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Implementation Guide

Overview
This Chapter provides assistance to Full Participants (Schools, Third Party
Servicers, and Software Providers) with implementing the COD System
for the 2002-2003 Direct Loan and Pell Grant Programs. It serves as a
companion to the 2002-2003 Overview of Changes, Appendix C -
Common Record Layout and Appendix E - Edit Comment Codes and
Descriptions contained in this Technical Reference and the XML Schema
available at www.ifap.ed.gov.

Note: Phase-in Participants are advised to refer to the Direct Loan

Technical Reference 2002-2003 and the Federal Pell Grant Technical
Reference 2002-2003 for changes that affect Direct Loan and Pell Grant
processing for the 2002-2003 award year. Please refer to Appendix N -
Glossary for complete definitions of a Phase-in Participant and a Full
Participant.

This Chapter is different from prior years as it presents process

information, setup instructions, business rules for Common Record
construction, and program rules for both the Direct Loan Program and the
Pell Grant Program. The Table of Contents on the following pages
identifies the functional areas and individual modifications that are
described and discussed in this Chapter.

Until April 1, 2002, questions concerning the material in this Chapter

should be directed to SFA’s Customer Service Call Center at (800) 433-
7327. Staff is available Monday through Friday, 9 am – 5 pm, Eastern
Time.

Beginning April 1, 2002, schools should call the COD School Relations
numbers:
o 1-800-474-7268 for Pell Grant assistance
o 1-800-848-0978 for Direct Loan assistance

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Table of Contents
OVERVIEW.............................................................................................................................................. 1
FUNDING METHODS ............................................................................................................................ 5
FUNDING METHODS ................................................................................................................................. 5
RELATIONSHIP BETWEEN DIRECT LOAN PROCESSING OPTIONS AND FUNDING METHODS ....................... 9
RELATIONSHIP BETWEEN PELL PROCESSING OPTIONS AND FUNDING METHODS ................................... 10
SYSTEM SECURITY ............................................................................................................................ 11
PRIVACY NOTICE ................................................................................................................................... 11
USER ID SETUP ...................................................................................................................................... 11
RULES OF BEHAVIOR ............................................................................................................................. 12
SCHOOL PROCESSING OPTIONS ................................................................................................... 13
GENERAL VALID FORMAT RULES................................................................................................ 13
MAXIMUM LENGTH VALUES AND LEADING ZEROS ............................................................................... 13
EMPTY (BLANK) AND NILLABLE (NULL) FIELDS ................................................................................... 14
EMPTY FIELDS ....................................................................................................................................... 15
DATA TYPES .......................................................................................................................................... 16
DATE FIELDS ......................................................................................................................................... 17
YEAR FIELDS ......................................................................................................................................... 17
DATE/TIME FIELDS ................................................................................................................................ 18
DOLLAR AMOUNT FIELDS ...................................................................................................................... 19
PERCENTAGE FIELDS ............................................................................................................................. 21
INTEGER FIELDS ..................................................................................................................................... 22
STRING FIELDS ....................................................................................................................................... 22
BOOLEAN FIELDS ................................................................................................................................... 22
GENERAL DOCUMENT INFORMATION RULES......................................................................... 23
DOCUMENT ............................................................................................................................................ 23
DOCUMENT SUBMISSION ........................................................................................................................ 23
DOCUMENT VALIDATION ....................................................................................................................... 24
COD RECEIPTS ...................................................................................................................................... 25
SEQUENCE OF DATA ELEMENTS REQUIRED FOR DOCUMENT PROCESSING ............................................ 26
MINIMUM DATA ELEMENTS REQUIRED FOR DOCUMENT PROCESSING .................................................. 27
DOCUMENT ID REQUIRED FOR DOCUMENT SUBMISSION ....................................................................... 31
DUPLICATE DOCUMENT IDS .................................................................................................................. 32
INABILITY TO PROCESS FUTURE-DATED DOCUMENTS ........................................................................... 33
DOCUMENTS SUBMITTED MUST CONTAIN AT LEAST ONE DETAILED RECORD...................................... 34
DOCUMENTS MUST BE SUBMITTED BY A FULL PARTICIPANT ................................................................ 35
LOGICAL RECORD LENGTH LIMITATION ................................................................................................ 35
GENERAL ENTITY INFORMATION RULES ................................................................................. 36
COMMON SCHOOL IDENTIFIER ............................................................................................................... 36
ENTITY ID.............................................................................................................................................. 37
TOTAL NUMBER OF STUDENTS IN THE REPORTED SUMMARY BLOCK .................................................... 39
TOTAL AWARD AMOUNT REPORTED IN THE REPORTED SCHOOL BLOCK .............................................. 40
TOTAL DISBURSEMENT AMOUNT REPORTED IN THE REPORTED SUMMARY BLOCK ............................... 41
GENERAL PERSON INFORMATION RULES ................................................................................ 42
STUDENT IDENTIFIER ............................................................................................................................. 42

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CHANGING STUDENT IDENTIFIER INFORMATION .................................................................................... 44

SCHOOL USE ONLY FIELD...................................................................................................................... 46
GENERAL AWARD INFORMATION RULES ................................................................................. 48
CPS TRANSACTION NUMBER................................................................................................................. 48
DATA ELEMENTS MATCHED AGAINST CPS........................................................................................... 49
DATA ELEMENTS PULLED FROM CPS .................................................................................................... 50
GENERAL DISBURSEMENT INFORMATION RULES................................................................. 52
DISBURSEMENT SEQUENCE NUMBER REQUIRED ON ALL DISBURSEMENTS ............................................ 52
PAYMENT TRIGGER ................................................................................................................................ 53
GENERAL RESPONSE INFORMATION RULES ........................................................................... 54
RESPONSE DOCUMENTS ......................................................................................................................... 54
RESPONSE INDICATOR ............................................................................................................................ 56
COD MESSAGE CLASSES ....................................................................................................................... 57
COMMON RECORD WEB PROCESSING RULES ......................................................................... 58
DIRECT LOAN AWARD AND DISBURSEMENT PROCESS........................................................ 59
UTILIZING LOAN KEY FOR SUBSIDIZED AND UNSUBSIDIZED DIRECT LOANS ......................................... 59
SUBMITTING DIRECT LOAN EDIT ONLY RECORD WITH DISBURSEMENT INFORMATION ......................... 63
GENERATING DISCLOSURE STATEMENTS ............................................................................................... 64
PERFORMING ANNUAL LOAN LIMIT EDITS ............................................................................................ 66
SUBMITTING DIRECT LOAN DISBURSEMENT INFORMATION AND PAYMENT TRIGGER ........................... 68
REPORTING PENNIES IN THE AWARD AND DISBURSEMENT AMOUNT DATA ELEMENTS ......................... 73
CALCULATING DIRECT LOAN DISBURSEMENTS ..................................................................................... 75
DISBURSEMENT NET AMOUNT, DISBURSEMENT FEE AMOUNT, AND INTEREST REBATE AMOUNT
CALCULATIONS ...................................................................................................................................... 80
UPDATING AND ADJUSTING DIRECT LOAN DISBURSEMENT AMOUNTS AND DATES .............................. 83
INACTIVATING A DIRECT LOAN ............................................................................................................. 85
GENERATING DIRECT LOAN BOOKING NOTIFICATION RESPONSES ........................................................ 86
GENERATING PAYMENT TO SERVICING RESPONSES ............................................................................... 88
DIRECT LOAN PROMISSORY NOTE PROCESSING ................................................................... 91
PROMISSORY NOTE PROCESSING ........................................................................................................... 91
SUBMITTING A PROMISSORY NOTE PRINT INDICATOR ........................................................................... 92
MASTER PROMISSORY NOTE.................................................................................................................. 94
MASTER PROMISSORY NOTE FEATURES ................................................................................................ 96
MULTI-YEAR MPN FEATURE ................................................................................................................ 96
SINGLE-YEAR MPN FEATURE ............................................................................................................... 97
GENERATING A MPN/PLUS PROMISSORY NOTE RESPONSE ................................................................. 98
DIRECT LOAN PLUS CREDIT CHECK ......................................................................................... 100
REQUESTING A PLUS CREDIT DECISION ............................................................................................. 100
GENERATING CREDIT DECISION OVERRIDE RESPONSES ...................................................................... 100
DIRECT LOAN REPORTS ................................................................................................................ 102
DIRECT LOAN REPORTS OPTIONS ........................................................................................................ 102
SCHOOL ACCOUNT STATEMENT (SAS)................................................................................................ 104
PENDING DISBURSEMENT LIST REPORT ............................................................................................... 106
FUNDED DISBURSEMENT LIST REPORT ................................................................................................ 107
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FUNDED DISBURSEMENT LIST REPORT ................................................................................................ 107

30 DAY WARNING REPORT .................................................................................................................. 108
INACTIVE LOANS REPORT .................................................................................................................... 109
DUPLICATE STUDENT BORROWER REPORT .......................................................................................... 110
SSN/NAME/DATE OF BIRTH CHANGE REPORT .................................................................................... 111
DISBURSEMENT ACTIVITY NOT YET BOOKED AT SERVICING REPORT................................................. 112
DIRECT LOAN REBUILD PROCESS.............................................................................................. 113
DIRECT LOAN ENTRANCE/EXIT INTERVIEW ......................................................................... 114
REQUESTING AN ENTRANCE COUNSELING FILE/REPORT ..................................................................... 114
REQUESTING AN EXIT COUNSELING FILE/REPORT ............................................................................... 115
PELL GRANT AWARD AND DISBURSEMENT PROCESS ........................................................ 116
PELL CORRECTION EDITS TO BE TREATED AS REJECTS ........................................................................ 116
STORING OF REJECT RECORDS ............................................................................................................. 116
REPORTING PENNIES IN THE AWARD AND DISBURSEMENT AMOUNTS DATA ELEMENTS ..................... 117
ESTABLISHING PELL GRANT AWARD INFORMATION ............................................................................ 118
REMOVAL OF ENROLLMENT STATUS EDIT ON AWARD AMOUNT ......................................................... 120
SUBMITTING PELL GRANT DISBURSEMENT INFORMATION AND PAYMENT TRIGGER ........................... 121
UPDATING AND ADJUSTING PELL GRANT DISBURSEMENT AMOUNTS AND DATES .............................. 126
PROCESSING SYSTEM-GENERATED PELL RESPONSES .......................................................................... 129
REPORTING VERIFICATION STATUS CODE ........................................................................................... 130
NEGATIVE PENDING RECORDS ............................................................................................................. 131
PELL POTENTIAL OVERAWARD PROCESS (POP) .................................................................................. 132
CONCURRENT ENROLLMENT ................................................................................................................ 132
PELL ADMINISTRATIVE COST ALLOWANCE (ACA) ............................................................................. 132
PELL PAYMENT SCHEDULE .................................................................................................................. 132
PELL GRANT REPORTS................................................................................................................... 133
DATA REQUEST RESPONSE .................................................................................................................. 133
STATEMENT OF ACCOUNT (SOA) ........................................................................................................ 133
MULTIPLE REPORTING RECORD (MRR) .............................................................................................. 133
RECONCILIATION REPORT .................................................................................................................... 133
YEAR-TO-DATE RECORD ..................................................................................................................... 133
SSN/NAME/DATE OF BIRTH CHANGE REPORT .................................................................................... 133
USER READINESS CHECKLIST ..................................................................................................... 134

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Funding Methods

Funding Methods
For award year 2002 - 2003, schools continue to access cash through the
Grant Administration and Payment System (GAPS). Schools’ ability to
receive additional cash to fund their Pell Grant and Direct Loan programs
is contingent upon substantiating disbursements. Schools substantiate
disbursements by submitting actual disbursements (disbursement
information with a Payment Trigger = “True”).

Note: Refer to the section titled Payment Trigger for more information.

! There are five Funding Methods:

o Advance Pay
o Pushed Cash
o Cash Monitoring 1 (CM1)
o Cash Monitoring 2 (CM2)
o Reimbursement

Advance Pay
Under the Advance Pay funding method, schools request cash through
GAPS for estimated disbursements to students/borrowers within three (3)
business days. In addition, schools may only draw down cash up to the
difference between the school’s Current Funding Level (CFL) and the
amount of funds previously sent to the school for a given award year and
program. The U.S. Treasury transmits funds to the school’s bank.

Business Rules:
! At the beginning of each award year, a school’s initial CFL amount
is calculated for Pell Grants and Direct Loans on the basis of the
school’s disbursement history.
! Each drawdown a school receives using the Advance Pay funding
method must be substantiated with actual disbursements submitted
and accepted by the COD System. Upon acceptance of an actual
disbursement, the CFL calculation is performed and uses the actual
disbursement to determine if the CFL needs to be increased.
! Actual disbursement records can be submitted within the following
parameters:

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o For the Pell Grant Program, up to 30 days prior to the

disbursement date.
o For the Direct Loan Program, up to seven (7) days prior to
the disbursement date.
! Actual disbursements are applied to drawdowns on a first-in/first
out basis.
! The CFL may change throughout the year as the school transmits
actual disbursement information on a “timely basis” and the COD
System accepts the disbursements.
o A school’s CFL will be decreased unless the school submits
and the COD System accepts sufficient actual
disbursements.

Pushed Cash
Under the Pushed Cash funding method, a school has cash deposited in its
bank account based on actual disbursements that are submitted and
accepted by the COD System and the CFL calculation.

Business Rules:
! Actual disbursements can be submitted up to seven (7) days before
the disbursement date.
! The school does not have a CFL until the COD System accepts and
posts actual disbursements.
! If appropriate, cash is deposited in the school’s bank account by
the disbursement date of an accepted and posted actual
disbursement.
! The school must return cash when a downward adjustment to a
disbursement amount is made.

Cash Monitoring 1 (CM1)

A school is placed on Cash Monitoring 1 (CM1) by SFA. Under the CM1
funding method, a Direct Loan school may draw down cash through GAPS
or have cash deposited in its bank account based on actual disbursements
submitted to and accepted by the COD System. A Pell Grant school may
draw down cash through GAPS based on actual disbursements submitted
to and accepted by the COD System. If a school is on CM1 at the
beginning of the award year, it will not have access to money until it has
accepted actual disbursements on the COD system.

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Business Rules:
! For the Pell Grant Program, actual disbursements can be submitted
up to 30 days before the disbursement date.
! For the Direct Loan Program, actual disbursements can be
submitted up to seven (7) days before the disbursement date.
! The school does not have a CFL until the COD System accepts and
posts actual disbursements. The school’s CFL will equal its net
accepted actual disbursements.
! Some documentation from the school is required.
! For the Direct Loan Program, the school requests the drawdown
from GAPS or, if appropriate, cash is deposited in the school’s
bank account by the disbursement date of an accepted and posted
actual disbursement.
! For the Pell Grant Program, the school requests the drawdown
from GAPS.

Cash Monitoring 2 (CM2)

A school is placed on Cash Monitoring 2 (CM2) by SFA. Under the CM2
funding method, a school has cash deposited in its bank account based on
actual disbursements submitted to and accepted by the COD System and
the CFL calculation.

Business Rules:
! Actual disbursements can be submitted on or after the
disbursement date.
! The school does not have a CFL until the COD System accepts and
posts actual disbursements.
! Documentation from the school is required.
! Case Management initiates the drawdown through GAPS upon
review of required documentation.

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Reimbursement
Under the Reimbursement funding method, a school has cash deposited in
its bank account based on actual disbursements submitted to and accepted
by the COD System and the CFL calculation.

Business Rules:
! Actual disbursements can be submitted on or after the
disbursement date.
! The school does not have a CFL until the COD System accepts and
posts actual disbursements.
! Additional documentation from the school is required.
! Case Management initiates the drawdown through GAPS upon
review of required documentation.

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Relationship between Direct Loan Processing

Options and Funding Methods

Advance Pay Cash Monitoring Pushed Cash Cash Monitoring Reimbursement

1 (CM1) 2 (CM2)

Receives an Receives no CFL Receives no CFL Receives no CFL Receives no CFL

Initial CFL > 0 prior to prior to prior to prior to
before submission of submission of submission of submission of
submission of actual actual actual actual
any actual disbursements disbursements disbursements disbursements
disbursements

School initiates School initiates Direct cash Case Case

drawdown drawdown payment pushed Management Management
through GAPS through GAPS to school’s bank initiates initiates
website website OR account based on drawdown drawdown
Direct cash accepted actual through GAPS through GAPS
payment pushed disbursements upon review of upon review of
to school’s bank required required
account based on documentation documentation
accepted actual
disbursements

Actual Actual Actual Actual Actual

disbursements disbursements disbursements disbursements disbursements
can be accepted cannot be cannot be cannot be cannot be
with or without accepted without accepted without accepted without accepted without
accepted accepted accepted accepted accepted
promissory notes promissory notes promissory notes promissory notes promissory notes

DL - Option 2
! Submits disbursements X X X
w/Payment Trigger = True up to
7 days in advance
DL –Option 1
! Submits disbursements X X
w/Payment Trigger = True up to
7 days in advance
DL – Standard Origination
! Submits disbursements X X
w/Payment Trigger = True up to
7 days in advance
DL – Reimbursement
! Submits disbursements X X X
w/Payment Trigger = True on or
after disbursement date

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Relationship between Pell Processing Options and

Funding Methods
Advance Pay Cash Monitoring Pushed Cash Cash Monitoring Reimbursement
1 (CM1) 2 (CM2)

May receive an Receives no CFL Receives no CFL Receives no CFL Receives no CFL
Initial CFL > 0 prior to prior to prior to prior to
before submission submission of submission of submission of submission of
of any actual actual actual actual actual
disbursements disbursements disbursements disbursements disbursements

School initiates School initiates Direct cash Case Case

drawdown drawdown payment pushed Management Management
through GAPS through GAPS to school’s bank initiates initiates
website website account based on drawdown drawdown
accepted and through GAPS through GAPS
posted actual upon review of upon review of
disbursements required required
documentation documentation

Pell Standard (Account

type=Obligate only) X X
! Submits disbursements
w/Payment Trigger = True
up to 30 days in advance
Pell Just-In-Time (Account
type=Obligate/Pay) X
! Submits disbursements
w/Payment Trigger = True
up to 7 days in advance
Pell Reimbursement
(Account type=Obligate only X X
for 2001-2002 & after)
! Submits disbursements
w/Payment Trigger = True
on or after disbursement

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System Security

Privacy Notice
The COD System is a United States Department of Education computer
system, which may only be used for official Government business by
authorized personnel. Unauthorized access or use of this computer system
may subject violators to criminal, civil, and/or administrative action.

