transmission.
Transmission Header
ID

TIVWAN Transmission Batch Header Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Batch Missing Transmission Header – Reject Transmission.
Header Identification
Number

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TIVWAN Transmission Batch Trailer Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Batch Missing Transmission Trailer – Reject Transmission.
Trailer Identification No Detail Records – Reject Transmission.
Number

TIVWAN Transmission Trailer Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 5 TIVWAN Missing Transmission Trailer – Reject Transmission.
Transmission Trailer ID No Detail Records – Reject Transmission.

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Disbursement Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier.
If Origination ID does not match on RFMS database, then reject
record.
37 37 Action Code No editing.
38 39 Disbursement Identifier:
Reference Number 91-99 are Reserved for RFMS system generated disbursements.
If number is equal to number associated with Origination ID, then
reject record as duplicate.
40 40 Debit/Credit Indicator If first accepted disbursement, then must equal “P”.
Flag
48 55 Disbursement Date Process Date must be within N days prior to disbursement date.
If date plus 30 days > system date, then send 30 day warning
message.
N may be different for Just In Time and Advance Funding
Institutions.

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Disbursement Acknowledgement Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier.
38 39 Disbursement Identifier:
Reference number 91-99 are reserved for RFMS system generated disbursements.

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Special Disbursement Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier:
If Origination ID does not match on RFMS database, then reject
record.
24 36 Institution cross- No editing.
reference
37 37 Action Code No editing.
38 39 Disbursement Identifier:
Reference Number 91-99 are reserved for RFMS system generated disbursements.
If number is equal to number associated with Origination ID, then
reject record as duplicate.
40 46 Disbursement Amount There may be more than one disbursement per payment period.
Accumulated amount per payment period not to exceed Total
Payment for the payment period.
Reported Disbursement Amount may be adjusted downward by
RFMS to avoid Potential Overaward Payment conflict with other
institution(s) that have previously reported disbursements for the
student.
If not in valid format, i.e., non-numeric, then reject record.
47 47 Debit/Credit Indicator If the first disbursement, reject if “N”.
Flag
48 55 Disbursement Date N days represents the value established by the Department’s
Notice of Deadlines and may vary by award year.
N days will be established separately for JIT and Advanced
Funded institutions.
56 56 Payment Period If not numeric or not in valid range, then reject record.
Number

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Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
57 64 Payment Period Start If not in valid range, then reject record.
Date
65 72 Payment Period End If End Date is less than Start Date, set Start Date to Start Date + 1
Date day.
73 73 No. of Payment Must be less than or equal to the Origination Award and consistent
Periods in Student’s with the attendance and cost information reported for the payment
School Year period.
74 80 Total Payment for the Cannot exceed Total Payment Ceiling - Award Validation
Payment Period performed.
81 81 Academic Calendar for If blank, or not within valid range (1-6), then set = Academic
this Payment Period Calendar on file on file on the Origination Record.
82 82 Payment Methodology If blank or not a valid value and the Origination PM is consistent
for this payment period with the accepted Academic Calendar value for the payment
period, RFMS will set PM to Origination PM.
If the Origination PM is not consistent with the accepted Academic
Calendar value for this payment period, RFMS will set PM = 3,
when accepted Academic Calendar = 1, 2, 3, or 4; and will set
PM = 4 if accepted Academic Calendar = 5 or 6.
83 89 Cost of Attendance for If missing or invalid, then set accepted value to origination value.
this payment period