If you use this computer system, you must understand that all activities
may be monitored and recorded by automated processes and/or by
Government personnel. Anyone using this system expressly consents to
such monitoring. Warning: If such monitoring reveals possible evidence
of criminal activity, monitored records will be provided to law
enforcement officials.

This system contains personal information protected under the provisions

of the Privacy Act of 1974, 5 U.S.C. §552a - - as amended. Violations of
the provisions of the Act may subject the offender to criminal penalties.

User ID Setup
Schools and Third Party Servicers who wish to receive on-line access to
the COD website must identify personnel to serve as administrators.
Administrators will be able to establish additional users within their
individual organizations and provide access to the COD website.

In order to establish an administrator account for the COD website,

organizations should submit an administrator request letter printed on
university or corporate letterhead to the COD Customer Service Center.
This letter must include requested information and each administrator’s
signature. The number of administrators is at the discretion of the
institution, although it is strongly recommended that the number be
limited.

After the COD Customer Service Center has successfully processed the
administrator request, administrators will receive their User ID and
password through the email address provided in the response letter. An
initial email will contain the assigned User ID for the COD website, along
with instructions for accessing the website. For security purposes, the
password will be delivered in a separate email.

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Rules of Behavior
Schools are encouraged, but not required, to establish Rules of Behavior as
part of their business processes related to the COD System. The Rules of
Behavior developed by the United States Department of Education are
available for reference. Please note that these rules have been established
for Department of Education employees. Your institution’s rules may be
different, but should cover all the areas covered in this example.

Note: Please refer to Appendix K - Rules of Behavior for more

information.

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School Processing Options

This information will be provided at a later date.

General Valid Format Rules

Maximum Length Values and Leading Zeros

XML does not require that the data occupy the maximum length specified
for a tag.

Business Rules:
! Do not include leading zeros and blanks to satisfy the maximum
length for a given tag.

Example:
In the example below, the student’s first name, John, is four (4) characters
long. Although the first name tag has a maximum length of 12 characters,
leading zeros or blanks are not necessary to occupy the maximum length
of the tag.
<FirstName>John</FirstName>

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Empty (Blank) and Nillable (Null) Fields

The COD System differentiates between a field being empty (blank) and a
field being null in the database.

Business Rules:
! An empty field is one in which the value is known to be blank.
! Fields that can contain an empty string have a minLength="0" or
no minLength attribute set for them in the XML Schema.
! A null field is one in which the information is unavailable or
unknown.
! Fields that can contain null values have nillable="true" attribute set
for them in the XML Schema.

Example:
If a student does not have a middle initial, the Middle Initial field should
be reported as empty, rather than null, to indicate that this information is
known to be blank.

An empty field is:

<MiddleInitial/></MiddleInitial>

OR, in XML short hand:

<MiddleInitial/>

Alternatively, if a student’s email address is unknown, the Email address

field should be reported as null, rather than empty (blank), to indicate that
this information is unknown or not available.

A null field is:

<Email nil='true'></Email>

OR, in XML short hand:

<Email nil='true'/>

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Empty Fields
Empty fields are not to be reported on the Common Record; however the
COD System may return empty fields on the Response Record.

Business Rules:
! Fields not necessary or not applicable for the document submission
may be omitted, rather than reported as empty.
! If a school reports an empty field, the COD System will return the
empty field in the Response Block.
! The COD System may return empty fields even if the Common
Record that was submitted did not contain them.

Example:
EXAMPLE #1:
For Pell Grants, the Total Weeks of Instruction Time, <InstructWksUsed>,
is not applicable for Payment Methodology 1. In these cases, this field
should not be included in the document, rather than reported as empty or
blank.

EXAMPLE #2:
For Direct Loans, the Additional Unsubsidized Loan for Health
Professionals Flag, <AddtHPPA>, is not necessary if the student does not
qualify. In these cases, this field should not be included in the document,
rather than reported as empty or blank.

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Data Types
The Common Record includes the following field or data types:
! Date
! Date/Time
! Year
! Decimal
! Integer
! String
! Boolean
Note: Each of these data types is discussed in detail below.

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Date Fields
All date fields on the Common Record use the following format: CCYY-
MM-DD.

Business Rules:
! The dashes must be included.
! The CC designates the Century.
! The YY designates the Year.
! The MM designates the Month.
! The DD designates the Day.
! A leap year is defined as one in which the value of YY is divisible
by four (4).
! In a leap year, the valid values for DD are “01 – 29” when MM is
equal to “02”.
Note: This leap year logic represents no change from prior years.

Year Fields
All year fields on the Common Record use the following format: CCYY.

Business Rules:
! The CC designates the Century.
! The YY designates the Year.

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Date/Time Fields
All date/time fields on the Common Record use the following format:
CCYY-MM-DDThh:mm:ss.ff.

Business Rules:
! The punctuation marks (dashes, colons and decimal point) must be
included.
! The CC designates the Century.
! The YY designates the Year.
! The MM designates the Month.
! The DD designates the Day.
! The T is the date/time separator.
! The hh designates the Hour.
! The mm designates the Minutes.
! The ss designates the Seconds.
! The ff designates the hundredths of a second. This value may be
zero (00).

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Decimal Fields
Decimal fields on the Common Record are either dollar amount fields or
percentage fields. Each of these field types is described in detail below.

Dollar Amount Fields

Dollar amount fields on the Common Record use the following format: 0-
999999999999.99.

Business Rules:
! Leading zeros are not necessary to occupy the maximum length of
the field.
! Dollar amount fields may include two digits to the right of a
decimal point.
! If a dollar amount reported by the school does not contain a
decimal point, the COD System infers a decimal point and two
zeros after the last digit reported. See EXAMPLE #1 below.
! To report cents (partial dollar amounts), the school must submit a
decimal point and the digits to the right of the decimal point. See
EXAMPLE # 1 below.
! Always submit amount fields without a sign indicator.
! Common Records may be returned to the source with a negative
sign in the dollar amount field.
o If a negative sign is returned, the field length is shortened
by one character for the sign in the lead character. See
EXAMPLE #2 below.
! The following fields on the Common Record are dollar amount
fields:
o Total Award Amount Reported, <TotAwardAmtRep>
o Total Disbursement Amount Reported, <TotDisbAmtRep>
o Award Amount, <AwardAmt>
o Federal Share Amount, <FedShareAmt>
o FISAP Income Override, <FISAPIncomeOverride>
o Award Amount Requested, <AwdAmtReq>
o Cost of Attendance, <CostofAttend>
o Disbursement Amount, <DisbAmt>
o Disbursement Net Amount, <DisbNetAmt>
o Disbursement Fee Amount, <DisbFeeAmt>

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o Interest Rebate Amount, <IntRebateAmt>

o Payment to Servicer Amount, <PmtSvcrAmt>
o Booked Loan Amount, <BkdLoanAmt>
o Year to Date Disbursement Amount, <YrTDDisbAmt>
o Scheduled Federal Pell Grant, <SchedFedPellGrt>
o Total Amount Accepted, <TotAmtAcc>
o Total Amount Corrected, <TotAmtCorr>

Example:
EXAMPLE #1:
When reporting an amount of $2625.34:

1) Include the decimal point and two digits to the right: 2625.34
OR
2) Include the decimal point and two zeroes to the right: 2625.00
OR
3) Omit the decimal point and report the whole dollar amount only: 2625
Then, the COD System infers a decimal point and two zeros and stores
2625.00

DO NOT submit 262500 as the COD System infers a decimal and stores
this submission as 262500.00.

EXAMPLE #2:
The Payment to Servicer Amount is returned with a negative sign as the
lead character in the amount field.

<PmttoSvcrAmt>-1000.00</PmttoSvcrAmt>

Note: Refer to the Generating Payment for Services Response section for
more information on the Payment to Servicer Amount.

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Percentage Fields
Percentage fields on the Common Record use the following format: 0 –
100.000

Business Rules:
! Leading zeros are not necessary to occupy the maximum length of
the field.
! Percents must be reported as whole numbers or mixed numbers
without the percent sign.
! The following fields on the Common Record are percentage fields:
o Origination Fee Percentage, <OrigntnFeePct>
o Interest Rebate Percentage, <IntRebatePct>
o Total Eligibility Used, <TotEligUsed>

Example:
Three percent (3%) is reported as 3 and the COD System stores as 003.000
One and a half percent (1.5%) is reported as 1.5 and the COD System
stores as 001.500

Note: Please refer to Appendix C - Common Record Layout for more

information on valid values and formats on specific fields.

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Integer Fields
This information will be provided at a later date.

String Fields
This information will be provided at a later date.

Boolean Fields
This information will be provided at a later date.

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General Document Information Rules

Document
An XML document is the vehicle through which data is transmitted. A
Common Record transmission is considered to be an XML document. A
Common Record transmission, or document, may contain multiple awards
and multiple disbursements for one or multiple students. It can be thought
of as a batch.

Document submission
All documents submitted for the 2002-2003 award year must be submitted
via the Electronic Data Exchange.

Business Rules:
! All documents must be submitted via the Student Aid Internet
Gateway (SAIG).
! Each transmission must have a SAIG transmission header
(O*N05) and trailer (O*N95) record.
! Each transmission must have the SAIG file (O*N01) header and
trailer (O*N99) record.
! A SAIG file may contain multiple Common Record documents
wrapped in the SAIG transmission headers and trailers. See
Example below.
Note: For further information, please refer to the “SFA Host
Communication Guide”
http://www.sfadownload.ed.gov/mainframeguide.htm.

Example:

N01 – File Header

N05 – Transmission Header
<CommonRecord>
</CommonRecord>
N95 - Transmission Trailer
N05 - Transmission Header
<CommonRecord>
</CommonRecord>
N95 – Transmission Trailer
N99 - File Trailer

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Document Validation
If a document does not validate against the XML Schema, the COD
System completely rejects the document.

Business Rules:
! The COD System completely rejects a document if it cannot read
any part of the XML.
! Receipts and Responses are not generated for those documents that
are completely rejected by the COD System.

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COD Receipts
COD Receipts are generated for every document successfully received by
the COD System. The COD Receipt indicates that the Common Record
document was received and can be read by the COD System.

Business Rules:
! One COD Receipt is generated per Common Record document
successfully received by the COD System.
! The COD Receipt is generated after the COD System validates the
Common Record against the XML Schema, but before actual
processing of the Common Record.

Example:
EXAMPLE #1:
The following is an example of a COD Receipt without errors:

<CommonRecord>
<DocumentId>2002-03-18T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-03-18T09:20:01.00</CreatedDtTm>
<Source>
<COD EntityId="00000001" />
</Source>
<Destination>
<School EntityId="12345678" />
</Destination>
<Receipt>2002-03-18T09:21:00.00</Receipt>
</CommonRecord>

EXAMPLE #2:
The following is an example of a COD Receipt with errors:
<CommonRecord>
<DocumentId>2002-03-18T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-03-18T09:20:01.00</CreatedDtTm>
<Source>
<COD EntityId="00000001" />
</Source>
<Destination>
<School EntityId="12345678" />
</Destination>
<Receipt>2001-03-18T09:21:00.00</Receipt>
<Response>
<DocumentStat>R</DocumentStat>
</Response>
</CommonRecord>

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Sequence of Data Elements Required for Document

Processing
The sequence of data within the Common Record is dictated by the
sequence of data elements presented in the XML Schema.

Business Rules
! Data elements submitted by a school must occur in the same
sequence as depicted in the XML Schema.

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Minimum Data Elements Required for Document

Processing
The COD System requires certain data elements for processing each block
of the document.

Business Rules
! The following data elements are required for processing the
Document information block:
<CommonRecord>
<DocumentID>
<CreatedDtTm>
<Source>
<Source Entity ID=“”>
<Destination>
<Destination Entity ID=“”>

! The following data elements are required for processing the Entity
information block:
<ReportingSchl Entity ID=“”>
<ReportedSummary>
<AwardType>
<SummaryYr>
<TotNumStuds>
<TotAwardAmtRep>
<TotDisbAmtRep>
<AttendingSchl Entity ID=“”>

! The following data elements are required for processing the

Student/Borrower information block:
<Student SSNum=“” DtofBirth=“” LastName=“”>

! The following data elements are required for processing a Direct

Loan Subsidized or Unsubsidized Award information block:
<DLLoanInfo LoanKey=“”>
<OrigntnFeePct>
<IntRebatPct>
<GradeLevelInd>
<AwardBeginDt>
<AwardEndDt>
<AcYrBeginDt>
<AcYrEndDt>

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<DLSub/Unsub/PLUS>
<CPSTransNum>
<AwardAmt>
<LoanKey>
<LDefGOver>
<AppliesTo>
<Value>
<AwardNum>
<AwardId>
<AwardCreateDt>

! The following data elements are required for processing a Direct

Loan PLUS Award information block:
<DLLoanInfo LoanKey=“”>
<OrigntnFeePct>
<IntRebatPct>
<GradeLevelInd>
<AwardBeginDt>
<AwardEndDt>
<AcYrBeginDt>
<AcYrEndDt>
<DLSub/Unsub/PLUS>
<AwardAmt>
<LoanKey>
<LDefGOver>
<AppliesTo>
<Value>
<AwardNum>
<AwardId>
<AwardCreateDt>
<AwardAmtRqd>
<Borrower SSNum=“” DtofBirth=“” LastName=“”>
<Identifiers>
<FirstName>
<Contacts>
<Address>
<Addr>
<City>
<StateProv>
<PostalCd>

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<CitznStatusInd>
<LdefGOver>
<AppliesTo>
<Value>

! The following data elements are required for processing a Pell

Grant Award information block:
<Pell>
<AwardYr>
<CPSTransNum>
<AwardAmt>
<CostOfAttend>
<AcCal>
<PmtMethod>
<InstructWksUsed> (Payment Methodology 2,3,4,5 only)
<IstructWksDefiningAcYr>(Payment Methodology 2,3,4,5 only)
<CrClockHrsinAwardYr> (Academic Calendar 5 & 6 only)
<CrClockHrsinProgsAcYr> (Academic Calendar 5 & 6 only)
<EnrollDt>

! The following data elements are required for processing a Direct

Loan edit only disbursement (Payment Trigger set to “False”):
<Disbursement Number =“”>
<DisbAmt>
<DisbDt>
<DisbSeqNum>
<DisbNetAmt>
<DisbFeeAmt>
<IntRebateAmt>

! The following data elements are required for a Pell Grant edit only
disbursement (Payment Trigger set to “False”):
<Disbursement Number =“”>
<DisbAmt>
<DisbDt>
<DisbSeqNum>

! The following data elements are required for processing an actual

Direct Loan disbursement (Payment Trigger set to “True”):
<Disbursement Number=“”>
<DisbAmt>
<DisbDt>
<DisbSeqNum>
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<DisbNetAmt>
<DisbFeeAmt>
<IntRebateAmt>
<PmtTriggerFlg = “True”>

! The following data elements are required for processing an actual

Pell Grant disbursement (Payment Trigger set to “True”):
<Disbursement Number=“”>
<DisbAmt>
<DisbDt>
<DisbSeqNum>
<PmtTriggerFlg = “True”>

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Document ID Required for Document Submission

The COD System checks to ensure the Document ID is present and is
properly formatted.

Business Rules:
! The COD System rejects documents that do not have a Document
ID.
! The COD System rejects documents that have an invalid
Document ID format.
Note: Please refer to Appendix C - Common Record Layout for
proper format of the Document ID.

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Duplicate Document IDs

The COD System checks the Document ID for duplicates on the COD
database.

Business Rules:
! Document ID for Full Participants is defined as the DateTime
stamp and the Source Entity ID.
Note: Please refer to Appendix C - Common Record Layout for an
example of a Document ID.
! A duplicate document is defined as a document that has a
Document ID identical to one already established on the COD
System.
! The COD System rejects the document if the Document ID is
duplicate.

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Inability to Process Future-Dated Documents

The COD System confirms that the date portion of the Document's
Created DateTime is not greater than the System Date (This represents no
change from prior years).

Business Rules:
! If the date portion of the Document's Created DateTime is greater
than the System Date, the COD System rejects the document.

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Documents Submitted Must Contain at Least One

Detailed Record
A detailed record consists of at least one Student Identifier. A Student
Identifier consists of the student tag and three attributes: Social Security
Number, Date of Birth, and Last Name.

Business Rules:
! The COD System rejects the document if it does not contain at
least one Student Identifier (Social Security Number, Date of Birth
and Last Name).
Note: For more information on the Student Identifier, please refer
to the Student Identifier section.

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Documents Must be Submitted by a Full Participant

The COD System accepts Common Records submitted by Full
Participants. Phase-in Participants must submit records in the Direct Loan
or Pell Grant fixed-length record formats to the COD System.

Business Rules:
! XML Common Records submitted by Phase-In Participants are
rejected.
! Fixed-length format records submitted by Full Participants are
rejected.
Note: For information on the fixed-length record formats, refer to the
Direct Loan Technical Reference and Pell Grant Technical Reference
available on www.ifap.ed.gov.

Logical Record Length Limitation

For information on the 32 kilobyte file length limitation and recommended
solution, refer to Appendix J – Common Record Physical Layout.

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General Entity Information Rules

Common School Identifier

The Common School Identifier is an identifier assigned to Schools and
Third Party Servicers that is common across the Pell Grant and Direct
Loan programs beginning in the 2002 – 2003 award year.

Business Rules:
! The Common School Identifier is the Entity ID.
! The Entity ID is a randomly generated eight-digit number.
! Entity IDs are assigned to Schools, Third Party Servicers, and the
COD System.
! The Entity ID replaces the Pell Institution Number and Direct Loan
(E/G) School code.
Note: The Pell Institution Number is still used in data requests. The
Direct Loan (E/G) School code is still used in the 21 character Award
ID (Loan ID) and the MPN ID.

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Entity ID
A valid Entity ID is required in the Source, Destination, Reporting School,
and Attending School fields.

Business Rules:
! A valid Entity ID must be reported in the following fields:
o Source Entity ID, <Source>
o Destination Entity ID, <Destination>
o Reporting School Entity ID, <ReportingSchlEntityId = “”>
o Attending School Entity ID, <AttendingSchl EntityId = “”>
! The Source Entity ID is the physical sender of the document
! The Destination Entity ID is the destination point of the
document.
o If a School sends the document to the COD System, the
Destination Entity ID is “00000001” for COD.
o If the document is sent from the COD System back to the
Source, the Destination Entity ID is equal to the Source
Entity ID on the original transmission.
! The Reporting School Entity ID is the school that sends and
receives data for the campuses or students it serves.
! The Attending School Entity ID is the school or campus where
the student attends class.
o Attending School Entity ID must be equal to the Reporting
School Entity ID
OR
o Attending School Entity ID must be a branch of the
Reporting School Entity ID.
! The COD System checks each Entity ID against the COD database
and rejects the document if the Entity ID cannot be found or is
invalid.

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Example:

<CommonRecord>
<DocumentId>2002-08-29T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-08-29T17:20:01.00</CreatedDtTm>
<Source>
<ThirdPartyServicer EntityId="12345678" />
</Source>
<Destination>
<COD EntityId="00000001" />
</Destination>
<ReportingSchl EntityId="00123400">
<ReportedSummary>
</ReportedSummary>
<AttendingSchl EntityId="00123400">
<Student SSNum=”123456789” DtofBirth=”1972-01-01” LastName=”Smith”>
</Student>
</AttendingSchl>
</ReportingScl>
</CommonRecord>

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Total Number of Students in the Reported Summary

Block
The COD System verifies the Total Number of Students reported in
Reported Summary block equals the total number of students/borrowers in
the document.

Business Rules:
! The COD System compares the Total Number of Students,
<TotNumStuds>, reported against the actual total number of
students in the document.
! The COD System determines the actual total number of students in
the Document by counting the number of Student Identifiers (SSN,
Date of Birth and Last Name) in the document.
Note: For more information on the Student Identifiers, please refer
to the Student Identifier section.
! The COD System sends a warning if the reported Total Number of
Students and the actual number of students are not identical. The
warning does not prevent the document from being processed by
the COD System.
! The Total Number of Students reported may be a duplicated count.
In the event that identical Student Identifiers are reported multiple
times within a document, the COD System counts them multiple
times.
! The Total Number of Students is reported by Award Year, by
Program (Pell, DL Subsidized, DL Unsubsidized, DL PLUS, and
Campus Based), and by Reporting School Entity ID.

Example:
<ReportingSchl EntityId="00123400">
<ReportedSummary>
<AwardType>DLSub</AwardType>
<SummaryYr>2003</SummaryYr>
<TotNumStuds>1</TotNumStuds>
<TotAwardAmtRep>2000</TotAwardAmtRep>
<TotDisbAmtRep>1970</TotDisbAmtRep>
</ReportedSummary>
<ReportedSummary>
<AwardType>Pell</AwardType>
<SummaryYr>2003</SummaryYr>
<TotNumStuds>1</TotNumStuds>
<TotAwardAmtRep>3700</TotAwardAmtRep>
<TotDisbAmtRep>3700</TotDisbAmtRep>
</ReportedSummary>

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Total Award Amount Reported in the Reported School

Block
The COD System verifies the Total Award Amount reported in the
Reported Summary block equals the actual total of all Award Amounts
contained in the document.

Business Rules:
! The COD System compares the Total Award Amount Reported,
<TotAwardAmtRep>, against the actual total of all Award
Amounts contained in the document.
! The COD System determines the actual total of all Award
Amounts by adding the values of all the Award Amount fields in
the document.
! The COD System sends a warning if the Total Award Amount
Reported and the actual total of all Award Amounts is not equal.
The warning does not prevent the document from being processed
by the COD System
! The Total Award Amount must be reported by Award Year, by
Program (Pell, DL Subsidized, DL Unsubsidized, DL PLUS, and
Campus Based), and by Reporting School Entity ID.

Example:
<ReportingSchl EntityId="00123400">
<ReportedSummary>
<AwardType>DLSub</AwardType>
<SummaryYr>2003</SummaryYr>
<TotNumStuds>1</TotNumStuds>
<TotAwardAmtRep>2000</TotAwardAmtRep>
<TotDisbAmtRep>1970</TotDisbAmtRep>
</ReportedSummary>
<ReportedSummary>
<AwardType>Pell</AwardType>
<SummaryYr>2003</SummaryYr>
<TotNumStuds>1</TotNumStuds>
<TotAwardAmtRep>3700</TotAwardAmtRep>
<TotDisbAmtRep>3700</TotDisbAmtRep>
</ReportedSummary>

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Total Disbursement Amount Reported in the Reported

Summary block
The COD System verifies the Total Disbursement Amount Reported in the
Reported Summary block equals the actual total of all Disbursement
Amounts contained in the document.

Business Rules:
! The COD System compares the Total Disbursement Amount
Reported, <TotDisbAmtRep>, against the actual total of all
Disbursement Amounts contained in the document.
! The COD System determines the actual total of all Disbursement
Amounts by adding the values of the Disbursement Amount
(gross) fields, regardless of whether the Payment Trigger is “True”
or “False,” in the document.
! The COD System sends a warning if the Total Disbursement
Amount Reported and the actual total of all Disbursement
Amounts are not equal. The warning does not prevent the
document from being processed by the COD System.
! The Total Disbursement Amount Reported must be reported by
Award Year, by Program (Pell, DL Subsidized, DL Unsubsidized,
DL PLUS, and Campus Based), and by Reporting School Entity
ID.

Example:
<ReportingSchl EntityId="00123400">
<ReportedSummary>
<AwardType>DLSub</AwardType>
<SummaryYr>2003</SummaryYr>
<TotNumStuds>1</TotNumStuds>
<TotAwardAmtRep>2000</TotAwardAmtRep>
<TotDisbAmtRep>1970</TotDisbAmtRep>
</ReportedSummary>
<ReportedSummary>
<AwardType>Pell</AwardType>
<SummaryYr>2003</SummaryYr>
<TotNumStuds>1</TotNumStuds>
<TotAwardAmtRep>3700</TotAwardAmtRep>
<TotDisbAmtRep>3700</TotDisbAmtRep>
</ReportedSummary>

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General Person Information Rules

Student Identifier
The COD Student Identifier is composed of the student’s current Social
Security Number, current Date of Birth, and current Last Name. Current is
defined as the value in the most recent transaction on the CPS as of the
date of the transmission.

Business Rules:
• The Student Identifier is located in the Student/Borrower block of
the Common Record, and is reported by the school.
• A Student Identifier is a required data element for all submissions
of a Common Record.
• A Student Identifier consists of the student tag and three attributes:
the student’s current Social Security Number, current Date of
Birth, and current Last Name.
o The Social Security Number portion of the Student
Identifier must contain nine digits.
o The Social Security Number portion of the Student
Identifier must be within the range of 001-01-0001 to 999-
99-9998.
o The Social Security Number portion of the Student
Identifier may or may not contain hyphens after the third
and fifth digits.
o The Date of Birth portion of the Student Identifier must be
in the CCYY-MM-DD format.
o The Date of Birth portion of the Student Identifier must be
greater than 1902-01-01 and less than 1994-12-31.
o The Last Name portion of the Student Identifier may
consist of upper and lower case letters A-Z, numbers 0-9,
spaces, period, apostrophe and dash.

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• All three data elements of the Student Identifier (current Social

Security Number, current Date of Birth, and current Last Name)
are required for processing by the COD System; however, only
current SSN is required on the Common Record Schema. The
Common Record Schema is structured this way to enable the FFEL
community to use the schema structure without using Date of Birth
and Last Name as identifiers.

Example:

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">

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Changing Student Identifier Information

In order to change Student Identifier information, the school must first
submit a correction to the ISIR, which will result in another transaction on
the CPS. After the correction has been submitted to the CPS, the school
must send a Common Record to the COD System reporting the student tag
with the current Student Identifier information and the changed data in the
corresponding simple element (Social Security Number, Date of Birth, or
Last Name).

Business Rules:
• The COD System either Accepts, Rejects, or Holds for up to
three (3) calendar days changes that are submitted to a Student
Identifier simple element (Social Security Number, Date of
Birth, or Last Name).
• Upon receipt of a changed Student Identifier simple element
(Social Security Number, Date of Birth, or Last Name), the
COD System attempts to match the changed data element
against the CPS.
Note: Please refer to the Fields Matched Against the CPS
section for more information.
o If an identical change is found on the CPS, the COD
System accepts the changed data element, updates
the Student Identifier, and sends a Response to the
school.
o If an identical change is not found on the CPS, the
COD System sends a Response to the school
indicating that the data element change is held and
continues to check the CPS for a match for a period
of up to three (3) calendar days.
! If the change on the CPS occurs at any time
within the 3-day window, the COD System
accepts the data element and sends a system-
generated response to the school.
! If the change on the CPS does not occur
within the 3-day window, the COD System
rejects the data element and sends a system-
generated response to the school.
• Anytime the changed data element is not immediately
matched on the CPS, two responses are sent to the school:
a Response Document for the Common Record

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transmission and a COD system-generated Response

Document after the 3-day window.
• If the changed data element is matched with the CPS and,
therefore, accepted by the COD System, the new Student
Identifier will be returned in the Response.
• If the changed data element is rejected or held, the old
Student Identifier will be returned in the Response.
• If the changed data element is accepted, the new Student
Identifier combination must submitted by the school in
future transmissions.
• If the changed data element is rejected, the old Student
Identifier combination must be used in future
transmissions.
• The COD System stores the Social Security Number
previously submitted to the COD System for query
purposes on the COD website.
• If a Student Identifier simple element is submitted with the
same value that is listed in the attribute on the COD
database, no update will take place nor will the submission
reject.

Example:
A student’s last name changes from Oldhat to Newburry. Once the
correction has been submitted to the CPS, the appropriate submission to
the COD System is:
<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Oldhat">
<Name>
<LastName>Newburry</LastName>
</Name>
</Student>

If the last name change is NOT matched on the CPS and the submission is
held for up to three days or rejected, the COD Response contains:

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Oldhat">

If the last name change is matched on the CPS, the COD Response
contains:

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Newburry">

Once the COD System accepts the change, subsequent transmissions by

the school must contain:
<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Newburry">

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School Use Only Field

A School Use Only Field, <SchlUseOnly>, is included on the Common
Record in the Student, Award, and Disbursement blocks. This field can be
used by the school for any purpose and is ignored during COD processing.

Business Rules:
! Regardless of whether the school opts for a Full or Standard
Response, the School Use Only field is returned in the Response
block if the school submits the field in the Common Record.
! The School Use Only field is returned in all COD system-generated
Response Documents if the field is populated on the COD
database.

Example:

EXAMPLE #1:
The school uses a unique identifier for the student in their system. The
school uses the <SchlUseOnly> field in the Student block to record this
unique identifier.

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">

<SchlUseOnly>888888</SchlUseOnly>
</Student>

The COD Response block contains the <SchlUseOnly> field with the
content submitted in the Common Record:

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">

<SchlUseOnly>888888</SchlUseOnly>
</Student>

EXAMPLE #2:
A school submits a last name change for a student and uses the
<SchlUseOnly> field in the Student block to record the original last name:

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Oldhat">

<Name>
<LastName>Newburry</LastName>
</Name>
<SchlUseOnly>Oldhat</SchlUseOnly>
</Student>

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Once the last name change is matched against the CPS and accepted by the
COD System, the COD Response Document contains the new student
identifier combination and the <SchlUseOnly> field with the content
submitted in the Common Record:

<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Newburry">

<SchlUseOnly>Oldhat</SchlUseOnly>
</Student>

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General Award Information Rules

CPS Transaction Number

The CPS Transaction Number is a required field on the Common Record
for Pell Grant and Direct Loan (DL Subsidized, DL Unsubsidized)
processing.

Business Rules:
! The CPS Transaction Number is a required field on the Common
Record for Pell Grant and Direct Loan (DL Subsidized, DL
Unsubsidized) Award information.
Note: The CPS Transaction Number is not a required field for DL
PLUS loans.

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Data Elements Matched Against CPS

The COD System uses certain data elements reported to match a student
award against the CPS for editing.

Business Rules:
! The following data elements are matched against the CPS for
editing:
o Award Year
o Current SSN
o Current Date of Birth
o Current Last Name
o CPS Transaction Number (for the Award block only)
Note: The CPS Transaction Number is not a required field for DL
PLUS loans.
! The COD System attempts to match a student award against the
CPS for a period of up to three (3) calendar days before rejecting.
Note: Current is defined as the value in the most recent transaction
on the CPS as of the date of transmission.

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Data Elements Pulled from CPS

The COD System pulls certain data elements from information provided
by the CPS.

Business Rules:
! The COD System uses the CPS Transaction Number reported in
the Award block to pull certain data elements from information
provided by the CPS

! For each Pell Grant award received, the COD System always pulls
the following data elements from the CPS:
o Expected Family Contribution (EFC)
o Secondary EFC (only in the case where the school has
indicated its intent to pay from the secondary EFC via the
<SecondaryEFCInd> field on the Common Record)
o Verification Selection
! The COD System determines if the certain data elements are
transmitted in the Common Record or already exist for the student
and award year on the COD database. If neither is true, the COD
System will ‘pull’ these data elements from information provided
by the CPS.
o For each Pell Grant or Direct Loan award received, the
following data elements are pulled from the CPS
information when absent on both the Common Record
submission and the COD database:
! Address (Only if ALL fields are absent: Address,
City, State, Zip/Postal Code, Country)
! E-mail
! Drivers License Number
! Drivers License State
! Loan Default/Grant Overpayment for student
! Citizenship status
Note: Citizenship status cannot be pulled from the CPS for
PLUS loans and, therefore, is required on the Common
Record for PLUS loans.

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o For each Direct Loan award received, the following data

elements are pulled from the CPS information when absent
on both the Common Record submission and the COD
database:
! Dependency Status

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General Disbursement Information Rules

Disbursement Sequence Number Required on all

Disbursements
A Disbursement Sequence Number must be reported for all disbursements.
This is an indicator of a single transaction associated with a specific
disbursement number. This field is currently used in Direct Loan
transactions and continues under the COD System, but it is new for Pell
Grant transactions.

Business Rules:
! The Disbursement Sequence Number determines the order in
which the transaction must be processed for a given Disbursement
Number.
! The Disbursement Sequence Number must be reported in an
incremental, ascending order.
! The Disbursement Sequence Number valid values range from 01-
99.
o Disbursement Sequence Numbers 01-65 are reported by
schools.
o Disbursement Sequence Numbers 66-90 are reserved for
COD system-generated adjustments to disbursements.
o Disbursement Sequence Numbers 99-91 are reserved for
Direct Loan Payment to Servicer transactions (in
descending order).
! The Disbursement Sequence Number must be reported as “01”
when the Payment Trigger is set to “False”.
! Duplicate Disbursement Sequence Numbers for the same
Disbursement Number when the Payment Trigger is set to “True”
are considered duplicate disbursement transactions.

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Payment Trigger
The Payment Trigger is used to identify disbursements that may change
the CFL.