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Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
90 90 Enrollment status for If the accepted AC is 1, 2, 3, or 4 and the PM is not 5, and
this payment period Enrollment Status is valid, set the accepted value to the reported
value.
If the enrollment status is not valid, set it to 1.
If the accepted AC is 1, 2, 3, or 4, and the PM is 5 and the
Enrollment Status is 3 or 4, set the accepted value to the reported
value.
If the Enrollment Status is not 3 or 4, set it to 3.
If AC = 5 or 6 and not BLANK, set = BLANK.
91 92 Weeks of instructional If invalid, then set accepted value to origination value.
time used to calculate If PM is 1 and value not blank set accepted value to blank.
payment for this
payment period If PM is 2 and weeks is not 00 – 29, set accepted value to 29.
If PM is 3, 4, or 5 and value reported is not within range or value
reported exceeds the accepted value for Weeks of Instructional
Time in student’s educational program’s definition of academic
year, set = to accepted value for Weeks of Instructional Time in
student’s educational program’s definition of academic year
(Federal Pell Grant program does not disburse funds for more than
one academic year within an award year).
If none of the above, then set the accepted value to the reported
value.

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Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
93 94 Weeks of instructional If PM = 1 and weeks is blank, set accepted value to the reported
time in student’s value.
educational program’s If PM = 2, 3, 4, or 5 and weeks is 30 to 78, set accepted value to
definition of academic the report value.
year
If PM = 1 and weeks is not blank, set the accepted value to blank.
If PM = 2, 3, 4 or 5 and weeks is not 30 to 78, set accepted value
to 30.
95 98 Cr/clock hrs expected If invalid, set to accepted value of credit/clock hours using
to comp. for this academic years.
Payment period. If hours are not blank and AC is 1,2,3 or 4, set the accepted value
to blank.
If hours are invalid, which includes:
a. Academic Calendar = 5 and PM = 4 (< 0000 OR > accepted
value in programs definition of academic year)
Set accepted value to accepted value in programs
definition of academic year
b. Academic Calendar = 6 and PM = 4 (<0000 OR > accepted
value in programs definition of academic year
Set accepted value to accepted value in programs
definition of academic year.
c. Academic Calendar = 5 and PM = 5 (<0000 OR > ½ of
accepted value in programs definition of academic year
Set accepted value to ½ of accepted value in programs
definition of academic year.
d. Academic Calendar = 6 and PM = 5 (< 0000 OR > ½ of
accepted value in programs definition of academic year.
Otherwise, set the accepted value to the reported value.

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Special Disbursement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
99 102 Cr/clock hrs in If AC = 1, 2, 3, or 4 and not Blank, set = Blank.
program’s definition of If AC = 5, or 6 and not in valid range, set = minimum valid range;
academic year for example, AC = 5, set = 0900; AC = 6, set = 0024.
103 109 Total funds disbursed Must be less than or equal to total disbursements received for
for this payment period student.
previously reported If blank or not in range or in excess of total disbursements received
using a regular for student, then reject record.
disbursement record

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Special Disbursement Acknowledgement Record

Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
1 23 Origination ID Identifier
24 36 Institution cross- No editing
reference
38 39 Disbursement Identifier:
Reference Number 91-99 are reserved for RFMS system generated disbursements.
83 89 Accepted Cost of Only populated if changed.
Attendance for this Changes applied only if different from the origination record for the
payment period designated payment period.
90 90 Accepted Enrollment Only populated if changed.
Status for this Payment Changes applied only if different from the origination record for the
Period designated payment period.
91 92 Accepted Weeks of Only populated if changed.
Instructional time used Changes applied only if different from the origination record for the
to Calculate Payment designated payment period.
for This Payment
Period
93 94 Accepted Weeks of Only populated if changed.
inst. Time in program’s Changes applied only if different from the origination record for the
definition of academic designated payment period.
year
95 98 Accepted Cr/clock hrs Only populated if changed.
expected to comp. for Changes applied only if different from the origination record for the
this Payment Period designated payment period.

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Special Disbursement Acknowledgement Record (Continued)
Field
Positions
First Last Field Names Processing Notes/Edit Descriptions
99 102 Accepted Cr/clock hrs Only populated if changed.
in program’s definition Changes applied only if different from the origination record for the
of academic year designated payment period.
193 202 ED Use Flags (1st digit, Shared SAR ID cannot be checked by RFMS.)

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