Business Rules:
! Disbursement information with the Payment Trigger set to “True”
are actual disbursements that may change the CFL.
! Disbursement information with the Payment Trigger set to “False”
are treated as edit only and can not change the CFL.
! For Pell Grant disbursements with a Payment Trigger set to “True”
where the current date exceeds 30 days to the disbursement date,
the COD System resets the Payment Trigger to “False” and the
disbursement is treated as edit only.
! For Direct Loan disbursements with a Payment Trigger set to
“True” where the current date exceeds seven (7) days to the
disbursement date, the COD System resets the Payment Trigger to
“False” and the disbursement is treated as edit only.
! If the Payment Trigger is absent from the disbursement
information, the COD System sets the Payment Trigger to “False.”
! If the Payment Trigger is set to “True,” the disbursement is
processed only if the required tags in the Disbursement block are
complete.
Note: For information on the required tags in the Disbursement
block, refer to the Minimum Data Elements Required for
Document Processing section.
! For Pell Grants, the Payment Trigger can be changed from “True”
to “False” between thirty (30) and 8 days before the disbursement
date.
! The Payment Trigger cannot be changed from “True” to “False”
within seven (7) days before the disbursement date or any time
after the disbursement date.
! Disbursement information with a Payment Trigger set to “True”
can be used either to substantiate cash that has been drawn down,
or may lead to a change in the CFL.
! Disbursement information with a Payment Trigger set to “True”
will not change the CFL until seven (7) days before the
disbursement date.
! To make an adjustment to an accepted and posted actual
disbursement, the Payment Trigger must be set to “True”.

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General Response Information Rules

Response Documents
For all Common Records received and processed by the COD System, the
COD System returns a Response document indicating the status of
Common Record processing, including any rejected data elements and
reason for the rejection.

Business Rules:
! The COD System sends one Response document for each Common
Record document submitted.
! A Response block is generated for each block of data reported on a
Common Record document.
! All Response blocks are nested within the Response document.
! Schools have an option to receive a Full or Standard Response to
Common Records processed by the COD System.
o A Full Response contains the original Common Record
sent by the School and the rejected data elements and
reason codes.
o A Standard Response contains only the rejected data
elements and reason codes.
o Unless the school contacts COD Customer Service to
change this option, the school will receive a Standard
Response.
! For Common Records transmitted via SAIG, the COD System
sends Response Documents to the school’s SAIG mailbox.

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! For Common Records transmitted via the web, schools have an

option to receive a Response either via the web or via their SAIG
mailbox.
o Unless the school contacts COD Customer Service to
change this option, the school will receive a Response via
the web. This option may be overridden on a record-by-
record basis.

School will receive: If the school sends the Common Record via:

SAIG Mailbox COD Website

Receipt Via SAIG Mailbox Via COD Website
Response Via SAIG Mailbox Via SAIG Mailbox
OR
Via COD Website

Example:
The following diagram illustrates a Response block is generated for every
block of data submitted on the Common Record and the nesting of those
blocks within the Response Document:

Common Record
Reporting School
Attending School
Student
Award
Award Response
Disbursement
Disbursement Response
Student Response
Attending School Response
Reporting School Response
Common Record Response

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Response Indicator
For each Response block returned, the COD System generates a Response
Indicator that indicates whether the block was accepted, rejected,
duplicate, held, or partially accepted with corrections.

Business Rules:
! The COD System returns a Response block with a Response
Indicator of A (Accepted), R (Rejected), D (Duplicate), H (Held),
C (Corrected), or P (Partially Accepted).
! A Response block with a Response Indicator of A (Accepted) is
returned to indicate that 100% of the information in the block was
accepted and the complex element,<EditResults>, is not returned.
Note: This rule is consistent for each of the major complex
elements (Common Record, Reporting School, Attending School,
Student, Award, and Disbursement).
! A Response block with a Response Indicator of R (Rejected) is
returned to indicate that 100% of the information in the block is
rejected. For example, under the Award information an entity
submits Pell Grant information. If the information submitted is not
valid, the COD System cannot add the Pell Grant to the COD
database. A <RsInd> of R is returned.
Note: This rule is consistent for each of the major complex
elements (Common Record, Reporting School, Attending School,
Student, Award, and Disbursement).
! A Response block with a Response Indicator of D (Duplicate) is
returned to indicate there is duplicate information on file (all of the
tags and content have previously been accepted).
Note: This rule varies slightly for each of the major complex
elements.
o Common Record Complex Element – a <RsInd> of D is
returned only when all of the tags and all content in each
major complex element match previously accepted values.
o Reporting School Complex Element – a <RsInd> of D is
returned only when all of the tags and all content from
Reporting School down (Reporting School, Attending
School, Student, Award, Disbursement) match previously
accepted values
o Attending School Complex Element – a <RsInd> of D is
returned only when all of the tags and all content from

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Attending School down (Attending School, Student,

Award, Disbursement) match previously accepted values.
o Student Complex Element – a <RsInd> of D is returned
only when all of the tags and all content from Reporting
School down (Reporting School, Attending School,
Student, Award, Disbursement) match previously accepted
values.
o Award Complex Element- a <RsInd> of D is returned only
when all of the tags and all content from Reporting School
down (Reporting School, Attending School, Student,
Award, Disbursement) match previously accepted values.
o Disbursement Complex Element - a <RsInd> of D is
returned when all of the tags and all content from
Reporting School down (Reporting School, Attending
School, Student, Award, Disbursement) match previously
accepted values. In addition, anytime a school submits a
document with a Payment Trigger set to “True” and an
existing Disbursement Number and Disbursement
Sequence Number, then an <RsInd> of D is returned
(even if all other values are different).
! A Response block with a Response Indicator of H (Held) is
returned only at the Student complex element level. An <RsInd>
of H is returned only for Full Participants submitting information
via XML when there is no match with the CPS initially.
! A Response block with a Response Indicator of C (Corrected) is
returned only when at least one piece of content information within
the complex element has been corrected. Because the COD
System corrects only Pell Grant Award and Disbursement blocks,
an <RsInd> of C is returned only in these complex elements.
! A Response block with a Response Indicator of P (Partial) is
returned when content from the complex element has been added
to the COD database, but not all the content was accepted.
Therefore, an <RsInd> of P is returned when the student was not
held (not an H), no information was changed (not a C), at least one
data element was added to COD (not an R), but not 100% of the
content was added to COD (not an A).

COD Message Classes

For information on the message classes to be used by COD Full
Participants, please refer to Appendix M – COD Message Class Table.

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Common Record Web Processing Rules

This information will be provided at a later date.

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Direct Loan Award and Disbursement Process

Utilizing Loan Key for Subsidized and Unsubsidized

Direct Loans
The Loan Key is a shortcut to avoid multiple submission of tags where
data is consistent across loans for a single borrower.

Business Rules:
! There are two reference tags in the Common Record identified as
Loan Key:
o The first tag is an attribute for DLLoanInfo - <DLLoanInfo
LoanKey=”1”>.
o The second tag is a simple element - <LoanKey>.
! Both of these reference tags are required when submitting a Direct
Loan Award information.
! These two reference tags link two sections of loan information
together expediting the reporting of similar data across subsidized
and unsubsidized loans for a single borrower.
! A LoanKey number is referenced once but can be used by multiple
subsidized and unsubsidized loans within the same submission.
See EXAMPLE #1.
Note: A PLUS loan within the same submission must have a
unique LoanKey number as some of the shared data elements in
DLLoanInfo always have different values for PLUS. For example,
the Origination Fee for PLUS loans = 4% and for subsidized and
unsubsidized loans =3%.
! It is permissible to send a unique LoanKey for each subsidized and
unsubsidized loan. See EXAMPLE #2.
! A LoanKey references the following data elements shared by
subsidized and unsubsidized loans:
o Origination Fee Percent, <OrigntnFeePct>
o Interest Rebate Percent, <IntRebatePct>
o Promissory Note Print Indicator, <PromNtPrtInd>
o Disclosure Statement Print Indicator, <DiscStmtPrtInd>
o Grade Level Indicator, <GradeLevelInd>
o Award Begin Date, <AwardBeginDt>
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o Award End Date, <AwardEndDt>

o Academic Year Begin Date, <AcYrBeginDt>
o Academic Year End Date, <AcYrEndDt>

Example:
EXAMPLE #1:
In this example, there is one LoanKey. The LoanKey = “1”can be used for
a subsidized and an unsubsidized loan. If this student submission also
included a PLUS loan, this same LoanKey = “1”could not be used for a
PLUS loan. The PLUS loan must have a unique LoanKey such as
LoanKey = “2.”

Note: This reference structure allows for more efficient transmission of

loan information. Loan information that could be reported for multiple
loans is “pulled up” to allow for a repeatable complex element.

Below is the content of DLLoanInfo and of the DLSub and DLUnsub

complex elements:

<DLLoanInfo LoanKey="1">
<OrigntnFeePct>.03</OrigntnFeePct>
<IntRebatePct>.015</IntRebatePct>
<PromNtPrtInd>S</PromNtPrtInd>
<DiscStmtPrtInd>Y</DiscStmtPrtInd>
<GradeLevelInd>1</GradeLevelInd>
<AwardBeginDt>2002-09-01</AwardBeginDt>
<AwardEndDt>2003-05-15</AwardEndDt>
<AcYrBeginDt>2002-09-01</AcYrBeginDt>
<AcYrEndDt>2003-05-15</AcYrEndDt>
</DLLoanInfo>
<DLSub>
<AwardYr>2003</AwardYr>
<CPSTransNum>4</CPSTransNum>
<AwardAmt>2625</AwardAmt>
<LoanKey>1</LoanKey>
<AwardNum>001<AwardNum>
<AwardID>123456789S03G12345001</AwardID>
<AwardCreateDt>2002-07-01</AwardCreateDt>
</DLSub>
<DLUnsub>
<AwardYr>2003</AwardYr>
<CPSTransNum>4</CPSTransNum>
<AwardAmt>1000</AwardAmt>
<LoanKey>1</LoanKey>
<AwardNum>001<AwardNum>
<AwardID>123456789U03G12345001</AwardID>
<AwardCreateDt>2002-07-01</AwardCreateDt>
</DLUnsub>

In this example, all of the LoanKey content equal one. Therefore, the
COD System knows the information in DLLoanInfo can be used for both
the DLSub and DLUnsub.
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EXAMPLE #2:
In this example, there are two LoanKeys. The LoanKey = “1”is used for
the subsidized loan and the LoanKey = “2” is used for the unsubsidized
loan. If this student submission also included a PLUS loan, the PLUS loan
requires a unique LoanKey which could be LoanKey = “3.”

Below is the content of DLLoanInfo for a student receiving a subsidized

and an unsubsidized loan where a unique LoanKey is used for each loan.

Note: Submitting DLLoanInfo in this manner does NOT take advantage

of the short cut described in the previous Example #1 for transmission of
loan information. In this example, the same Loan information is reported
multiple times within the same submission.

Below is the content of DLLoanInfo for a student receiving a subsidized

and an unsubsidized loan where a unique LoanKey is used for each loan.

<DLLoanInfo LoanKey="1">
<OrigntnFeePct>.03</OrigntnFeePct>
<IntRebatePct>.015</IntRebatePct>
<PromNtPrtInd>S</PromNtPrtInd>
<DiscStmtPrtInd>Y</DiscStmtPrtInd>
<GradeLevelInd>1</GradeLevelInd>
<AwardBeginDt>2002-09-01</AwardBeginDt>
<AwardEndDt>2003-05-15</AwardEndDt>
<AcYrBeginDt>2002-09-01</AcYrBeginDt>
<AcYrEndDt>2003-05-15</AcYrEndDt>
</DLLoanInfo>
<DLSub>
<AwardYr>2003</AwardYr>
<CPSTransNum>4</CPSTransNum>
<AwardAmt>2625</AwardAmt>
<LoanKey>1</LoanKey>
<AwardNum>001<AwardNum>
<AwardID>123456789S03G12345001</AwardID>
<AwardCreateDt>2002-07-01</AwardCreateDt>
</DLSub>
<DLLoanInfo LoanKey="2">
<OrigntnFeePct>.03</OrigntnFeePct>
<IntRebatePct>.015</IntRebatePct>
<PromNtPrtInd>S</PromNtPrtInd>
<DiscStmtPrtInd>Y</DiscStmtPrtInd>
<GradeLevelInd>1</GradeLevelInd>
<AwardBeginDt>2002-09-01</AwardBeginDt>
<AwardEndDt>2003-05-15</AwardEndDt>
<AcYrBeginDt>2002-09-01</AcYrBeginDt>
<AcYrEndDt>2003-05-15</AcYrEndDt>
</DLLoanInfo>
<DLUnsub>
<AwardYr>2003</AwardYr>
<CPSTransNum>4</CPSTransNum>
<AwardAmt>1000</AwardAmt>

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<LoanKey>1</LoanKey>
<AwardNum>001<AwardNum>
<AwardID>123456789U03G12345001</AwardID>
<AwardCreateDt>2002-07-01</AwardCreateDt>
</DLUnsub>

In this example, the DLSub and DLUnsub have unique LoanKey content.
Therefore, the DLLoanInfo cannot by “pulled up” and the DLLoanInfo
complex element is submitted twice with information for each loan.

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Submitting Direct Loan Edit Only Record with

Disbursement Information
A Direct Loan Edit Only Record can be submitted to the COD System to
originate a loan and to determine the MPN Status. When disbursement
information is sent as part of the Edit Only Record, disbursement edits are
performed, the COD System can generate Disclosure Statements, when
appropriate, and estimated disbursements are reflected on the Pending
Disbursement List report.

Note: For more information, please refer to the Generating Disclosure

Statements section.

Business Rules:
! An Edit Only Record including Disbursement information with a
Payment Trigger set to “False” functions like an Origination
Record indicating estimated disbursements.
! The Response from an Edit Only Record for a subsidized or an
unsubsidized loan provides the MPN Status and MPN Indicator.
! An Edit Only Record is processed by the COD System and serves
as an early detection for any edit issues, which may cause the
record to reject at the time of disbursement. For example, the
student identifier match with the CPS is performed on an Edit Only
Record as well as edits on disbursements if submitted.
! Including disbursement information with a Payment Trigger set to
“False” as part of the Edit Only Record is recommended for the
Direct Loan Program to assist in the timely generation of
Disclosure Statements.
Note: If an Edit Only Record with disbursement information is not
submitted to the COD System, the Pending Disbursement List report
will not reflect the estimated disbursements. In this case, the school’s
system needs the ability to query or identify when a loan award needs
an actual disbursement submitted with a Payment Trigger set to
“True.”

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Generating Disclosure Statements

Disclosure Statements are generated for subsidized and unsubsidized
loans.

Business Rules:
! Disclosure Statement Print Indicator is a data element on the
Common Record indicating whether the school or COD prints the
Disclosure Statement.
! The valid values for the Disclosure Statement Print Indicator are:
o Y = COD prints and sends to borrower
o R = COD reprint
o Defaults to option on school profile
Note: The Disclosure Statement Print Indicator does not have a
value for the school prints. If a school wants to print its disclosure
statements, this option must be set in the school profile and the
Disclosure Print Indicator field is not required in the Common
Record submission.
! If an award does not contain the Disclosure Statement Print
Indicator, the COD System defaults to the option on the school
profile when processing the award.
! Disclosure Statements printed by a school must be printed on the
approved Disclosure Statement form.
o For the approved Disclosure Statement form contact COD
Customer Service.
o When printing the Disclosure Statement, it is recommended
to use Courier, 10 point, 12 pitch font.
! The party (school or COD) who is responsible for mailing the
Disclosure Statement is also responsible for printing and mailing
the Plain Language Disclosure Statement.
! Disclosure Statements must be given to the borrower before or at
the time of the first disbursement.
o If a school submits actual disbursements for a loan award to
the COD System after the first disbursement is made, the
school must provide the borrower with the Disclosure
Statement and the Plain Language Disclosure before or at
the time of the disbursement, unless a disclosure statement
was previously sent by the COD System through an edit-
only record with disbursement information.

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! The COD System generates a Disclosure Statement for subsidized

and unsubsidized loans 30 days before the disbursement date
whether the Payment Trigger is “False” or “True.”
! If the disbursement information is submitted to the COD System
less than 30 days before the first disbursement date, the Disclosure
Statement is printed immediately.
Note: In order for the COD System to generate a Disclosure
Statement, disbursement information must be submitted and
accepted by the COD System. If you wait and submit
disbursement information seven (7) days prior to the disbursement
date, the Disclosure Statement prints seven (7) days prior to the
disbursement date.

Example: When a Disclosure Prints at COD

Disb. Info Date Disb. Payment Disb. Date Disclosure

Submitted Info Trigger Statement
Submitted Generated by
COD

More than 30 08-01-02 False 09-10-02 08-12-02

days prior
08-12-02
30 days prior 08-12-02 False 09-10-02
09-03-02
7 days prior 09-03-02 True or 09-10-02
False

On Disb. Date 09-10-02 True or 09-10-02 09-10-02

False

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Performing Annual Loan Limit Edits

The COD System performs annual Loan Limit edits using Academic Year,
Student Grade Level and, when appropriate, the Additional Unsubsidized
Loan for Health Profession Programs flag.

Business Rules:
! To perform annual loan limit edits, the COD System selects
subsidized and unsubsidized loans with the following criteria to
pool with the incoming loan:
o Same borrower as the incoming disbursement AND
o Same grade level as the incoming disbursement AND
o Same academic year start and end date as the incoming
disbursement OR
o Academic year that contains the academic year of the
incoming disbursement OR
o Academic year this is contained wholly within the
academic year of the incoming disbursement
! The COD System does not perform loan limit edits on
disbursements with overlapping academic years.
! For disbursements with overlapping academic years, the COD
System transmits a warning to the school as part of the Response
Document. This warning indicates that another disbursement with
an overlapping academic year exists and that the school is
responsible for ensuring the student has not exceeded his / her
annual loan limits.
! The COD System performs loan limit edits on subsidized and
unsubsidized loans to ensure that a student does not exceed annual
maximum loan limits based on Student Grade Level and, if
appropriate, Eligibility for Additional Unsubsidized Loan for
Health Profession Programs.
! The Additional Unsubsidized Eligibility for Health Profession
Programs tag <AddtHPPA> is submitted to the COD System to be
used when performing loan limit edits.

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! The Dependency Status and Additional Unsubsidized Eligibility

for a Dependent Student are factors not used when performing the
loan limit edits at COD.
Note: These factors must still be considered by a school when
determining a student’s loan limit.

Example:
This information will be provided at a later date.

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Submitting Direct Loan Disbursement Information

and Payment Trigger
The COD System can accept Direct Loan Disbursement information in
advance, on or after the Disbursement Date.

Business Rules:
! The COD System accepts disbursement information in advance, on
or after the disbursement date.
! Disbursement Date is the date the money was credited to the
student’s account or paid to the student (or borrower, if PLUS
loan) directly for a specific disbursement number. Disbursement
Date is NOT the date of the adjustment transaction.
! Disbursement information is submitted to the COD System with a
Payment Trigger equal to “True,” “False” or “blank.”
o A Payment Trigger = “False” (submit disbursement
information for edit only). False indicates estimated
disbursement information and functions like an origination
record.
o A Payment Trigger = “True.” True indicates actual
disbursement information.
o If the Payment Trigger is blank, the COD System sets it to
“False.”
! A Payment Trigger = “False” can be updated to “True” on a Direct
Loan disbursement.
! A Payment Trigger = “True” cannot be updated to “False” on a
Direct Loan disbursement.
Note: In this case, a school needs to adjust the disbursement to $0.
Details on adjusting disbursements to $0 are provided in the
Updating and Adjusting Direct Loan Disbursement Amounts and
Dates section.
! Payment Trigger can be updated and disbursements can be
generated, updated and adjusted on the COD website.
! The required data elements for an edit only DL disbursement are:
o Disbursement Number, <Disbursement Number= " ">
o Disbursement Amount (gross), <DisbAmt> (gross amount)
o Disbursement Date, <DisbDt>
o Payment Trigger set to “False,” <PmtTriggerFlg = “False”>
o Disbursement Sequence Number, <DisbSeqNum>
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o Disbursement Net Amount, <DisbNetAmt>

o Disbursement Fee Amount, <DisbFeeAmt>
o Interest Rebate Amount, <IntRebateAmt>
! The required data elements for an actual disbursement are:
o Disbursement Number, <Disbursement Number= " ">
o Disbursement Amount (gross), <DisbAmt> (gross amount)
o Disbursement Date, <DisbDt>
o Payment Trigger set to “True,” <PmtTriggerFlg = “True”>
o Disbursement Sequence Number, <DisbSeqNum>
o Disbursement Net Amount, <DisbNetAmt>
o Disbursement Fee Amount, <DisbFeeAmt>
o Interest Rebate Amount, <IntRebateAmt>
Note: The COD System does not accept Direct Loan PLUS
disbursements with a Payment Trigger = “True” without an
approved credit decision on file.
! The calculation to determine whether or not to increase the CFL is
driven by:
o Disbursement Date,
o Payment Trigger set to “True,” and
o Acceptance of an actual disbursement.
Note: No longer does just the Disbursement Date and an accepted
promissory note if COD prints and collects the note, drive the
calculation to determine whether or not to increase the CFL.
! Schools participating in Advance Pay can submit a Payment
Trigger = “True” up to seven (7) days prior to the disbursement
date.
o When the current date is seven (7) days or less prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System accepts the actual disbursement
whether or not the MPN or PLUS promissory note is
accepted. The COD System will not accept a PLUS actual
disbursement without an approved credit decision on file.
! The CFL calculation is performed and uses the
actual disbursement to determine if the CFL needs
to be increased once the promissory note is on file.

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! When the actual disbursement is accepted prior to

the disbursement date and the promissory note is on
file, the actual disbursement is booked on the
disbursement date and passed to Servicing.
o When the current date exceeds seven (7) days prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System resets the Payment Trigger to
“False” and the transaction is considered an edit only
transaction.
• Schools participating in Pushed Cash, can submit a Payment
Trigger = “True” up to seven (7) days prior to the disbursement
date.
o When the current date is seven (7) days or less prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System accepts the actual disbursement if
the MPN or PLUS promissory note is accepted. The COD
System will not accept a PLUS actual disbursement without
an approved credit decision on file.
! The CFL calculation is performed and uses the
actual disbursement to determine if the CFL needs
to be increased.
! When the actual disbursement is accepted prior to
the disbursement date, the actual disbursement is
booked on the disbursement date and passed to
Servicing.
o When the current date exceeds seven (7) days prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System resets the Payment Trigger to
“False” and the transaction is considered an edit only
transaction.
Note: For schools participating in Pushed Cash, the
Pending Disbursement List report can assist in identifying
estimated disbursements and their disbursement date.

! Schools placed in Cash Monitoring 1 (CM1) by Case

Management can submit a Payment Trigger = “True” up to seven
(7) days prior to the disbursement date.
o When the current date is seven (7) days or less prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System accepts the actual disbursement if
the MPN or PLUS promissory note is accepted. The COD
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System will not accept a PLUS actual disbursement without

an approved credit decision on file.
! The CFL calculation is performed and uses the
actual disbursement to determine if the CFL needs
to be increased.
! The CFL will equal the net accepted actual
disbursements. CM1 schools will not have any
money available to them until actual disbursements
are accepted by the COD System.
! When the actual disbursement is accepted prior to
the disbursement date, the actual disbursement is
booked on the disbursement date and passed to
Servicing.
o When the current date exceeds seven (7) days prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System resets the Payment Trigger to
“False” and the transaction is considered an edit only
transaction.
Note: For schools participating in CM1, the Pending
Disbursement List report can assist in identifying estimated
disbursements and their disbursement date.

! Schools placed in Reimbursement or Cash Monitoring 2 (CM2)

by Case Management can submit a Payment Trigger = “True” if the
current date is equal to or after the Disbursement Date.
o If the current date is equal to or after the Disbursement Date
and the Payment Trigger is set to “True” the disbursement
is reviewed and may be approved by SFA.
o When the current date is seven (7) days or less prior to the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System accepts the actual disbursement if
the MPN or PLUS promissory note is accepted. The COD
System will not accept a PLUS actual disbursement without
an approved credit decision on file.
o CFL is increased based on approvals by Case Management.
o Reimbursement Analyst initiates the drawdown through
GAPS.

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Example for Schools Participating in Advance Pay:

Date Disb Info Payment Disb Date Accepted RESULTS:

Submitted Trigger MPN/PLUS CFL Calculation is
Promissory Performed
Note
08-29-2002 True 09-06-2002 Yes or No NO
08-30-2002 True 09-06-2002 Yes or No YES
09-01-2002 True 09-06-2002 Yes or No YES
09-08-2002 True 09-06-2002 Yes or No YES

Example for Schools Participating in Pushed Cash or CM1:

Date Disb Info Payment Disb Date Accepted RESULTS:

Submitted Trigger MPN/PLUS CFL Calculation is
Promissory Performed
Note
08-29-2002 True 09-06-2002 Yes or No NO
(Payment Trigger is
defaulted to ‘False’
08-30-2002 True 09-06-2002 No NO
08-30-2002 True 09-06-2002 Yes YES
09-08-2002 True 09-06-2002 No NO
09-08-2002 True 09-06-2002 Yes YES

Example for Schools Participating in Reimbursement or CM2:

Date Disb Info Payment Disb Date Accepted RESULTS:

Submitted Trigger MPN/PLUS Review by SFA
Promissory
Note
08-29-2002 True 09-06-2002 Yes or No NO
08-30-2002 True 09-06-2002 Yes or No NO
09-06-2002 True 09-06-2002 Yes YES
09-06-2002 True 09-06-2002 No NO
09-08-2002 True 09-06-2002 Yes YES
09-08-2002 True 09-06-2002 No NO

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Reporting Pennies in the Award and Disbursement

Amount Data Elements
The Award and Disbursement Amounts on the Common Record may
include pennies. In the Direct Loan Program, pennies CANNOT be
disbursed. Award and Disbursement Amounts must be reported as whole
dollar amounts or a decimal point with two zeros.

Business Rules:
! The data elements for Award and Disbursement Amounts on the
Common Record may include two digits to the right of a decimal
point.
! When the reported amount does not include a decimal point, the
COD System infers a decimal point and two zeros to the right of
the last digit reported. For example, if a school reports 1000, the
COD System stores as 1000.00.
! The Direct Loan Program does NOT calculate award or
disbursements amounts using pennies. (The method for calculating
disbursements has not changed and is included in the next section.)
! For the Direct Loan Program, schools must report dollar amounts
with a decimal and two zeros to the right of the decimal (3500.00)
OR
Report the whole dollar amount only (3500) and the COD System
infers the decimal point and two zeros and stores as (3500.00).
! The award and disbursement amount data elements are:
o Award Amount, <AwardAmt>
o Award Amount Requested, <AwardAmtRqd>
o Disbursement Amount (gross), <DisbAmt>
o Disbursement Fee Amount, <DisbFeeAmt>
o Interest Rebate Amount, <IntRebateAmt>
o Disbursement Net Amount, <DisbNetAmt>

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Example:
When reporting a Direct Loan Award Amount of $2625:
1) Include the decimal point and two zeros to the right: 2625.00
OR
2) Omit the decimal point and report the whole dollar amount only: 2625
Then, the COD System infers a decimal and stores 2625.00

DO NOT submit 262500 as the COD System infers a decimal and stores
this submission as 262500.00.

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Calculating Direct Loan Disbursements

The current disbursement calculations and rounding logic used to process
Direct Loans in 2001- 2002 continues to be used for 2002-2003.

The next two sections discuss these calculations and provide examples.
This first section discusses Disbursement Amount (Gross) Calculations.
The next section discusses Disbursement Net Amount, Disbursement Fee
Amount, and Interest Rebate Amount Calculations.

Business Rules:
! The current method to calculate individual Disbursement Amounts
(Gross) and the current rounding logic remain as is. The variance
is still applied to the last disbursement. See Disbursement
Amount (Gross) Calculations below for steps and examples.
! Schools submit to the COD System the Disbursement Amount
(gross), Disbursement Fee Amount, Interest Rebate Amount and
Disbursement Net Amount for disbursements.
! The method to calculate the Disbursement Net Amount and
Disbursement Fee Amount and Interest Rebate Amount is a six
step process. See the next section Disbursement Net Amount,
Disbursement Fee Amount, and Interest Rebate Amount
Calculations for the calculations and examples.

Disbursement Amount (Gross) Calculations:

When determining disbursement amounts (gross) for a loan, dollar figures
are rounded to the nearest dollar and all disbursements are equal with the
exception of the last disbursement, in some cases. This is due to any
variance being applied to the last disbursement.

When computing gross disbursement amounts, use the following

specifications:
Step 1: Individual disbursement amount is Award Amount divided
by the total number of disbursements.
If necessary, truncate any positions that exist past 2 decimal
places.
Step 2: Round the individual disbursement amount. Rounding
occurs at the 1st and 2nd decimal places to the nearest
dollar.
• If the 1st and 2nd decimal places are 50 or greater,
increase the 1st digit to the left of the decimal sign by
one.

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• If the 1st and 2nd decimal places are less than 50, do
not change the 1st digit to the left of the decimal sign.
Step 3: To determine the amount of the last disbursement, multiply
the individual disbursement amount by the number of
disbursements.
• If the sum of the disbursements is greater than the Loan
Amount Approved, subtract the difference from the last
disbursement.
• If the sum of the disbursements is less than the Loan Amount
Approved, add the difference to the last disbursement.
The variance is applied to the last disbursement.

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Example 1: Determining Gross Disbursement Amount for Two

Disbursements
Award Amount: $2625
Step 1: 2625 divided by 2 = 1312.5000
First truncate any positions that exist past 2 decimals as
rounding occurs at the 1st and 2nd decimal places.
Therefore, 1312.5000 truncates to 1312.50
Step 2: Round at the 1st and 2nd decimal places to determine the
individual disbursement amount.
• If the 1st and 2nd decimal places are .50 or greater,
increase the 1st digit to the left of the decimal sign by 1.
• If the 1st and 2nd decimal places are less than .50, do
not change the 1st digit to the left of the decimal sign.
Round 1312.50 to 1313. Therefore, all disbursement
amounts are 1313 except the last disbursement.
Step 3: To determine the last disbursement amount, multiply the
individual disbursement amount by the number of
disbursements.
Multiply 1313 by 2 = 2626
Since $2626 is more than $2625, subtract the difference of
$1. The last disbursement is equal to $1313–$1 or $1312.
Final Results:
1st Disbursement Amount (gross) = 1313
2nd Gross Disbursement Amount (gross) = 1312
Total Award Amount = $2625

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Example 2: Determining Gross Disbursement Amount for

Three Disbursements
Award Amount: $1000
Step 1: 1000 divided by 3 = 333.3333
First truncate any positions that exist past 2 decimals as rounding
occurs at the 1st and 2nd decimal places.
Therefore, 333.3333 truncates to 333.33
Step 2: Round at the 1st and 2nd decimal places to determine the
individual disbursement amount.
• If the 1st and 2nd decimal places are .50 or greater,
increase the 1st digit to the left of the decimal sign by
one.
• If the 1st and 2nd decimal places are less than .50, do
not change the 1st digit to the left of the decimal sign.
Round 333.33 to 333. Therefore, all disbursement amounts
are 333 except the last disbursement.
Step 3: To determine the last disbursement amount, multiply the
individual disbursement amount by the number of
disbursements.
Multiply 333 by 3 = 999
Since $999 is less than $1000 you add the difference of $1.
The last disbursement is equal to $333 + $1 or $334.
Final Results:
1st Disbursement Amount (gross) = $333
2nd Disbursement Amount (gross) = $333
3rd Disbursement Amount (gross) = $334
Total Award Amount = $1000

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Example 3: Determining Gross Disbursement Amount for Six

Disbursements
Award Amount: $22,167
Step 1: 22167 divided by 6 = 3694.5000
First truncate any positions that exist past 2 decimals as
rounding occurs at the 1st and 2nd decimal places.
Therefore, 3694.5000 truncates to 3694.50
Step 2: Round at the 1st and 2nd decimal places to determine the
individual disbursement amount.
• If the 1st and 2nd decimal places are .50 or greater,
increase the 1st digit to the left of the decimal sign by 1.
• If the 1st and 2nd decimal places are less than .50, do
not change the 1st digit to the left of the decimal sign.
Round 3694.50 to 3695. Therefore, all disbursement
amounts are 3695 except the last disbursement.
Step 3: To determine the last disbursement amount, multiply the
individual disbursement amount by the number of
disbursements.
Multiply 3695 by 6 = 22170
Since $22170 is more than $22167, subtract the difference
of $3. The last disbursement is equal to $3695–$3 or
$3692.
Final Results:
1st Disbursement Amount (gross) = $3695
2nd Disbursement Amount (gross) = $3695
3rd Disbursement Amount (gross) = $3695
4th Disbursement Amount (gross) = $3695
5th Disbursement Amount (gross) = $3695
6th Disbursement Amount (gross) = $3692
Total Award Amount = $22,167

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Disbursement Net Amount, Disbursement Fee

Amount, and Interest Rebate Amount Calculations
A 6-step calculation is used to derive the Disbursement Net Amount,
Disbursement Fee Amount and Interest Rebate Amount. This process
allows a school to start the calculation with either the gross disbursement
amount or the net disbursement amount and arrive with the same results.

Business Rules:
! An up-front interest rebate amount is calculated at the
disbursement level by the schools for each subsidized,
unsubsidized, and PLUS loan.
! The combined fee/interest is a field used to assist in the calculation
of the net disbursement amount. This field is for the calculation
only and is NOT a field sent to the COD System.
! When calculating the Combined Fee/Interest Rebate Amount and
the Loan Fee Amount, take all results out three (3) decimal places
to ensure consistent results and then truncate.
! When determining the Combined Fee/Interest Rebate Amount,
Disbursement Fee Amount, and the Interest Rebate Amount
truncate the result.
! Truncate means the cents are removed and the remaining whole
dollar is the amount to use. Do not round up or down.

! When calculating individual disbursement fee amount, interest rebate

amount, and disbursement net amount, use the following
specifications for all disbursements:

To calculate Net Disbursement Amount:

Step 1: Combined Fee/Interest Rebate Amount (go out to 3
decimal places) = Disbursement Amount (Gross) x
(Origination Fee Percentage – Interest Rebate Percentage)
Step 2: Truncate the Combined Fee/Interest Rebate Amount
Step 3: Disbursement Net Amount = Disbursement Amount
(gross) – Combined Fee/Interest Rebate Amount
To calculate Loan Fee Amount:
Step 4: Disbursement Fee Amount (go out to 3 decimal places) =
Disbursement Amount (gross) x Origination Fee
Percentage
Step 5: Truncate the Disbursement Fee Amount

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To calculate Interest Rebate Amount:

Step 6: Interest Rebate Amount = Disbursement Net Amount –
(Disbursement Amount (gross) – Disbursement Fee
Amount)
To calculate from Disbursement Net Amount to Disbursement
Amount (gross) use the following calculation:
Disbursement Net Amount multiplied by 100 divided by 100
minus (Fee% - Rebate%)
OR
Disbursement Net Amount divided by .985 = Disbursement
Amount (gross) (truncated)
Then proceed with Step 4.

Example 1: Determining Combined Fee/Interest Rebate

Amount, Disbursement Net Amount, Disbursement Fee
Amount, and Interest Rebate Amount for three Disbursements

Step 1 Step 2 Step 3 Step 4 Step 5 Step 6

Disb. Gross Combined Truncated Disb. Net Disb. Fee Truncated Interest Rebate
Number Disb. Fee/Interest Rebate Combined Amount Amount Disb. Fee Amount
Amount Amount Fee/Interest Amount
Rebate
Amount

1 $1167 1167x(.03-.015)=17.505 17 1167-17=1150 1167x.03=35.01 35 1150-(1167-35)=18

2 $1167 1167x(.03-.015)=17.505 17 1167-17=1150 1167x.03=35.01 35 1150-(1167-35)=18

3 $1166 1166x(.03-.015)=17.49 17 1166-17=1149 1166x.03=34.98 34 1149-(1166-34)=17

Totals $3500 $3449 104 53

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Example 2: Determining Combined Fee/Interest Rebate

Amount, Disbursement Net Amount, Loan Fee Amount, and
Interest Rebate Amount for twelve disbursements

Step 1 Step 2 Step 3 Step 4 Step 5 Step 6

Disb. Gross Combined Truncated Disb. Net Disb. Fee Truncated Interest Rebate
Number Disb. Fee/Interest Rebate Combined Amount Amount Disb. Fee Amount
Amount Amount Fee/Interest Amount
Rebate
Amount

1 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

2 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

3 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

4 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

5 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

6 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

7 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

8 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

9 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

10 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

11 $219 219x(.03-.015)=3.285 3 219-3=216 219x.03=6.57 6 216-(219-6)=3

12 $216 216x(.03-.015)=3.240 3 216-3=213 216x.03=6.48 6 213-(216-6)=3

Totals $2625 $2589 72 36

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Updating and Adjusting Direct Loan Disbursement

Amounts and Dates
Disbursement Amounts and Dates can be updated while the Payment
Trigger is set to “False.” Once the Payment Trigger = “True,” the
Disbursement Amount and Dates can be adjusted.

Business Rules:

Updating:
! Disbursement Amount and Disbursement Date can be updated
prior to a Payment Trigger = “True.”
! To update a Disbursement Amount and/or Disbursement Date, the
following data elements are required:
o Payment Trigger = “False” or the Payment Trigger is
already set to “False” on the COD System, <PmtTriggerFlg
= “False”>
o Disbursement Number, <Disbursement Number “”>
o Disbursement Sequence Number of “01”, <DisbSeqNum>
o Disbursement Amount (gross), <DisbAmt>
o Disbursement Date, <DisbDt>
Note: When updating a disbursement, the disbursement amount
and date cannot be updated in the same submission.

Adjusting:
! Once a disbursement transaction with a Disbursement Sequence
Number of “01” is accepted with a Payment Trigger = “True,” the
Disbursement Amount and Disbursement Date must be adjusted.
! Disbursement Amount and Disbursement Date cannot be adjusted
in the same submission.
! A disbursement transaction to adjust a Disbursement Amount or
Date must have a unique Disbursement Sequence Number.
! Disbursement Sequence Numbers for a specific Disbursement
Number must be used in sequential order within the range of 01-
65.
! Disbursement Date is always the date the money was credited to
the student’s account or paid to the student (or borrower, if PLUS
loan) directly for a specific disbursement number. Disbursement
Date is NOT the date of the adjustment transaction.
! Direct Loan disbursement amounts can be adjusted to $0.
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! To adjust a Disbursement Amount, the following data elements

are required:
o Payment Trigger = “True” or the Payment Trigger is
already set to “True” on the COD System, <PmtTriggerFlg
= “True”>
o Disbursement Number, <Disbursement Number “”>
o New Disbursement Sequence Number, <DisbSeqNum>
o New Disbursement Amount (gross), <DisbAmt>
o Disbursement Date, <DisbDate>
o New Disbursement Net Amount, <DisbNetAmt>
o New Disbursement Fee Amount, <DisbFeeAmt>
o New Interest Rebate Amount, <IntRebateAmt>
Note: When adjusting a disbursement amount, the disbursement
date CANNOT also be updated in the same submission. If you
submit the disbursement date, it must be the disbursement date
already on file on the COD database for this disbursement number.
! To adjust a Disbursement Date, the following data elements are
required:
o Payment Trigger = “True” or the Payment Trigger is
already set to “True” on the COD System
o Disbursement Number, <Disbursement Number “”>
o New Disbursement Sequence Number, <DisbSeqNum>
o New Disbursement Date, <DisbDt>
! Note: When adjusting a disbursement date, the disbursement
amounts CANNOT also be updated in the same submission. If you
submit the disbursement amounts, the amounts must be the
disbursement amounts already on file on the COD database for this
disbursement number.

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Inactivating a Direct Loan

To inactivate a Direct Loan, reduce the disbursements to $0 and update the
Award Amount to $0.

Business Rules:
! The Award Amount and all Disbursements must be reduced to $0
to inactive a loan.
! All activity can be generated and submitted in the same Common
Record.
! A funded loan can be inactivated if a borrower returns the
disbursed funds to the school within 120 days of disbursement. All
principal and fees are eliminated for a loan in this status.
! A funded loan cannot be inactivated if a borrower returns the
disbursed funds to Servicing after 120 days.

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Generating Direct Loan Booking Notification

Responses
The COD System generates a Booking Notification Response when the
loan books with a first disbursement. Subsequent Booking Notifications
are NOT sent for each subsequent funded disbursement.

Business Rules:
! When the Document Status is equal to “Accepted” and the
Payment Trigger is “False,” the Common Record Response
indicates an accepted Award or in the case of Direct Loan accepted
loan.
! When the Document Status is equal to “Accepted” and the
Payment Trigger is “True,” the Common Record Response
indicates an accepted Disbursement.
! Two tags on the Common Record assists a school in determining if
a MPN/PLUS Promissory Note is accepted.
o The MPN Status tag <MPNStat> indicating a status of
“Accepted” OR
o The MPN Link Flag <MPNLinkFlg> indicating a status of
“True,” record has been linked to a MPN.
! When the Credit Decision Status tag <CrDecisionStat> indicates a
status of “A,” it is indicating an accepted credit decision for the
PLUS Loan.
! A loan books when the award is accepted, the MPN/PLUS
Promissory Note is accepted and the first Disbursement is funded.
In the case of a PLUS loan, the loan must have an accepted Credit
Decision Status.
! When a loan books, the COD System generates a Booking
Notification Response to the school.
! A Booking Notification Response contains a Document Type of
“BN.” The Document Type indicates the type of Response.
! A Booking Notification Response contains the following data
elements in the Response Complex Element <Response>:
o Booked Loan Amount, <BkdLoanAmt>
o Booked Loan Amount Date, <BkdLoanAmtDt>
o Document Type, <DocumentType>
o Processing Date, <ProcessDt>

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! The Booking Notification allows a school to update their system

with the Booked Status of a loan to assist with the Direct Loan
reconciliation process.

Example:
Below is a sample Booking Notification Response:

<CommonRecord>
<DocumentId>2002-07-0T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-07-10T09:09:09.00</CreatedDtTm>
<Source>
<COD EntityId="00000001"/>
</Source>
<Destination>
<School EntityId="12345678"/>
</Destination>
<ReportingSchl EntityId="12345678">
<AttendingSchl EntityId="12345678">
<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">
<SchlUseOnly>999999999</SchlUseOnly>
<DLSub>
<AwardYr>2003</AwardYr>
<SchlUseOnly>999999999</SchlUseOnly>
<AwardNum>001</AwardNum>
<AwardID>123456789S03G12345001</AwardID>
<Response>
<BkdLoanAmt>985</BkdLoanAmt>
<BkdLoanAmtDt>2002-07-10</BkdLoanAmtDt>
</Response>
<Disbursement Number="1">
<SchlUseOnly>999999999</SchlUseOnly>
</Disbursement>
</DLSub>
</Student>
</AttendingSchl>
</ReportingSchl>
<Response>
<DocumentType>BN</DocumentType>
<ProcessDt>2002-07-10</ProcessDt>
</Response>
</CommonRecord>

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Generating Payment to Servicing Responses

When a student or borrower makes a payment to DL Servicing within 120
days of the disbursement date, the COD System generates a Payment to
Servicing Response to be sent to a school. This transaction is used when
performing loan limits for this borrower.

Business Rules:
! A Payment to Servicing is generated by the COD System and sent
to a school when a borrower makes a payment to DL Servicing
with 120 days of the disbursement date.
! A Payment to Servicing transaction should NOT update the
disbursed amount for the loan. This transaction is for
informational purposes only and should be considered when
reviewing this borrower’s loan limit for any future loans.
! In order to process a Payment to Servicing Response accurately,
the following data elements are returned in addition to the
Response block:
! Award Year, <AwardYr>
! Award ID, <AwardId>
! Disbursement Number, <Disbursement Number = “”>
! Disbursement Sequence Number, <DisbSeqNum>
! Disbursement Sequence Numbers on a Payment to Servicing
Response are sequential in descending order starting with 99 to 91.
! The Payment to Servicing Amount is reported as a dollar value
with a negative sign.
! If a previous Payment to Servicing Amount or partial
amount needs to be reversed a positive dollar value is sent
with the next descending sequential disbursement sequence
number.
! A Payment to Servicing Response contains a Document Type of
“PS.” The Document Type indicates the type of Response.
! A Payment to Servicing Response contains the following data
elements in the Response block <Response>:
o Payment to Servicer Amount, <PmttoSvcrAmt>
o Payment to Servicer Date, <PmttoSvcrDt>
o Document Type, <DocumentType>
o Processing Date, <ProcessDt>

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Note: For all data elements refer to the sample on the next page.

Example:
A school receives a Payment to Servicing transaction for $500 on a fully
disbursed $2625 loan for a first year student. The school’s system should
continue to store the borrower’s loan as $2625.

However, if the first year student decides to later request an additional loan
for $500 for the same academic year, the $500 Payment to Servicing is
used by the school when calculating the student’s annual loan limit of
$2625 and the student IS ELIGIBLE to borrow an additional $500 loan.

Thus, the school’s system should display two loans for this first-year
student:

Student Academic Year Disbursed Payment to

Grade Loan Amount Servicing
Level
1 09/02/2002 to 06/20/2003 $2625 $500

1 09/02/2002 to 06/20/2003 $500

Annual Loan Limit for 1st Year = $2625

Total Disbursed for Academic Year = $3125
Payment to Servicing = $500

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Below is a sample Payment to Servicing Response:

<CommonRecord>
<DocumentId>2002-07-10T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-07-10T09:09:09.00</CreatedDtTm>
<Source>
<COD EntityId="00000001"/>
</Source>
<Destination>
<School EntityId="12345678"/>
</Destination>
<ReportingSchl EntityId="12345678">
<AttendingSchl EntityId="12345678">
<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">
<SchlUseOnly>999999999</SchlUseOnly>
<DLSub>
<AwardYr>2003</AwardYr>
<SchlUseOnly>999999999</SchlUseOnly>
<AwardID>123456789S03G12345001</AwardID>
<Response>
<PmttoSvcrAmt>-1000.00</PmttoSvcrAmt>
<PmttoSvcrDt>2002-07-10</PmttoSvcrDt>
</Response>
<Disbursement Number="1">
<SchlUseOnly>999999999</SchlUseOnly>
<DisbSeqNum>99</DisbSeqNum>
</Disbursement>
</DLSub>
</Student>
</AttendingSchl>
</ReportingSchl>
<Response>
<DocumentType>PS</DocumentType>
<ProcessDt>2002-07-10</ProcessDt>
</Response>
</CommonRecord>

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Direct Loan Promissory Note Processing

Promissory Note Processing

The Promissory Note process is either the responsibility of the school or
the COD System.

Business Rules:
! Obtaining a signed Promissory Note is either the responsibility of
the school or the COD System.
o For a subsidized or unsubsidized loan, the student can
complete an e-MPN or a paper MPN.
o For a PLUS loan, the borrower must complete a paper
PLUS Promissory Note.
! A student can decide to complete an electronic MPN.
o A student completes this process on the LO On-Line
Application.
o When a student completes the e-MPN process, a
Promissory Note Response is sent to the appropriate school.
! When a school is responsible for the Promissory Note process, the
school or the COD System can print MPN/PLUS Promissory
Notes.
o The school must send all completed promissory notes to the
following address: P.O. Box 5692, Montgomery, AL
36103-5692.
! Upon receipt of paper notes, the notes are screened for
completeness.
o Incomplete notes are returned to the school for correction.
o Accepted notes generate a Promissory Note Response to be
sent to the school.
! When COD is responsible for the Promissory Note process, the
MPN/PLUS Promissory Notes are printed by the COD System and
mailed to the borrower.
o The borrower returns all completed notes to COD.
o The COD System generates and sends a Response to the
school promissory note. For more details on this response
process, see the section, “Generating a MPN/PLUS
Promissory Note Response.

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Submitting a Promissory Note Print Indicator

The Promissory Note Print Indicator identifies at the individual loan level
who is responsible for the printing of the promissory note for a specific
loan and can override the school’s promissory note print option. This
indicator can also be used to request the COD System to reprint a
promissory note.

Business Rules:
! One of the school options in the COD System indicates who is
responsible, the school or the COD System, for printing promissory
notes for loans originated by that school.
! The Promissory Note Print Indicator allows a school to decide at
the individual loan level who is responsible to print the note for a
specific loan and overrides the selected school option.
! The Promissory Note Print Indicator can also be used to request the
COD System to reprint a promissory note.
! The Promissory Note Print Indicator is an optional data element
that can be submitted for an individual loan award.
o S = COD Prints and sends to Borrower
o R = COD Prints and sends to School
o Z = COD Reprint
! If an award does not contain the Promissory Note Print Indicator,
the COD System defaults to the option on the school profile when
processing the award.
! Schools printing Promissory Notes can either
o Print using the appropriate approved form or
o Print all text including data and data labels using the same
format and wording as the form provided by the
Department of Education.
Note: Schools printing all text must have the format approved by
SFA. For more information on the approval process contact
Customer Service.
! To obtain approved Master Promissory Note and PLUS Promissory
Note forms contact Customer Service.
! MPN and PLUS Promissory Note print specifications are provided
at the end of this Implementation Guide.
! When printing Promissory Notes, it is recommended to use
Courier, 10 point, 12 pitch font.

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! When mailing the MPN, a number 10 business window envelope is

recommended.
! MPN and PLUS Promissory Note print specifications are provided
in Appendix L – Print Specifications.

Example:
A school has selected the option with COD to print all its own promissory
notes. The printer used by the school malfunctions and cannot be repaired
for four weeks.

During this four week period, the school submits all loan records with a
print indicator of ‘R’ = COD Prints and sends to School.

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Master Promissory Note

The Master Promissory Note (MPN) is the approved promissory note for
Direct Subsidized and Unsubsidized Loans for all schools. No changes are
being made to the MPN data elements for 2002-2003.

Business Rules:
! The MPN is a legal document requiring a student to repay the
funds borrowed under the Direct Loan Program.
! No dollar amount is printed on the MPN by the school or COD and
only one MPN is used for both subsidized and unsubsidized loans.
! The MPN ID prints on the MPN and is the 21-character loan ID of
one of the loans associated with the MPN with a loan type of “M”
for MPN for 01 and forward. For example:
999999998M03Gxxxxx001
! The components for the MPN ID are:
o Student’s Social Security Number: 001010001–999999998
o MPN Indicator: M for 01 and forward or S or U for 00
o Program Year: 00 and forward
o Direct Loan School Code: X00000–X99999 where X = G
or E
o Loan Sequence Number: 001–999
Note: The school code imbedded in the Loan ID continues to be
the DL school code (G or E code) and does NOT use the Common
School Identifier.
! The MPN ID is used by the COD System to identify which loans
are linked to a MPN.
! A MPN must be printed by the school or COD and signed by the
student borrower before disbursing a Direct Subsidized Loan or
Direct Unsubsidized Loan.
! An open MPN is valid for up to ten years from the later of the date
received or the first actual disbursement for any associated full
loan origination record.
! To close a MPN a student must provide a request in writing to the
Direct Loan Servicing Center or the school.
! When a school receives a closed notification, the school must
forward all original documentation to COD.

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! Once a MPN is closed, no new loans can be linked to it. A new

MPN must be generated if new loans are originated. However, all
disbursements and booking activities for the loans already linked to
the closed MPN continue to be processed by the COD System.

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Master Promissory Note Features

Schools can process MPNs using the Single-Year or Multi-Year Feature.

Multi-Year MPN Feature

Multi-year feature of the MPN applies to all four-year and
graduate/professional schools that are not subject to an emergency action
or limitation, suspension, or termination (LS &T) action per Direct Loan
regulations. Any school with questions regarding eligibility may contact
Direct Loan Operations. For more information regarding eligibility for the
Multi-Year MPN feature see Dear Partner (Colleague) Letter GEN-00-3.

Business Rules:
! When processing 2002-2003 loan records, COD is aware of open
MPNs processed by the LOC for program years prior to 2002-
2003.
! If a borrower is attending a school using the multi-year feature, the
borrower may have only one open MPN on file at COD, for all
subsidized and unsubsidized loans originated for program year
1999-2000 and forward.
! Schools using the multi-year feature must have a confirmation
process in place. For more details regarding confirmation process,
refer to the Direct Loan School Guide, Chapter 6 at
http://www.ed.gov/DirectLoan/pubs/profpubs.html.
! An open MPN on file at COD is assigned to a student.
! A school using the multi-year feature can use any MPN accepted
by the COD System.
! All loans for a student are linked to the same MPN across schools
and academic years.
! The Social Security Number (SSN), Date of Birth, and Last Name
or First Name on an award must match the SSN, Date of Birth, and
First Name on the MPN. If there are any differences, the COD
System is not able to link the award to the MPN.

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Single-Year MPN Feature

The single-year MPN feature requires that a new MPN be completed for a
student for each academic year. All schools NOT eligible to process
MPNs using the multi-year feature, must use the single-year feature.
Schools eligible for the multi-year feature may opt to process MPNs using
the single-year feature.

Business Rules:
! Under single-year feature a new MPN must be generated each
academic year for each student.
! A single-year school must use a MPN generated at or for that
school only.
! A single-year school can link multiple subsidized and unsubsidized
loans for the same academic year, for the same student, to the same
MPN.
! The academic year start and end dates must be the same on all loan
records linked to a specific MPN under the Single-Year feature.
! When a school eligible for the Multi-Year feature, opts to use the
Single-Year feature, the school must update their option on the
COD website.

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Generating a MPN/PLUS Promissory Note Response

A MPN/PLUS Promissory Note Response is generated by COD and sent
to a school to provide the status of a MPN or a PLUS Promissory Note.

Business Rules:
! A MPN/PLUS Promissory Note Response provides the status of a
MPN or a PLUS Promissory Note.
! A MPN/PLUS Promissory Note Response contains a Document
Type of “PN.” The Document Type indicates the type of
Response.
! A MPN/PLUS Promissory Note Response contains the following
data elements in the Response Complex Element <Response>:
o MPN Status, <MPNStat>
o Document Type, <DocumentType>
o Processing Date, <ProcessDt>
• In addition, the following data elements are in the MPN/PLUS
Promissory Note Response:
o MPN ID, <MPNId>
o Electronic MPN Flag <EMPNFlg> is part of the Response
if an electronic MPN is filed by the student.
Note: The sample MPN Response on the next page does
not have this data element as an e-MPN was not filed.
! A MPN/PLUS Promissory Note Response is generated by the COD
System when a paper or electronic MPN/PLUS Promissory Note is
linked to an accepted loan award OR for pending notes.
! A Pending MPN is an accepted MPN which cannot yet be linked
with an loan award record. (No accepted Origination record on
file). In some cases, this situation is created by an e-MPN.
! For subsidized and unsubsidized loans, the COD System will
generate MPN Responses for Pending MPNs starting with version
1.1, April 29, 2002. (For MPNs accepted between 3/18/02 to
4/29/02, the COD System will run a special routine to capture and
send these MPN Responses to schools.)
Note: For PLUS loans, PLUS Promissory Note Responses are
NOT generated by the COD System at this time for Pending PLUS
Promissory Notes.
! An e-MPN Flag = “True” on a Promissory Note Response
identifies that the loan has been linked to an e-MPN.
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Example:
Below is a sample MPN Response where an e-MPN was not filed by the
borrower:

<CommonRecord>
<DocumentId>2002-07-10T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-07-10T17:20:01.00</CreatedDtTm>
<Source>
<COD EntityId="00000001"/>
</Source>
<Destination>
<School EntityId="00000632"/>
</Destination>
<ReportingSchl EntityId="00000632">
<AttendingSchl EntityId="00000632">
<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">
<DLPLUS>
<AwardYr>2003</AwardYr>
<SchlUseOnly>722411</SchlUseOnly>
<AwardID>123456789P03G12345001</AwardID>
<AwardAmtRqd>6000</AwardAmtRqd>
<Borrower SSNum="123456789" DtofBirth="1970-01-01" LastName="Smith"/>
<Response>
<MPNStat>R</MPNStat>
</Response>
</DLPLUS>
</Student>
</AttendingSchl>
</ReportingSchl>
<Response>
<DocumentType>PN</DocumentType>
<ProcessDt>2002-07-15</ProcessDt>
</Response>
</CommonRecord>

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Direct Loan PLUS Credit Check

Requesting a PLUS Credit Decision

Schools can request a PLUS Credit Decision on-line. This information
will be provided at a later date.

Generating Credit Decision Override Responses

When a PLUS borrower requests a credit decision override or submits an
Endorser Addendum, a Credit Decision Override Response is generated by
the COD System and sent to the school. This response provides the credit
decision status of the override or endorser.

Business Rules:
! A Credit Decision Override Response is generated by the COD
System and sent to a school to provide the status of a credit
override or the credit decision results of an endorser.
! A Credit Decision Override Response contains a Document Type
of “CO.” The Document Type indicates the type of Response.
! A Credit Decision Override Response contains the following data
elements in the Response block <Response>:
o PLUS Credit Decision Override Indicator, <CrOverrideInd>
o Credit Decision Date, <CrDecisionDate>
o Document Type, <DocumentType>
o Processing Date, <ProcessDt>

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Example:
Below is a sample Credit Decision Override Response:
<CommonRecord>
<DocumentId>2002-07-11T09:09:09.0012345678</DocumentId>
<CreatedDtTm>2002-07-11T09:09:09.00</CreatedDtTm>
<Source>
<COD EntityId="00000001"/>
</Source>
<Destination>
<School EntityId="00000632"/>
</Destination>
<ReportingSchl EntityId="00000632">
<AttendingSchl EntityId="00000632">
<Student SSNum="123456789" DtofBirth="1972-01-01" LastName="Smith">
<DLPLUS>
<AwardYr>2003</AwardYr>
<SchlUseOnly>722411</SchlUseOnly>
<AwardNum>001</AwardNum>
<AwardID>123456789P03G12345001</AwardID>
<Borrower SSNum="123456789" DtofBirth="1970-01-01" LastName="Smith"/>
<Response>
<CrDecisionDt>2002-07-11</CrDecisionDt>
<CrOverrideInd>C</CrOverrideInd>
</Response>
</DLPLUS>
</Student>
</AttendingSchl>
</ReportingSchl>
<Response>
<DocumentType>CO</DocumentType>
<ProcessDt>2002-07-11</ProcessDt>
</Response>
</CommonRecord>

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Direct Loan Reports

Direct Loan Reports Options

Direct Loan Report options are available to schools on the COD website.

Business Rules:
! Direct Loan Reports for 2002 –2003 are sent to schools as a flat
file and not an XML document.
! Schools select a report’s format for the flat file on the COD
website. The format options include:
o PDF or Excel
o Delimited pipe or delimited comma (see example below)
o Preformatted Text file
! Portrait
! Courier 10
! 78 characters per line
! 59 lines per page
o Fixed Length file
! Some report options are tailored to a specific report. These
specific options are discussed under the appropriate report section.

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Below is a summary of all Direct Loan Reports and available formats

generated by the COD System.

PDF Delimited Preformatted Fixed

or Text Length
Excel
School Account Statement X X
(SAS)
Pending Disbursement List X X X
Funded Disbursement List X X X
30 Day Warning X X X
Inactive Loans X X X
Duplicate Student Borrower X X X
SSN/Name/Date of Birth X X X
Change
Disbursement Activity Not X X X
Yet Booked at Servicing

Example:
Below is an example of a pipe delimited report format:

Name|SSN|City
John Brown|111-11-1111|Columbus|
Sandra Farmer|111-11-2222|Fort Lauderdale|

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School Account Statement (SAS)

The School Account Statement (SAS) contains the functionality
previously contained in the Direct Loan School Account Statement
(DLSAS) and the 732 Reports.

Business Rules:
! School Account Statement (SAS) is generated by the COD System on
a monthly basis.
! Once a school has closed out a specific program year, a school has
the option to not receive the SAS with approval and verification
from Direct Loan Operations.
! Schools have the option to have their SAS generated on the:
o First of the month (default setting) OR
o 15th of the month.
! Loan Detail is available at the disbursement level or the loan level.
! Schools have the option to receive the SAS in the following
formats:
o Delimited (message class DSDD03OP – Disbursement
level or DSLD03OP – Loan level)
o Fixed length file (message class DSDF03OP –
Disbursement level or DSLF03OP – Loan level)
! Summary information is always on the SAS and includes:
o Year-to-Date Cash Summary
o Monthly Cash Summary
o Year-to-Date Disbursement Summary by Loan Type
o Monthly Disbursement Summary by Loan Type
! Cash Detail and Loan Detail information is optional on the SAS.
! School options for the Cash Detail section of the SAS include:
o Monthly Cash Detail (default setting) OR
o Year-to Date Cash Detail OR
o No Cash Detail

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! School options for the Loan Detail section of the SAS include:
o Disbursement Level Detail:
! Monthly without loan summary (default setting) OR
! Year-to-Date with loan summary OR
o Loan Level Detail Year-to-Date OR
o No Loan Detail

Example:
A copy of the preformatted report will be provided at a later date.

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Pending Disbursement List Report

Schools can use the Pending Disbursement List report (formerly the
Anticipated Disbursement Listing) to determine estimated disbursements
and disbursement dates on file on the COD System.

Note: Disbursements on this report have Payment Triggers = “False.”

Business Rules:
! The Pending Disbursement List Report is provided in the following
file formats:
o Delimited (message class DALC03OP)
o Preformatted Text file (message class DIAA03OP)
o Downloadable to PDF or Excel

Example:
A copy of the preformatted report will be provided at a later date.

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Funded Disbursement List Report

The Funded Disbursement List report (formerly the Actual Disbursement
Roster) displays all disbursements that have been funded.

Business Rules:
! The Funded Disbursement List Report is available in the following
formats:
o Delimited (message class DARC03OP)
o Preformatted Text file (message class DIAC03OP)
o Downloadable to PDF or Excel

Example:
A copy of the preformatted report will be provided at a later date.

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30 Day Warning Report

The 30-Day Warning Report lists unbooked loans for which the COD
System has not received the required elements for “booking” a loan within
30 days of the disbursement date. Award Amounts adjusted to $0 do not
appear on this report. Also, loans that appear on the 30-Day Warning
Report for a 90-day period are removed if a Promissory Note has not been
received and a disbursement funded at COD.

Business Rules:
! The 30 Day Warning Report is available in the following formats:
o Delimited (message class DIWC03OP)
o Preformatted Text file (message class DIWR03OP)
o Downloadable to PDF or Excel
! Loans with Award Amounts = $0 do not display on this report.
! Loans that display on this report for a 90-day period without a
promissory note accepted and a disbursement funded are removed.

Example:
A copy of the preformatted report will be provided at a later date.

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Inactive Loans Report

The Inactive Loan Report lists all Direct Loan Awards that have been
inactivated (adjusted to $0) by the school for the reporting period.

Business Rules:
! The Inactive Loans Report is provided in the following file
formats:
o Delimited (message class INACCDOP)
o Preformatted Text file (message class INACCFOP)
o Downloadable to PDF or Excel

Example:
A copy of the preformatted report will be provided at a later date.

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Duplicate Student Borrower Report

The Duplicate Student Borrower Report lists the student borrowers for
which the COD System has accepted multiple Direct Subsidized and/or
Unsubsidized Award records with the same or overlapping academic
years.

Business Rules:
! The Duplicate Student Borrower Report is provided in the
following file formats:
o Delimited (message class DUPLCDOP)
o Preformatted Text file (message class DUPLPFOP)
o Downloadable to PDF or Excel

Example:
A copy of the preformatted report will be provided at a later date.

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SSN/Name/Date of Birth Change Report

Report description will be provided at a later date.

Business Rules:
! The SSN/Name/Date of Birth Change Report is provided in the
following file formats:
o Delimited (message class SNDCCDOP)
o Preformatted Text file (message class SNDCPFOP)
o Downloadable to PDF or Excel

Example:
A copy of the preformatted report will be provided at a later date.

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Disbursement Activity Not Yet Booked at Servicing

Report
Report description will be provided at a later date.

Business Rules:
! The Disbursement Activity Not Yet Booked at Servicing Report
Report is provided in the following file formats:
o Delimited (message class DABSCDOP)
o Preformatted Text file (message class DABSPFOP)
o Downloadable to PDF or Excel

Example:
A copy of the preformatted report will be provided at a later date.

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Direct Loan Rebuild Process

This information will be provided at a later date.

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Direct Loan Entrance/Exit Interview

Requesting an Entrance Counseling File/Report

Schools may request an Entrance Counseling File or Report to identify
students who have completed entrance counseling on the Loan Origination
On-line Application.

Business Rules:
! Borrower’s Entrance Counseling results from the Loan Origination
On-Line Application are available in an electronic file format.
! Schools can choose to receive this optional report daily, weekly, or
monthly. The default frequency option is monthly.
! Schools can choose from the following file formats:
o ASCII-delimited (message class DECC03OP)
o Fixed length with Header and Trailer (message classs
DECF03OP)
o Pre-formatted report (message class DECP03OP)
! The default file format is fixed length file.

Example:
Below is a sample of a monthly Entrance Counseling Results Report:

REPORT DATE: 07/31/2002 U.S. DEPARTMENT OF EDUCATION Page 1

REPORT TIME: 23:59:59 FEDERAL DIRECT LOAN PROGRAM
ENTRANCE COUNSELING QUIZ RESULTS

SCHOOL NAME: HARVARD UNIVERSITY

ADDRESS: 234 PINEAPPLE BLVD, SPRINGFIELD, VA 34382
SCHOOL CODE: G92155
--------------------------------------------------------------------------------
Borrower Borrower Borrower Completion Completion R&R
SSN DOB Name Date Time Ack
--------------------------------------------------------------------------------
111-22-3333 01/01/1975 Pradip T Harris 07/02/2002 12:01:01 AM Y
222-33-4444 01/01/1980 Scott Myers 07/12/2002 12:01:01 PM Y
333-22-5555 01/01/1978 Joe Blow 07/21/2002 11:01:01 PM Y
--------------------------------------------------------------------------------
THIS DOCUMENT CONTAINS SENSITIVE INFORMATION PROTECTED BY THE PRIVACY ACT
================================================================================

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Requesting an Exit Counseling File/Report

Schools may request an Exit Counseling File or Report to identify students
who have completed exit counseling on the Direct Loan Servicing
Website.

Business Rules:
! Borrower’s Exit Counseling results from the Direct Loan Servicing
Website are available in an electronic file or downloadable format.
! Schools can choose to receive this optional report daily, weekly, or
monthly. The default frequency option is monthly.
! Schools can choose from the following file formats:
o ASCII-delimited (message class DLCM03OP)
o Fixed length with Header and Trailer (message classs
DLFF03OP)
o Pre-formatted report (message class DLFM03OP)

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Pell Grant Award and Disbursement Process

Pell Correction Edits to be Treated as Rejects

The COD System provides an option for the processing of Pell data that
allows schools to choose if they want to accept corrections to the Pell
Grant data they submit to the COD System, or if they would rather have
the data rejected.

Business Rules:
! Schools may select an option to have Pell Grant data that fails edits
rejected rather than receive corrections for that data.
! This option applies to all edits that are marked as an Edit Type C/R
in Appendix E – Edit Comment Codes and Descriptions.
! Both corrections and rejections utilize the same edit number to
indicate which edit was set; the Response Indicator differentiates
between corrected and rejected.
! When returning Response Document files, the COD System
returns an edit code, the field it pertains to and the value submitted
for rejected data
! When returning Response blocks, the COD System returns an edit
code, the field to which it pertains, and the corrected value.
! Unless the School contacts COD Customer Service to change this
option, the COD System will correct their data.

Storing of Reject Records

The COD System stores all rejected records. These rejects can be viewed
on the COD website.

Business Rules:
! Schools may view their rejected records on the COD website.
! Rejected records are not included in the YTD or Reconciliation
report.

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Reporting Pennies in the Award and Disbursement

Amounts Data Elements
The Award and Disbursement Amounts on the Common Record may
include pennies. In the Pell Grant Program, pennies can be reported as
partial dollars or two zeros.

Business Rules:
! The data elements for Award and Disbursement Amounts on the
Common Record may include two digits to the right of a decimal
point.
! When the reported amount does not include a decimal point, the
COD System infers a decimal point and two zeros to the right of
the last digit reported. For example, if a school reports 1000, the
COD System infers a decimal and two zeros and stores as 1000.00.
! In the Pell Grant Program, schools may report partial dollars
(3500.32) OR zeros in the last two digits (3500.00) for Award
Amount and Disbursement Amount
OR
! Report the whole dollar amount only (3500) and the COD System
infers the decimal point and two zeros and stores as (3500.00).
! The Award and Disbursement Amount data elements are:
o Award Amount, <AwardAmt>
o Disbursement Amount, <DisbAmt>

Example:
When reporting a Pell Grant Award Amount of $2625. 34:

1) Include the decimal point and two digits to the right: 2625.34
OR
2) Include the decimal point and two zeroes to the right: 2625.00
OR
3) Omit the decimal point and report the whole dollar amount only: 2625
Then, the COD System infers a decimal and two zeros and stores 2625.00.

DO NOT submit 262500 as the COD System infers a decimal and stores
this submission as 262500.00.

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Establishing Pell Grant Award Information

Award information submitted to the COD System for a student from a
specific Attending School applies to the entire award year for that student.

Business Rules:
! The COD System establishes only one set of Award information
per Attending School Entity ID per student per award year.
o The first submission of Award information that is accepted
by the COD System establishes the Pell Grant award for the
student for that Attending School Entity ID for that award
year.
o Subsequent submissions of Award information for that
student, Attending School Entity ID, and award year are
treated as an update to the original accepted data.
! Pell Grant Award Amounts that establish the award cannot be zero
on first submission.
! The COD System uses the CPS Transaction Number submitted
with the Award information to pull the EFC and Cost of
Attendance reported for the student from the CPS and determine
the student’s Scheduled Federal Pell Grant. The Scheduled Federal
Pell Grant and the student’s Percentage of Eligibility Used at any
other Attending campus(es) is used to determine the student’s
maximum Award Amount for the entire award year.
! The CPS Transaction Number reported in the Award information
applies to all Pell Grant transactions for that award year.
! The COD System uses the Scheduled Federal Pell Grant Payment
and Disbursement Schedules, including the Low Tuition Payment
and Disbursement Schedules, to calculate the Scheduled Award
and validate the Award Amounts.
Note: Refer to Appendix H – Pell Calculations Table for the data
elements and calculations that apply according to the Payment
Methodology used by the School.
! If the Award Amount for the entire award year reported for the
student exceeds the maximum Award Amount determined by the
COD System, COD either corrects or rejects the Award Amount
depending on the school’s selected option.
o If rejected, the School must determine the correct Award
Amount and resubmit to the COD System.

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Note: Refer to the Pell Correction Edits to Be Treated as Rejection

Edits section for more information.
! If the Award information for a student changes, the School must
submit the change to the COD System within 30 days of the date
the School becomes aware of the change, or by the established Pell
Grant reporting deadline, whichever comes first.
! The COD System does not use the Award information to establish
or adjust a school’s Pell Grant CFL. Only Disbursement
information submitted with a Payment Trigger set to “True” can
change a school’s Pell Grant CFL.
! The COD System does not accept new Award information or
increases to Award information after the established student award
data submission deadline (September 30, 2003 or the next business
day) unless the school has been granted administrative relief from
this deadline, or has received relief from this deadline via the Audit
process.
! The COD System always accepts Award information decreases
until the award year shut down (September 30, 2008).

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Removal of Enrollment Status Edit on Award Amount

The COD System does not edit Enrollment Status to determine Award
Amount. In instances where required because of the Payment
Methodology, the COD System also edits Award Amount based upon
Weeks of Instruction and Clock Hours.

Business Rules:
! Schools are no longer required to report Enrollment Status.

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Submitting Pell Grant Disbursement Information and

Payment Trigger
The COD System can accept Pell Grant Disbursement information in
advance of, on, or after the disbursement date.

Business Rules:
! Disbursement Date is defined as the date money was credited to the
student’s account or paid to the student directly.
! The COD System must accept an Award Amount greater than zero
($0) before it can accept Disbursement information for that student.
Note: Award and Disbursement information can be submitted and
accepted in the same transmission.
! A student can have up to 20 disbursements (Numbers 01-20)
! Pell Grant Disbursement Amounts cannot be zero on first
submission.
! The total accepted and posted Disbursement information
(disbursement information with Payment Trigger = “True”) cannot
exceed the Award Amount for that student.
! When reporting a change to the COD System, replacement
Disbursement Amounts must be reported rather than an adjustment
to the existing Disbursement Amount.
Note: Refer to section titled Updating and Adjusting Pell Grant
Disbursement Amounts and Dates for more information.
! Disbursement Date may range from 2002-06-21 (June 21, 2002) to
2008-09-30 (September 30, 2008).
! The COD System accepts Disbursement information with
downward adjustments through 2008-09-30 (September 30, 2008).
! Depending on the funding method employed by the school, the
COD System may accept Disbursement information in advance of,
on, or after the disbursement date.
! Disbursement information is submitted to the COD System with a
Payment Trigger equal to “True”, “False” or “blank.”
o Disbursements with a Payment Trigger set to “False” are
treated as edit only and do NOT change the CFL. False
indicates disbursement information expected as of the time
of the submission.

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o Disbursements with a Payment Trigger set to “True”

change the CFL when applicable. True indicates actual
disbursement information.
o If the Payment Trigger is blank, the COD System sets it to
“False.”
! Payment Trigger can be updated and disbursements can be
generated, updated and adjusted on the COD website.
! The required data elements for a Pell Grant edit only disbursement
are:
o Disbursement Number, <Disbursement Number= " ">
o Disbursement Amount, <DisbAmt>
o Disbursement Date, <DisbDt>
o Payment Trigger set to “False”, <PmtTriggerFlg = “False”>
o Disbursement Sequence Number, <DisbSeqNum>
! The required data elements for a Pell Grant disbursement
submitted to substantiate the CFL:
o Disbursement Number, <Disbursement Number= " ">
o Disbursement Amount, <DisbAmt>
o Disbursement Date, <DisbDt>
o Payment Trigger set to “True,” <PmtTriggerFlg = “True”>
o Disbursement Sequence Number, <DisbSeqNum>
! Pell Grant CFL changes, if applicable, are driven by:
o Disbursement Date, <DisbDt>
o Payment Trigger set to “True,” <PmtTriggerFlg = “True”>
! Schools designated as Advance Pay or Cash Monitoring 1
(CM1) may submit a Payment Trigger set to “True” up to 30 days
before the Disbursement Date.
o If the current date exceeds 30 days before the Disbursement
Date and the Payment Trigger is set to “True,” the COD
System resets the Payment Trigger to “False” and considers
the disbursement an edit only.
o If the current date is within eight (8) to 30 days before the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System accepts the disbursement, but
does not post the disbursement until seven (7) days before
the Disbursement Date.

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o If current date is within seven (7) days before the

Disbursement Date and the Payment Trigger is set to
“True”, the COD System posts the disbursement.
! Schools designated as Pushed Cash may submit a Payment
Trigger set to “True” up to 30 days before the disbursement date.
o If the current date exceeds seven (7) days before the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System resets the Payment Trigger to
“False” and considers the disbursement an edit only.
o If current date is within seven (7) days before the
Disbursement Date and the Payment Trigger is set to
“True,” the COD System posts the disbursement.
! Schools designated as Reimbursement or Cash Monitoring 2
(CM2) can submit a Payment Trigger set to “True” if the current
date is equal to or after the Disbursement Date.
o If current date is before the Disbursement Date and the
Payment Trigger is set to “True”, the COD System resets
the Payment Trigger to “False” and considers the
disbursement an edit only.
o If the current date is equal to or after the Disbursement Date
and the Payment Trigger is set to “True,” the COD System
posts the disbursement upon review of documentation by
Case Management.
! A Payment Trigger set to “True” can only be updated to “False” on
a Pell Grant disbursement if the current date is within eight (8) to
30 days before the Disbursement Date.
! Disbursement information with a Payment Trigger of “True” is
rejected unless a student has accepted Award information on file
for that Attending School.

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Example for Schools Designated as Advance Pay or Cash

Monitoring 1 (CM1):

Date Sent Disbursement Sequence Disbursement Disbursement Payment Result

Number Number Date Amount Trigger
08/15/2002 01 01 09/08/2002 $1500.00 True Posted on 9/1/02 (7
days before
disbursement date)

02/01/2003 02 01 02/07/2003 $1500.00 True Posted on 2/1/2003

(7 days before
disbursement date)

03/01/2003 03 01 06/01/2003 $500.00 True Payment Trigger

flips to “False” and
disbursement
treated as edit only;
School must
resubmit
Disbursement
information within
30 days of
Disbursement Date.

Example for Schools Designated as Pushed Cash:

Date Sent Disbursement Sequence Disbursement Disbursement Payment Result

Number Number Date Amount Trigger
08/15/2002 01 01 09/08/2002 $1500.00 True Payment Trigger
flips to “False” and
disbursement
treated as edit only;
School must
resubmit
Disbursement
information within 7
days of
Disbursement Date.

02/01/2003 02 01 02/07/2003 $1500.00 True Posted on 2/1/2003

(7 days before
disbursement date)

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Example for Schools Designated as Reimbursement or Cash

Monitoring 2 (CM2):

Date Sent Disbursement Sequence Disbursement Disbursement Payment Result

Number Number Date Amount Trigger
09/06/2002 01 01 09/08/2002 $1500.00 True Payment Trigger
flips to “False” and
disbursement
treated as edit only;
School must
resubmit
Disbursement
information on or
after the
Disbursement Date.

02/07/2003 02 01 02/07/2003 $1500.00 True Posted on 2/7/2003

(On or after
disbursement date,
upon review of
documentation by
Case Management)

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Updating and Adjusting Pell Grant Disbursement

Amounts and Dates
Disbursement Amounts and Dates can be updated prior to the Payment
Trigger being set to “True.” Once the Payment Trigger = “True,” the
Disbursement Amount and Dates can be adjusted.

Business Rules:

Updating:
! Disbursement Amount and Disbursement Date can be updated
prior to a Payment Trigger = “True.”
! When updating the Disbursement Amount, replacement
Disbursement Amounts must be reported rather than an adjustment
to the existing Disbursement Amount.
! To update a Disbursement Amount and/or Disbursement Date, the
following data elements are required:
o Payment Trigger = “False” or the Payment Trigger is
already set to “False” on the COD System, <PmtTriggerFlg
= “False”>
o Disbursement Number, <Disbursement Number “”>
o Disbursement Sequence Number set to “01”,
<DisbSeqNum>
o Disbursement Amount, <DisbAmt>
o Disbursement Date, <DisbDt>
Note: When updating a disbursement, the disbursement amount
and date cannot be updated in the same submission.

Adjusting:
! Once a disbursement transaction with a Disbursement Sequence
Number of “01” is accepted with a Payment Trigger = “True,” the
Disbursement Amount and Disbursement Date must be adjusted.
! Disbursement Amount and Disbursement Date cannot be adjusted
in the same submission.
! A disbursement transaction to adjust a Disbursement Amount or
Date must have a unique Disbursement Sequence Number.
! Disbursement Sequence Numbers for a specific Disbursement
Number must be used in sequential order within the range of 01-
65.

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! When adjusting the Disbursement Amount, replacement

Disbursement Amounts must be reported rather than an adjustment
to the existing Disbursement Amount.
! Disbursement Date is always the date the money was credited to
the student’s account or paid to the student directly for this specific
disbursement number. Disbursement Date is NOT the date of the
adjustment transaction.
! Direct Loan disbursement amounts can be adjusted to $0.
! To adjust a Disbursement Amount, the following data elements
are required:
o Payment Trigger is already set to “True” on the COD
System, <PmtTriggerFlg = “True”>
o Disbursement Number, <Disbursement Number “”>
o New Disbursement Sequence Number, <DisbSeqNum>
o New Disbursement Amount, <DisbAmt>
o Disbursement Date, <DisbDt>
Note: When adjusting a disbursement amount, the disbursement
date CANNOT also be updated in the same submission. If you
submit the disbursement date, it must be the disbursement date
already on file on the COD database for this disbursement number.
! To adjust a Disbursement Date, the following data elements are
required:
o Payment Trigger = “True” or the Payment Trigger is
already set to “True” on the COD System, <PmtTriggerFlg
= “True”>
o Disbursement Number, <Disbursement Number “”>
o New Disbursement Sequence Number, <DisbSeqNum>
o Disbursement Date, <DisbDt>
Note: When adjusting a disbursement date, the disbursement
amounts CANNOT also be updated in the same submission. If you
submit the disbursement amounts, the amounts must be the
disbursement amounts already on file on the COD database for this
disbursement number.

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Example:
The following table illustrates the use of Disbursement Sequence Number
and replacement amounts when making an adjustment to an existing
disbursement:

Disbursement Sequence Disbursement Disbursement Accepted YTD

Number Number Date Amount Amount
01 01 09/01/2002 $2000.00 $2000.00

02 01 01/02/2003 $2000.00 $4000.00

02 02 01/02/2003 $1500.00 $3500.00

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Processing System-Generated Pell Responses

COD system-generated Common Record Response Documents of
Document Type “ND” (Negative Disbursement) are generated for several
situations, including Verification Status Code W, Negative Pending
Record, and Potential Overaward Process reductions.

Business Rules:
! A Response Document of Document Type “ND” contains a
system-generated Document ID.
! The Response indicates the Disbursement Number to which the
downward adjustment applies and a COD system-generated
Disbursement Sequence Number between 66 and 90.
Note: Refer to the Reporting Verification Status Code, Negative
Pending Records, and Potential Overaward Process sections for
more information.

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Reporting Verification Status Code

Valid values for the Verification Status Code are: “W”, “V”, or blank.

Business Rules:
! The COD System valid values for the Verification Status Codes are
“W” (Without Documentation), “V” (Verified), and “Blank.”
! Schools report a Verification Status Code of “V” on students for
whom verification has been completed, including all
documentation.
! QA Schools and other schools who verify students not selected by
the CPS report a Verification Status Code of “V” for those students
whose data they elect to verify.
! Schools report a Verification Status Code of “W” for students
selected for verification, but for whom the schools elects to make
interim disbursements prior to completing the verification process.
! For students with a Verification Status Code of “W,” the COD
System only accepts Disbursement Amounts up to 50% of the
student’s Scheduled Federal Pell Grant
! For students reported with a Verification Status Code of “W”, the
School must change the Verification Status Code to “V” (Verified)
once the data verification is complete.
! The COD System does not generate a Verification Status Code of
“W” based on selection by the CPS.
! Schools report a Verification Status Code of “Blank” for students
whom the School elected not to verify.
! QA Schools or Schools exercising 30% tolerance option may
report a Verification Status Code of “Blank” for students selected
for verification by the CPS that they elected not to verify.
! The COD System produces a list of students at the School with a
Verification Status of “W” and sends a warning that the School
must take action.
! At some point after the warning, the COD System reduces all
disbursements for students with a Verification Status of “W” to
zero ($0.00).

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Negative Pending Records

If an update to Award information produces an Award Amount that is less
than the total of all accepted and posted disbursements (disbursement
information with Payment Trigger = “true”) for the student, the COD
System creates a Negative Pending Record for the student.

Business Rules:
! If Award Amount exceeds the total accepted and posted
Disbursement Amounts, the COD System generates a Common
Record Response Document of Document Type “ND” notifying
the school of a Negative Pending Amount for the student and
indicating the Disbursement Number.
! Within 30 days of receiving notice that the COD System has
established a Negative Pending Record for a student, the COD
System expects to receive a Common Record for that student with
an adjustment to either the Disbursement Amount or to the Award
Amount equal to or greater than the Negative Pending Amount.
! The COD System does not accept additional Disbursement
information with a Payment Trigger of “True” for a student with a
Negative Pending Record, unless or until the Award Amount
increases.
! If the COD System does not receive an adjustment to the Award or
Disbursement Amount equal to or greater than the Negative
Pending Amount, it will generate a downward adjustment to the
Disbursement Amount equal to the Negative Pending Amount.
! The downward adjustment to the Disbursement Amount applies to
the existing Disbursement Number and a COD system generated
Disbursement Sequence Number between 66 and 90.

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Pell Potential Overaward Process (POP)

This information will be provided at a later date.

Concurrent Enrollment
This information will be provided at a later date.

Pell Administrative Cost Allowance (ACA)

The COD System calculates and pays ACA amounts.

Business Rules:
! The COD System calculates ACA amounts based on the number of
unduplicated recipients at each Reporting campus.
! The COD System pays ACA for students with at least one accepted
and posted disbursement during the course of an award year.
! The COD System disburses ACA multiple times during the award
year.
! Unless a school declines ACA, it receives a text message
indicating its unduplicated recipient count and the amount of ACA
being paid.
! The COD System pays each ACA amount directly into the
School’s bank account regardless of the Funding Methods used for
CFL.
! The COD System will process decreases in ACA obligations.

Pell Payment Schedule

For information on the Pell Grant Payment Schedule, please refer to the
2002-2003 Pell Grant Payment Schedule on www.ifap.ed.gov.

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Pell Grant Reports

Data Request Response

This information will be provided by March 1, 2002.

Statement of Account (SOA)

This information will be provided by March 1, 2002.

Multiple Reporting Record (MRR)

This information will be provided by March 1, 2002.

Reconciliation Report
This information will be provided by March 1, 2002.

Year-to-Date Record
This information will be provided by March 1, 2002.

SSN/Name/Date of Birth Change Report

This information will be provided by March 1, 2002.

Note: Please refer to Appendix M – COD Message Class Table for

information on the messages classes to be used for Pell Grant Reports.

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User Readiness Checklist

The following is a list of required or recommended steps to assist Full
Participants (Schools, Third Party Servicers, and Software Providers) with
implementing the COD System for the 2002-2003 Direct Loan and Pell
Grant Programs.

# Contact SFA indicating interest to be a Full Participant for COD

# Reference appropriate sections of the COD Technical Reference
Document to modify school or software provider applications to create
Common Record files in XML format
# Complete School Testing – Phase I: Communication Testing
# Sign-up for School Testing – Phase II: Common Record Manual
Verification
# Complete School Testing – Phase II: Common Record Manual
Verification
# Sign-up for School Testing – Phase III: Application Testing
# Complete School Testing – Phase III: Application Testing
# Complete COD Website User Administrator ID Setup
# Establish User IDs within organization for access to the COD website
# Establish Rules of Behavior documents related to use of the COD
System
# Coordinate with COD Customer Service Center to set options
# Attend Full Participant Developer Conference Calls
# Reference relevant sources of information, including:
o COD Technical Reference Document
o XML Schema for the Common Record
o Frequently Asked Questions about COD
o Local, regional and/or national conferences
o SFA Spring Training
o COD Full Participant Website

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